employee database union bank limited

8/10/2019 Employee Database Union Bank Limited

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Made by:

Talaiha Chughtai O’LevelLe’cole



Acknowledgement:

With the finishing of this project I would like to thank a lot of people

which played an important role with the completion of this project. First

of all, I would like to thank my mentor and guide Sir.Farrukh with whose

persistent encouragement and hope in me helped me through thick and

thin of this project and finally lead it into completion.

On a second note, I would like to thank my family who believed in me

and my idea to think of such an idea and take it to the end. A special

thanks to my dad and his proper criticisms at the right time. Another

warm and special thanks to my friends Lalarukh, Breakhna, Zeenia and

Burni who helped me through a very critical stage and encouraged me to

finish this project and went through my mood swings and helped me to believe that I could finish this project.

Last but not the least my heartiest and warmest thanks to my teachers

who understood the intensity of such a project and let me continue with

this project while it interfered with their own course work. I am deeply

touched and again present everyone with the heartiest thank you.



TABLE OF CONTENTS

S.NO

TOPIC PAGE

NUMBER

1 DEFINITION, INVESTIGATION AND ANALYSIS

a DEFINITION – NATURE OF THE PROBLEM

b INVESTIGATION AND ANALYSIS

2 DESIGN

a NATURE OF THE SOLOTION

b INTENDED BENEFITS

c LIMITS OF THE SCOPE OF THE SOLUTION

3 SOFTWARE DEVELOPMENT, TESTING AND IMPLEMENTATION

a DEVELOPMENT AND TESTING

b IMPLEMENTATION

4 DOCUMENTATION

a TECHNICAL DOCUMENTAION

b USER DOCUMENTATION

EVALUATION

a DISCUSSION OF THE DEGREE OF SUCCESS IN MEETING THE ORIGIONAL OB!ECTIVES

b EVALUATE THE USER"S RESPONSE TO THE SYSTEM

c DESIRABLE E#TENSIONS



Union Bank Limited is a public limited company incorporated in

1992. It was originally sponsored by Nasim Saigol group of Lahore. The

bank’s majority shareholding (51%) and management was bought by a

Saudi investor in late 1999.At the time of buy out, Union bank had total

balance sheet footings of Rs.14 billion. The new management

transformed the bank into an upscale bank through acquisition of Bank

of America (year 2000) and later Emirates Bank Ltd.

Union Bank has total assets of over Rs. 100 billion at present. It is

a highly profitable bank and generated Rs.1.7 billion in net profits for its

shareholders for the year ended December 31, 2005.

Union Bank sells full range of financial products for corporate,

small and medium business enterprises and at large for consumers. Its

consumer banking activities include consumer loans, auto financing,

house financing and credit cards. Union Bank’s employees are nearly5000 in number.

As a large organization which has being operating since fourteen

years, Union bank was running its operations on a manual system for

about a span of six years. As time passed by and the amount of data to

be captured and to be input increased, the job became tedious,

redundant and inaccurate in terms of data input and capture.

The manual system required the data to be captured from forms which had been filled by employees after they had been selected for the

job, or throughout the interview process. This data was manually stored

for example each employee had a separate file in which data about them

had been stored by a receptionist. Over the years, this job became so

tedious and redundant that the data storage started being inaccurate

that is all the data about different employees started being mixed up and



the organizational structure of the bank started to crumble. To overcome

this problem the bank acquired a computerized system which, had to

input by a trained individual. As soon as the system was acquired it was

noticed that many of the valuable employees of the organization became

deskilled and unemployment started taking place.

The computerized system implemented in the company was an

employeedatabase. The database was responsible for the simple storage

of employee information covering their personal and professional

information as given at the time of the interview process. This system

was of use to the organization even though most of the employees had

become deskilled. The system helped in the faster processing of

information(more than the manual system) on the command of search ofemployees currently working in the organization.

The database was designed only for the limited storage and

processing of 1000 employees. It was simple software in whichtables

were used for the data input and output of employee information.

This system seemed to be an obvious solution to the problem which

was present in the manual system, but over the years as the number of

employees increased the lack of storage, and operations in the system became obvious and once again the data organizational structure became

shambles. The main problem of the system became its lack of storage

and operations such as the generation of presentable reports for office

viewing. In order to generate a report for the tables , a person was needed

to word process it and print it for office viewing, this lack of modification

in the existing system naturally gave rise to expenses of the bank., as

more employees had to be hired for this special purpose.

The existing system had a serious flaw which needed to be fixed,either by modification of the system or the production of a new system.



Interview:

Interview with:

Mr. Akbar Ali Chughtai (executive vice president, country risk manager,Union Bank Limited.

Q1) What is the present method of the solution?

Q2) What are the problems currently faced by the user?

Q3) What is the method of input?

Q4) What is the share of productivity (users) while using the system?

Q5) How is the output displayed? And what are the methods?

Q6) Did you have any recent upgrades to the system?

Q7) What do you want in the new proposed solution?

O8) What is the standard of organisation?

Q9) What is the method of searching records?

Q1) What is the present method of the solution? Ans: the method works in parallel. they are presently two systems

working, one is the manual input and output, the second is an

automated system which works on the principle of database. manual

compilation of the records are input into the database.

Q2) What are the problems currently faced by the user?

Ans: there is a massive problem of organization and storage. Firstly the

method if solution is very time consuming this is because there is a

manual compilation of data, there is then similar and dissimilar data

which needs to be selected. Later on it needs to be typed by the user into

the database.

As they are two methods working simultaneously, the data input and

output is known to be inaccurate sometimes. Thirdly the present system

is prone to systems failure and other system bugs. Lastly, due to its dry



interface the users feel monotonous and they tend to tamper with data

input.

Q3) What is the method of input?

At the first stage, there is manual input by the means of handwriting. the

output is the same as input and is compiled in a file. Later on data is

input by the means of a keyboard into the database.

Q4) what is the share of productivity (in terms of users)while using the

system?

As a rough estimate the share of productivity is about 15%.it is such a

low count because the job is extremely monotonous which causes the

users to give up creativity and productivity for their work. Last but not

the least the dry or less user friendly interface adds up to the problem.

Q5) How is the output is displayed? And what are the methods?

The output methods of displaying data is the production of these records

on paper. The output is handwritten. the input and output are the same.

The input is displayed when the records are kept in file folders and

viewed at request or any new insertion.

Q6)Did you have any recent upgrades to the system?

Yes, the existing solution of data capture and processing requires both

the manual and generic automated solution to work side by side and

produce a suitable output for the saving of employee records.

Q7)what do you want in the new proposed system?

The ‘new proposed’ solution should be able to have a larger input storage.

the extra storage is a major problem. He present system is facing the

crisis of less storage. Secondly the present system is very dry and does

not have a user friendly or colourful table, all of these additions should be in the new proposed solution. Lastly there is a desperate need for an

automatic output feature.

Q8)What is the standard of organization?



Poor. All the work is paper based and there are heaps of papers for one

employee. This causes a lot of mismanagement. There is no such method

or ‘standard’ in which data is stored. it is just saved serially.

Q9) What is the method of searching records?

As they are two systems running at the same time there was two ways in

which data was searched. In the manual system each record was

searched manually by viewing each page. In the second system however

data was searched from the tables directly. However this method took a

lot of time like the manual system.

