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Rental System For A.A Videos

1. Analysis

1.1 Background

The organisation is a small video shop called A.A videos located on Evington road that has been running for about 2 years. The purpose of the business is to rent out video is customers. There are 3 workers at the shop including the manager who also works at the shop. The reason I chose this shop is that it uses a paper based system to rent out videos and that there is increasing demand on video therefore the employees can not keep up with demand causing a lot of mistakes.

The paper based system is used to rent out videos, keep check on overdue videos and which videos are out of stock. The business uses a file cabinet to store customer information and video information. When a customer wants a video he gives his membership card which has the ID number to take out videos. The ID number, video, date taken, date of return is put down on paper by pen; writing on paper can cause a lot of mistakes. Everyday the book is checked to see if there are any overdue videos then one of the employees phones the customer asking them to bring the video and they

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will be charged 50p for everyday the video is late. As for stock control this is a real mess. The employees have to use their memory to work out if a particular video is available otherwise they have to check the shelves. All the videos in the shop cost £2.00 normal rent charge and have to be returned on the third day.

1.2 Investigation

Interview

15 august 2004 at 5 o’clock. Interview with the owner (Mr. Patel) The interview lasted around 20 minutes. The interview’s purpose was to find out what the current rental system consisted of. The interview also revealed some of current system’s problem and some of the specification the owner wanted on the new system.

What is the problem with the current system?

 Because of increasing demand it is very hard to keep up with demand using a manual system as there a lot of mistake being made and it is too slow

What data is collected for processing?

The only processing we do is finding overdue videos which also take too long

Is the information confidential?

Only the customer information is confidential

Do you have a computer in the store?

No we don’t so we will need to buy one.

Do you feel a computerised system would be easier to use and what would                                                                                                                                                                                                                                                                     you like it to do?

Yes we need a computerised system because the worker find it time consuming to store new members information and find information on existing customers. Also it is time consuming to check who has got which video and to check if they are overdue

Observation

20 august 2004, 1 o’clock Observations were also conducted of how the general day-to-day activities were carried out. Observations were carried out of how employees use the current system. This involved observing how the workers added new customers using a manual method. The observation also included seeing the current method renting out videos to customers and finding overdue videos.

1 o’clock, customer asks to join, the employee gives the customer a form to fill then an ID is given, then details are transferred to card and then given to customer, the form is put away in the file cabinet but no locked. This also took over 10 minutes.

1.15pm, customer ask to change details, the employee has to search for customer details, customer has forgotten card and ID number  so employee has to search the whole file cabinet which takes a long time, when file is found employee has to make a new copy which also takes too long, over 15 minutes.

1.30pm, customer ask for 3 different videos, there is a queue so employee rushes to write down on book the rental information. Information maybe incorrect, looking for video is real mess the employee has to use memory otherwise has to check shelves, this also takes to long.

5 o’clock, add new video, employee fills in form and gives ID then store form in file cabinet and video stored on shelves.

5.15, check for overdue video, employee has to check rental book for video which are more than 3 days overdue, then has to make a list of overdue customers. After that they have to phone customers asking to them to bring video.

1.3 E-R Diagram

The entity relationships with the current system include: –

– Any customers can rent many videos from the shop.

– The shop can rent many videos to many different customers.

This is a one-to-many relationship

1.4 Description of Current System and Data Flow Diagram

The system runs as follows

–          a customer comes into the shop with £3 joining fee and one form of identification, the employee takes down the details of the customer and stores then in the members files cabinet

–          The employee produces a membership card for the customer with details of the customers on the membership card.

–          When a customer wants to take out a video they would choose the video from the display and bring it to the front desk.

–          The employee would take down the following details, customer ID, name, telephone number, video ID, current date, date of video return. These details would be written in the loans book

–          When a video is returned the employee would put a tick beside the loan

–          At the end of the day the employee checks the loan book and looks for overdue videos

–          The employee produces a list of people to phone, the employee would then rind the customer and request for the video to be returned and tell them how much they owe

–          If the video is not returned then the customer would delete the customers record from the members file and that person would not be able to take out any videos.

