Computer System for a Video Hire Shop

Computer System for a Video Hire Shop

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Computer System for a Video Hire Shop



Identification


Description of the problem
--------------------------

A friend of the family has approached me with the following problem.
His name is Jack Challis and he is the owner and manager of a small
video shop in East London. The name of the shop is Video Plus and it
has been open for about eight months. At present, Jack does all his
accounts by hand on paper, but it is proving to be quite a problem.
Jack needs to work out many calculations, for example, how much he
earns each week from rentals, purchases etc.

There are many reasons why using a computer would be more efficient
than using pen and paper. One reason is speed. Typing is quicker than
writing and when a mistake is made, it can be deleted and correcting
quickly and easily. Another benefit is security. Accounting work on
the computer can be saved and back-up files made so important
information will not be lost. Another advantage is that Jack can find
out information that could help him run his business, eg: what is the
most popular purchase etc.

Evidence that the problem exists


Jack is presently having many problems handling all of these figures
as he has to write all accounts by hand in books. Jack lost £200
recently due to a mistake in his accounting because he is quite poor
at maths. He is a very busy man and sometimes loses the papers with
his accounts on. Jack has wasted a lot of his much needed time
recalculating accounting errors and locating missing papers. When Jack
corrects his accounting mistakes he has to use correction fluid, which
makes his work untidy and difficult to read.

Identification of the Users

Jack is the only employee at the video shop. This means that I will be
showing my project only to him at various stages of development. He
will be the person who gives me feedback after the project has
finished. At present, no other users will be using the new system.

How to Cite this Page

MLA Citation:
"Computer System for a Video Hire Shop." 123HelpMe.com. 19 Feb 2019
    <https://www.123helpme.com/view.asp?id=121490>.

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Alternative Solutions

Additional staff may help with some of the problems that Jack is
encountering at present. However, he is unable to employ anyone at the
moment due to monetary constraints. We discussed various other ways of
trying to update the paper based system in place at the moment, but
decided against a paper based system as there was too much room for
human error in the financial calculations that Jack needs to do.

Other types of software were considered. A database was considered
because they can hold large amounts of data but it was decided that a
spreadsheet would be more appropriate for several reasons:

Ø Formulae can be entered and the results of changing both data and
formulae can be seen instantly.

Ø Spreadsheets are the ideal tool for modeling and simulations.

Ø Data can be entered and modified.

Ø "What-if" situations can be easily implemented.

Ø Graphs can be automatically drawn to show trends visually.

Ø With a spreadsheet application you are able to present and calculate
information, handle formulas, draw charts, make predictions etc

Justification of Chosen Solution

For my project I could use a number of spreadsheet programs, which
include:

Ø Quantrix 2.0

Ø Gnumeric

Ø Microsoft Excel

Quoted from the Quantrix website:

'with its extensive compatibility, plain English formulas,
comprehensive API, and multiple views, Quantrix is one of the most
powerful spreadsheets available today. Lighthouse design's Quantrix is
a powerful new multi-dimensional spreadsheet solution for NEXTSTEP.
For enterprises driven by spreadsheets, from simple budgets to complex
forecasts and financial planning'

This software is not appropriate for my project as it costs a lot of
money. It also requires training to use, which will have to be paid
for. It is a very complicated program and does not contribute to my
needs.

Quoted from the Gnumeric website:

'The gnumeric spreadsheet is part of the GNOME desktop environment: a
project to create a free, user-friendly desktop environment. As every
other component of GNOME, Gnumeric is free software and it is licensed
under the terms of the GNU GPL'

I will not be using the Gnumeric software, as it is very simplistic
and does not produce graphs, which I will need for my project. This
software is definitely inappropriate.

For my project I am going to use Microsoft Excel. I feel this is the
most appropriate spreadsheet software for many reasons:

Ø I am most familiar with this software

Ø It is easy to use. The program requires very little training if any.

Ø It is free to use as it comes as default on most computers and it is
the most widely used spreadsheet software.

Ø The software has a help menu so you can go through the tutorial for
help, if you do get stuck.

Ø Another advantage that Excel has is a variety of graphs can be
plotted.

Jack Challis can use this software for a number of things. He can work
out how much he earns weekly and how much profit he has made after
expenses etc. He can use it to identify which are the more popular
videos. The system must be able to do all the calculations
automatically to get rid of human error. The software will need to
total profit each month.

The hardware which will be used is:

Ø Monitor - to view the data

Ø Keyboard - to input the data

Ø Mouse - to navigate around the computer

Ø CD drive- this lets you run programs and play music CDs etc.

