A level computing project by Naina Raisinghani

1 CATWALK EVENT MANAGEMENT SYSTEM

NAINA RAISINGHANI PK 500

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INTRODUCTION TO BUSINESS Frieha Altaf is the owner and C.E.O of Catwalk Productions: a company that she formed in 1989. Specializing in corporate events, Frieha has built a successful business that grows primarily through boundless enthusiasm, energy, creativity and imagination backed by years of event planning experience, assures clients of unique, memorable, and successful events. The organization is lead by: Frieha Altaf â&#x20AC;&#x201C; CEO Nasreen Bokutz â&#x20AC;&#x201C; Creative Editor Catwalk Productions is the one-stop event specialist! They will customize the perfect funfilled special event for your convention, award banquet or party has been producing special events since 1989! This makes us one of the most experienced event planners in Pakistan. From entertainment to linens, from concerts to interactive games. Themed events - intimate to enormous, Catwalk will create the event of your dreams! Their knowledge of entertainment is surpassed only by the service they give to their clients. Because they have been in the industry for such a long time, their entertainment contacts are endless! And as they are a volume buyer, they can negotiate the best price possible. The Bridal Consultant was formed to serve those couples looking towards to celebrate their wedding day. With the average wedding in Pakistan it's also not surprising that people are choosing an option that can be more cost effective, as well as exotic, when planning their special day. Working through their handpicked and personally approved local suppliers; they can give you a wedding that is truly 'out of this world'. Whether you are planning a small, intimate wedding, or proposing to take all your family and friends, they can help you to create your very own, unique wedding. They offer ready-made packages or a tailor made service for your wedding. The categories of wedding offered are: Amir Wedding Mulghalar Mehndi Mulghalar Wedding Anum Mehndi Anum Wedding Senator Mehndi Gul Ahmed Mehndi Gul Ahmed Wedding Color Mehndi Color Wedding Tuscany Wedding International Clients: Malaysian Palm Oil Chenab Group Sefam Marriot Sheraton NAINA RAISINGHANI PK 500

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PIA Levis Solaris Electro Medical Bang and Olufsen Multinational: Unilever Procter&Gamble H.S.B.C Bank Pepsi ABN AMRO Nestle Coca Cola AGFA Kodak Unilever Dupont Reckitt Benckiser Chimera Nokia DHL Nike Shell Swatch Reebok Adidas Pakistan Tobacco Company Export Promotion Bureau NDFC AES Adamjee Group of Companies Al-Karam Gul Ahmed Textiles Mohammad Farooq Textiles Service Shoes Newage Cables Akbar group of companies Irfan Textiles Nishat Textiles Siddiqsons Tullo Banaspati National Foods Askari Bank LU Biscuits Unium Lawrencepur Pakistan Cricket Board Pakistan Tanners Association Pakistan Open Squash NAINA RAISINGHANI PK 500

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Federation Highnoon Pharmaceutical Industries Agencies: Pegasus Resource Marketing Corporation JWTAsiatic Bond Advertising Evernew Concepts Red Communication Synergy Advertising Interflow Advertising Orient McCann Charities: Young Presidents Organization Kidney Center Jinnah Hospital SOS Children Village T.R.C APWA Citizen Foundation Care Dyslexia TRC Princess Sarwath Charities Publication: Jang Group of Publications Friday Times Daily Times En Style FAQ Government: Diplomatic Missions of Pakistan Pakistan Horticulture Authority Capital Development Authority Ministry of Commerce Export Promotion Bureau Pakistan

NAINA RAISINGHANI PK 500

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REASONS FOR CHOOSING THE PROJECT I chose this particular system for my project because I have interned at the organization and therefore was already well aware with their dealings with customers, I was also aware of the problems that they were facing and therefore had prior understanding of the system. During my internship I was fortunate enough to work with both the actual event management division and the accounts department. I noticed several problems for myself such as lack of secure data due to my theory classes in Computing. Since half the system was computerized (only the Accounts department) this led to discrepancy in data held in both the manual documentation and on the computer. Therefore I decided to use this opportunity to help improve their current system. While the company has contact all over the world their information system is not well developed and up to the task. This has led to lack of coordination between the various branches all over the country. The clients travelling from city to city too face problems since they canâ&#x20AC;&#x2122;t access data related to their event in any other city other than where it is being planned. Therefore, I would also suggest for them to develop their connections between branches and encourage exchange of data. However in my project I intend to only improve links between the accounts department and the main event management department.

NAINA RAISINGHANI PK 500

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COMMUNICATION WITH THE COMPANY From: Naina Raisinghani <nraisinghani1992@gmail.com> To: catwalk@cyber.net.pk Date: Wed, Sep 8, 2010 at 10:50 PM mailed-bygmail.com To Whom It May Concern, My name is Naina Raisinghani. I am currently a student at Karachi Grammar School. For my A2 Level Computing project I must analyse a company's management system. I have chosen to monitor and analyse the current system of an event management company. I would therefore like to seek your permission to observe your current information system. If you would like I can present you with a letter from my school certifying the project. Thanking you in anticipation, Yours Sincerely, Naina Raisinghani

From: Ahmed Baig <baigahmed@gmail.com> To: Naina Raisinghani <nraisinghani1992@gmail.com> Date: Mon, Sep 6, 2010 at 2:07 AM Subject: Re: REQUEST mailed-bygmail.com Dear Ms. Naina, It would be a pleasure to be of assistance to a fellow Grammarian; however, I am presently in Dubai on a project up until October. I hope you understand that we are a very small sized sole proprietorship. There is no properly managed 'Information system' as such in place. Apart from accounts and billing/quotes, everything is pretty much on paper. My understanding of the project would be that you are looking to a mid / large sized corporation whereby the management systems and processes are extremely well established over years of improvising. As you might be aware, our core strength lies in Weddings. However, if you feel itâ&#x20AC;&#x2122;s a smaller company that you are looking for, and itâ&#x20AC;&#x2122;s the management system rather than the information system that you are looking into, then I would be more than happy to provide any information over email and can also arrange for you to meet our director in Karachi. Please feel free to email / call on +971 55 782 6977 if there is anything I can assist you with.

NAINA RAISINGHANI PK 500

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Good luck and best wishes, Ahmed Jibran Baig Mobile: +971 (0)55 7826977 +92 (0)332 3000343 Email: baigahmed@gmail.com

From: Naina Raisinghani <nraisinghani1992@gmail.com> To: Ahmed Baig <baigahmed@gmail.com> Date: Mon, Sep 6, 2010 at 10:39 PM Subject: Re: REQUEST mailed-bygmail.com Dear Sir, Thank you very much for a prompt reply. However rest assured that the size of the company does not affect my project at all. As part of my assignment I am supposed to observe any kind of system (paper or computerized.) Moreover, I am supposed to attempt to improve it by introducing a computerised system. Therefore, I believe your business would be an ideal case study. Therefore, I would be very grateful if you could put me in touch with your Director in Karachi. Thanking you in anticipation, Yours Sincerely, Naina Raisinghani

From: Ahmed Baig <baigahmed@gmail.com> To: Naina Raisinghani <nraisinghani1992@gmail.com> Date: Mon, Sep 8, 2010 at 3:53 PM Subject: Re: REQUEST mailed-bygmail.com Dear Ms. Naina, I have set up an appointment between you and the Director of our Karachi division. If you would be so kind, could you please visit him on 11/9/2010 at 3: 00 PM sharp to discuss your project in more details? If you have a problem with the date set please let me know a day in advance with a possible date which would be feasible for you. You can find the address of our Karachi branch on our website online. Please feel free to email / call on +971 55 782 6977 if there is anything I can assist you with. NAINA RAISINGHANI PK 500

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Good luck and best wishes, Ahmed Jibran Baig Mobile: +971 (0)55 7826977 +92 (0)332 3000343 Email: baigahmed@gmail.com

From: Naina Raisinghani <nraisinghani1992@gmail.com> To: Ahmed Baig <baigahmed@gmail.com> Date: Mon, Sep 11, 2010 at 7:03 PM Subject: Re: REQUEST mailed-bygmail.com Dear Sir, Thank you so much for having set up that appointment I would like to also make sure if it is OK if I interview a few of your employee, rest assured I will ensure that this does not develop the daily routine of the business. I would also be intensely grateful if I was given the chance to interview Mrs. Altaf herself as the opinion of the creator of the business would be very valuable to my project. Thanking you in anticipation, Yours Sincerely, Naina Raisinghani

