NAME : CUNDASAMY DEVI

INDEX NUMBER : MU 136 /

TITLE OF PROJECT : VIDEO CLUB

SCHOOL : UNITY COLLEGE, ROSE BELLE

1
2
1. INTRODUCTION

Mr Jaazy deals in the sale and rent of films and games. He is the Director
and owner of the “Texas Entertainment Company Limited”. The Video
Club is situated at Saint Paul, Phoenix. It was founded in 1994. There are
three persons who assist Mr Jaazy in the functioning of the business. It
includes his wife, son and an employee, Mr Yash. These people are
responsible for the proper management and the day-to-day running of the
“Texas Entertainment” Video Club, that is, the sale and rent of films. Mr
Jaazy’s son controls all the finance of the business while Mr Yash deals
mainly in the importation of original CDs from foreign countries.

During weekdays, the Video Club normally opens at 9.00 a.m. and closes
at 8.00 p.m. On Sundays and public holidays, it opens at 9.00 a.m. and
closes at 1.00 p.m. Around 500 regular customers are subscribed at the
Video Club. Mr Jaazy receives approximately 600 customers monthly and
7000 annually.

Sometimes Mr Jaazy has problems with careless customers. Fortunately,

these minor problems are easily tackled through proper and
straightforward discussion with the customer. Since Mr Jaazy’s business
operates in the manual mode, he usually faces many problems, e.g., entries
and other information regarding the product on sale/rent take longer time
to be searched and added. Some months ago, Mr Jaazy has decided to
computerize his business as he has been facing various problems with the
manual databases. This has been resulting in serious consequences. As
such he has requested my assistance in his business review process.

3
2.1 Flow of data in the actual System

4
Mr Jaazy normally opens his Video Club at 9.00 a.m. in the morning. As
soon as the Video Club is opened, his wife, son and his employee, Mr Yash
join in to help him in his usual task. Mr Jaazy is responsible for the
cleaning of the Video Club. Her son controls all the finance of the business
whereas Mr Yash imports original CD’s from foreign countries and makes
copies of them for sale and rent.

Everyday, Mr Yash checks on the firm shelves the number of copies that
have been rented the day before.

At about 10.00 a.m. customers arrive.

There are about 600 regular members who are subscribed at the Video
Club. Any person can become a member of the Video Club. He must first
pay a deposit of Rs60/- in order to start borrowing films from the Video
Club. His details are also required, e.g. his name, address, date of birth
and so on.

Sometimes, Mr Jaazy has problems with customers who forget to return

films within the required date. Fortunately, such problems are easily
solved. Records of films are usually kept in a file and membership cards
containing details of members are kept alphabetically.

2.2 Specific Objectives

Business Terms

5
 Reduce work load and stress on employees
 Become more competitive
 Provide a better Customer Service
 Make information available on time
 Ensure accuracy

Computer Terms

 Automatic file update

 Automatic calculation of fine and rental fees
 Data input only once
 Availability of reports when required
 Reduce volume of space occupied by paper files by storing on hard
risks

2.3 Specific Problems

(1) Problem No. 1

6
Too Much Paper Work

The actual manual system involves a lot of paper work and this has the
following consequences:-

Desks are very untidy with paper documents and membership cards
scattered everywhere. These cards normally contain important details,
such as the name, address of customers, the date the customers has
borrowed the films and the number of films borrowed by the customers.
Very often Mr Jaazy tends to lose important paper documents and this
results in the loss of important information such as the number of films
that have been rented to customers.

(2) Problem No. 2

Too Much Writing and Re-writing

The existing system involves too much writing and rewriting. For every
transaction, Mr Jaazy must record the same details of customers again and
again. For example, for every new customer who subscribes to the Video
Club, Mr Jaazy has the laborious task of writing the required details about
him, in files. He must also get new membership card for him. Moreover,
if data is changed, then data in several files have to be updated and this
requires much writing and rewriting.

(3) Problem No. 3

7
Searching is a time-consuming process

Membership cards are normally classified alphabetically and every time a

customer comes to borrow films, Mr Jaazy has the laborious and time-
consuming task of searching for his card and updating it.

(4) Problem No. 4

Wrong Classification of cards

If a membership card is put in a wrong place, it becomes very tiresome and

time-consuming for Mr Jaazy to get the missing card as he has to go
through the whole pack of membership cards.

(5) Problem No. 5

Lack of Security

The System lacks security. Mr Jaazy keeps important documents about

members in a drawer in the Video Club. The locks of the drawer is not
strong enough, therefore it is easy for someone to break them and access
the documents.

