This club was founded on 25 August 2003. “Animal Jungle” is club but in the same way shop. There are many activities or goods provided by the Club, such as you could pay for training or buy some things for your pet. There is big shop based on all sorts of things for pets, from medical needs, food and pets’ toys to live home pets. There are organized trainings for pets, usually dogs.
Miss Sally Kent is manager of the ‘Animal Jungle’. She has all lists of members. One of her main jobs is to look how is club going and to write letters to members. There are 150 members now.
PROBLEM WITH THE CURRENT SYSTEM
My user (Sally Kent) is having problem doing jobs that need to be done. She has all members’ information on the paper and usually she looses information. Pets Club is rising bigger and there are hundreds of member’s related documents. Sometimes documents are not neat enough or she cannot find them quickly and she starts to loose time and to not write to members on time. Generally, she keeps loosing them and cannot to identify who is the member who is not.
There are many alternative solutions what my user can use. Two main ways of solutions are manual solution and IT solution.
Manual solution is entering dates by hand on papers.
My user uses cards to keep members data. She keeps them in folders sorted by member number. It is one of the cheapest solutions but with many problems. If somebody make mistake by entering data he/she must start card all over again. Sometimes cards are not clear or neat enough and sometimes when e.g. Miss Kent want to find them it takes long time. Sometimes she needs to search all cards to find the one she looking for. That sometimes can be indeed hard job and messy.
For my user will be much easier and less complicated to keep members data on the computer. There will be for sure less loss of members’ data. All data would be less messy and neater. If my user wants, to find some member she just needs to type member number or something what can respond that data and she will find wanted member document. It will save some time and therefore it will be cheaper solution.
Adequate solution I think could be IT solution. However, it is quicker and easier to reach any data. If my user want to find some member data only what it will needed is typing member number or something what he/she knows to get wanted data. My user, Miss Kent, could find any data fast without loosing time on searching. The data will be much neater and backups can be made more safely using than keeping them on papers. My user needs time for entering all existing data onto computer, but there is need to do that just once.
1. Simple data entry – user friendly data entry form with explanation of any field on screen
2. Fast and accurate searching of any data – user can type in number or word in relevant field and search for data with this number or word
3. Printing base data of members – user wants to have possibility to print out all members data in different formats
4. Printing invoices, invitations… – all correspondence with members should be able to print (invoices, letters, invitations…)
OUTPUTS, INPUTS AND PROCESSING
Inputs are all data that we need to keep in order to be able to produce all required outputs. Sources are different and depend on data itself. Inputs are data, which we store in computer. Following list represents just part of input data.
All requests made by user produce outputs actually.
Following list contains some examples:
All members report
Membership number, name etc.
All services/goods report
Services/goods description, prices etc.
Member data, service/goods data, turnover data (sold services/goods)
Searching for goods on members request
Member’s data, event’s data
Some outputs are very straightforward. For example, “All members report” needs just formatting. All data are just in one table.
To print “Invitation letters” process needs member’s data, event’s data and it will format them without any additional calculation.
“Selling” will have member data and service/goods data as inputs. Because it is usually done when member is present, it should be fast. Database and screens should be designed to enable it.
“Invoices” have different data as input, e.g. member’s data, service/goods data, selling price, date, quantity, tax etc. Invoice processing performs calculation to get sum of all items sold, to calculate tax amount and total amount.