From: Ahmed Baig <baigahmed@gmail.com> To: Naina Raisinghani <nraisinghani1992@gmail.com> Date: Mon, Sep 14, 2010 at 10:17 AM Subject: Re: REQUEST mailed-bygmail.com Dear Ms. Naina, I have informed Mr. Razzaque of your request. We will be pleased to help you out in anyway possible; however, Mr Razzaque will set certain guidelines by which you will have to work to ensure that the business is legally protected. I hope you understand. Other than that all employees will be more than happy to help you out with everything. Also, as for the interview with Mrs. Altaf, she has been informed about your project. She would like to meet you personally when she is in town on the 20/11/2010. Would you please be at our offices by 4:00 PM that day? You may interview employees then. Please feel free to email / call on +971 55 782 6977 if there is anything I can assist you with. NAINA RAISINGHANI PK 500

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Good luck and best wishes, Ahmed Jibran Baig Mobile: +971 (0)55 7826977 +92 (0)332 3000343 Email: baigahmed@gmail.com

From: Naina Raisinghani <nraisinghani1992@gmail.com> To: Ahmed Baig <baigahmed@gmail.com> Date: Mon, Sep 16, 2010 at 9:34 PM Subject: Re: REQUEST mailed-bygmail.com Dear Sir, Thank you so for much for this opportunity, rest assured I will make the appointment in time. Thank you so much for all the cooperation so far. Yours Sincerely, Naina Raisinghani

NAINA RAISINGHANI PK 500

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OBJECTIVES OF DATA COLLECTION STAGE Objectives of interviews: 1. To find out how the current system works as a whole unit in order to store, retrieve, and edit records of clients 2. Gain an understanding of a regular day in the lives of the employees 3. Size of task force employed by the CEO 4. Type of data needed by the company during the event planning stage 5. Methods used to process the data 6. Methods used to record data 7. Methods used to store data 8. Time required to process data and finish the planning stages of an event 9. Details about the billing process of the company 10. Problems as identified by customers, employees and owners 11. Solutions suggested by each party for the above stated problems Objectives of questionnaires: 1. Gain information about a working day in the employeesâ&#x20AC;&#x2122; life. 2. Understand the problems they have already identified with the system 3. Gain input about solutions they might suggest 4. Find out their view point about each field in which the system can be rates: security, efficiency, user friendly nature, etc 5. Gain any viewpoints that might not have been discussed before 6. Gain information in a way that is not seen as time consuming 7. Gain information from employees uncomfortable with making their identity known (Note that name is not a compulsory field to fill in the questionnaire.) 8. Gain information in a comfortable and a non offensive manner since all questions are optional. While people being surveyed are encouraged to express all their views they are not forced to do so. 9. Since the questionnaire being filled is not time sensitive it aims to make the person being surveyed be comfortable. 10. Easy language is used so as to make the person being surveyed feel comfortable.

NAINA RAISINGHANI PK 500

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METHODS USED FOR INVESTIGATION I intend to employ the following methods to investigate and analyze the current system of the event management agency and then use the gathered data to analyze the current system: 1. Interviews Advantages Comments can be at length – can collect extensive detailed information Allows questions to alter according to the answers being given A guaranteed response Flexible – one can change questions 2. Questionnaires Advantages Large number of people asked quickly Quick to tabulate and analyze result All employees get a say (do it alone) Allows people to answer questions freely – don’t have to be afraid as questionnaires may be anonymous 3. Viewing any and all available manual documents Advantages Can view all the data that requires processing Can view the exact way in which the current system works – and how each piece of data is processed 4. Observing the system in action Advantages Inexpensive – just send one person to the office Shows the actual system instead of the views which may be biased Helps to understand any complex procedures – get rid of them in the next system 5. Data Flow Diagrams 6. GANTT charts

NAINA RAISINGHANI PK 500

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MANUAL DOCUMENTS OBTAINED List of all documents attached: In order to perform the complete analysis of the current system I took samples of various documents used in the system presently. These documents have been scanned and attached for reference. Here is a list of all documents I was able to obtain from the event management company: 1. Admission form for every customer 2. Cover page of each event file 3. Blank sheets from each event file 4. Satisfaction questionnaires handed out to customers at the end of each event 5. Financial agreement signed by the customers 6. Receipt for all payments made to the company for both expenses as well as fees 7. Blank sheets from the employee files 8. The companyâ&#x20AC;&#x2122;s brochure 9. Rate lists for certain events 10. Screenshots of their website 11. A plain stationary sheet with the letter head

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SAMPLE QUESTIONNAIRE Name: ___________________________________________________________________________ Post: ___________________________________________________________________________ Department: ___________________________________________________________________________ Number of people working in this department: ____________________________________ Time spent on this job: ________________________________________________________ Describe a day in your life in as few words as possible: ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ Time taken to plan an event: _________________________________________________ Have there been complaints regarding billing? o Yes o No If yes, how do you deal with them? ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ Have you had any complaints regarding service? o Yes o No If yes, how do you deal with them? ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ How many internees do you have? ___________________________________________ NAINA RAISINGHANI PK 500

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Do internees handle events? o Yes o No How many permanent employees do you have? ____________________________________ Are they enough to handle the events? o Yes o No Is your current system: (feel free to tick all that apply): o Paper based o Completely computerized o Both paper and computer based How many customers does your company deal with in a day? _________________________ How many events does you company manage in a month? (Estimate) __________________ How much time does it take to pull out a customer’s record when required? ___________________________________________________________________________ Rate the business by size: o Small intimate business environment o An average sized company o Large corporate business environment Please rate your current system in the following areas: Quality Below Average Average Good Efficiency User friendly Accurate Secure

Very Good

Excellent

If you have rated any area as “Below Average” please explain what can be done to improve this rating: ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________

NAINA RAISINGHANI PK 500

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Feel free to add any comments: ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ Thank you for your time!

NAINA RAISINGHANI PK 500

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FILLED IN QUESTIONNAIRES NUMBER 1 Name: ___________________________________________________________________________ Post: ___________________________________________________________________________ Department: ___________________________________________________________________________ Number of people working in this department: ____________________________________ Time spent on this job: ________________________________________________________ Describe a day in your life in as few words as possible: ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ Time taken to plan an event: _________________________________________________ Have there been complaints regarding billing? o Yes o No If yes, how do you deal with them? ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ Have you had any complaints regarding service? o Yes o No If yes, how do you deal with them? ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ How many internees do you have? ___________________________________________ NAINA RAISINGHANI PK 500

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Very Good

Excellent

NAINA RAISINGHANI PK 500

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NUMBER 2 Name: ___________________________________________________________________________ Post: ___________________________________________________________________________ Department: ___________________________________________________________________________ Number of people working in this department: ____________________________________ Time spent on this job: ________________________________________________________ Describe a day in your life in as few words as possible: ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ Time taken to plan an event: _________________________________________________ Have there been complaints regarding billing? o Yes o No If yes, how do you deal with them? ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ Have you had any complaints regarding service? o Yes o No If yes, how do you deal with them? ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ How many internees do you have? ___________________________________________

NAINA RAISINGHANI PK 500

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Very Good

Excellent

NAINA RAISINGHANI PK 500

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NUMBER 3 Name: ___________________________________________________________________________ Post: ___________________________________________________________________________ Department: ___________________________________________________________________________ Number of people working in this department: ____________________________________ Time spent on this job: ________________________________________________________ Describe a day in your life in as few words as possible: ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ Time taken to plan an event: _________________________________________________ Have there been complaints regarding billing? o Yes o No If yes, how do you deal with them? ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ Have you had any complaints regarding service? o Yes o No If yes, how do you deal with them? ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ How many internees do you have? ___________________________________________

NAINA RAISINGHANI PK 500

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Very Good

Excellent

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NUMBER 4 Name: ___________________________________________________________________________ Post: ___________________________________________________________________________ Department: ___________________________________________________________________________ Number of people working in this department: ____________________________________ Time spent on this job: ________________________________________________________ Describe a day in your life in as few words as possible: ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ Time taken to plan an event: _________________________________________________ Have there been complaints regarding billing? o Yes o No If yes, how do you deal with them? ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ Have you had any complaints regarding service? o Yes o No If yes, how do you deal with them? ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ How many internees do you have? ___________________________________________