The following tasks are done manually

Task

Add a new customer to the customer file

Inputs: customer fills in application form with details

Process: Employee’s finds next customer ID number by looking at the end of customer folder then transfers customer’s details to card

Output: give card to customer

Storage: application is stored in order of customer number in the file cabinet

card given

Customer details taken at shop
Details stored

Member ID given

Task

Add a new video

Input: employee put video detail on form

Process: employee works out video ID by looking at the end of video file cabinet

Output: video form completed

Storage: video form put in file cabinet and video stored on shelves

Put in file cabinet

Video details entered by staff

Video ID given

Task

Rent out video to customer

Input:  add customer ID to rental book and video name

Process: work out what date the video has to returned and put down on membership card

Storage: store all rental info in rental book

add customer info

Date of return

add video title

Task

Find overdue video and send fine

Process: search rental book for overdue videos, calculate fine then phone customer asking then to bring video

Output: give list of overdue videos to manager

Storage: store list on file cabinet

Search  for overdue videos

1.5 Table of Data

This is a list of all the data that is going to be entered and stored by the system: I have also stated what happens to the data.

data
type
Size/format
Comes from
example
What happens to it
Customer name
text
n/a
Application form
bob
Put on customer card
Customer ID
number
n/a
Customer file cabinet
1
Put on customer card
Date of birth
date
dd-mm-yy
Application form
12/04/04
Put on customer card
address
Text
n/a
Application form
25 devana road
Put on customer card
Post code
text
6 characters
Application form
Le5 6yu
Put on customer card
Contact number
number
11 characters
Application form
(0116) 2354893
Put on customer card
Video ID
number
n/a
File cabinet
1
Stored in file cabinet
Video title
Text
n/a
video
matrix
Stored in file cabinet
genre
Text
n/a
video
horror
Stored in file cabinet
Age rating
number
n/a
video
12
Stored in file cabinet
price
currency
n/a
supplier
£2.00
Stored in file cabinet
Date of rental
date
dd-mm-yy
The date
15/05/04
Stored in rental book
Date of video due
date
dd-mm-yy
3 days ahead of current date
18/05/04
Stored in rental book
Date of video returned
date
dd-mm-yy
When the customer returns the video
19/05/04
Stored in rental book
Price paid
currency
n/a
How much the customer has paid for the video
£4.00
Stored in rental book

1.6 Problems with the Current System

My user has identified the main problems that he wants me to implement on the new system. These are the problems that I am definitely going to try to solve. Here are the main problems with the current manual system:

No computerised system to enter data
Can’t keep up with demand using a manual system, so customers waiting in long queues and it are time consuming writing all the information down on paper.
When someone has not retuned a video it is hard to search for their details to call them up, and it is also hard to delete members when they still haven’t returned the videos
Records can be lost because there is no back up facilities
Searching for video is very hard and time consuming
I also have my user to sign at the end of this document; this is proof of evidence that he is agreeing with the above statements.

‘I agree that this is an accurate list of the problems encountered with the current system’

Signed ………………………………………………………

1.7 Requirements Specification

1.7.1   Objectives

The system that I am going to be creating for ‘A.A Videos must do the following:

1.      Record video loans

2.      Update member details

3.      Maintain the system it can run efficiently

4.      Manage and calculate overdue videos

5.      Provide management reports on loans and overdue videos

6.      Provide different security levels for managers and employees

7.      There should be backup copies through secondary storage like floppy disks

8.      Cater for novice and expert users

9.      Incorporate the company logo into all screens and documents

10.  delete the rental info when the video is returned and archive the old data

11.  To find groups of people based on specific information like overdue video(s)

12. Allow members to reserve videos

1.7.2   Performance Criteria

In the evaluation, section I will have to prove that by creating my system it has helped the user most significantly rather than the existing system. In other words, the new computerised system that I have created will have to be better than the current manual system that the company currently have. This can be measured in terms of the way the system performs and how it meets their objectives

Quantitative Criteria

–          Data entry will be 100% faster than the manual system

–          The system will be able to store up to 2000 members

–          Handle 100+ rental a day

–          The processing of making  rentals, searching overdue videos should be fast, 30 seconds

