Cambridge Ordinary Level Computer Studies Coursework/project (7010)

Part Ordering System

Part Ordering System - Sun Lanka PVT/Ltd.

Name – Isuru Asiri Ranaweera

Center – Lyceum International School, Gampaha

Center No – LK042

2009-2010

Part Ordering System Sun Lanka PVT/Ltd Analysis

Acknowledgment

I like to thank all who helped me to finish this project on time.

I like to thank specially my teachers who encouraged and advised me to complete this project.

Isuru Asiri Ranaweera

Analysis Page 2


Contents

Section Page Number/s Analysis

1. Description of the problem 5-72. Objectives 83. Description of existing solution 9-10 4. Evaluation of existing solution 10-115. Description of other possible solutions 11-136. Evaluation of other possible solutions 14-15

Justification 15

Design7. Plan 17-188. Description of the method of solution 8.1 Design of the tables 19-208.2 Design of the queries 208.3 System Flow Chart 218.4 Relationships 228.5 Form Design 24-278.6 Report Design 27-298.7 Screen Navigation 298.8 Pseudo code for each module 30-338.9 Hardware 33-348.10 Software 34

Implementation 9. Method of Solution 36-82 10. Accurate Method of Solution 83

Testing 85-93

Documentation 12.1 Technical documentation 95-96 12.2 User documentation 96-100

Evaluation 102-104

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Analysis Page 4

Analysis


1) Description of the problem

1.1 Introduction Sun Lanka PVT/LTD is a company, which deals with export of major automobile parts and accessories from various countries. This company was started in 2001 as a small workshop for repairing vehicles. However, it soon grew and expanded. The company is located in Colombo Fort, Sri Lanka. The company gets most its income from a weekly catalogue on a magazine.

Currently, the company has a work force of around 220. It has a huge warehouse situated near the main port to store car parts when they arrive from ships. The company has a huge fleet of trucks to transport the goods from the main warehouse to the company. Every week, around 15 trucks full of automobile parts arrive from the warehouse to the company. The company has three main customer points where automobile parts and accessories are sold. These retail outlets are installed in five cities: Nugegoda, Gampaha, Kandy, Galle and Kalutara for customer convenience. The company has a head office in Colombo, the main city, to manage the distribution of car parts. The company site is divided into 3 sections.

1. Customer ordering section-here the company staff communicates with the customers via the telephone and records down the details of customer, orders made and other details on paper. This section employs the most skilled and qualified people because they need to communicate efficiently and clearly, so that no mistakes are made when recording the details.

2. Main warehouse-this is where all the goods are brought first by trucks from the port and kept until taken to company site to be packed and distributed.

3. Packaging section-this is where all the goods are packed, named and distributed to the five customer outlets where customers can get their ordered parts. This section employs around 30 people.

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1.2 Identification of the problem

Sun Lanka PVT/LTD uses a manual information system, where all the details of the workers are written in paper format.When information about a particular worker is needed or needs to be updated, he/she needs to go through all the files and cabinets to find the intended data. This can be a tiring task.There is no proper order in the arrangement of the files and it becomes a huge mess to gather data.There is no proper duty roster and this problem mainly affects the truck drivers as they are left in confusion so sometimes miss the deliveries, which finally reduce the company income.All the data about the workers are held in hand-written documents and writing is a tiring task.The company each year spends lot of money on buying paper, stationary and filing cabinets to hold the files. This is very costly.The paper-based system is not a safe method as personal information can be referred by anybody.Taking back-up copies of important files like master file can be a hideous task as they have to hand-written.Paper-based system is not a long-term solution to keeping data as paper files. They are torn and damaged over time.

Communicating method is not proficient as it is costly.

The solution to the existing problem would be to computerize the manual records such as customer details, customer order details and part details to be kept in an efficient manner such that cost is reduced and work is done quickly.

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To understand the present system a questionnaire was given out to the employees. Out of several fact finding techniques, giving out a questionnaire was chosen because that technique was probably the fastest and efficient method. It also enabled the employer to give direct answers to questions. The following is the questionnaire which was distributed to the employees:

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Questionnaire (for employees)

1. What is your name?

2. When did you join the company?

3. What are your working hours?

4. What do you feel about the management?

5. Are you satisfied with your salary?

6. Do you think there should be any improvements to be made in the company? What are they?

7. Is the management co-operative enough in running the business?.

8. Do you change your job routine every week?

9. Is the current system efficient enough? Any improvements?

10. How long have you been working for the company?


2) Objectives

2.1Objectives related to the company

1. Having an efficient system where less physical space is needed.2. To store personal information about the workers safely, so that only certain people

can refer them.3. To arrange data in an order so that searching for a file is easy.4. To have back-up copies of important files so that they can be used to recover lost

data.5. To calculate final order cost efficiently and accurately for customers.6. To reduce workload of the staff. 7. To have well organized filing system which data can be accessed quickly and

accurately

2.2Objectives related to the computer

1. To create an organized database.2. To perform accurate calculations on order cost, transactions made etc. as computers

are very accurate in calculations.3. To use a large database to store data in an effective manner:

i) To create tables, queries, forms and reports to present data in a successful style.ii) To make changes to data in the database such as inserting, deleting, amending and sorting

4. To store personal information safely with the use of passwords then unauthorized staff member will not be able to access data.

5. To check what each customer has ordered and number of orderes made.6. To create backup copies so that lost data can be recovered. Eg: Master files.7. To enable fast and convenient data entry and data should be validated before

processing them.

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3) Description of existing solution

A customer fills in a catalogue to specify what he/she needs from a weekly magazine. This is mailed or faxed to the company. If it is urgent then an order is placed over the telephone.

Every order made via telephone or mail is recorded down on paper but this process takes long time. Then this order form is faxed or mailed to the head office in Colombo where it is recorded and requests for export of required goods. If mailing is done for every form then is quiet costly. The ordered goods first arrive at the warehouse, where it is temporarily stored. The ordered parts are next transported to the company site where it is packaged and inspected for any faults. Parts are next distributed to the five different customer outlets according to customer preference.

A form is returned to the customer mentioning all the details of the transaction made such as item bought, price, specifications etc. The customer pays for the parts ordered. These details are also recorded in paper format. It is a very time-consuming process.

The customer lacks the advantage of paying through the internet, as the company does not have a computerized information system. This problem creates many losses by profit for the company. Storing the many records, master files, and order forms takes lot of space, so huge filing cabinets are used. If a computerized method is put to practice, huge amounts of information can be stored in a very small space. ‘Turnaround documents’ can be used as the data capture method if a computerized system is used. Forms are produced using the computer, which then are filled in manually by customers. This is again used as the input to the system to identify the order made. Data is processed and another form is returned to the customer showing the transaction details. Records are stored automatically once a transaction is made.

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3.1 Input, process and output

Input- The customer places an order and the company staff records all the details of the customer and the order.

Process- Recording all the customer and order details. The order details are sent to the overseas company that sends the goods. The order cost for the customer is calculated by multiplying the cost of the good ordered by the number of orders made.

Output-When the goods arrive, the customer is informed of it and on a given date, the transaction takes place. The customer receives the parts.

