(b) Definition, Investigation and Analysis

(i) Definition Nature of the Problem

Description of Organization
Beaconhouse Nazimabad A level is a high school located in North
Nazimabad, in close proximity to KDA chowrangi. It is supervised by the
regional director, Mr.Asim Yaqoob, while its head mistress is Mrs.Bhatti. It
offers a multiplicity of A-level courses essentially covering engineering,
medical and commerce. Its working hours are from 8am to 4pm. A photocopy
shop is established in school, and which is a part of school. It is owned by
Mr.Raees Ahmed, who works here being a staff member of school. He copies
schools confidential data, other transactional data and teachers and
students material.

Statement of Problem
Mr.Raees records all details of his work in a register manually and has to
submit this to Mrs.Bhaty, by the end of the month. As the load was less the
work was undemanding but as the school developed, it became a more
hectic and time-consuming task. Multiple registers need to be made,
arranged and named. All were stored in small cabinets and at his home,
when capacity was full. And by the fall of month, he has to reassemble all
and submit in a presentable manner.
My task is simply designing a simple but efficient database which will help
Mr.Raees in handling registers.

Current Methods Used

Any customer that comes for a photocopy handovers the hardcopy, that has
to be photocopied, and tells the number of copies to be made. Amount for
that particular is calculated and told to the customer. If the customer agrees
with the price, details regarding customer is filled in register, otherwise the
hardcopy of customer is returned. If the customer has agreed, he submits
advance payment, i.e. half of the original price, and is told a date and time
when he has to return. When the customer arrives at given date or time, all

Page 1 of 134

his data is handed over to him and amount left is taken. Register are then
updated.

Origin and Form of Data

This is what is written in register.

Date: The date when the order was given to the shop, e.g. 9-11-2001.
Name: Name of customer, e.g. Asher.
Department: From where does this document belong, e.g. accounting
department.
Description: A brief description of type of document, e.g. admission
form.
Quantity: Number of photocopies that are needed to be made, e.g.
100.
Total Cost: Amount in Rupees that is collected.

Refer to the Appendix for original copies of the forms used in the current
system.

Page 2 of 134

(ii) Investigation and Analysis

Investigation Plan
Whatever the problem is, it has to be studied using a well defined plan and is
solved by diving it into smaller components. Hence, an investigation plan has
been designed to study the system from each and every angle, precisely.
Interviewing is the basic technique that is planned to be used. This would
help each to provide their personal views on the system, directly. Although,
this will consume my much of my time but I have planned to conduct
multiple interview sessions with Mr. Raees whose core focus will be on
approaching all the problems and their solutions from different phases so
ensure that the solution should not enclose the same deficiencies which are
present in the current system used.
But, moving ahead with a lone piece of study would not be a first-rate
technique. For that I have chosen three distinct days, when I will go and
observe the system in its routine timings. This will provide with me a crystal
clear initiative of what is being done. Monitoring faces of customers and Mr.
Raees would enable me to achieve the first-hand knowledge of the system.

Page 3 of 134

First Interview with Mr. Raees

Asher: What is the degree of satisfaction with your current system?
Mr. Raees: Look Ali, to be honest I am fed up of this now. It has been more
than a year that the workload has increased in such a manner that I am
thinking to shift this work to something else.
Asher: No, please, dont do that. I will try to help you on this. Just try to
explain me the main problems that bothers you.
Mr. Raees: The one that is most crucial is the management of my records.
When a customer comes, who has already given me a document to
photocopy, I need to search his details in the register because I do not
remember each and every face. That searching proves, for me, a frantic task,
because it must also be done in a jerk of time. But it is, mostly, not possible.
Asher: So it means that customer, sometimes, get fed up of you when you
take a bit more time to search.
Mr. Raees: Yes. Obviously, it happens.
Asher: Alright, proceed with your problems.
Mr. Raees: Secondly, when fresh customers arrives to do some photocopy,
they need to stand for about 5-10 minutes while I enter their details and like
this the ones waiting at back, sometimes, leaves the shop.
Asher: That outlines the same drawback as of previous problem.
Mr. Raees: Yes.
Asher: Alright. What are the ambitions for it?
Mr. Raees: I would like to have a system that would respond me in a quick
manner so that I could deal customers faster. The records should be
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organized in such a way that it should take less time in searching a particular
record when required.
Asher: Thank you very much for a slice of your valuable time. I will get onto
the most possible and feasible solution and convey it to you.

______________________
______________________
Asher
Mr. Raees
Analysis of First Interview with Mr. Raees
All I have noticed in this interview is the time-management plus the recordmanagement issues. The system is such inefficient that it consumes a lot of
time of Mr. Raees, paying back which is not worth of it. It is much difficult to
identify the customer through records. This clarified the importance of each
record and need to maintain them.

