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ICT short course GCSE: SHSG 2005

Leisure centre coursework project

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Context Old System The leisure centre currently has the following systems in place: Membership Cards Each member of the leisure centre filled in a card upon application. This was stored in several filing cabinets in alphabetical order. These cards were crossreferenced to a file of the month they joined to enable the staff to send out renewal notices when they became due.These renewals were pre-printed with gaps left for the details to be filled in on screen for posting. Addresses were taken from the cards. Stand alone computers are used for this. Accounts Accounts for the centre were done manually and sent to the town offices to be done by trained staff who were expensive to employ. Posters and leaflets Posters and leaflets for publicity and advertising were done under contract to a local advertising firm that was expensive. Posting the publicity information out was time consuming and is not always appropriate for all members. Control Technology The centre has quite sophisticated technology with wave control, temperature and humidity control etc, all of which are run by a central processing unit housed in the pool area.

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Needs of the new system The ability to produce stationery in-house for communication to and from the members, including letterheads, mail-merge letters, posters, leaflets, etc. A computerised method of storing members' details to enable them to produce more helpful information, e.g. a list of all junior members for advertising, address labels for envelopes, membership renewal details, etc. A system to contact members for them to check the accuracy of their details (a new requirement of the Data Protection Act as now the records are kept on a computer and not in writing). Security methods to ensure the safety of the data once on the system (e.g. passwords, backup, etc.). A system to produce the accounts which office staff can use inhouse without any specialised knowledge. Task 1 Action 1 You are the systems manager of a leisure centre in your town and your job is to create the new IT systems for running the centre. Look carefully at the context and Resource Sheet 1 and decide what information systems you could use in the leisure centre in all areas. You may find working in a group will help you with this task. Action 2 Produce a bubble diagram to display your research. Don’t forget to include your draft plans in your portfolio. If you are unsure as to how to start this diagram you can access Resource Sheet 2 to give you a start.
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Resource Sheet 1

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Resource Sheet 2

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Task 2

Action 1 You have to provide the centre manager with an Analysis Report on the centre’s information technology systems and other systems that are available for the leisure centre too. You will have to carry out some research into these. Action 2 Write an Analysis Report. You should consider the following major headings. Equipment Tasks Performed System Performance That is already in place What does it do? Look at existing methods and describe how they meet the users' needs and where they do not.

How might these be improved? In writing the report consider your actual audience - your teacher and members of your group - and make sure that your report is easy to follow! Resource Sheet 3 will give you one idea of how you might structure this answer.

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Resource Sheet 3 You may wish to use a table like the example below to set out your Analysis Report. Use the information from Resource Sheet 1 to find out what is there. The Context will tell you what the centre wants from the new system. Area of centre Equipment What it in place does Keeps a record of the sales and gives customer a receipt Does it meet the need? Yes at the moment. However, when the new network is in place this could be linked to the system to transfer the data automatically to the accounts department and to order new goods.

Sports Shop

Electronic tills

Cafeteria/bar

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Task 3 Action 1 Now you know what the leisure centre needs for the new system you are asked to draw up a system specification for the hardware and software that will be required. You will need to consider the following points: Will the centre need a network? If so, what components will they need for it?

What will each of the systems e.g. large screens and RAM for need to have to enable them to people working with graphics, carry out their work? read/write CDs for storage What peripherals will be e.g. printers, scanners, ISDN, needed? If you are unsure about the hardware needed you can always look through computer magazines or search the Internet until you find a specification that will suit the leisure centre.

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Resource Sheet 4
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Task 4 Action 1 You should have a good idea of the system you need to produce a Design Proposal Plan. Look carefully at the Design Proposal Sheet, Resource Sheet 4, and plan a proposal for your system using the following headings: Data People Equipment Documentation Implementation Action 2 Produce a Design Proposal for your system. You may wish to use a diagram similar to the Resource Sheet or you may wish to use the headings in a report.

