A2 Computing Project Wed April 6

DataHaüs Inc.
Presents
t in g
m p u c T
C o j e
or 6706
2A Dan Chong 2011PNZ049
A2 Computing Project
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Table Of Contents
Analysis Stages 3
Analysis Section 1.1: De4inition -‐ Nature of the Problem 4
Analysis Section 1.2: Investigation Part 1 -‐ Systems Analysis 5
Analysis Section 1.2b: Analysis of Current System 10
Analysis Section 1.3: User’s Requirements 11
Analysis Section 1.4: Diagrams of the Current System 14
Analysis Section 1.6: Alternative Approaches Discussed 15
Analysis Section 1.5: Investigation Part 2 -‐ Systems Analysis 16
Analysis Section 1.7: User’s Con4irmation 17
Design Stages 18
Design Section 2.1: Objectives and Bene4its 19
Design Section 2.2: Design of Tables 20
Design Section 2.3: Design Limitations 23
Design Section 2.4: Relationships Explained 24
Design Section 2.5: Form Designs 25
Design Section 2.6: Flowcharts of new System 33
Design Section 2.7: Testing Plan 34
Design Section 2.8: User’s Con4irmation 40
Development and Testing Stages 41
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A2 Computing
Analysis Stages
_____________________________
Dan Chong
2011
3
A2 Computing Analysis Stages
De8inition, Investigation and Analysis
Analysis Section 1.1: De8inition -‐ Nature of the Problem
Description of the Organisation
The Music Department at Kingʼs College has a locker system, where students who play
musical instruments can apply for a locker, so that they can store their instruments and
keep them safe during or after school hours. Students at Kingʼs are sorted into 11 houses.
The organisation of the ʻmusic lockersʼ are handled by Mrs Thompson, the assistant to the
Head of the Music Department. They are interested in introducing a priority system in the
lockers which will improve the current system, because some students with very expensive
instruments did not get assigned to a locker through the current system.
Methods currently in use
If a student wants to apply for a ʻmusic lockerʼ, they will go to Mrs Thompson, who will type
their details into a Microsoft Word document, and then look at a sheet of paper with the
locker numbers and combinations on it so she can give them the combination to a locker
which is not currently in use. In this case, instrument serial number is not recorded. Each
student is then written in the Microsoft Word document next to their current locker. The
current system is on a first come first served basis.
Origin and form of the data used
The information comes from the student applying for the locker, who will give Mrs
Thompson their names, houses, which instrument they play, and year group. The lockersʼ
info are on pieces of paper, which shows the locker number and each lockers has its own
unique combination.
System Requirements
The system will require a Windows computer, or a Mac on bootcamp, running at least
Windows XP, with Microsoft Office 2010 installed on it.
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Analysis Section 1.2: Investigation Part 1 -‐ Systems Analysis
What does the music department do at the school?
Apart from the academic teaching of music, it provides instrumental tuition for 360
students, provided by 22 outside teachers. And it runs the concert band, the jazz band, the
chapel choir, Kingʼs Voices, and any other small music group in the school.
What is your role in the music department, Mrs Thompson?
I am the music administrator, so i mainly run the music lessons and the music roster for
students, but I also run the lockers, the hire of music instruments. We have 3000 bits of
music at the moment and the rest is not on the computer yet, so there are millions to go.
What tasks that you currently perform in the music department are time consuming
and in need of a new system?
The lockers. The bass, amps and the leads used to be a major problem but they are now
easier to manage.
Of these tasks, do you think they could be sped up with the aid of a computer
system?
Absolutely. Actually i am using the same program as the library to manage the sheet music
for the choir and to manage all the instruments, it is a huge job but that is actually quite
helpful, the lockers - I also use synergetic a lot to manage the groups, the glee club, the
bagpipes, but the lockers do not fit into those. If the lockers could be integrated either
synergetic or into the school library system that would be better than having an extra
system on top of it.
How come the systems havenʼt been integrated previously?
Well, I have hassled the IT guys for a while, since I started here, but so far they havenʼt
gotten round to it.
I donʼt really think they will get round to doing it anytime soon, so would you be
comfortable with another system to manage the lockers?
Yes, Iʼd still like a system to manage the lockers easily.
What is the worst part of the task?
It takes me usually 30 minutes to explain how to use a lock to a Year 9 boy, but the other
sort of step that gets left out in the process is that somebody gives up a lesson but I donʼt
get their hired instrument back, and it sits in the locker all day and so my lesson rosters, I
need a way of knowing that the student who has dropped the lesson has a locker and a
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hired instrument, so I can free that locker up and give it to somebody else, or someone
else will be missing out, so a tag system would be good.
Who is involved in the process?
Me. Just me, but it used to be Mr Sherwood and the other staff.
How are you involved?
In the whole process.
How much IT experience do you have?
Enough for the job, so, Iʼve known the library program since it was invented, about 12
years ago, and synergetic. Weʼve developed a few new extra things for the music
department.
What types of data are in the process?
I collect their name, their house, and whether they are in a band. So sometimes a person
has got an instrument hired and they are in the concert or jazz band, but I havenʼt realised
that they have left the bands in which case I donʼt take any steps to cancel their locker and
retrieve their instrument, so thats the biggest sort of gap in the tagging.
Would you introduce recording the serial number, or year group?
I suppose you could use the student number, but I donʼt need that. Certainly when Iʼm
using synergetic or the library program, that would be using the student number, so that
would be a way of integrating the new system with those.
Where do you get the information from?
From the students themselves. Although I get the information for which band they are in
from synergetic because Iʼve logged that information there, but often I donʼt know when
they have left the band that they are in.
How do you store this information currently?
In a Word Document and a folder. Iʼve had a breakthrough, so I keep the number of the
lock and the code in a document so I can still get in even if the lock is moved. Iʼve tried
numbering them but that didnʼt work.
How long does it take to input a new student in the system since you have to move
tables around in Microsoft Word and then look up the locker code in the folder?
Well I donʼt actually know.
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In that case can I time you while you input a new student?
Sure. (Result was 1 minute and 16 seconds overall.)
Are you comfortable with a computer system being used to process these tasks?
Absolutely, Iʼd look forward to it.
What operating system do you run and what version?
No. Well I will let you have a look. Version 10.5.8.
What sort of time-frame for the system are we looking at here?
Well, Iʼd like a faster, efficient way of doing things, well really as soon as possible.
Probably about six weeks.
The only way I see that happening is that I create an Access Database, because it is
quicker. However this will only be an option if you have a Windows computer.
I donʼt think Iʼd like to change from Mac.
I see that your computer has been authorised to run, and that you have installed
VMWare Fusion on your Mac. Are you aware of this?
No, I donʼt know what the program does at all. Itʼs a bit confusing as they installed a lot of
programs I donʼt use on this computer.
Did you know that you can run Windows from the VMWare Fusion program?
Oh really? No, that is new to me.
In that case, an Access Database would be able to be run from your current
machine, while running other Mac programs. Would you be happy to do this?
Great, then I am happy for that to happen.
Do you have Microsoft Office, and if so, which version?
Version 11.4.2 Microsoft Word 2004 for Mac.
Are you familiar with Microsoft Access?
No, Iʼve been using Mac since I started here.
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How many lockers are there in the system at the moment?
Iʼve never counted them because Iʼve never numbered them. But there are one hundred
and one.
Is the locker system full?
Not quite, but some boys were supposed to see me today to get lockers.
Since it is now week four and students are still looking to get lockers, isnʼt it a bit
late for that?
Well since I clear the list every year and start new, most people that were on previously
forget to see me again and I get new students every year. I mean, this is probably the
longest time it takes for students to see me, though.
If a priority system was to be introduced, how would priority be decided, for