Observation
After observing the system throughout its working hours for three days, I
have drawn some key points which are as follows:

When a customer comes to the shop to collect his/her photocopied

material, along with the original documents, Mr. Raees first need to
verify whether the customer is genuine. This is because he has a weak
memory and he does not remember his customers except most
frequent ones. So he searches in his register for the details of the
customer and verifies it. It takes a lot of time. Meanwhile, some new
customers exits from the shop.
Rarely, it occurs that Mr. Raees could not find any record of any
customer because he has lost that register. At this stage, I recognized
the issue of storage of his data.
On the other hand, customer complains on lack of evidence provided
to them regarding payment as well as documents taken.
Also, while entering information of customer, he sometimes does
spelling mistakes or wrote in such hasten style that he couldnt
understand it afterwards.
Page 5 of 134

It also happens sometimes, that Mr. Raees made mistakes in

calculating the price for photocopy. The explanation for this is nothing
but a disturbed mind. He works under such a hurry that he tries to
finish with his customer as early as possible. In such rapidity it is
possible for anyone to make errors.

Second Interview with Mr. Raees

Asher: Studying your system intimately has enabled me to outline some
probable solutions. You may purchase, or rents, 3-4 more photocopy
machines and hire an employee for each. This will divide the work load.
Mr. Raees: I appreciate your effort but try to understand my problems. My
shop is not big enough to hold a large number of machines.
Asher: Alright, you could extend your shop covering the back side area.
Mr. Raees: But I could not afford that; four machines, employees and then an
additional area. I am not such economically stable to pay them every month.
Asher: You are right on your side. The second way out to resolve this is that
you hire a single worker to assist you. You may divide the paperwork and
physical work amongst both of you.
Mr. Raees: The essential part is, actually, that I could not trust anyone to
work with me.
Asher: There is no problem if you think like that. The only way to get on with
this is computerizing whole system. This will wrap all the objectives
considering the facts and figures that you have mentioned. But for that you
need to have some computer knowledge.
Page 6 of 134

Mr. Raees: Yes, I do have. I have studied a computer course in my college

life.
Asher: That is excellent. It would prove to help you in future. This would be a
perfect option for you.
Mr. Raees: Would not it will be out of my budget?
Asher: No. That could meet exact requirements that you want remaining in
the boundary of your financial circle.
Mr. Raees: If it is possible to do that, there is no other preference. I would like
you to work on this. So would it be possible to store all my registers in
computer?
Asher: Why not?
Mr. Raees: This will help me to deal with multiple customers in short time as
it would be quick and competent.
Asher: In no doubt. But before proceeding further, I would like to know some
more about your experience in operational mode.
Mr. Raees: Yes?
Asher: I have observed that it consumes a lot of time to update your
registers, calculate price, discount etc. So designing a system that does all
this easily would be much suitable for you. And, secondly, what is the
procedure of calculating discount that you do sometimes when customer
insists?
Mr. Raees: I would like to add one more thing. I need to submit all my records
in a presentable form in the office. It is a headache for me to do that. It
requires for me to combine all details, first gathering from different registers.
Sometimes registers are lost or spoiled. Storage and maintenance of
registers is a huge challenge for me.
Asher: This would no long continue. I will design bypass solution for that. You
could easily save all your data and it will also form a report at the end of the
month.
Mr. Raees: Moreover, there are some rules on whose basis I calculate
discount. If number of copies is above 200 and below 300, then discount is
10% of total cost. If its above it, then its 25% of total paper cost. Total cost
Page 7 of 134

is basically number of copies multiplied by 1.5. It may seem funny but I do

not discount until customer asks for.
Asher: Alright. By the way, thanks for settling down another interview with
such positive attitude.
Mr. Raees: That's fine, no problem.

______________________
______________________
Asher
Mr. Raees

Analysis of Second Interview with Mr. Raees

Computerization of the whole system proved to be the final decision in
accordance with Mr. Raeess choice along with what I drew about the most
feasible solution. It would enable him to deal with customers quicker-the
primary objective. It would provide him with validation checks to avoid errors
and calculation of costing along with possible discounts. Additionally, a
receipt will also be given to customers indicating the proof of their payment
along with the date/time till when their work would be done. A report facility
will also be designed to submit, at the end of the month, in the office.
Requirement Specification
Summarizing all the facts gathered through observation and interviews, I
have identified the requirements for the new system.
They are as follows:

It must be faster and more proficient so that more customers could

be dealt in same amount of time.
Validation checks must be implemented to ensure that no errors are
made while entering data.
It should contain some calculation facilities, including calculation of
total cost and discounts.

