Asia Pacific Institute of Information Technology

MODEL TOTLE MODEL CODE MEMBERS

: : :

System Analysis and Design AAPP007-3-2 Malith Waniganayake (CB004144) Viraj De Silva (CB004078) Birendra Herath (CB004140)

INTAKE CODE SUBMITTED TO DATE ASSIGNED DATE DUE

: : : :

DF10A1ICT Mrs.Nadeera Ahangama 25th November 2010 10th of January 2010

Acknowledgements

We would like to thank Ms. Nadeera Ahangama for her valuable support, advice, guidance and help she gave us during this project. If it wasn’t for her supervision this project will never come out to be implemented. We would also like to thank MAX SOFT DVD/CD VIDEO AND GAME CENTER for helping us on this project with supplying the necessary information to go on with the project and do the research on the company. We would also like to thank all the customers of MAX SOFT DVD/CD VIDEO AND GAME CENTER who took part of our research and interviews. We would also like to thank Asia Pacific Institute of Information Technology for providing us with the necessary facilities. Also we would like to thank all the friends and the seniors in APIIT (Asia Pacific Institute of Information Technology) for the support and guidance they gave us. Finally we would like to thank our families for the support and the guidance they gave.

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ABSTRACT

We selected a video/Game rental system of the MAX SOFT DVD/CD VIDEO AND GAME CENTER. The manual system that existed to mange the rental system did not meet the user requirements. In our automated system we computerized every bit of the old manual system of borrowing and returning of videos and games. Our computerized system we implemented in the video/game center helped to reduce the wastage of paper and documents. Also it helped to minimize the space required to keep the records giving more space to the business. The system we introduced is user friendly and easy to use so that even a person who has little computer literacy would be able to use the system. This would help the business due to the

reason no training will be required to use the system, so that it will not cost anything to train the workers. Also we hope the newly introduced system will increase customer satisfaction, worker satisfaction and profits to the business.

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Contents
Acknowledgements ......................................................................................................... 2 ABSTRACT ..................................................................................................................... 3 1.0 INTRODUCTION ................................................................................................... 6

1.1Company profile .................................................................................................................... 6 1.1.1 Company Vision ............................................................................................................ 6 1.1.2 Mission........................................................................................................................... 7 1.1.3 Scope .............................................................................................................................. 7 2.0 Systems Development Methodologies ...................................................................... 8 Why does a system need methodology? ..................................................................................... 8 2.1 Use of Methods ..................................................................................................................... 8 2.2 System Development Life Cycle .......................................................................................... 8 3.0 Feasibility study ....................................................................................................... 13 3.1 Technical Feasibility ........................................................................................................... 14 3.2 Schedule feasibility ............................................................................................................. 15 3.2.1 Work lord matrix.......................................................................................................... 16 3.2.2 GANTT CHART ......................................................................................................... 17 3.3 Operational feasibility ......................................................................................................... 18 3.3.1 PIECES framework ...................................................................................................... 18 3.4 Economic Feasibility .......................................................................................................... 20 2.4.1 Cost Classification ....................................................................................................... 20 2.4.2 Benefit Classification ................................................................................................... 20 4.0 Requirement Gathering ........................................................................................... 23 4.1 Fact finding techniques ....................................................................................................... 23 4.1.1 Sampling & Investigating ............................................................................................ 24

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4.1.2 Interviewing ................................................................................................................. 25 4.1.3 Questionnaires.............................................................................................................. 26 4.1.4 Observations ................................................................................................................ 26 4.2 Justification of selection ..................................................................................................... 28 5.0 Analysis ................................................................................................................... 36 5.1 Data Flow Diagrams ........................................................................................................... 36 5.2 Context Diagram ................................................................................................................. 37 5.3 Level 0 Diagram ................................................................................................................. 38 5.4 Assumption ......................................................................................................................... 39 5.5 Data Dictionaries ................................................................................................................ 39 5.5.1 External Entities ........................................................................................................... 39 5.5.2 Data Stores ................................................................................................................... 41 5.5.3 Data Flows ................................................................................................................... 42 5.5.4 Processes ...................................................................................................................... 46 6.0 Developing and Documenting the Software ............................................................ 50 6.1Designing the Interfaces ...................................................................................................... 50 6.1.1 Table Designs............................................................................................................... 50 6.1.2 Screen designs .............................................................................................................. 52 6.1.3 Report designs .............................................................................................................. 57 6.2 User Manual ........................................................................................................................ 58 Appendix ....................................................................................................................... 75

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1.0 INTRODUCTION

We chose MAX SOFT DVD/CD VIDEO AND GAME CENTER which is situated in kirulopna,Colombo to implement our system. MAX SOFT DVD/CD VIDEO AND GAME CENTER is a medium type business which was started 2003. We used to go there to rent videos. We chose this business because we already know the manager and the workers very well and we our self’s as customers have undergone the difficulties of the manual system they have. When we went to the store as system analyst we noticed several problems in their current manual system. After observing for several days how workers operate and how customers behave, we interviewed some customers and gave them a questioner to fill out. Computerizing these data we designed a new system fully automated renting system which will increase company efficiency and also customer satisfaction.

1.1Company profile

MAX SOFT DVD/CD VIDEO AND GAME CENTER is DVD/CD renting store that was started by Mr.Hasitha perera in 2003 which is situated in kirulopona, Colombo. When it started only two employees were there to manage the shop. The owner of the shop had several businesses running. These two workers maintained the records and handled the customers. Because of that business had some problems with the records and customers. Currently they are having five workers and still they don’t have an automated system running in their system.

1.1.1 Company Vision “To be the leading multimedia partner of Sri Lanka”

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1.1.2 Mission “Our mission is to provide our customers with the best multimedia experience that they can have from a vast variety of entertainment methods uplifting their lifestyle and making their lifestyle more enjoyable.”

1.1.3 Scope The new system we introduced to the company has the latest computer equipments. By using the latest equipments it will speed up our system and it will help to take an accurate, reliable and timely output. From the new system we are implementing on the company it would handle most of the operations done manually in the present. Our main goals from this system is to reduce customer dissatisfaction, increase the profits of the company and to create a better image of the company.

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2.0 Systems Development Methodologies
Why does a system need methodology?
A System methodology is needed to control the process of the performance, and manage. And also by using a system methodology the time and the cost are reduces. Mainly the employer can interact with the staff by if a methodology is used. User is encouraged to involve in meeting the user requirements, and the quality of the work is also improved by using a system methodology. (Nadeera , 2010)

2.1 Use of Methods

There are four different Methods. They are:     Prototyping Object- oriented Analysis and Design (OOAD) Rapid Application Development (RAD) Joint Application Development (JAD)

2.2 System Development Life Cycle
The Systems Development Life Cycle (SDLC) is a conceptual model used in project management that describes the stages involved in an information system development project from an initial feasibility study through maintenance of the completed application. (Anon6 2010)

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Feasibility

Analysis

Design

Implement

Test

Maintain
SDLC waterfall model methodology

System Development and Life Cycle (SDLC) About the Function take place in Current System

As in the moment this is the most famous and biggest Video center of this extent, which gives the entire customers an opportunity to easily search and find any film by any main language, and