4) Evaluation of existing solution

4.1 Advantages and disadvantages

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Input Process Output


5)

Description of other possible solutions

Improving the manual systemTo improve the manual system certain commitments should be done by the staff, when arranging books and paper files they should be kept in an order and organized

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Advantages Disadvantages

The staff needs not to be trained for any special method of collecting, recording or storing data as everything is done manually. No cost for training staff.

More physical space is required, as huge cabinets are needed to store the files. It is not very durable.

The initial cost of maintaining a manual system is far cheaper than using a computerized system because the cost of implementing a computerized system has many expenses. E.g. electricity cost, training cost for staff etc.

As there is no proper order in the arrangement of data, it is in disorder.

No technical problems are created due to power failures or system breakdowns

Storing data is a tiring task as each entry has to hand-written.

Any alterations can be easily done in paper files.

It is much time-consuming to search for data. Expenses on paper usage are high.

4.2 Suggested improvements for the existing solution

Organize files and folders in which data is kept such as labeling them accordingly and place them in different shelves.When recording information on paper, use clear handwriting, so it is understandable for anyone who reads it.


well, so that it becomes easier to search for data. Keep back-up copies of important files so that in case of data loss or misplacement, the back-up copies can be used to recover it.

Buying a general purpose software packageGeneral-purpose packages are very popular because their documentation (manual, tutorials etc.) tends to be very good; the programs are well tested and are very cheap.

Developing an information system

5.1 Description of the proposed solution

The proposed solution is to computerize the current manual system, so that it becomes convenient and efficient. The workload can be reduced with a use of a computer. Computers take less space and do jobs faster and accurately. Company profit is increased as internet facility is available through computers (can advertise online on website).

Advantages of using a computerized system to run the company:

Computers have a large storage capacity, so more information can be stored in a small space.

Any file management tasks such as updating, sorting, deletion and amendments can be done easily.

The data is in an order so there is no disorder, which makes it easy to search through data and information.

Taking backup copies of important details is quick and easier as it does not require rewriting the same details. They can be saved to CD-ROMs or magnetic disks.

Personal details of workers and staff are password protected.

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Searching for any details or information is very easy and fast as searching through piles of files is no longer needed.

The company does not have to pay huge expenses on stationary, filing cabinets and paper.

Duty rosters are printed and delivered to relevant staff.

Networking can be done so that computers in different locations can be linked to transfer and share data.

5.2 Data Flow Diagram

Customer name, address, order,

Customer name, order

Customer data

Replace customer

name, order

Part details

Name, tax code Customer name, pay, order, total tax

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Customer order forms

Customer

Customer orders

Verify and validate data

Part details

Book order for shipping


Name, pay, tax

Data of all customers

Ordered parts and transaction form

6) Evaluation of other possible solutions

6.1 Advantages of other possible solutions (by using an application software package)

Fewer problems are created when the work is done using a software package.Searching for data is easier and quicker.Space consumption is minimized by the use of computers. Passwords protecting the files ensure that only the authorized people can access it.Backup copies can be created to store the data for future use.Less money is wasted on paper and stationary because of computerization.

6.2 Advantages of other possible solutions (improving the manual system)

It is cheaper to improve the manual system than to computerize the system.Special training for staff is not needed as their job is not altered.

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Customer data

Print transaction summary

Prints transaction form and pack goods for customers

Accounts department


Any changes can be easily done in paper format.Keeping books in an order can reduce the time taken for searching them.

6.3 Disadvantages of other possible solutions (by using an application software package).Software packages could contain unnecessary item which are irrelevant.We should be careful when buying software packages as the sellers can cheat us by selling useless software packages. Backup copies are vital in a computerized system.The main problems of using a computerized system are power failure, viruses and hackers. Viruses can infect the system as these packages often contain viruses.The staff needs to be trained in order to use computers.Personal data can be misused.

6.4 Disadvantages of other possible solutions (Improving the manual system)Lot of paper is wasted when using a computerized system.The physical space that is needed to keep the paper files cannot be reduced.Despite the paper files being arranged in an order, it can still be difficult to search for data.Keeping backup copies is a very tiring task because everything should be handwritten.

Justification

Regarding the above facts, I think that it is a correct decision to computerize the current system. The computerized information system not only makes it easier to run the business, but also provides secure data stores and efficient communicating

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methods too. Despite steps to improve the current information system, the implementing of a new system can bring many advantages to the company. Therefore, the reason I have decided to computerize the current system is its huge

advantages to problem ratio. It is a good solution to the current problems faced by Sun Lanka PVT/LTD.

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7) Plan Task Sub-Task Starting

DateEnding Date

Objectives

Analysis Description of the problem 25-March 2009

29-March 2009

To study the system and find the main problem to be solved.

Objectives 30-March 6-March To highlight future requirements.

Description of other possible solutions

6-April 10-April To find other solutions that can be used.

Evaluation of existing solutions. 11-April 15-April To improve existing solution by looking at other possibilities.

Description of the existing method 03-May 10-May Detailed view of current method, its input, output and data processing methods.

Evaluation of the other possible solutions

11-May 17-May Improving other alternate solutions.

Design Plan 15-June 21-June To get a clear idea of the steps involved.

Hardware 21-June 25-June To find details of best solution.

Software 25-July 26-July Suitable HW.

System Flow Chart 28-June 3-July Suitable SW.

Description of the problem

4-July to 29-July

To design input screens to decide how the output should look like to validate data before storage.

Relationships To link different tables together.

To keep data in an organized manner. To design algorithms for each module

Form Design Report Design Pseudo code for each module

Implementation Method of solution related to the 2-September 15-October Develop the program to satisfy the customer

Analysis Page 17

Part Ordering System Sun Lanka PVT/Ltd Analysisproblem need.

Accurate method of solution 16-October 28-October Completing the full project achieving all objectives mentioned in analysis.

Testing Test strategy 12-January 2010

23-January 2010

Testing program linked to the objectives.

Test results 25-January 27- January Input 3 types of data to test program and show that all objectives are achieved.

Documentation Technical 27-January 28-January For future maintenance or modification. To record how the solution works.

User 29-January 31-January Guide the user of the system how to handle/operate the system.

Evaluation Evaluating 4-February 7-Februaury Evaluating the system to show that all the objectives are successfully achieved.

Developments 8-February 10-February Discuss future improvements to the system.

8) Description of the method of solution 8.1Design of the database: Tables

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Table name: customer Details Description: contains details of customers Primary Key: customerno


Field name Data type Field size Validation

CustomerNo Text 3 Length check-checks that it contains only 3 digits

OrderNo Text 3 Length check-checks that it contains only 3 digits

PartNo Text 12

Part Text 40 Character check-checks that it contains characters

DateofInquiry Date/time Short size Format check- checks for the correct format of data

MethodofPayment Text 15 File lookup (combo box)-use a predefined value list.

Analysis Page 19

Table name: customer order details Description: contains details of the orders made Primary Key: orderno and customerno

Table name: part details Description: contains details of parts ordered Primary Key: partno


CustomerNo Text 3 Length check- (checks that CustomerNo has only 3 digits).

FirstName Text 10 Presence check-(is not null) FirstName should not be empty.