The discovery of important points from the interview:

The method is manual as well as automated, both of these

processes are time consuming.

Due to the presence of both the manual and automated systems

there is confusion if data input.

The job of data input is monotonous and the lack of colours,

operations granted to the user make it even more monotonous.

There is a lack of storage space in both of the systems which need

to be mended.



As the main problem of the existing solution was viewed an

obvious objective of the production of the main system required more

storage space, so morerecords that is more space to input data had to

consider in the new system. More space meant more information

regarding employees and hence the storage space of the whole system

also increased, now the system could hold information of more than

6000 employees which is a substantial increase from the storage space of

1000 employees offered by the existing solution.

Side by side as the storage space increased, another objective

was also kept in the design of the new solution. As new and improved

operations had lacked in the existing solution it was an aim to keep these

operations in the new system.



The new operations seemed to be of great importance to the

organization, business wise it saved a lot of time when presentable

reports could easily be printed by the software. Reports and forms

besides providing a presentable look also gave new modifications,searching and storing of data directly from these reports and forms made

the system more user friendly and caused it to be less monotonous then

all of the previous implemented solutions.

Reports and forms were one of the main objectives because these

provided more space per employee and provided different interfaces with

which users could work with and feed more fields.These additional fields

caused the searching faster then usual. For instance in the simple tablesthey were only limited fields which could be fed and worked with,

however in reports this problem was solved too.

Besides these fast searching “wizards”, another feature was added

to the database. These wererelationships, the function of the

relationships were to link all the data containing tables so each table

could be edited from any of the tables which were being used. A one-to-

many relationship was used so one table could be linked to many at thesame time, in business terms this saved “resources as well as time”. As

observed by the implementation of all the other solutions, the new

system was specifically designed in such a way that it was extremely user

friendly. The only problem area of the solution was the type in of the

command of the searching.

The design of the new system was closely related to the existing

solution. Basically, some of the lay out was as the same as the existing

solution; for example the addition of tables was the same with only the

difference of relationships in the present tables. It was tried that the

essence of the system remained the same with only the exceptions of new

operations of user friendly queries, forms and reports.



The objectives of the system also listed the access to these files in an

uncomplicated manner. For that the production of aswitch board was

included. The switch board is basically the main page of the system

which when given certain commands opens the tables/forms/reports.

This operation was not available in the existing software and hence can be noted as a modification.

The switch board has two main purposes:1) the system is more

presentable,2)it becomes a direct access and hence more user friendly.



As it was discussed in the description of the problem, Union Bank

was first run by a manual system in which data was captured by the

means of forms and applications and then was pinned to separate filesfor each employee .As a starting of this bank, this way of organizing data

and storing it was not a bad idea. They were plenty of advantages

associated with this type of data organization.

A manual system of organization is basically a very simple

concept. It works by the manual input of data by the use of data capture

forms for example the use of old questionnaires, interview forms,

documentation logs and interview forms. Each of these have to be

studied in detail to describe the existing solution and how it works. The

system starts its operation when a employee fills in his/her personal

details on a data capture form, throughout the interview process the

person’s details are being logged in registers/journals for safe keeping.

This was the study of the input. As, most of the systems work on the

Input-Process-Output -Model, so does this system.

After the study of the input model, the process model is considered.

In the processing,a employee has to look for records in the journal

alphabetically or by the time and date in which the interview was held,then after viewing this information it is matched with each employee and

written in a separate journal. The logs for temporary as well as

permanent employees are stored in the same log. Matching and

comparison of employee records are as frequent as hourly in time span of

a day,for matching and comparison,the names and dates had to matched

on each page,there was no such concept of a “unique”name by which

differentiation of data could take place.

Lastly, the study of the output model is considered. The output is a

hand written piece of paper on which details of the employee are written.

It contains tables and columns for separate fields such as employee

numbers, name, contact details, professional details etc. The output is

fairly easy or user friendly but the processing of it takes a lot of time.



As it was observed and studied, the manual system did not

require any specific trained individuals to run the operation of

data input entries. Data capture methods were uncomplicatedsuch as the compilation of already hand-written forms by the

employees in their process of interview, or evaluation forms. The

only work which had to be done was to pin these forms in files

with the handwritten notes by the users.

The input-process-output model was the bench mark of the

solution. This model for the manual process did not require any

specific input or output specifications, the only requirement was

if the output which had to contain details about employees suchas first, last name, contact details such as address, temporary

and permanent phone number. After this had to be done all of

this saved “data” was archived and kept in file cabinets for later

use. They were many advantages as well as disadvantages

associated with such a system. Firstly, there was no danger of de-

skilling or unemployment in the firm because the operations were

fairly simple. The second and one of the most important reasons

was it did not demand any specific output or input specification,

all it stated was the handwritten form of all data capture. Thirdly,this method of data storage is not expensive, if they are any

expenses they are only on unlimited supply of paper and files.

Lastly, till the organization was in its early form this method was

an excellent way of keeping up with the employees employed by

the company.

This method also had a lot of disadvantages while exhibiting

the advantages. The job was extremely tedious and monotonous, because the employees had to do the same job day by day and

perform the same task all day. Even though, after its initial

success, when the load of data began to be heavy the

organizational structure was crumbled, so that means it was a

short-lived solution. Wastage of resources (such as paper) and

time was more than it could be used for other productive



operations. Also, the processing of input took a very long time (in

comparing and contrasting data records for each employee, and

also checking if employees with matched data even exist).Data

storage was a major problem, if the manual system was suited for

one branch or department it could have been a pleasant

operation but the it created a muddle when it had to sortthe data

records for employees nation wide.Lastly,not one user was needed

for this operation, to a minimum at least 4-5 users at a time were

required.

The second method which was employed in the existing

solution was the upgrade of the manual system to a slightly

better condition. This seemed to be a proper solution but overtime it started showing its disadvantages too. Even in the

upgrade solution there were noqueriesor search wizards

introduced, users still had to look in each and every record to

find the required employee and its information. Relating to this

problem, there was no flexibility in searching of records and also

for the input of records, there was only a limited number of

tables with limited fields allotted. No miscellaneous or other

information could be input. Side notes such as description of

fields were not also allotted-all this called was the problem in

search conditions.

Besides the limited search conditions, no output specifications

were employed. There could not be any direct way of a hard copy

output. For instance, in order to print out a table it had to be

selected (manually, by the use of a cursor) and copy pasted to a

word processor where changes could be made and the data

printed out. This wasted a lot of precious time of the organization

just by printing out information about an employee. Also,

deskilling started to occur when users did not know how to use

such as a system in which data had to be inserted and reinsertedfor modifications.Lastly,even though presentation had become

better than the manual system, there was no direct access by the

use of aswitch board. A switch board is basically, command

buttons which are used to link to a table or a form when clicked.



The advantages of the upgrade of the manual system were

numerous. To start of with, searching became faster than in the

manual system, even though scrolling was manual but it was

easier then to go through pages and pages of records when

everything was present on the output screen in the form of a

table. Unlike, the old system in which everything was recorded in

one table, two tables were produced in which two completely

separate fields were allotted; one was the personal information of

the employee and the second was the professional information.

This caused data to be in a more organized form then ever before

and hence created less problems(in saving time,looking and

matching records like in the manual system).The software was

able to hold more data then before and hence it was acquired for

the replacement of the manual solution.