NAINA RAISINGHANI PK 500

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Very Good

Excellent

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NUMBER 5 Name: ___________________________________________________________________________ Post: ___________________________________________________________________________ Department: ___________________________________________________________________________ Number of people working in this department: ____________________________________ Time spent on this job: ________________________________________________________ Describe a day in your life in as few words as possible: ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ Time taken to plan an event: _________________________________________________ Have there been complaints regarding billing? o Yes o No If yes, how do you deal with them? ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ Have you had any complaints regarding service? o Yes o No If yes, how do you deal with them? ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ How many internees do you have? ___________________________________________

NAINA RAISINGHANI PK 500

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Very Good

Excellent

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SUMMARY OF QUESTIONNAIRES 1. A large part of the day resolves around finding records when a customer needs to use/ edit them 2. Billing causes a major concern and is a definite area for improvement 3. Bills are usually edited and produced repeatedly after comparing with the data held in the file repeatedly 4. While the event planned is of high standards, the service provided in customer employee interactions are areas for improvement 5. While there is a sufficient number of employees to handle events – data searching inefficiencies means more need to be hired 6. This is one area in which the 5 internees hired help out usually 7. Due to privacy clauses internees usually don’t deal with the client directly but instead shadow professionals. 8. There are sufficient number of employees to handle events, not data management 9. Te current system is paper based (in the event planning department) and computerised too (in the Accounts department) 10. The company deals with around 15-20 events in a month 11. Around 20-25 customers are dealt with in one day 12. The time taken to find a customer’s record ten to fifteen minutes is too large 13. While the business is considered a large one the efficiency suggests it to be otherwise 14. The system was generally rated as inefficient, inaccurate and insecure 15. 3 of the 5 polled thought that the system was not user friendly while 2 disagreed 16. All employees believe strongly in the fact that a computerized system would help with these problems and that a computerized system would help improve service making the agency a top class venture.

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ORIGINAL INTERVIEW SCRIPT Please note: That these are questions I most definitely intend to ask, other questions may stem from those listed according to responses and therefore this list is provisional at best. Questions: 1. What department do you belong to? 2. What level of education have you gained? 3. What are your working hours like? 4. How many clients have you dealt with in the past one year? 5. Is the system in use manual or computerized? 6. If manual, what problems do you thing computerizing the system will bring about? 7. Is the system secure, if not how can it be made so? If accounts department: 1. How many people do you have working in this department? 2. How does your department record data? 3. How does your department store data? 4. How does the accounts department retrieve data when needed? 5. How does your department interact with the event management division? 6. Could you explain a normal interaction between you and a client? 7. How many people have access to the account related details that you store? 8. How long does it take to make a bill for the client? 9. How many times have bills been returned due to inaccuracies? 10. Main problems you have encountered while using your current system? 11. How do you believe these problems can be dealt with? 12. Any other point that you would like to clarify or mention? If event management department: 1. How long does each meeting with a client last for? 2. How many people are there in your department? 3. How do you record data? 4. How is data stored when not being used? 5. How is data retrieved when needed? 6. How do you deal with data loss? 7. How do you interact with the accounts department? 8. What is the client registration process? 9. How does the client pick what option he wants to select for flowers, chairs materials like that? 10. Main problems you have encountered while using your current system? 11. How do you believe these problems can be dealt with? 12. Any other point that you would like to clarify or mention?

NAINA RAISINGHANI PK 500

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INTERVIEW TRANSCRIPTS INTERVIEW 1: Name: Ms. Nasreen Bokutz Post: Creative editor Q: What level of education have you gained? A: I graduated from IBA in Karachi with an MBA; I also did my Bachelors from there. Q: What are your working hours like? A: for the rest of the company we have the usual 9 to 5 work hours, however I usually stay in longer till 9 or as per needed by the situation. However, note that many people take their work home or work from outside the office if meeting on location, or with suppliers. Q: Do employees take files out of premises? A: As the situation calls for we do let them take relevant files home. So that they can work at the suppliers or make sure no notes are missing. Q: Do you think you should continue letting them take it home? A: Well since the files contain very critical data like Nic details and credit card information – obviously not! However, we don’t have a choice in some situations. Q: How would you suggest we improve on that? A: I think we need to designate each employee a secretary so that they handle the note taking process and transcribe these notes in to the files when they return back to the office. Q: How many clients have you dealt with in the past one year? A: Many - uncountable however in the fiscal year 2009-2010 we dealt with 200 events of varied sizes and in many locations. Q: Is the system in use manual or computerized? A: It is a mix of the two while the event planning system is manual the accounts department is computerized. Q: What problems does the event management division’s manual system cause? A: Many! Since the system was mainly maintained manually on paper, many costs were incurred in the purchase of stationery supplies. This has negatively affected the profit that the company is able to make. This expense could be seriously reduced by computerizing the system. Since files are only checked when the need comes about any theft of a file remains unnoticed until a file is needed. This means that the probability of regaining the data is near nil. These are only to name a few. Q: Is the system secure, if not how can it be made so? A: It is secure in the fact that we trust our employees to not mishandle any data they are trusted with. However, what with important data just floating around for anyone to read, the system is most definitely not secure. If data could somehow be restricted to a relevant NAINA RAISINGHANI PK 500

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department via a password or something like that, these problems would be significantly improved. Q: What side of the company do you mainly oversee? A: The event management system definitely. Q: How long does each meeting with a client last for? A: If in the office each meeting lasts only one hour, however if on location or at the suppliers, it could go last from fifteen minutes to 15 hours! Depending on how quick the customer decides and how firm he is about it. Q: How many people are there in each department? A: Accounts department has 15 people, and the event planning department feature 20 people. And we have a total of 20 secretaries. Q: Are these many people enough for a large company like yours? A: At times during more hectic seasons it gets intimidating, while during a relaxed season that is what we all do – relax. So there is no definite way of putting it. Q: How do you record data? A: We have a large collection of files. When a customer comes in, we register him and a file is assigned to him. This sis irrespective of whether he is visiting us again. Then the file is labelled with the client’s name and event type. The file contains 50 pages which are used by the employee to record data from hence on till the event is finished. Q: How is data stored when not being used? A: We have a special storage room, which plays house to al the files not being used. It is divided into two sections, events finished with and events going on. Accordingly the files are stored. Q: How is data retrieved when needed? A: By searching for each file when the need presents itself. It takes about 15 minutes for a secretary to find a file which s why it is ideally done before an appointment begins Q: What if a client was to just walk in without prior announcement? A: Then he would be made to wait until the file was found after which he would go see the concerned employee. And if he is not available he must wait for him to free up or go home. Q: Why can’t another employee deal with him? A: Well initially, we used to follow that system switch around employees. However, there were writing complaints; notes made in a hurry tend not to be legible so another employee would not be able to read X’s writing. Due to this we restricted each event to one employee. Q: How do you deal with data loss? A: Well we have to start all over again and apologize profusely to the customer for the data loss. However having worked with the client, the employee usually remembers a lot of the stuff so that is not as difficult as it sounds. NAINA RAISINGHANI PK 500

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Q: What is your back up policy? A: We donâ&#x20AC;&#x2122;t have a hard and fast system. We photocopy all files every 6 months I believe. However since they are kept in the same place, they only complicate the search process. Q: How do you interact with the accounts department? A: I oversee their operations from time to time asking for a statement or report whenever I find fit. Q: What is the client registration process? A: When a client walks in seeking our services, they are given a form to fill in which asks them their contact details, payment details, event type and any preference in any category. A copy is kept sent to the accounts department and one is put in the file. Q: How does the client pick what option he wants to select for flowers, chairs materials like that? A: We have a catalogue of previous events with pictures of the various choices in each category then we copy down the code into the file. However in the case of florists the employee and the client set up a meeting whereby they go to the supplier same goes for location scouting. Q: Main problems you have encountered while using your current system? A: Changes in any previously made decisions are difficult to carry out because the change must be manually made and the employee must remember to inform the concerned authorities. If the employee forgets to warn the concerned people of the change the client has to stick with his decision. If the client experiences a change in certain necessary data like address or credit card number this change is only recorded on the file being used then, this means that there is a discrepancy in the data held in two different event files. Q: How do you believe these problems can be dealt with? A: Well by computerizing the system theses changes would be automatically made meaning they would be easy to refer to and there would be less chance of the client landing up with the wrong choice of flowers or invites. A computerized system would also deal with editing essential data so that department can also be dealt with. Q: Any other point that you would like to clarify or mention? A: No I think you have covered everything, I hope you successfully create a system that will address not only my problems but those of the other employees as well.

