IDENTIFICATION

1.1 Introduction to Cinnamon Residencies

Cinnamon Grand is one of the most popular hotels in Sri Lanka and has just
started a new housing project, called Cinnamon Residencies. There are three different
types of apartments-namely, King, Queen and Duke.
The payment system of the residency project carried out by the Accounts
Department still operates manually. Information about apartments is maintained in one
book (Payment information is maintained in Invoice Book, etc.)
Customers who wish to purchase an apartment from Cinnamon residencies can
confirm by an advancement payment. There are two methods of payment by which the
customers can pay the remaining amount for the house. That is either by bank loans or by
installments.
Organizational chart

General Manager

Accountant

Marketing Manager

Sales Manager

Clerks

Marketing Executives

Sales Executives

1.2 The real user of the system

The real users of the system are Mr. Joseph (Marketing Manager), the accountant,
receptionist and Marketing executives of Cinnamon Residencies.

1.3 Introduction to the existing system

People interested in purchasing houses from Cinnamon Residencies, are shown the
apartments first.
Then, if they are interested in purchasing, they are registered as new customers.
An agreement is signed between the customer and the company. In the agreement, it
includes details about the payment schedule.

When the customer has made the first payment, he is given the keys to the house.
When all payments are completed, the final deed to the house is given, and the
transaction is completed.

1.4 Detailed description of the existing system

Registering new customers

New customers are given a customer information form to fill in. Details such as contact
name, number and address should be given and the form has to be handed back to the
receptionist. She opens a new file for each customer and files the customer information
form in it.
Purchasing a house
After the customer decides on a specific house to purchase, an agreement is signed
between the customer and the company. The original agreement is given to the customer
and a copy of it is filed in the customers file.
Making Payments
Customers can pay in three installments. When the first payment is made, the customer is
provided with the keys to the house. With every payment, a receipt is also given and once
the final payment is made, the customer gets the deed to the house.
Copies of all the receipts are filed in the customer file.
Sending payment reminders
If customers do not make payments on time, payment reminders are sent to them, a week
after the due date.
Printing Reports
At the end of each month, two reports- the Payments received during the moth and
Customers joined during a month, are printed and handed in to the general manager.

1.5 Problems in the current system

Delays in updating information

Many customers complained on delay in updating their files. Sometimes the staff has sent
payment reminders to customers who have already paid.

Finding information is time consuming

Another problem is that finding information is time consuming. For example say that a
customer wants to get information about apartments available for sale. Then the
receptionist has to search apartment file and agreement files, which is time consuming.

Calculation errors in receipts

The payment amounts are calculated by the accountants manually, and there were many
errors. As a result the customer had to pay extra or the company was at a loss.

 No backup copies of records available.

All the records of the company including customers information are filed and stored in
the cupboards which can easy to be destroyed in a fire or flood. Then, recovering
information would be difficult

Not enough security available for data stored in the system

Information about customers payment details and bank accounts are stored in files which
are kept in filing cabinets. Employees can open these files and alter or read this on
formation without authority.

Duplication of work

Each time a customer makes a payment, the clerk writes down all the customers details
on the receipt. This results in there being many copies of the same information.

Inconsistency of data in the system

Data duplication leads to data inconsistency because there may be more than one address
or contact number for one customer. This makes it difficult if the company needs to
contact the customer, as they will be unsure of which address/number to use.

1.6 Why the problem has arisen

As the advertising campaign is proving to be successful, there are more customers
inquiring about the apartments and payments. With the current system it is difficult to
keep up with these inquires. Therefore now Cinnamon Residencies is looking for a faster
system.

1.7 User Requirements

Mr. Joseph has identified the following as his requirements of the new system:

1. In the new system, finding available apartment information, customer

information, payment details should be easy and faster.
2. In the present system, there are many errors in calculations, which lead to
further problems later on. These errors should be minimized or prevented in
the new system.
3. At present, employees manually write out a receipt for every customer. As
this takes quite a lot of time, customers could get impatient. Reports should
be produced as quickly as possible after the payment is made.
4. Likewise, other reports such as the daily sales report have to be produced
on time, at the end of each day. This has to be faster than producing
handwritten reports.
5. With the present system, all the information is kept in either books or files.
The information is, therefore, quite vulnerable as it can easily be lost due to
tearing pages or damaged during exposure to water or fire. In the new

system, all the information has to be saved in a way that it can be recovered
due to such damage.
6. Information in the system should be secured from unauthorized access, so
confidential information cannot be retrieved.
7. In the present system, sometimes certain data is duplicated. This has to be
prevented in the new system.
8. All the filing cabinets and books take up a huge amount of space. The new
system should occupy as little space as possible.