They can be suggested improvements in both of the systems,

instead of a complete switch over to an automated solution. For

instance in the manual system, more logs should be considered,

this will increase the organizational improvements of the firm and

side by side expenses will also be decreased more than allotting

the revenue for a switchover when a modification can easily be

used to solve the problem. Another solution to encounter the

manual solution is to hire special people and also organize a

department just for the sorting of data of employees. This will

create division of labour, as well as it will decrease the level of

redundancy in the firm. For example, one person can be

responsible for data capture, by compiling forms written at the

time of interviews or employment process, another person can

compile these together in a sorted form and so on, till the process

is completed.



DATA FLOW DIAGRAM OF EXISTING SOLUTION:



For the manual system, as it was discussed in heading

number 4, a department can be allotted for the process of

manual sorting and compilation of employee data. Special people

can also be used to make this process faster by using them as



tools and division of tasks can take place this way most of the job

will be divided and none of the employees will feel redundant

while performing this task of compiling and writing of employee

records over.

Also, logs for separate entries should be considered, this way a

jumble of data will not take place and irrelevant data will not be

complied with important data for future references .One way or

the all of these processes save time. The time which is saved can

be used for other tasks in the bank for instance it could be used

to make the services of the bank more efficient etcetera.

Work hours can also be increased for the data organizationaldepartment, since the process takes a longer time, more time can

be allotted to it and the job can be easily completed, than staying

long hours and doing extra work in order to get the job done.

Data should only be accessible to the people who are

authorized to view it. This way to two timing of data can take

place no inaccessible people can view the data and amend it,

this way again no jumbling of data can be performed and data

integrity can be saved and time also.

Lastly , data should be regularly showed to the management of

the organisation for instance once in a week so the management

has an idea of what and how the compilation of the data is taking

place.Any improvements can be bought into the attention of the

users and all the data can be efficiently controlled and improved.

The new system, which is a modified version of the old

computer system consists of the old framework of tables (which

hold and store records of employees on the output screen).The

new system has a flexibility of tables that is personal or

professional information is easily input by a user in the main

database page. Also there are a number of additional fields in



which more data can be input and hence that is the solution to

the storage problem as it was identified in the objectives is

fulfilled .i.e. more storage space to cater the needs of such a huge

database. The new system also works on the principle of

automatically processing new data input. For instance if tables

are inserted with new records, the forms or reports will also cater

that information and display it.

The new system also has been designed with queries; these are

small customized programs in which a search criterion is defined.

In the new system for example, queries are generated when

employee information is needed. For instance employee number,

name etcetera is put in and an automatic search is generated by

the system to check the criteria with the closest proximity.

Forms and reports are also included. These are basically

extensions on which output of the tables are displayed. Forms are

used when the data is imported from the table for some reasons;

presenting data for official use or for easier searches. In the new

proposed system forms are used to view tables with a colourful,

user friendly interface which can easily be edited without going in

the design phase. Forms have special command boxes which are

essential in the use for searching each record.



A manual upgraded solution has many advantages; it is less

expensive even if it has been modified/customized for the business then

a complete switch over to a new automated computer system. Also, side

by side trained staff is not required. It is a simple input-process-output

model which only requires ample number of employees to be handled

with.

Resources such as electricity and energy are saved, since it is

a manual system and the only energy input required is by the users and

not by a machine also unemployment and deskilling does not occur as

rapidly as in an automated system. Also, developing a new department

for data organisation does not disturb the operation for the rest of the bank, as it did in the old manual system.

Lastly, there are no specific input specifications only a user is

needed to input data in a certain format. The output is almost the same

thing as the input without any special amendments.

The disadvantages are of the same number as the advantages

of this solution. Even though the manual system has been developed, the

objectives of the solution have not been fulfilled or solved. There is still

the problem of a direct access to the system as well as the time

management issue. The system proves to be unsuccessful because of

these reasons.

The job is still very much tedious, employees might quit from

working such long hours for the same job everyday without a difference

in the routine of the job. Confusion still might persist for the input of

data and the inflexibility of data remains; there are still only two tables

too choose from and fill data in.

On the other hand, the advantages of the proposed solution

weigh more than the manual upgraded system ,because the objectives

have been fully satisfied. Queries, forms and reports have been generated

to save time and provide a direct access to the system then scrolling. It is



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This is the same representation of the SDLC(system design life cycle),the

only difference is that was a table form of portrayal of the cycle and this

is the graph form of the cycle. This graph is known as the Gantt Chart.



Objectives of the proposed solution:

More storage capacity.

Development of new operations such as forms, reports , macros

and queries.

The saving of time due to the presence of search wizards such as

queries.

To provide a user friendly interface, which reduces the feeling of

monotonous work in the users.

The production of relationships in the database tables.

The production of a functional switchboard for easy navigation of

the system.

The easy production of backups.

To save resources such as paper.

To minimize errors in data input.

To develop such a system which is easy to update and maintain.



Hardware and Software specifications:

Hardware specifications and its reasons:

The employee database requires a recommended hardware requirement

of:

5 Intel(R) Pentium 4 microprocessor.

5 512 MB RAM.

5 2.8 (Giga Hertz)GHz Processor.

5 CD ROM.

5 20 GB Hard Disk.

5 17 Inch Monitor.

5 Keyboard.

5 Mouse.

5 CD RW ROM.

5 Floppy Disk drive.

Reasons for the recommended hardware requirement:

1.Intel(R) Pentium 4 Microprocessor: Intel is the most accurateand reliable microprocessor, also it is one of the most readily

available in markets.

2.512 MB RAM: this large amount of RAM provides a lot of

space for numerous employee records and pictures can also



be saved. Large RAM in a system also prevents system

crashing.

3.2.8 GHz Processor: An extremely fast processor which is

importantly needed for the fast and automatic processing of

data input.

4.CD ROM: especially needed to insert records of any employee

and save it on the disk. A CD ROM is needed for the input of

CDs which have a lot of storage space then floppy disks.

Sometimes to load the application software packages (for e.g.

Microsoft Access).

5.20 GB hard disk: a 20 GB hard disk contains a lot of space.

It will be used for numerous employee records and text,

pictures or animations. It is long lasting and contains a lot of

storage space. Instead of keeping employee information in

bits all 5000 employees can be saved on one hard disk.

6.17 inch “ monitor: a large monitor provides a better

resolution of the image and also providing a larger view of

the image. Colour display provides the full intensity of the

design hereby creating a user friendly output.

7.Key board: a good quality keyboard is required for the correct

and accurate input of data. The main use of the keyboard is

data input.

8.Mouse: An input device essentially needed to click on

tables ,switch boards and forms. It takes less time than a

keyboard selection and hence is an ideal input device.

9.CD RW ROM: a CD-RW (Re writable) will be used to “burn”

data onto a CD for e.g. making a backup for the employee

information for later use. A CD RW can be re-used over and

over.



10. Floppy disk drive: floppy disk is required for the small

storage of information, like a report of a certain employee. It

is cheap and portable.

Software specifications:

As the proposed solution is designed and produced on Microsoft

Access, for this I would require Microsoft Windows, owing to its

properties to be user friendly to the users and also providing an interface

for communication between the system and the user in its most

uncomplicated form.