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also making it a lot of easier to find different films in categories chosen by age, as there are more than 2000 movies, also range of a huge variety collection of music, MP3, CDs. Work Strength Currently there are five helpers involved, - one cashier who is taking care of the accounts, and the proprietor who decide and determines it all, example: who made the group, subject of it, and who choose the members. Others help the customers who want help in finding films. And also they help with the cleaning in the company. Technical Strength At the same time they are using two DVD players with monitors and two computers. One is utilized by the accountant/cashier, and one to control but also check the returned CDs and for evidence. Available items They rent out Movie CDs and also they sell VCDs and DVDs. The CD center has a large Varity of English movies compared to Hindi, Sinhala and other language movies. They don’t have TV series collections. Techniques Used in current system They use a manual data entry system. They keep a book to store their information and they use Microsoft Excel to keep a data backup in a computer. Existing System First customer has to talk with the workers to find his required film. Either a worker or the customer himself has to find the film from the shelves. When the customer found his film the customer have to provide his registration number and his NIC to the workers. This is to provide security. Then he has to pay the amount he has to pay for the rent. He has to pay a deposit also so that he cannot commit fraud by not returning the movie. When they are returning the movie the

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customer have to provide his NIC and the registration number to return the film. The worker has to enter the details of the customer in the book and also in the Excel document. Identifying Problems, Opportunities and Objectives

Problem Identification        Status of the rented CDs which were returned are bad. Customers do not have a direct contact with the company. So the shop has difficulties in contacting the customers. A customer does not return the CDs on the due date. New arrivals(films) are not properly ordered and details of those are not entered into the system Data recording method in a book is a very bad way. it is hard to find CDs/DVDs when the customer wants. No specific method to collect fines from the customer No proper secured system for the collected data.

Opportunities If we implement a new system to handle the video renting and selling, its going to be easy to check the availability of a specific CD whether it is available in the stocks or whether that specific CD has been returned out, Via the system it will be easy to check that going through the manual procedure.

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Objectives of the new system

People Involved A team is required to implement a new system. This team comprises of group leader, System manager, system developer. The people who are benefited from the system are the employees, employers and the customers. The information that is gathered about the existing system give a clear picture of what is required for the new system and its requirements. In to do one should be in contact with the persons involved in the prevailing system such as the employees, employs and the customer.

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3.0 Feasibility study
This is the first phase of the SDLC model. What is feasibility study?

An analysis of the ability to complete a project successfully, considering about legal, economic, technological, scheduling and other factors. Rather than being optimistic and just start a project, a feasibility study allows finding out the possible negative and positive outcomes of a project before investing too much time and money.

why we use feasibility study?

A feasibility study clearly specifies if a project should be preceded or not. So we used this study to predict that our project has a reasonable chance of success. The members mainly focused on four of the components of feasibility study.

They are,
    Technical feasibility. Schedule feasibility. Operational Feasibility. Economic feasibility.

Feasibility of the current system:Currently the MAX SOFT DVD/CD VIDEO AND GAME CENTER has a manual system to handle the whole procedure of the shop including money transactions and records about the customers and discs. All the transactions are entered in books by the employees. Unlike in an automated system, this method causes weaknesses in accuracy and efficiency very often.

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Feasibility of the proposed system.

We produced a fully automated system through Microsoft Access which is parallel to the current procedure of the MAX SOFT DVD/CD VIDEO AND GAME CENTER shop. It is capable of handling the same transactions and recordings reducing the weaknesses that the manual system caused. Because of that employee can easily enter customer details in few seconds. There for all the important data secure. Only few can access and handle the system, if there are issues of customer details or other things only those are responsible. Details which we enter to the system are accurate. Because of the new system it increases customer satisfaction, accuracy, secure and also the employee satisfaction.

3.1 Technical Feasibility

As the current structure did not have an automated system, our main intention was to implement a new system to this company which will enable to increase precision of their work. Initially we focused on the resources which are planned to use as fundamentals of the new automated system. It is important that these resources can be gathered on an affordable price with good quality.

The new system should be widely available. The main target of the new system is to make the work easy and enhance the efficiency of the employees. So it should be basic, easily upgraded and user friendly. The IT literacy is essential in employees because each and every task (money transactions, keeping records on the customers and the available discs, recording and copying the discs, etc.) in the system will be performed by computers.

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Next we sleeked for the resources that are already available in the company and the capability of the current employees. There are two computers, including one that needs to be repaired. And most of the employees were capable of handling computers. Others were willing to learn the basics of computing and adjust quickly according to the new system.

Then we focused on the other essential resources that we should buy. It was revealed that we need two more computers, a laser printer, windows xp operating system, an internet connection and a four port router, so that we can connect four computers into the network, mouse, keyboard, virus guard.

3.2 Schedule feasibility

In the beginning of the project, the members should estimate the time period that will be taken to finish the task completely. It is better if each member has their own schedule, including the assigned work in separate steps and the estimated time for each small step. So the members should work according to the plan and always try to be above the schedule. In this way, unexpected delays will not obstruct with finishing the automated system within the proposed time period.

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3.2.1 Work lord matrix Malith 1.0 Introduction 1.1 Introduction to the project 1.2 Company back ground 1.3 Problem definition 1.4 Scope 2.0 Systems Development Methodologies 2.1 Use of methods 2.2 Justification of selection 3.0 Feasibility study 3.1 Technical 3.2 Schedule 3.3 Operational 3.4 Economical 4.0 Requirements gathering 4.1 Fact finding techniques 4.2 Justification of selection 4.3 Summary of fact finding 5.0 Analysis 5.1 Data Flow Diagrams 5.2 Context diagram 5.3 Level 0 diagram 5.4 Assumptions 5.5 Data Dictionaries 6.0 Developing and Documenting the Software 6.1 Table designs 6.2 Screen designs 6.3 Report designs                               Birendra Viraj

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6.4 Query designs 6.5 User Manual 7.0 Testing 7.1 Test plans 7.2 Summary 9.0 Individual Report 8.1 Screen designs 8.2 Critical evaluation      

 

 

3.2.2 GANTT CHART

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3.3 Operational feasibility

The PIECES framework can help identify operational problems to be solved and their urgency. (Nadeera.2010)

3.3.1 PIECES framework

Performance In the current system workers have to enter entire data manually. Keeping records in books takes a long time and it is hard to ensure about the accuracy. The new program can handle the same transactions that were manually handled before, with more competence, while minimizing the errors because all the details about the customers and discs can be checked very easily in the automated system.

Information In the manual system, information such as availability of the discs is entered in books. So when it comes to a transaction, the employees should refer all the books to find out if they can fulfill the customer’s requirement. The same information can be checked through the automated system in a less time without any errors.

Economy The automated system directly helps to improve the economy of MAX SOFT DVD/CD VIDEO AND GAME CENTER shop. The possibility of losing customer with the manual system is higher because many errors can occur in every stage of a transaction. Holding the present customers of the company and attracting more customers can be only done by reducing these errors. Calculating fines and inefficiency in finding the availability of discs are two stages that make major errors that affects a lot on the economy of the

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company. The proposed automated system calculates everything more accurately and efficiently. This naturally increases the profits of the company. Even though a remarkable capital should be invested for this project, the company can cover up the cost in a very short time because of the good service that is given to the customer. Later on the profit which is gained through the automated system can be used to develop other sections in the company.

Control In the present system the data of the company are not secured. But the new system to be implemented by us is consisted of log-in password and username. So only the employee has access to the system. Therefore outsiders are not allowed to log-in to the system. So the security of customer details are ensured as long as the employees work with responsibility.

