Creating an IT system for Rileys an American Pool and Snooker Hall Essay Sample

Creating an IT system for Rileys an American Pool and Snooker Hall Pages
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The business that I will be studying is Rileys, Rileys is an American pool and snooker hall. Data collection is a problem in this business as there are hundreds of people who want to become member of Rileys and the problem is that the company at the moment are storing the member’s information in a filing cabinet, which is not efficient and is hard to find individual records, the data cannot be accessed from other parts of the building or cannot be sent to the company headquarters for reference. Also it is not a safe place in the cabinet were the members personal information is held and easily be accessed by unauthorised users, and staff find it difficult to find individual records of people, for quick reference usage. This affects the customers by them not knowing that there personal information is in safe place to only be viewed by them and the staff, this also affects the workers/management on how to mange the files easily so that they can be found easily and no take a long time to be viewed. This leads to security problems in which if unauthorised people get hold of personal information of the members the people will then sell of the information to companies and advertisement, which will then lead a unsatisfied customer.

Investigation & Analysis Of Problem And Specification Of Solution

To find out as much as I can about how Rileys collects and stores information I decided to go and interview the manager about how she and her employees store and process the data of members –

Shahaan –

How do you collect your customer’s personal information?

Manager –

Well we give our customer a membership forum if they decide to become members of a charge of �5.00 for students and �15.00 for adults, and they fill in a membership forum to give us there necessary personal information. If our customer want to come in a s a one off the have to do a guest sign in given their address and phone number in case if they cause Trouble or criminal damage

Shahaan –

Where do you store you customer’s personal information?

Manager –

When we get their personal information we make a copy of it and give 1 copy to the member and keep one copy in a secure filling cabinet in my office.

Shahaan –

How do you process the data when your customers come and you want to make sure that they are members?

Manager –

It takes a bit of time to search for the individual’s files when there are

Hundreds of customers a day it takes a bit of time but being in alphabetical order quickens the process but still is a waste of time.

Shahaan –

How could you storing the personal information be better for quick?

Reference, a solution to you storing problem?

Manager –

We could have given them membership cards so they just show it to our staff and they can come and play but as well as that it would be much easier if the data was stored in a database on a computer making it easier and secure to store members personal information, giving each member of staff a password for each time they access the information, it will also not take up much space.

Shahaan –

Thank you for your time

Manager –

– Thank you

.

.

I talked to customer as he became a member and asked him what personal information they asked in the membership forum so I can use it to put in database.

Shahaan –

What personal information did Rileys ask you in their membership forum?

Customer –

They asked me basically my name, age, address, home phone number,

E-mail address, County, Town, Mobile number, my occupation

And work phone number, I had to also bring proof of address

Shahaan –

How is this personal information used?

Customer –

It’s used so that I can come over and over again and not pays for entry and if go, against the rules of the club or cause criminal offence they will know were the offender lives and his details?

As you can see from the interview I have investigated the problem and have come to a conclusion of solving the problem by storing the information on a database on a computer to make it easy and secure for staff to access the information and for customers to know that their personal information is in safe hands.

Now that I have the information that I need I can know design my database and how I am going to lay out the personal data.

On the next 2 pages are the real application forms of the company Rileys –

1. The first one is the original data capsulation forum with can be obtained at the Rileys snooker/American hall branch.

2. The second forum is a data capsulation form that can be filled in online (via internet and is found at www.cuesports.co.uk , this is another method of membership and a different type of forum.

Design of Solution

I will be solving the problem by putting the data of the members of Rileys in a database situated on network-linked computers with the necessary fields. The software, which I will be using, in which I will store the information of the members will be Pinpoint. This personal information of the members will only be accessible by the staff and Manager at Rileys, in which each member of staff will be given a personal password to the data, which they will have to enter in which to access the information of the members. The manager will have more privileges in accessing the data of the members, as she has a higher position than the staff. Also before changing the information on the database the staff will have to have permission by the manager in which to change the information.

Their will be 6 computer all on one network so all the data can be accessed through the whole of the buildings they will be linked via a LAN server:

A LAN is a Local Area Network covering a small area such as one building e.g. in a school or a college.

This is done so data flow will be quicker to be processed and inputted if all the computers are networked data will not have to inputted on each of the computers to save time and hassle.

Advantages of a network

* Sharing devices such as printers saves money.

* Network software licences are likely to be cheaper than buying several stand-alone licences.

* Files can easily be shared between users.

* Network users can communicate by e-mail.