1.8 Desired Outcomes

1. In the new system information should be easy and faster.
2. All calculations need to be done by the system.
3. All outputs required by customers and the management should be produced
by the new system with the least delay.
4. In the new system, all the information has to be saved in a way that it can
be recovered after a natural hazard.
5. Information in the system should be secured from unauthorized access, so
confidential information cannot be retrieved.
6. In the present system, sometimes certain data is duplicated. This has to be
prevented in the new system.
7. All the filing cabinets and books take up a huge amount of space. The new
system should occupy as little space as possible.
1.9 Objectives
General:-

Searching of the records should be faster.

The system must minimize the errors in calculations and errors due to
not updating records on time.
Producing the receipt when a customer makes a payment should be
faster.
The report generation should happen on time. For example daily sales
report should be printed at the end of the day.
If the system is damaged from an accident, it must be able to recover
the Information.
The data in the system should be provided with a security, so that
outsiders can not access the confidential information.
It should minimize the data duplication.
It should not occupy lot of valuable office space.

Quantitative:-

 Tables must be created to store data. They are;

- customer table
- Apartment table
- Payment Table
Forms must be created to enter data into these tables.
- Apartment form
- Customer form
- Payment form
Relationships must be created among tables.
.

1.10 Possible solutions

Manual solutions
1. Design all books/files and forms properly. So that data can be searched faster. For
example a Customer Information form can be designed to capture customer
information and can be filed in a separate file called customer file.
2. Hiring more staff and give them separate tasks. So that one employee will be
doing only one task. They will gain more practice on the job after sometime, and
will be able to perform their tasks faster and efficiently.
Automated Solutions
1. Using a spreadsheet package.
A workbook can be created for each apartment type.
Calculations can be performed using formulas in cells.
Staff can use macros that can automate difficult operations
Charts and graphs can be drawn easily.
Data validation can be used to minimise data entry errors.
2. Using a database package.
Data can be stored in separate tables in an organised manner.
Large amount of data can be stored
Information can be searched very fast
Calculations can be done easily.
Retrieving data is faster.

1.11 Chosen Solution and justification

A Database package was chosen to be used due to following reasons:

Data can be stored in separate tables, which is more organised.
Data can be searched faster
Tables can be linked using relationships.
Queries can be used to do calculations and searching.
Macros can be used where many things need to be done at the same time.
Validations can be carried out to minimise data entry errors.
Reports can be printed automatically.
Other solutions were not chosen because:
Using a spreadsheet was not chosen because, information storage requires a
lot of space as same information is repeated many times. Also this is not a
very organized method for storing information
Manual solutions are unable to solve all the problems in the system. For
example there will still be problems with security of data.

ANALYSIS

2.1.

Processor 18 GHZ
Memory 64 MB When the memory is large it helps the programs to run faster.
Motherboard Pentium IV
RAM 64 MB - When this memory is large the program can run faster as there is
more space to store data.
Hard disk 40 GB This is recommended otherwise when using the system for
sometime it may be inadequate.
Monitor 15 colour monitor when the monitor is large, the operators can view
data more clearly.
VGA Card 32 MB this will give clear picture to the data entry operator.
Floppy Drive
CD Drive - for taking backups
Power Protection
Printer HP Laser Jet 1100 or a Dot Matrix Printer an economical printer is
recommended as the printouts are limited and for internal use only.
Mouse

2.2.

Hardware requirements

Software Requirements

Microsoft Access Xp
Virus guard Norton Anti Virus
Compressing software Win RAR
Printer software
Operating system: Windows XP

Justification: (Microsoft Access)

- By Microsoft Access I created tables to store data ,
- Forms to enter data
- Reports to be given to the management
- The help page to increase the user friendliness of the project
- Log on screen to enter the user name and password.