Efficiency The manual system uses only man power. It lacks modern technology. It is proved that using technology is always faster and successful than man power. Writing all the data and transactions in the books takes a lot of time and we cannot count on the accuracy as well. This kind of a procedure cannot cope up with the busy life style of now a day’s customers. Only a few clicks on the computer screen is required to deal with the new system. So much more amount of transactions can be done within a short period of time. The customers do not have to be kept waiting for long and it increases the customer satisfaction.

Services The current system has many failures in providing information on availability and also being efficient in terms of time. Customers will leave the company because of taking more time to rent a video or return a video. Employees have to go through the record books and have to check the due date and if there is a late payment they have to calculate it manually. Hand receipt will be issued to the customer. With our new automated system

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employees will take few seconds to finish their work. It will count all the fines automatically and a detail bill will be instantly issued to the customer on demand.

3.4 Economic Feasibility
Economic feasibility can be classified as two. They are: 2.4.1 Cost Classification     Direct/Indirect costs Fixed/ Variable costs Development/Operational costs Tangible/ Intangible costs

2.4.2 Benefit Classification      Direct/ Indirect benefits Fixed/ Variable benefits Development/Operational benefits Tangible/ Intangible benefits Positive/ Cost Avoidance benefits (Nadeera. 2010)

Here we point out the necessary requirements to build our new system. Therefore it is our responsible to find out quality materials for the best prices.

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Cost Classification Direct Cost
Computer Monitor Mouse Keyboard 1 GB DDR2 RAM Windows XP Operating System UPS Virus guard 4 port router

Unit Price

Quantity

Total

LKR 11,000.00 LKR 600.00 LKR 800.00 LKR 1,800.00 LKR 6,500.00 LKR 4,000.00 LKR 250,000.00 LKR 8,400.00

2 2 2 2 2 2 2 1

LKR 22,000.00 LKR 1,200.00 LKR 1,600.00 LKR 3,600.00 LKR 13,000.00 LKR 8,000.00 LKR 3500.00 LKR 8,400.00

Indirect Cost
1 Terabyte External Hard Drives 8GB Kingston Flash Drives Sony CD's sony DVD's

LKR 14,000.00 LKR 4,500.00 LKR 30.00 LKR 50.00

2 1 100 150

LKR 28,000.00 LKR 4,500.00 LKR 3,000.00 LKR 7,500.00

Fixed Cost
All Employee salaries

LKR 130,000.00

LKR 130,000.00

Development Cost
Training Table Chair

LKR 20,000.00 LKR 2,500.00 LKR 1000.00 2 4

LKR 20,000.00 LKR 5,000.00 LKR 4,000.00

Operational Cost Telephone Bill LKR 1,600.00 Electricity Bill LKR 5,000.00 LKR 1,600.00 LKR 5,000.00

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Total

LKR 257,900.00

Those are the things we implement to the new system. So the thing we did early can be done accurate and easy.

Other monthly expenses
Stationeries TOTAL LKR 3000.00 LKR 3000.00

Benefit
Increased sales (15%) Reduction of stationary (files, papers, etc...)

Per month
LKR 20000.00 LKR 3000.00

Total per year
LKR 240,000.00 LKR 36,000.00

TOTAL

LKR 23,000.00

LKR 276 ,000.00

• • • •

Customer service is improved vastly. Information is handled and managed better. Deducted costs in manual transactions in the company. Accuracy of the information is improved so that it would help the company management to make good decisions.

Based on the findings and estimated benefits; ROI = (Total benefits – Total costs)/ Total costs = [(276,000.00 – 257,900.00) / 257,900] *100 = 7.3929 %

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4.0 Requirement Gathering

Fact finding/Requirement gathering is the second phase in the Systems Development Life Cycle. And it is a crucial factor in a successful project or a system.

Figure 1 Requirement Gathering

Before building our system we had to analyze MAX SOFT DVD/CD VIDEO AND GAME CENTER from A to Z. It is a crucial factor in building a good system. We have to gather information to analyze. We can use various methods to gather information. Mainly we used four methods to gather information on the company. 1) Sampling & Investigating 2) Interviewing 3) Questionnaires 4) Observations

4.1 Fact finding techniques

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4.1.1 Sampling & Investigating

The Need for Sampling. 1) It will help to speed up the data gathering. 2) It will Improve effectiveness 3) It will help reduce bias - Kendall (2003, p.83)

The advantages and the disadvantages of sampling and Investigating.
Disadvantages Advantages  Highly representative if all subjects participate the ideal (Anon, N/D – Ref.002)

More complex, requires greater effort than simple random; strata must be carefully defined Ref.002) (Anon, N/D –

Not possible without complete list of population members; potentially

Possible to select randomly when no single list of population members exists, but local lists do; data collected on groups may avoid introduction of confounding by isolating members (Anon, N/D – Ref.002)

uneconomical to achieve; can be disruptive to isolate members from a group; time-scale may be too long, data/sample could change. (Anon, N/D – Ref.002)  

Can be highly unrepresentative (Anon, N/D – Ref.002)

Inexpensive way of ensuring sufficient numbers of a study (Anon, N/D – Ref.002)

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4.1.2 Interviewing

In a interview there can be two types of questions. I. II. Open ended questions Closed questions

In open ended questions interviewee is free to answer the given questions in any amount of words. There for the interviewee can answer with a peace of mind. In closed questions the interviewee is bound to answer the questions with a limit of words given by the interviewer. (Kendall, 2003) Advantages and the disadvantages of Interviewing

Disadvantages
   The interviewing can consume loads of time. The interviews can lead to topics that does not related to the system or the company It is hard to select the best or the right people for the interview. 

Advantages
   The interviewee can clear out any doubts regarding the questions by asking out. The interviewee is given the chance to explain his or her answer to the point The interviewer can observe the body language of the interviewee to detect false answers. 

The skill of the interviewer is much needed to get the best answers from the

Interviewer can readapt the question according to the level of knowledge of the interviewee.

interviewee.  Interviewee can verify the answers 

Interviewer can get personal opinions or information about the system from the user.

accordingly to the interviewer.

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4.1.3 Questionnaires

Questionnaires are a much cheaper way to gather information from a large number of people who uses the system. (Kendall, 2003) Advantages and the disadvantages of Questionnaires

Disadvantages
  People or the users lack of interest to answer questioners. Users can give fake answers without any trouble due to the fact some questioners remain anonymous.  Have to create a questioner that is understandable to the users. This has to be done by a skilful analyst. 

Advantages
  Easiest method to gather data or information from a large number of people This method is cost effective due to the fact less amount of money is wanted to create a questioner and distribute it.  The users can give their honest opinion about some facts which is about the company  due to the reason some

questioners remain anonymous. Questions in the questioner can be One can use other communication methods such as internet and email to distribute questioners and collect answers. 

misunderstood by some users and it will help to gather harmful data about the system.

This method is less time consuming and questions are pre defined and will stay on the subject.

4.1.4 Observations
System analysts use this method to gather sensitive data, by observing the decision maker and his behavior analysts try to gain insight knowledge about what is truly happening in the system.”Observation must be structured and systematic if the findings are to be interpretable.” (Kendall, 2003)

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Advantages and the disadvantages of Observations

Disadvantages
   Observation takes lot of time to gather information People might behave differently when they are being observed. Depending on the skills of the analyst gathered information can be differed.

Advantages
   Inexpensive compared to other data gathering methods. Analysts can directly gather information on how the system works in a wanted place. Analysts can easily get a better knowledge of the common operations.