Page 8 of 134

It should also be able to produce a hardcopy that will be given to

the customers as proof of their payment, including date/time when
they have to return.
A database of all records must be designed such that addition of
records, alteration of records and erasure of records could be done
easily.
Backups of records must be made to avoid uncertain loss of data.
Search facility must be provided to search records to identify a
customer.
A user-friendly environment of work should be provided such that it
would not, or minimally, necessitate any training.

Alternative Solutions
There are a number of techniques that could be used to achieve these goals.
Few of them are listed below:

Visual Basic: A high-level programming language could be used to

formulate a structure that could, operationally, accomplish all the
requirements. Some programming routines, that must be required,
could be imported from market as Off the shelf. But, what would
make them insufficient are those unwanted features that will be
included, while they would not be demanded. Other than this,
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development of such program would take too much space on time

scale. Along with that, it would require consistent testing strategies as
it would contain errors. All these sum up to indicate a clear cut decision
that this technique would not be suitable to work out with Mr. Raees.

Microsoft Excel: Spreadsheet software could be used to collect and

manipulate with numeric type of data. This would allow producing
different types of column graphs, 2-D and 3-D line charts, pie-charts,
bar graphs, scatter graphs and many more media to compute
statistical analysis and comparisons. This would help to design his
monthly reports in much presentable manner and, even, allow him to
be productive in terms of profit and loss. Formulas could be places in
cells to calculate total cost, along with discounts, according to the
required parameters. But, management of records would be too
disorganized, at larger scale, if done on a spreadsheet, which was the
principal intent. Consequently, this would not be a first-rate option as
well.

Microsoft Access: A database management program may prove to

be the superlative choice among all. It could manage records, exactly,
in the way that is demanded by the proposal. It could store large
amount of records easily, in a defined sequence. Adding, amending
and deletion of records could be done easily. Search facilities with
respect to multiple parameters are present. Monthly report could also
be formed, along with the additional receipt for customers or any other
type of input/output form could easily be designed. This would also be
much more user-friendly because of the use of forms and reports.
Furthermore, no much coding is required to deal with this, and, hence,
it would be developed in less time. Because of its coverage over major
objectives, Mr. Raees has agreed with Microsoft Access.

______________________
______________________
Asher
Mr. Raees
Hardware Requirements
To cope-up with the proposed system, there will be some necessities in terms
of physical components. Basic requirements are:
Page 10 of 134

i5 Pentium processor, or Intel core 2 duo, with a processor speed of 2.5

GHz or more.
At least 2 GB DDR RAM of any brand.
ASUS Motherboard.
Seagate Hard drive, or any other brand, with a capacity of 160 GB.
Sony External Hard disk of capacity 500 GB, or more.
Samsung HDMI 22 Monitor, or larger.
Logitech wireless keyboard and laser mouse.
Canon ink jet printer.

Software Requirements
Hardware is of no worth without any software. Listed below are some basic
necessities in terms of software.

Microsoft Windows 7 Ultimate as an operating system. This will support

all hardware that is mentioned in Hardware Requirements along with
any Microsoft program.
Microsoft Office Access 2007 as the required database program. This
will be used to develop whole new system that has been proposed.

(c) Design
(i) Nature of the Solution
Page 11 of 134

Objectives of the New System

To initiate a computerized relational database that will substitute the

needs of physical registers.
To provide a background running on graphical user interface that would
be user friendly.
To produce a system that will maintain the records for long periods.
To introduce a search facility in order to save time.
To design simple, but logical, data entry forms, to input data.
To design output forms or reports to convey information after
processing.
To make the system as fast as possible relative to the old one.
To preserve the security and integrity of data up to the maximum
accuracy.
To reduce errors when the data is entered.

Presentations of these objectives, when given to Mr. Raees, were

acknowledged and he was really impressed.

______________________
______________________
Asher
Mr. Raees

Data Collection
The only raw material, present, from which data may be collected, is
registers made by Mr. Raees. This data would be entered into the tables to
provide a ground for reports and forms to be established.

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Detailed Systems Design

The Entity relationship diagram for the new system is shown below. The
tables have been normalized. Now, it contains no many-to-many
relationships directly and all partial key and non-key dependencies have
been removed to prepare a fully third normalized form.
One-to-many relationship is used between Department and Customer, and
Customer and Transaction. This can be explained as a department will
contain many customers but the customer will belong to a single department
only. Similarly, a customer may do multiple transactions.

DEPARTMENT

CUSTOMER

TRANSACTION

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Proposed File, Record and Data Structure

The following tables will be used in the new system, as defined in entity
relationship.

Department table
This will contain the names of departments with respect to their IDs.