example year group?
At the moment the boarders are given priority over day boys and the day boys would use
the day storeroom, and take their instruments home, but the year group priority would be
obsolete.
What about cost of instrument?
Actually that makes sense, and the other consideration is size, and we donʼt have many
cello lockers, and also height, and they have to be given to a specific locker.
In that case, how many of these cello lockers do you have, and which other types of
locker are there?
There are ten cello lockers, twenty medium lockers, and the rest are small.
Does that mean you give priority to the cello holders then?
Actually yes we do. I spend a lot of time sorting through the student data as a result.
Wait, so how long does it take to sift through this data after four weeks of
collection?
Well usually I wait after the four weeks, and it would take me about an hour or so to go
through the information that the students have given me.
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How do you inform the students if they have a locker or not since you have this
priority in place?
Well usually it is first come first served so there are no issues there, but on occasion we
run into problems. Usually I have to confront the student or email them - but I never get
round to doing that because it is so confusing to get an email from them.
In that case how long does it usually take for the student to see you if they have
been rejected?
Well if I donʼt email them on that day, then Iʼd say Iʼll see them.. about three days later? I
can be shorter though but its not really a biggie - there arenʼt many cases.
I see that you mentioned Music Lessons previously. What about these in the priority
system?
Oh, yes, well that would also be a good addition to the system, and if the school groups
were to be added- is that a problem?
No, they can definitely be included.
Alright. Thanks for your time, thats all I will need right now.
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Analysis Section 1.2b: Analysis of Current System
LOCKERS = Our instrument

LOCKERS BANK A
Evan Cooper (Bagpipes) Peter Hwang (young enterprise)
31.8.13 13.21.31
Andrew Rajiv Roy Cameron Mark Chapman Wm Cook Sch Bassoon

Larkey Kendall Sax Cello
Tenor Sax Piano
31.8.36 32.22.37 33 – 6 - 11 3-6-3 13.21.00 Kevin Dong
Frazer McD J Kim Maj A Lee Mar Nick Klass Prt 15 – 23 - 2
Tenor 1638
8.11.22 1.22.15 15.34.18 38.19.38
LOCKERS BANK B
Oliver Oloughlin Mar Simon Kim
36.8.23 32.9.37
Barry Chan James Edward Gabriel Colin Sam Clark StJ J Choi
Sch Manning Chalmers Grant Mar Lowndes
Marsden Oboe/sax
24 – 9 - 33 39.10.03 27 - 12 - 23 34.10.25 34.6.26 34 – 11 – 39 14 – 22 - 28

