Installation
Below I have suggested a timetable to plan the installation of the new computerised system for the Willow Tree café. As this system will have multiple users with the authorisation to use it, I have the inclusion of staff training as it is necessary that they have a good knowledge of how the system works.
Date / Activities04/03/2013 / Meet up with the client and install the completed version the Access database for the Willow Tree café. I will then do a brief training lesson with Mrs Kosova so she can competently use the system.
04/03/2013 to 06/03/2013 / I will give the end user test plan to Mrs Kosova so she can complete this with the new system.
07/03/2013 to 09/03/2013 / Mrs Kosova will then send her findings back to me and in reference to that, I will make the necessary changes to the system.
12/03/2013 / I will then meet up with Mrs Kosova again and aid her with the file transfer of the system. At the same time, I will ask her if she feels ready to start the changeover to the new database.
12/03/2013 to 16/03/2013 / If the client is happy to continue, the implementation of the new system will take place. I will be in contact with the client over this period as she may encounter problems with the system that I will rectify.
03/03/2013 / 04/03/2013 / 05/03/2013 / 06/03/2013 / 07/03/2013 / 08/03/2013 / 09/03/2013 / 10/03/2013 / 11/03/2013 / 12/03/2013 / 13/03/2013 / 14/03/2013
Hardware and Software Installation
Training
Testing by the User
Amendments to the system
File transfer
Changeover
The Gantt chart below is a visual representation of the above schedule.
Training
I will be meeting up with the client on the 3rd March 2013 to train her to effectively use the new system. The actions that I will teach her how to do are:
Training needed / Place it is conducted / When will this take place? / Who will be trained? / Data neededHow to add a new supplier and/or product associated with them / Willow Tree café office / 3rd March 2013 11am / Ludmila / Any new supplier and/or product information
How to alter prices and select if products are discontinued / Willow Tree café office / 3rd March 2013 11: 10 am / Ludmila / New prices of products and products that have be discontinued
How to make a new Purchase Order / Willow Tree café office / 3rd March 2013 11: 20 am / Ludmila / Products that have been ordered from the specified supplier. The date that the order was place and the date it will be delivered.
How to make a new Inventory Transaction / Willow Tree café office / 3rd March 2013 11: 30 am / Ludmila / The product that has had a transaction, the Purchase Order number and the action that has been noted (either the units had been sold, ordered or received).
How to preview and print the reports / Willow Tree café office / 3rd March 2013 11: 40 am / Ludmila / That the Products Form and the Purchase Orders form has been completed. That the user has entered a date range for the Purchase Orders report.
How to back-up the database to protect the data from becoming corrupt or lost / Willow Tree café office / 3rd March 2013 11: 55 am / Ludmila / A new version of the database that the use has altered herself.
She will check to see all the functions of the database are working via the end user testing sheet. She will be able to contact me if she encounters any difficulties whilst using the database. She will aid the other users of the system so they can effectively use the database.
The Gantt chart below is a visual representation of the above schedule.
Client Confirmation
Hardware and Software
The Willow Tree café already has a computing system in place to perform orders and to converse with staff and suppliers. This is useful but I will have to check to see if the hardware and software are compatible to run the database before I attempt the installation of the programme. I have planned for this to be done on the 3rd March 2013.
In the requirements, those that are in italic are recommendations for which if the Willow Tree would like the optimum performance, they should act upon to boost the running and viewing of the system.
Hardware / Justification1 GHz Processor (2 GHz recommended) / 1 GHz is the minimum that Access 2010 will run alongside other programs the business has already stored on their computer. However, for a smoother and quicker performance, the recommendation would be for a 2 GHz processor to run the Willow Tree database.
512MB of RAM (1 GB recommended) / This is the minimum which Office 2010 will run on. Conversely the availability of 1 GB or more would be preferable for the software to run.
128 MB of Memory (1 GB recommended) / Although Microsoft Office 2010 only requires 128 MB of Memory to run, 1 GB would be recommended to make the system run smoother and more efficiently.
4 GB of Hard Disk Space (20GB recommended) / At least 4 GB of Hard Disk Space is necessary for the database to save orders and items of stock. However, as there will be many orders that will build up over time; 20 GB would be preferred.
A keyboard (ergonomically designed) / A keyboard is essential for the input of data into the stock control and ordering system. If possible, the Willow Tree could purchase an ergonomically designed keyboard for maximum comfort for all staff.
A pointing device (a mouse) / It is vital that the business has a pointing device that can select options from a pre-defined menu. A mouse would be recommended as it is commonly available and relatively inexpensive.
A 15” monitor (17”+ recommended) with a minimum of 800 x 600 resolution (preferably 1024 x 768 resolution) with 256 colours. / It is necessary for the Willow Tree to have a monitor which is of an adequate size so writing can be seen when making choices. Favourably, a larger screen with better resolution will lead to better visibility so employees do not experiencing health problems (e.g. headaches, straining eyes etc.) when using the system.
