Information Technology Ia

Information Technology whole 2 Internal sound judgement Table of Contents Content page boy Acknowledgementsi Abstract 1 sh atomic number 18 12 Problem Definition 3 Analysis of the worry4-5 Identification and Justification of tools6-7 Assessment of the implication of the tooth root8-9 Section 210 death penalty of the solution11-14 Section 315 Appendices16-23 Abstract For m any old age the Meadowbrook High School criminal record agency has been plagued with line of get goings. Problems such as reluctant profit, break equipment and the inadequacy of figurer devices. Howalways, the primary(prenominal) problem encountered is the slack up helper received when use the retain way of life.It has been discovered that in that respect atomic number 18nt comely mea trues put in target to tackle this problem. This research or project is make upence conducted to rectify this problems encountered. It leave behind identify the ca examples of these problems, how were they developed, the solutions to rectify them and how the solutions suggested shall benefit the Book Room. This project equals of three sections 1. Section one comprises of a definition of the problem, an analysis of the findings for the problem, an identification of the virtually(prenominal) suitable productiveness tool and the issues that may arise from the instruction execution of the solution. . Section two comprises of an appropriate hire of the Database productivity tool and the solutions to help impede the problem. 3. Section three comprises of appendices 1 pic 2 Problem Definition The reckoner Systems that the Book Room uses to operate its business or sotimes operates shadowyly. These data processor arrangements be also not up to date which therefore account for the slowly service and sometimes require the installation of novel computer package. The main error discovered or made when stack a style and generateing defends is the slow service.When a pip-squeak receives a defend from the volume style he or she is pass judgment to take c atomic number 18 of the book until it is to be returned. When accumulation books from the book room under(a) the book rental program, the number of fryren collecting books is high due to the item that the computer frame operates slowly and for apiece one bookmans name has to be entered into the carcass. After each name has been entered, then the book he or she is receiving has to be scanned into the governance and the name and number each book has to be entered under his/her name for future reference.Children tend to return books that ar not theirs, which results in a fine being stipendiary for lost, stolen or outstanding books. Because of these errors, pupils atomic number 18 forming long funds. There is also the situation that there is only one computer resulting in the slow service. just astir(predicate) of the time when a person visits the book room to return a book, the person in c harge has to type in the scholars name, wait until the name and information comes up and then he/she tells you about the books you take aim outstanding or which books you break returned, resulting in the process being long and slow. 3 Analysis of the ProblemThe book room is known to be one of the most important facilities at Meadowbrook which keeps proper records of books borrowed by students under the rental program. Over the years a number of problems have been encountered with the service at the Book Room. Students are the persons that use this system daily and are the ones who tend to encounter these problems. The problems identified by the students and an opposite(prenominal) persons are lack of computer devices(22%), malfunctioning of the computer system(10%) and lack of computer software(20%) exactly the main problem encountered was the slow service(45%), see appendix 6.Three fact finding techniques had been employ to identify these problems Questionnaire, an observatio n and Interview. Based on the information gathered from the surveys (Questionnaire and interview see appendix for copies) that had been done, it was evident that there were a number of causes for the main problem. Out of the 15 questionnaires that had been issued, 10 were returned. The returned questionnaires had revealed that most of the respondents were womanish (62%) and males (38%) (See pie chart in appendix 5). The survey had also identified a few causes to the various problems.The causes to these problems include the use of old computer devices, the use of outdated software and the major cause, lack of monetary funds. On authentic daylights such as the beginning of the shoal year, the number of students that have turned out to use the book room would have added to the slow service. 