(6) Problem No. 6

8
Calculation is very difficult and troublesome

In this system calculation of sum and average must be done manually,

therefore it is very time-consuming and difficult. It often leads to mistakes
in calculation.

9
2.4 Evaluation of solutions to Specific Problems

(1) Problem No. 1

Too Much Paper Work

Solution

One possible solution to the above problem is to reduce paper work. Mr

Jaazy should try his best to avoid keeping duplicate copies of the files. He
should check the files regularly. In case, there is duplication of files, he
should throw way the duplicate copies.

Advantage

The paper work will be reduced if duplicate copies of files are thrown
away and moreover desks will be tidier.

Disadvantage

The fact that Mr Jaazy will have to keep only one copy of the files, can
create problems. If one important paper of the borrower gets lost, Mr
Jaazy will be completely unaware of the number of films rented to the
person and other details about him as well. Moreover, problems of
missing information will persist. Therefore, the solution will not solve the
existing problem.

10
(2) Problem No. 2

Too Much Writing and Re-writing

Solution

Mr Jaazy has tried to reduce the writing and rewriting problem by putting
all the details and information about borrowers in only one file.
Unfortunately, this solution did not seem to work as once the main file
was lost and he no longer had any information concerning borrowers.

Advantage

Only one file containing details of customers must be kept and therefore
less writing and re-writing will be required.

Disadvantage

In Mr Jaazy’s case, this solution did not work as the main file was lost and
he no longer had the details of customers. Therefore, the solution did not
solve the existing problem.

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(3) Problem No. 3

Searching is a time-consuming process

Solution

Mr Jaazy has to employ more staff in his Video Club. Thus, one of the
staffs will be responsible for the searching and updating of membership
cards whenever a customer comes to borrow films.

Advantage

If Mr Jaazy decides to employ more staff in his Video Club, the work
burden will be shared. One staff will be responsible for searching and
updating of cards while Mr Jaazy will handle the other tasks.

Disadvantage

The fact that Mr Jaazy will have to employ more staff, shows that he will
have to bear with more expenses as the staff must be paid a monthly
salary. Moreover, the time-consuming process of searching and updating
membership cards, will not be solved.

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(4) Problem No. 4

Wrong Classification of cards

Solution

Mr Jaazy has to be very careful where he places the membership cards. He

has to do regular checking to assure that no membership cards of
customers are missing.

Advantage

Going through the whole pack of membership cards regularly will

ascertain Mr Jaazy to know if any card is missing.

Disadvantage

This process of checking the membership cards regularly will prove to be

very time-consuming. Therefore, this solution will not be able to solve the
existing problem.

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(5) Problem No. 5

Lack of Security

Solution

Documents must be locked and Mr Jaazy must restrict access to the

documents.

Advantage

Mr Jaazy will have more control on the documents.

Disadvantage

Authorised users will have to ask permission from Mr Jaazy before

accessing the documents. This will be very time-consuming.

14
2.5 Description of the Existing System

The actual system is a manual one, as everyone in the Video Club uses
papers to record a transaction and all members and films details are
handwritten on paper which are kept in big filing cabinets.

Member Registration

As the customer enters the video club, he moves to the desk. Mr Yash is
there to help him. The customer has to present his identity card. After
that , he is given a card which he has to fill in. The details required about
him are his name, address, date of birth, occupation and telephone
number.

After completing the card, Mr Jaazy verifies it and he fills in a smaller card
with member name and membership number. This card is given to the
member. The latter makes his registration payment of Rs200 and he is
given a receipt. He is now a registered member.

This membership card has to be renewed every year. Note also that a
member should be of 18 years or above.

15
Film rental

Whenever a customer comes to borrow films, he moves to the ‘film

shelves’ where he chooses the film that he desires. Mr Yash writes the
names of the films that the customer has borrowed in a rental book.

Then, the customer pays for the hire charge. Normally he has to return the
film within three days. If the customer fails to return the film within these
days, he has to pay a fine of Rs30. If the film wanted by the customer is
out of stock or is not available, he may choose another film.

At the end of the day, Mr. Jaazy goes through the rental book pages and
writes down in membership cards the corresponding films taken by the
members.

2.6 Evaluation of the existing system

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The existing system is a manual one which involves activities carried out
by Mr Jaazy and his staffs.

It comprises of the following advantages.

1. The staffs are used to work in the manual system as they have been
working for a long time and they perform all the data entry and
processing appropriately.

2. The system can be operated even during a power failure.

3. The system is very easy to operate.

However, it has many disadvantages as well:

1. The system makes heavy use of paper work which includes wastage of
paper and also loss of paper documents.

2. Searching of information on films and members is time consuming.

3. Calculation of stock is tiresome since lots of paper documents have to
be consulted in order to update a file. Sometimes there can also be
duplication of files.

