Save and store the event and quotation details 9. What output(s) is needed from the solution. The main output of the solution will be a quotation which is initially displayed on the screen, with an option to print a hard copy available. 10. What data needs to be stored? Customer Information: (Company name and address, contact details for event organiser) Event Details: (Event name, date, start & finishing time, no. of delegates, total room costs, total equipment costs, total beverage costs, total food costs, Net Amount, VAT Amount, Gross Amount) Store in a table that can be easily viewed.
CLIENT REQUIREMENTS After interviewing Tony, and focussing on the problems that he currently faces with creating quotations, we agreed upon the requirements that the new solution must meet. The new solution must: * Provide data entry forms for entering details about bookings. These forms must allow entry of Customer details and the Event details * Provide an additional data entry form to enter general information, including catering items and prices, equipment items for hire and 1/2 day charges, and room charges for full and 1/2 day. Allow the VAT rate to be changeable, in case legislation changes.
Ensure each data entry form is easy to use, complete with data validation and a graphical user interface to minimise data entry mistakes and reduce typing. All data entry screens must show the Welcome Centre logo, and follow the house style of the organisation in terms of using a red and white colour scheme. Search for and display information entered automatically, so that the user does not have to keep flicking between different screens to remind themselves of prices or what they have previously entered. Automatically calculate certain fields to save time and to reduce data input. These fields are:
o Generate a unique 5 digit quotation no. o Quotation date o Event Type (Full Day or 1/2 Day), based on the times entered. Used for pricing purposes. o For each room selected as part of the booking, search for and display the Capacity and the Unit Room Cost. The Unit Room Cost will be based on the Event Type for that room. o Total Room Costs for all rooms booked o For each item of equipment required for the booking, search for and display the Unit Equipment Cost. If the event type is a full day, then double the price. Calculate and display the Total Equipment Costs by multiplying the Unit Equipment Cost by the Quantity required.
o The Total Cost of all Equipment required forth booking. o Beverage Costs Per Delegate o Total Beverage Costs o Food Costs per Delegate o Total Food Costs o The Net Amount, VAT Amount and Gross Amount on the Quotation. On different data entry forms, automatically look-up and display details previously entered, without having to re-enter Ensure all booking information should only be entered once, and the quotation must be produced immediately based upon the booking information being entered, Produce a Quotation that is professionally formatted, and looks very similar to the quotations he uses today.
It must be displayed on the screen with an option to print a hard-copy. Store the quotation and booking information for future use, in a table format that is easy to read. Be easy to back-up, and must also be secure, so only authorised users can access the solution. WHAT THE SOLUTION HAS TO PRODUCE The solution must produce a quotation based upon the customer and booking information that is entered. The quotation must be professionally formatted, and look very similar to the quotations he uses today. It must be displayed on the screen with an option to print a hard-copy.
The solution must also store a copy of the quotation and booking information, in a table format that is easy to read. HOW THE SOLUTION IS TO WORK From these requirements, I can see that spreadsheet software would be an appropriate design tool to use to implement the solution. The worksheets can be formatted to give the appearance of data entry screens, and you can use validation techniques and a limited graphical user interface to reduce keying and ultimately mistakes. Also, a worksheet can be formatted to look like a Quotation, and a table could be set up to store details for future use.
Equipment Table Fields to be input: Equipment Price per 1/2 Day Room Table Fields to be input: Max. Capacity, Full Day Commercial Rate, 1/2 Day Commercial Rate VAT Table Fields to be input: VAT Rate % Source of Data: The Welcome Centre, Government (for VAT Rates) Input Method: Typed using keyboard Type/ Format of Data: All rates and prices will be currency fields, Max. Capacity will be numerical and VAT Rate % will be a percentage field. PROCESSING REQUIREMENTS Process Details Calculate unique 5 digit Quotation No. Quotation No. = (Look up highest quotation no. in quotation table) + 1.
Calculate Total Cost of all Equipment Total Cost of all Equipment = Add up the Total Equipment Costs for each item of equipment selected for the booking. Calculate Beverage Costs per Delegate Beverage Costs per Delegate = (Price per Delegate for Beverages from the Catering Table) * No. of Servings Calculate Total Beverage Costs Total Beverage Costs = Beverage Costs per Delegate * No. of Delegates Calculate Food Costs per Delegate Food Costs per Delegate = Price per Delegate for Food selected, from the Catering Table Calculate Total Food Costs Total Food Costs = Food Costs per Delegate No.