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4.2 Justification of selection

After going through the requirement gathering methods we were compelled to make a choice of the above four methods. Observing the company for some time we decided to go ahead with the questioner and interviewing methods. We had several reasons to pick these methods. Our group consisted of three group members. The method Observation needs more than three analysts to gather information. We could have gone ahead with this method and collect lot of valuable information on how the company works. But we were on a tight time schedule due to that reason because observing method take lot of time to gather information. Also we notice that most of the workers and the customers didn’t like to be watched. Company manager and the workers were friendly with us the whole time. Because of that reason we agreed on each other to interview the manager and the workers and some customers to get the information needed to build the system. Employees know the current system A to Z and were more than willingly happy to share their knowledge to improve the current system so that they can have much easier time at work. Manager and the workers were keen to let us know what improvements were needed in the system. Since there were only five workers and a one manager we created two different questioners. One was for the employees and the other one was for the customers. Customers were hard to catch, because of that reason we had to go there for five days to get hold of 25 customers. Most of the customers were teenagers and some were students of different schools. Some of the customers were above age 40 and they were not happy to be interviewed. As well as the interviewing method we went ahead with the questioner method. The main reasons we went ahead with this method was customers were happier to give information anonymously. And also it gave us a clear picture of the basic requirements what customers needed with a new system. We created a simple questioner with ten questions and it was distributed among twenty customers. Using the results of both methods we gathered enough information to build the system

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 Questionnaire that was used to gather information can be reviewed in the Appendix area

Analysis of the results of the Questioner

We were able to distribute the questioner among twenty customers. Customers filled the questioner taking their time. After analyzing the answers we were able to recognize a pattern in their answers. We used a bar chart to illustrate the answers of the customers. According to the percentage of the answers we decided what we should consider mainly in building our system.
25

20

15

10 YES NO 5

0 Question Question Question Question Question Question Question Question Question Question 1 2 3 4 5 6 7 8 9 10

Figure 2 Bar chart of the answered questioner

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After analyzing the answers we were able to draw the bar chart shown above. In the y axis we showed the number of people who participated in filling the questioner. In X axis we showed the questions. We calculated the percentage using a simple mathematical equation.

Percentage = Number of people who answered No × 100 Total number of people

We took each and every question analyzed them accordingly to the number.
Q# 1 The Question Analyzed Information

Were you happy with the old 25% of the customers answered this question agreeing to system which was used up to the fact. 80% of the 25% customers were above the age this moment? 40. This insisted the fact that older people was little bit backwards of the idea of using a new computer system. They were happy with old card system that is simple according to their knowledge. So we had to mark the point that the new system we are planning to build should be user-friendly so that the older people could easily understand and use. 75% of the customers said “NO” the question. We had to gather the reasons of their unhappiness of the old system. Most of the customers pointed out that it takes lot of time to burrow the DVDs/CDs. This was due to the card system existed in the company. Most of the cards were misplaced and there were no order of keeping the cards. Some of the customers said that it takes time to find their desired DVDs/CDs. Also customers told us the workers take more time when they are calculate fines. So we were compelled to find solutions to these problems in our new system we are

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creating for the company. We designed a new registry system for customers also for the workers. This would able to track the customers and their deposits, fines. Also a system to calculate fines and print a receipt of the customers renting or purchasing that took place. 2 Are you happy with the 70% of the customers said “YES” to this question. In the condition of the DVDs/CDs? current system every time a customer returns a DVD/CD the workers are ordered to look at the DVD/CD to check weather it have any damages. If there is more damages in the DVD/CD when returned the customer are fined. The customers are always advised to check the DVD/CD before they take it out and show it to the workers if there is any damages in it. We were advised by the management to implement this rule in the new system. 3 Are you happy with the 90% of the customers said “YES” to this question. The Management? manager in the company was friendly to the customers

and were listening to their complains. 4 Are you happy to provide 85% of the customers was happy to provide their information to be entered information to be entered into the system. Other 15% was into the new system? not happy to provide their personal information due to the fact of security. We had to mark this point as a important factor. We were asked to secure the system from outsiders. We had to implement a secure login for the workers as well as the customers. Also the workers are to be accessed only the basic information of the customers. 5 Would you like to have a 95% of the customers were happy to have a secure login secure login and an account and an account for them self’s. Most of the customers for yourself? wanted to check their renting histories and their fines and deposits. 6 Are you happy with the Only 20% customers were happy with the company’s efficiency of the current efficiency. This was major factor we are advised to look

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system?

into. The problems and solution for this was similar to the fact we gathered in the first question.

7

Are you a visa or master card Only 15% of the customers were equipped with visa or holder? master card holders. We were asked by the management to check this factor. The management was planning to go online with their system so that the customers would be able to reserve DVDs/CDs online. Through their visa or master cards they would be able to pay the necessary payments. But from the questioner we saw that only few people are equipped with the cards.

8

Is

it

easy

to

find

the 40% of the customers agreed that it is easy to find the DVDs/CDs that they wanted. Other 60% of the customers pointed out that the reason that they said “NO” is because the workers them self’s didn’t know where the DVDs/CDs are placed. In our system we had to introduce a numbering system of the DVDs/CDs

DVDs/CDs you want?

9

Would you be satisfied if a 90% of the customers were happy if a new system was new system was to be implemented.

implemented? 10 Would you like to receive a 100% of the customers liked to have a receipt after they printed receipt every time rent or buy a DVDs/CDs. So we had to add a receipt you DVDs/CDs? Purchase/rent generating sub system to the main system. This is to calculate fines, total and change.

MAX SOFT DVD/CD VIDEO AND GAME CENTER 32

Analysis of the interview that took place
We designed two interviews. One for the employees and one for the customers. We interviewed 5 workers and 25 customers. Interview that took place between us and employees Q# 01 Question How does Summery of the Analyzed information the requested First we have to go through the records to find out the shelf where it is kept and then we have to go there and find it. The current employees are used to find the requested videos. But the new employees go through a difficult time to find the videos. 02 How do you handle the Customers who give us a list or preferred video names, customers? we help them to find out the videos. Customers who does not have a list have to go through the shelf’s and find out what videos they want to watch. 03 What’s the most wanted Employees go through a very difficult time in the

video does are found?

process that needs to be process of handling the returned videos. It is hard to implemented? calculate fines and check deposits. And also employees find it difficult to inform the customers about the delay. 04 What new features do you Workers expects a system that can track available except from a new system? videos, calculate fines, calculate the amount, gather customer information, store the information of rented videos and user friendly interface. 05 Suggestions? Employees asked to create a system with a attendance record storage. It will help them to go to management with clear information when requesting holidays.

MAX SOFT DVD/CD VIDEO AND GAME CENTER 33

Interview that took place between us and customers No of interviewees: 25 Customers range Male Female 2 1 5 2 12 3 Age More than 50 20 - 50 Teenagers

Q# 01

Question

Summery of the Analyzed information

Are you happy with the current The customers are not that happy with the current system? system. They required more efficient service from the employees.

02

Are you satisfied by the service Around 70% of the customers are happy with the provided? employees and their working pattern. 30% of the customers required quick service from the employees.

03

Is it easy to find the required the Most of the customers exclaimed that it easy to video you wanted? find the required video if the video is arranged in a alphabetical manner. Also they said that

employees help them to find the videos they want. 04 Why do you come to this shop? Most of the customers told that it is because this shop has all the newest videos and the rental is fair.