4. There is lack of security.

5. The system involves too much writing and re writing.

6. It also takes a lot of time to draw reports at the end of each month.

7. It is difficult to control operating cost.

17
In connection with the above problems, the system can be improved by
taking appropriate remedial measures such as:

1. Employ additional staffs. However, Mr Jaazy will have to bear with

more expenses in terms of salaries.

2. Request the staffs to do overtime everyday. However, this will be

very difficult as they have a family and they have to take care of
their homes and children.

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2.7 Alternative Solutions with Evaluation

Alternative Solution 1

Employing additional Staff

One possible alternative solution that Mr Jaazy can adopt if to employ

additional staff to work in his Video Club. By doing so, the work burden
will be reduced as the staff can share the jobs among themselves. For
example, one person can be responsible for searching and updating of
membership cards while the others can handle the other tasks.

Advantages of employing additional staff

Workers will be able to share the works among themselves. Thus, less
time will be taken in doing the tasks, e.g., searching cards and updating of
cards will be less time-consuming as several persons can perform different
tasks at the same time.

Disadvantages of employing additional staff

Employing additional staff will only reduce the work burden. On the
contrary, it is going to eliminate paperwork and searching will somehow
still take time. The system will still involve in writing and rewriting.
Moreover, there will be additional costs in terms of salaries, which means
that Mr Jaazy will have more expenses.
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Alternative Solution 2

Developing a computerised system

Another alternative solution will be to develop a computerized system.

This system will consist of an electronic filing system with options to add
records, delete records and edit records easily and faster. It will have
query facilities to allow users to search for information at the click of a
mouse.

Advantages of a computerised system

This alternative solution will reduce the paperwork. Mr Jaazy will no

longer have the laborious task of searching and updating customers’ cards,
each time a customer comes to borrow films. The computerised system
will easily allow him to add, delete or modify records. Moreover there is
no duplication of data. Data which is once entered in the computer can be
used several times without the re-entering them.

Disadvantages of a computerised system

20
 In this new system, Staff will need high level training in order to
work on the computer.

 In case of equipment failure or power failure, work will not be

carried out, Mr Jaazy will have to revert back to manual systems.
Therefore, everything depends on the computer and a simple power
failure will stop all processing.

 A computerised system involves huge investments.

2.8 Recommendations

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In the light of the above evaluation, it is seen that the computerised
solution is the best since its advantages outweigh its disadvantages. The
latter solution solves almost all the problems identified with the manual
system. Thus, it is recommended that Mr Jaazy develops a computer
system for his Video Club.
Aims and objectives of the Computerised System

1. To eliminate paperwork, that is, reduce writing and rewriting.

2. Allow easy sorting of records.

3. Allow query facilities.

4. To make searching of records easier and faster.

5. To make amendments easier and faster.

6. Develop a system which is efficient and which can produce reliable

information.

7. Provide better facilities available, in terms of creating a database

system and sorting of records.

8. Provide better Customer Service.

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23
3.1 Outline Method of Solution

Plan of Action

Top-down design

The structure diagram of the proposed solution shows how the whole
system has been broken into sub-systems. In other words complex
problems have been simplified into simpler tasks. This is known as top-
down technique which the design of the new system will follow. After I
have designed each of the different modules, I will assemble them into
sub-systems and finally into a system. In fact, this is deduced from the
bottom level of the data structure diagram. The system will finally be
represented by a menu.

3.2 Breakdown of modules

Structure of Main Menu

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3.3 Method of Solution

Time schedule

I started to work on the project in January 2006 and it is expected to be

completed on the 15th of June 2006.

The time frame for the different tasks is as follows:

 Analysis – 1 month
 Design – 1 month
 Coding and Implementation – 2 months
 Testing – 1 month
 Evaluation - 2 weeks
 Writing of final reports – 6 months
A Gantt chart is represented below for the different tasks:

January February March April May June

ANALYSIS
DESIGN
CODING &
IMPLEMENTATI
ON
TESTING
EVALUATION
WRITING OF
REPORTS

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3.4 Database Table

Mr Jaazy will need only 3 tables in the business namely:

1. Film
 The film table consists of:
Film Number, Film Name, Film Category, Language, Actor,
Actress, Rating and Year released.

2. Member
 The member table consists of:
Member Number, Surname, First Name, Address,
Occupation, Date of Birth and Registration Date.

3. Rental
 The Rental table consists of:
Film Number, Member Number, Rent Date, Rental Fee, Fine,
Return Date and Return Yes or No.