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Task 5 Action 1 The centre has decided to redesign all the stationery and to make a new logo to be used on all documentation in the centre. Design a logo for the centre. Resource Sheet 7 may help you with ideas. Make three designs using a graphics program. You may use clip-art in these designs too. Action 2 Copy and paste these three designs onto one page in Word. Place a text box at the side of each one and say what you did to produce it, what you like about it and decide which one you intend to use this for the centre. You may wish to ask others for their opinions too. Print these out. Action 3 Using the logo, design a suitable letterhead for the centre. Print off a copy for your portfolio. NB It is important that you remember to print your name on all items for your portfolio. Make sure you put your name in the footer before you print it off.

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Resource Sheet 7 Logo and Letterhead You are to create 3 logos using the Serif Draw program. You could either draw a logo using a wizard like the one here:

Or you can draw your own using the tools and the curved text wizard like the one on the letterhead shown here.

Once you have your chosen logo you then need to create a letterhead for your centre.
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Task 6 You will need to use the letterhead that you have just developed to create other forms for the leisure centre. Action 1 Design an application form for the new members to fill in. Remember, people who fill in forms often make mistakes so make sure yours is as easy to fill in as possible. It is important that the form is as accurate as you can make it as it will be used as the outline for your database. Think carefully about the format of the form and the questions you want the customers to answer. You should also consider the field types you will use in the database to make the data entry easy and to avoid as many input errors as possible. Resource Sheet 8 will help you with the design of both the application form and the database. Action 2 You will need to evaluate the form to make sure it is as accurate and as easy to fill in as possible. It will also ensure you have all the information you need for the task. Produce an evaluation form and ask THREE people to fill in both the application form and the evaluation form and tell you what they think of the form. Ask if they could suggest any improvements that you could make.

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Resource Sheet 8 Application Form/Database Design When you create your application form it is important that you think carefully about the data that you need for your database. You will have to store the following information as a minimum: Field Name Title Forename Surname Address Name Address 1 Address 2 Address 3 Postcode Sex DOB Field Type text text text text text Lookup file Lookup file text Lookup file Date Example Mr Fred Flintstone Mr F Flintstone 35 Bedrock Lane List of local towns Nottinghamshire Nottinghamshire, Derbyshire BD13 7YH Male Male/Female Choose type of 13/04/0000 date (e.g. short) List of months of March the year Bedrock Options Mr, Mrs, Ms, Miss

Renewal Lookup file Month Membership Lookup file Adult Adult/Junior/OAP Type Membership Autonumber Created by Number Keyfield database You may wish to add other fields such as health problems or sporting interests to your own database.

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Resource Sheet 8 Application Form/Database Design You also need to consider making the form easy for the person to fill in. Give them lines to write on, boxes to tick and instructions to make it clear what they are to do. e.g. Write in block capitals, delete as applicable Ask three people to fill the form in for you and to evaluate it. Ask sensible questions. e.g. Do you like the layout of the form?

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Is it easy to fill in? Is there enough room to write? Have I missed anything out? Make any changes they suggest until you are happy with the form, then print off a copy for your file.

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Task 7 Action 1 With the application form created and at least three filled in you will use the details to build a database. Use the Design View in the table option to build a database in Access. You are going to build a relational database to store the members' details on. For this you have to produce tables to ‘lookup’ from the main data table. Look at your fields on the data capture sheet and decide which can be used for lookup purposes. Resource Sheet 8 will help you with this. Build the tables. Action 2 Create the main data table where the data is to be stored and use the Lookup Wizard to link the files together. Convert your data table into a form. Action 3 Fill in the details of 20 people. You could make them up but have a range of ages and membership types. Produce the following prints: Print off the database in table format. Print off the database in alphabetical order using the report option.Use the Advanced filter/sort option on the menu. Print off a sub-set of members. Use a query. Print off address labels using mail merge in Word. Print off a screen dump of your form.