Another thing, which is required is either a firewall or the use of an

antivirus software such as Ad-Aware SE Professional, Norton Antivirus orany other antivirus software which is compatible with the operating

system and the proposed solution. These named softwares will help

reduce the rate of systems failure due to any viruses or hack attempts.



First the plan of the tables was designed:

Personal Information Table:

Employee_id is the primary key.



ield 6ame 0ata Type 0esciption

employee_id 6umbe 7olds the numbe o( all the employees in

the ban8.

(ist9name Te*t 7olds the ecod (o the (ist name o( the

employee.

last9name Te*t 7olds the ecod (o the last name o( theemployee.

athe19husband9name Te*t 7olds the in(omation o( (athe1husband

name o( the employee.

athe19husband9occupation Te*t 7olds the in(omation o( (athe1husband

occupation o( the employee.

Pesent9addess Te*t 7olds the ecod o( the esidence o( the

employee.

Pemanent9addess Te*t 7olds the ecod o( the pemanent

esidence o( the employee.Pesent9addess9phone Te*t 7olds the ecod (o the phone numbe o(

the pesent addess o( the employee.

Pemanent9addess9phone Te*t 7olds the ecod (o the phone numbe o(

the pemanent addess o( the employee.

0ate9o(9bith Te*t 7olds the in(omation o( the date o( bith

o( employee.

Place9o(9bith Te*t 7olds the in(omation o( the place %hee

the employee %as bon.

Religion Te*t 7olds the ecod (o the eligion a

employee pactices.

6ationality Te*t 7olds the ecod (o theoigin1nationality o( employee.

6$C9no Te*t 7olds the numbe o( 6$C numbe o(employee.

Passpot9no Te*t 7olds the ecod (o the passpot numbeo( employee.

issued9at Te*t 7olds the ecod telling the place o( issueo( the passpot.

$ssued9on 0ate1Time 7olds the ecod telling %hich date the

passpot %as issued on.

Matial9status Te*t 7olds the ecod o( matial status o( the

employee.

$(9maied9spouse9occupation Te*t 7olds the ecod telling %hat the spouse

o( the employee does.

6o9o(9childen Te*t 7olds the ecod conveying ho% many

childen the employee has

Physical9disabilities es16o 7olds the ecod o( telling %hethe the

employee has any physical disabilities.



studied (om.

Ma,o9sub,ects Te*t 7olds the ecod o( the numbe

o( ma,o sub,ects a employee

has studied.

po(essional9!uali(ication Te*t 7olds the ecod o( the

po(essional !uali(icationac!uied by an employee.

sub,ect Te*t 7olds the ecod o( the sub,ect

studied in the po(essional!uali(ication.

county Te*t 7olds the ecod (om %hee theemployee has attained the

!uali(ication.

name9and9place9o(9oganisation" Te*t 7olds the ecod o( any

pevious ogani<ation %hee the

employee has %o8ed.

(om" Te*t 7olds the ecod (om %hichyea the employee %o8ed in the

pevious ogani<ation.

to" Te*t 7olds the ecod o( %hich

time1yea till the employee%o8ed in the pevious

ogani<ation.

position" Te*t 7olds the in(omation o( the

position %o8ed by the

employee in the pevious

ogani<ation.

assignment19depatment9%o8ed9in Te*t 7olds the ecod o( %hichdepatment the employee%o8ed in.

e*peience9in9unning9o%n9business Te*t 7olds the ecod o( anye*peience o( the employee o(

%o8ing as an entepeneu.

type9o(9business" Te*t 7olds the ecod o( %hat type

the business %as %hich %as

o%ned by the employee.

(om9"9 Te*t 7olds the ecod o( the time

peiod the business %as stated by the employee.

to9"9 Te*t 7olds the ecod o( the time

peiod the business %as o%ned

till.



Interview Evaluation Table:

ield 6ame 0ata type 0esciption

6ame9o(9candidate Te*t

Position Te*t

$ntevie%9summay Te*t

integity 6umbe vie%s on commitment toupholding ethical

values=out o( "> ma8s?



total9ma8s9integity 6umbe

4ducational98no%ledge 6umbe theoetical 8no%ledge o(

his1he academic!uali(ications

total9ma8s9e98no%ledge 6umbe

po(essional98no%ledge 6umbe in the elevant aeas o(

ban8ing

total9ma8s9po98no%ledge 6umbe

Team9%o8 6umbe seems to place theaccomplishment o( the goup

ahead o( pesonal ego

total9ma8s9team 6umbe

initiative 6umbe evidence indicates the peson

is a sel( state has ability to%o8 %ithout close

supevision

total9ma8s9int 6umbe

communication9s8ills 6umbe coheent and aticulate

total9ma8s9comm 6umbe

sel(9con(idence 6umbe is diven by a desie to go%

and e*cel in his1he caee

total9ma8s9sel( 6umbe

motivated 6umbe is diven by a desie to go%and e*cel in his1he caee

total9ma8s9motivated 6umbe

adaptable 6umbe ability to handle multiple ,ob

assignments

simultaneously+li8e involvingcontact %ith divese situations

and di((eent people

total9ma8s9adaptable 6umbe

mental9ability 6umbe intelligent and %ell

ead+a%ae o( cuent a((ais

total9ma8s9mental 6umbe

pesonal9pesence 6umbe pesonality has a consideableimpact

total9ma8s9pesonal 6umbe

assetiveness 6umbe sue o( himsel(1hesel(

total9ma8s9assetiveness 6umbe

decision9suitable9(o9cuent9position es16o

$ntevie%es9name Te*tdate 0ate1Time



Employee ID card Table:

ield 6ame 0ata type 0esciption

4MPLO449PRO$L4 Te*t

4mployee9numbe Te*t



2.Professional Information Table:



3.Interview Evaluation Table:



4.Employee ID card table:



Relationships between Personal Information table and Professional

Information Table.The relationship is one-to-one because only one table

is linked to one other,it is not linked to other tables.



Main table showing the relationship between the two tables.

How both the tables can be accessed. This one shows the personal table.



This one shows the use of the relationship via the use of the professional

table.

Query 1:



Production of query.

Query 2:



Query 3:



A query is more of a search engine; it is responsible for the search

of records from a specified table.

A query saves a lot of time of the user, by automatically searchingand displaying the output.



S.6o 6ame o(

input

0esciption Souce o( $nput Received

om

" 4mployeePesonal

$n(omation.

The input o( theemployee+ egading his

contact details such as

telephone+addess and

employee numbe.

4mployeePesonal

in(omation.

7uman

ResouceManage.

)

4mployeePo(essional

$n(omation.

$n(omation concenedmoe %ith

the po(essional

!uali(ication and the

pevious %o8e*peience o( the

employee.

4mployeePo(essional

$n(omation.

7umanResouce

Manage.

4mployee

Pesonal$n(omation

=om?

The input o( the

employee+ egading hiscontact details such as

telephone+addess and

employee numbe.This isa modi(ied vesion o( the

table.

4mployee

Pesonal$n(omation

Table.

7uman

ResouceManage.



The input screens below will :

Explain what each forms are about.

Show the algorithms.

Show the data flow diagrams.

The forms were created for the easy navigation/search of specified

records when the user inputs specific data.