In each table, there is a primary key.

 A primary key is a field whose value uniquely identifies each

record in a database.

FILM TABLE

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Field Name Data Type Description
Film Number Auto Number Number that identifies
a film record uniquely
Film name Text Title of film
Film category Text The film category
Language Text Language of film
Actor Text The actor
Actress Text The actress
Rating Number The rating
Year released Number The year released

MEMBER TABLE

Field Name Data Type Description

Member Number Auto Number Number that identifies
a film member
Surname Text The Surname
First name Text The first name
Address Text The address
Occupation Text The occupation
Date of birth Date/time The date of birth
Registration date Date/time The registration date

RENTAL TABLE

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Field Name Data Type Description
Film number Number Number that identifies
a film record
Member number Number Identifying a member
record
Rent date Date/time The rent date
Rental fee Currency The rental fee
Fine Currency The fine
Return date Date/time The return date
Return Y/N Yes/No Whether film has been
returned or not

3.5 Relationship

A relationship is a link between two or more tables.

A relationship can be of three main types namely:

28
1. One to one relationship – this is a relation where each element maps on
another. This exists between only two elements.

2. One to many – this is a relation where an element maps on to many

elements at the same time.

3. Many to many – here a value in table A can have many matching

values in table B and vice versa.

Member
Rental
Member Number 
Film Number  Surname
Member Number First Name
Rent Date Address
Return Date Occupation 

Rental Date 

Film
Film Number 
Film Name
Film Category
Language
Actor
Actress 

3.6 Forms

A form is a database object that is primarily used to enter or display data

in a database.

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Here are samples of forms:

1. Film Data Entry Form

First Last
First Previous Next

Add Delete Print Close

2. Member Data Entry Form

30
 First Last Previous Next

Add Delete Print Close

3. Rental Form

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First Last Previous Next

Add Delete Print Close

32
3.7 Reports

Reports are used to make decision-making easier. It helps the user to

know the final state of the stock.

The following reports are available:

1. Film by Actor

2. Film by Actress

3. Film by Category

4. Film by Language

5. Member by Surname

6. Renewal by First Name

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3.8 ALGORITHMS

Algorithm to add member Record:-

 Open member database

 Append blank record
 Read member number
 Read member name
 Read member address
 Read member occupation
 Add one to record number
 Close member database

Algorithm to delete member Record:

 Open a member database

 Enter member number
 Go to record
 Delete record
 Record number – 1
 Close table

34
3.9 SYSTEMS FLOWCHART
To update member file

Entertainment
Collect Member details
Details

Error
Report
Enter New
Member details

Validate
Member
File

Member
file

Update Program
1. Add New Member
2. Delete Member who left
3. Modify Member records

Update Member
Program Transaction
File

Updated
Answer Queries
Member file

35
SYSTEMS FLOWCHART
To update film file

Entertainment
Collect Film details
Details

Error
Report
Enter New
Film details

Validate
Film File

Film file

Update Program
4. Add New Film
5. Delete Film
6. Modify Film records

Update Film
Program Transaction
File

Updated Film
Answer
file
Queries

3.10 Security in the System

36
  Scan for antivirus

The computer must be scanned using up- to- date antivirus software such
that all floppy disks are free from viruses.

 Use of passwords

Unauthorized people will not be able to have access to files by using

passwords.

 Regular back-ups of files

Make back-up of files, that is making copies of files regularly and store them
away in a secure place.

3.11 SYSTEM REQUIREMENT

Hardware Requirements

37
Intel Pentium IV Processor

This processor has been chosen, as it is usually for private and business
purposes. Mr Jaazy’s employee will find it suitable to work with as it has a
moderate speed, which is neither too fast nor too slow. It also has the
potential of handling enormous quantities of data.

Hard Disk

A hard disk of 80 Gigabytes in order to have maximum storage space to save

as much information in the files for a long time and can make any enquiry
about a particular film or member very easily.

Monitor

A 17” monitor will be sufficient as the screen shall be set to a resolution of at

least 800 x 600 and to produce a good and legible soft copy of the information.

38
3½ Floppy Disk Drive

The floppy disk is used to store data or to make back up copies of the
important files. So if a floppy disk is used, then a floppy disk drive is needed.

Keyboard

A keyboard of 101 keys usually available with most computers will ease the
task of entering data. A standard keyboard will allow entering or selecting
appropriate command in the menu and move through the software.

Mouse

A standard mouse is useful because Pentium boot on Windows. The mouse

will allow Mr Jaazy to select option forms.