2.3 Input data collection, data source and Sample of Raw Data:
To design the system I need lot of information. They are:
Category
Data Item
Data Source
Customer name
From customer
Customer address
From customer
Contact number
Date of birth
Customer
Gender
Information Nationality
NIC/passport number
Emergency contact number
Emergency address

From customer
From customer
From customer
From customer
From customer
From customer
From customer

Relationship

From customer

Raw data
Natalie Hilton
No 4, Queens Road,
Colombo 07
0112785412
1/1/1990
Male
English
78945621HJ
11111111
No 3,Kirimandala
Road, Nawala
Sister

Data Source
From Apartment File
From Apartment File
From Apartment File
From Apartment File
From Apartment File
From Apartment File
From Apartment File
From Apartment File
From Apartment File
From Apartment File
From Apartment File
From Apartment File
From Apartment File
From Apartment File
From Apartment File

Raw data
100
Diamond
3
1
0112895623
2
$70,000,000
Yes
$20,000,000.00
$10,000,000.00
12-Feb-05
$350,000.00
01-Feb-05
$10,000,000.00
05-Apr-05

Category

Data Item
Apartment Number
Apartment Type
Block number
Floor number
Telephone number
Apartment No of bedrooms
Information Cost of the apartment
Sold
Down payment
1stInstalment
1stInstalment due
2ndInstalment
2ndInstalment due
3rdInstalment
3rdInstalment due

Category

Data Item
Customer number
Apartment number
Date
Payment type
Payment
Payment amount
Information Payment method
Credit card number
Cheque number

Data Source
From customer
From Apartment File
From the system
From Customer
From Customer
From Customer
From Customer
From Customer

Raw data
100
105
1/22/2005
1st Installment
50,000,000.00
Credit Card
787845459685
125784558

2.4.

The data flow diagram

2.5.

Apartment
Information
information

Apartment

Customer

Enter data
and Validate

Customer

Data entry
and Validate

information

Correct apartment
information

Apartment file

Correct
Customer
Information

Customer file

Payment
Information
Enter data
and Validate

Payment file

Apartment
information

Rec
eipt
Payment
information

Print

Payment information
Customer information
Sort
payments
made during
the month
Information
of the
payments in
the month

Sort new
customers
joined
during the
month

Customer

Sort
apartment
s
available

Information

New customers
information
Apartments available

Payments received
during the month
Management

Print

Customers joined
during the month
Apartments available

Information

2.5.

Data Entry Methods

Using a Keyboard would be the best input method. There will be many data entry
operators to enter data. The marketing executives in the company can do this during their
free time.
All data typed in a validated and verified before saving.
Layout of the form (Please refer Design)

2.6.

Outputs of the system

There are two main outputs required in the Cinnamon Grand system. They are:
Permanent outputs- Laser printer, Bubble Jet or a Dot Matrix printer can be used
for this
For permanent outputs, I would recommend a laser printer because it can generate quality
printouts and maintenance cost is low.
Temporary outputs- A 14 or 15 inch screen can be used for this.
For temporary outputs, I would recommend a 15 inch screen as information can be
viewed clearly on a large screen.

2.7.

Backup

All information will be saved on the hard disk. At the end of the day, details of all
transactions made during that day are transferred to a CD which is kept in a different
location.
Also a hardcopy of all reports are maintained in the managers room.

2.8.

Security

Using a Username and a password, access to the database are controlled. The
username and the password are given only to authorized users. Then the data in
the system can be accessed by authorized users only.

There will be a security guard at the entrance to the computer room watching
everyone who enters the room. He is informed about all authorized users. This
will prevent unauthorized people trying to access.

DESIGN
3.1 Initial Design
Initial Form Design
Customer Form
This is used to enter customer details. When a customer decides to purchase a house, first
his details are entered to the customer table through this form.
Apartment Form
This is used to enter apartment details. All apartment details are entered into the system
through this form. And it is updated every time when a house is sold.
Payment Form
This is used to enter payment details into the system. When customers make payments,
they are entered into the system through this form. Then it is saved onto payment table.
Form Designs:
Apartment Form

Customer Form

Payment Form

Initial Menu Design:

Log on

Main Menu

Forms

Reports

Customer Form
Apartment Form
Payment Form

Apartments Available
New customers joined
during the month
Payments received
during the month
Receipt

Queries

Find Apartments Available

Find 1st Installment Due
Customers
Find 2nd Installment Due
Customers
Find 3rd Installment Due
Customers

3.2 Final Design

Links among the tables
There are three tables in the system. They are linked with relationships.