LastName Text 15

Address Text 40

TelephoneNo Text 10 Format check- input mask is given as ‘033’9999999


8.2 Design of the database: Queries

Finding inquiry details for a particular customer

Purpose -To have a sorted list of customer inquiry details Table used -Customer Order Details Fields -OrderNo, CustomerNo, PartNo, DateOf Inquiry, MethodOfPayment, NoOf Orders Parameter -Enter the CustomerNo

Find the final cost of ordered goods

Purpose - To find final cost of orders made Tables used - Customer Order Details Fields - NoOfOrders, Price, Cost : NoOfOrders*Price

Sorted inquiry dates

Purpose - To sort inquiry dates according to ascending order Tables used - Customer Order Details Fields - DateOfInquiry, CustomerNo Sort - Ascending on DateOfInquiry

8.3 System Flow Chart

Analysis Page 20

Collect customer

orders

Input orders


Part no Text 12

Part Text 40

Amount Number Long Integer Range check – (amount of parts ordered should be less than 3)

Specifications Text 40

Model no(if any) Text Long Integer

Price Currency Long Integer

ExpectedDate Date/Time 12 Format check- checks for the correct format of data


8.4 Relationships

1

1

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Customers details

Customerno

Firstname

Lastname

Address

Telephoneno

Parts details

Partno

Part

Amount

Details

Modelno(if any)

Price

Expected date

Validation

Calculating customer order

Updating master file

ReportsBill slips

Error report

Save validated data

Database

Generate bills and reports


M

M

8.5 Form design

As soon as the system is loaded, a message box appears to enter the password. If the user enters the correct password, the main menu will be displayed. If an incorrect password is entered then an error message will appear, which can stop unauthorized access to the database.

Main Menu

Analysis Page 22

Parts details

Partno

Part

Amount

Details

Modelno(if any)

Price

Expected date

Customer order details

Customerno Date of inquiry

Orderno Method of payment

Partno Number of order

Part

Enter the password

Ok Cancel


Sun Lanka PVT/Ltd

Command buttons

Labels

Command button

The above form is the main menu which is used to navigate into a different menu.

Form Menu

Analysis Page 23

Company logo

Main Menu

Form Menu

Command buttons Labels

Command button

Company logo

Customer details

Customer Order Details

Parts Details

Back to Main Menu


Customer Details

Sun Lanka PVT/Ltd

Customer Details

CustomerNo :

FirstName :

LastName :

Address :

TelephoneNo :

The previous form is used to maintain customer’s information. Functions of the command buttons:

Previous record- displays details of the previous record. First record- displays the details of the first record. Last record –displays the details of the last record. Next record –displays the details of the next record. Add record- adds new records to the form. Delete record-eliminates records from the form. Undo record –disengages records made in the form. Save record –saves the record for future reference. Main Menu- opens the main menu to switch to a different form or report.


Sun Lanka Pvt/Ltd

Analysis Page 24

Text boxes

Background color: light blue

Save record

Add record

Delete record

Next record

Previous record

Undo record


First record

Last record

Company logo

Company logo

Main Menu


Customer order details

CustomerNo :

OrderNo :

PartNo :

Part :

DateOfInquiry :

MethodOfPayment :

NoOfOrders :

The previous form is used to maintain customer order details

Functions of the command buttons:

First record- opens the initial record in the form and displays its details. Previous record- opens the prior record and displays its details. Next record –opens the subsequent record and displays its details. Last record- opens the final record and displays its details. Add record- adds new records to the existing form. Delete record –eliminates records from the form. Save record- saves the record for future reference. Undo record – disengages the records in the form. Main menu- opens the main menu to switch to a different form or report.

Parts Details

Analysis Page 25

Undo record

Save record

Add record

Delete record

Next record

Previous record

First record

Text boxes

Last record

Main Menu

Combo boxes


Sun Lanka PVT/Ltd

Parts details

PartNo :

Part :

Amount :

Specifications :

ModelNo(if any) :

Price :

DateOfPartsArrival :

The previous form is used to maintain Parts details Functions of the command buttons:

First record- opens and displays the details of the initial record. Previous record –opens and displays the details the details of the earlier

record. Next record –opens and displays the details of the next record. Last record- opens and displays details of the final record. Add record- adds new records to the existing form. Delete record –eliminates records from the form. Save- saves the record for future reference. Undo record – disengages the records in the form. Main menu- opens the main menu to switch to a different form or

report.

Analysis Page 26

Company logo



8.6 Report design

Report menu

Report menu

Command buttons

8.6.1 Customer information report: contains all the personal details of customers

Report header

Sun Lanka PVT/Ltd

Customer Information

CustomerNo FirstName LastName Address TelephoneNo

999 xxxxxxx xxxxxxx 99/9, xxxxxxxxxx 999999999

999 xxxxxxx xxxxxxx 999/9, xxxxxxxxx 999999999

999 xxxxxxx xxxxxxx 99/9, xxxxxxxxxx 999999999

999 xxxxxx xxxxxxx 999, xxxxxxxxxxx 999999999

Sun Lanka PVT/Ltd Date: xx/xx/xxxx

Analysis Page 27

Company logo

Customer Details


Parts Details

Exit


Report Footer (company name and date)

8.6.2 Customer Order Details: Contains all the details of orders.

Report Footer (company name and date)

8.6.3 Part details: Contains all the details of the parts ordered

Analysis Page 28

Sun Lanka PVT/Ltd


OrderNo CustomerNo PartNo Part DateOfInquiry MethodOfPayment NoOfOrders

999 999 xx999 xxxx xx/xx/xxxx xxxx 9




Sun Lanka PVT/Ltd Date: xx/xx/xxxx

Sun Lanka PVT/Ltd

Part Details

PartNo Part Amount Details Modelno(if any) Price ExpectedDate

xx9999 xxxx 9 xxxxxxx 9999 xx999999 dd/mm/yyyy





8.7 Screen navigation

Main menu

Exit

8.8 Pseudo code for each module Maintaining customer orders 1. Go to first record

BEGIN Open the table Position=current position WHILE not begin of file DO

Position = Position -1 Read a record ENDWHILE Display details Close the table END.

2. Go to previous record

BEGIN Open the table Set position=current position WHILE not begin of file DO

Position = Position -1 Read a record Display details

Analysis Page 29

Customer Details


Form Menu

Report Menu

Query Menu

Part Details


Customer Details

Part Details

OrderCost

InquireCusOrder OrderCost InquiryDate

Part Ordering System Sun Lanka PVT/Ltd AnalysisENDWHILE Set the position to the first record Close the table END.

3. Go to next record

BEGIN Open the table Set position=current position WHILE not end of file DO

Position = Position +1 Read a record

Display details ENDWHILE Set the Position to the last record Close the table END.

4. Go to last record

BEGIN Open the table Position=current position WHILE not end of file DO Position = Position +1 Read a record ENDWHILE Display details Close the table END.

5. Add record

BEGIN Open the file No = number of records Position=current position WHILE not end of file DO If Position = No then Add a blank record

Analysis Page 30

Part Ordering System Sun Lanka PVT/Ltd AnalysisElse Position = Position +1 ENDWHILE END.

6. Save record

BEGIN Open customer table REPEAT Enter customer number IF customer name=null THEN Display error message Renter customer name ENDIF

Enter customer address, telephone number, Write customer number, customer name, customer address, telephone

number UNTIL end of data is TRUE Close the customer table END.

8. Delete record BEGIN Open the file Go to the record to be deleted Delete the record Close the file

END.