Computer

Ø Processor: A processor controls the functions of a computer and
allows you to do what you need.

Ø RAM: temporary storage, which is used which is used as soon as the
computer is turned on

Ø Hard drive: stores all the information and programs in the computer.

Ø Video card: converts computer signals into a picture that you can
see on the monitor.

Ø Sound Card: converts computer signals into a sound format.

Objectives / User Requirements

There are several different objectives that Jack would like the new
system to fulfill. These are:

Ø Automatically calculate and produce monthly sales figures for:

o Video rentals

o Video purchases

o Late fines

o Food purchases

Ø Automatically calculate and produce yearly sales figures (and a
running total) for:

o Video rentals

o Video purchases

o Late fines

o food purchases

Ø Produce an annual profit and loss statement


Analysis

Evidence of path followed in solution approach

In order to ensure that the project did not overrun, I created a Gantt
chart (see Appendix A) to detail when each part of the project would
be complete. I spent several weeks researching the software to see
what functions and features it offered.

Source of the Information

The data that will need to be collected is:

· Weekly video rental figures

· Weekly video sales figures

· Weekly food product sales figures

· Expenditure and overheads

At present, the rental and sales figures come from a sales book. When
a video is rented or purchased, Jack Challis records the date,
membership number, video number and amount paid in this book. When
people bring back videos late, they are charged a late fine. These are
also recorded in this book. He totals this figure at the end of the
day and checks the amount against his till receipt. This till receipt
shows two figures, one figure shows income generated from videos and
the other figure shows income generated from food products.

The expenditure and overheads of the business are collated in another
book. These figures are calculated at the end of each month. The
figure varies each month as the company does have unforeseen expenses
which vary from month to month, such as new shelving, removal of
graffiti etc.

I shall use both of these books as the source of data collection.

In addition to financial data, I shall be collecting data on the
videos and members of the shop. Jack Challis would like clearer
information concerning: which are the most popular videos, which
videos have not been rented for some time, who his most frequent
customers are etc. I can collect this data from his sales book.

All of the data and information that I need will be coming from Jack
Challis. The methods I shall use are interviewing and shadowing.

Implications of data types

There are three different data types that can be entered into a
spreadsheet. They are:

· Text or labels
this means text that has no numerical data

· Values or constant
this means any number

· Formulae
this means a mathematical equation used to calculate

I will be using all of these data types in the design of my
spreadsheet. Text will be used to label rows and columns, eg: "video
rental" or "advertising costs". Values will be used in columns such as
"membership number". Formulae will be used to calculate amounts such
as "March monthly income" or "Total Advertising for May".

Diagram of data inputs / process / outputs

[IMAGE]


Design

Designs for the solution

I intend to have two workbooks, one for income and one for
expenditure. The expenditure workbook will generate an annual profit
and loss statement.


Income
------

The income workbook will be divided into monthly worksheets, starting
in the new financial year. Although, Jack Challis keeps his records on
a weekly basis, I decided to work on a monthly basis because a
worksheet for each week would become unwieldy and it is very easy to
sort figures by week using Excel if Jack needed to.

The general layout of this worksheet would include columns for date
(autogenerated), membership number, video number, amount spent (video
or food product). The financial columns would be automatically
totalled for the month using a =sum formulae.

The totals for each of these 12 worksheets would be reflected in a
final worksheet which would give an annual account of the business.

This workbook will be able to produce graphs showing percentages of
income (video, DVD, rental, sales, food sales, late fines). Reports
will also be generated showing which videos are the most popular, when
is peak time for sales, who are good/bad customers. Some of this
information can then be used to target specific customers and to make
purchasing decisions.

The general layout of the monthly income worksheet will be:

Date

Membership No

Video Number

Cost

Total

Formulae and functions that I am going to use include:

Ø Date
This column will have a formulae to generate the current day's date:
=TODAY()

Ø Cost
This column will be formatted for currency to two decimal places. The
column finishes with a monthly total. The formulae for this is
=SUM(E2:E14). The final figure in the formulae will alter depending on
how many transactions have been made.


The general layout of the yearly income worksheet will be:

Rental

Sales

Late Fines

Food Sales

Total

April

May

June


Expenditure
-----------

The expenditure workbook will also be divided into monthly worksheets,
starting in the new financial year. This worksheet will cover all
expenses such as premises rental, maintenance, purchasing stock,
advertising, services (gas, electricity, phone etc). This workbook
will be connected to the final worksheet on the income workbook so
that a total net income can be reached.

This workbook will be able to produce graphs and reports showing
expenditure.