Customer

Apartment

Payment
Data structures:
Apartment table
Field name
Apartment No
Apartment type
Block No
Floor No
Telephone No
No Of bedrooms
Cost of the
apartment
Sold
Down payment
1st installment
1st installment due
2nd installment
2nd installment due
3rd installment
3rd installment due

Data type
Number
Text
Number
Number
Number
Number
Currency

Field size
3
5
1
1
10
1
10

Validation
Length check
Range check
Length check
Range check
Range check

Text
Currency
Currency
Date/ time
Currency
Date/time
Currency
Date/time

3
10
10
10
10
10
10
10

Range check
Range check
Range check
Range check
Range check
Range check
Range check

Field size
2
10
50
50
10
10
5
10
10

Validation
Length check
Length check
Range check
-

Customer table
Field name
Data type
Customer No
Number
Date
Date/time
Customer name
Text
Customer address
Text
Customer contact No Number
Date of birth
Date/time
Gender
Text
Religion
Text
Nationality
Text

NIC/passport no
Emergency contact
no
Emergency address
Relationship

Number
Number

10
10

Length check
Length check

Text
Text

50
10

Field size
2
2
2
10
15
10
10
12
10

Validation
Length check
Range check
Presence check
-

Payment table
Field name
Data type
Payment No
Number
Customer No
Number
Apartment No
Number
Date
Date/time
Payment type
Text
Payment amount
Currency
Payment method
Text
Credit card no
Number
Cheque no
Number
Final Form Design
Payment Form

Customer Form

Apartment Form

Query design
Apartments Available
This query will contain information about apartment available. It will take data from
Apartment Table. The Information displayed in the query is

Apartment No
Apartment Type
Floor No
Telephone No
No Of Bedrooms
Cost Of the Apartment

Find 1st Installment Due Customers

This query will contain information about customers who have not paid their first
installment. It will take data from Apartment Table and customer table. The
Information displayed in the query is
- Customer No
- Customer Name
- Customer Address
- Customer Contact Number
- Apartment No
- 1st installment due
- Paid 1
It will search for records where 1st installment due date is less than current date and
paid1=No
Find 2nd Installment Due Customers
This query will contain information about customers who have not paid their second
installment. It will take data from Apartment Table and customer table. The
Information displayed in the query is
- Customer No
- Customer Name
- Customer Address
- Customer Contact Number
- Apartment No
- 2nd installment due
- Paid 2
It will search for records where 2nd installment due date is less than current date and
paid2=No

Find 3rd Installment Due Customers

This query will contain information about customers who have not paid their third
installment. It will take data from Apartment Table and customer table. The
Information displayed in the query is
- Customer No
- Customer Name
- Customer Address
- Customer Contact Number
- Apartment No

- 3rd installment due

- Paid 3
It will search for records where 3rd installment due date is less than current date and
paid3=No

Report Design

Final Report Design

Customers joined during a month

Payments received during the month

Receipt

Macro Design
A Macro needs to be designed to automate the backup facility. This is done using
runapp function.

Name: Back up macro

Use: This macro will be used to back up the whole database into another drive
Called Up: Open Main menu and click the Backup the system button
Listing:
Action: RunApp
Command: ntbackup

Final Menu Design:

Log on

Main Menu

Forms

Customer Form

Reports

Queries

Apartments
Available

Find Apartments
Available

New customers
joined during the
month

Find 1st Installment Due

Customers

Apartment Form
Payment Form

Payments received
during the month
Receipt

Find 2nd Installment Due

Customers
Find 3rd Installment Due
Customers

Back
up

3.3 The data flow diagram

Apartment

Apartment

Customer

Enter data
and Validate

Information
information

Customer

Data entry
and Validate

information
Payment
Information

Correct apartment
information

Correct
Customer
Information

Enter data
and Validate
Rec
eipt

Payment
information

Print

Apartment file

Customer file

Payment file

Apartment
information

Payment information
Customer information
Sort
payments
made during
the month
Information
of the
payments in
the month

Sort new
customers
joined
during the
month

Customer

Sort
apartment
s
available

Information

New customers
information
Apartments available

Payments received
during the month
Management

Print

Customers joined
during the month
Apartments available

Information

3.4 System flowchart

Customer
Information

Print receipt

Enter data
Customer
Information

Calculate
payment
installment

Receipt
Apartment

Payments
received during
the month

Print monthly
payment
summary

3.5 Algorithms
Start
Begin
Display Splash Screen
Close Splash screen
Open log on screen
Enter user name and password
If user name and password valid,
Then display main menu
Else
Display error message
End if
End
Main Menu operations
Begin,
Select an option from the main menu
Option =Apartment
Open Apartment form
Option =Customer
Open customer form
Option=Payments
Open payment form
Option=Apartments available
Open Apartments available
Option=1st installment due customers
Open 1st installment due customers
Option=2nd installment due customers
Open 2nd installment due customers