According to our fact gathering techniques we came to the conclusion that the customers and some workers are in need of a new system. This new system will help not only the customers but also the company to gain more profits.

MAX SOFT DVD/CD VIDEO AND GAME CENTER 34

We listed the components that should be there in the system. The system should include: 1. A way to check the DVDs that are not rented and are rented. 2. A way keeps customer information and rent details of each of the customers. 3. A way to calculate the rentals and the fines. 4. Issue a detailed bill to the customer. 5. A database which keeps the track of all DVD/CDs the shop will have.

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5.0 Analysis

5.1 Data Flow Diagrams
“A data flow diagram (DFD) is a graphical representation of the "flow" of data through an information system..” http://www.answers.com/topic/data-flow-diagram

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5.2 Context Diagram

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5.3 Level 0 Diagram

Figure 4: Level 0 Diagram

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5.4 Assumption

When we are creating the DFDs we had to make some assumptions to draw it. They are: 1. When a customer rent the DVD or the CD he/she wants he will get a detailed bill which has the information of the customers as well as the information on the item he/she rented. 2. When a customer is renting or buying a CD/DVD he/she will have to provide their personal registration number at the cashier. 3. Customers first have to register in the system to rent the DVD/CD from the shop. 4. A form with the required information will be given to the customer at the registration.

5.5 Data Dictionaries

5.5.1 External Entities Name Description Buying Customer Customer will check the system by sending the information on the items that he/she requires. Depending on the feedback on available items

from the system he/she will purchase from the system. Then the customer will receive a bill from the system according to his/her purchases. Input data Flow Available Information, Bill Information

Output Data flow

purchased Item details, Customer required item Details

Name

Renting customer

MAX SOFT DVD/CD VIDEO AND GAME CENTER 39

Description

Customer will inquire about the CD/DVDs on his requirement from the system. System will provide the details about the requested DVD/CDs. Then the customer will have to provide his registration information to the system to submit the DVD/CDs he/she wanted. If the customer is a new customer he/she will have to fill in a form and become a member first. Then the system will generate a bill with customer information and the item details. The date of returning DVD/CDs he/she rented are issued with the bill.

Input

data

Flow Available Item Details, Registered Customer Information, Bill Details

Output Data flow

Customer requirement Information, New Customer Details, Customer Details modification, Rent Item Details, Return Item Info

Name Description

Supplier Supplier will inform the system with the newest DVDs/CDs. Then the system will inform the supplier about the required new DVD/CDs.

Input data Flow

Newly purchasing items

Output Data flow

Item details

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5.5.2 Data Stores

Name Description

D1-Purchased item file Gets updated every time when a customer purchases a DVD or a CD and gets updated every time when the system purchase new items. Gives back the available CD/DVDs information and makes the stock details.

Input data Flow Output Data flow

Purchased new items details, Required items stock details, Available new item details, purchased item details.

Data Structure

Purchased item file Database = ItemID+ ItemName+ Category+ Language+ Number of copies+ Available number of copies+ Type(CD/DVD)

Name Description Input data Flow Output Data flow Data Structure

D2- Rent Item Management File DataBase Keep information on all rented Items(CD/DVDs). Returns the information on new available rent items and available items. Available New Rent Items Details, Customer Information, Returned rent item Information. Available Item details, rented Item Details. ItemID+ Item Name+ Category+ Type+ Customers who rented the Item+ Last rented Date+ Returend date+ Due Date+ Availabilty

Name Description

D3- Customer Information File DataBase Keeps all customer information up to date. Keeps customers securly under a registration number. Returns the requried information of the registerd

customer for billing purposes.

Input data Flow Output Data flow Data Structure

Processed Customer Information Processed Customer Information CustomerID+ Customer Name+ Customer Information+ ItemID+ Item Name+ Date+ Receipt No+ Deposits+ Fines+ Return Date

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5.5.3 Data Flows

Name
Codes

Description
Customers provide ItemIDs

Origin

Destination
4.0 Manager

Data Structure

Purchased Item Allows Buying Buying to Customer the

Purchase {ItemID}

Bill Information

Provides billed 4.0 information the customer

Purchase Buying Customer

{ItemIDs+ Items+ Amount}

Total Total

to Manager

buying

Item Information

Provides Buying customer availability

the 1.0 Information Buying Inquiry Manager Customer

{[Available] Available] }

[Not

of

required items. Required Information Gathers buying Buying customers requirement information New Information Item Provides information the Supplier on 6.0 Purchasing Manager Item { Item Name+ Customer 1.0 Information { Inquiry manager Item Name+

Category}

Category+ Type }

all the new item that purchased Required Information Item Provides the 6.0 are

Item Supplier

{item

Name+

Information on Purchasing the items required Manager to be

quantity + Type }

MAX SOFT DVD/CD VIDEO AND GAME CENTER 42

purchased Available New Updates Rent Details the 6.0 Item D2- Rent Item { Management File Item Name+

Items system about the Purchasing newly purchased Manager renting items.

ItemID+ Quantity+ category+ Type}

Required Items Provides details D1Stock Details on the

Purchased 6.0 purchasing manager

Item {ItemID+

Item

items Item File

Name + Quantity}

which is low on the number Purchased New Updates Items Details system providing information the on the 6.0 purchasing manager

Item D1-

Purchased {

Item

Name+

Item File

ItemID+ Quantity+ Type+ Price}

newly

bought items Available New Provides Items details information the the D1Purchased 1.0 Information { ItemID+ inquiry Manager Name+ Item

on Item File

Remaining

required

Number of Items }

item about its quantity Available Item Provides details D2- Rent Item 1.0 Information { ItemID+ details verifying remaining number of rent item is there to be rent. Rented Details Item Provides details D2- Rent Item 3.0 about Items system Customer Updates the 3.0 Rented D2- Rent Item { Customer ID+ rented Management to the File Rented {ItemID+ Name+ Type} Item category+ the Management File inquiry Manager Name+ Item

Remaining

Number of Items }

Items Manager

MAX SOFT DVD/CD VIDEO AND GAME CENTER 43

Information

database renting customers.

about Items Manager

Management File

date+ Return Date}

Returned Item Information Processed customer Information

Rent Updates system

the 5.0 about rented

Accepted D2- Rent Item { Items Management File

ItemID+

Item

Name+ Type+ Date}

rented items Updates

manager the 2.0

Customer D3-

Customer {Customer

ID+

system about the Detail customer Details manager

register Information File

Customer Name+ T. P No+ Gender+ D.O.B+ Salary+

Age+ Address+ Position } Registered Customer Information Provides details D3 - Customer of registered Information File for 2.0 Detail manager Customer {Customer

ID+

register Customer Name}

customers the process

Customer Information

Provides details D3 - Customer 3.0 Rented items {Customer of registered Information File for D1 – Purchased 4.0 on Item file manager

ID+

Customer Name}

customers the process Purchased Item Provides Details information

Purchase {ItemID+ Name+ Quantity+Price}

Item

manager

items that can be purchased Available information item Provides renting 1.0 Information Renting customer availability the items. Required Information Customer provides Renting the customer of Inquiry manager Customer

{[Available] Available]}

[Not

1.0 Information {

Item

Name+

Inquiry Manager Type+ Category }

system with the

MAX SOFT DVD/CD VIDEO AND GAME CENTER 44

requirements
New Customer Details

of the Renting Customer 2.0 is
Detail manager

Customer {Customer

ID+

Information

customer

register Customer Name+ T.

provided to the process

P

No+

Gender+ D.O.B+ Salary+

Age+ Address+

Occupation+Position } Registered Customer Details Registered customer information
2.0 Detail Customer Renting Customer register

{Customer

ID+

Customer Name+ T. P No+ Gender+ D.O.B+ Salary+

is manager

shown back to the customer

Age+ Address+

Occupation+Position }
Registered Modified Renting Customer 2.0 Detail is manager Customer {Customer

ID+

Customer Detail customer Modification information

register Customer Name+ T.