Main form:



Algorithm:

1.Prompt the user for, PROFESSIONAL

INFORMATION(report),PERSONAL

INFORMATION(REPORT),EMPLOYEE ID CARD,PROFESSIONAL

INFORMATION FORM,INTERVIEW EVALUATION

FORM,QUERY,PERSONAL INFORMATION FORM AND EXIT



2.If user presses PROFESSIONAL INFORMATION(REPORT)

3.open report

4.if user presses PERSONAL INFORMATION(REPORT)

5.open report

6.If user presses EMPLOYEE ID CARD

7.open report

8.If user presses PROFESSIONAL INFORMATION(FORM)

9.open form

10. If user presses INTERVIEW EVALUATION FORM

11. open report

12. If user presses QUERY

13. open query

14. If user presses PERSONAL INFORMATION FORM

15. open form

16. If user presses EXIT

17. Terminate

18. Close FORM1



This is the main form, also known as a switch board. The switch board

holds links to all the tables, forms and reports which are present in the

system. The switchboard also gives a selection of seven buttons to the

user which will be used to enter the system.

Dataflow Diagram:



Algorithm:

1.Prompt the user for, FIND NEXT,FIND PREVIOUS,CLOSE

BUTTONS.

2.If user presses GO TO PREVIOUS RECORD

3.go to previous record.

4.If user presses NEXT

5.go to next record

6.If user presses CLOSE

7.close the form.



Professional Information Form:



Algorithm:

1.Prompt the user for FIND NEXT,FIND PREVIOUS,CLOSE

BUTTONS.

2.If user presses go to previous record

3.go to previous record

4.If user presses next

5.go to next record


7.close the form.



Algorithm:

1.Prompt the user for FIND NEXT,FIND PREVIOUS,CLOSE

BUTTONS.

2.If user presses FIND PREVIOUS

3.go to previous record

4.If user presses FIND NEXT

5.go to next record


7.close the form.



Modular Diagram:

Personal Information Form:

The design:

om "

Pesonal $n(o

om

Po(essional $n(o

Repot

Po(essional $n(o

om

4mployee

$0 cad

$n

%4v

io

Pesonal $n(oRepot



The display:

Codes:



Find next record:

Option Compare Database

Private Sub Command34_Click()On Error GoTo Err_Command34_Click

DoCmd.GoToRecord , , acNext

Exit_Command34_Click:

Exit Sub

Err_Command34_Click:

MsgBox Err.Description

Resume Exit_Command34_Click

End Sub

Private Sub Command35_Click()

On Error GoTo Err_Command35_Click

DoCmd.GoToRecord , , acPrevious


Exit Sub

Find previous record:








Exit Sub




End Sub




Exit_Command35_Click: Exit Sub




End Sub

This form is used by the user to import specific tables such as Personal

Information or Professional Information table. The existence of such

forms in the system helps easy navigation of records.This form can be

edited to ones will by the use of backgrounds, fonts and different

command boxes.



This form is again used for the same purpose as the personal

information form had done. This is also used for the easy navigation of

records from the professional information table of the employees. Also

this form serves more than one purpose. Firstly, as mentioned it acts like

a searching wizard due to the presence of the command boxes.

The command boxes work due to these codes:

Find next record:







Exit Sub




End Sub





Exit Sub




End Sub

Find previous record:






Exit Sub






End Sub





Exit Sub

When the command box is clicked as it is instructed it will either go on

the previous record or the next record. Due to this navigation of recordsin the system becomes easier.



Form 1(Main form)

Display:



Codes:

Personal Information Report:



End Sub




End Sub


End Sub



Professional Information Report:



End Sub




End Sub

Interview Evaluation form:



End Sub

Employee ID Card:





End Sub

Query:



End Sub

Exit button:



End Sub

As it is noticed the intensity or the size of the codes in Form 1 get

smaller and only offer comparison in all of them. This is because form 1

was linked to all the other tables , forms and reports by the use of amacro.



The macros will be described as follows:

The design of the macros.

The design:

1) Personal Information Report:

2) Personal Information Form:



3) Professional Information Form:



3) Professional Information report:



4) Employee ID card Form:



6) Query:



The user friendly interface of the forms and reports prevent the

monotonous job.

The command buttons are an easy access to any part of the

system. Only a click can take the user to any specifiedrecord/form/report or the actual database.

Automatic processing, automatically updates all the

forms/tables/reports with any insertion.

The output design is presentable.

Users may require training to use the system.

Production of the system is expensive.



Firstly, it should be noted that the method of solving this problem was

the “bottom-up” approach. That is basically the dealing of small

problems as independent units. These independent units join a bigger

problem in the end, so first they are solved independently and joined

with the huge one later on wards. Basically in this for example the

evaluation of the problem its design and so on is joint on to the bigger

problem which is the problem itself. After the bottom up approach has

been identified as one of the methods of solution the rest of the methods

are as follows.

As it was described initially, the system was a manual one which was

later changed to a upgrade and they were being run parallel. The

upgrade was also an example of database which consisted of tables in

which data was stored. When the problems were studied, it was studiedthat the only way these problems of the existing system could be solved

when the database had been modified to a larger version which could

hold numerous records than the number of 1000 in the previous one.

The methods of adding on to the system were mainly because of three

main programs. Forms, reports, queries and a switchboard. Forms as

described in all the above evaluations and descriptions are programs

designed within the system to provide a scroll free environment.

Especially in an employee database such as this, forms are a major

contribution because they provide an interface for communication. For

example in the new system a colourful background with extensive and

spacious fields provides a user friendly approach. Command boxes with

colourful fonts and sizes also have been included so the user does not

feel redundant while performing data input. Forms also serve the

purpose of output screens in many cases(especially when a hard copy

output is not required).Also, official viewing such as in the evaluation or

maintenance of the system these forms are used to judge the operation of

the system because forms are basically the processed form of data input.Command boxes are also linked to these forms so direct access to any

table, form or report is easily operated and viewed at the users will. The

forms present such as personal information and professional information

are basically imported, processed types of table input.



The second method to the solution of the problem was the

introduction of reports. Reports also almost serve the same purpose as

the forms. The only difference in forms and reports are the easy

navigation keys, the forms are especially designed to search masters but

reports are just used for the presentation of imported tables,

relationships, forms and queries. Reports are just the output wizards of

the input, either they provide a processed soft copy output(on the

monitor screen)or a hardcopy with a direct print command , which allows

the easy output of the report. In the new system the report per page is

employed to one employee at a time and a each set of reports represent

20 employees. Like forms, reports when designed also have the option of

spacious, colourful fields in which any sort of font can be imported or written in, this again reduces the redundancy of the data input. Reports

are also used as easier search wizards because in the system they are

used to open a page per employee (in built command buttons are already

present to find next and previous records.)

Next step was the creation of relational database. Relational

databases are also termed as “relationships” between two or more tables

present in a system. In the employee database (the new systems)

relationships were designed between personal and professional tables

what this did was the easy management of both table by the direct

access of one table. This basically means that by accessing the personal

information table the professional information table could be

manipulated too that is, the editing and insertion of records in both

tables at the same time. Also in order to save time and link resources a

relational database was designed.



In order to check the presence of a relational database, a “+”sign on the

extreme left hand side is noted. If there is any, as in this case (see above),

then a simple click will generate the relationship between these tables,

an easy scrolling will also be the result of this linkage.