Customer table
This is a linked table to the Department table and will contain
customers name with respect to their IDs.

Transaction table
This table is linked to both, Department table and Customer table, and
will contain all the details about payment.

Structure of tables is defined from the next page.

Department Table

Page 14 of 134

FIELD NAME

Department
ID
Department
Name

DATA TYPE

Long Integer

Text

DATA
LENGTH

DESCRIPTIO
N

VALIDATION
CHECK

This is the
primary key
of the table

Uniqueness
Check
Presence
Check

25

Name of the
department

Type Check
Presence
Check

DATA
LENGTH

DESCRIPTIO
N

VALIDATION
CHECK

This is the
primary key
of the table

Uniqueness
Check
Presence
Check

25

Name of the
department

Type Check
Presence
Check

Customer Table

FIELD NAME

Customer ID

Customer
Name

DATA TYPE

Long Integer

Text

Transaction Table

Page 15 of 134

FIELD NAME

Transaction
ID

Transaction
Date

Customer
Name

DATA TYPE

Long Integer

Date/Time

Text

DATA
LENGTH

DESCRIPTIO
N

VALIDATION
CHECK

This is the
primary key
of the table

Uniqueness
Check
Presence
Check

25

Department
Name

Text

25

Description

Text

50

Quantity

Discount

Integer

Currency

Page 16 of 134

The date
when the
transaction
was made
Customer
Name is
selected here
using look-up
wizard
Department
Name is
selected here
using look-up
wizard
A short
description
related to the
theme of
customers
documents
Quantitative
measure of
the
photocopies
that were
made
Amount of
discount, if
asked by
customer in
total cost

Type Check
Format Check
Presence
Check
Referential
Integrity
Presence
Check
Referential
Integrity

Presence
Check

Type Check
Presence
Check

Type Check
Cross-field
Check

Total Cost

Leftover
Payment

Currency

Currency

Total cost
paid by the
customer

Type Check
Presence
Check

Total Cost
Advance
Payment

Type Check
Presence
Check

Input Screens Design

The data input method is as simple as possible and, hence, it is done using
input forms. Each module has its respective form which is directly linked to a
table of same module. User will only have access to these forms, while the
fields in form will pass through all the parameters and validations that are
pre-set in their respective tables. There are three forms designed in a way
that will help user to easily understand and use them. Even buttons are
designed in such a way that an icon is always beside them to indicate its
purpose.

Department Form

Page 17 of 134

This form is linked with the Department table and is used to input name of
departments.

Customer Form

Page 18 of 134

This form is linked with Customer table and is used to input customer name.

Daily Transactions Form

Page 19 of 134

This form is linked to Daily Transactions table and will input all the necessary
information.

Page 20 of 134

Output Screens Design

Reports are selected to be the method of conveying information to the user.

Department Information Report

Page 21 of 134

Customer Information Report

Page 22 of 134

Date Wise Sales Report

Incomplete Payment Report

Page 23 of 134

Process Design
Main
Page 24 of 134
Switchbo

Output
Reports

Input Data
Exit
Application

Customer

Customer

Date wise Sales

report

Daily Transaction

Departme
nt

Main
switchboard

Incomplete
payment

Department

Main
switchboard

(ii) Intended Benefits

Page 25 of 134

Input Method: Input will be done through a keyboard. This will craft the
system fast and proficient. But, obviously, a disadvantage will be faced
which would be the initiating cost.

Processing: All processing and calculations will be done automatically

by the system as all the methods, formulae and procedures are predefined. Only buttons are needed to be pressed for any action to occur.
It would not be a problem as whole interface, including buttons, is userfriendly and contains small icons to help understand any function. This
was previously performed using brain and calculator. Hence, it will save
users time.

Output Method: Outputs are totally based on reports which will be

printed using an ink jet printer. All types of report based on different
criteria will be only a single click away. This will replace the previously
happening hand-written method. Relative to previous technique, these
reports will be smart, fast and more structured.

Storage: All records will be stored on a Database saved on hard disk

that was previously stored using registers. Problem of filling cabinets
is, hence, resolved straight away. Secondly, continuous updating of
active data and arching of inactive/old data will also maintain the
integrity of it. Continuous Back upping the data will also keep the
security of data.

(iii) Limits of the Scope of the Solution

Page 26 of 134

However the system is designed, it will always have some deficiencies that
will resist it being 100% efficient. Even my designed system is limited to
some extent due to some problems. Some of them are due to my own
capability while some are boundaries of the environment and budget. But
this will not affect the working because it will always be preferable over
old/existing system.