P

No+

Gender+ D.O.B+ Salary+

entered back in to the system

Age+ Address+

Occupation+Position } Rent Information Item Information on Renting Customer 3.0 the rent items are entered into the system Bill Information System provides 3.0 a bill Rented { Item Name+ Item ID+ Catogery+ Return Date} Rented Renting Customer {Item Name+ Item ID+ Amount+ Date+ return Date} Type+ Date+

Items manager

with Items manager

necessary payments to the renting customer

MAX SOFT DVD/CD VIDEO AND GAME CENTER 45

Returning Rented Details

Information Item sent to

is Renting Customer 5.0 the Rented

accepted {Item

Id+

Item

Items Name+ Due Date+ Customer ID}

processes when the rented items are returned

Manager

5.5.4 Processes

Name

1.0 Informatio

Input Data Flows Gets buying and renting Required customers Informatio Checks n, for Required the Informatio And n,

Description

Output Data Flows Item Information,

Process Description

BEGIN GET required

n Inquiry requirements. manager the

Available Item information Information, GET Available new Item details, Available Item Details FROM Purchased Item file, Rent Item Management File Databases. IF item ID Available SEND “Available” to

databases on

information requirements.

provides the available Available item information to the New item buying customer. and renting details, Available Item Details

Buying and Renting customer ELSE SEND “Not Available” to Buying and Renting customer ENDIF END

2.0 Customer Detail

Checks

if

the

new New

Registered customer details,

BEGIN GET New Customer Information, Registered

customer is a member Customer or not. If not the system Informatio

MAX SOFT DVD/CD VIDEO AND GAME CENTER 46

register manager

will register them.

n, Registered customer detail modificati on, Registered customer informatio n

processed customer information

customer detail modification. SELECT Registered customer information FROM Customer Information File IF New Customer Information, Registered customer detail modification NOT EQUAL to Registered customer information. Register New Member PRINT member details SAVE member details in Customer Information File. ELSE SELECT customer ID FROM Customer Information File WHERE customer ID EQUAL to current member ID UPDATE customer details in Customer Information File SAVE customer details END IF END

3.0 Rented Gets items manager

renting

details Rent Item Bill customer

details, BEGIN GET Rent Item Information IF Rent Item Information are EQUAL to Customer Information AND rented items details UPDATE customer information WHERE Rent Item

from the customer and Informatio saves them in the n, gets Customer

information

database. customer

Then

information Informatio Rent

from the system and n, prints a bill to the items customer

details.

MAX SOFT DVD/CD VIDEO AND GAME CENTER 47

Management File PRINT bill details ELSE PRINT Invalid information END IF END 4.0 purchase Manager Gets the purchased item Purchased codes customer from and the item codes, the purchased Bill information BEGIN GET Purchased item codes IF Purchased item codes are EQUAL to purchased item details PRINT bill information ELSE PRINT Invalid item codes END IF END 5.0 Accepted Rented items Manager Gets the information on Returning the returning rented Rented Returned items information rent BEGIN GET Returning Rented items Details UPDATE File END 6.0 Item Gets the required new New item Required item items information from Informatio the system. Then sends n, information to the Required information, Available New Rent items BEGIN GET Required items stock details SEND Required items stock details TO suppler GET New item information UPDATE Rent Item Management File AND Purchased item

purchased item details item from the system and details then prints the bill for the customer

items and then updates items the system Details

Purchasin g Manager

supplier and gets the items stock Details, items and the details, Updated purchased new items details

information. the system

MAX SOFT DVD/CD VIDEO AND GAME CENTER 48

Purchased item file END

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6.0 Developing and Documenting the Software
6.1Designing the Interfaces
6.1.1 Table Designs

 Customer Management  Rental CD/DVD management  Purchase CD/DVD management  Rental Log

Customer Management Customer Registration number Title Customer Name Address Contact No DOB NIC NO Active

We planned to use the above table to store customer data to the system. The nine fields have different data types used.

 Customer Registration number- AutoNumber  Title- Text  Customer Name- Text  Address- Text  Contact No- AutoNumber  DOB- Date/Time  NIC NO- Text  Active- Text

Rental CD/DVD management

MAX SOFT DVD/CD VIDEO AND GAME CENTER 50

CD ID

Name

Type

Category

Rental

Active

 CD ID- AutoNumber  Name- Text  Type- Text  Category- Text  Rental- Currency  Active- Text

Purchase CD/DVD management
Item ID Name Type Language Category Price Active Copies sold

 Item ID- Text  Name- Text  Type- Text  Language- Text  Category- Text  Price- Currency  Active- Yes/No  Copies sold- Number

Rental Log Rental ID Rental Date  Rental ID- AutoNumber CustID RCID Due Date Returned Date Return Flag

MAX SOFT DVD/CD VIDEO AND GAME CENTER 51

 Rental Date- Date/Time  CustID- Number  RCID- Number  Due Date- Date/Time  Returned Date- Date/Time  Return Flag-Tex

6.1.2 Screen designs

Switch Board

LOGO

Switch board Name

Forms Reports Queries EXIT

This is the main screen shown to the user when opening the database.

Form Designs

MAX SOFT DVD/CD VIDEO AND GAME CENTER 52

Customer Management Form

Form Name

LOGO

Customer Registration number Title Customer Name Address Contact No DOB NIC NO Active

Text Box Text Box Text Box Text Box Text Box Text Box Text Box Text Box

Control Buttons

Navigation Buttons

EXIT

This is the form that helps the workers to input information about the customers. Navigation buttons includes NEXT, PREVIOUS, FIRST RECORD, LAST RECORD, SEARCH buttons. Control buttons includes NEW, SAVE, PRINT and DELETE buttons. This would be the basic view of the form.

MAX SOFT DVD/CD VIDEO AND GAME CENTER 53

Rental CD/DVD management

Form Name

LOGO

CD ID Name Type Category Rental Active Control Buttons

Navigation Buttons EXIT

Navigation buttons includes NEXT, PREVIOUS, FIRST RECORD, LAST RECORD, SEARCH buttons. Control buttons includes NEW, SAVE, PRINT and DELETE buttons.

MAX SOFT DVD/CD VIDEO AND GAME CENTER 54

Purchase CD/DVD management

Form Name

LOGO

Item ID Name Type Category Price Active Control Buttons

Navigation Buttons EXIT

Navigation buttons includes NEXT, PREVIOUS, FIRST RECORD, LAST RECORD, SEARCH buttons. Control buttons includes NEW, SAVE, PRINT and DELETE buttons.

MAX SOFT DVD/CD VIDEO AND GAME CENTER 55

Rental Log

Form Name

LOGO

Rental ID Rental Date CustID RCID Due Date Returned Date Return Flag EXIT Control Buttons

Navigation Buttons

Navigation buttons includes NEXT, PREVIOUS, FIRST RECORD, LAST RECORD, SEARCH buttons. Control buttons includes NEW, SAVE, PRINT and DELETE buttons.