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INTERVIEW 2: Name: Mr. Khalid Razzaque Post: Head of Accounts Q: What department do you belong to? A: I am Head of the Accounts department. Q: What level of education have you gained? A: I studied finance at LSE. And I graduated from there as well. Q: What are your working hours like? A: The Company operates a strict 9:00 am arrive and 5:00 pm depart policy. The accounts department however has to stay late at the end of the fiscal season to get all the reports filed, etc. Q: How many clients have you dealt with in the past one year? A: Over 150 definitely Q: Is the system in use manual or computerized? A: Fortunately the accounts department is computerized however we deal with transcribing a lot of manually written data given to us by the event management sector. So the system as a whole is a combination of the two. Q: How do you produce a bill? A: When a client is first registered we get his details via for he fills at registration. When he finally decides to use the company’s services they officially come and register with us. Then they lay down a deposit for hiring our services, they also sign a contract. From henceforth every authorised action or charge is charged to their account. We make sure that the client has authorised the purchase by signing a receipt. Henceforth it is charged to their account and they receive a SMS verifying them of the purchase. At the end of the period of their dealing with us. A bill is produced which lists all paid and unpaid amounts and the unpaid amount is then paid up. Q: Is the system secure, if not how can it be made so? A: Well since everyone can just walk into storage of course it’s not secure. However the only solution is to lock the room giving only a few people the key. But what if those people aren’t around when information is needed? So each solution will have both pros and cons Q: How many people do you have working in this department? A: Exactly 22 people including me but excluding secretaries. Q: How does your department record data? A: We have a computerized system which records each transaction as it is listed after it is authorised. We keep a track of all authorization slips just in case they are needed. Our system gives us the ability to add, delete and search for all records Q: How does your department store data? NAINA RAISINGHANI PK 500

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A: We store data both manually in files (as back up) and electronically on hard drive. Authorisation slips and backups made once every 2 months are catalogued. Q. In a worst case scenario, what if both the files and the hard drive were to get nonexistent, then? A: Well then we would have to ask all the customers to present us with their transaction records again. Though we would have lost any data about closed events. This can cause problems while dealing with our income tax ventures Q: How does the accounts department retrieve data when needed? A: We run a search on the computer system for the client’s data. The relevant record shows up allowing us to edit or delete it. Q: How does your department interact with the event management division? A: Sadly the interaction between the two departments is very little, the system due to hand writing legibility issues – something you will come across with others also is highly inefficient. The two departments only interact when customers are bought in or when writing has to be clarified. In this case a lot of tension is caused Q: Could you explain a normal interaction between you and a client? A: Well, initially the client’s registration form is sent to us. However, we don’t add it because he is yet undecided about using our services. Once he has confirmed it he is then taken to the account department whereby he confirms all payment details and lays down a deposit to secure the company’s services. The details confirmed are: 1. Name 2. Contact details 3. Bank details 4. Payment option 5. Deposit to be made He is also asked to sign a contract which states: 1. The company is not responsible for any indecisions on the client’s part, 2. The company can’t be fired from the contract, 3. The company will keep all data secret, 4. Asks for full cooperation from client 5. Decides on financial details Q: How many people have access to the account related details that you store? A: Everyone in both departments can walk to a computer and access data. Q: How long does it take to make a bill for the client? A: Well since all the data is already stored it takes about five minutes to print a bill and confirm it. Q: How many times have bills been returned due to inaccuracies? A: Well on an estimate basis one in every ten bills is returned due to inaccuracies whereby the client has been overcharged or undercharged for a certain service

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Q: Main problems you have encountered while using your current system? A: The accounts department and the event management have access to data that do not apply to them making security a major concern. This means that every employee knows all; the data held about a specific client. Important and sensitive information like NIC number and credit card details are also available to all employees and the owner stated that at times employees tried to use this information to their advantage charging the credit cards for purchases the client did not OK on. Since all notes in files are made by hand the writing at time appears illegible to any other employee meaning that only one specific employee can deal with a whole account. And if this employee is then unavailable the progress of the billing remains halted. Q: How do you believe these problems can be dealt with? A: If a uniform system which is computerized is introduced in all departments, then all data is automatically shared with those who are reliable and hand writing will then definitely not present a problem. Q: Any other point that you would like to clarify or mention? A: No, if I do I will be in touch with you via email. Good luck with the rest of your project. I hope you come up with a solution.

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INTERVIEW 3: Name: Shehnaz Mazhar Post: Head of Event Management Q: What department do you belong to? A: I head the event management section. Q: What level of education have you gained? A: I graduated from Asia Institute of Fashion Design. Q: What are your working hours like? A: We are supposed to work from 9:00 to 5:00 however many of us have meeting off office premises in which case we might have to schedule those after these hours. Q: How many clients have you dealt with in the past one year? A: Well over 200 clients come in, but 150 stay for the ordeal of planning the event Q: Is the system in use manual or computerized? A: In the event planning department we have a manual system of box files which contain all event related notes. They look exactly like the one I was carrying when I walked in. Q: If manual, what problems do you thing computerizing the system will bring about? A: Well it would cause problems for those untrained in using a computer. However if the application is kept simple and straight forward I think employees should have no problem using it. Q: Is the system secure, if not how can it be made so? A: No the system is not secure in terms of the fact that the data is accessible by anyone who knows where the storage room is. I think place all current files in the concerned employee’s office under his lock and key and all closed accounts in the storage room with access by permission. Q: How long does each meeting with a client last for? A: On premise, it can’t last more than an hour. However off premises it all depends on what is to be done that. A mental check list is made and all things must be ticked off on it. Q: How many people are there in your department? A: Well I head over 20 employees and around 10 secretaries. Q: How do employees without secretaries’ function? A: Each employee, including me usually shares a secretary with another one. This because the secretaries usually spend time making appointments or searching for a file and so can relate to two employees at the same time. Q: How do you record data? A: When a customer comes in, we register him and a file is assigned to his current event. Each event – even if under the same client – would have a separate file. Therefore this is NAINA RAISINGHANI PK 500

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irrespective of whether he is visiting us again. Then the file is labelled with the client’s name and event type. The file contains pre-inserted pages which are used by the employee to record data from hence on till the event is paid for. Q: How is data stored when not being used? A: Data is stored in files which are kept in rooms in the back. Files related to closed accounts are kept together and files currently being used are kept together. This makes them slightly easier to find Q: How is data retrieved when needed? A: When a client comes in or before he does (if the secretary is free) the secretary related to the employee runs a manual search for the file. Q: How long does this approximately takes? A: Well this can take from anywhere from ten to fifteen minutes. Q: How do you deal with data loss? A: We immediately inform the client about all data loss. From hence forth the meeting is extended as we try to record all the data over again. Hopefully at times the customer makes a record of all transactions so that eases the load on us. Q: Is the client able to break away from your company n case all data is lost? A: Yes however he must give us a week’s notice in this case and we keep the deposit t o pay all the bills and for our services up till that point. Q: How do you interact with the accounts department? A: We only interact with the accounts department when the need presents itself – for example to analyze writing (it can be quite illegible when written in a hurry) Q: What is the client registration process? A: The client is asked to fill in a form when he first comes in. He’s asked to answer fields like: 1. Name 2. Contact details 3. Event type 4. Any preferences in flowers, food, decoration, other – the client is further on asked to state the preference as well 5. Payment Option (credit card, bank draft, cash) 6. Credit card details’ or other payment option’s details Q: How does the client pick what option he wants to select for flowers, chairs materials like that? A: He can make different choices in three ways: 1. He could pick things from the catalogue we show him of past events – however this restricts him in choices. 2. He will be escorted to our trusted suppliers where they will choose from all that our suppliers have to offer NAINA RAISINGHANI PK 500

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3. If he has a specific choice like roses and wonâ&#x20AC;&#x2122;t change it or a clipping or an heir loom then its automatically noted down Q: Main problems you have encountered while using your current system? A: Since the system was mainly maintained manually on paper, many costs were incurred in the purchase of stationery supplies. This has negatively affected the profit that the company is able to make. This expense could be seriously reduced by computerizing the system. This expense of stationery was usually passed on to the customer during the billing process; this made the venture expensive for the clients. Also since all data is maintained on files, they are liable to get lost, due to this more time must be sent re-entering all the necessary data. This has proved to be an annoyance for both the customer and the employee and is an expensive process for both also. Q: How do you believe these problems can be dealt with? A: A computerized system would really solve all these problems because les cost would be passed onto the customer. And if a customer wants a copy we can easily print it out. Also backing up I believe would be easy. But you would know better about that. Q: Any other point that you would like to clarify or mention? A: No thank you and good luck with your project. Have a good day!