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Task 8 The system you have designed has personal data stored on it. As a result it comes under the restrictions of the Data Protection Act. See Resource Sheet 9 The Data Protection Act states that any personal data must be accurate and kept secure. Action 1 Read about the main principles of the Data Protection Act and explain why your data needs to be protected. Action 2 How will you ensure that the data on your system is accurate and up to date? e.g. validation and verification Action 3 How will you ensure that nobody can get access to this data who should not? e.g. encryption, passwords, firewalls, etc. You will find information about these on the Internet at . You should also think about physical security of the rooms and machines e.g. locks, swipe cards, CCTV, unplug from the Internet. Action 4 How can you ensure the data stored is safe in case of system failure or fire? e.g. backup onto tapes, zip discs. Resource Sheet 9 Data Protection Act 1998 The Eight Data Principles 1. Personal data shall be processed fairly and lawfully. 2. Personal data shall be obtained only for one or more specified and lawful purposes, and shall not be further processed in any manner incompatible with that purpose or those purposes. 3. Personal data shall be adequate, relevant and not excessive in relation to the purpose or purposes for which they are processed.
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4. Personal data shall be accurate and, where necessary, kept up to date. 5. Personal data processed for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes. 6. Personal data shall be processed in accordance with the rights of data subjects under this Act. 7. Appropriate technical and organisational measures shall be taken against unauthorised or unlawful processing of personal data and against accidental loss or destruction of, or damage to, personal data. 8. Personal data shall not be transferred to a country or territory outside the European Economic Area unless that country or territory ensures an adequate level of protection for the rights and freedoms of data subjects in relation to the processing of personal data.

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Task 9 Action 1 Now that you understand the importance of ensuring your database is accurate you will have to verify your data. Using your letterhead write a letter to the members of the leisure centre asking them to check if their details are correct. Write the letter and leave blank spaces where you want the imputed data to go. Resource Sheet 10 will assist you with the merging of data. Action 2 Once you have the letter produced merge the details of five members to a new document and look through them to make sure they are correct. Action 3 Print these five off and also the original merge letter with the codes in place to prove that you have done a mail merge. Action 4 To test the system, ask a friend (or your teacher) to produce a mailmerged letter for a specific member. Try to give them instructions to carry out the task. Watch them carefully. Action 5 Make any refinements needed to the system following on from their attempt to produce the letter. Use the steps and actions that you had to tell them to do to produce a User Guide for your system.

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Resource Sheet 10 Mail-Merge Letters To create a mailmerge letter you first have to produce the letter leaving blanks where you want the data from the database to be inserted. You have to ask the members to check their details from the database in accordance with the Data Protection Act regulations. If the details are correct, get them to sign and return a slip at the bottom of the letter or to make corrections on the letter and to return the whole lot to the centre This is known as a standard letter. The actual design of the letter is up to you but you must include the details from the database and a reply slip for the members to confirm their details are correct. There is one example for you to look at shown below.