The system is not designed in a complex way to perform as brilliant

functions as possible. Rather it has been made as simple as possible
because the end-user will be Mr. Raees. As discussed earlier, he is not
an expert user of computer. Basic operations are, hence, used only
along with a core emphasis on user-friendliness of the system.

Power failure may affect the system severely as it will stop all the
working. A possible solution is installation of an UPS (Uninterrupted
Power Supply) or an electrical generator, but again it would cause
system to be over-budgeted. Note that malfunction may crash hard
disk and all data may be lost. But for this problem, backups will be a
regular part.

Hardware requirements, that were mentioned earlier are branded and

will definitely be expensive. It is possible that user will buy hardware of
brands other than what are stated. It will, hence, not be of same
potential and may cause system to work poorly.

A changeover will certainly affect the way of working and

understanding. Therefore, it may take some time to settle.

I am not a professional analyst or designer and my work may contain

some bugs. Obviously, the system will be tested and debugged but
some errors are only encountered once system is activated for some
time. It would require updating and maintenance.

There will be some deviation between the design and actually

developed system because of the limitation of the software that will be
used.

Page 27 of 134

File Size Estimation

Customer Table

FIELD NAME

DATA TYPE

DATA LENGTH

Customer ID

Long Integer

Customer Name

Text

25

Total size of records = 8 + 25 = 33 Bytes

Overhead = 33 x 1.1 = 36.3 Bytes
Total size of 100 records = 36.3 x 100 = 3630 Bytes = 3.63 KB
Department Table

FIELD NAME

DATA TYPE

DATA LENGTH

Department ID

Long Integer

Department Name

Text

25

Total size of records = 8 + 25 = 33 Bytes

Overhead = 33 x 1.1 = 36.3 Bytes
Total size of 100 records = 36.3 x 100 = 3630 Bytes = 3.63 KB
Daily Transaction Table
Page 28 of 134

FIELD NAME

DATA TYPE

DATA LENGTH

Transaction ID

Long Integer

Transaction Date

Date/Time

Customer Name

Text

25

Department Name

Text

25

Description

Text

50

Quantity

Integer

Discount

Currency

Total Cost

Currency

Leftover Payment

Currency

Total size of records = 8 + 8 + 25 + 25 + 50 + 3 + 8 + 8 + 8 = 143 Bytes

Overhead = 143 x 1.1 = 157.3 Bytes
Total size of 100 records = 157.3 x 100 = 15730 Bytes = 15.73 KB
Size of database = Sum (Size of all tables)
Size of database = 3.63 + 3.63 + 15.73 = 22.99 KB

(d) Software Development, Testing and Implementation

(i) Development and Testing
Page 29 of 134

Tables
Department Table
Data Sheet View

Design View

Page 30 of 134

Customer Table
Data Sheet View
Page 31 of 134

Design View

Page 32 of 134

Daily Transactions Table

Data Sheet View
Page 33 of 134

Design View

Page 34 of 134

Relationships between Tables

Page 35 of 134

Forms
Page 36 of 134

Department Form
Form View

Design View

Page 37 of 134

Customer Form

Page 38 of 134

Form View

Design View

Page 39 of 134

Daily Transactions Form

Page 40 of 134

Form View

Design View

Page 41 of 134

Program Code for Additional Buttons

Page 42 of 134

Reports

Page 43 of 134

Department Report
Report View

Design View

Page 44 of 134

Customer Report
Report View
Page 45 of 134

Design View

Page 46 of 134

Date wise Sales Report

Page 47 of 134

Report View
It will need two inputs for creating this report.
From Date

A date will be entered in this box.

To Date

A date will be entered in this box.

Accordingly, the report will be like this:

Page 48 of 134

Design View
Page 49 of 134

SQL for Date wise Sales Report

Query is named as Date-to-Date

Page 50 of 134

Design View

SQL View

Page 51 of 134

Incomplete Payments Report

Report View
Page 52 of 134

Design View

Page 53 of 134

SQL for Incomplete Payments Report

Query is named as Incomplete Payment
Page 54 of 134

Design View

SQL View

Page 55 of 134

Testing Plan

Page 56 of 134

Test #

Objective
To check
whether the
Discount
button, on
the Daily
Transactions
form,
calculate
10% of total
when the
quantity is
between 200
and 300, and
correct Total
To check
whether the
Only Total
button, on
the Daily
Transactions
form,
calculate
correct total
when no
discount is
required
To check if
negative
values can be
entered in
Quantity field
of Daily
Transactions
To check if
record can be
saved
without a

Test Data

Expected
Result

Actual
Result

220 in the
Quantity. And
click
Discount
button

Total of 220
copies is 220
x 1.5 i.e. 330
and 10% of
330 is 33.
And Total
should be
220 x 1.5
33 i.e. 297