Option=3rd installment due customers

Open 3rd installment due customers
Option=Customers joined during a month
Open Customers joined during a month report
Option= Payments received during a month
Open Payments received during a month report
Option=Receipt
Open Receipt
Option= Help
Open Help screen
Option=Backup
Open Backup macro
Option=Quit
Close the main menu
End
Validation checks
Range check
Begin
Enter data
If data entered is not within the given range
Then display error message
End if
End
Length check
Begin
Enter data
If data entered is not of the correct length
Then display error message
End if
End

Presence check
Begin
Enter data
If data is not entered in the correct field
Then display error message
End if
End
Data type check
Begin
Enter data
If data entered is not the correct type of data
Then display error message
End if
End
Format check
Begin
Enter data
If data entered is not in the correct format
Then display error message
End if
End

3.6 Data Manipulation

To solve problems in the current system following data manipulations will be done in the
new system.
Tables in the system: (Tables are used to store information in the system)
o

Customer: this table is used to store information about Customers.

Apartment: This table is used to store information about apartments.

Payments: This table is used to store information about payments made by

customers.

Queries in the system: (Queries are used to perform calculations and to search data)
o 1st installment due customers
Using this query the management can find out details about the customers who have
not paid the first installment on time.
o 2nd installment due customers
Using this query the management can find out details about the customers who have
not paid the second installment on time
o 3rd installment due customers
Using this query the management can find out details about the customers who have
not paid the third installment on time
o Apartments available
Using this query the management can find out details about apartments available for
sale.
Reports in the system: (Output information)
o Apartments available
This report gives information about the apartments available .There are eight
fields in this report ,they are apartment type, apartment number, block number, floor
number ,telephone number, number of bedrooms, cost of the apartment and sold . This
report is given to the management.
o Customers joined during the month
The report customers joined during the month contains information about the
new customers joined to the company during a particular month. The fields in this report
are customer number, date, customer name, customer address, contact number and the
NIC/passport number of the customers.
o Payments received during the month

This report gives information about the payments received during the month from the
customers. The fields in this report are payment number, customer number, apartment
number, payment amount, payment method, credit card number and Cheque number.
o Receipt
This report contains the receipts given to the customers. The fields in this report are
payment number, customer name, customer address, date, apartment number, payment
type, payment amount, payment method, credit card number and the Cheque number of
the customers.

3.7 Alternative design components and Justification of selected

components
Data entry
Text box
Combo box
CommandsCommand Buttons
Labels

3.8 Sub-tasks to be carried out

1. Create tables in Microsoft Access.
I have to create tables in Microsoft Access to Store data. There are three tables as
given below.
- Customer table (This is used to store Customer information)
- Apartment table (This is used to store Apartment information)
- Payment table (This is used to store Payment information)
2. Create Forms in Microsoft Access.
Then I have to create forms in Microsoft Access to enter data. There are three
Forms as given below.
- Customer table (This is used to enter customer information)
- Apartment table (This is used to enter Apartment information)
- Payment table (This is used to enter Payment information)
3. Add command buttons for all operations.
Then I have to create Command buttons to make it easy for the user to use the
database system.
a. Add (Add a new record)
b. Delete(delete an existing record)
c. Save (Save a new record)
d. Undo (Undo all changes done to a record)
e. Go to first record (Go to First record)

f.
g.
h.
i.

Go to next record(Go to next record)

Go to previous record (Go to Previous record)
Go to last record (Go to last record)
Go to Main Menu (Go to previous record)

4. Create queries in Microsoft Access.

Then I have to create queries that the user can search for data using them.
- Find Apartments Available
- Find 1st Installment Due Customers
- Find 2nd Installment Due Customers
- Find 3rd Installment Due Customers
5. Create macros in Microsoft Access.
I have to create a macro for backing up data. By using this macro, I will be able to
backup all the important data in my database.
6. Create reports in Microsoft Access.
I have to create following reports.
- Apartments Available
- New customers joined during the month
- Payments received during the month

