Installation

Training This is going to be needed as the future users will need to own the knowledge of how to use the system, as it is completely different from the current. Also the training will reduce user error and enable the users to use the new software efficiently and allow it to aid their day to day work, solving the three initial problems. The list below shows the area topics that I will cover when teaching her how to use the system:

1. System password and how to change it

2. Overlook of the Main Menu

3. How to create new data for each of the forms

4. How to navigate through records of the data on each forms

5. How to navigate back to the Main Menu from each form

6. Validation

7. Calculations

8. Overlook on the Queries

9. Overlook of the reports

10. How to print a report

Training:

Numbe What? Where? Date By Whom? Data Needed r 1.1 Password Styles of 19/02/201 Me Database data management London 3 E.g. Initial set password for the system. 2.1 Overlook of Main Styles of 19/02/201 Me Database data Menu London 3 E.g. The database Main Menu 2.2 Form Buttons on Styles of 19/02/201 Me Database data the Main Menu London 3 E.g. Employee form button 2.3 Report Buttons on Styles of 19/02/201 Me Database data the Main Menu London 3 E.g. Sale report button 2.4 Closing the Main Styles of 19/02/201 Me Database data Menu London 3 E.g. Close Button 3.1 Creating new Styles of 19/02/201 Me Database data employee data London 3 E.g. Employee Form 3.2 Creating new Styles of 19/02/201 Me Database data product data London 3 E.g. Product Form 3.3 Create new Styles of 19/02/201 Me Database data supplier data London 3 E.g. Supplier Form 3.4 Create new order Styles of 19/02/201 Me Database data data London 3 E.g. Product/Order Form 3.5 Create new Sale Styles of 19/02/201 Me Database data data London 3 E.g. Sale/Product Form 4.1 Navigation Styles of 19/02/201 Me Database data through employee London 3 E.g. Employee Form data 4.2 Navigation Styles of 19/02/201 Me Database data through product London 3 E.g. Product Form data 4.3 Navigation Styles of 19/02/201 Me Database data through supplier London 3 E.g. Supplier Form data 4.4 Navigation Styles of 19/02/201 Me Database data through order London 3 E.g. Product/Order data Form 4.5 Navigation Styles of 19/02/201 Me Database data through sale data London 3 E.g. Sale/Product Form 5.1 Closing the Styles of 19/02/201 Me Database data Employee Form London 3 E.g. Employee Form 5.2 Closing the Styles of 19/02/201 Me Database data Product Form London 3 E.g. Product Form 5.3 Closing the Styles of 19/02/201 Me Database data Supplier Form London 3 E.g. Supplier Form 5.4 Closing the Styles of 19/02/201 Me Database data Product/Order London 3 E.g. Product/Order Form Form 5.5 Closing the Styles of 19/02/201 Me Database data Sale/Product Form London 3 E.g. Sale/Product Form 6.1 Validation within Styles of 20/02/201 Me Database data the Employee London 3 E.g. Date of Birth table field 6.2 Validation within Styles of 20/02/201 Me Database data the Order table London 3 E.g. BrandID field 6.3 Validation within Styles of 20/02/201 Me Database data the PO Link table London 3 E.g. ProductID field 6.4 Validation within Styles of 20/02/201 Me Database data the Product table London 3 E.g. Size field 6.5 Validation within Styles of 20/02/201 Me Database data the Sale table London 3 E.g. Date of Sale field 6.6 Validation within Styles of 20/02/201 Me Database data the SP Link table London 3 E.g. SaleID field 6.7 Validation within Styles of 20/02/201 Me Database data the Supplier table London 3 E.g. Managers Forename field 7.1 Calculations within Styles of 20/02/201 Me Database data the Product Form London 3 E.g. Sale Amount field 7.2 Calculations within Styles of 20/02/201 Me Database data the Product/Order London 3 E.g. Net Price field Form 7.3 Calculations within Styles of 20/02/201 Me Database data the Sale/Product London 3 E.g. End of Form Guarantee field 8.1 Understanding the Styles of 20/02/201 Me Database data Queries London 3 E.g. Product to Brand query 8.2 Understanding the Styles of 20/02/201 Me Database data Queries London 3 E.g. Product Report query 9.1 Understanding the Styles of 20/02/201 Me Database data Reports London 3 E.g. Product Report 9.2 Understanding the Styles of 20/02/201 Me Database data Reports London 3 E.g. Sale Report 10.1 How to print a Styles of 20/02/201 Me Database data report London 3 E.g. Product Report 10.2 How to print a Styles of 20/02/201 Me Database data report London 3 E.g. Sale Report

