Evaluation of a computerised system Essay

Meeting the requirements specification In the evaluation of this project, the first things that must be considered are the first objectives that were set for the system to meet. This is the requirements specification. I will break down each objective listed in the requirements specification and discuss whether the objectives have been met.   To complete the new system by the deadline agreed This requirement was met. The date that was arranged was the 21st March 2008 and the date that was used on the calendar of dates was also this date.   The database will need to be able to store enough records. The hardware that was acquired for the new system to be stored on in the end was a 120 GB hard disk, and then was well enough to store the whole database of records on.   The system will need to alert the user when stock is low or has run out The query ‘Out of stock’ along with its report counterpart is enough of an alert to let the user know that staff has run out. However, there is no way of checking when stock is low, and the ideal alert for items that have gone out of stock would be automatic rather than the user having to run the report or query. Data must be backed up to minimise loss of data and to reduce the amount of work if data does get lost A sufficient back-up plan has been constructed which included at least two ways of backing up records at regular intervals.   To find information about an item quickly The ‘Find product’ query is a good way of finding information about an item quickly. It allows the user to search for an item using its name or in a separate query a product ID can be used. Alternatively, items can be browsed through using the Products form.   Generate a unique ID for each customer entered into the database. A unique ID for each customer that is entered into the database is generated.   Generate a record for customer details entered into the database The Customers form is used to enter customer details into the database, and its ‘Add new record’ button is a way of generating a new record for the data that has been input.   Produce an error if the customer already exists in the database This objective has not been met directly, however there are measures that can be taken to see if a customer already exists in the database. An error is not produced automatically, but a query has been created to check the database for the customer. Show the new customer table when a new customer has been added When a new customer is added the new customer table is not shown, however this is not necessary as the user isn’t able to view the tables, but the data is immediately accessible by the user via the Customers form.   Show the new customer table when a customer has been deleted The same applies for deleting a customer as applies to adding a new customer. The data is not shown as a table but is immediately accessible via the Customers form.   Generate a unique ID for each product added into the database. A unique ID for each product that is entered into the database is automatically generated.   Generate a record for product details entered into the database When details of an item are entered into a Products form and the ‘Add new record’ button is clicked, then a new record is generated for that data that has been input.   Show the new product table when a product has been added The same applies to this as applies to customers.   Show the new product table when a product has been deleted The same applies as above.   Generate a unique ID for each staff member added to the database. A unique ID is generated for each staff member that is entered into the database is automatically generated. Generate a record for each staff member added into the database When the details of a new member of staff are entered into a Staff form and the ‘Add new record’ button is clicked, then a new record is generated for that data that has been input. Show the new staff table when a new staff member is added into the database The same applies to this as applies to customers.   Show the new staff table when a staff member is deleted from the database. The same applies as above. Generate a unique ID for each sale that takes place A unique ID is generated for each sale that takes place is automatically generated. Generate a record for each sale that takes place When the details of a sale are entered into the Sales form and the ‘Add new record’ button is clicked, then a new record is generated for that data that has been input. Show the new sales table when a sale has been added into the database The same applies to this as applies to customers.   Update the stock levels for the item purchased after a sale. The same applies as above.   Produce an error message if the customer doesn’t exist When a sale is conducted, if a customer ID doesn’t exist in the Customers table but is entered into the Sales table then an error message is produced.   Produce an error message if the item isn’t in stock An error message is not directly produced if an item is in stock, but when a staff member uses a query to locate an item to reduce the stock by 1, they should notice that the stock level for that item is already 0. Correctly archive data from the sales table. Data can be archived from the sales table using two queries that have been created: an append query and a delete query. Data older than 28 days in the Sales table is appended to the Archived Sales table using the first query, then data older than 28 days in the Sales table is deleted using the second. Summary table of requirements specification Here is a table to summarise whether or not the original requirements specification has been met or not: Objective no. Target met Target partly met Target not met Reason for not meeting target Page reference 1 X 2 X 3 X Report created to tell user all items out of stock. 4 X 5 X 6 X 7 X 8 X Query created to check existance of customer 9 X Tables not accessible by end-user, but data viewable in form 10 X Tables not accessible by end-user, but data viewable in form 11 X 12 X 13 X Tables not accessible by end-user, but data viewable in form 14 X Tables not accessible by end-user, but data viewable in form 15 X 16 X 17 X Tables not accessible by end-user, but data viewable in form 18 X Tables not accessible by end-user, but data viewable in form 19 X 20 X 21 X Tables not accessible by end-user, but data viewable in form 22 X 23 X 24 X. Report created to show all items out of stock, and when updating stock levels staff should know it is out of stock. 