Maintaining Customer Order Details

9. Go to first record (refer page 30) 10. Go to previous record (refer page 30) 11. Go to next record (refer page 30) 12. Go to last record (refer page 31) 13. Add record (refer page 31) 14. Delete record (refer pages 32)

Analysis Page 31


15. Save record BEGIN Open Customer Order Details table REPEAT Enter OrderNo If (OrderNo length>three characters) THEN Display error messages Re-enter OrderNo ENDIF Select Part, MethodOfPayment, NoOfOrders Write OrderNo, CustomerNo, Part, PartNo, MethodOfPayment, DateOfInquiry, NoOfOrder UNTIL end of data is TRUE Close the Customer Order Details table END.

8.9 Hardware

Hardware device Technical specification Reasons for choosing the device

Monitor LCD(colored), 17 inches To show a quality output.To display data in a user friendly manner, so that it won’t create any problems in the eye.To display information/error messages to the user

CPU(Central Processing Unit)

P4, 3 GHz system To perform calculations.To control the flow of signals to peripheral devices.To process data.

Hard disk 120 GB( Giga Byte) Need to store all the data in the database.To store system and application software.The data can be accessed directly.

Keyboard Standard keyboard To enter order, customer and part data to

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Part Ordering System Sun Lanka PVT/Ltd Analysisthe system.Arrow keys, space bar and other special keys need to use to move the cursor, keep spaces etc.

RAM

2GB

To store user’s data and the program temporarily.To store application programs (DBMS application).

CD-RW Drive - To get a backup copy of the databaseTo store company master files for future use.

Mouse Drive Optical mouse To select options or data from menus or combo boxes.To select data items such as method of payment and number of orders in and out from combo box.

Printer Laser printer Faster and efficient printing. Can print in both color and black/white.Can print large amounts of documents in less amount of time.

8.10 Software

Software Technical specification Reason for selecting the software.

Windows Vista Operating system To run the application software.To perform file handling tasks.To handle peripheral devices.

MS Access 2007 Database Management system To create and maintain data in the database.To design data entry forms.To design queries and reports.

Kaspersky Anti-virus software

Anti-virus software To detect and remove viruses from files and external storage devices.

Analysis Page 33

Part Ordering System Sun Lanka PVT/Ltd AnalysisTo clean virus infected data.

Analysis Page 34



9) Method of Solution

Creating the database to store Customer Details, Customer Order Details and Part Details.

9.1 Customer Details Table

Figure (9.1.i) CustomerNo Figure (9.1.ii) FirstName

TelephoneNo

Analysis Page 35

Primary Key- CustomerNo Validation rule- Like Primary Key- CustomerNo

Validation rule- Not Like “#####”


Figure (9.1.ii)

Analysis Page 36

Field Name- TelephoneNo Input Mask- (000")-"0000000 Validation rule-

Part Ordering System Sun Lanka PVT/Ltd Analysis 9.2 Customer Order Details - CustomerNo

Analysis Page 37


Figure (9.2.i)

OrderNo

Figure (9.2.ii)

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Primary Key- CustomerNo and OrderNo

Primary Key- CustomerNo and OrderNo Validation rule- Like


DateOfInquiry

Figure (9.2.iii)

MethodOfPayment

Analysis Page 39

Field name- DateOfInquiry Format- Short Date

Field name- MethodOfPayment Display control- Combo box Raw source


Figure (9.2.iv)

NoOfOrders

Analysis Page 40


Figure (9.2.v)

9.3 Parts Details-Amount

Figure (9.3.i)

ExpectedDate

Analysis Page 41

Field name- NoOfOrders Display control- Combo box Raw source

Field name-Amount Validation rule-


Figure (9.3.ii)

Price

Figure

(9.3.iii)

9.4 Relationships

Analysis Page 42

Field name- Price Format-

Field name- ExpectedDate Format- Short Date


Figure (9.4.i)

9.5 Queries9.5.1 Query menu - Figure (9.5.i)

9.5.2 Finding inquiry details for a particular customer

Analysis Page 43

This screenshot shows the relationship between the tables designed and which are linked to each other.


Analysis Page 44

Field - CustomerNo Criteria- [Enter the Customer No]

Field - NoOfOrders Criteria- <3


Figure (9.5.ii)

Result of the above query for customer no 112:

9.5.3 Sorted Inquiry dates

Figure (9.5.iii)

Result of the above query:

Analysis Page 45

Field - DateOfInquiry Sort-


9.5.4 Calculating the final order cost for customers

Figure (9.5.iv)

Result of above query for customer no 116:

Analysis Page 46

Field - CustomerNo Criteria- [Enter the Customer No]

Formula to calculate order cost - Cost [Price]*[NoOfOrders]


9.6 Design view of data entry forms 9.6.1 Main Menu - Figure (9.6.i)

9.6.2 Form Menu

Figure (9.6.ii)

Analysis Page 47

Part Ordering System Sun Lanka PVT/Ltd Analysis9.6.3 Customer DetailsFigure (9.6.iii)

9.6.4 Customer Order Details

Figure (9.6.iv)

9.6.5 Parts Details

Figure (9.6. v)

Analysis Page 48

Part Ordering System Sun Lanka PVT/Ltd Analysis9.7 Design view of reports 9.7.1Report Menu Figure (9.7.i)

9.7.2Customer Details

Analysis Page 49


Figure (9.7.ii)

9.7.3Customer Order Details

Figure (9.7.iii)

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Part Ordering System Sun Lanka PVT/Ltd Analysis 9.7.4 Parts Details

Figure (9.7.iv)

9.7.5 Order Cost

Figure (9.7.v)9.8 The screen shots9.8.1 System security Figure (9.8.i)

Analysis Page 51


By double clicking on the icon on the system, a password message box will appear. The main menu appears only if the valid password is typed.

Figure (9.8.ii)

9.8.2Main Menu

Analysis Page 52

If an invalid password is typed then an error message will appear.

Part Ordering System Sun Lanka PVT/Ltd AnalysisAfter typing the valid password, the main menu will appear. The user can double-click any item and choose an option.

Figure (9.8.iii)

9.8.3 a) The algorithm for maintaining Customer Details

Select ‘Form Menu’ from Main Menu Select ‘Customer Details’ from Form MenuClick ‘Add record’ button to add customer information

Analysis Page 53

Part Ordering System Sun Lanka PVT/Ltd AnalysisEmpty form is displayed automatically For each customer Enter CustomerNo

If (3>CustomerNo>3)Display error message

Re-enter CustomerNo

ENDIF Enter FirstName, LastName, Address, TelephoneNo Click ‘Save Record’ to add data to database

Next Customer Click’ Delete Record’ to delete a record Go to the record to be deletedClick on the ‘Delete Record’ button to delete the record from the database

Click ‘Next Record’ button to view the next record If not end of file then Display all the details Else Error message is displayed

Click’ Previous Record’ button to view the previous record If not begin of file then

Display all the details Else Error message is displayed Click’ First Record’ button to view the first record Click’ Last Record’ button to view the last record Click the ‘Undo Record’ button to undo record

9.8.3 b) Maintaining Customer Details

Analysis Page 54


Figure (9.8.v)

This a list of records in the ‘Customer Details’ table

Analysis Page 55


Figure (9.8.vi)

Normal

The following are the functions of the command buttons:

Add record: A record can be made and saved as below

Analysis Page 56


Figure (9.8.vii)

After adding the data, the user has to save the data.