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You then need to merge this with your database using the mail-merge option on the Tools menu. Task 10 Ask somebody to test your User Guide by carrying out the following tasks using your Guide. Action 1 Print off a copy of an application form and fill it in with the details of a new member. Add this person to the database and send them a merge letter to check their details. Action 2 Provide the 'tester' with a letter from an existing member, saying that they are leaving the area and want to end their membership. Instruct them to delete this record from the database.
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Action 3 Provide a letter from an existing member to say that they are moving house and give the centre the new address. Ask them to change the details on the database and send a merge letter to the member to check their new details. Action 4 Ask them to print out the amended database and label it up to show the changes that have been made. Write Up Documentation of your work is a vital part of your assignment write-up. Many students complete tasks very effectively and then fail to write about it and, therefore, fail to achieve the higher levels. Below is a checklist of points that you must use in your write- up. This will be placed on top of the tasks so you can refer to the task in the writing e.g. We designed some logos and decided which one was best. Have you stated what was the problem that you had to solve? Refer to your design proposal sheet from Task 4. List the sub-tasks of the system i.e. what you did - refer to your checklist if you can’t remember. For each task that you did answer the following questions: What was the task you did? What program did you use to complete this task? Why did you use this particular program? What did you actually do to complete the task? Resource Sheet 11 will help you get started with this. Resource Sheet 11 When you are doing your write-up it is important that you say clearly what you did and why. This is your opportunity to show the examiner what you know and it is very important that you do not lose marks. One of the main parts of the write-up is the description of what you did. The Task Sheet has four questions for you to answer. Below is an example of how you might tackle these questions: Task to be completed:
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Creating Logos What I used: Serif Draw+ Why I used this program: Serif is a really good drawing program with lots of tools and shapes that I could use to make interesting patterns (see my Logos on Page …). What I did: I had to create three logos for my leisure centre so that I could choose the best one. I used a wizard to create one logo, a technique called blending to make an interesting shape to form a background for my leisure centre name to create the second and then used an auto shape and clip-art for the third.. You may decide not to use headings in your write-up or you may wish to use a table format to record it. It is up to you. But remember, the more detail you include the higher marks you will receive!

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Extension Task Action 1 Now you have completed your major task and written about it you have to use PowerPoint to develop a presentation to tell the staff at the new leisure centre about the system they will be using. Do NOT use a wizard to create the slides. You can use screen dumps to transfer your information to the slides and use the drawing tools to draw arrows to different parts of the pages to illustrate your points. Don’t forget you can use animation of the text and graphics to produce a more entertaining effect - but don’t use too many! You will need to introduce the new logo to them and then go on to explain the different parts of your system i.e. application form, database entry and merge letter. Remember You are trying to impress them so they will be happy to use the system, so keep it simple. Action 2 Give your presentation

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Timed Practical Task Time yourself carrying out this task and try not to take longer than 5 hours at the computer to complete the work. The centre is keen to do all of its own financial accounting inhouse at the leisure centre. At the moment weekly figures are sent to the local council offices where the accounts are done for them and then sent back. Action 1 As the systems manager it is your job to design a suitable system to record these figures in the centre. Every week you receive the customer figures for each activity in the centre. See Resource Sheet 13. Choose a suitable program to analyse the data from each activity. Don't forget to use formulae to do the calculations for you. Action 2 Create a spreadsheet outline to calculate the following data: What is the total weekly attendance for each price type (full or special) for each session? What is the total attendance for each session? i.e. both full and special together. What is the session income for each price type for that week? What is the total income for that week? Action 3 It is important that the formulae on the sheet are correct so you will have to create test data and test your spreadsheet. e.g. Make each column add up to 10 and the results will be easy for you to calculate yourself to check. Write a test report noting any changes you had to make. See Resource Sheet 14.

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Action 4 Make three copies of your test sheet on one page and input all of the data from Resource Sheet 13. Print off a copy. Don't forget to print off a copy of the formulae too. Resource Sheet 13

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These are the attendance figures for each of the activities for one week. Special customers, i.e. Juniors, OAP’s and Unemployed, pay less for their sessions. You can use these to guide you when building your spreadsheet outline but, remember, you have to have a total session figure and will have to add a column between each session for this.

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Resource Sheet 14 When you test a spreadsheet you have to use data that you can calculate, so keep it simple! The idea of testing is to make sure your formulae work properly otherwise your answers will be useless - GIGO (Garbage in - Garbage out). Once you have tested your sheet print it off and record what you did to test it. You may want to use a table like the one below. The test data I used I inputted 2 or 1 into cells B5 to B11 so that it would add up to 10 in B12 What I expected to happen I expected the formula in B12 to add up the column to 10 Did it happen? Any changes needed?

Yes

none I needed to redo the formula in B14 because I put add instead of multiply; it worked when I changed it

B12 is now 10

I expected the formula in B14 to multiply the price in B13 by No 10 and the total _26.50 to appear in B14

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