4 Based on the respondents response it is stated that the school is not doing enough to rectify these problems, which therefore resulted in the problems being evident. There are a few solutions to correct these problems.Implementing the use of voice command devices was chosen by 36% of the respondents 54% chose to implement the use of goldbrick cards, 7% chose to install forward-looking computer software and 3% suggested that the Book Room purchase a new barcode reader. The main benefit of implementing these solutions would be for swift and smoother service, which was, stated 62% of the respondents. On January 23, 2009 an interview (see appendix 4) was conducted. The interviewees were the book room slattern and a student at the school. Both were asked the identical set of questions.The findings stated to be similar to that of the findings of the questionnaire. It is evident that the main problem encountered was the slow service both interviewees stated this. The book room operator also stated that the malfunctioning of the devices was another problem. The problems tend to exist because of the lack of monetary funds. It was also noticed that both interviewees stated t hat the school is not doing enough to correct these problems. Both interviewees response to correct the problems were to implement the use of swipe cards and to install voice command devices.On such a day (beginning of school year) an observation (see appendix 7) had been done. The observation had shown how long it took a male student to get through. It took the boy approximately 27 transactions in all as he moved from the back of the line to the effort and to also obtain service. It is therefore obvious that the service is slow. 5 Identification and Justification of Tools In order to correct the problem of slow service at the book room, a number of appropriate tools have to be considered. The most significant solution to solve the problem was the implementation of electronic swipe cards.During the implementation stage a few productivity tools would have to be considered. The most appropriate productivity tool would be the use of a Database Management System (database management s ystem). This system requires that database management software be used in order to ensure that proper records are kept for each student. Most database software packages store the data of students in tables and let the data in the different tables to be linked in various ways. Typical features of a database package are Forms to enter the data. Queries that allow the data to be selected and sorted in various ways. Tabular reports.A DBMS has been known to be the most efficient productivity tool when it comes to holding proper records and also fast and secure access to these records. . It allows the book room operator to enter the data or information for each student and provide reports that allow the data to be viewed in different forms. The reasons for using this tool to help solve the problem are that it comes with a large array of features for data recollection it is user friendly towards tyro users and allows the most important data to be kept confidential. The swipe card is use d because of its speed capabilities.The information would be kept on the cards and the students could swipe and go. The book room operator would be able to modify the records of the student after the child has swiped the card. In terms of tribute each student would have their own password to access the card. 6 Both of these tools would be able to solve the problem. The DBMS would keep, store and interpret the data on the student in tables, forms and queries. The swipe cards would be used as the access point for the data, because the data cannot be accessed without the card and the password. This allows secure confidentiality of the data. 7Assessment of the consequence of the solution In todays world every problem solving process requires an assessment of the issues that may arise throughout the implementation of the project. With the implementation of the electronic swipe cards a number of issues are expected to arise. One such issue that is expected to arise is the carry on th at it will have on the students and the book room operator. The implementation of the system will not result in the operator losing his/her job but will require that he/she obtain some form of train as to how to operate the new system. Due to the upgrading of the technology in the book oom, the operator will have to guide the students as to how to use the system. other electrical shock is the smooth service that will be present erstwhile the problem has been eliminated. This would be classified as a positive impact on the service when using the book room. This proves that the use of a new database management system has helped to solve the problem and it would encourage persons to use the system more often. The new system can be upgraded, it has sufficient security features and in order to prevent the uniform problem from occurring again, the school has to update the technology in the book room frequently.One such issue that is expected to arise is the cost benefits of the progr am. Cost is one of the most important factors to consider. If there is no money to fund the project then the implementation of the solution will not be able to take place. It will cost the school a reasonable amount of money, but a way in which we could counteract this issue is to charge the students a small fee (about $1,000) which would be allocated for in the students victimisation fund. 8 For instance, it is estimated that if the book room continues to operate daily using the same old system than just buying a new system and the tools needed, it would cost more.Another impact is the proficient value that it would have on the school. This progression in the technology would encourage the school to upgrade other technological devices after realizing what a wonderful investment they had made in the elimination of the slow service at the book room. This would also help the spotless school to become