MAX SOFT DVD/CD VIDEO AND GAME CENTER 56

6.1.3 Report designs

All the Reports basically have the same design. They are:  Receipt Generation Report  Newly purchased Item Report  Stock report

LOGO Report Name

Contents

MAX SOFT DVD/CD VIDEO AND GAME CENTER 57

6.2 User Manual
This is the Logging page from which the user can access the system, when the user clicks the logging button it will open the main window form.

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Below is the main welcome screen which will appear after the user click the logging button shown in the previous screen shot.

MAX SOFT DVD/CD VIDEO AND GAME CENTER 59

Using this form can edit the information

Using the Add New Button user can enter a new record to the system

Data which has been already entered can be edited using the Edit button in the rental CD management form

Direct Via default printer the user can print all the records

MAX SOFT DVD/CD VIDEO AND GAME CENTER 60

Create Rental record will allow the user to add a new record of any rented item.

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This form is used to add a new CD to the system and this form update the data base that a new

MAX SOFT DVD/CD VIDEO AND GAME CENTER 62

When CDs are rented out the data base is updated via this form, the returned date, rental, rented date. All this information are saved

MAX SOFT DVD/CD VIDEO AND GAME CENTER 63

Edit CD will allow the user to edit the information which we have entered to the data base using Add CD user can edit via this form

MAX SOFT DVD/CD VIDEO AND GAME CENTER 64

7.0 Testing

This is the Logging page from which the user can access the system, when the user clicks the logging button it will open the main window form.

MAX SOFT DVD/CD VIDEO AND GAME CENTER 65

This is the form that we can register a new customer.

To enter a new customer details you must click on the “Add New” button. If you want to cancel editing ,you can click on the “Cancel” button. This is the report after you adding a new customer it will shown like this. After you enter a new customer name, the Customer ID is automatically generated. Once the user is done entering the information, can be saved into the system by clicking on the “Save” button.

MAX SOFT DVD/CD VIDEO AND GAME CENTER 66

This is the customer details report

New customer details are now visible on the Customer Report section. So we can help him/she during the transactions. That means our customer section is functioning correctly.

MAX SOFT DVD/CD VIDEO AND GAME CENTER 67

Below is the main welcome screen which will appear after the user click the logging button shown in the previous screen shot.

MAX SOFT DVD/CD VIDEO AND GAME CENTER 68

This is the form that we can register a new customer.

MAX SOFT DVD/CD VIDEO AND GAME CENTER 69

Create Rental record will allow the user to add a new record of any rented item.

When a customer renting a new item according to this form user should fill the form and if the user wants to add new record to the records user should click on “Add Record” button or if the user doesn’t want save it you can click “Cancel” button. Also if you want you can print the record.

MAX SOFT DVD/CD VIDEO AND GAME CENTER 70

This form will enable to add a new CD or DVD to the system

MAX SOFT DVD/CD VIDEO AND GAME CENTER 71

When you adding new items to your stocks, by filling this form you can do that. CD ID will automatically generate and other things you can select as shown here. Likewise after filling the form you can submit it.

This is the report for the add new CD

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Return CD Management

MAX SOFT DVD/CD VIDEO AND GAME CENTER 73

Critical Evaluation
In our subject SAD (System Analysis & Design) we had to pick a company and find their problems in the current system. Then we had to find solutions to those problems through a new system. By going through this whole process we gained knowledge about the subject. It made the process of understanding the subject easier. We selected a DVD/CD shop to do our system because the environment of the shop is quite familiar to us. Apart from that we selected this shop because we knew the current manager and some of the staff. And also the current system of the shop is manual and had lots of problems. After going through the requirement gathering process we found out that the project will be little bit complicated than we anticipated. We used Microsoft Access as a database management tool for our project. First we created some logical designs from hand and then we tried to create the physical design from Access. In access we found out some components are hard to make. For example we weren’t able to make the Return Item Form. We had some issues with the macro which is running in our system. We found it bit difficult in making the system function perfectly. Our logical design and the physical design do not match entirely. It’s due to the factor we changed our design when we are developing the system in Access because we had to make it look more user friendly. But we made sure that the important factors in our logical design were implemented. And also we tried to meet all the user requirements in our system. We had a hard time managing time to do our project. The time given to complete our project was not enough. In the end we created a system that met the customer’s requirements. We were having difficulties in the end due to the factor of time. But apart from that we felt that we handled the project well. This project gave us lot of practical experience in the working field. And also this project helped us to understand our subject much better.

MAX SOFT DVD/CD VIDEO AND GAME CENTER 74

Appendix

MAX SOFT DVD/CD VIDEO AND GAME CENTER 75

MAX SOFT DVD/CD VIDEO AND GAME CENTER QUESTIONNAIRE

Name (optional): ……………………………………………………………………….. Profession: ……………………………………. Age: ………………………………

Please put the appropriate answer of your choice by using “N” letter to indicate NO and “Y” letter to indicate YES in the box. Y E.g.: Do you like chocolate ice cream? 1) Were you happy with the old system which was used up to this moment? 2) Are you happy with the condition of the DVDs/CDs? 3) Are you happy with the Management? 4) Are you happy to provide information to be entered into the new system? 5) Would you like to have a secure login and an account for yourself? 6) Are you happy with the efficiency of the current system? 7) Are you a visa or master card holder? 8) Is it easy to find the DVDs/CDs you want? 9) Would you be satisfied if a new system was to be implemented? 10) Would you like to receive a printed receipt every time you Purchase/rent DVDs/CDs?

MAX SOFT DVD/CD VIDEO AND GAME CENTER 76

Weekly Meeting 1

DATE: START TIME: END TIME: VENUE: SUBJECT:

26th November 2010 1300 hours 1315 hours Level 6 at APIIT Systems Analysis & Design

Member Names Birendra Malith Viraj

Present/Absent   

Reason of absence -

On our first meeting we discussed for what we are going to implement out system. Through discussion found that we will be more comfortable if we selected MAX SOFT CD/DVD GAME AND VIDEO CENTER. On the first meeting itself, all the members were present. Earlier we were given of 3 choices to conduct our project on:  CD renting and selling management system  Customer Management System  Car Park Management System  So we have decided to implement the system on MAX SOFT CD/DVD GAME AND VIDEO CENTER, CD renting and selling management system. We had a brief discussion as to what we are targeting towards the succession of this system. The next meeting will be held on December 1st 2009. ……………………………………….. Mrs.Nadeera Ahangama. Systems Analysis & Design Lecturer

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Weekly Meeting 2

DATE: START TIME: END TIME: VENUE: SUBJECT:

27th November 2010 1245 hours 1300 hours Level 3 at APIIT Systems Analysis & Design

Member Names Birendra Malith Viraj

Present/Absent   

Reason of absence -

On our second meeting all the members are present. Last meeting we only discussed about the things we are going to do. This week we gave different tasks to each members. After that we put a date to visit our CD center and want to find out their current retinue and the difficulties they face. After we knowing their problems we have to implement a new system which is going to be more user friendly.