* Security is good – users cannot see other users’ files unlike on stand-alone machines.

* A file server is easy to back up, as all the data is stored in one place.

Disadvantages of a network

* Purchasing the network cabling and file servers can be expensive.

* Managing a network is complicated, requires training and a network manager usually needs to be employed.

* If the file server breaks down all the computers will break down.

* Viruses can spread to other computers throughout a computer network.

* There is a danger of hacking, particularly with wide area networks. Expensive security procedures are needed to prevent such abuse.

The data that I will collect will be the following fields & Categories –

Main Customer input section –

* Surname

* Title

* Forename

* Date of Birth

* Telephone (Home)

* Telephone (Mobile/Work)

* Email

* Occupation

* Address

* Town

* County

* Postcode

* Signature

* Date

Student Information section (Students Only) –

* Course start date.

* Length Of course.

* Name of college

Office Use Only Section –

* Membership Number

* Membership type

* Expiry date

* Unit/location

* Staff name

* Amount paid

* Discount membership comments

There will be a total of 24 fields in which the information will be held the above 3 categories which are main customer input section, students only section and the office use section.

I will make sure that the data is kept correct, and updated. By making the customers when they want to become members write down their personal information in block capitals so it is clear to staff when they are typing it in the database. I will advise the staff to check the data once they have typed it in the data a second time through to overcome any spelling mistake or cross information errors (where other person’s information is put into your data).

The information will be put into a database using software Pinpoint on the computer which will consist of the above 24 fields of personal information which is necessary for Rileys to have.

The data will be kept secure to public as only the staff and the manager will have access to it and each individual staff member will have a personal password to access the information so if any information is incorrect the manager will know who accessed the database at what day and what time. The member will have a membership card which they will show when entering the club with there photo and main information on it, so it will then be checked up later by a member of staff. Also an if a member want to leave Rileys permanently for a personal reason he has the right in which to tell the staff that he wants his personal information deleted from the mainframe database.

What can we do to keep data safe and secure?

* Make regular back-ups of files.

* Back-up copies should be stored safely in fireproof safes or in another building.

* Protect yourself against viruses by running virus protection software.

* Use a system of passwords so that access to data is restricted.

* Files and data should always be locked away in fireproof and waterproof safes.

* Control entry to computer areas by issuing ID cards and magnetic swipe card entry.

* Only allow authorised staff into certain computer areas.

* Always log off or turn terminals off and if possible lock them.

* Avoid accidentally deleting files by write protecting discs and tapes.

* Use data encryption techniques to code data so that it makes no apparent sense.

What are the key threats to the security of data?

* Data can become damaged (corrupted) by faulty disks or disk drives and power failures.

* Accidentally deleting or overwriting files can lose data.

* Data can be lost or become corrupted by computer viruses.

* Data can be hacked into by unauthorised users and deleted or altered.

* Data can be destroyed by terrorist activities, war, bombs and fire.

Data can be deleted or altered by unpleasant employees wishing to make money or seek revenge on their employers

Specification of Solution –

List of statements, which will say what the system will do to solve the data collection, storage and processing problem: –

Solve data collection-

* Easier for the staff to input data

* Speed up the process of data collection

* Tighter security not enabling unauthorized users from accessing the database.

* More organised environment preventing missing files

Solve storage/security problems-

* The system will store the data in a small and secure area

* Secure storage giving only the staff permission in accessing the data (password)

* Look more professional and give a good influence on the business

* Make the customers feel that their personal data is in secure place.

* Back up data

Solve processing problem

* Prevent data input errors (validation and verification)

* More effiecent in accessing individual data from the database

* Save customers and staff’s time

* Via network the data can be accessed on each of the 6 computers

Data Flow Diagram (DFD)

Customer Fills

Customer Request Membership In Membership

Form

Correction Form returned to staff

Staff Checks

Take Information

Picture Of

Customer

Give membership card to customer

Photocopy membership form

Produce

Membership Card

Prepare members information to be

Transferred into database and filling cabinet

Enter member’s information into database send original to main company

Headquarters to be stored in

Filing Cabinet

Database Filing Cabinet

Proof read data

Staff Perform data validation checks-

1. Presence check

2. Character count

3. Range check

4. File lookup

5. Picture check

6. Check digit

7. Spell check

Resources

The software that the business will be requiring:

* Microsoft Word

* Microsoft Excel

* Microsoft Publisher

* Pinpoint

* Windows XP- Professional

* Internet Access

Microsoft Word is software from a range of software package called Microsoft office, it is enhanced word processing software with a variety of options including word art, spell check, designing shapes, producing letters and lot of word processing options and is very user friendly. It is the best solution for Rileys it is needed to produce formal letters to customers about offers and updates about payments options via post. The main features that it has is that is that it is very enhanced and there a lot of options to make different types of documents mainly letters. It also has a wizard which gives the inexperienced staff members a guide how to produce a letter step by step, to develop their I.C.T skills and to become more adapted to the software. There was another word processing software that I had considered which was Lotus and ClarisWorks but I found them to be much less efficient to the staff and they do not have many options and any wizard to help the inexperiered staff to use the software.