Lexmark Printer-Scanner-Photocopier

This device will be used to print documents, insert documents by scanning

them and to make copies of some documents.

Uninterrupted Power Supply

In case of power cut, a UPS will allow the user to save all its work and make
back-up copies of important files before switching off the Computer. It also
prevents files from being corrupted due to power failure.

39
Software Requirements

Windows XP Professional Edition

Running “Windows XP Professional Edition” is very easy to wok with. Being

the latest version of “Microsoft Windows” Windows XP is suitable for both
business and personal/home use. It allows smooth load and running of
programs.

Norton Antivirus

Being one of the commonly used antivirus programs, “Norton Antivirus

Corporate Edition” tends to be the most suitable one for the business. It is
very easy to use and it also provides us with a help manual, in case of
problems, like viruses, which one cannot deal with.

Microsoft Access

This is a database management system (DBMS) that acts as a repository for

the data in the database.

It is easier to input data and design tables.

40
41
4.1 TEST STRATEGY

I plan to draft a test plan with three different types of test data, namely, normal, abnormal and
extreme data. I am also going to test whether the main menu is interacting well with my
forms. I am therefore going to perform actual tests according to the test plan and then correct
any error detected thereby.

Test plan

Test number Test Expected result Actual Result

1 Test main menu- Member and film’s Member and film
option1: file forms are forms are displayed.
maintenance Displayed
respectively.
2 Test main menu- Rental’s and return’s Rental’s and return’s
option 2: forms forms are displayed.
Transaction are respectively
displayed.
3 Test main menu- Daily rental, film by Daily rental, film by
option 3: Reports actor, film actor, film
by actress, film by by actress, film by
category, film category, film
by language, member by language,
by surname, member by surname,
renewal by first name renewal by first
are displayed. name are displayed.
4 Test main menu- Closes program- Closes program-
option 4: close returns to desktop. returns to desktop
5 Test member form- Appends blank record Appends blank record
Add command with prompt. with prompt.
button
6 Test member form- Message “Are you sure Message “Are you
Delete command you want to sure you want to
button delete the record?” delete the record?”
appears appears
7 Test member form- Print the current Print the current
print command member record member record
button
8 Test for member
number
8.1 1 Should accept data Accepts data
8.2 abc Should not accept data Does not accept data
8.3 8897 Should not accept data Does not accept data
9 Test for member

42
 surname
9.1 Adrien Should accept data Accepts data
9.2 70adrien Should not accept data Does not accept data
9.3 Afardheenah Should not accept data Does not accept data
peerallyyhyuryt
10 Test for member
first name
10.1 You Should accept data Accepts data
10.2 1254yu Should not accept data Does not accept data
10.3 Kareenakapoorkapur Should not accept data Does not accept data
khandevgan
11 Test for member
address
11.1 St Paul Should accept data Accepts data
11.2 ***13278cpe Should not accept Does not accept
data data
11.3 ***282132mahsr Should not accept does not accept data
ejdhtd data
12 Test for member
occupation
12.1 Doctor Should accept data accepts data
12.2 &&*&^pilotssfs Should not accept does not accept data
data
12.3 ^ Should not accept does not accept data
%*^*ujrjhfgjhrge data
wjhgr
13 Test for film Append blank Appends blank
form-add record with prompt record
command
button
14 Test for film Message: are you Record deleted
form-delete sure you want to
command delete this record?
button appears
15 Test for film Print the current
form-print record
command
button
16 Test for film
number
16.1 1 Should accept data Accepts data
16.2 Fsdj563 Should not accept Does not accept
data data
16.3 **8wjg*22 Should not accept Does not accept
data data
17 Test for film
43
 name
17.1 Kyun ki Should accept data Accepts data
17.2 *jklhg69067&* Should not accept Does not accept
data data
17.3 UYTyasd2324dd Should not accept Does not accept
huidfg data data
18 Test for film
category
18.1 Fiction Should accept data Accepts data
18.2 *&asdfjfj Should not accept Does not accept
data data
18.3 tgjsgyusfdyfscsd Should not accept Does not accept
data data
19 Test for film
language
19.1 Hindi Should accept data Accepts data
19.2 fjkhggy Should not accept Does not accept
data data