25 X Signed: _____________________________________ User response In the Implementation section of this project I issued the staff at the shop with a copy of the new system and a questionnaire to fill in about using it. Here are the results of the questionnaire that I obtained. The main menu is easy to follow. True / False 10 0 Comments towards this statement indicated that the main menu was very easy to follow and needs no improvement. It is easy to navigate around the whole system. True / False 10 0 Comments on this question also indicated that it needed no improvement. There was indication that each area of the whole system is accessible via the main menu. The layout is consistent. True / False 10 0 There were no comments about this statement. The text throughout the system is easy to read. True / False 10 0 Comments stated that font was large enough to read, and that the contrast in colour with the background was significant. The colour scheme is appropriate. True / False 10 0 Comments say that the colour scheme is consistent, simple and attractive to the eye. The system is secure enough. True / False 2 8 Comments towards this statement indicated that when the system is run, the whole system is accessible and therefore a password should be required in order to gain access to the system. Your user-guide is easy to follow and read. True / False 10 0 Comments mainly say that the user guide is straightforward and easy to follow. It explains how to use the system sufficiently. Command buttons are all in a suitable place. True / False 10 0 Comments explain that command buttons are in a logical order and are well laid out. All of the drop-down lists work. True / False 10 0 There were no comments about this statement. All of the correct information is stored. True / False 10 0 Comments mainly say that data is entered into forms and is successfully stored in tables. Reports are sufficient and have a good layout. True / False 10 0 Comments say that the layout of the reports is consistent and the reports show sufficient information. All dates stored within the system work correctly. True / False 10 0 Comments mention that the date is automatically entered into the sales table, and all other dates within the system correctly work. The validation rules work. True / False 10 0 Comments say that validation minimises errors when typing and makes the user aware that they have made a spelling mistake. The validation rules are helpful. True / False 10 0 Comments say that spelling mistakes and typing errors are minimised due to the validation rules that are in place. Almost all of the questions received fully satisfied answers. The only exception was that the database was secure enough. This received a slightly negative response along with suggestions that the database should have a password. This was originally included in the design of the project but was left our during the system development stage. The problem was, however, rectified and the system was accepted. Good points, bad points and possible extensions From my evaluation so far and the user’s questionnaire, I am able to create a list of good points and bad points of the system: Good points   The switchboard allows easy access around the whole of the system   A professional-looking colour scheme has been created to give the system a sense of consistency. On-screen text is clear and easy to read due to a simple font and high contrast to the colour of the background   No faults were detected in the user guide and everyone seems to be able to use the new system   Error messages are clear so that they can be corrected when they occur Validation on fields improves reliability of data that is entered into the database and validation rules are found to be useful   Some areas of the database have automatic data entry, such as ID fields and some date fields, reducing the amount of work for the end-user   It is quick and easy to enter data due to the forms that have been created. Drop-down lists are available on some fields to make it easier for the end-user to enter data Bad points Backing up can be quite slow and time consuming due to data transfer on to the particular USB drive that was purchased having a slow transfer speed. Burning data on to discs, and also removing data from discs, is slow   Having to run two queries to archive data is tedious, as it would be much easier to only have to run one command in order to do it   Archiving data is easy to forget and it would be useful to have a reminder every 28 days Limitations. The system still has some limitations, despite the fact that it has been improved greatly, with improved efficiency and much less chance of errors being made. Here is a list of limitations that the system has, and also some of the system requirements that were not completely fulfilled. There is no automatic alert to tell the user that stock levels are low and that more need to be ordered in   Paper has not been completely eliminated from the system. Reports are used to create lists of data to store in an archive, or to give information to the stock control manager when ordering new stock without having to load up the system The system is not able to produce reminders every time data needs archiving   There is no error message generated when a user is entered into the database again Possible extensions There are still extensions that could possibly be made to the system, and time and funds permitting, these are still possible to implement at some stage. Here are some of the extensions that could be made:   When carrying out a sale, it would be a good idea if the stock levels could automatically be updated to reduce the stock levels by one. An alternative to this would be to allow the user to reduce the level of stock via the sales form, rather than having to locate the correct record using the products form   It would be a good idea for the database to produce a reminder every 28 days to remind the user to archive old sales. This would reduce clutter in the database and decrease the amount of time it would take to look at data in the sales table   To allow the stock control manager to create a list of stock that needs to be ordered in automatically so that he could send this to the manufacturer. This would greatly reduce his workload.