……………………………………….. Mrs.Nadeera Ahangama. Systems Analysis & Design Lecturer

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Weekly Meeting 3

DATE: START TIME: END TIME: VENUE: SUBJECT:

12th December 2010 1245 hours 1300 hours Level 2 Study Room at APIIT Systems Analysis & Design

Member Names Birendra Malith Viraj

Present/Absent   

Reason of absence -

For the third meeting all the members are present. last week all of us went to that particular place and gathered the information which will need to implement our new system By the end of this week our lecturer told us to prepare the Data Flow Diagrams. We have a Context Diagram and a Level 0 diagram. After this meeting we will prepare the DFD’s. The next meeting will be held on the 17 th of December 2009.

……………………………………….. Mrs.Nadeera Ahangama. Systems Analysis & Design Lecturer

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Weekly Meeting 4

DATE: START TIME: END TIME: VENUE: SUBJECT:

23th December 2009 1100 hours 1125 hours Level 2 Study Room at APIIT Systems Analysis & Design

Member Names Birendra Malith Viraj

Present/Absent   

Reason of absence -

All the members are present for the fourth meeting. DFD’s we prepared checked with our lecturer. She has shown some errors and needed a few more changes to do. Checked all the work did by members up to now.

In the next meeting, we will be discussing on the feasibility study and assign each member a different feasibility type.

……………………………………….. Mrs.Nadeera Ahangama. Systems Analysis & Design Lecturer

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Weekly Meeting 5

DATE: START TIME: END TIME: VENUE: SUBJECT:

1th January 2011 1100 hours 1120 hours Level 2 Study Room at APIIT Systems Analysis & Design

Member Names Birendra Malith Viraj

Present/Absent   

Reason of absence -

This is the fifth meeting and all the members are present. We got our vacation so we couldn’t have a meet up during the vacation but we have completed 80% of the work. So in this meeting we discussed about other 20% of work.

The next meeting will be held on 11th January 2010.

……………………………………….. Mrs.Nadeera, Systems Analysis & Design Lecturer

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Weekly Meeting 6

DATE: START TIME: END TIME: VENUE: SUBJECT:

11th January 2010 1200 hours 1220 hours Level 2 Study Room at APIIT Systems Analysis & Design

Member Names Birendra Malith Viraj

Present/Absent   

Reason of absence -

This is the sixth meeting and all the members are present. We decided to designing the new system by using MS Access. We have completed 90% of our documentation. Though we have completed of 90% of our work we discussed about the Feasibility Study, DFD’s and Data Dictionaries further.

……………………………………….. Mrs.Nadeera, Systems Analysis & Design Lecturer

MAX SOFT DVD/CD VIDEO AND GAME CENTER 82

Individual report
Malith waniganayake Student ID: CB003854 Intake code: DF10A1ICT Contribution to the project           I identified the company background. I studied the various methodologies available I contributed in drawing the DFDs and the data dictionaries for the data flows and the processes of the DFD. I contributed in creating table and Screen Designs for the database I contributed towards the technical feasibility study I identified the problems. I Studied the scope of the current system I contributed to the requirement gathering I contributed to the screen designing and critical evaluation. I also helped in describing the user manual.

Identifying the problems
I identified the problems of the old system and, objectives and opportunities of implemented system.

Identifying the scope of the system
After studying the proposed system and how it performs I documented the scope of the system.

Drawing the DFDs and the data dictionaries
I drew the DFDs of level 0 and the context diagram. I also did the data dictionaries for the external entities and the data stores and the processes of the DFD.

Technical feasibility part

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Through the discussions with company staff we gathered lot of information, from that I gathered information for technical feasibility. So there are some assumptions I made here to gain my skills.

Individual Report
Birendra Herath
CB004140 DF10A1ICT

Contribution to the project.
Mainly to the,

Feasibility Study
 Technical Feasibility  Schedule Feasibility  Operational Feasibility PIECES Framework  Economical feasibility Gave my contribution to these areas:      Company back ground Summary of fact finding Level 0 diagram Assumptions Test plans Summary

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 

Screen designs Critical evaluation

Feasibility study
An analysis of the ability to complete a project successfully, considering about legal, economic, technological, scheduling and other factors. This is the main part of the project. Why I’m saying it because, if we want to complete a project successfully we should consider some certain facts. Likewise FEASIBILITY STUDY is shown us how a project should build up.

Technical feasibility
Process of determining whether the organization has the technology resources to develop or purchase, install, and operate the system For the technical feasibility I gathered information when we gathered data in the problem identification stage. There are some assumptions that I made targeting of improving our skills rather than making it 100 percent accurate.

Schedule Feasibility
A schedule is a list of events that must occur at a specific period of time. When projects are put on a schedule, there is a deadline or desired completion date set. When we do a project timing is a very important thing. Completing a project on due date is very important. As here we completed our project on time

Operational Feasibility PIECES Framework
As I said earlier I made some convenient assumptions to build our project. Therefore I took PIECES framework to describe our proposed system and compare with current system.

Economic Feasibility

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This is mainly contributed to identify the cost and the benefits of the system. Through this we can calculate all the expenses we did throughout the year and benefits, from that we can do the ROI calculation.

Individual Report
Viraj De silva Student ID: CB003854 Intake code: DF10A1ICT

Contribution to the project
Mainly contributed to the Implementation       I contributed to the technical feasibility part I contributed to the Systems Development Methodologies I contributed to the fact finding techniques I contributed to the testing I contributed to the Screen designs I contributed to the Critical evaluation

I mainly contributed to create the data base. This is what we are going to installed as the new system. From this they can do their day today work easily. The data they entered manually can easily do by logging to this new system. Before we create this we had a brief discussion with the manager and employee. So we created this according to their requirements. Creation of the queries, forms and reports I have created some queries in the database. The queries are: Dormant query

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Genre query Member history Member name These queries were created using access and modified with SQL to meet the requirements of the user.

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References

1) Kendall, K.E & Kendall, J.E. (2003). Systems Analysis And Design . 5th edition. New Delhi: prentice-Hall of India Private limited. 2) www.emathzone.com 2008, “Sample Survey and Advantages of Sampling”, [Online], Available: http://www.emathzone.com/tutorials/basic-statistics/sample-survey-andadvantages-of-sampling.html [Accessed 19th december 2010]

3) writing.colostate.edu 2010, “Advantages and Disadvantages of the Survey Method”, [Online], Available: http://writing.colostate.edu/guides/research/survey/com2d1.cfm [Accessed 19th december 2010] 4) Ref.002 - http://www.cnr.uidaho.edu/css506/506_Notes/Sampling%20techniques.doc [accessed 20th December 2010] 5) Wolfe.L (2010). “Feasibility Study Course Lesson 1 - What is a Feasibility Study?”. [Online]Available from: http://womeninbusiness.about.com/od/businessplans/a/feasibilitystud.htm [Accessed 21st December 2010] 6) Wilhite.T (2010). What is schedule feasibility? May 11th, 2010 [Online] Available From: http://www.answerbag.com/q_view/2062185#ixzz1ALviZmEC [Accessed 21st December 2010] 7) Anonymous (2010). “Technical Feasibility, Economic Feasibility, Operational Feasibility, Legal Feasibility” [Online] Available From: www.freetutes.com/systemanalysis/sa3-technical-economic-operational-legal.html [Accessed 21st December 2010] 8) Anonymous (2010). “System Development Life Cycle” )” [ Online] 2010 Available From: http://www.startvbdotnet.com/sdlc/sdlc.aspx [Accessed 24st December 2010]

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figure 1 -http://www.buzzle.com/img/articleImages/281216-12629-27.jpg

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