Microsoft excel is software from a range of software packages called Microsoft office. It is an advanced spreadsheet software with a variety of options such as producing graphs, managing a businesses finances and organising accounts and many more. It is the best solution as Rileys needs this spreadsheet software to manage its finance, budget, income and profits. It has many features and a wizard as it is quite complicated at the start for inexperienced staff to know how use the features of it. It is all user friendly and does not leave the user with a blank page and a bunch of icons.

I didn’t considered other spreadsheets software’s as Microsoft is the best of its type, and it comes with a package with Microsoft word, Microsoft excel, Microsoft publisher and Microsoft outlook, this package is called Microsoft small business, so it is cost efficient as well as good at its job so I choose to use this than any other spreadsheet packages. Microsoft Publisher is software from a range of software packages called Microsoft office. This piece of software is used to design posters and individual leaflets mainly are used in journalism. I feel that this is the best solution as it is needed to produce offers and leaflets to put around the club notifying the members about upcoming tournaments, discounts and opening times. The features that I need is the desktop publishing features how it will be easy to use as it has a wizard to help guide what type of publishing you need to do.

Microsoft’s Windows xp professional is the world leading operating system and its essential to this business as it has the latest networking functionalities. It is the best solution as it is the world’s latest operating system and is also has excellent function and options so the staff can adapt to the software with all user-friendly environments and functions. The main features are that its main features listed below:

* Reliable

* Secure

* High performance

* Easy to use

* Advanced Networking Functionality

I had considered using Windows xp home edition but I didn’t as it did n to have as many features as professional, and it was no compatible with networking which is one of the main solutions needed to connect 3 computers together so they can all access all the same database. Internet access is needed so that Rileys can send and receive e-mails to their customers informing them about offers, updates and payment changes also it is good for the members so if they have any complaints they can contact the business easily via e-mail. I will be good to have Broadband internet as would be more faster to access information through the networking computers and sending and receiving e-mails.

The hardware that the business will be requiring:

* 6 Computers- basic specifications

– Intel Pentium 3 / 4

– 1 GHZ + / – 200mhz

– 20 GB Hardrive

– 128 MB Memory

– Networking Enabled

– Windows XP Professional

– Modem

* Printer

* Scanner

* Web cam

* Fax Machine

The business will be requiring 6 computers of the specifications listed above. This is a good choice as the pc’s need to be at a fast speed so data can be accessed more efficiently. There are no limitations as the pc is at a high speed and with the latest software’s al being network enabled. The business will need a standard colour printer for printing letters and also printing out members photo and producing membership cards. The limitations are that only A4 and below sized paper can be printed out not A3 or above, also the resolution might not be as good as it can be. The business will be requiring a scanner as they can scan in the original membership forums to be stored in the computer so there will be a copy of the actual forms on the computer. Also a web cam is essential to prevent customer bringing there own photos which will make happy customers, so the business will produce there own photos which will be stored on the computer. The only limitation would be that the Rileys would need to buy an expensive web cam to get better quality pictures and functions. A fax machine is vital as it is a good way of communicating with the customers and any contact with the main ware house of riley with supplying good and updates from the headquarters.

Data Collection, data capture and input

To design my data capulation form I will need collect the following information about my customer, which is necessary to store in the database.

Information –

Main Customer input section –

* Surname

* Title

* Forename

* Date Of Birth

* Telephone (Home)

* Telephone (Mobile/Work)

* Email

* Occupation

* Address

* Town

* County

* Postcode

* Signature

* Date

Student Information section (Students Only) –

* Course start date.

* Length Of course.

* Name of college

Office Use Only Section –

* Membership Number

* Membership type

* Expiry date

* Unit/location

* Staff name

* Amount paid

* Discount membership comments

I have designed the form so I can collect the basic information of my customers, to be stored in the database, which will be in use for further reference in future for health and security reasons. As a member of our club it is a rule for use to have their information. And the way that I have designed it is for the ease of the customers to understand and find it easy to fill in the form as it is all set in a simplistic way for all ages, with 1 box per letter/number which also makes it easy for the staff to understand when transferring data onto the database.