The newly added record in the list of records in the Customer Details can be seen below.

Figure (9.8.viii)

Analysis Page 57

The ‘add record’ button

The ‘save record’ button

Part Ordering System Sun Lanka PVT/Ltd AnalysisDelete record: It deletes the specific record when the user clicks on this button

Figure (9.8.ix)

The deleted record (CustomerNo 121) is not to be seen in the list of records in the Customer Details table:

Figure (1.8.x)

Figure (9.8.x)

Next record: It displays the details of the next record

Analysis Page 58

‘Delete record’ button


Analysis Page 59


Figure (9.8.xi)

The next record in the list of records in the Customer Details table:

Figure (9.8.xii)

The previous record: It displays the details of the previous record

Analysis Page 60

‘Next record’ button


Analysis Page 61


Figure (9.8.xiii)

The previous record in the list of records in the Customer Details table:

Analysis Page 62

“Previous record” button

Part Ordering System Sun Lanka PVT/Ltd AnalysisFirst record: It displays the details of the first record

Figure (9.8.xv)

The first record in the list of records in the Customer Details table:

Figure (9.8.xvi)

Analysis Page 63

‘First record’ button

Part Ordering System Sun Lanka PVT/Ltd AnalysisLast record: It displays the details of the last record

Analysis Page 64


Figure (9.8.xvii)

The last record in the list of records in the Customer Details table:

Analysis Page 65

‘Last record’ button


Figure (9.8.xviii)

Undo record: It unmakes changes made to new or existing records

Analysis Page 66

‘Undo record’ button


Figure (9.8.xix)

The record that was undone (TelephoneNo 0332229489) is seen in the list of records in the Customer Details table:

Analysis Page 67


Figure (9.8.xx)

Main menu: It displays the main menu so the user can view another form or report

Figure (9.8.xxi)

The main menu will be displayed as below when the user clicks the ‘Main Menu’ button

Analysis Page 68

‘Main menu’ button


Figure (9.8.xxii)

9.9 Maintaining Customer Order Details

Figure (9.9.i)

Records in the Customer Order Details table:

Analysis Page 69


Normal Figure (9.9.ii)

The following are the functions of the command buttons:

Add record: A record can be made and saved as below

Analysis Page 70

The ‘add record’ button


Figure (9.9.iii)

After the user has entered the details the user has to save the data by

clicking the ‘save record’ button

The newly added record in the Customer Order Details table is shown below:

Figure

(9.9.iv)

Analysis Page 71

The ‘save record’ button


Figure (9.9.vi)

Delete record: It deletes the specific record when the user clicks this button

Analysis Page 72

The customer uses the Combo box to select the number of orders


Figure (9.9.vii)

The deleted record (CustomerNo 121) is not to be seen in the list of records in the Customer Order Details table.

Figure

(9.9.viii)

Next Record: It displays the details of the next record

Analysis Page 73


Figure (9.9.ix)

The next record in the Customer Order Details table:

Figure (9.9.x)

Previous record: It displays the details of the previous record

Analysis Page 74

The ‘Next record’ button


Figure (9.9.xi)

The previous record in the Customer Order Details table:

First record: It display the details of the first record

Figure (9.9.xiii)

Analysis Page 75

The ‘First record’ button

The ‘Previous record’ button


The first record in the Customer Order Details table:

Figure (9.9.xiv)

Last

record: It displays the details of the last record

Analysis Page 76


Analysis Page 77


Figure (9.9.xv)

The last record of the Customer Order Details table:

Figure (9.9.xvi)

Main Menu: It

displays the main menu to allow the user to choose a different form or report

Analysis Page 78

The ‘Last record’ button


Figure (9.9.xvii)

The main menu will be displayed as below when the user clicks the ‘Main menu’ button

Figure (9.9.xviii)

9.10

Maintaining Parts Details

Analysis Page 79

The ‘Main menu’ button


The above shown figure is used to maintain customer orders (Figure 9.10.i)

The list of records in the Parts Details table:

Normal Figure (9.10.ii)

Add record: A new empty form is shown as below when the user clicks this button

Figure (9.10.iii)

After adding the record, the user has to click the ‘save record’ button The newly added record to the Parts Details table is shown below.

Analysis Page 80

The ‘Add record’ button

The ‘Save record’ button


Figure (9.10.iv)

Delete record: It deletes the specific record when the user clicks on the ‘delete record’ button

Figure (9.10.v)

The deleted record (PartNo FR1842) is not be seen in the Parts details table:

Analysis Page 81

The ‘delete record’ button


Figure (9.10.vi)

Next record: It displays the details of the next record

Figure (9.10.vii)

The next record is displayed on the form when the user clicks on the ‘next record’ button.

Analysis Page 82

The ‘next record’ button


Figure (9.10.viii)

Previous record: It displays the details of the previous record

Figure (9.10.ix)

Analysis Page 83

The ‘previous record’ button


The previous record in the Parts Details table:

Figure

First record: It displays the details of the first record

Figure (9.10.xi)

Analysis Page 84

The ‘first record’ button


The first record in the Parts Details table is displayed when the user clicks on the ‘first record’ button

Figure (9.10.xii)

Last record: It displays the details of the last record

Figure (9.10.xiii)

The last record in the parts details table:

Analysis Page 85

The ‘last record’ button


Figure (9.10.xiv)

Main menu: It displays the main menu to let the user choose another form or report

Figure (9.10.xv)

The main menu will be displayed as below when the user clicks the ‘main menu’ button

Analysis Page 86

The ‘main menu’ button


Figure (9.10.xvi)

9.11 Report Menu

The report menu can be seen under the main menu. The user can choose any report by clicking the command buttons that are in the ‘Report menu’ form.

Figure (9.11.i)

Analysis Page 87


9.12 Customer Details Figure (9.12.i)

9.13 Customer Order Details

Analysis Page 88


Figure (9.13.i)

Analysis Page 89

The company name and the page no is been shown.

Part Ordering System Sun Lanka PVT/Ltd Analysis9.14 Parts Details

Figure (9.14.i)

9.15 Order Cost

Figure (9.15.i)

Analysis Page 90

Enter the customer no

The company name and the page no is been shown.

Enter the customer noEnter the customer no


Figure (9.15.ii)

10) Accurate Method of Solution

The following description shows how all the objectives listed in the analysis section (refer page 8) are achieved in this proposed system.

Before implementing the new system, it took a long time to search data. Now all the data is sorted out and validated, any alteration is done without any difficulty and within a less period. Data can be stored in an effective manner with the help of Database Management System (DBMS).

As the information is stored in databases, searching, updating, deleting is done very easily.

Data can be obtained from several tables to filter required data and make reports. Tables in the database are linked together. Refer figure (9.4.i) in page 41.

In certain tables, each data is sorted according to an ascending order. Refer figure (9.5.ii) in page 43.

The interface of this system is very user friendly as the users are provided with necessary command buttons and combo boxes to perform specific tasks and navigate to different pages. Refer figures (9.8.v) to (9.8.xxii).

There is more security in the implemented system than the manual system as the users will have to enter a user password when logging into the system. Any unauthorized access would be denied. Refer figure (9.8.i) in page 50 and (9.8.iii) in page 50.

Analysis Page 91


The final order cost can be calculated for the customers automatically. Refer and (9.1.iv) in page 44.

