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Using Information Technology

The current manual filing cabinets contain huge amounts of client data and stock data, there are often miss filed records. Incorrect, out of date and lost records. Manually searching through these cabinets is very slow and this may disappoint clients who expect quick and accurate data. Clients may wish to access items they have ordered at the moment so they can cancel or change the order.With the current system there have been cases of people being sent the wrong item due to incorrect filing or data entry in the stock files. This is costly to the company as the items can be very large and can cost huge amounts of money to ship to countries that are far off, such as clients in the Middle East.

Profit and Loss The current manual system has no way of processing a Profit and Loss information accurately or efficiently. The only current way to do is to gather together a record of all incomes and outputs manually, which is very difficult as currently the billing and expenditure information is just hand written on blank paper. This is untidy and so hard to locate and process. The current invoice mailing system is very ineffective and inaccurate we aim to

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send out an invoice to a client within 10 days of their order. This s very difficult to do as the current staff can’t possibly deal with these orders manually, as there is such large amounts of orders, which pile up. With the other functions the Secretary has to perform time is limited and mailing within 10 days is not feasible.

Wages Currently processing invoices for staff wages is time consuming and inaccurate. At the moment we manually calculate the staff wages adding “tax and National Insurance.” Working out percentages and calculate Net Pay is quite complicated and can result in errors. We are having problems displaying our profit and loss in a simple manner. It is not easy enough to extract information quickly from a spreadsheet. At the moment sales aren’t as high as we would like, part of the problem seems to be that we are not a well know brand and people don’t know to come to us, we need to enlarge our reputation and hopefully sales will follow suit.

Potential Users and their Needs. The manager may need access to the database so he can get client information such as addresses and phone numbers. The secretary will definitely need quick and easy access to the database as she will probably need to perform regular mail merges and access client information quickly and accurately, this is difficult with the current manual system. Profit and Loss The Manager, Director, Accountant and Secretary would use the Profit and Loss spreadsheet. The Manager and Director would be interested in seeing the profit or debt of the company. The Accountant would need to use the Profit and Loss spreadsheet to search for possible Tax deductions. The Secretary would use the spreadsheet to mail out invoices after the computer has automatically processed them.

Wages Obviously the senior staff would be interested in seeing the pay invoices and pay spreadsheet. The accountant will use this spreadsheet to ensure wages are correct and check tax figures. The manager will use the graph to illustrate to people how well or badly sales are going. The secretary will use the graph to get information on the financial situation quickly and accuratly, the accountant will also use the graph for these reasons. The general public and our current clients would be the users of the advertising campaign.

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