Matthew Olivia Matthew Nick Lewis Simmons Jimmy Yang
Duignan Manning Fuge Dougherty Prt Gre
Jason He Sax/Clarinet STJ sax Sax
6.7.17 7.11.17 26.7.27 3.11.8 16-19-30 31 – 8 - 32
LOCKERS BANK C
William Hayes Gre James Wong Peter Hwang (Young Enterprise)
27.12.23 30.7.4 20.19.24
Daniel Robert Wang George Backhouse Maj Finauga Uiva’a Daniel Ieremia
Munro
Maj
15.6.11 7.11.39 22.7.22 25.6.12 39.11.8
Andre Chou James Cockram Ave Miru Park Nick Jacobi

Harry Mander Gre
35.8.13 14.22.10 8.9.19 18.22.10
Explanation of Diagram
This is a copy of one of the pages of the current system, which is made in the application
Microsoft Word. It is clear to see that the studentʼs name and the locker code is visible,
and the layout of the lockers has been planned out. As Mrs. Thompson specified, there is
no present numbering system apart from the letters which group the lockers
geographically in the Kingʼs College Music Centre.
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Analysis Section 1.3: User’s Requirements
List of tasks
All the tasks in this process are handled and completed by Mrs Thompson.
At the beginning of the school year, Mrs Thompson deletes all of the names in the locker
word document, un-assigning all of the students from the locker system.
Then Mrs Thompson sends out a notice to all students, asking students to see her in her
office if they would like a locker. It is currently on a first come, first served basis. If there
are still lockers remaining after the beginning of the first week of Term 1, the locker
assignment again runs on a first come first served basis for the rest of the year until all of
the lockers are being used by students.
As a result, the new system needs to:
1. At the beginning of the year, un-assign all students and instruments from their
respective lockers, but do not remove them from the system.
2. Have the emails of all the students in the system available to the user.
3. When the user inputs the data of the students, the system will assign the students with
the highest priority to lockers. The other students who have the least priority and are not
chosen by the system will not receive a locker.
4. Those students who have been assigned lockers will be displayed in a report made be
Microsoft Access and kept by Mrs. Thompson.
The new list of tasks for Mrs Thompson will look like this:
1. Input data into the system when students come to the Music Department requesting a
locker.
2. If she needs to send an email to students, she can find the emails of the students in a
certain group in the system.
3. Print out the report of the list of the students in the system who have been assigned
lockers and store it.
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Field lists
Mrs Thompson gets the studentsʼ details from the students themselves, when they go to
see her at the start of the year to apply for a locker. The info she gets is the studentʼs
name, their house, year group, what band they are in, and which instrument they play.
In the new system the fields that need to be filled in are:
- Name of student
- House
- Year Group
- Whether they are a boarder or day boy (which is determined by the ʻhouseʼ field)
- Which instrument they play
- Size of instrument
- Cost of instrument
- Which school music groups they are in
- Which locker they are assigned to
- The code of the locker
Calculations and Decisions
Since the current ʻfirst come, first servedʼ system is not a satisfactory system for the
current locker system, a priority system for students needs to be introduced. Cost of
instrument, size of instrument, and whether the student is a boarder have been identified
as areas which rules must be established.
As a result, the new system needs to be able to:
- Calculate priorities for students who have large instruments

- Calculate priorities for students who have expensive instruments
- Have priority for students who are in Music Groups or who take Music Lessons
- Have priority for students who are boarders at the College
The system will sort through the entries which will be entered by the user. This way, the
students who need the lockers the most will be assigned lockers, and the rest of the
students who have signed up and are not of high enough priority will not have lockers.
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Extra wants
Mrs Thompson wants the locker system to be integrated with the synergetic school
attendance system and the school library system. However, I have looked into this
possibility, but it seems extremely unnecessary to integrate these systems, as the systems
used at the College are of a totally different nature to the one that will be designed. It is
also very difficult to integrate these systems as I do not know the level of programming and
the language used by the programmer who coded the library and the synergetic
attendance system used by the college.
Hardware and Software requirements
Currently Mrs. Thompson uses a Mac desktop computer, running the Snow Leopard
operating system (Version 10.6.6). However, she is happy to install the Windows XP
operating system on Bootcamp or on VMWare Fusion, and install Microsoft Office so that
she can run the Microsoft Access Database.
As discussed during the interview, the system will be compatible with Microsoft XP running
Microsoft Access 2010 so Mrs Thompson can run the system on the computer that she is
currently using in the Music Department.
Requirements summary
- Mrs. Thompson will have full access to the new system.

- The new system will assign lockers to students.
- A priority system will be introduced, so that students who need the lockers more get
them.
- Display the lockers and who is assigned to them in the system.
- Show a map of all the lockers.
- Email students if they have a locker or not.
- Be compatible with Mac OS X running Windows XP on Bootcamp.
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Analysis Section 1.4: Diagrams of the Current System
Notice
Is sent out by Mrs. Thompson to all

students who want lockers. Four Weeks
Is the time taken from the

sending of the notice till all the
Student lockers are full of students.
Sees Mrs. Thompson regarding lockers.
Data Recorded 1 Minute 16 Seconds
Is the time taken for the input