Analysis Page 92

Testing


11) Testing 11.1 Test strategy

The test strategy includes testing all the different modules of the system, which are; logging to the system, maintenance of Customer Details, Customer Order details and Part Details. Finally, the system testing was carried out to make sure all the objectives have been achieved. Testing was carried out by using suitable test data.

Analysis Page 93


Analysis Page 94

Objective Number

Purpose Test Data Expected Result

1 An Organized database where data can be accessed quickly and accurately

Refer test data section Creation of the database (refer pages 45, 46, 47 etc. for the list of data).

2 Calculate order cost Enter cost of parts ordered and the amount ordered. (Refer Test data)

Order cost is calculated.

3

Storing and maintaining data in an effective manner.

To create Forms and ReportsTo create queries

Refer Test Data section

Existing data can be edited, viewed or can be removed

The relevant forms and reports can be viewed or printed.

4 Protecting data from unauthorized access

- Data can be accessed after entering a password

5 Check what each customer has ordered and number of orders made Enter the Customer

Number

Customer order details are displayed

6 Backup copies to be created - Backup copies are created so that lost data can be recovered.

7 Validating data before processing them.

Refer test data section Validations ensure that data entered are correct, reasonable and valid.

CustomerNo FirstName LastName Address TelephoneNo

111 Malith De Seram 32/4, Siyane Rd, Gampaha 0331874555

112 Kasun Perera 156/1, Ja-Ela Rd, Gampaha 0334391128

113 Lahiru Perera 34/2, Colombo Rd, Galle 0332229847

114 Jerom Samarasinghe 45/5, Veyangoda Rd, Nittabuwa 0332229887

115 Sadun Peiris 22/1, Church Street, Gampaha 0332223154

116 Nuwan Kulasekara 33/2, Battaramulla Rd, Biyagama 0332224114

117 Eranga Silva 88/3, New Avenue, Kalagedihena 0332229731

118 Gamini Abesekara 21/2, Vijitha Mw, Gampaha Rd 0332214677

119 Dasun Kuruppu 17/4, Grandpass, Colombo 0332297881

120 Javeen Perera 14/3, Market Street, Nugegoda 0334968323

Part Ordering System Sun Lanka PVT/Ltd Analysis 11.2 Test Data

Customer Details



CustomerNo

OrderNo

PartNo Part DateOfInquiry

MethodOfPayment

NoOfOrders

111 002 T87291 Toyota Allion(2008) - Head light

9/14/2009 cheque 1

112 003 DV2791 Nissan Camry- 12/8/2009 cash 2

Analysis Page 95

Part Ordering System Sun Lanka PVT/Ltd AnalysisRear lights

113 004 WF3985

Mitsubishi Lancer- Rear Exhaust Pump

8/11/2009 credit card 1

114 005 DSS843 Mazda RX-8- Gear box

10/15/2009 cash 1

115 006 FA5548 Audi A3- Alloy wheels

9/13/2009 cheque 1

116 007 GB8421 Mercedes Benz Eclass(2008)- Air filter


117 008 NB5448 Volkswagen Beetle(2007)- Front brake pad


118 009 HU4891

Toyota Prado- Front and Rear bumper

12/7/2009 cash 2

119 010 JY67841

Mercedes Benz Aclass- Side mirrors

1/12/2010 cheque 1

120 011 OH7156

Toyota Hiace(2009)-Front body

2/15/2010 cash 1

Parts Details

Analysis Page 96


Analysis Page 97

Part

No

Part Amount

Details ModelNo

(if any)

Price ExpectedDate

DSS843 Mazda RX-8- Gear box

1 5 speed manual gear box

N/A Rs.85,000.00 12/29/2009

DV2791 Nissan Camry- Rear lights

1 LED lights 949761 Rs.13,558.00 1/20/2010

FA5548 Audi A3- Alloy wheels

4 Light weight 91347 Rs.23,495.00 1/13/2010

GB8421 Mercedes Benz Eclass(2008)- Air filter

1 2 year warranty 18977 Rs.12,345.00 8/4/2009

HU4891 Toyota Prado- Front and Rear bumper

1 Silver color, made from fibre glass

N/A Rs.8,500.00 1/3/2010

JY67841 Mercedes Benz Aclass(2007)- Side mirrors

2 Automatic adjustment with signal light

97136 Rs.11,350.00 2/10/2010

NB5448 Volkswagen Beetle(2007)- Front brake pads

2 Made from super strong rust resistant metal

N/A Rs.7,000.00 10/21/2009

OH7156 Toyota Hiace(2009)- Front body

1 Color-white, quality welded steel

N/A Rs.210,000.00 3/15/2010

T87291 Toyota Allion(2008) - Head light

2 Made in Japan, xenon light

657941 Rs.14,099.00 1/4/2010

WF3985 Mitshubishi Lancer- Rear exaust pump

1 Rust Resistant N/A Rs.9,000.00 12/30/2009

Part Ordering System Sun Lanka PVT/Ltd Analysis11.3 Test Plan for Forms

Analysis Page 98


Analysis Page 99

Test No

Module Data Item Data Type Expected results

1 Log On Password 974619

2

Normal

Abnormal

Accepted. Main menu appears

Error message is displayed

2 Main Menu Form Menu button

Report Menu button

Query Menu button

Normal

Normal

Normal

Accepted. Form menu opens.

Accepted. Report menu opens.

Accepted. Query menu opens.

3 Maintenance of Customer Details

CustomerNo

FirstName

Add record button

Delete record button

Next/Previous

/First/Last/Save/Undo/

Main Menu button

111

5

Malith

99999

112

112 (CustomerNo)

Normal

Abnormal

Normal

Abnormal

Normal

Normal

Accepted

Accepted.

Accepted

Rejected

Accepted.

Accepted.

Accepted.

4 Maintenance of Customer Order Details

CustomerNo

MethodOfPayment

NoOfOrders

Add record button

Delete record button

Next/Previous


Main Menu button

111

1

Combo box

Combo box

164

121

121

Normal

Abnormal

Normal

Normal

Normal

Normal

Normal

Accepted.

Rejected. Error Message

Accepted

Accepted

Accepted

Accepted

Accepted

5 Maintenance of Parts Details

Add record

Delete record

Next/Previous


Main Menu button

468

194

Normal

Normal

Normal

Accepted

Accepted

Accepted

Cash Credit Card Cheque

1 2 3

Part Ordering System Sun Lanka PVT/Ltd Analysis11.4 Test plan for queries and reports

Test No

Report name Query/table name Parameter values Expected results

6 Customer Details - - Refer expected contents in page 79.

7 Order Cost Order Cost. Refer figure (9.5.iv) in page 44 of implementation

Enter the CustomerNo as 116

Refer expected content in page 82.

8 Customer Order Details

InquireCusOrder. Refer figure(9.5.ii) in page 42 of

Implementation

InquiryDate. Refer figure (9.5.iii) in page 43 of implementation

Enter the CustomerNo

as 112

-

Refer expected content in page 80 of implementation

9 Parts Details - - Refer expected content in page 81.

11.5 Test plan for tables

Analysis Page 100


11.6 Test Results

Test No: 1Refer figure (9.8.i) in page 50 for the screenshot for the Normal data. Refer figure (9.8.ii) in

page 50 for abnormal data.