Refer to
Screenshots

220 in the
Quantity. And
click Only
Total button

Total is 220 x
1.5 i.e. 330

Refer to
Screenshots

-10

As validation
check is
applied to
this field, it
must produce
an error

Refer to
Screenshots

No name is
entered and
new record
button is

As validation
check is
applied to
this field, it

Page 57 of 134

Refer to
Screenshots

customer
name in Daily
Transactions

To check if a
customer
name can be
entered who
is not present
in Customer
table
To check
whether the
date in Daily
Transactions
is accepted if
it is greater
than current
date

clicked

must produce
an error

Raza is
entered in
customer
name

As this name
is not present
in the
customer
table, it must
produce an
error

Refer to
Screenshots

17-Mar 14 is
entered in
date

As validation
check is
applied to
this field, it
should
produce an
error

Refer to
Screenshots

Check
whether the
Date-to-Date
query works
properly and
produces
report
according to
present
records

Parameters
were entered
i.e. From
Date=5-Dec
13 and To
Date=10-Dec
13

To check
whether date
in daily
transaction
accepts a
text value

Ali is entered
in date

Page 58 of 134

As criteria is
applied to
query, it
should
display
records
whose
transaction
date is
between
these two
dates
As validation
check is
applied to
this field, it
should
produce an
error

Refer to
Screenshots

Refer to
Screenshots

10

11

12

13

14

To delete a
record in
customer
table
To ensure
that record is
saved in the
Customer
table when
saved from
Customer
form
To check
whether
department
name accepts
normal data
i.e. a name
To check
whether
department
name rejects
abnormal
data i.e. a
number
To see what
happens if
Quantity in
Daily
Transactions
is left empty
To check
whether the
calendar
option works
beside Date
field in Daily
Transactions
table

Record is
selected and
delete button
is pressed

Record
should be
deleted from
the table

Refer to
Screenshots

Customer
name is
written and
save button
is pressed

Record
should be
saved in
customer
table

Refer to
Screenshots

Psychology is
entered in
department
name

It should be
accepted

Refer to
Screenshots

110 is
entered in
department
name

As validation
check is
applied to it,
it should
produce an
error

Refer to
Screenshots

Nothing is
entered in
Quantity

As validation
check is
applied to it,
it should
produce an
error

Refer to
Screenshots

Calendar icon
is clicked

Calendar
enlarges for
date
selection

Refer to
Screenshots

Page 59 of 134

15

To check
whether the
customer
report is
produced
correctly

Double click
on customer
report

Testing
Test # 1

Page 60 of 134

Customer
reports opens
displaying all
the customer
records

Refer to
Screenshots

Actual Result

Page 61 of 134

Test # 2

Page 62 of 134

Actual Result

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Test # 3

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Page 65 of 134

Page 66 of 134

Actual Result

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Test # 4

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Actual Result
Page 69 of 134

Test # 5

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Actual Result

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Test # 6

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Page 73 of 134

Page 74 of 134

Actual Result

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Test # 7

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Page 77 of 134

Actual Result

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Test # 8

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Page 80 of 134

Actual Result

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Test # 9

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Page 83 of 134

Actual Result

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Test # 10

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Actual Result

Test # 11
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Actual Result
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Test # 12

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Page 89 of 134

Page 90 of 134

Actual Result

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Test # 13

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Page 93 of 134

Actual Result

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Test # 14

Page 95 of 134

Actual Result

Page 96 of 134

Test # 15

Actual Result
Page 97 of 134

(ii) Installation
Page 98 of 134

Method for Installation

After the most successful testing, I decided to go with direct changeover as
there were no drawbacks of introducing the new system. But Mr. Raees
emphasized and convinced me for Parallel implementation. It was realized
that a direct changeover will replaced the old and existing system overnight,
implementing the new one, but if any error (by chance) occurred, it will stop
all the work. Secondly, he will not be familiar with this and, hence, this would
be compromising for some time.
So it is decided to work with both systems at the same time. This would
provide a backup in case of a failure and will also enhance training.

Evidence of Installation

Page 99 of 134

This is a digital copy of the letter sent by the client, Mr. Raees, to me in
acceptance to the installed system. Original letter is also present and is with
original documents.

Raees PhotoCopy
Beaconhouse School
Near KDA chowrangi
North Nazimaad,
Karachi
I have started using the system as the way you guided
while installation. The system is smooth and I realized that how efficiently it
saves my time when I compared it with the previous one. I was really
surprised to see that customers were also pleased when I was dealing with
each of them in short spans of time.
A flash back played in my mind when you discussed the objectives with me
and took my interview. At that time I was not expecting that all the
objectives will be completed in one turn. In fact, the system astonished me.
Its features and user-friendliness really helped me to learn and engage with
it within a week. No calculator required, no fillings of cabinets required and
no registers required. Additionally, my shop looks beautiful with equipped
machines now.
I think that there is no need of the old system working simultaneously at this
stage. Because the old system requires me to write manually and, again, just
creates a mess.