of Delegates VAT Rate VAT Rate = Search for current VAT Rate from VAT table Net Total Net Total = Total Venue Cost + Total Equipment Cost + Total Beverages Cost + Total Food Cost VAT Amount VAT Amount = VAT Rate * Net Total Gross Total Gross Total = Net Total + VAT Amount Save and store the event and quotation details Copy Customer fields to Quotation Table: (Quotation Id, Quotation Date, Title, First Name, Surname, Email Address, Telephone No. , Company Name, Address Line 1, Address Line 2, Town, County, Postcode) Copy Event fields to Quotation Table: (Event Name, Event Date, Start Time, End Time, No.
of Delegates, Total Room Costs, Total Equipment Costs, Total Beverage Costs, Total Food Costs, Net Amount, VAT Amount, Gross Amount) OUTPUT REQUIREMENTS QUOTATION The main output of the solution will be a quotation which is initially displayed on the screen, with an option to print a hard copy available. The quotation will be used by both the Welcome Centre and Customers. The Welcome Centre staff will use it to know what they will charge Customers for a particular booking, and it will therefore serve as the basis of the invoice. Customers will use it to know how much they are likely to pay for an event if nothing changes on the day.
Details: The quotation must print on A4 paper, landscaped, and display the Welcome Centre logo, company registration no. , registered office and contact details, VAT registration no. , and VAT rate. Towards the bottom, it must clearly state: “Please make cheques payable to C. L. M. Enterprises Ltd. ” The following fields must be shown on the Quotation: ADDRESS BLOCK: Title, First Name, Surname, Company Name, Address Line 1, Address Line 2, Town, County, Postcode EVENT DETAILS: Quotation No. , Quotation Date, Event Name, Event Date, Start Time, End Time, No. of Delegates.
The Welcome Centre has a variety of different hardware available to be used. They have only just installed a network, which has been set-up complete with user accounts and passwords, shared folders, as well as private folders for individual users. The Welcome Centre should save the solution onto the network, as this will certainly meet the requirement of being able to keep the solution secure.
The network is also backed up on a daily basis, onto a removable hard disk drive. This is removed from the premises every night, in case of fire. This will meet the requirement of being able to back-up the solution. Tony currently does not have a PC, but has access to a laptop if needed. Chris and Anita have their own PCs with access to the Network for file sharing and saving work. Laptops used for conferences are wireless enabled so that they can access the internet from any room if required. Each PC and laptop has its own DVD re-writer, which can read both CD and DVD media.
They also have plenty of USB ports, and so can also use portable devices such as pen drives. In terms of printers, Anita has a dedicated multi-function printer attached locally to her PC. The printer is both an A4 Flatbed scanner (input device), as well as a colour Ink Jet printer (output device). Anita uses this machine for most of her small printing needs. However, all PCs and laptops have access to a networked, colour photocopier (output device). The photocopier serves both as a printer and a photocopier, and can print in both back and white and full colour. All PCs have keyboard and mice as their main input devices.
SOFTWARE In terms of software available to be used, each computer has Windows XP installed as the operating system, and has have the Microsoft Office software suite that includes word-processing, spreadsheet, database, web browser, presentation and other software. This applications software is generic software, and is used by the Welcome Centre staff for a variety of business uses. Anita does have some specific software, which is an accounting package called Sage. This is used to manage all accounts as well as to process the employee’s payroll. HARDWARE AND SOFTWARE REQUIRMENTS FOR THE DEVELOPER HARDWARE.
It makes sense for the solution to be developed on a standard PC, so that it imitates the environment in which the solution will be used. The processing power required to run the solution would be minimal, and so either a stand-alone PC/ laptop could be used to develop the solution or a networked PC. The PC must, however, have a monitor, mouse and keyboard. SOFTWARE The solution will be created in spreadsheet software called MS Excel. This software is generic software and can be used to effectively solve this problem. The users also have a good amount of experience in using the software, and so won’t need a lot of additional training.
Also, Excel is already installed on the end-users’ computers, and so there would be no further cost of buying more software. This spreadsheet software would be an appropriate design tool to use to implement the solution. The worksheets can be formatted to give the appearance of data entry screens, and you can use validation techniques and a limited graphical user interface to reduce keying and ultimately mistakes. Also, a worksheet can be formatted to look like a Quotation, and a table could be set up to store details for future use.
Macros can also be used to automate features of the solution such as navigation and copying data to the storage table. This approach of using a software suite is more expensive than buying an integrated package. A software suite provides more functionality than an integrated package, such as being able to record macros and other more advanced features that may be needed to create the solution. Looking for a specific package isn’t relevant in this case, as the requirements are too simple, but also very specialised. Therefore buying a specific package “off the shelf” would be an additional expense that the company doesn’t really need.