By Mrs Thompson into a Microsoft Word
of the data of one student and
Document with tables.
the lookup of locker code.
Data Sorted Out Four Weeks & 1 Hour
On a first come, first served basis and Is the time taken from the
large instruments get priority. Done gathering and sorting of data
manually by Mrs. Thompson. overall.
Student is Informed 1 to 3 days
If they have been rejected of a locker, Mrs. Is the time taken from Mrs.
Thompson informs them of this. Thompson to inform the
student.
This diagram shows what currently goes on in the system. As per the interview (See
Analysis Section 1.2 - Investigation Part 1) the time of each step has been recorded in this
flow diagram and will be compared with the one in the later stages of the project to see if
the time has decreased and the tasks are the same.
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Analysis Section 1.6: Alternative Approaches Discussed
We have decided to use A Microsoft Access database because:
It will be easy to program the Access database, easy to print reports and to get specific
information. Because the program is made to make databases, the presets and wizards
will make the database quicker to create, based on the time frame. You are also able to
edit the database easily if there are any changes, unlike an SQL/PHP database, which
makes the Access Database hassle free to edit if mistakes are made. The addition of the
email feature in this software will also be extremely useful for the user and make her tasks
easier to carry out.
The Microsoft Access approach will be better than a Microsoft Visual Basic program
because the level of coding that I know in Visual Basic is not enough to be able to code a
system like this one, and the way that visual basic handles files would definitely not be
suitable for the system that I am going to make for Mrs Thompson.
An SQL/PHP database would be quite a good solution to this situation, however the
complicated coding of this approach would require me to actually learn how to program it
properly, would take up more time that it is worth and would not stick to the deadline that
was given to me in the first interview with Mrs Thompson. In comparison to the Access
Database, the SQL/PHP database would be able to be accessed from any computer with
any operating system since it is online (allowing Mrs Thompson to remain on the Mac side
of the computer) and is the preferred choice for a database of this kind. Despite these
positives, the SQL/PHP database is too much of a hassle for me to be able to start up and
maintain.
An alternative which has been discussed is Facebook, which will be extremely easy to
access from Mrs Thompsonʼs Mac computer. However, this alternative is probably too
basic and very rigid, not allowing the system to do the things that have been mentioned in
section 1.3, Userʼs Requirements.
Another Microsoft Program which is capable of running this job is Excel, a spreadsheet
program which data can be entered into. It is quite versatile as it can do many jobs,
however it does not do any of these things in depth which makes it not suitable for this
situation.
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Analysis Section 1.5: Investigation Part 2 -‐ Systems Analysis
As a result of my research I have come to the conclusion that the new locker system
will be created by a Microsoft Access database.
This would require you to use the VMWare software on your computer. Are you
happy doing this?
Yup, as long as someone can show me how to run it I should be fine.
Okay, Ill get one of the IT guys to show you how to use the program in the near
future.
After reading the system requirements would you be comfortable if the suggested
system was implemented?
Yes, I am satisfied with the ideas that you have shown me.
Do you think anything should be added to the requirements?
No, I think you have covered all the necessary points.
Do you think any sort of changes need to be made before I begin the design of this
project?
I think everything seems to be in order.
Do you think that email field in this system would be a helpful addition?
Yes, this would be a very helpful addition, please add it into the project.
Which priority would be the most important, ranking from 1 to 3, the student being a
boarder, the cost of the instrument, or the size of the instrument?
I think that the size is important, so number one, because we donʼt have many large
lockers. And next the boarder priority, and then the cost. The medium sized instruments
like saxophones need a priority too, and below that the music groups and lessons would
also need lockers.
Alright, Thanks Mrs Thompson, that will be all for now.
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Analysis Section 1.7: User’s Con8irmation
Summary of Analysis Section:
- I agree that the new system will require me to use Microsoft Windows.
- I agree that the new system will be run using Microsoft Access.
- The list of new tasks that the system will perform is applicable.
- The new calculations and decisions by the system is applicable.
Sign-‐off and con8irmation
I have read, are satisfied with the

conditions, and agree with all terms
in the analysis stage of this system.
Dan Chong Mrs Karen Thompson
_____________________________ _____________________________
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A2 Computing
Design Stages
_____________________________
Dan Chong
2011
18
A2 Design Stages
Design Section 2.1: Objectives and Bene8its
Objectives
Following my interviews with Mrs Thompson, the requirements for the system have been
laid down and the design of the system can begin, so that the updated system will be
faster, more efficient and easier to use than the one on paper. Therefore the objectives of
this new system should be to make the new system quicker to process, and make it easier
to use than the current one in place. It should also carry out tasks that match the old
system exactly so that no changes have to be made to the process, and should introduce
new features that make the overall task a hassle free experience.
Since the current system is basically all done by hand, by Mrs Thompson herself, a large
amount of the processing will be automated by computer system, apart from the entering
of data received from the students. The new way of finding student emails is to be
introduced as well, eliminating another time consuming part of the task carried out by Mrs
Thompson.
After the entry of all the data of students who wish to use lockers in the Music Department,
the new system will calculate the priority of the current students in the system and email
those students who have been assigned lockers. This makes the task extremely simple for
Mrs Thompson, as the only thing she has to do is enter in the data into the system and the
rest is automated.
To be able to edit the records in the current way of doing things, Mrs Thompson will have
to go into the Word Document, make the changes, and then print out another copy of the
document. In the new database changes (e.g. who has quit lessons - discussed in
interview) can be made quickly by just editing the record. This is a new feature which will
reduce the problems if a mistake is made during data entry, although validation on entry of
data should reduce the number of mistakes in the process anyway.
In conclusion, the objectives for the new system are:
- New system quicker to process