3.9 Test Plan:

Test
no
1

Form name

Field name

Validation

Test data Expected result

Apartment

Apartment no

Length
check

34

Apartment

Floor no

Range
check

Apartment

Telephone no

Length
check

Apartment

No Of Bedrooms

Range
check

Apartment

Cost of the
apartment

Range
check

Apartment

Down payment

Range
check

Apartment

1st installment

Range
check

Apartment

1st installment due

Range
check

Apartment

2nd installment

Range
check

10

Apartment

2nd installment due Range

11

Apartment

3rd installment

12

Apartment

3rd installment due Range

13

Customer

Customer No

Length
check

14

Customer

Contact No

Length

76546

check

Range
check
check

Display an error message

because apartment
number should be 3
digits long.
12
Display an error message
because floor number
should be between 1 and
6.
0001
Display an error message
because it should be 10
digits long.
51
Display an error
message. Number has to
be between 1 and 4
256
Display an error
message. Value should be
greater than 100,000
33,000
Display an error
message. Value should be
greater than 100,000
45,000
Display an error
message. Value should be
greater than 100,000
1/1/2003 Display an error message
because the date should
be after 1/1/2004
35,000
Display an error
message. Value should be
greater than 50,000
2/1/200 Display an error
message. Date should be
1
after 1/1/2004
40,000 Display an error message
because the value should
be greater than 50,000
5/4/200 Display an error message
because the date should
2
be after 1/1/2004
Display an error message
because it should be 3
digits long only.
Display an error

check
15

Customer

Date of birth

Range
check

16

Customer

NIC/passport no

Length
check

17

Customer

Emergency
contact no

Length
check

2345

18

Payment

Payment no

Length
check

234

19

Payment

Date

Range
check

4/4/100
0

Test
Number
20
21

Input/Action

Expected output

Log in
form
Log in
Form

456

Display * and not

numbers.
Display an error
message

Log in
Form

23

Main
Menu
Main
Menu

25

Display an error message

because it should be 10
digits long.
Display an error
message. Number should
be 10 digits long.
Display an error message
because it should be 4
digits long
Display an error
message- the date should
be after 1/1/2005

Form name Test

22

24

17Sept2004
788

message. Should be 10
digits long.
Display an error message
(Date should be valid)

Main
Menu

Password Input
Mask
Username and
Password

Username-ilm
and Password =
5678
Username and
Username-Ad
Password
min and
Password =
333
st
1 Installment due Click on the
customers query
command button
nd
2 Installment
Click on the
due customers
command button
query
Backup Command Click on the
Button
button

Accepted

Display results
(query)
Display results
(query)
Display Backup
Wizard

IMPLEMENTATION
4.1 Test results
Test 1:

Apartment
Form

Error
message

Test 2

Apartment
Form

Error
message

Test 3:

Apartment
Form

Error
message

Test 4:

Apartment
Form

Error
message

Test 5:

Apartment
Form

Error
message

Test 6:

Apartment
Form

Error
message

Test 7:

Apartment
Form

Error
message

Test 8

Apartment
Form

Error
message

Test 9

Apartment
Form

Error
message

Test 10

Apartment
Form

Error
message

Test 11

Apartment
Form

Error
message

Test 12

Apartment
Form

Error
message

Test 13

Customer
Form

Error
message

Test 14

Customer
Form

Error
message

Test 15

Customer
Form

Error
message

Test 16

Customer
Form

Error
message

Test 17

Customer
Form

Error
message

Test 18

Payment
Form

Error
message

Test 19

Payment
Form

Error
message

Test 20

Log-in
form

Display
*** and not
digits

Test 21

Log-in
form

Error message
displayed

Test 22

Username and
password
accepted

Test 23

Results
displayed- 1st
installment due
customers query

Test 24

Results displayed2nd installment

due customers
query

Test 25
Initially this test did not work as intended and given below is the screen shot.

Error
message

4.2 ERROR CORRECTION

I noticed that there is an error in the arguments section of the error message. So I
changed the macro command to NTBackup and it worked.

Backup
Wizard
Displayed

Back up
wizard
screen

4.3 How the system was developed

1. Create tables in Microsoft Access.
I started creating tables in Design view as I can add all the fields I want.

Creating tables
in design view

I typed Field name and then selected the appropriate data type from the list. Then
I typed the field size value.
Given Below is a final Outlook of Apartment table:-

Fields in the
apartment
table.

Then I saved it as Apartment Table.

Here are some of the other tables, created similarly:

Customer
table

Payment
table

2. Create Relationships.

table
Relationship

3. Create Forms in Microsoft Access.

I used Wizard to create forms.

Wizard

When fields are

selected they
appear here.

Then I selected the fields and clicked the OK button. I used columnar format for
all my forms.

Options
available for
the form
layout

Then I selected a background.

Options
available for the
form
Background

I saved the form as Apartment after that.