Finally, the last and final method of the solution was the design of the

queries. Queries exactly work on the same principle as the operation of

search engines, and like a search engine it works when a specific criteriais input. For example, in the new solution a table has to be selected (to

specify the search condition.) and then a pop-up appears in which the

fields have to be selected and chosen, then a specific criteria such as

name, employee number etcetera will be input and “OK” to be clicked.

Then a popup will appear searching the exact results as the data input

from the specified table.

By viewing a query, no scrolling and searching through heaps of records

have to be done. This way it is like a direct access system.



This section of the documentation discusses the minimum andrecommended hardware requirements on which the system is

compatible. Basically the minimum hardware requirement is the one

which is required to operate the system without it the system will not

work. The only difference in a recommended and minimum hardware

requirement is that, if a computer system has the recommended

hardware requirement then the system (proposed solution) will work at

its best. For example the system will be working at its optimum speed

and processing powers. In a minimum hardware requirement it just

works at its average power (related to its speed in the solution of the

problem as well as the speed it takes to process the data)will be at its

normal level.

The employee database requires a recommended hardware

requirement of:

5 Intel(R) Pentium 4 microprocessor.

5 512 MB RAM.

5 2.8 (Giga Hertz)GHz Processor.

5 CD ROM.5 20 GB Hard Disk.

5 17 Inch Monitor.

5 Keyboard.

5 Mouse.

5 CD RW ROM.

5 Floppy Disk drive.

Reasons for the recommended hardware requirement:

1.Intel(R) Pentium 4 Microprocessor: Intel is the most accurate

and reliable microprocessor, also it is one of the most readilyavailable in markets.

2.512 MB RAM: this large amount of RAM provides a lot of

space for numerous employee records and pictures can also



be saved. Large RAM in a system also prevents system

crashing.

3.2.8 GHz Processor: An extremely fast processor which is

importantly needed for the fast and automatic processing of

data input.

4.CD ROM: especially needed to insert records of any employee

and save it on the disk. A CD ROM is needed for the input of

CDs which have a lot of storage space then floppy disks.

Sometimes to load the application software packages (for e.g.

Microsoft Access).

5.20 GB hard disk: a 20 GB hard disk contains a lot of space.

It will be used for numerous employee records and text,

pictures or animations. It is long lasting and contains a lot of

storage space. Instead of keeping employee information in

bits all 5000 employees can be saved on one hard disk.

6.17 inch “ monitor: a large monitor provides a better

resolution of the image and also providing a larger view of

the image. Colour display provides the full intensity of the

design hereby creating a user friendly output.

7.Key board: a good quality keyboard is required for the correct

and accurate input of data. The main use of the keyboard is

data input.

8.Mouse: An input device essentially needed to click on

tables ,switch boards and forms. It takes less time than a

keyboard selection and hence is an ideal input device.

9.CD RW ROM: a CD-RW (Re writable) will be used to “burn”

data onto a CD for e.g. making a backup for the employee

information for later use. A CD RW can be re-used over and

over.



10. Floppy disk drive: floppy disk is required for the small

storage of information, like a report of a certain employee. It

is cheap and portable.

The creation of the proposed solution was designed on an

application software which is also an off the shelf software. Since it

already provided a certain interface for the extended software it was

extremely user friendly.

There is also a need of Microsoft XP operating system

They were many alternative soft wares which could have been used to

solve the given problem. Named soft wares such as SQL and Oracle could

also have been used to solve the problem. Instead of these soft wares

Microsoft Access was used, the main reason of the usage of this software

was because it is easier to develop (such as the creation of queries,

macros, forms, relational databases and finally reports.)Microsoft Access

is also an very user friendly software which helps the user to create and

edit database by two functions either by the use of a wizard or by the use

of a design view in which the user has to create the databases and other

additional functions in Access.

Thirdly, Microsoft Access is a very user friendly and is easier to debug

when there is any problem which arises while the operation is being

processed and run.



Also, the output, storage and input prototypes are the easiest to develop

on this software than any of the soft ware available in the market.

Microsoft Access does not need any commands to operate such as in

visual basic which is an extended part of Microsoft Access and can be re

used to create a good presentable database.

Microsoft Access is also a part of an integrated software package that

means it can use the resources of Microsoft Office such as (Word

processor, Power point for importing of pictures, text or fonts)this proves

to very useful when editing the database with colours , fonts and added

features for an presentable output. Output prototypes are very important

when the objectives of a solution have to be compared and matched and

seen if the objectives are successful.

Lastly, Microsoft Access is the best choice for the creation of small

databases for .e.g. the output of 20 employees and it readily available in

the market and cheap prices and usually all the computer systems have

this software downloaded on them which makes Access a good choice

because it does not cause any external downloads in order to view the

data base and access it.



They are three main methods of implementing a solution to a

company, when it is designed and tested for accuracy

Direct Changeover:In direct changeover, as the new system is

made and tested it is switched with an old system in a go. Directchangeovers take less time since they are switched with the existing

solution. But the only problem occurs if the solution is not

implemented correctly. In direct implementation, the new system and

old cannot be recovered if not implemented correctly.

Phased Changeover:Phased implementation occurs little by little.

First one part of the organization will be implemented by the newsystem and once it is seen that they are no errors present the system

is implemented in phases. For example, the employee data base will

first be implemented in the credit department to see how the solution

is working and how the users are working, provided no such errors

occur the solution will be implemented by one department with

another until the whole organization is automated.

The advantages of the phased implementation are that it is an

effective way to see how the system works as an independent unit,

after its evaluation can be used to operate the whole organization.

Parallel Changeover: Parallel changeover occurs when both thenew (proposed) solution and the old(existing)solution work side by

side. This means twice the work then before, but this solution also

has its advantages this way the errors of the new or old system can be

effectively be judged.

Parallel changeover is a hectic procedure which requires the users

to do the same work twice and takes a lot of time but if a correct solution

is to be implemented then parallel changeover tends to be the best way of

implementation.



Testing:

Testing is a very necessary part of the programming system. The main

job of the testing phase is too informing the user for any errors existing

in the system.

Verification:

It is the process of checking or detecting any errors. The main

purpose is to check if any data is inaccurate the correction can be done

by re input or read through the data.

Validation:

Validation is used to verify any data that is entered the correct data

is entered through various checks. This may include range check, length

check, character check, format check. This may be done using the

validation rule techniques.



Normal data entry:

In this type of data entry all the data entered would be acceptable to

the program. It would be saved in the database and could be viewed at

the same time.

Abnormal data entry:

Abnormal data entry is invalid data type data. This is the data which

is unacceptable to the program as it does meet the requirements of the

database file, field or record and the data will not entered in the

database.

Extreme data entry:

In this type of data entry the data exceeds the required limits. To avoid

this extra data being entered certain measures are taken in the program.



Test Strategy:

Types of testing:

1.Functional testing:

Each menu item will be tested one by one to make sure sure that all

functions have been tested.

2.System testing:

When the system is complete,all the tests will be carried out once again

to ensure that all the systems are working as expected and that no newerrors have been introduced. The software should provide the results

that the user requires.

3.Logical testing:

This will be used to test all aspects of each report,query and form when

it is implemented using normal, abnormal and extreme data.



4.Acceptance testing:

The user will then be asked to take an overview of the system

themselves and test the software to ensure that he finds it suitable and

all the required functions are working as expected.