The objective number 4 in section 2.3 on page ‘8’ can be achieved by using the new system.

Test No: 2Refer figure (9.5.i) on page 41 for the screenshot of the Query menu.

Refer figure (9.6.ii) on page 45 for the screenshot of the Form menu.

Refer figure (9.7.i) on page 47 for the screenshot of the Report menu.

Refer figure (9.8.iv) on page 51 for the screenshot of the Main menu.

Analysis Page 101

Test No

Table Name Field Name Data Type Expected results

10 Customer Details

CustomerNo

TelephoneNo

111

6

0331874555

0339865

Normal

Abnormal

Normal

Abnormal

Accepted

Rejected

Accepted

Rejected

11 Customer Order Details

CustomerNo

OrderNo

111

3

002

3

Normal

Abnormal

Normal

Abnormal

Accepted

Rejected

Accepted

Rejected

12 Parts Details NoOfOrders 3

5

Accepted

Rejected

Accepted

Rejected

Part Ordering System Sun Lanka PVT/Ltd AnalysisA user can perform a task by just clicking a command button or menu option. Pre- defined values can be selected from a combo box. The objective number ‘1’ in section 2.2 of page can be achieved successfully by using the new system.

Test No: 3Refer figure (9.8.vi) in page 53 for the screenshot of normal data (CustomerNo and FirstName).

Analysis Page 102

Abnormal data (Customer Number) is entered

Abnormal data (First name) is entered

Part Ordering System Sun Lanka PVT/Ltd AnalysisRefer figure (9.8.vii) and (9.8.viii) in page 54 for the screenshot of a new record been added.Refer figure (9.8.ix) and (9.8.x) in page 55 for the screenshot of deleting a record.Refer pages 56 to 60 Figures (9.8.xii, 9.8.xiv, 9.8.xvi, 9.8.xviii, 9.8.xx, 9.8.xxii) for the screenshots of next/previous/first/last/undo/main menu.Refer figure (9.8.v) on page 53 for the screen-shot of the Customer Details form.The objective numbers ‘3.ii’ in analysis section 2.2 in page 8 can be achieved successfully by using the new system. The forms created helps to save, delete, add and undo customer details.

Test No: 4

Refer Figure (9.9.ii) in page 62 for the screenshot of normal data.

Refer figure (9.9.i) on page 63 for the screen-shot of the Customer Order Details form.

Refer figure (9.9.v) in page 64 for the screenshot of the list of methods of payments shown in a combo box.

Refer figure (9.9.vi) in page 64 for the screenshot of the list of number of orders shown in a combo box.

Refer figures (9.9.iii) and (9.9.iv) in page 63 for the screenshot of a new record being added.

Refer figures (9.9.vii) and (9.9.viii) in page 65 for the screenshot of deleting a record.

Refer pages 66 to 70 Figures (9.9.ix, 9.9.x, 9.9.xi, 9.9.xii, 9.9.xiii, 9.9.xiv, 9.9.xv, 9.9.xvi, 9.9.xvii) for the screenshots of next/previous/first/last/main menu.

The objective numbers ‘3.ii’ in analysis section 2.2 can be achieved successfully by using the new system. The forms created helps to save, delete, add and undo customer details.

Test No: 5Refer figures (9.10.iii) and (9.10.iv) in page 72 for the screenshot of adding a record.

Refer figures (9.10.v) and (9.10.vi) in page 73 for the screenshot of deleting a record.

Analysis Page 103

Normal data (Customer Number) is entered


Refer figure (9.10.i) in page 71 for the screen-shot of the Parts Details form.

Refer pages 72-78 figures (9.10.vii, 9.10.viii, 9.10.ix, 9.10.x, 9.10.xi, 9.10.xii, 9.10.xiii, 9.10.xiv, 9.10.xv, 9.10.xvi) for the screenshots of next/previous/first/last/main menu.

Test No: 6Refer figure (9.12.i) in page 79 for the screenshot of Customer Details report.

Test No: 7Refer figure (9.15.ii) in page 82 for the screen-shot of the Order Cost report.

Refer figure (9.5.iv) in page 44 for the screenshot of the Order Cost query.

Test No: 8Refer figure (9.13.i) in page 80 for the screenshot of the Customer Order Details report.

Refer figure (9.5.ii) in page 42 for the screenshot of the InquireCusOrder query.

Refer figure (9.5.iii) in page 43 for the screenshot of the InquiryDate query.

Test No: 9Refer figure (9.14.i) in page 81 for the screenshot of Parts Details report.

Test No: 10Refer figure (9.8.vi) in page 53 for the screenshot of Customer Details table (CustomerNo and TelephoneNo).

Test No: 11Refer figure (9.9.ii) in page 62 for the screenshot of Customer Order Details table.

Test No: 12

Analysis Page 104

Abnormal data (Telephone number) is entered

Part Ordering System Sun Lanka PVT/Ltd AnalysisRefer figure (9.10.ii) in page 71 for the screenshot of Parts Details table.

Analysis Page 105



12) Documentation

12.1 Technical Documentation

Title – Automobile parts ordering system

Purpose – The purpose is to keep in track of all the automobile parts and its details, customer details and customer orders of Sun Lanka PVT/Ltd.

Author – Isuru Asiri Ranaweera

Hardware used: CPU – Pentium 4, 3 GHz RAM – 4 GB Hard Disk – 120 GB CD-RW Drive

Monitor – LCD (colored) 17” Printer – Laser printer Keyboard - standard Mouse - optical mouse

Refer page 33 and 34 of the design section for the detailed specification of the hardware needed for the system.

Software used: Microsoft VistaMS Access 2007MS Word 2007Kaspersky Internet Security

Table specification: Refer pages 19 and 20 in design section.

Formulas or equations used:Calculating the final Order Cost

NoOfOrders*Price

System Flow Chart: Refer page 21 in design section.

Form design: Refer page 45, 46 and 47 in implementation section.

Analysis Page 106

Refer page 34 of the design section for the detailed specification of the software needed for the system.

Part Ordering System Sun Lanka PVT/Ltd AnalysisReport design: Refer 47, 48 and 49 in implementation section.

Query design: Refer page 41, 42, 43 and 44 in implementation section.

12.2 User Documentation

How to access my system (Sun Lanka PVT/Ltd).In the desktop, there would be an icon named ‘Sun Lanka’, which the user should double click, and automatically the system would open where the user should first enter a password into a dialogue box.

Analysis Page 107


How to enter, edit and save data.a) Maintaining Customer Details

Adding/saving customer details:1. When a new record is to be added, first click this button-2. Then add the required record. 3. After the record has been added, click this button-

Refer page 54 figures (9.8.vii) and (9.8.viii) in Implementation section for the relevant data.

Analysis Page 108


Editing of customer details:1. The access program allows access for the part ordering system.2. Enter the password in the dialogue box to enter the system.3. Select the command button ‘Form Menu’ in the main menu. Then click the button

‘Customer Details’.4. Select a record which is to be edited by clicking and

5. Then amend (if needed) the existing data in that that particular record and save it.

Refer page 55, 56, 57, 58 and 59 for the pertinent data.

Undoing of changes to customer details:1. To undo a record click this button-2. Then make the necessary changes to the existing record.3. After the record has been added click to save the data.