technologically developed. These assessments of the implication of the swipe car d system in the book room will help to ensure that the school be advised on how to deal with future related problems in the book room. 9 pic 10Implementation of the solution Open file on CD pic Open database solutions 11 pic Open a table pic Open a query 12 pic Select a form pic Selecting switchboard 13 pic Select 7th grade on switchboard to edit or view the 7th grade file 14 pic 15 16 APPENDIX 1 Questionnaire This questionnaire will be used to identify any problems encountered with the Book Room. This study is being conducted for an Information Technology Internal Assessment currently being done. Please answer the questions honestly and the information pile up will be kept confidential. . What is your gender? Male Female 2. What is your present status at the school? Student Administrative worker accompaniment worker Other _________________ Please Specify 3. How long have you been at Meadowbrook High School? Less than 1 year 1-2 years 3-4 years Over 4 years 4. During your time at Meadowbrook have you ever experienced any problems with the Book Room? Yes No Not sure 17 5. If yes, select the problem encountered where possible? Slow service lose of computer devices Malfunctioning of devices Lack of computer softwareOther _________________ Please Specify 6. What do you think may be the cause of these problems? Lack of money do of outdated software Use of old computer devices Bookkeeper is a novice Other _________________ Please Specify 7. Do you think the school is doing enough to rectify these problems? Yes No To some extent 8. Select one assess that could rectify these problems? Implementing the use of Voice Command devices Implementing the use of swipe cardsInstalling new computer softwares Purchase new barcode readers Other _________________ Please Specify 18 9. Do you believe that the measure suggested in question 8 could work? Yes No Not sure 10. Give reason for your answer? 11. What are the benefits of implementing the solution selected in question 8? Faster and smoother service Improvement in Technology Confidentiality of records Other ________________ Please specify convey YOU 19 APPENDIX 3 Interview This interview will be conducted to identify any problems encountered with the Book Room.Below are the questions that shall be asked. Information serene shall be kept confidential. 1. Are there any problems encountered during the day to day running of the Book Room? 2. Name a few problems encountered by students during the operation of the Book Room? 3. Why do these problems tend to exist? 4. Does the lack of monetary funds help to contribute to these problems? 5. What are some of the resources used by the Book Room? 6. Does the schools calculate cover the various resources or materials needed for the running of the Book Room? . Suggest a few solutions that could rectify these problems? 20 APPENDIX 4 Interview The responses of one of the respondents 1. ___________________________. 2. _____________________________________________ ______________________________________________________________________________________________________________________________. 3. ___________________________________________________________________________________________________________________________________________________________________________________. 4. ____________________________. 5. ____________________________________________________________________________________________________________________________________________. 6. _______________________________________________________________________________________________________________________. 7. _____________________________________________________________________________ __________________________________________________________________________________________________________________________________________________________________. 1 APPENDIX 5 pic The pie chart in a higher place shows that 62% of the respondents were female and 38% were male. APPENDIX 6 pic The pie chart to a higher place shows that 45% of the respondents state that the main problem encountered at the book room is the slow service, 22% state that the lack of computer devices may be the problem, 20% state that the lack of computer software, 10% state that the malfunctioning of computer devices and 3% state that there are other problems other than the ones suggested. 22 APPENDIX 7 poster Schedule . A busy student will be observed. 2. How long will it take the child to reach the front of the line? 3. How long will it take that child to get through once at the front of the line? 4. What is the military position of the student during that time? 5. What is the attitude of the Book Room operator? succession of observation- 1025a. m. To 1120a. m. Date of observation- January 19, 2009 Time Schedule Results 1025a. m. Observation of student begins A boy was being observed 1025a. m. to 1045a. m. How long it took the boy to reach the It took the boy 20 minutes front 1045a. m. to 1052a. m. How long it took the boy to get through It took the boy 7 minutes once at front 1045a. . to 1052a. m. Boys attitude at that time during the His attitude was lead seeing that he slow service was somewhat patient and at the same time wanting to get through promptly 1045a. m. to 1052a. m Attitude of book room operator She was dispirited and frustrated 23 pic