My form ensures that the least amount of mistakes occurs and that data is accurate as the following aspects of the form are designed to prevents such mistakes from occurring.

* Blocks for per letter/number so data is easily read by staff and written on by customers

* Form has three main sections where data is inputted so the customer has ease accessing it.

* Spread out in fairly large font so customers of all ages have ease in reading the data to prevent mistakes

The data will get into the computer after the customer has filled in the form and then in spear time the staff will type in the information into the mainframe computer using the software pinpoint. And to prevent mistakes the employee will perform the validation and verification checks on the information to make the chances of mistakes very low.

Data Verification and Validation

Data collection accuracy is very important aspect as so that the staff has the correct information about each of their customers, and also if you need to get back to each customer via e-mail, post, telephone about e.g. special offers and promotions it is important that you have their correct personal information in the database so that the information gets to the customer.

Other major factor is that if information is typed incorrectly into the data concern the members safety if a member shows act of violence in the club putting the customers and staff at risk, it would be vital to have there correct personal information to report to the police to be prosecuted. But if the data is not accurate enough the offender can get away. Also if you send you member monthly newsletters via, email and post and the name is incorrectly spelt the member will to be pleased or may feel offended and will have to pay a visit to the Rileys for the data to be corrected, which will not please the member and will be a waste of valuable time.

To minimize the possibilities of errors my database will have clearly stated field in which the appropriate data of the member will be entered by the staff, performing the specific data validation and verification checks if necessary.

There are a number of validation types that can help check the data that is being entered. They are used in many different ways; here are the ones, which will be used in the Rileys database:

Validation type

How it works

Example of use

Check digit

The last one or two digits on a code are used to check the other digits are correct

Check the digits of the customers

Format check

Checks the data is in the right format

A name of a customer should not have a number in it or town, city.

Length check

Checks the data isn’t too short or too long

A surname might be 16 characters or less

Lookup table

Looks up acceptable values in a table

There are only seven possible days of the week (Date)

Presence check

Checks that a field has been entered

In most databases a key field cannot be left blank (e.g. name, address)

Range check

Checks a number isn’t too big or too small

Persons age between 15 – 100

Spell check

Looks up words in a dictionary

When word processing

Verification will also be used to make sure that the data is entered correctly; type of verification used by the staff will be proofreading data. This method involves somebody checking what is on the screen is the same as on the input document. This is time consuming and costly. The other option that I declined is Double entry (typing the data in twice and comparing the two copies). This can take much more time and means higher wage costs, the staff will prefer proofreading.

Data and program structure

This table below will show the details of each field in the Rileys database by showing the:

* Field Name

* Field Type

* Length

* Description

* Explanation of how this choice will prevent data entry error.

On all of the field’s validation and verification checks will be performed to prevent data entry errors.

Field Name

Field Type

Length

Description

Explanation –

How It Will Prevent Data Entry Error

Surname

Letters Only

15 Letters

Customers surname will be entered only, and it is a must answer field

Only letters can be entered in this field, and 1 block per letter, so that the staff has ease in reading the customers handwriting.

Title

Multiple choice

Tick 1 box out of 5

Tick 1 box out of 5 options, Mr, Mrs, Miss, Ms and Dr it is also a must answer field

The customer can only tick 1 box and it is clearly labelled, and the staff has a low risk of making a mistake as he/she only has to mark one box

Forename

Letters Only

15 Letters

Customers forename will be entered only, and it is a must answer field

Only letters can be entered in this field, and 1 block per letter

so that the staff has ease in reading the customers handwriting

D-O-B

(Date-Of-Birth)

Numeric Only

8 Numbers

Customers DOB must only be entered and it is a numeric field only

Only numbers can be entered so errors in entering letter cant occur and there are 2 blocks for the month and date and 4 for the year separating them is a slash (/) so customers knows where to fill in the numbers

Telephone.

(Home)

Numeric Only

15 Numbers

Customers home number be entered only, and it is a must answer field

Only numbers can be entered to prevent errors, and 1 block per number so that staff has ease in reading.

Telephone

(Mobile)

Numeric Only

15 Numbers

Customer mobile number must be entered only, and it is not a must answer field.