Refer page 60 figures (9.8.xix) and (9.8.xx) for the pertinent data.

b) Maintaining Customer Order DetailsAdding/saving order details:

1. To add a new record click this button-2. Then add the required record. 3. After adding the record, click this button- to save the data.

Refer page 63 figures (9.9.iii) and (9.9.iv) for the pertinent data

Editing order details:1. The access program allows access for the part ordering system.2. Enter the password to enter the system.3. Select the command button ‘Form Menu’ in the main menu. Then click the button

‘Customer Order Details’.4. Select a record which is to be edited by clicking and

5. Then amend (if needed) the existing data in that that particular record and save it.Refer pages 65, 66, 67, 68 and 69 for the pertinent data.

Analysis Page 109


c) Maintaining Parts DetailsAdding/saving part details:

1. To add a new record click2. Then add the required record. 3. After adding the record, click this button- to save the data.

Refer page 72 figures (9.10.iii) and (9.10.iv) for the pertinent data.

Editing parts details:1. The access program allows access for the part ordering system.2. Enter the password to enter the system.

3. Select the command button ‘Form Menu’ in the main menu. Then click the button ‘Parts Details’.

4. Select a record which is to be edited by clicking and

5. Then amend (if needed) the existing data in that that particular record and save it.

Refer pages 73, 74, 75, 76 and 77 for the relevant data

For example, if replacement of existing data with new data is needed, it could be done as shown below:

The part details before editing

(The current PartNo is DSS843 and the Price is Rs.85000)

Analysis Page 110


The part details before editing(Now the PartNo is WS8134 and the Price is Rs. 76000)

How to go to a report1. Go to the main menu and click report menu 2. Go to the desired report by clicking on the command buttons to view the report.

How to view the final order cost for a particular customer1. Go to the main menu.2. Then go to the report menu by clicking the icon called ‘Report Menu’.3. Click the button called ‘Order Cost’.4. A dialogue box will appear where the customer number should be entered.5. Enter the customer number of a particular customer to view his/her final order cost.6. A report will appear showing the order cost.

Refer figure (page 9.5.iv) in page 44

How to view the inquiry details for a particular customer1. Go to the main menu.2. Go to the query menu3. Click the query named ‘InquireCusOrder’.4. Enter the customer no of a particular customer to obtain his/her inquiry details. 5. The inquiry details for that particular customer will be displayed.

How to process and output data:Calculating the final order cost:

1. Click the button ‘Query Menu’ in the main menu and then click the button ‘InquireCusOrder’.

2. Enter the customer no as the parameter value.3. The particular Customer’s final order cost will be automatically displayed.

Analysis Page 111

Part Ordering System Sun Lanka PVT/Ltd Analysis Refer figure (9.15.i) in page 82 for the screenshot of Order cost

How to get a backup copy: CD (Compact Disk)1. First, you have to install software to burn a CD (Nero Burner).2. After installing the software, click on its icon in the desktop.3. From the menu that appears, choose the type of CD that needs to be burned.4. Insert the empty CD into the CD drive.5. Choose the required are of the project.6. Burn the CD.

How to print the reports and forms1. Switch on the printer.2. Load the printer with paper.3. Open report menu from the main menu.4. Go to file and select “Print”.5. Select the printer and choose the number of copies you want.6. Select ‘Print’.

How problems might be avoided:

Problem Solution

Backup Input/Output error

Check whether the disk is inserted.Check whether the disk is a CD-RW Compact Disk Rewritable)

Password is not accepted

Check whether the password is in the upper case or lower case.Check with system administrator.

Problem in windows If you have a doubt or problems about Windows or if you come across problems when working in Windows, please refer to Windows help or Windows Troubleshoot Guide

Analysis Page 112


Analysis Page 113



13) System Evaluation and Developments 13.1 Evaluation In order to provide a clear evaluation of the whole system, each of the weaknesses showed up in the manual system, the objectives were evaluated to confirm whether the computer based part ordering system which was implemented and was able to solve the problems to a certain extent.

13.1.1 Evaluation of the implemented system against the problems and the objectives stated in the analysis section

Having more physical spaceThrough the computerized system, this problem is solved fully according to my knowledge, as all the information is stored in the computer. Practically, since a computer will only consume a small amount of space. Therefore it is unnecessary to create large amounts of space in vain which can be used for other purposes.

Restricting access to database for unauthorized personal The personal information of workers and staff are safely stored in the database with the use of passwords. This is a very important procedure as the database needs to be protected from unauthorized personal accessing the data in it. Only the people with legal permission and rights can access and alter the data in the database.

Delay in searching detailsSince the data is well organized and sorted in the implemented system, the retrieval of data will be easy and efficient.

Recovering lost data after a system failureWith the new system in place, lost data due to system failures, crashes or other types of mishaps can be easily recovered by using a backup copy of the database. It is a very useful and important to create a backup copy of the database in case if needed in the future.

Calculating the final order cost accuratelyThe order cost can be easily calculated with the new system by using validation rules and formulas. The final order cost for any particular customer is calculated automatically by using the formulas and validation rules. Accurate calculations

Analysis Page 114

Part Ordering System Sun Lanka PVT/Ltd Analysiscan be made on order costs thereby minimizing errors which leads to customer inconveninance.

Frequent orders caused difficulty in providing ordered products on time and order details to overseas companies. The implemented system helps to search the part availability and parts to be ordered. When considering the comments given out by the Proprietor and the Managing Director, it is confirmed that the above mentioned problems have been completely solved. In this case I also agree to the comments given by the management because the data and the part information is held in a database and by the use of queries the required information can be filtered quickly.

Having an organized database and accessing it quickly and efficiently The entire database has a graphical user interface which makes it easier for the user to navigate from one page to another. Various command buttons enable the user to go to different forms and reports with the click of a button.

13.2 Advantages and disadvantages of present solution 13.2.1 Advantages

Data is arranged in an order in a database so that there is no trouble when searching for them.Only a small space is consumed for data storage.Security checks ensure that only the authorized personals enter the database.A large amount of data can be stored.Customer’s orders can be quickly recorded down and the order details can be sent to the overseas companies via internet.Order details and part details are stored in the database such that it is easy to retrieve them whenever needed.

13.2.1 Disadvantages

A breakdown in the present system can bring great difficulties for the company as well as for the customers.Staff needs to be trained to use the system.Personal details of employees can be misused.Can be expensive to set up the system.

13.3 Developments

Wide Area Network:One way of improving this computerized part ordering system is to use a Wide Area Network so that the overseas companies can be linked with the local company. Communication between

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Part Ordering System Sun Lanka PVT/Ltd Analysisthe companies is improved therefore the customer orders can be sent quickly and efficiently to the overseas companies without any delay. This can help improve customer loyalty as the ordered parts are delivered on time to the customers.

Creating a company website: A website can be put up to increase sales for the company. People can access the website to obtain information regarding automobile parts available. They can also order parts by paying online. People can view online catalogues for different parts ranging from the smallest to the biggest.

13.4 Reasons for choice of colors

The particular company logo was chosen because the company was dealing with import of goods from various countries.The back colors of purple and light purple were chosen because it seemed to match with the company label.

13.5 Limitations

The progress of the project had to be postponed about a month due to a problem with the computer.Had difficulty in understanding certain areas of the system.

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Documents

Cambridge Ordinary Level Computer Studies Coursework/project (7010)