A CD/DVD Drive / This is important for the installation of Windows Office 2010 to the computing system.
A minimum of 2 USB slots (4 recommended) / At least two USB ports are needed for the pointing device and the keyboard to be plugged into the computer. However, 4 may be useful for connecting a printer (unless it is wirelessly connected) and for the purpose of backing up data on a removable storage device.
A WAN connected computer / It is important for the computer to be connected to the internet for ordering from a supplier’s web page.
Any other peripherals (a black and white printer and USB Flash Drive) / As informed by the client, the company already owns a black and white ink printer. The ability to connect this to main computer is essential. In addition, the access to a removable storage device is important for the safeguarding of documents (e.g. order forms) in case of damage to files or employees misplacing files.
Software / Justification
An operating system of Windows XP (or any newer OS i.e. Windows 7) / It is essential that the computing system has an operating system to act as the interface between the client and the computer. Windows XP is the minimum requirement to run Office 2010. However more modern computers will have newer operating systems installed.
Microsoft Office 2010 (or later) / This is a necessity as this has all of the database and word processing software required for the Willow Tree Café.
Microsoft Access 2010 (or later) / The database will be designed in this version of Access but if the company had a newer version e.g. Access 2010 then the database will still be compatible and will run efficiently.
Microsoft Word 2010 (or later) and/ or Microsoft Access 2010 (or later) / These applications are also recommended if the company wishes to send correspondence to suppliers and/or make a spread sheet on stock wastage (a feature which has already been suggested in consultation with the client).
Anti-Virus software (e.g. Norton) / Anti-Virus software is vital for the protection of the computing system, especially when personal information may be held on the database and company computer. From my knowledge, I believe the Norton software is already installed so the renewal of the program before it expires is recommended.
A back-up software (e.g. DropBox) / As backing-up is vital for the protection of documents and information from becoming damaged and lost, a program could be installed on the computer to provide this function. DropBox is free, easy to use and widely available to back up data. This would be ideal for the business.
Client Confirmation
Methods of Installation
There are four methods available to the user to reliance from the current, manual system to the new, computerised database. These are stated below:
Pilot
This method requires the company to trial the scheme is one department of the business before the full software roll-out to all parts of the company. As the Willow Tree café is an independent chain, then this method is unsuitable and impossible for the client to use.
Parallel
This is the process of running the old and the new system alongside each other for a period of time. This would be advantageous for the client as, if they encounter any problems with the new system (for example, if the minimum stock level is not implemented correctly or if they are some bugs with the system) then the old system can still be used. This is helpful but the disadvantage of the duplication of data – taking into consideration that the Willow Tree café makes a minimum of five orders – this is not a viable method.
Phased
This means that the different parts of the database are installed in phases. This is useful as the users of the system have little if no Microsoft Access experience so the introduction of the stages gradually with make the users competent with the system . However, this is a very laboured and laborious process and, with the clients’ desire to have the system running as soon as possible, this may not be the best method.
Direct
This method requires the old system is unused immediately and the new system directly takes over. This carries a lot of risk if the system is not completely tested to make sure that there are no bugs apparent. However, it is the quickest method of installation for the Willow Tree café as it can be immediately implemented.
Conclusion
The most suitable system for the Willow Tree is direct installation as the Willow Tree café is a very fast paced business which needs the more efficient system instantly. Therefore I recommend this system to my client.
Client Confirmation
File Transfer
This stage of the installation will take place on the 10th March 2013. This requires adding the current information into the database so the user can start using the system immediately with relevant, up-to-date data. The steps involved in this are:
Required processes / Who will conduct this? / When will this take place? / Place it is conductedConsultation with the client on the data that is necessary for the Access database to be up-to-date i.e. products, suppliers and transactions / Myself and Ludmila Kosova will make the necessary changes together. / 10th March 2013 11:00 am / Willow Tree café office
Inputting the data and saving this on to the current computer / In the future, the client must be able to do this herself and teach the other supervisors how to enter new data. Therefore I will enter all 4 suppliers, 5 products and 4 inventory transactions. / 10th March 2013 11:20 am / Willow Tree café office
Transferring the database on to the company computer via a memory stick / I will do this but in the future the client must be able to do this herself. I will save this using an appropriate name and is placed in a suitable folder on the desktop. / 10th March 2013 11:30 am / Willow Tree café office
Backing-up the database using the Willow Tree café’s memory stick / I will do this but in the future the client must be able to do this herself. I will save the database using the date as the file name. This is a technique which can be continued by Mrs Kosova. / 10th March 2012 11:40 am / Willow Tree café office
The Gantt chart below is a visual representation of the above schedule.
Client Confirmation