–         To register new members in 2/3 minutes

–          The user should be able to access the main menu within two clicks

–          The user should be able to call up details of members, videos or rentals within 20 seconds

–          The user should be able to delete details of members with 1 minute

–          Edit members and videos details under 3 minutes

–          Add new members and videos under 3 minutes

Qualitative Criteria

–          It should be straight forward for the user to input data, search and process

–          The output should be understandable

–          The system should be easy to navigate through

–          The systems should provide an online guidance in case the staff don’t know what to do

–          It should have a professional look, easy to learn and remember

–          The layout of the objects on screen should be clear

–          The menu structure should be logical and  placed on the most convenient location on screen

–          The system must cater for both novice and expert users

–          To store large amounts of data like member, video and rental details

–          To store all members information effectively and efficiently

–          To edit/update members information easily

1.7.3   Data Dynamics Requirements

In any system data dynamics are required to be reset within the system periodically. This allows the system to run without using too much memory. When a rental is made it will be stored in the rental table, after 3 days when the video is returned the data will be deleted from the rental table and archived for future reference. Only rentals were videos have been returned will be deleted but overdue videos will remain until the video is returned. This allows for other loans to be inputted without delay and let the system function efficiently.

The daily report on overdue videos for the user will need to be reset every week. This is to make sure that the user doesn’t get any repeated data from the system. Once the weekly print out has been made the system should reset the page and start gathering information for the next week.

1.7.4   User Interface Requirements

–          It must be a menu driven system with a maximum of 3 levels

–          It must provide fast access to the main menu and the online help from all parts of the system

–          The screen should include the shops logo

–          It should have appropriate error messages

–          The colour should be the same throughout the system

–          The layout should be the dame so it is easy to remember

–          The system should have default vales in case of any mistakes

1.7.5   Data Security Requirements

It is very important to have data security; this is because the data on customers would be held on the system. If it is not secure then an authorised person could access the data which could jeopardise the confidentiality of the members Mr Patel would like restricting access to the system and parts of the system. Mr Patel would like to have full access to the system but the employees would not be able to delete any of the data. To protect against input errors data can be verified (typed in twice), floppy disks have write protected mechanisms so files cannot be overwritten. Each user in the shop who is permitted to use the database will be issued with a password and will be given a certain level of access.

1.7.6   Backing up Requirements

The system will need backing up. This is for making sure that if anything happens to the original data there are the back-up files to fall back on. It is important to have backups in case of a fire or any unforeseen events. The most common technique used to ensure that data is not lost is to make periodic backups by copying files regularly and keeping them in a safe place. For small quantities of data removable disk are the simplest like floppy disks and for larger data backups can be made on the hard drive and on re-writable disks. The data will be backed up once a day on the hard drive and removable medium. The location of the medium would either be in the shop or at the owner’s home in a secure place. Lastly the employees will be given the responsibility to back up the data.

1.7.7   Hardware and Software Requirements – capabilities and limitations

Hardware

My users don’t have a computerised system as they use a paper based system. In order to create the system I will use a variety of equipment.

Monitor
Device that displays the text and graphics from your PC. It looks and works rather like a TV set. Images are displayed as tiny dots on the screen (the smaller and closer the dots, the sharper the image). I will use a colour monitor, probably bigger than 15 inch as it will be easier to read.

Keyboard
On most computers, a keyboard is the primary text input device. The keyboard also contains certain standard function keys, such as the Escape key, tab and cursor movement keys, shift and control keys, and sometimes other manufacturer-customized keys. I use a keyboard which is compatible with the operating system. The keyboard allows me to enter data in to the system

Processor

 A processor is the logic circuitry that responds to and processes the basic instructions that drives a computer. The term processor has generally replaced the term central processing unit (CPU). The processor in a personal computer or embedded in small devices is often called a microprocessor. The processor on the computer should be high speed to reinforce the efficiency for example data inputting. I am going use the latest processor for the system so that it is cable of running the system.

CD-ROM
CD-ROM (Compact Disc, read-only-memory) is an adaptation of the CD that is designed to store computer data in the form of text and graphics, as well as hi-fi stereo sound. The business will need a CD-Rom to run the software.

