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ICT Project: Identification Procedures Essay Sample

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ICT Project: Identification Procedures Essay Sample

The On-Site Computer Service is a company that runs a mobile computer repair service. Recently, the management has noticed that expenditure is rising above the limits set. This seems to be because the employees are buying things they think are needed, without checking with the management first. For this reason, they want some method of keeping an eye on any money that is spent by the employees.

Solving the Problem

After thinking about possible solutions, I have come to the conclusion that there is only one way to solve this problem. A system needs to be created that will record all of the money spent by employees, and also tell them how much is left.

The users of the system will be the employees of the company (in order to enter their expenditure into the system and see how much they have left), and the management (will use it to view the entered information).

The system I would like to create must have four main functions:

1. To record how much money is spent by the employees of the company.

2. To show employees how much more money they have left to spend.

3. To show a summary of the spending of each employee and department.

4. To show an overall summary of the spending of the employees of the company.

This means that data entry must be simple, with a separate entry point for each employee, with a summary of their ‘accounts’ visible to them.

Also, viewing data must be clear, so a summary must be produced for each department, and an overall summary must be produced.

I now need to consider whether I will use a manual solution or a computer solution to solve this problem.

Manual Solution:

Using a manual solution would mean:

1. Getting all of the employees to write out by hand all of their expenses, and then add them up using a calculator.

2. Getting employees to use a calculator to find out how they have left every time they spend more, and to record this amount.

3. Getting employees to show their spending etc. in a summary, which must be continually updated. Also, to make a summary of the whole department’s spending.

4. Getting an employee to create an overall summary of the spending of the entire company.

This could be done, but it would take a very long time, as every time new information is added the whole lot must be modified manually. This would take up a lot of time and effort, and would discourage the employees from filling it out properly. It would also mean that it is more likely that the employees will make errors when they are calculating the data, as they have to calculate a lot of data. It may also mean that employees forget about using the system altogether due to the effort and time consummation. For these reasons, I feel that the manual solution is not a very feasible solution.

PC Solution:

Within the PC solution, there are different software solutions available for me to use. I am going to consider two of these for use to create my system.

Microsoft Word:

This is a program that was created to assist in the writing of letters and documents. It is basically an upgraded word processor. Using this program to create this system would mean creating tables in the document for data to be entered in to. This would still mean the need for manual calculations, as Word does not have the ability to perform calculations. As with the Manual solution, this would be time-consuming, inaccurate and discouraging to the employees. Overall, this leads me to conclude that using Microsoft Word may be nearly as bad as using the manual solution.

Microsoft Excel:

This is a program that was created to assist in the making of spreadsheets that are used for keeping accounts. This program has formulae that perform calculations for the user automatically. This means that it saves time and is a more accurate system to use. It can also be used to create a summary of all the data in a table or spreadsheet. This means that it will save more of the employees’ time. Finally, when a formula is inputted, it will automatically update any summaries whenever the data is changed. Overall, this leads me to conclude that Microsoft Excel is the best program to use in my solution.

I have decided to use the PC solution to create my system. Within this, I will use the program, Microsoft Excel, as I can use it to create spreadsheets that will save time and effort for the employees. It will perform calculations automatically, update summaries and show employees how much they have left to spend.

By the end of this project, I plan to fill these criteria:

* The spreadsheet will show all employees how much they have spent, and how much they have left to spend.

* The spreadsheet will show a summary for each employee, each department, and an overall summary.

* The spreadsheet will have a warning message for when an employee and/or department overspends.

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