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INTERVIEW 4: Name: Asha Siddiqui Post: Secretary (Event Management Division) Q: What department do you belong to? A: I am a secretary in the event planning sector Q: What level of education have you gained? A: I have completed my inter from a local school in Karachi Q: What are your working hours like? A: The usual as are every come in by 8:30 am leave by 5:30 pm Q: How many clients have you dealt with in the past one year? A: More than 200 clients a year easily Q: Is the system in use manual or computerized? A: We use paper here in this sector; however the accounts division uses computers Q: If manual, what problems do you thing computerizing the system will bring about? A: I don’t think it will cause problems, s all secretaries are computer efficient that is one of the requirements for being hired – computer literacy Q: Is the system secure, if not how can it be made so? A: Everyone gets access to the data, so it is not secure. However locking up the storage shall solve this problem. And have a peon standing there with a book everyone who comes in should sign in and out and write the file name which he takes out. Q: How long does each meeting with a client last for? A: Not more than one hour, don’t know how long meetings outside lasts though. Q: How many people are there in your department? A: Over 30 people Q: How do you record data? A: The event planner records it in the files Q: How is data stored when not being used? A: It’s taken back to the storage room and put in the nearest shelf Q: How is data retrieved when needed? A: A secretary like me is sent to search for it Q: What is the client registration process? A: He fills a form – one copy goes to the accounts department and one to us Q: Main problems you have encountered while using your current system? NAINA RAISINGHANI PK 500

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A: nothing you havenâ&#x20AC;&#x2122;t covered Q: Any other point that you would like to clarify or mention? A: No thank you very much!

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SUMMARY OF INTERVIEW From the people interviewed I was able to gain the following information about the system: 1. Security of the critical data is an important concern – since files can be viewed by anyone and there are no main security features 2. The company’s image suffers due to inefficiencies – inaccuracy of data, reliability of files and security of data 3. Billing causes a lot of problems – since bills have to be produced repeatedly due to inaccuracies in billing 4. The company employees are greatly interested in a computing system – due to the elimination of files and ease of use 5. Many files are being taken out of premises – security problems 6. Files have been lost in the past - this had set back the event planning process since notes get lost 7. The company does well in terms of number of clients visiting 8. Legibility of writing was identified as a problem by nearly everyone 9. People generally seemed eager to get rid of the file system 10. Integration between the two departments had to be improved – so as to make the system more efficient 11. Time taken to find a file proves to be a great annoyance 12. Secretaries spent major of their time looking for files – average time was ten to fifteen minutes 13. The inconsistency in the systems used – accounts uses a computerised system while event management system uses paper based system was seen as unfair 14. Interaction between the two departments is minimal and only done for the purposes of billing – lack of cooperation causes more efficiency problems

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HOW THE CURRENT SYSTEM WORKS Registration: A form is given to the clients (see overleaf.) The client is asked to fill in details such as: 1. Name 2. Address 3. Phone Number 4. Sex 5. Event type 6. Any preferences in flowers, food, decoration, other – the client is further on asked to state the preference as well 7. Payment Option (credit card, bank draft, cash) 8. Account details 9. Credit card details’ A copy of this is sent to both the accounts department and the employee (it is put into the file.) In the first meeting, the client is given a demo of the previous events so that he gets a better ides a of the company’s capability. Until now he doesn’t need to make a commitment to the company. Instead he is given some time to decide. In the next meeting (assuming the client picks the company) the client is given a more detailed form to fill in regarding his choices in any fields. These are: 1. Flowers 2. Location 3. Food 4. Table settings 5. DJ 6. Decorations 7. Stage 8. Guest list 9. Party favours He may take this home and bring it with him in the next meeting. At the meeting itself the client and the employee collaborate to decide the invitations since they are of immediate importance. He is then taken to the account department whereby he confirms all payment details and lays down a deposit to secure the company’s services. The details confirmed are: 1. Name 2. Contact details 3. Bank details 4. Payment option 5. Deposit to be made He is also asked to sign a contract which states: 1. The company is not responsible for any indecisions on the client’s part, 2. The company can’t be fired from the contract, 3. The company will keep all data secret, 4. Asks for full cooperation from client 5. Decides on financial details Over the next few meeting the clients and the employee fine tune all details regarding the events. The client is given the option to change his choice however one week before the NAINA RAISINGHANI PK 500

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event is the deadline for such changes after which no change can be made to his choices. This because afterwards making a change becomes hard. In the final week up to the event the client and the employee go on location ensuring that all is set up for the event. After the vent is over, the client steps into the office for the last time. He is asked to pay the rest of the money owed to the company. He also fills in a questionnaire detailing the satisfaction in service: These are fields such as: 1. Name 2. Event type 3. Satisfaction with event 4. Satisfaction with employee 5. Any changes to be suggested?

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CURRENT USERS OF THE SYSTEM The current users of the system are as follows: 1. Event planners: They are the most in touch with the manual – paper – system since they are responsible for planning the events. They keep track of any changes made in the event details and are held liable if the customer doesn’t get the emend product desired. 2. Assistants to event planners: They work in tandem with the event planners and are training under them. They are responsible for returning the files to their safe hold once the planners are done making changes and perusing the files. They are also responsible for retrieval. In many cases of loss of data they are held liable. 3. Accountants: The only group of people who have access to a computerized system, their correspondence with the customer is restricted to filing payment information, issuing receipts etc 4. Receptionists: They are the first ones to gain access to the customers, they issue them the first admission slip and ensure that assistants are informed well in time to go find the relevant customer’s file and retrieve it. 5. Suppliers (indirectly): They need for the system to be up to date to retrieve order information and information related to their payments 6. Customers (indirectly): They need for the system to be up to date so that their event (the end product) is exactly as per requested. They also need for the information to be secure above all since the files carry sensitive information.

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ADVANTAGES OF CURRENT SYSTEM I was able to identify the following advantages with the way the system was currently structured: 1. Most of the employees working here have limited computer expertise â&#x20AC;&#x201C; especially the receptionists, etc and are moreover used to the current system, it will take them time to get used to the new software 2. While eager for change, a new system would require training and time and would create difficulties, the time taken to train individuals would mean less time spent on current projects which could decrease customer satisfaction. 3. Since the new software will not be hundred percent error free it will need updating, the current system is hassle free since the users know how to get around the current problems and are used to them 4. Although the current system is ineffective, the simplicity of the overall system and its length in practice means that the users are well aware of their tasks and limitations, further complicated processes would confuse all users as they will now be unaware of their job restrictions.