19.3 espagnolijhgfjhg Should not accept Does not accept

data data
20 Test for actor
20.1 Akshay Kumar Should accept data Accepts data
20.2 Raj(& Should not accept Does not accept
data data
20.3 kishkedfu Should not accept Does not accept
data data
21 Test for actress
21.1 Kareena kapoor Should accept data Accepts data
21.2 125423655 Should not accept Does not accept
data data
21.3 Mrs 124536 Should not accept Does not accept
data data
22 Test Rating
22.1 Select from Should accept data Accepts data
Combo Box
22.2 120 Should not accept Does not accept
data data
22.3 Gtsxgh Should not accept Does not accept
data data
23 Test for Year
Released
23.1 2006 Should accept data Accepts data
23.2 Mmmgdhv Should not accept Does not accept
data data
23.3 1254 Should not accept Does not accept
data data
24 Test for film Appends one blank Appends blank
44
 form-add record with prompt record with prompt
command button
25 Test to see Should accept Actually adds the
whether add record and increase test record and
button record number by increases the
works(film) one record number by
Test record: one as shown by
21 figure 2
Davinci Code
Fiction
English
Rio
Kate
15
2006
50
02-Mar-06

26 Test to see Should delete Actually deletes

whether delete record and decrease record and
button works record number by decrease record
(film) test record one number by one as
19 shown by figure 4
Kalyug
Action
Hindi
k.khemu
k.kapoor
27 Test to see Should accept Actually adds the
whether add record and increase test record and
button record number by increases the
works(member) one record number by
Test record one as shown by
Seerty figure 6
Kiti
Vacoas
lawyer

28 Test to see Should delete Actually deletes

whether delete record and decrease record and
button record number by decrease record
works(member) one number by one as
13 shown by figure 8
Roy
Fatimah
Vacoas
contractor

45
29 Test for film Print the current Prints record
form-print record
command button
30 Test film No
30.1 1 Should accept data Accepts data
30.2 Fsdj563 Should not accept Does not accept
data data
30.3 **8wjg*22 Should not accept Does not accept
data data
31 Test Member
Number
31.1 1 Should accept data Accepts data
31.2 abc Should not accept Does not accept
data data
31.3 8897 Should not accept Does not accept
data data
32 Test for rental
date
32.1 9/05/06 Should accept data Accepts data
32.2 Mm/dd/yy Should not accept Does not accept
data data

32.3 44/98ss Should not accept Does not accept

data data
33 Test for rental
fee
33.1 $30 Should accept data Accepts data
33.2 3#777 Should not accept Does not accept
data data
33.3 4001 Should not accept Does not accept
data data
34 Test for fine
34.1 $160 Should accept data Accepts data
34.2 *%jjjj Should not accept does not accept
data data
34.3 $$$22222 Should not accept Does not accept
data data

46
4.2 TEST RESULTS

FIGURE 1

List of all films available before addition of test record

47
Figure 2

List of films available after adding the test record

48
Figure 3

List of films available before deletion of films

49
Figure 4

List of films available after deletion

50
Figure 5

List of members available before addition of record

51
Figure 6

List of films available after addition of test member record

52
Figure 7

List of members available before deletion of record

53
Figure 8

List of members after deletion of test record

54
55
5.1 Evaluation
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After analyzing the manual system and deciding to opt for a computerized
system, I came up with the following objectives to be solved:

1. Reduce work load and stress on employees

2. Become more competitive

3. Provide a better customer service

4. Make information available instantly

5. Ensure accuracy

6. Automatic update of files

7. Automatic calculation of fines and rental fees

8. Data input only once

9. Availability of records when required

10. Reduce volume of space occupied by paper files by storing on hard

disk

In view to achieve the above objectives, I actually wrote the program. The
project has successfully attained all its objectives. It is helping Mr Jaazy a lot
in his business. Now Mr Jaazy spends more time in helping his wife, son and
his employee who work for him. When there are no customers in the Video
Club, Mr and Mrs Jaazy, their son and their employee are free and they spend
their idle time to clean the film shelves and to rearrange the films.

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The ‘Texas Video Club ‘ is performing all its tasks in the correct and expected
way. All the security features are fully in place and they are performing at
their best. The database is providing facilities for recording, updating and
deleting records. Queries are easily run to calculate values automatically.
The database also allows quick searching, sorting, editing and many other
tasks. Futhermore, it provides reports so as to facilitate decision –making and
it helps Mr Jaazy to save time and money.

Therefore, it seems that the program is a good and reliable one since it has
achieved all the objectives set at the beginning.

5.2 Further Improvements

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Even though the system is performing all its tasks very well and even if it is
attaining all its objectives, I believe that the system could be improved further
by:

 Creating more user friendly interfaces given more help and error
messages and also create more queries.

 Creating a more secure and robust system by creating passwords for

different users and writing more powerful codes.

 Developing a website in which Mr Jaazy will be able to provide

information about his Video Club to his potential customers.

