The disk space used for storage of data is relatively small as it needed to be upgraded beforehand. With all the new enrolments expected, as well as other related increases, such as electricity and water, teachers’ salaries, etc the available disk space will not be sufficient. Security forms an important part of any system, and the fact that the database was hacked into shows just how weak security really is. The password used seems to be outdated and it is likely that people other than those authorized know it. Laxed security is especially important here as we are dealing with the personal records of students and teachers, not to mention important transactions such as total fees received, expenses, and so on. So security, despite being of paramount importance, isn’t given the priority it should be.
The normal procedure to accomplish a single task is lengthy and time-consuming. It also involves unnecessary paperwork. This would exhibit itself as delays in processing, as a single instruction would have to be passed through many stages before being received by the sender once again as feedback. Basic obsoleteness. As seen from the interview, Mr. Glasse uses a relatively fast processor. Despite this speed, we still find that the speed of running the system is slow especially when new records are added. This means that the components of the system itself are slow and outdated. This weakness especially comes into focus when we consider the fact that nowadays systems are rarely independent. One system has to be connected to at least one more system, with data exchange taking place between these. However, if their speeds are not compatible they will not be able to function at their optimum level. If the system were to exchange information over the Internet then this incompatibility could become a problem.
OBJECTIVES OF THE NEW SYSTEM: 1) To provide quick access to the files in the database. Many files will now be in the system and it is necessary that they be reached quickly. 2) To maintain a higher level of security. This ensures that the database is viewed and controlled only by those who have the proper authority to do so. 3) To minimize ‘red tape’ involved in making changes to the records. The previous system involved a lot of paperwork and proved to be costly in terms of time (therefore money), so this new system aims to reduce that by quickly and efficiently processing an instruction.
4) To be user-friendly. Step-by-step guidance ensures that the user can easily find his way around the database to perform the desired task. A Flowchart of how data would be passed along the new system is as follows: SYSTEM REQUIREMENTS: Standard input devices, such as a mouse, a keyboard, a scanner and a web-camera will be needed for this system to operate (the mouse and keyboard are the main ones, the others for inputting photos and such graphics). Output devices will be plotters and printers. Hardware: The CPU requirement for this system include at least 100 MHz Pentium processor and 16 MB RAM.
Software: It is necessary to have an operating system such as Windows 98 as well as MS Visual Basic program installed, as this is the front-end program to be used for this system, with Access 7.0 being the back-end program. The user will be Mr. Glasse, and his computer already exceeds the requirements for this system to function efficiently. His IT skills will also be relevant: since he already has MS Office 97 installed he will already know the basics behind Access 7.0 and should find no problem in entering the data. It must be remembered that the system to be developed is intended to replace the outdated system in current use. The current system is slow, inefficient and incompatible. Its replacement will be better than it in all these respects, and should bring the database up to the level of technology today.