Youre thankful

_______________________
Mr. Raees

Page 100 of 134

(iii) Appropriateness of structure and exploitation of available

facilities
Hardware Amendments
Hardware is already specified in previous section and was selected with
respect to its reliability, appropriateness and integrity. According to the
environment and other factors, they will work fine and no problem is
expected. However, in case a problem occurs, I am always in consultancy to
Mr. Raees, or a different analyst can be hired.

Software Amendments
Software was selected after the verbal agreement with the client. Moreover,
testing is completed providing extremely successful results that no test went
wrong. Such a result indicates the achievement of the developed software
and proves no further amendments are demanded. Technical Documentation
is written for understanding of the system if any new analyst or programmer
works.

Page 101 of 134

(e) Documentation
(i) System Maintenance Document
Hardware Requirements
To cope-up with the proposed system, there will be some necessities in terms
of physical components. Basic requirements are:

i5 Pentium processor, or Intel core 2 duo, with a processor speed of 2.5

GHz or more.
At least 2 GB DDR RAM of any brand.
ASUS Motherboard.
Seagate Hard drive, or any other brand, with a capacity of 160 GB.
Sony External Hard disk of capacity 500 GB, or more.
Samsung HDMI 22 Monitor, or larger.
Logitech wireless keyboard and laser mouse.
Canon ink jet printer.

Software Requirements
Hardware is of no worth without any software. Listed below are some basic
necessities in terms of software.

Microsoft Windows 7 Ultimate as an operating system. This will support

all hardware that is mentioned in Hardware Requirements along with
any Microsoft program.
Microsoft Office Access 2007 as the required database program. This
will be used to develop whole new system that has been proposed.

Page 102 of 134

Input Requirements
Department Table

FIELD NAME

Department
ID

DATA TYPE

Long Integer

DATA
LENGTH

DESCRIPTIO
N

VALIDATION
CHECK

This is the
primary key
of the table

Uniqueness
Check
Presence
Check

Page 103 of 134

Department
Name

Text

25

Name of the
department

DATA TYPE

DATA
LENGTH

DESCRIPTIO
N

Type Check
Presence
Check

VALIDATION
CHECK

Customer Table

FIELD NAME

Page 104 of 134

Customer ID

Customer
Name

Long Integer

Text

This is the
primary key
of the table

Uniqueness
Check
Presence
Check

25

Name of the
department

Type Check
Presence
Check

Daily Transactions Table

Page 105 of 134

FIELD NAME

Transaction
ID

Transaction
Date

Customer
Name

DATA TYPE

Long Integer

Date/Time

Text

DATA
LENGTH

DESCRIPTIO
N

VALIDATION
CHECK

This is the
primary key
of the table

Uniqueness
Check
Presence
Check

25

Department
Name

Text

25

Description

Text

50

Quantity

Integer

Page 106 of 134

The date
when the
transaction
was made
Customer
Name is
selected here
using look-up
wizard
Department
Name is
selected here
using look-up
wizard
A short
description
related to the
theme of
customers
documents
Quantitative
measure of
the
photocopies
that were
made

Type Check
Format Check
Presence
Check
Referential
Integrity
Presence
Check
Referential
Integrity

Presence
Check

Type Check
Presence
Check

Discount

Total Cost

Leftover
Payment

Currency

Currency

Currency

Amount of
discount, if
asked by
customer in
total cost

Type Check
Cross-field
Check

Total cost
paid by the
customer

Type Check
Presence
Check

Total Cost
Advance
Payment

Type Check
Presence
Check

Entity Relationship Diagram

Page 107 of 134

Screens Used
Page 108 of 134

Department Form
Form View

Design View

Page 109 of 134

Customer Form

Page 110 of 134

Form View

Design View

Page 111 of 134

Daily Transactions Form

Page 112 of 134

Form View

Design View

Page 113 of 134

Page 114 of 134

Program Code for Additional Buttons

Reports

Page 115 of 134

Department Report
Report View

Design View

Page 116 of 134

Customer Report
Report View
Page 117 of 134

Design View

Page 118 of 134

Date wise Sales Report

Page 119 of 134

Report View
It will need two inputs for creating this report.
From Date

A date will be entered in this box.

To Date

A date will be entered in this box.