/ea to be

tested

method Test

eo:

0etails o(

Test eo.

4*pected test esult Test esult

Form1 Clic8ing on

(om"

none 5 Success(ul1open

(om

success(ul

5Pesonal

in(omation

epot

Clic8ing on

pesonal

in(omation

Command bo*


epot

success(ul

5Po(essional

$n(omation

Repot.

Clic8ing on

Po(essional

$n(omation

epot1

command

@o*.


epot

success(ul

5Pesonal

$n(omation

(om

Clic8ing on the

pesonal

in(omation

command bo*

es 4*pessions

ae not sa(e

to open (om.

Success(ul1open

(om

Ansuccess(ul.

5Po(essional

in(omation

(om

Clic8ing on the

po(essional

in(omation

(om

6one 5 Success(ul1open

(om

success(ul

54mployee $0

Cad

Clic8ing on the

employee id

cad epot1

command bo*.


epot

success(ul

5$ntevie%

4valuation

om

Clic8ing on the

$ntevie%

evaluation

epot1

command bo*.

yes 4*pessions

ae not sa(e

to open (om.

Success(ul1open

epot

success(ul

5&uey Clic8ing on theCommand bo*

O( !uey.

6one 5 Success(ul1open!uey

Success(ul

54*it Clic8ing on the

Command bo*O( e*it

none 5 Success(ul1close

pogam

Success(ul.



Normal testing:



Since this table was all full of data type of text, it accepted any sort of

data input and hence it is included in normal testing. It can be noticedthat all of the fields are inserted with different characters, but due to its

data type it is functional and acceptable.



Once again, normal data input has been entered and due to its formproperties it is processed and displayed as any other functional data will

be displayed.



Once again in the employee ID card table as the evidence shows that all

the fields were in text form



This also accepts any sort of character and since it can function it

accepts it saves it or displays it.



This table also represents the normal data entry with the use of

relationships.The new entry of data has been accepted hence proving the

fact that it was an acceptable test.



Abnormal Data:

Abnormal data entry is invalid data type data. This is the data which

is unacceptable to the program as it does meet the requirements of the

database file, field or record and the data will not entered in the

database.

This property of abnormal data in a database enables this error to be

generated and it is not saved or accepted in the database.



Once again it is noticed that the system generates the same error on the

input of abnormal data in the fields. In the field of text,the numerics have been input which are out of

range and hence the error is generated.For example,total marks can only

be in the rangle from 1-10,and here it is in the range for example

3310,222 etc.



As the pop-up suggests “the entered text in a numeric field or a number

that is larger than the FieldSize setting permits”.Once again this proves

the presence of abnormal data entry owing it to be out of range.



Extreme Data:



Test results:

I have tested all my inputs into the above tables and I am glad to see

that all the validations and verification checks have worked properly.

These tests prove that when any correct data is input the system will

accept it and display it , or will give an error to the user.

Normal testing:

S.6o Table 6ame ield 6ame Tested 0ata Result

" 4mployee $0

Cad om

4mployee name BLala 6o eo

) Pesonal$n(omation

ORM

4mployee name B/hmed 6o eo

Po(essional$n(omation

Table

elationship Baddition o(ecod Blala

6o eo

- 4mployee $0Cad (om

4mployeenumbe

B23DE 6o eo

2 4mployee $0

Cad om

Phone numbe B> 6o eo



Abnormal testing:

S.6o Table

6ame

ield 6ame Test data Result.

"

$ntevie%

4valuation

om

$ntegity Bo 4o.

) $ntevie%

4valuationom

Po(essional

Fno%ledge

B888 4o.

$ntevie%4valuation

om

Team %o8 B))ssss 4o

- $ntevie%

4valuation

om

Mobile

6umbe

B 4o

2 $ntevie%

4valuation

om

4MPLO44

PRO$L4

Bttttttttt eo

3 Pesonal

$n(omationTable

/ddess B>>>>>>>>> 4o.

G Po(essional$n(omation

Table

Relationship B""))) 4o.



Extreme Data:

S.6o Table 6ame ield 6ame Test

0ata

Result.

" 4mployee

$0 cad.

/ll (ields @lan8 6o

esult1no

eo.

) $ntevie%

4valuation

om.

Total9ma8s9e B5" 6o esult1

6o eo

$ntevie%4valuation

om.

Total9ma8s9 integity

BDE 6o esult1 6o eo



System documentation is basically a record showing how the

production of the software took place. It also helps a user by showing it

to how to handle,maintain and use the system.

It involves two phases:

Technical documentation: This is the log for all of the technical

information regarding the system. For example codes,

algorithms and system flowcharts which will help any othersystems analyst for the production or extension of the proposed

solution

User documentation: This documentation can also be referred

to as a user manual or guide. They basically or guide to a user

guiding him how to use the system. It is properly defined as:

Instructions to assist users of programs/applications and

information systems.



Codes for FORM 1

Codes:




End Sub




End Sub


End Sub






End Sub




End Sub

Interview Evaluation form:



End Sub

Employee ID Card:



End Sub

Query:





End Sub

Exit button:



End Sub



Professional Information1 (form):






Exit Sub




End Sub







Exit Sub




End Sub

Private Sub Detail_Click()

End Sub








Exit Sub




End Sub





Exit Sub




End Sub

Private Sub FormHeader_Click()

End Sub


On retreat :





On retreat:


Private Sub Detail_Retreat()

End Sub

On Print:


Private Sub Detail_Print(Cancel As Integer, PrintCount As Integer)

End Sub

On format:


Private Sub Detail_Format(Cancel As Integer, FormatCount As Integer)

End Sub



Interview Evaluation Form(Report):

On retreat:



End Sub

On print:



End Sub


End Sub

On format:



End Sub



Employee ID Card Form(Report):

On retreat:



End Sub

On print:



End Sub


End Sub

On format:





End Sub

Macro and their properties:


Macro 6



The property:




Macro 21



The property:




Macro 13



The property:



Interview evaluation form:

Macro 7



The property:



Employee ID card form:

Macro 5



The property:



Getting Started:

Clicking on the personal info icon which has a Microsoft

Access logo will open the database.

This program can also be opened through the startup menu, but for the

Ease of the user it is placed on the desktop.

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The click on the personal info icon opens up the main form.

This is the main form.The startup screen comes up immediately as the

software is opened. They are eight options to choose from.



If Personal Information (report) is clicked;



this is the result:



If Professional Information Form is clicked;

This is the result;



If personal information form is clicked;

This is the result;




If it is clicked:



This is the result;



Interview Evaluation Form:

If Interview Evaluation form is clicked:



This is the result;

Query

If query is clicked:



This is the result;

Exit

If Exit is clicked:



This is the result;

The program has been exited and the user goes back to the desktop.

-Navigation:



Since the main job of the employee database is to find the records of the

employee and use them, navigation of these records is the most

important feature. In order to navigate records, the user needs to:

1.Open the main form:

2.Since the records are contained in all the above options, click any

desired option. Usually they are two main areas of relevant records:

Personal Information form and Professional information form.

3.As they are clicked the form opens with an interface like this:



Personal Information form:




As the interface is observed it is seen that both the forms have two

buttons the extreme right. These buttons look like “play and rewind

buttons”. The “play” button or better known as “go to next record” button

when clicked automatically goes on the next record in the form.