The general layout of the expenditure worksheet will be:

Month

A

M

J

J

A

S

O

N

D

J

F

M


Income

Video Sales

Video Rental

Food

Total

Less Cost of goods sold

Videos

Food

Total

Gross Profit


Expenditure

Wages

Premises

Power

Insurance

Advertising

Other

Total

Net Profit

I intend to use Arial font and use a minimum of colours. I shall use
colour to highlight important information such as total figures.

Solution broken down into sub tasks

The two workbooks have links within the workbooks and with each other.
All of the monthly worksheets in the Income workbook are linked to the
final worksheet which gives a yearly income total. The income workbook
is linked to the expenditure workbook to create an annual profit and
loss statement.

User comments recorded

I showed my designs to Jack Challis, who is going to be the sole end
user for this system. We discussed whether the designs would fulfill
all of his requirements. We realized that at present the end user
would need to manually sort each transaction into transaction types to
find out how much income was from each different transaction type:
video sale, video rental, food sales, late fine. This resulted in a
change to the monthly income worksheet. This change involved the
creation of the column ' transaction type' so that Jack could see how
much is spent on rental, purchase, late fines and food purchases
without having to sort these manually. Another addition was to have a
column which showed a running total for each of these transaction
types.

This change has meant that at the end of each monthly sheet, I will
calculate total income for each transaction type. I will use the
formulae SUMIF, eg: =SUMIF(C2:C14,"rental",E2:E14). This formulae
gives the total of all rental transactions. I will use these
calculations to produce monthly graphs

Validation / Verification / Backup / Security

The worksheets need to be validated for several reasons. Examples of
validations that have been put on the Monthly Income Worksheets are:

Ø Membership number
I will put an input message validation on this column. The validation
will be that a membership number must be added unless the only
purchase is a food purchase.

Ø Transaction type
Eg: rental, sale, late or food. This column will also have a
validation to ensure that one of these transaction types is entered.

Ø Video number
I will validate this column to ensure that if a number is input, it
must be between 0 and 2000 (video numbers have reached 1600 so far, so
this leaves ample space for new releases)

I have discussed with Jack Challis the need for the worksheets and
workbooks to be regularly backed up using the CD facility on his
computer. We also discussed the need to assign a password to the
workbook and to remove the sharing facility incase anyone (for
example, one of his children who often accompany to the shop)
accidentally accesses or corrupts the data.

Test plan

I tested the formulae that I have used in this design by using valid,
invalid and extreme data. The following are some of the tests that I
made on the monthly income worksheet:

Test Name

Test What?

How?

Test Data?

Expected Outcome

Valid Membership

Test that only numbers between 0 and 2000 can be input

Inputting valid and invalid numbers and text

39

2930

horse

605

Allow input

Validation error message

Validation error message

Allow input

Valid Transaction 1

Test that only one of the transaction types can be input

Inputting valid and invalid words

Rental

Elephant

Food

mushroom

Allows input

Does not allow input

Allows input

Does not allow input

Valid Transaction 2

Test that a membership number is input unless the transaction is food

Do not input membership number but input rental/purchase/ late

(no membership no) and :

rental

food

late

Validation error

No error message

Validation error

Rental Total

Test that the rental total is increased when a rental is made

Input a rental transaction

Rental £3.00

Rental total should have increased by £3.00

Sale Total

Test that the sale total is increased when a sale is made

Input a sale transaction

Sale £16.99

Sale total should have increased by £16.99

Late Total

Test that the late total is increased when a late is made

Input a late transaction

late £1.50

Late total should have increased by £1.50

Food Total

Test that the food total is increased when a food is made

Input a food transaction

Food £2.35

Food total should have increased by £2.35

Test data identified

After I had created the spreadsheets, I used test data to make sure
that the spreadsheet worked as it was supposed to do. The data I used
was the data written in Jack Challis's books for April last year. I
then double checked the figures generated from the spreadsheet against
the figures from last April.


Use and Implementation

Relevance to design

The final sheets that I have made follow the design. The following
three screenshots show the three different worksheets and the original
design that I created.

Monthly Income Worksheet


Design

Date

Membership No

Transaction Type

Video Number

Cost

The column 'Transaction Type' was added to the design after further
discussion with end user.


Implementation

[IMAGE]

The implementation shows how I have added a separate column which
breaks down the monthly total into transaction types. This screen shot
also shows a graph of income by transaction type.