- Will be easier than the current system
- Carry out tasks that match the old system
- Introduce new features that decrease the time of the process
- Be mostly automated by the computer
- Calculate the priority of students in the locker system
- Easily edit records through Access
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Bene4its
- The new system will be much quicker than the old system
- The system will now be managed by a program which is made for databases, instead of
a word processing software. This makes the system more reliable and has many obvious
advantages over the old one, such as much simpler data entry instead of managing
things by Microsoft Word tables.
- The fact that menial and repetitive tasks will either be automated or sped up by the
system is a massive benefit to the new system.
- Now that the students are kept in records, Mrs Thompson can also easily manage who is
and who isnʼt in a band, and who has quit lessons in the current system.
Design Section 2.2: Design of Tables

Student Table design (Fig. B1)
Field Name Field Type Examples Validation Use Origin

StuID Text j.barton Required. Must be text To identify the From the student,
only. Will prompt if not student, a unique from the email, or
entered. ID. from the school
database.
StuFirstName Text Joey Required. Must be text First Name of the From the student
only. Will prompt if not student in the
entered. system.
StuLastName Text Barton Required. Must be text Last Name of the From the student
only. Will prompt if not student in the
entered. system.
StuHouse Text Marsden Required. Must be one The house of the From the student
of 12 houses only, from student.
a drop down. Will
prompt if not entered
and will not accept any
other data.
StuEmail Text j.barton@kings Default text: The email of the From the student
college.school. example@kingscollege. student, so that
nz school.nz. Must be an they can be
email address and is a informed if they
requirement. have a locker.
StuGradYear Number 2012 Required. Must be The year that the From the school
numbers and over 2010. student system or from
Will prompt if not graduates from the student
entered. college. themselves
StuBoarder Boolean Yes Boolean data only. Whether the Calculated from
student is a the house or from
boarder so that the student
priority can be
decided.
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Explanation of student table
The student table design, Fig. B1, contains all of the data entered by Mrs Thompson into
the system, which has been retrieved either from the synergetic system or the students
themselves. The student ID appears in both the locker table, instrument details table, and
the group list table, showing which student has which instrument and which student is in
which group.
Locker table design (Fig. B2)
LockerID Number 23124 Increments of 1, is a Automatically From the resource

unique value, and is generated by sheet received by
required, up to 101. Access. Mrs Thompson
LockerCode Number 435 Must be number only. Student will know From the resource
what the code for sheet received by
the locker is, if Mrs Thompson
they have one.
LockerSize Text Medium Required. Only allows To determine the From the resource
text ʻSmallʼ, ʻMediumʼ, or size of locker and sheet received by
ʻLargeʼ, from a drop which Mrs Thompson
down menu. instruments can
fit in them.
LockerInstID Number 1232 Only appears if the To see what From the
current locker is in use instrument is in instrument table
by an instrument. Must or isnʼt in the
be a number and cannot locker currently.
be typed in.
Explanation of locker design
This table, Fig. B2, shows the fields for the lockers in the Kingʼs College Music
Department. This is a relatively simple table, linking the instrument to lockers if they have
been assigned to one, and showing the details for each locker which are now in a
numbering system. The locker codes and numbers have to be inputted once only, when I
develop the system.
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Music Group table design (Fig. B3)
GrpName Text Concert Band Drop down menu, will Name of the From the music
not take any values group. centre
besides these.
GrpStuID Text j.barton Required. Must be text To identify the From the student,
only. Will prompt if not student, a unique from the email, or
entered. ID. from the school
database.
Explanation of Music Group table design
The group table shows which students are in which group, and the groups are named with
the GrpName field.
Instrument table design (Fig. B4)

InstID Text SAXL1 Required. Must be text To identify the From the details
only. Will prompt if not instrument, a of the instrument,
entered. unique ID. from the student
InstCost Currency $530.00 Required. Must be The cost of the From the student
number only. Will prompt instrument, so
if not entered. that the priority
can be decided.
InstSize Text Large Required. Must be text The size of the From the student
ʻSmall, Medium, or instrument, so
Largeʼ only from drop that the priority
down. Will prompt if not can be decided.
entered.
InstType Text Saxophone Required. Must be text The type of From the student
only. Will prompt if not instrument.
entered.
InstStuID Text j.barton Required. Must be text To identify the From the student,
only. Will prompt if not owner of the from the email, or
entered. instrument. from the school
database.
Explanation of instrument table design
The instrument table shows details for each specific instrument in the system, where ID is
now generated and it is easy to see which student owns each instrument. It also shows
type, cost and size, which affect the priority of the instrument to be associated with a
locker.
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The priority system
Description Order of priority
Music Group(s) 5
Medium Size Instrument 4
Cost of instrument 3
Student is a boarder 2
Large Size 1
The priority system is based on the different values in the table designs, and there will be a
query running in Access so the most important people are displayed an are given lockers.
First it will sort by music groups, then search for medium size, cost, whether the student is
a boarder, and then finally large size. This will bring the students up with the most priority
following the system discussed during the interviews.
Design Section 2.3: Design Limitations
There are very few major design limitations with this solution to the organisation of the
Music Department, however they should still be mentioned for trivial reasons. The Kingʼs
roll not being available as a safety issue is the main limitation of this system, which causes
the length of the production to increase. However, this is a very minor setback as the roll
can be set up in a table of a separate program or the students which are needed in the
system can be inputted by the user.
This solution is also limited to systems who have 50 megabytes of free space to actually
store the database - however the system MUST have Microsoft Office installed on it so
that the database can actually be read. As a result, the system which will be running this
solution will have to have 600 megabytes free space on the hard drive, and will have to be
be running either Microsoft Windows on a PC, on Mac with bootcamp, or with VMWare
Fusion.
23
Design Section 2.4: Relationships Explained
Relationships Diagram (Fig. B3)
Student Table Locker Table Instruments

