School Database Information System

Environment

The environment would include:

  • The school community (students, staff, parents)
  • The educational services offered by the school
  • The flow of information between the school authorities such as the NSW Board of Studies and the NSW Department of Education and Training.
  • The hardware and software

Any organisation, business or individual that receives information generated by the school database administration system or supplies data for the system, is part of the school environment.

Purpose

The purpose of the school database administration system is to maintain the efficient operation of the school, its personnel, finances, resources and administrative tasks. It must also meet the legal requirements for monitoring student attendance.

Data/ Information

Schools are required to maintain a great deal of information on people, resources and processes. Data stored in a school information database would include:

  • Equipment register
  • Finance and purchase orders
  • GST records
  • Library resources and loans
  • Staff attendance
  • Student attendance information
  • Student personal and academic information
  • Timetables and room allocations.

Most of the data for these applications would be stored on an administration computer network in the school office and the library. Some, like student’s marks and grades, may be stored on individual staffroom computers.

Participant

Participants are those people who directly use the information system. People, who collect data, enter it into the system, manage and process the data, and produce the results. School offices and library staff who use the information system are clearly participants. Teachers who add class information into the system and students who search the library catalogue are also system participants. Everyone involved in a school is likely to be a system participant at some stage.

Processes

Data collection occurs through enrolment forms, the marking of class rolls, payment of fees, recording results in class mark books, library loans and returns. A variety of other administrative tasks also collect data for the system.

The data is organised and stored in a number of different databases that deal with student and staff information, resources of various types and finances. The data is analysed and processed to create class lists, student reports, financial reports, purchase orders, receipts and overdue book lists. Some data is transmitted to or received from educational authorities such as the Board of Studies. Both input data and information are displayed on VDUs and printouts.

Information Technology

Most data entry and access in a school information system is through keyboard and monitor. Barcodes and barcode readers are starting to become common input devices where a large number of repetitive data entry operations are needed, these include library loans and returns and entering attendance from class rolls.

Typical hard copy outputs include class lists, daily absentee lists, order forms and financial statement. Computer networks are playing an increasingly important role in school database information systems. Most libraries now have a student inquiry and loan/ circulation network. Staffrooms may now have computer terminals linked to the office administration system. The NSW Board of Studies and Department of Education and Training are now using secure Internet links to communicate directly to schools for school and course administration. The information technology also includes software such as OASIS office network administration system used in schools, motorized markbook, spreadsheet application software, personal data systems and other software applications.

RTA Vehicle and Driver Information System

Environment

The environment of the RTA vehicle and driver information database would include:

  • All drivers, driving instructors, drivers examiners
  • Vehicle owners, vehicle inspectors
  • RTA services such as registration and licensing
  • The flow of information between the RTA and the NSW Department of Transport
  • The police and courts
  • The hardware and software

Purpose

The purpose of the RTA vehicle and driver information database is to manage the registration of all drivers and motor vehicles in NSW. That includes sending out vehicle registration payment requests. It also has the responsibility of providing statistical information on drivers and vehicles to the government and registration information to other authorities such as the Police. The RTA also has the responsibility for issuing licenses to security guards and firearm owners.

Data/ Information

Data stored in the vehicle and driver information database would include:

  • Driver personal details, payment details
  • Driver license number, license type and classification, driving history (including driver points remaining)
  • Vehicle identification number, make and model
  • Vehicle owner details, registration number, payment details
  • Vehicle inspection record, insurance details
  • GST records

All of this data is available to authorised RTA employees at any motor registry and vehicle inspection station anywhere in the state.

Participant

Data entry operators, inspectors, counter staff and administration officers at RTA offices, motor registries and vehicle inspections are system participants. The Police Department Traffic Branch is also a participant in the system for monitoring driving records and vehicle registrations

Processes

Data is collected from registration application forms, license applications, renewals, vehicle inspection and driving test results. The data is organized and stored in a number of different databases that deal with drivers, vehicle information and finances. Processing occurs when vehicle registration and license renewal forms are sent out. Data analysis produces statistics on registered vehicles and licensed drivers. Data on vehicles and drivers are transmitted to the Police and other authorities when required. Both input and information are displayed on VDUs and printouts.

Information Technology

Data entry and display terminals (keyboards and monitors), EFTPOS machines for credit/ debit card payments, barcode scanners for registration notice payments, networking between the computers in the office/ building and links to a state WAN (wide area network).

Typical hard copy outputs would be registration and license renewal notices.

The information technology also includes the DRIVES integrated driver licensing and vehicle registration database software system used by the RTA.

Video Store Information System

Environment

The environment of a video store information database would include:

  • Customers and staff
  • Suppliers
  • Entertainment and other services supplied by the store
  • The flow of information between the store and the head office
  • The hardware and software

Purpose

The purpose of the information database is to keep accurate records of the stock, both rental and sales, particularly for rental stock out on loan. It also serves as a transaction processing system to collect data for further analysis by store management.

Data/ Information

Data stored in the video store information database include:

  • Customer details, including current loans and overdue items
  • Video rental title records, including items in stock and on loan
  • Saleable items records (videos, snack foods)
  • Rental and/or sales figures for each item
  • GST rcords

Most of these data items are available to store staff; some may be available to customers through inquiry terminals. Certain items may also be available to management through a wide area connection to head office.

Participant

Staff who check out videos and other products, process returns, authorise orders for new stock are participants in the system. Head office managers who use data provided by the system for inclusion in management and planning reports are also system participants.

Processes

Data is collected from membership application, sale items and rental videos passed over the scanner, and new products that arrive at the store. The data is organized and stored in product and customer databases. Processing occurs when products are sold, rented, returned or arrive as new products. In the case of a video rental or return, both the customer’s record and the video item record in the databases are updated. Data analysis produces statistics on video rentals, sales, delinquency rates (non-return of videos) and store income. Some (perhaps all) of this data would also be transmitted to head office. Both input data and information are displayed on VDUs and printouts.

Information Technology

This type of information system, once the initial details (such as name and address) have been entered, are almost entirely based on using barcode scanners as database input devices. Like a supermarket checkout, the aim is to delay the customer as little as possible (and put as many customers through as possible), while minimising data entry errors. All products for sale and rent are bar-coded and scanned on entering and leaving the store. The keyboard would be used only to enter the details of a new rental customer. New video rental titles arrive in the store from the central distribution warehouse with a database update disk or the store database is automatically updated through the wide area network link from head office. Customer inquiry terminals, if available, may rely on touch screen and ‘web like’ interfaces.

The information technology also includes the database management and sales software and the network communication software.

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