Yearly Income Worksheet


Design

Rental

Sales

Late Fines

Food Sales

Total

April

May

June


Implementation

[IMAGE]

Annual Profit and Loss Statement


Design

Month

A

M

J

J

A

S

O

N

D

J

F

M


Income

Video Sales

Video Rental

Food

Total

Less Cost of goods sold

Videos

Food

Total

Gross Profit


Expenditure

Wages

Premises

Power

Insurance

Advertising

Other

Total

Nett Profit


Implementation

[IMAGE]

Errors corrected

The errors that I encountered whilst making my spreadsheets were
mainly to do with formulae. When I set up the monthly income sheet, I
needed the formulae to calculate total income for each transaction
type. This involved using the formulae SUMIF. I needed to look at the
Help section on Excel several times before I perfected the formulae.

I also had difficulties linking cells in one workbook to another
workbook as I had forgotten to put the name of the linked workbook in
square brackets.


Annotated evidence of implementation

The following screenshots show all the worksheets that I have made:

[IMAGE]

[IMAGE]

[IMAGE]

Details of implementation process

I showed my final solution to Jack Challis to show him the system in
action. This made me feel satisfied that there wasn't any information
that I had forgotten to include, such as different types of
expenditure.

I used the help section of Excel to aid me in the design of my
formulae, validations and functions. I have already detailed some of
the validations that I have made in my worksheets. I applied
validations to many of the columns to ensure that the data was valid.

[IMAGE]

For example, I created a drop down box in the transaction type column
to ensure that the data entered could only be one of the four valid
entries and to make inputting easier

[IMAGE]

Evidence of testing

When I was satisfied with the implementation of my design, I ran
through my test plan to check that the system was working as expected.
My findings are as follows:

Test Name

Test What?

How?

Test Data?

Expected Outcome

Actual Outcome

Valid Membership

Test that only numbers between 0 and 2000 can be input

Inputting valid and invalid numbers and text

39

2930

horse

605

Allow input

Validation error message

Validation error message

Allow input

Allow input

Validation error message

Validation error message

Allow input

Valid Transaction 1

Test that only one of the transaction types can be input

Inputting valid and invalid words

Rental

Elephant

Food

mushroom

Allows input

Does not allow input

Allows input

Does not allow input

Allows input

Does not allow input

Allows input

Does not allow input

Valid Transaction 2

Test that a membership number is input unless the transaction is food

Do not input membership number but input rental/purchase/ late

(no membership no) and :

rental

food

late

Validation error

No error message

Validation error

Validation error

No error message

Validation error

Rental Total

Test that the rental total is increased when a rental is made

Input a rental transaction

Rental £3.00

Rental total should have increased by £3.00

Rental total should have increased by £3.00

Sale Total

Test that the sale total is increased when a sale is made

Input a sale transaction

Sale £16.99

Sale total should have increased by £16.99

Sale total should have increased by £16.99

Late Total

Test that the late total is increased when a late is made

Input a late transaction

late £1.50

Late total should have increased by £1.50

Late total should have increased by £1.50

Food Total

Test that the food total is increased when a food is made

Input a food transaction

Food £2.35

Food total should have increased by £2.35

Food total should have increased by £2.35

Annotated copy of testing

When testing the spreadsheets, the main error message that the system
produced was when I had made mistakes with the formula:

[IMAGE]

One other error that appeared was when I incorrectly spelt the name of
a worksheet that I was trying to link to another worksheet. I spelt
'April' as 'Aprl' and the system produced a 'File Not Found' box.

[IMAGE]
Evaluation

Evaluation against the objectives

The objectives from the Identification section are:

Ø Automatically calculate and produce monthly sales figures for:

o Video rentals

o Video purchases

o Late fines

o Food purchases

Ø Automatically calculate and produce yearly sales figures (and a
running total) for:

o Video rentals

o Video purchases

o Late fines

o food purchases

Ø Produce an annual profit and loss statement

I think that the system I have implemented meets each of the
objectives identified. The Monthly and Yearly worksheets cover all the
objectives covered under the first two main objectives and the Annual
Profit and Loss Spreadsheet covers the third objective.

User comments

After testing the workbooks thoroughly, I showed the final system to
Jack Challis. He was pleased with the system and said that it meets
all of his requirements. I have attached a copy of the questionnaire
that I gave to the shop owner after he had tried the system for one
month (Appendix B).

Suggested improvements / changes in the future

Although my system meets all of the objectives and requirements of the
end user, there is still room for improvements and expansion.

An area that I would improve would be the user interface. If I had
more time to further increase my knowledge of Excel, I would have
designed a more user friendly interface in the layout of a form. This
form would have buttons to carry out such functions as: add new
transaction, view current day's accounts etc.

Jack Challis is currently considering installing a photo development
service to his business. If this plan goes ahead, it would mean that
the system would need to be expanded to include this type of
transaction.


Appendix A


Appendix B

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