 Developing a better security feature - When Mr Jaazy’s business will

be more flourishing, he may use the best security features which will be
available so that the system will be more secure from viruses and
hackers

5.3 User Guide

This user guide allows the user to follow 3 sets of instructions namely:

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 1) Loading the software
2) Running the software
3) Leaving the software

Starting the software

-The diagram above is the ‘Desktop’

To enter the database

-Select the icon marked ‘Texas Video Club System’

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-Double click on shortcut icon on the desktop to enter the database
-The following screen will appear:

-Click open
-Once you click open, the Main Menu Screen also known as the main
switchboard appears.

The Main Menu Screen is as follows;

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62
Running the software

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When clicking on option 1(File Maintenance) in the Main Menu Form, The
following screen will appear:

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When clicking on Member in the File Maintenance Form, this screen will be
shown:

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When clicking on Film in the File Maintenance Form, the screen will appear:

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When clicking on Option 2 (Rental Transaction) in the Main Menu Form, this
screen will be shown:

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When clicking on Rental Transaction, this screen will appear:

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When clicking on Rental, the Rental Form will appear:

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When clicking on option 3 (Reports), this screen will be shown:

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Adding a new record

If you wish to add a new film record, click on ‘Add’ button.

Then type in your new record

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Deleting a record

If you wish to delete a film record, click on ‘Delete’ in the Film form.
The following dialog box will appear:

Editing or modifying a record

1. Click on command button and select the required forms in the form
switchboard.
2. The required form will appear.
3. Click on the field to be edited or modified.
4. Select the data that the field contains.
5. The field will be highlighted and you only have to make the changes.
6. Save the changes made before closing the form.
7.
Returning to main menu

Click on the main menu command on the form that is opened.

Exiting Ms Access

1. Click on file,
2. Click on Exit OR
3. Click on close the Ms Access file by clicking on the right top corner of
the screen.

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5.3 Technical Documentation

 How to create a table

1. Open the database and click in “Tables”.

2. Click on create table in “Design View” OR click on the tool bar and then
on “New”.

3. The table will appear and you only have to enter the fields you want
the table to contain. After that save the changes and name the table
before closing it.

 How to rename a table

1. Right click on the table to be renamed.

2. From the various options, select “Rename”.

3. The table name will be highlighted and you only have to enter the new
name.

 How to delete a table

1. Right click on the required table.

2. Click on “Delete”.

3. A message box will appear asking you whether you want to delete that
table.

4. If yes then click “Yes”, else click on “No”.

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 How to add a new field in an existing table

1. Open the required table in design view.

2. Bring the cursor to the last field input.

3. Click and add the new field’s name.

4. Make the required validation and close the table after saving the
changes made.

 How to delete an existing field in a table

1. Open the required table in design view.

2. Bring the cursor to the field that you want to delete.

3. Click on “Delete”.

4. A message box will appear asking you whether you want to delete that
field.

5. If yes then click “Yes”, else click on “No”.

 How to rename an existing field in a table

1. Open the required table in design view.

2. Bring the cursor to the field that you need to rename.

3. Right click on that field.

4. From the various options select “Rename”.

5. The field will be highlighted and you only have to enter the new name.

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  How to create a form

1. In the database window, click on the forms button and click “New”.
The new form window opens.

2. In the window select Auto Form: Columnar, and select the table name
or query name.

3. Click Ok. The Auto Form wizard creates a form for data entry.

 How to delete an existing form

1. In the database window, click on the forms button.

2. Right click on the form you want to delete.

3. Click on “Delete”.

4. A message box will appear asking you whether you want to delete that
form.

5. If yes then click on “Yes”, else click on “No”.

 How to rename a form

1. In the database window, click on the forms button.

2. Right click the form you want to rename.

3. Click on “Rename”.

4. The form will be highlighted and you only have to type the new name.

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 How to delete an existing field in a form

1. In the database window, click on the forms button.

2. Select the form name in which you want to delete a field.

3. Click on “Design View”.

4. Select the heading you want to delete.

5. Keep the shift key down while you select the field you want to delete.

6. Press the “Delete” key on the keyboard.

 How to create a new query

1. In the database window, click query.

2. Double-click “Design View” to open a query window.

3. A query window appears with the “Show Table” dialogue box on top
of it.

4. Click on close.

5. Go to view.

6. Click on SQL view.

7. Write your query statement.

8. Click on file and save as.

 How to delete an existing query

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1. In the database window, click query.