One - Primary Table
StuID LockerID One - Primary
InstID
StuFirstName LockerCode
InstCost
StuLastName LockerSize
InstSize
LockerInstID One - Secondary
StuHouse InstType
Many - Secondary
StuEmail InstStuID
StuYear
StuBoarder
Group Table
GrpName
Many - Secondary
GrpStuID
Explanation of Diagram
Students are assigned an automatically generated unique ID Number by Microsoft Access

when their information is put into the system by Mrs Thompson (See Fig. B1). If they are in
a school group or take music lessons, their ID will be associated with the group name in
the group table (Fig. B3). Doing this, the student can be in more than one group. Along
with this, the Student ID created by access will be assigned to instruments that the student
plays so that the owner of a particular instrument can be found through this value (Fig.
B4). Just like the student ID is linked to the instrument, the instrument is linked to the
locker if it has one (Fig. B2). From this, the user can find out which lockers contain which
instrument and vice versa.
24
Design Section 2.5: Form Designs
Start Screen Form (Fig. B4)
This screen is what the home screen will look like in Access when it is completed. From
the start screen, the user can search for a particular student, send emails to students, can
browse through the different groups and see all the members in it, or music lessons, and
see the details for each locker including the user, instrument details, and locker code.
However, it is just a form of browsing the different files and does not contain any validation
- there is no data stored on the page.
25
Search Forms (Fig. B5)
When the any information button is selected from the main menu, one of these dialog
boxes will open, asking the user to select which record they would like to view in the
relevant form. The ʻView Recordʼ button will be coded so that the entry forms, will open
with the selected record open with the details of the entitiy inside the form.
Validation - Each of the drop down boxes in these forms only contains the records of the
IDʼs from the tables in Access.
Student
Which Student would you like to view?

Student ID:
View Record
Instrument
Which Instrument would you like to view?

Instr. ID:
View Record
Locker
Which Locker would you like to view?

Locker ID:
View Record
Group
Which Group would you like to view?

Group:
View Record
26
Students Form (Fig. B6)
This screen will be shown in Access after the ʻOKʼ button is clicked on the dialog box. As
shown in Fig. B3, all of the tables are linked through the unique IDʼs created by Access
when records are created. In this form, students can be browsed, and the details for each
of the things that the student is linked to can be viewed.
Validation of this form:
- Student ID - Must be text and less than 30 characters

- First Name - Must be text and less than 20 characters
- Last Name - Must be text and less than 20 characters
- Email - Must be less than 60 characters
- Grad Year - Must be above 2010
- House - Must be one of the specified choices
27
Instrument Form (Fig. B7)
This information screen for the instruments shows the locker, locker code and owner of the
instrument.
- Instrument ID - Must be text and less than 12 characters