Hardware and Software Requirements

Hardware Requirements Reason Available Yes/No Display Optimised for use with Required for viewing a monitor with 1024 x and working around 768 resolution the system. 1024 x 768 (minimum 800 x 600 resolution monitor resolution) and 256 would be adequate for colours. 15” monitor or the new system but higher is obviously the higher recommended. the resolution the better depending on how much you wish to spend, however 800 x 600 is the minimum resolution needed to run Microsoft Office. The 15 inch monitor will be adequate for the user to see the system and enter data correctly. Keyboard A standard “QWERTY” In order to enter keyboard will be the details into the minimum needed to system. run the system, however again a specialised keyboard could be used, but this is based on personal preference. Mouse Any computer mouse In order to select will be sufficient to use options in the system the system. including drop down menus, buttons or combo boxes. Memory (RAM) 1GB/1024MB As Microsoft Office recommended (128MB 2003 requires 128MB of minimum) memory to run, this will However 16GB is be the minimum to run recommended. Office efficiently. Hard Disk Space 0.5GB (512MB) is To ensure that there is recommended for enough space for the running the system. operating system to be 16GB is required for installed. Including the installation of newer versions of the Windows Operating system. Also as the System (1.5GB database will contain minimum) 3GB is many records, 16GB required for the would be installation of recommended. Microsoft Office (400 MB minimum) CPU (Processor) Processor with 2GHz 233MHz is the clock speed minimum required to recommended run Microsoft Office (minimum 233MHz) 2003 although 2GHz would give a better performance and will allow new Windows operating systems to be run. Optical Drives DVD-RW Recommended A CD/DVD drive is (CD drive minimum) needed to install programs, like Microsoft Office for example. However a read-write drive is recommended in order to back data up onto either CD or DVD so important records aren’t lost. USB Connectivity Recommended 4 USB 2.0 Two USB ports are ports. (Minimum 2 ports) required for such peripherals as a mouse and a keyboard. However 2 extra ports would be useful for others such as memory stick or a printer. Network Connectivity Connection to the This will be needed for internet is downloading updates for recommended. the system and also if the user decides to install anti-virus software, as they need regular updates. Other Peripherals Recommended laser jet This is recommended to printer, however print out copies of minimum could be an ink reports generated by the jet printer. system. A LaserJet printer will create more professional looking documents and will be much faster than an Inkjet printer, even though an ink jet printer would be satisfactory. Software Requirements Reason Available Yes/No Operating System Windows XP or later This is the minimum which supports a operating system Windows 2000 service requirement to run pack. Although if using Microsoft Office 2003. Vista or Windows 7 the New versions of Office system will run faster. may require services packs for the operating system. Applications Software Microsoft Access 2003 or As the new system will later. Microsoft Word be made in Microsoft and Excel are also Access 2003, you will suggested. need the application software to, undergo editing and maintenance of the system. As Microsoft Access can be bought as a pack with other programs such as Excel and Word so it is suggested that the Microsoft Office pack is purchased. Anti-Virus Software It is endorsed that up-to- As the system will date firewall and contain personal data antivirus software is and important used. There are three information, the firewall levels for antivirus software will prevent the software. Level one is the data being illegally software that is built in attained by hacking. The with the operating anti-virus software will system. Level two is AVG prevent data being which is free to subscribe. corrupted, lost or Finally level three is deleted by a virus. Norton which you have to pay for. File Transfer The user will carry out training of the new system and end user testing using data provided. Then once the user is happy that the new system is u to standard and working, the file transfer can take place and this will happen on the 21st/22nd February 2013. The procedure of this is shown in the table below;

File Transfer:

Number Stage/Description Where? Date By Whom? Data Needed 1.1 Mr Parmer will Styles of 21/02/2013 At first the data Details of; provide me with the London will be entered Employees current details about by me, but due Products the Employees, to the sheer Suppliers Products and volume of the Suppliers. This data entry, information will some will be come from; stock entered by the lists, employee and user as time supplier records. goes on.

2.1 All this information Styles of 21/02/2013 At first the data Details of; will be imported into London will be entered Employees the database. The by me, but due Products information will to the sheer Suppliers include 3 employees, volume of the 170 products and 38 data entry, Suppliers. This will be some will be manually entered by entered by the a keyboard. user as time goes on. 3.1 The Access database Styles of 21/02/2013 Me Access will be saved on his London Database current computer. This will be done manually.

4.1 The database will Styles of 22/02/2013 Me Access then be transferred London Database onto the user’s computer via memory stick, and placed into a folder with an appropriate name on the desktop. This again will be done manually.

5.1 I will manually create Styles of 22/02/2013 Me Access a backup of the London Database database and immediately to memory ensure that a backup stick or exists. hard drive

6.1 A copy of the Styles of 22/02/2013 Me Access database will be kept London Database on a memory stick, and and a date will be memory chosen to be the stick or date on which the hard drive database is regularly copied onto the memory stick to ensure that there is always a backup. Method of Changeover

After the file transfer has been completed, on 1st March 2013, Styles of London will then start using the system control sales, orders and stock control. There were four methods of changeover that the business could have used to transfer from the old system to the new system. Direct This method of changeover will mean that Styles of London will be using the new system straight away. Therefore the paper based system being used currently will stop. This method will be the most time efficient and will save the business a lot of time. However because this is a risky option due to all dependency being on the new system thus no alternatives if error is made it could cost the business. Because of this I don’t think this will be the best option. Pilot

This method of changeover will mean that only certain parts of the organisation will use the new system, before it is opened for use throughout the business. This method will reduce the risk of data being lost due to a lack of knowledge of the new system, because part of the business will still be using the old system. However because Styles of London is only a small sole trader business this method of changeover would be inappropriate. Phased This method of changeover will mean the business will learn parts of the new system and as time goes on, new aspects of the new system will be learnt. Therefore less and less of the old system will be used as time goes on. Although this would allow the user to get used to each part before moving onto the next, it would mean a longer changeover process, which will waste time for the business. Therefore due to the nature of the market Styles of London are in this method will take too long thus loosing efficiency and sales. Parallel

This method of changeover will mean the business will be using the new system alongside the old. Although it may involve a greater work ethic due to recording data on paper and on the laptop, if anything goes wrong with the new system the old method is still available for a few weeks. Again because of the nature of the market the business is in error could prove vital. Therefore because Mr Parmer believes this method reduces that risk of error the most this is the chose method of changeover. User Consultation

Below is the email I sent to the client which had the Installation document for the new system attached, he can now see the different methods of changeover available and which one he wishes the business to use.

Below is the reply I received from the end user stating what is good about the different methods of changeover document and which has been chosen.