2. Right click on the query you want to delete.

3. A message box will appear asking you whether you want to delete that
table.

4. If yes then click on “Yes”, else click on “No”.

 How to rename a query

1. Right click on the query you want to rename.

2. Select “Rename”.

3. The query will be highlighted and you only have to enter the new
name.

 How to add a new field in an existing query

1. In the database window, click on queries.

2. Click the query in which you want to add a new field.

3. Go to “View”.

4. Add the field name which you want to add to the SQL statement.

5. Save the changes made before closing the query.

 How to add a new field in an existing query if the field needed isn’t
in the field list.

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1. In the database window, click on “Tables”.

2. Click on the table in which you want to add a new field.

3. Go to “View”.

4. Click and add the new field name.

5. Make the required validation and close the table after saving all the
changes made.

6. In the database window, click on queries.

7. Click the query in which you want to add a new field.

8. Go to “View”.

9. Add the field name which you want to add to the SQL statement.

10. Save the changes made before closing the query.

 How to delete an existing field in a query

1. In the database window, click on queries.

2. Click on the query in which you want to delete an existing field.

3. Go to “View”.

4. Delete the field which you want to delete.

5. Save the changes before closing the query.

 How to create a report

1. In the database window, click on reports.

2. Click on create report in design view.

3. Click on “New”.

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4. Select the table or query from where the object’s data comes from.

5. Click on “OK”.

6. Select the fields, by pressing the shift button on the keyboard and by
pressing the arrows, which you want on the report.

7. Press on the Enter button on the keyboard.

8. Click on file and save as. Give the report a meaningful name.

9. Close the report.

 How to delete an existing report

1. In the database window, click on reports.

2. Right click on the required report.

3. Click on “Delete”.

4. A message box will appear asking you whether you want to delete that
report.

5. If yes then click on “Yes”, else click on “No”.

 How to rename a report

1. In the database window, click on reports.

2. Right click on the report you want to rename.

3. Click on "Rename”.

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 4. The report’s name will be highlighted and you only have to enter the
new name.

 How to create a main menu

1. In the database window select forms, create form in Design view and
click new.

2. In the new form dialogue box choose Design view and leave the list box
at the bottom of the window blank, click OK. A new blank form opens
in Design view.

3. Enlarge the window slightly and drag the corner of the form so that it
fills the window.

4. Click the label tool and drag out a box at the top of the form. Type Main
Menu in the box.

5. Click the select objects tool to select the box and change the font and
type size to something suitable.

6. Now click the Command Button tool on the tool box and place it on the
form.

7. In the Command Button Wizard dialogue box, click form operations,

then on Open Form.

8. Click on next.

9. Select the first form you want to put along with the Main Menu

10. Click on next

11. Click on finish

12. Click close

You must do like this with all the forms.

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GLOSSARY

Algorithm – A procedure for solving a problem in terms of the actions to be

executed and the order in which those actions are to be executed.

Central Processing Unit (CPU) - The computer’s brain. It stores and processes
data. It has three parts: the arithmetic and logic, the control unit and the memory.

Data – These are facts, raw and processed information.

Disk - Storage medium used to hold data.

Documentation - The paperwork that accompanies an information system

explaining how the system works. The manuals that accompany a program.

Evaluation - The process of determining the quality of software or hardware.

File – A collection of records and in a database, each file has a unique file name.

Field – It contains one piece of information. A field may contain characters,

numbers and pictures. It is identified by a field name.

Floppy disk - A magnetically coated disk used to store data. The 3.5-inch disk is
inside a hard case.

Flowchart or Flow Diagram - A chart or diagram used to break down a task into
smaller parts.

Hard disk - A rigid magnetic disk, which provides more storage and faster access
than a floppy disk.

Icons - Symbols displayed on the screen in the form of a menu.

Implementation-The process of converting to a new system.

Information - What we get from a set of data.

Input - Data fed into a computer for processing.

Interface - The hardware and software used to enable devices to be connected

together (e.g. an interface would be needed to connect a joystick to a computer.)

Monitor - Another name for a VDU.

Mouse - An input device which, when it is moved over a table, moves a cursor on
the screen. Buttons on a mouse are pressed to make a selection from a menu.

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Output - The results from processing data.

Peripheral - A device connected to and under the control of a CPU.

Record - A set of related information about a thing or an individual. Records are

subdivided into fields.

ROM - Read only memory. Computer memory that cannot be changed by a

program.

Software - The programs used in a computer.

Top-down design – A method of solving a problem by breaking it into tasks and

gradually into smaller and smaller tasks.

Update - The process of changing information in a file that has become out of date.

User - A person who uses a computer.

Validation - A check performed by a computer program to make sure that the data
is allowable.

VDU - Visual display unit. The screen on which data is displayed. Also called a
monitor.

Virus - A nasty program that has been created to do damage to your computer.

Windows - A commonly found graphical user interface (GUI).

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