- Cost - Must be a number and less than 10 characters
- Size - Must be one of the choices available
- Type - Must be text and less than 20 characters
- Owner - Will be all of the IDʼs from the student table - dropdown so no other values are
allowed
28
Locker Information Form (Fig. B8)
This locker information screen is complicated because it shows all of the locker records
which have already been inputted into the system, and gives the user the option to change
the instrument in the locker, which would have already been calculated by the priority
system.
- Instrument ID is a dropdown, containing all of the instrument IDʼs in the table. They must
be from that table, and must match the locker size.
- Group name is also a dropdown, containing all of the groups in the system. It must be
one of the group names and nothing else will be valid.
29
Group Information Form (Fig. B9)
The group information form allows the user to put users into the different groups such as
Jazz Band, Concert Band, Choir, and music lessons in the music department. It also
allows the user to specify which instrument the student is playing in that group, which is
specific to the student who has been chosen in the Student ID field at time of entry.
Validation:
Student ID - Dropdown, must be text, must be all of the student IDʼs from the student
record
Instrument - Dropdown, must be from the instrument table which is linked to the student
ID, so that the selectable options are just from the student.
Group Name - Must be text, and a dropdown, just with the group name options.
30
Email Form (Fig. B10)
Show
Instrument: Close
This form aids with the emailing of the groups of students. The dropdown boxes specify
which group, which users of the group, and which instruments, and when the ʻShowʼ
button is pressed, the table on the bottom of the form displays the studentsʼ emails which
can then be copied into any mail application or into a webmail application.
Validation
Group - Dropdown - must be from the list of groups in the record. Anything else that is
entered is invalid.
Student - Dropdown - from the group which has been entered from the dropdown, or if no
group has been entered, a full list of students. Anything else entered is invalid.
Instrument - Dropdown of the group which has been entered from the dropdown, or a list
of students who play a particular instrument. Anything else entered is invalid.
31
Priority List Report (Fig. B11)
This report generated in Access is to help to user find out information about who are the
students who have the highest prioroty and allows the user to get information and details
of these students.
32
Design Section 2.6: Flowcharts of new System
Diagram showing 8low of data -‐ Fig. B12
Diagram showing structure of system -‐ Fig. B13
These diagrams show the flow of the new system. This links back to the list of tasks found
in Section 1.3 of the Analysis Stages and to the Objectives mentioned in Section 2.1 of the
design stages. Compared to the flowcharts shown in the Analysis Section 1.4 (diagrams of
the current system) the workload for Mrs. Thompson has been reduced greatly as all she
has to do is retain the data from the student, input the data, and send any necessary
emails.
33
Design Section 2.7: Testing Plan
Fig 2.7.1: Home Form Tests (see Fig. B4)
The testing of the home form is simple as all the home screen only enables the user to
browse through all of the different forms in the system. As a result all of the buttons on the
home screen should be tested to see if they go to the right place.
Entity Test Expected Outcome
Student Information Clicking the ʻStudent Informationʼ Opens the Student Search Form (Fig.
button B5)
Locker Information Clicking the ʻLocker Informationʼ Opens the Locker Search Form (Fig.
button B5)
Instrument Information Clicking the ʻInstrument Informationʼ Opens the Instruments Search Form
button (Fig. B5)
Group Information Clicking the ʻGroup Informationʼ Opens the Group Search Form (Fig.
button B5)
Email Students Clicking the ʻEmail Studentsʼ button Opens the Email Form (Fig. B10)
View Priority List Clicking the ʻView Priority Listʼ button Opens the Priority List Report (Fig.
B11)
Fig 2.7.2: Seach Form Tests (see Fig. B5)
The testing of the search forms loaded from the Home Screen is important because if they
donʼt work, the user will not be able to browse the different forms.
Student Search Form Clicking the ʻShow Recordʼ button Opens the Student Record Form,
showing the record from the
dropdown list. (Fig. B6)
Locker Search Form Clicking the ʻShow Recordʼ button Opens the Locker Record Form,
Instrument Search Form Clicking the ʻShow Recordʼ button Opens the Instrument Record Form,
Group Search Form Clicking the ʻShow Recordʼ button Opens the Group Record Form,
shoing the record from the dropdown
list. (Fig. B9)
34
Fig 2.7.3: Students Form Tests (see Fig. B6)
The Students Form should be tested for validation of the data entry, the buttons of the
browsing and editing of records, and the display of the records in the database.
Student ID Field Validation - Must be less than 30 Error message displayed as a result
characters and must be text. Test of of entering invalid data, or accepted if
abnormal, extreme and normal data. it is an extreme value or normal
value.
First Name Field Validation - Must be less than 20 Error message displayed as a result
value.
Last Name Field Validation - Must be less than 20 Error message displayed as a result
value.
Email Field Validation - Must be less than 60 Error message displayed as a result
characters. Test of abnormal, of entering invalid data, or accepted if
extreme and normal data. it is an extreme value or normal
value.
Grad Year Field Validation - Must be a number and Error message displayed as a result
over the year 2010. of entering invalid data, or accepted if
it is an extreme value or normal
value.
House Field Validation - Must be one of the Error message displayed as a result
choices from the dropdown menu, of entering invalid data, or accepted if
which will be text. Other values not it is from the dropdown menu.
accepted.
Add Record Clicking the ʻAdd Recordʼ Button A record is added to the system with
the data entered into the fields.
Delete Record Clicking the ʻDelete Recordʼ Button A record which has been entered in
the fields is deleted from the system.
Next Record Clicking the ʻNext Recordʼ Button The next record in the system in
shown in the fields.
Prev Record Clicking the ʻPrev Recordʼ Button The previous record in the system in
Close Clicking the ʻCloseʼ Button The form is closed.
Record Subform Editing the number of records and The records and record changes
changing the data in the records should be visible in the subform.
35
Fig 2.7.4: Instruments Form Tests (see Fig. B7)
The Instruments Form should be tested for validation of the data entry, the buttons of the
browsing and editing of records, and the display of the records in the database, which is
similar to the students form.
Instrument ID Field Validation - Must be less than 12 Error message displayed as a result
value.
Cost Field Validation - Must be less than 10 Error message displayed as a result
characters and must be a number. of entering invalid data, or accepted if
Test of abnormal, extreme and it is an extreme value or normal
normal data. value.
Size Field Validation - Must be one of the Error message displayed as a result
accepted.
Type Field Validation - Must be less than 20 Error message displayed as a result
value.
Owner Field Validation - Must be a dropdown of Error message displayed as a result