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PROBLEMS IN THE CURRENT SYSTEM After evaluating the system both during my internship and during the analysis stage of the development of the program I was able to identify the following problems in the current system. They can be divided into the following fields: Expense incurred Security Inefficiency Problems with accuracy of data The problems are listed below: 1. Since the system was mainly maintained manually on paper, many costs were incurred in the purchase of stationery supplies. This has negatively affected the profit that the company is able to make. This expense could be seriously reduced by computerizing the system. 2. This expense of stationery was usually passed on to the customer during the billing process; this made the venture expensive for the clients. 3. Also since all data is maintained on files, they are liable to get lost, due to this more time must be sent re-entering all the necessary data. This has proved to be an annoyance for both the customer and the employee and is an expensive process for both also. 4. Also if the data is lost the customer deserves a refund (as per company rules) which cuts down on profits 5. Since the data is available only on files they are accessible to everyone. This makes security a very big problem. Everyone can gain access to the data. Since this violates the clientâ&#x20AC;&#x2122;s right to secure data this is a major worry for the CEO. 6. Since files are only checked when the need comes about any theft of a file remains unnoticed until a file is needed. This means that the probability of regaining the data is near nil. 7. Since the company represents many multinational and governmental organizations, security of data is vital. However since everyone has access to data security is not guaranteed. 8. The accounts department and the event management have access to data that do not apply to them making security a major concern. This means that every employees knows all; the data held about a specific client 9. Putting the file under lock and key is not a viable solution since files are checked out regularly. This means that those lower in ranks may also obtain the data. 10. Important and sensitive information like NIC number and credit card details are also available to all employees and the owner stated that at times employees tried to use this information to their advantage charging the credit cards for purchases the client did not OK on. 11. The current system was also rated as inefficient; since all data is held in files which arenâ&#x20AC;&#x2122;t labelled properly it often takes a lot of time to access these files. Secretaries are sent out looking for file 15 minutes prior to an appointment. And if a customer appears without notice he must be made to wait until the file is accessed. This further on reduces client satisfaction. NAINA RAISINGHANI PK 500

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12. If discounts were offered to customers (discounts may be offered to regular clients or relatives of employees) a record of this discount was difficult to make due to which the client were usually not able to avail this discount at the end. 13. Since all notes in files are made by hand the writing at time appears illegible to any other employee meaning that only one specific employee can deal with a whole account. And if this employee is then unavailable the progress of the project remains halted. 14. If the client experiences a change in certain necessary data like address or credit card number this change is only recorded on the file being used then, this means that there is a discrepancy in the data held in two different event files. 15. Due to this illegible writing the accounting department says that they find it hard to make out the information stated, this contributes to inaccuracy of data held in the system. 16. Many employees in the company arenâ&#x20AC;&#x2122;t trained to use the accounting software which means that in the absence of the accounting department data is not available at hand which frustrates customers at times, 17. Changes in any previously made decisions are difficult to carry out because the change must be manually made and the employee must remember to inform the concerned authorities. If the employee forgets to warn the concerned people of the change the client has to stick with his decision. 18. Data redundancy also occurs as similar data is entered on multiple occasions making reading the file a frustrating experience. 19. Since there is no particular order in taking notes in the files, there is a complete lack of organization, this makes later review of data a particularly frustrating experience. 20. In the past fires have affected data by causing data loss, since there hardly and copies of data is lost permanently. 21. The companyâ&#x20AC;&#x2122;s back up policy consists of photocopying the files every six months due to which any unforeseen event in between will cause a complete loss of data.

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ORIGIN OF DATA Currently data held by the system follows the following pattern: Registration Form Name NIC details Age

Account Department Name NIC details Age

Event Management Name NIC details Age

Address

Phone Number

Email address

Event type Budget Date of event Time of event Preference in any choice Number of guests Payment option Account details Credit Card details

Event type Budget Date of event Time of event Payment option

Event type Budget Date of event Time of event Preference in any choice Payment option Account details Credit Card details Invitation choice Flower choice Music choice Miscellaneous entertainment Location Table setting Guest list Food Furniture to be used Stage details Party favours

Account details Credit Card details Advance laid down Discount offered Waiver signed?

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Questionnaire Name Event type Satisfaction with event Satisfaction with service Any changes suggested Any change in supplier

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DATA FLOW DIAGRAMS CONTEXT LEVEL

Requests services

SUPPLIER

CUSTOMER

Delivery report

Plans events Purchase order

Event management system Assigns a planner Checked invoices and customer details

ACCOUNTS DEPARTMENT

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Reports bills

Plans the event

EVENT PLANNERS

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LEVEL ZERO

SUPPLIERS

CUSTOMER Provides goods

Event file

Provide feedback

Customer file

Handle all events

Produces a bill

ACCOUNTS DEPARTMENT

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Profit and loss statement

PLANNERS Profit and loss calculator

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LEVEL 1.1 1.1 Handling all events

1.1.1 Fills in a form

Customer

1.1.2 Selects from a demo

1.1.3 1.1 1.1 Sent to accounts department

1.1.4 Sign contract

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Billing file

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LEVEL 1.2

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LEVEL 1.3

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LEVEL 1.4

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LEVEL 1.5

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ORGANIZATION STRUCTURE

C.E.O Frieha Altaf

Creative Editor

Nasreen Bokutz (Karachi Branch)

Head of Accounts

Accounting clerks

Head of Event Management

Secretaries Peons

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Event Planners

Secretaries Peons

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ANALYSING ALTERNATIVE SOLUTIONS While analysing the current system I was also able to identify other possible solutions. They are: 1. Making a more efficient manual system: This is whereby proper stationery is developed for the company with highlighted fields; these can be filled in manually by the employee as he works with the client. The advantages would be similar to implementing a computerized system. However certain problems were identified with this solution as well. Advantages Data would be maintained more efficiently Data could be retrieved, deleted or added more efficiently Searching for data would be easy

Disadvantages Printing would be expensive Papers could be lost Back up would still be difficult Security issue would not be solved Finding a file would still be difficult Everyone would still have access to all the data

2. Hiring more secretaries to deal with record finding and updating While this would help reduce the load of work around the office by specializing tasks, costs would raise causing profits made by the company to fall drastically. Also everyone would become too dependent on these secretaries and any absence would cause great inefficiencies in the working for the company. 3. Data be kept under lock and key This will help the situation by introducing security and restricting the data access to only a few people. However, it would make the situation inconvenient for all present as the person with lock and keys will have to be disturbed frequently whenever access to any file.

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REQUIREMENT SPECIFICATION PROPOSED SYSTEM OBJECTIVES AND CONSTRAINTS Objectives: 1. it should enable users to add new record easily 2. It should allows users to delete records of customers wrongly added 3. It should allow users to edit current records and save these changes 4. It should allow the use to search for current records 5. It should be password protected 6. Should allow the user to view a report containing all events 7. Should allow the user to view a report containing records of all customers 8. Should allow the user to view a report containing a records of all services provided 9. Should allow the user to view a report containing a record of all upcoming events 10. Allow the user to make a bill 11. Allow the user to make a profit and loss statement 12. Be able to navigate to the last and the first record 13. Be able to navigate from one record to another Constraints: 1. The system is not on a network yet â&#x20AC;&#x201C; due to this one computer canâ&#x20AC;&#x2122;t be connected to the others 2. Since the system is not online computers in branches all over the country cannot be connected either. 3. Since the log in screen appears only at the beginning, once someone has gained access they will have access to all files related to it. PROPOSED SYSTEM DATA MODEL I have proposed a Relationship Database Management System. Since this will allow us to form varied relationships between different files such as: 1. One to one 2. One to many (Billing to Profit and loss calculator) 3. Many to many (Customer to event and Event to service and customer to service)

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DETAILED DATA REQUIREMENTS Customer

Events

Services

Billing

Customer ID Customer Name NIC details Address

Event ID Event Type

Service ID Service Type

Customer ID Event ID

Description

Description Charges

Service Type Customer Name Event Type

Phone Number

Profit and Loss calculator Total income Location charges Service Charges Labour Charges Miscellaneous charges Total charges

Total service charges Fixed charges Profit Other Loss charges Total charges Advance Payable

PROCESS MODELS AND DETAILED PROCESS I have suggested an iterative model for constructing this project. This means that we can go back to the previous step of the project if we fail at the current step. Also everything is documented and signed by both the analyst and the client – due to which proof of any decision carried out is available. However it is true that in such s system the user is too involved in every step. STORAGE REQUIREMENT The system as a whole will be stored on a hard disk with backups being made on DVDs periodically. The program is to be stored on one section of the hard disk and kept away from all other data held on the computer system. NETWORK REQUIREMENT I will propose a start topology while connecting all computers because of the advantages it presents: 1. Easy to set up 2. Easy to add/remove computer 3. One computer break down doesn’t affect others NAINA RAISINGHANI PK 500

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4. Speed for each computer is unaffected by traffic 5. Data has a direct link to the server - secure

