Customer’s personal information

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Customer’s personal information will be stored in a database. When a customer rents out a video there is no need to give out personal details each time. All that will need to be done is to scan the customers membership barcode and their details should appear on the screen as their information has already been entered into a database. The only question that may need to be asked would be ‘How long would you like to rent out the video for?’

The employee will enter the number given, the film in which is being rented out and they will have to input the number on the video case into the computer. Each casing for the videos will have then own designated number. This will help the employee by speeding up the time in which the customer is taking off the computer for returning the videos. All that will need to be done is to enter the number of the video case into the computer and the customer will be taken off the ‘to be returned’ list.

This system will help keep records of the stock of the videos, which ones have been rented out the most, and who still needs to return a video. Customer’s information is now even easer to access, all that needs to be done is to input the customer’s surname, and the relevant information appears on screen. This is much faster compared to the standard way of searching through the book.

The logbook of the loans looks like this: Date Name of Video Number of Video Customer/ Membership Number of Days It is quite evident that writing down data from customers for each loan will take some time and the possibility of human error is increased. I have also noticed that the business relies on many logbooks. Finding customer’s details is very lengthy. I believe computerising the system will be beneficial, as it will cut down the time of the searches and inputting data from each loan.

There are a total of three logbooks. One to store the customer’s details, one to store information on the loans and the other to store all the relevant information of the newly received videos. I have also noticed that searching for on more than one criteria e.g. the number of the video and the membership number in the logbook can take considerable time, as they have to manually go through the entire list until they reach the desired membership number.What I propose to do with the system is to make three databases that will aid the user in recording information for loans, newly received resources and details of customers.

All that will need to be done to find information such as address or telephone number is to input the customer’s name or membership number and all their details should appear on screen. When a resource is overdue it should appear on screen so there will be no need to search the logbooks as before. The database for newly received videos/ resource will have all the relevant information of the resource such as the rating and category, so if any time a customer asks about a certain resource, the information is easily available from the database. To loan a video all that will be needed is the number of the resource and the membership number. This is a change from the writing down the details of the customer for each loan.

Hardware/Software Requirements

Hollywood Nights doesn’t presently have a computer, and are in need of purchasing one. I have come up with minimum and recommended systems that can both be used for the desired computerisation of the system; however, there will be a difference in speed, performance and price. The minimum specification will be slower in running programs than the recommended system, though it will cost less. It also means that if new software is released, the computers specification may be too low to be compatible.

The solution will be installed on a computer on which is a Windows 95 system and the workstation which consists of a 200 MHz MMX processor coupled to 32 Mb RAM and 4 Mb graphics cards. Gary has no problem with the amount of storage available. Access will be able to perform efficiently with the amount of RAM available. The graphics card will allow complex screens to be refreshed at fairly fast rates.

The Development will be performed mostly at school, on the school network which has a minimum specification of machines with 32 Mb RAM and 200Mhz Processors, This is nearly the same as Gary Lane’s shop computer so I will be able to see how fast or slow it will work.

Software

Video World’s Applications Suite is the Microsoft Office 97 Professional, which includes Word 97, Excel 97, Access 97 and PowerPoint 97. The development will be performed at school using Access 97 as part of the total Office 97 Professional suite. As Video world uses Microsoft Office 97 there shall be no difficulties in exporting files. Also I have Microsoft Office 97 so I will be able to do perform some of the tasks at home.

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