After
creating the
form
(Design
View)

4. Add command buttons for all operations.

I drew a command button with the help of command button tool. Then I got the
wizard screen.

Operation
list

I selected the type of operation I want.

List of
pictures

Then I selected the picture I want it to display. Then I clicked OK and changed
the name of the command button.

Change the
name of the
command
button.

And I clicked finish and the wizard finished creating the command button. Given
below is the completed form.

Completed
form

5. Create queries in Microsoft Access.

I selected design a query and given below is the design I got.

Tables in
the
system

I selected the tables I require. Then the relationship appeared automatically.

Tables in
selected for
the query

I selected the fields I want.

Fields
selected for
the query

Then I typed the criteria for filtering records.

Criteria
given for the
query

And I saved it.

6. Create macros in Microsoft Access.
First I took a macro in design view, and I selected RunApp.

I Selected
Runapp
here

Then I typed NTBackup In the command Line.

I typed
NTbackup
Here

And I saved it as Backup.

7. Create reports in Microsoft Access.

I used wizard to create reports.

WIZARD

I selected the query I created and all the fields I need to appear in the project and
clicked next Button. Then I clicked next for the two menus that were appeared
after that. Then I selected the layout in this screen.

Select
layout of
the
report.

Then I selected a style for the report.

And I wrote a name for the project.

Select the
background of
the report

I wrote
the report
name
here.

4.4 Final Product

Log on screen

Main Menu

Help Form

DATA ENTRY FORMS

Apartment form

Customer form

Payment form

TABLES
Apartment Table

Customer Table

Payment Table

QUERIES
Customers who have not paid their 1st Installment

Customers who have not paid their 2nd Installment

Customers who have not paid their 3rd Installment

Apartments Available

REPORTS
Receipt:

New customers who purchased houses during the month

Payments received during the month.

EVALUATION
5.1 Objectives set at the beginning of the project:
General Objectives:

Searching of the records should be faster.( For example when a

customer wants to find out information about availability of houses or
payments, the users should be able to find them faster in the new
system)
The system must minimize the errors in calculations and errors due to
not updating records on time.

Producing the receipt when a customer makes a payment should be

faster.

The report generation should happen on time. For example daily sales
report should be printed at the end of the day.

The information stored in the system is safe from natural hazards.

The data in the system should be provided with a security, so that
outsiders can not access the confidential information.
It should minimize the data duplication.
It should not occupy lot of valuable office space.
Quantitative Objectives:

Tables must be created to store data. They are:

Customer table
Apartment table
Payment Table

Forms must be created to enter data into these tables.

Apartment form
Customer form
Payment form

Relationships must be created among tables.

Queries must be created to make the searching faster.

5.2 Achievements
o Searching for records is faster.
In the new system, the query facility enables the user (the
receptionist or an employee) to search for information such as available
apartments or payments, much faster than manually going through books or files.
Query results are immediate.

o There are no errors in calculations.

All calculations are done automatically by the computer, so there
is a minimal chance of there being any errors, unlike manual calculations.
Therefore receipts, etc are accurate and the company is at a less chance of bearing
any losses. Customers also gain more confidence in the system.

o Producing the receipt when a customer makes a payment should be

faster.

The system has facilities to generate the receipt. Therefore the

user just has to enter the payment details and the report can be printed. This is
quicker than writing receipts each time.

o Report generation happen on time.

Employees only have to enter the specific criteria needed and
then the computer generates the reports with the data that has already been stored
in the computer. This is much faster than writing out the whole report.

o The information stored in the system is safe from natural hazards.

Information in the new system cannot be damaged or misplaced
easily due to natural hazards like floods or fires. This is because backups are
maintained daily so information that has been saved before the hazard, can be
restored.

o Security of data in the system is higher.

Users of the system need to enter a username and password in order
to log on to the system. Therefore unauthorized people cannot gain access to the

system or any confidential information. As a result, information in the system is

secured from misuse.

o Data duplication
In the new system data is stored in tables which are linked using
relationships. Therefore data can be accessed anywhere in the project without
having to store them in multiple locations. As a result there is no necessity to
duplicate any data.

o Backup Facility
The backup facility enables users to create backups of the system. Users
are advised to create daily backups and if any information in the system is
damaged, the backup can be restored. Thereby information loss is minimized.

o It should not occupy a lot of valuable office space.