DIALOGUE AND INTERFACE REQUIREMENT I have proposed using a WIMP (Windows, Icons, Menu and Pointers) interface. This because: 1. It is easy to understand 2. Little training of staff will be required 3. View will be pleasing 4. Related operations will be together – easy to find PROGRAMMING REQUIREMENT 1. Operating system: Windows XP minimum 2. Database package: MS Access User friendly software – easy to command and easy to operate help always available Compatible with Visual basic – and since the front end of the operation is Visual Basic – it makes situations ideal Easy to store data – in a organized manner It is easy to create tables It is easy to mark keys as standard, primary, foreign or composite It is easy to create relationships between tables The size, data type and other properties of each field can be easily specified 3. Programming language (front end): Visual basic Easy to use for front end operations User friendly easy to make the interface by dropping options onto the screen Software assist us in writing the codes Allows designing of reports which look professional with minimum hassle Easy to change – in case the current system is not working out – just press delete Easy to code as the coding remains standard for standard operations Data combo tool helps us as it ease the process of connecting MS access to Visual Basic Allows the user to browse through the various record easily – by creating buttons to that effect Validation checks can be sued to ensure that the data is checked as it is entered Log in screens allow restricted access to the program itself. UPDATING AND BACK UP SCHEDULE I would suggest backing up information on all detail should in the computer system once very week, as in the event of data loss nearly all of it will be recovered NAINA RAISINGHANI PK 500

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I would also suggest an archiving solution whereby all closed events are archived every 6 months since nearly every event is wrapped up in 6 months AMOUNT OF STORAGE SPACE REQUIRED The system will not require a large amount of storage space as the program itself requires 1 MB space however installing MS Access and Visual Basic will require space on the system. Also the database back end operation will also take some space therefore I would suggest that 4 GB of hard drive space be made separate for the running for the program. TYPE OF FILE ORGANIZATION We will be using direct access to organize the data. This as: 1. it will be easy to search for data 2. it will be easier to edit data 3. It will be easy to save data 4. Storing data will be easier 5. Since the hard disk uses direct access – so it is the only option available HARDWARE REQUIREMENT The following hardware is suggested: 1. Pentium IV processor: the processor fulfils all the requirements needed for the suggested system to operate. The process is fast and not yet obsolete 2. 256 MB RAM: It is cheap and since it only has to support the operating system and the software, a large amount of space is not needed 3. 80 GB hard disk: The space available on this hard disk is large and can continue to be used for the upcoming many years. It is also economical since you won’t have to buy a new hard disk every few months. 4. DVD RW – Will support the running of software on both DVDs and CDs. Also data can be backed up onto DVDs if USBs are not available 5. Printer (laser or ink jet): It is fast economical and the ink won’t dry out. Also it is doesn’t contribute to the noise pollution – which will keep the environment work friendly 6. Monitor (LCD): The monitor is easier on the eye than is the normal screen. Also occupies less space that does a CRT monitor. 7. Mouse: To navigate between fields – easier than to navigate using keyboard 8. Keyboard: To fill in data into the fields 9. UPS: Since the electricity laves frequently in Pakistan – this will prevent any data loss due to power breakages and data can be saved. Separate UPS for each computer means the computers can operate even when there is no light for a small cost. 10. 4.7 GB DVDs: To back up data periodically. They do not need tom be formatted and are portable. They are also more durable as compared to CDs

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SOFTWARE REQUIREMENT 1. Operating system: Windows XP minimum 2. Visual Basic 3. MS Access 4. Driver software to install the following: Printer DVD RW Any other external hardware attached to the computer

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REQUIREMENTS As observed from the data collection stage, the users of the system require for the following specifications to be met: 1. Security system should be made more efficient â&#x20AC;&#x201C; data should be limited in access 2. The backup policy should be improved 3. No hand written notes should be used now in the new system 4. Data should take less time to find than usually does 5. System should be user friendly 6. No employees should be fired 7. Data can be available to print 8. Data should be easy to edit or delete 9. New data should be easy to add 10. Bill should be automatically produced 11. Any wrong data should be impossible to enter 12. Data loss should be easy to handle 13. Data should not need to be entered more than once 14. The new system should allow for changed to be easily implemented 15. Navigation should be made easier

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SYSTEM FEASIBILITY TECHNICAL FEASIBILITY HARDWARE COSTS Serial No 1 2 3 4 5 6 7 8 9 10 11 12 -

Hardware requirement Intel Centrino 2.0 GHz with motherboard 512 Mb DDR RAM 40 GB hard druve HP DVD RW Monitor Standar QWERTY keyboard PS/2 Mouse HO Deskjet printer Modem A dozen blank DVD RWs A stack of 500 A4 size sheets Wireless internet connection Total

Unit Price Rs 10000 Rs 1000 Rs 1000 Rs 2500 Rs 10000 Rs 200 Rs 200 Rs 3000 In built Rs 1000/ per dozen Rs 300/ 500 sheets Rs 2000/ month Rs 31200

Software requirement Microsoft Windows XP MS Visual Basic MS Access 2007 Total

Unit Price Rs 2000 Rs 3000 Rs 3000 Rs 8000

SOFTWARE COSTS Serial No 1 2 3 -

While the eventual set up costs will be high as per seen above. These are all onetime costs with few running charges from then on. Also due to increased efficiency and decreased paper trail the system will be seen as less consumptive of capital in the long run as compared to a manual system.

OPERATIONAL FEASIBILITY The system is fairly easy to use, no specialized training is not required, this because the system is user friendly with a GUI (Graphical User Interface) format. The excess space used up by files and papers would be eradicated making the process less cumbersome, making the system more hassle free and easy to operate. However some training and time will be required to be spent on the project to make sure the users are well acquainted with the program.

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NATURE OF SOLUTION The suggested solution is a program that will be created in Visual Basic. Its back end will be created and managed by MS Access. During the interviews, each of the people who would be affected by the suggested system stated that the following features needed to be in the new software created: 1. The ability to search for data 2. The ability to add new records 3. The ability to edit data 4. The ability to save edited data 5. The ability to delete data 6. The ability to navigate within records 7. The ability to view reports of certain records 8. The ability to calculate and produce bills The program will have a main log in screen to gain access to the program as a whole. From then on the user can use the main menu to navigate to different screens depending on the action he/ she would like to perform. From then on the user may navigate to the EVENTS, CUSTOMERS, SERVICES, REPORTS, PROFIT AND LOSS CALCULATOR and BILLING. When he navigates into EVENTS, CUSTOMERS and SERVICES, he may ADD, EDIT, SAVE, SEARCH, CLEAR, and DELETE any records. He may also CANCEL any current work or RETURN TO MAIN MENU. When in BILLING the user can combine all information, and create a bill which will include all fixed costs and variable costs to produce a bill per event conducted. In PROFIT AND LOSS CALCULATOR the user can calculate the revenue for a specific term. In REPORTS the user can choose from a host of options and view the results in the form of a report.

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INTENDED BENEFITS The user will be able to obtain the following advantages from the new system: 1. The new system will be completely computerized. The event management company will not be expected to maintain any data on paper. Due to this the following problems will be eliminated: This expense of stationery was usually passed on to the customer during the billing process; this made the venture expensive for the clients. Also since all data is maintained on files, they are liable to get lost, due to this more time must be sent re-entering all the necessary data. 2. There will be security as only people with the log in user name and password will have access to all the data. 3. Data will be easy to search for, as the user will only have to enter the search parameters and the computer will display the result within milliseconds 4. It will be easy to add data, as it will be as simple as entering data into the required fields and clicking ADD 5. It will be easier to edit data as the user will have to run a search for the record to be edited, make the required changes and then click SAVE 6. It will be easier to delete data as the user will have to run a search for the required record and then confirm his preference to delete the record. 7. Producing bills will be easier as the computer will be performing all the required calculations 8. Since all the data will be held in consistent font which is legible to all, there will be no problem of interpreting data wrong. 9. Since all data is held on one central system â&#x20AC;&#x201C; a change made here will be reflected in all records. 10. Since the system is made in a Graphical User Interface it will be easy to use â&#x20AC;&#x201C; there will be no need for extensive training of personnel. 11. Since all data is contained in relevant fields it will be easier to find information within a certain record. 12. As long as data is backed up frequently and the suggested back up strategy is followed, the data will remain secure.