the list of the student IDʼs in the of entering invalid data, or accepted if
system, and nothing else. it is from the dropdown menu.
Add Record Clicking the ʻAdd Recordʼ Button A record is added to the system with
Delete Record Clicking the ʻDelete Recordʼ Button A record which has been entered in
the fields is deleted from the system.
36
Fig 2.7.5: Lockers Form Tests (see Fig. B8)
The locker form tests will be very similar to the student and instrument ones, but there is
no delete record button for the lockers because they should not be edited under normal
circumstances.
Locker ID Field Validation - Must be less than 12 Error message displayed as a result
value.
Group Name Field Validation - Must be one of the Error message displayed as a result
accepted.
Instrument ID Field Validation - Must be one of the Error message displayed as a result
accepted.
37
Fig 2.7.6: Groups Form Tests (see Fig. B9)
The group form validation is not as complicated as the student or instrument form tests,
and contains less fields for the user to fill in. The data from previous tables is used in this
form and they are complied as records in the system.
Student ID Field Validation - Must be less than 12 Error message displayed as a result
value.
Instrument ID Field Validation - Must be one of the Error message displayed as a result
accepted.
Group Name Field Validation - Must be one of the Error message displayed as a result
accepted.
Add to Group Clicking the ʻAdd to Groupʼ Button A record is added to the system with
38
Fig 2.7.7: Email Form Tests (see Fig. B10)
The email form mainly consists of dropdowns and aids the user in finding out emails of the
students. It is quite a simple form but is very important because the user specifically
wanted the form to be included.
Group Field Validation - Must be one of the Error message displayed as a result
accepted.
Student Field Validation - Must be one of the Error message displayed as a result
accepted.
Instrument Field Validation - Must be one of the Error message displayed as a result
accepted.
Fig 2.7.8: Priority List Tests (see Fig. B11)
Since the only thing that the priority list report does is show the list, not many tests need to
be carried out. However it is still crucial that the tests are carried out because otherwise
the system will not work.
Order of students The priority list is produced The order of the students with the
correct priority are displayed
Emails The priority list is produced by the The correct emails for each student
user and the order is correct are displayed in the email field
Instrument The priority list is produced by the The correct instrument for each
user and the order is correct student are displayed in the email
field
House The priority list is produced by the The correct house for each student is
user and the order is correct displayed in the email field
39
Design Section 2.8: User’s Con8irmation
Summary of Design Section
- I agree that the objectives for the system are applicable

- I agree with the benifits of this new system
- I agree with the Design Limitations of this sytem
- I agree with the Form designs of this system
- I agree with the relationship diagram in the new system
- I agree with the Testing that will be carried out after development in this system
Sign-‐off and con8irmation
I have read, are satisfied with the

conditions, and agree with all terms
in the design section of this system.
Dan Chong Mrs Karen Thompson
_____________________________ _____________________________
40
A2 Computing
Development and Testing
Stages
_____________________________
Dan Chong
2011
41

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Analysis Section 1.2: Investigation Part 1 -­‐ Systems Analysis 5

Analysis Section 1.2b: Analysis of Current System 10

Analysis Section 1.3: User’s Requirements 11

Analysis Section 1.4: Diagrams of the Current System 14

Analysis Section 1.6: Alternative Approaches Discussed 15

Analysis Section 1.5: Investigation Part 2 -­‐ Systems Analysis 16

Analysis Section 1.7: User’s Con4irmation 17

Design Section 2.2: Design of Tables 20

Design Section 2.3: Design Limitations 23

Design Section 2.4: Relationships Explained 24

Design Section 2.5: Form Designs 25

Design Section 2.6: Flowcharts of new System 33

Design Section 2.7: Testing Plan 34

Design Section 2.8: User’s Con4irmation 40

Development and Testing Stages 41

Description of the Organisation

Methods currently in use

Origin and form of the data used

What is your role in the music department, Mrs Thompson?

How come the systems havenʼt been integrated previously?

Yes, Iʼd still like a system to manage the lockers easily.

What is the worst part of the task?

Who is involved in the process?

How are you involved?

In the whole process.

How much IT experience do you have?

What types of data are in the process?

Would you introduce recording the serial number, or year group?

Where do you get the information from?

How do you store this information currently?

Well I donʼt actually know.

Sure. (Result was 1 minute and 16 seconds overall.)

Absolutely, Iʼd look forward to it.

What operating system do you run and what version?

No. Well I will let you have a look. Version 10.5.8.

What sort of time-frame for the system are we looking at here?

I donʼt think Iʼd like to change from Mac.

Oh really? No, that is new to me.

Great, then I am happy for that to happen.

Do you have Microsoft Office, and if so, which version?

Version 11.4.2 Microsoft Word 2004 for Mac.

Are you familiar with Microsoft Access?

No, Iʼve been using Mac since I started here.

Is the locker system full?

If a priority system was to be introduced, how would priority be decided, for

What about cost of instrument?

No, they can definitely be included.

LOCKERS = Our instrument

Andrew Rajiv Roy Cameron Mark Chapman Wm Cook Sch Bassoon

31.8.36 32.22.37 33 – 6 - 11 3-6-3 13.21.00 Kevin Dong

Frazer McD J Kim Maj A Lee Mar Nick Klass Prt 15 – 23 - 2

8.11.22 1.22.15 15.34.18 38.19.38

24 – 9 - 33 39.10.03 27 - 12 - 23 34.10.25 34.6.26 34 – 11 – 39 14 – 22 - 28

6.7.17 7.11.17 26.7.27 3.11.8 16-19-30 31 – 8 - 32

Andre Chou James Cockram Ave Miru Park Nick Jacobi

35.8.13 14.22.10 8.9.19 18.22.10

Explanation of Diagram

List of tasks

As a result, the new system needs to:

In the new system the fields that need to be filled in are:

Calculations and Decisions

Analysis Section 1.2: Investigation Part 1 -‐ Systems Analysis 5

Analysis Section 1.5: Investigation Part 2 -‐ Systems Analysis 16

Sign-‐off and con8irmation

Diagram showing structure of system -‐ Fig. B13