The space occupied by the system is limited to the computer table,
There no longer a need for large filing cabinets, so there is much more free
space in the office.
3 Tables are created to store data. They are:
Customer table
Apartment table
Payment Table
(Please refer page number_____ in the implementation, for the screenshots)

3 Forms are created to enter data into these tables.

Apartment form
Customer form
Payment form
(Please refer page number_____ in the implementation, for the screenshots)

Relationships are created among tables.

(Please refer page number_____ in the implementation, for the screenshots)

Queries are created to make the searching faster

(Please refer page number_____ in the implementation, for the screenshots)

5.3 Weaknesses in the solution

o Reports in the system do not contain graphical representation of
information.
-It is easier to identify and compare information, using Graphical representation such
as bar graphs or pie charts.
o If an unauthorized person illegally finds out the password, he can log on to
the system and gain access to confidential information such as customer information,
etc.
o Only one user can use the system at any given time.
-While one employee is using the system to enter customer details, etc. another
employee cannot use the system to enter some other data or retrieve any other
information at the same time. He has to wait until the first employee is done. This
could delay certain tasks.
o The system can not be used during a power failure or blackout.
Power is necessary to use the computer. Therefore, during a power failure, the
computer cannot be used, so neither can the system.
5.4 How to fix those weaknesses :
o
Reports in the system do not contain graphical representation of information.
How to fix- Use a better report generating software such as Crystal Reports 9.0,
where graphs can be generated in the system.
.
o

If an unauthorized person illegally finds out the password, he can log on to the
system and gain access to confidential information such as customer information, etc.
How to fix - Use security cameras so that when authorized people enter the computer
room, it can be noticed.
-Use a fingerprint scanner to grant access to authorized people only.

Only one user can use the system at any given time.
How to fix- Purchase more terminals and install the system in them. Also, change the
system so that many users can use the system in different terminals

The system can not be used during a power failure or blackout.

How to fix- Have an additional power supplying method such as a generator which
can be used during a power failure.

5.5 Possible Future developments

Using visual basic, a more user-friendly interface can be created. More colors
can be introduced and more functionality such as user rights can be added.

Purchase a better computer so the system can work faster and therefore, there
will be better performance.

Introduce user level and access rights.

With the introduction of user level access, the company can reduce the risk of
information being access by unauthorized people. All data entry operators can be
given a user level where they can only enter new data, but can not view others.

More employees and more computers can be gained, so that more customers can
be served at the same time.

Design a website
The website can contain information about Cinnamon Residencies, prices and
apartment information. The customers can also create accounts where they can check
the due dates of their payments, through the website.

5.6 Man-machine interface

o
Use of colours
I have used different colours for the backgrounds of forms, reports and
queries. This will enable the user to easily identify the various operations he
will be conducting.
o

Use of command buttons

I have used command buttons such as save, add, delete, next form, previous
form and exit to make it easy for the user to perform his/her operations.

Placement of command buttons

All the command buttons are placed in a similar manner in all the forms so
that it will cause less confusion and be easy for the user to learn the system.

Availability of help
I have created a help menu which the users can use or refer to, when they
want more assistance when using the system.

User friendly main menu

I have created a main menu where all the operations can be accessed through
one screen. All the command buttons placed here are simple and therefore
easy to understand.
o

Searching facility
I have created a search area in the main menu with all the required search
options which can be used to retrieve information quickly.

Report facilities which helps to generate timely reports

I have created a report area in the main menu with all the required report
options requested. The reports have print facility as well as preview facility.

Use of password
Access is granted only when employees type a password. Therefore
unauthorized access is prevented.

User friendly error messages

The system has the ability of displaying errors messages, if the user inputs
invalid or incorrect data. This allows the user to correct his mistakes before
any problems can be caused later on.

5.7 User Feedback

The letter below was written by the management of Cinnamon Grand, giving their views
and feedback on the new system.
Mr. Joseph
Marketing Manager
Cinnamon Residencies
P O Box: 5222
Colombo
Ms Ilma Gaffoor
3 Arethusa Lane Colombo
6
Ms Ilma,
RE: New System for Cinnamon Residencies Project
I am pleased to say that our company is extremely satisfied with this new
system and it has helped us tremendously. It is currently being used by our employees,
who find it efficient and easy to use, to carry out the various tasks involved in the sale of
apartments. Customers are also impressed by the smooth running of the payment schemes
as well as the lack of errors in calculations and immediate receipts. We are getting an
increasing number of customers each week and this is making our project highly
successful.
The new computer system is far better and much more efficient than our
previous manual system.
Thanking you,
Mr. Joseph
Marketing Manager
Cinnamon Residencies