Only numbers can be entered to prevent errors, and 1 block per number so that staff has ease in reading the customers handwriting

Field Name

Field Type

Length

Description

Explanation –

How It Will Prevent Data Entry Error

E-mail

Text & Numeric

16 Letters and numbers

Customers e-mail address if he/she has one and it is not a must answer field, and also is an open field so letters and numbers can be entered

Errors can be avoided

If the staff concentrates in entering the data as it is a open field

Occupation

Text & Numeric

15 Letters and numbers

Customers occupation so the staff and the businesses know the personality and lifestyle of the customer, it is not a must answer field

Errors can be avoided

If the staff concentrates in entering the data as it is a open field

Postcode

Text & Numeric

7 Letters and numbers

Customers postcode is very essential, and is a must answer field

As this is an essential field the staff must not make a mistake as it is a contact field but it is very unlikely if the validation and verification tests are performed

Address

Text & Numeric

16 Letters and numbers

The address is one of the most important fields and it is a open field and is also a must answer field

As this is an essential field the staff must not make a mistake as it is a contact field but it is very unlikely if the validation and verification tests are performed

Town

Text

14 Letters

The town of were the member lives and it is a must answer field limit of 14 letters

Mistake will occur very unlikely as each letter there is a block for so it is easy for customers off all ages to understand.

County

Text

15 Letters

The county of were the member lives and it is a must answer field limit of 15 letters

Mistake will occur very unlikely as each letter there is a block for so it is easy for customers off all ages to understand.

Signature

Text

Open

The personal signature of the customer important field and is a text only and a must answer field

Prevent data entry error as the signature is personal and is very important and as it is a must answer field a mistake cannot happen

Date

Numeric

Open

Date field date recorded of the membership, only numeric, and a must answer field

Only numbers can be entered so text mistakes will not occur. Field is designed for entering the date only.

Course Start Date

Text & Numeric

Open

Full data of course must answer field if customer is a student

1 block per letter/number so mistakes are a low percentage

Field Name

Field Type

Length

Description

Explanation –

How It Will Prevent Data Entry Error

Length of Course

Text & Numeric

Open

Full data of course must answer field if customer is a student

1 block per letter/number so mistakes are a low percentage

Name of College

Text & Numeric

Open

Name of college the student attends it is a must answer field if customer is a student.

1 block per letter/number so mistakes are a low percentage

Membership number

Numeric

12 Numbers

The personal membership number of the member very important this is the reference of the member and is a must answer field by the staff who assign the number

Only numbers can be entered so letter mistakes cannot occur.

And there is only 12 numbers in the membership number so less or ore cannot be entered

Expiry Date

Numeric

8 Numbers

Date field date recorded of the membership expiry, only numeric, and a must answer field

Only numbers can be entered so text mistakes will not occur. Field is designed for entering the date only.

Unit Location

Text

16 Letters

This is the branch of Rileys must be entered and it is a must answer field in this case it will be Walthamstow

Only text can be entered and there is a limit of 16 letters, there is only one location that Rileys is in is Walthamstow

Staff Name

Text

16 Letters

The staffs name which processed the data

Text only and given a limit to reduce data entry errors.

Amount Paid

Numeric

4 Numbers

The amount of money that the customer has paid for his/her membership (receipt)

This is a money only field and only number can be entered so prevent entry there is a range to further reduce the chances of mistakes

Membership type

Multiple choice

Tick 1 of 5 choices

Tick 1 of 5 choices, and it is a must answer field

It is a multiple choice field so you only have to mark one box it is very unlikely that a mistake will occur also it is a must answer field.

Discount Membership Comments

Text & Numeric

Open

Any comments about discounts that the club is offering to the individual and is an open field not a must answer field

Mistakes may occur but it is not very important field

Screen shots of the software need for the business –

Output Format

Screen shot of how the data will look on screen when a member of staff is using Pinpoint –

The above way of the data laid out is good for this particular situation as all the information of all the customers is displayed on one worksheet and can easily be sorted and searched using the icons situated on the toolbar. Also it can be viewed in the view of the capulation form but that is more difficult as only one members information is laid out on one sheet and its is much harder to manually search and sort the data. The other screen shot is attached to this page is that is how the data will look individually for each members data on screen as a data capsulation form which is more easier to input data than as a spreadsheet screen.

Reasons that the above screen shot is good for the staffs situation –

* Everything is onscreen

* East to understand

* Simple instructions to edit database

* Organised layout

* All members’ data displayed

* All field displayed

Other forms of data presentation are on the next pages of how data could look onscreen in a different format.

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