Mouse

A mouse is a small device that a computer user pushes across a desk surface in order to point to a place on a display screen and to select one or more actions to take from that position. I will need a mouse because it carries out tasks more quickly.

Floppy Disk/Drive

Floppy disks are a magnetic storage medium. Although today’s floppy disks are sealed in a hard plastic shell, the actual magnetic disk is flexible plastic coated with a layer of magnetic film. Typical floppy disks hold 1.4 megabytes of data and measure 3.5 inches in diameter. Floppy disk drives connect to the motherboard via a dedicated cable. I will use a floppy disk drive to store backup copies or to take files home.

Hard Drive

The hard disk drive stores data, programs and the operating system for modern computers. Modern hard disks store 10-100 gigabytes of information, I am going to use a 40GB hard drive as the will be a large amount of data stored on the computer.

Memory

Memory, or Random Access Memory (RAM), is the high-speed storage that the computer uses to hold all the programs and operating system components that are currently executing. I am going to use a computer with high speed memory to carry out tasks more quickly.

CD-RW Drive

CD-RW stands for Compact Disc Rewritable. CD-RW media consist of 5.25-inch diameter discs which are specially formulated to allow writing, erasure and re-writing of data with a CD writer drive. I am going use a CR-RW Drive because it can store large amount of data (more than a floppy disk).The CR-RW drive can also be used as storing backup copies of files.

Printer

In computers, a printer is a device that accepts text and graphic output from a computer and transfers the information to paper, usually to standard size sheets of paper. Printers are sometimes sold with computers, but more frequently are purchased separately. Printers vary in size, speed, sophistication, and cost. In general, more expensive printers are used for higher-resolution colour printing. I will use an ink jet printer so that I can print reports fast therefore making it more efficient.

Software

I will use a data sheet processor to create the computerise system. The software program that I am going to use is Microsoft office XP, which is the latest one because it contain all the programs needed. The operating system that I am going to use is windows 2000 NT. Other software that I might need is a virus protector to protect me from virus and unauthorised users

1.7.8   Training Requirements

Only the manager has computer knowledge and the other two employees only have basic knowledge so they will need training in order to rum the system correctly. They can train by asking the manager or by reading the user manual, which will created. Also their will also be a online help function on the system.

1.7.9   User Signature – acceptance of Requirements Specification

I Mr Patel have discussed the requirements and am in agreement that the system that delivers the above requirements will fulfil our requirements

Signed:

Mr Patel

            Manager

1.8 Data Flow Diagrams for the Proposed System

Task: add/edit/delete customer

Customer details taken at shop

Details saved

Member ID given

card given

Customer details taken at shop

Details saved

The customer would come in to the shop with £3 membership fee and one form of identification. Then the employee would take the customers details and enter them in to the system. The details would be saved in the members table. The employee would then produce a membership card and an ID number and then given to the customer. If an existing customer would like to change or delete there details then the employee would change or delete the information from the members table

Task: add/edit/delete video

details

Details saved

video ID given

The employees would add a new video by entering the details in the videos table and then entering the quantity in the quantity table, and then a video ID will be given.

Task: make a rental

Information accessed
Information accessed

Check quantity

Information accessed

ID given

When the video has to be returned

saved

When a customer wants to take out a loan, the member information and video information is accessed to ensure that the video is available and the member is able to make loan. This information is then processed and recorded in the rental table.

Task: make a reservation

Information accessed

title

Check quantity

If on loan

When the video has to be returned
ID given

Information accessed

saved

When a customer wants to take out a reservation, the member information and video information is accessed to ensure that the video is available and the member is able to make loan. Also the video is checked to see if it is on loan. This information is then processed and recorded in the reservation table.

Task: check for overdue videos

Information is taken from the rental table to see if there are any overdue video(s). Calculations are performed using the rental table to find out the amount of fine needing to be paid. From the information produced a report is created to show the owner the total amount of overdue videos.

Task: produce management reports on:

Popular videos

Unpopular videos

Customer queries- what videos that have taken out, how many times overdue

Video queries- how many times rented

Who owned the last video?

Output in forms of graphs etc

To produce report on popular/unpopular videos the employee would have to search the archived loans.

 

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