Accordingly, the report will be like this:

Page 120 of 134

Design View

Page 121 of 134

SQL for Date wise Sales Report

Page 122 of 134

Query is named as Date-to-Date

Design View

SQL View

Page 123 of 134

Incomplete Payments Report

Report View
Page 124 of 134

Design View

Page 125 of 134

SQL for Incomplete Payments Report

Query is named as Incomplete Payment
Page 126 of 134

Design View

SQL View

Page 127 of 134

Data Dictionary

Page 128 of 134

DATA
LENGTH

DESCRIPTIO
N

VALIDATION
CHECK

This is the
primary key
of the table

Uniqueness
Check
Presence
Check

25

Name of the
department

Type Check
Presence
Check

This is the
primary key
of the table

Uniqueness
Check
Presence
Check

Text

25

Name of the
department

Type Check
Presence
Check

Transaction
ID

Long Integer

This is the
primary key
of the table

Transaction
Date

Date/Time

Customer
Name

Text

25

Department
Name

Text

25

Description

Text

50

The date
when the
transaction
was made
Customer
Name is
selected here
using look-up
wizard
Department
Name is
selected here
using look-up
wizard
A short
description
related to the
theme of

FIELD NAME

Department
ID
Department
Name

Customer ID

Customer
Name

DATA TYPE

Long Integer

Text

Long Integer

Page 129 of 134

Uniqueness
Check
Presence
Check
Type Check
Format Check

Presence
Check
Referential
Integrity
Presence
Check
Referential
Integrity
Presence
Check

customers
documents
Quantity

Integer

Discount

Currency

Total Cost

Currency

Leftover
Payment

Currency

Page 130 of 134

Quantitative
measure of
the
photocopies
that were
made
Amount of
discount, if
asked by
customer in
total cost
Total cost
paid by the
customer

Type Check
Presence
Check

Total Cost
Advance
Payment

Type Check
Presence
Check

Type Check
Cross-field
Check

Type Check
Presence
Check

(ii) User Documentation

See appendix for user documentation.

Page 131 of 134

(f) Evaluation
(i) Discussion of the degree of success in meeting the original
objectives
In beginning of the work, some objectives were settled to achieve.

To initiate a computerized relational database that will substitute the

needs of physical registers.
This has been done as a newly designed database, on Microsoft
Access, has been designed compromising tables and forms to input the
data. All the information is now stored on hard disk rather than
physical registers.

To provide a background running on graphical user interface that would

be user friendly.
All the forms are examples of GUI as can be seen on pages 35-41. In
the same forms, navigation and help buttons are placed, e.g. Discount
button, along with its icon, in Daily Transactions form as can be seen
from page 39. This is an example of user-friendly system.

To produce a system that will maintain the records for long periods.
Records are saved for a long time. This can be proved through reports.
Whatever date you want, reports can be produced in an organized
manner. This is shown in Technical, along with User, documentation.

To introduce a search facility in order to save time.

A search bar and button is always there in forms, for searching any
record or etc, at the bottom. This can be seen in any form. An example
is on page 35.

To design simple, but logical, data entry forms, to input data.

Forms are very simple, as seen from Form view, and of course logical,
as can be seen in Design view, on pages 35-41.

Page 132 of 134

To design output forms or reports to convey information after

processing.
Different types of reports are designed with respect to different
parameters. They are processed using SQL and provides suitable
outputs. This can be seen on pages 42-54

To make the system as fast as possible relative to the old one.

This can only be explained by the end user of the system. And this is
agreed in the letter from client in which he thanks for making the
system fast.

To preserve the security and integrity of data up to the maximum

accuracy.
As shown in User Documentation, passwords can be activated so that
only a particular user could access it. Information cannot be leaked by
any means then.

To reduce errors when the data is entered.

As shown in some of the tests from testing phase, how data is rejected
while entry when it violates any validation check or rule from page 5794. This shows the extent to which the errors while entry is reduced.

(ii)Evaluate Users response to the system

This can be seen from the letter on page 96.

(iii) Desirable Extensions

Discussion of degree of success in meeting the original and initial objectives
gives a crystal clear idea that no objective has been left blank and I have
succeeded from every aspect from analysis to implementation. There were
some limitations due to the boundaries of budget which are still at their
place so no improvement could be made with respect to them. There was
enough time for me to complete the task so there is no lacking because of
short time scale.

Page 133 of 134

As discussed in limitations of the scope of the solution, earlier, I am not a

professional analyst and it is possible that my client, Mr. Raees, encounters
some problems while working. But, up to now there are no such results
generated.
As the requirements were simple and straight forward, I didnt try to complex
the simple. Once Mr. Raees get familiar with this, I will introduce some
complex features to improve the sustainability and productivity of his work.

Page 134 of 134