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LIMITS OF THE SCOPE OF THE SOLUTION LIMITATIONS OF SUGGESTED SOLUTION While the suggested solution of a program in Visual Basic with a back end in MS Access presents many possible advantages it also presents a few disadvantages. These are as stated below: 1. Since the user name and password are only requested at entrance, if the application is left logged in, any one will gain access to all the data 2. Since security is only present at the entrance, any person with the user name and password gains access to all data. 3. The program can only be accessed by one user at a time 4. Even after a long period of inactivity whereby one leaves the computer unhandled, the program remains open, meaning any new person (without security clearance) can access the data. The user would much rather prefer a system whereby after a fixed period of lack of activity the program automatically logs out. 5. Since the application has not been linked to a printer, the data cannot be printed out at this stage. This means that users will have to refer to a computer screen at all times. 6. Since the software is not networked, all data will have to be held on one central computer only, data from different computers can’t be merged. 7. Since the software is not connected to a network branches of the company all over the country cannot be linked together. 8. Since all the data will be held on a computer – it means that particular will face heavy usage. 9. Also since all the data is held on one central computer, means during peak times, people will have to wait to gain access to data – meaning customers will have to wait. 10. Since the software is not connected directly to a credit card machine – transactions won’t be dealt with using this software. 11. Since the software is not connected to a credit card machine, the customer can’t use any special policies from his credit cards (such as reward points, etc.) to pay for the services.

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ESTIMATED FILE SIZE Billing No. 1 2 3 4 5 6 7 8 9 10 11

Name CustomerID EventID ServiceType CustomerName EventType TotalServiceCharges FixedCharges OtherCharges TotalCharges Advance Payable

Type Text Text Text Text Text Currency Currency Currency Currency Currency Currency

Width 15 15 20 40 15 8 8 8 8 8 8

Size of one record=153 bytes Number of records=1000 Size of one file=153000 bytes Overflow=10% x 153000 = 15300 bytes Total size of file=(153000+15300) bytes = 168300 bytes = 164 kilobytes Customers No. 1 2 3 4 5

Name CustomerID CustomerName NIC Address PhoneNumber

Type Text Text Text Memo Text

Width 15 40 25 50 15

Type Text

Width 15

Size of one record= 145 bytes Number of records=300 Size of one file= 43500 bytes Overflow=10% x 43500 bytes = 4350 bytes Total size of file= 47850 bytes = 47 kilobytes Employees No. 1 NAINA RAISINGHANI PK 500

Name EmployeeID

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2 3 4 5

EmployeeName EmployeeNIC EmployeeAddress EmployeeRemarks

Text Text Memo Memo

40 25 50 250

Type Text Text Memo

Width 15 25 250

Type Currency Currency Currency Currency Currency Currency Currency Currency

Width 15 15 15 15 15 15 15 15

Size of one record= 380 bytes Number of records=50 Size of one file=1900 bytes Overflow=10% x 1900 bytes = 190 bytes Total size of file= 2090 bytes = 2 kilobytes Events No. 1 2 3

Name EventID Name/Type Description

Size of one record= 290 bytes Number of records= 100 Size of one file=29000 bytes Overflow=10% x 29000 bytes = 2900 bytes Total size of file= 31900 bytes = 31 kilobytes Profit and Loss calculator No. 1 2 3 4 5 6 7 8

Name TotalIncome LocationCharges ServiceCharges LabourCharges MiscellaneousCharges TotalCharges Profit Loss

Size of one record= 120 bytes Number of records=100 bytes Size of one file=12000 bytes Overflow=10% x 12000 bytes = 1200 bytes Total size of file= 13200 bytes = 13 kilobytes Services NAINA RAISINGHANI PK 500

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No. 1 2 3 4

Name ServiceID ServiceType Description Charges

Type Text Text Memo Currency

Width 15 25 200 8

Type Text Text Text Text Currency

Width 15 15 15 15 8

Size of one record= 248 bytes Number of records= 100 Size of one file=24800 bytes Overflow=10% x 24800 bytes = 2480 bytes Total size of file= 272800 bytes = 266 kilobytes Temp No. 1 2 3 4 5

Name CustomerID EmployeeID EventID ServiceID Charges

Size of one record= 68 bytes Number of records= 1000 Size of one file=68000 bytes Overflow=10% x 68000 bytes = 6800 bytes Total size of file=74800 bytes = 73 kilobytes Total size of database = 168300 + 47850 + 2090 + 13200 + 31900 + 272800 + 74800 = 610940 bytes = 597 kilobytes

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GANTT CHART

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INPUT DESIGN

Fig 1 – Log in screen

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Fig 2 – Main Menu

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Fig 3 – Employees Menu

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Fig 4 – Events Menu

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Fig 5– Services Menu

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Fig 6– Customers Menu

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Fig 7– Profit and Loss Calculator

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Fig 8– Billing Menu

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OUTPUT DESIGN

Fig 9– Reports Menu

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DATA STRUCTURES/ MODELS Entity Relationship Diagram:

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DATA STRUCTURE Billing No. 1 2 3 4 5 6 7 8 9 10 11

Name CustomerID EventID ServiceType CustomerName EventType TotalServiceCharges FixedCharges OtherCharges TotalCharges Advance Payable

Type Text Text Text Text Text Currency Currency Currency Currency Currency Currency

Width 15 15 20 40 15 8 8 8 8 8 8

Name CustomerID CustomerName NIC Address PhoneNumber

Type Text Text Text Memo Text

Width 15 40 25 50 15

No. 1 2 3 4 5

Name EmployeeID EmployeeName EmployeeNIC EmployeeAddress EmployeeRemarks

Type Text Text Text Memo Memo

Width 15 40 25 50 250

No. 1 2 3

Name EventID Name/Type Description

Type Text Text Memo

Width 15 25 250

Customers No. 1 2 3 4 5 Employees

Events

Profit and Loss calculator NAINA RAISINGHANI PK 500

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No. 1 2 3 4 5 6 7 8

Name TotalIncome LocationCharges ServiceCharges LabourCharges MiscellaneousCharges TotalCharges Profit Loss

Type Currency Currency Currency Currency Currency Currency Currency Currency

Width 15 15 15 15 15 15 15 15

No. 1 2 3 4

Name ServiceID ServiceType Description Charges

Type Text Text Memo Currency

Width 15 25 200 8

No. 1 2 3 4 5

Name CustomerID EmployeeID EventID ServiceID Charges

Type Text Text Text Text Currency

Width 15 15 15 15 8

Services

Temp

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PSEUDO CODES MAIN MENU START Initialize Variables and Environment Do While True Begin Display Menu Options 1: Employee 2: Events 3: Services 4: Customers 5: Billing 6: Profit and loss statement 7: Reports 8: Return to log in 9: Exit End(Display of menu options) Input Choice Do Case Case Choice=1 Do Employee Case Choice=2 Do Events Case Choice=3 Do Services Case Choice=4 Do Customers Case Choice=5 Do Billing Case Choice=6 Do Profit and loss statement Case Choice=7 Do Reports Case Choice=8 Do Return to log in Case Choice=9 Close all files Clear all variables

Endcase Enddo END

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EVENTS MENU NEW Routine cmdnew START Initialize Variables and Environment Use dbevent Input Event ID Search for Event ID in the dbevent Table IF Found Output ’Event ID already exists’ ELSE Input ‘Event name, Event ID, Name/ Type, Description.’ Validate the data If any error then output “Error Message” ENDIF INPUT ‘Do you want to save This Record’ IF answer is ‘Yes’ Write ‘Event name, Event ID, Name/ Type, Description to dbevent.dbf ENDIF EDIT Routine cmdedit START Initialize variable and environment Use dbevent Do While True Input Event ID Search for Event ID in the dbevent table IF Not Found Output ’Record not found’ ELSE Display ‘Event name, Event ID, Name/ Type, Description.’ Update fields INPUT ‘Do you want to save Changes’ IF answer is ‘Yes’ Write Changes to dbevent.dbf ENDIF ENDIF INPUT ‘Do you want to Edit more Records’ ENDDO

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SEARCH Routine cmdfind START Initialize variable and environment Use dbevent Do While True Input Event ID Search for Event ID in the dbevent table IF Not Found Output ‘Record not found ELSE Display ‘Event name, Event ID, Name/ Type, Description.’ Close all files Clear all variables Return to main menu ENDIF ENDDO DELETE Routine cmddelete START Initialize variable and environment Use dbevent Do While True Input Event ID Search for Event ID in dbevent.dbf IF Not Found Output ‘Record not found’ ELSE Display ‘Event name, Event ID, Name/ Type, Description.’ INPUT ‘Do you want to Delete this record’ IF answer is ‘Yes’ Delete record Write Changes to dbevent.dbf ELSE Close all files Clear all variables Return to main menu ENDIF ENDDO NOTE: Please note that the SAVE button is incorporated into the EDIT button NAINA RAISINGHANI PK 500