An example:

After the click:



It is the same in the professional information form:



The result of the click:

As we have seen with the examples of “find next record”, we will also see

“find previous record”.



The result of the click:

In the professional information form:



After the click:



These were the two main ways of navigating records in the forms. This

is the only method of looking through the records.

Records can also be searched by opening the tables and scrolling

through each record but that method is time consuming.



To view the output of the tables and the forms is simple:

They are two types of output:

Soft copy: this is viewed on the monitor screen

Hard copy: this is usually the printed version of the output.

In order to view the output in the soft copy:

1.Open the main form.

2.Click on the desired option(for example if information is needed

regarding the personal information of employees,then the personal

“report”will be opened.

3.As it was discussed earlier,that reports are a mean of output ,and

hence this is the proof.

4.This is the result of the click:



In the same way, professional information report will be viewed:



The buttons underneath the page,as before have the same purpose

as the command buttons in the forms.

As before:



When the button is clicked;



For example;



Click on file;

Click on the print and a pop-up appears;



This popup as mentioned before gives a list of the applications which

are stored. It also gives an option of the creation of tables, queries, forms,

reports, pages, macros and modules. The creation can be done two ways:

either by making it yourself (as the user) this option is known as create

“table/form/report” in design view. In this option a whole table is create

by the user without the help of the software. However, the second option

is where the user just has to select the material which needs to be input.

The above screen shot shows the section of tables, the rest of the

sections are as follows:

Query:



Forms:



Reports:

Macro:



To edit tables, or insert records:

Click on tables.

Double click on the options either(personal, professional tables,

employee ID card, interview evaluation form).

The personal information table will open:

This is the table which will open in which the records will be inserted by

right clicking in any of the rows;



As the new record is clicked,a empty space appears in which data can be

input and a new record created.

There are some common mistakes associated with the new records

input such as;

In order to get rid of this error click on “OK”, this then will give theerror message that the database cannot be saved with the new entry. In

order to get out of the database “ok” will have to be clicked and all the

data will have to be lost. In order to prevent such a message it should be

noted that the “employee no” field should not be left blank.

As the table lay-out is the same as all the tables which were designed

such as professional table, employee ID card form etc so the method of

data input will not be discussed because it is the same.

It should be noted that some of the tables have been intentionally left

blank. This is because they need to be printed and manually be input by

the employee as his process of employment is taken place. So it should

be noted that no insertions should take place in those tables.



As this is closed, the MS Access pop-up appears again:



As this is double-clicked, the table opens up with the new record

automatically saved in it:

This is the basic stature of this software. Enable users to edit, insert

and view records and search them at will.

The ne% ecod



-Designing Forms and Reports:

This system is designed in such a way that no new forms and reports

are required since all the new data input will be automatically saved into

them. But anytime when there is a need of a new report or form these

are the steps:

They are two options:

Create form by design view.

Create form using a wizard.

Create form by design view:

Creating a form in design view is a great way because the user gets

exactly what he needs in terms of pictures, colours , command boxes but

the only problem is that it is time consuming.

First of all the main pop-up of MS ACCESS is seen and the forms

are clicked:



The option of “create form by design view” is clicked.

This is the result;



The grid is increased in size, which depends on the picture to be

inserted.

The picture is inserted by the “insert” button on the top:



By clicking on the toolbox a tool box appears which gives the options of

the editing of the form for example:

A command appears, this command is renamed by the user suiting to

his needs and is linked to the tables which were already made:



This linking of the command boxes takes place by the use of macros:

Build event is clicked, and then options of builder pop-up here “macro

builder” needs to be clicked;



As the macro builder is clicked a screen appears in which the macro is

saved , if it then a blank screen appears in which the user defines his

needs to how the command button should respond when it is clicked:

This is the result of the save;

Here, the user has to click on the action and also select the options from

the drop-down menu. They are options like, Open form, open report,

quit, cancel, open query etc.

As it is selected at the bottom of the page the type of view is also selected

and then the window is closed for automatic save.



And hence the production of the command boxes in the form continues

till the desired amount with the linking of each of them to a macro. This

is what the final output looks like:



When a wizard is used, all that the user needs to do is to select the

required fields and define the background type. When that process is

finished the form is once again viewed in design view and alterations

such as the production of command boxes and their links are defined.

Creation of the form by wizard:

When the desired fields have been selected then:



The user selects which way he wants his form to be for example either in

tabular or columnar view and then:

The background is selected, when the “finish” button is clicked the form

appears automatically:



The production of reports:

This again is by two options:

Create report in design view.

Create report by wizard.

Create report in design view:

It is the same procedure as it was in the forms. A grid is opened and a

picture is inserted. The table(s) is imported into the file and the report

page is closed.As before it is automatically saved and can be viewed at

will.This procedure is very time consuming.

Create report by wizard:

This is the option by which the reports were designed in the software.

Once again the pop up is clicked:



After the selection of the fields, “next is clicked” this brings the user to

another pop-up:

Next will be clicked this again will bring the user to another screen:



After this, the user clicks on “Finish” after this an automatic pop-up

appears showing the report:

Output of all the reports(print preview) :

Personal Information:



Professional Information:



Employee ID Card:



Production of a back-up:

Right click on the icon of “personal info” on the desktop. There will

be options, such as copy, cut, delete. Click on “copy”.

As the copy is clicked, open “My Computer”, click on Drive D

Right click on the mouse and choose paste.

Document is pasted, and a backup is made.



A backup has been completed, it is much easier then before.



The objectives to achieve:

More storage capacity.

Development of new operations such as forms, reports , macros

and queries.

The saving of time due to the presence of search wizards such as

queries.

To provide a user friendly interface, which reduces the feeling of

monotonous work in the users.

The production of relationships in the database tables.

The production of a functional switchboard for easy navigation of

the system.

The easy production of backups.

To save resources such as paper.

To minimize errors in data input.



System has become easier to maintain.

User evaluation by user testing:

The user decided to beta test the software for the full and final

satisfaction to them. Some of the users decided to go through the checkas in the table of test plan.

Firstly; they clicked on the icon on the desktop:



On the opening of the form, the automatic popup of the

switchboard appeared. Till now the testing is going fine with no

errors.

The main page appears and the user clicks on personal

information report to view the output of the click.It successfully

opens and each and every record is viewed by the user.

All of the eight options on the main menu are considered and each

of them are opened and contents of each are read through and

scrolled through.



The user tries to insert a new record by inserting new rows in the

table which is already made(Personal Information Table).There is

an error which is generated by the system, that is because a

common mistake by the user was made.

After the insertion of the new record the user did not fill in the data inthe empty field of employee_number.

Both the tables (professional and personal) have been viewed and

tested by the input of test data [see system testing].None of any

system errors have been generated. The only errors which have

been generated is by the common user data input mistakes, such

as deletion of records, null value and range error.



The queries had been generated and 3 more queries had been

produced, when the results were satisfactory the user approved of

the software.

-THE USER HAS APPROVED OF THE SOFTWARE.

DESIRABLE EXTENSIONS:



The system can be linked up to the internet.

Modifications can be done to the program so that the data can

be shared and other departments can use it.

Since this system is not made using Visual Basic, it can be

linked to visual basic for better output and calculations.

This system can be extended to payroll system, later on.

Other extensive print options can be provided for more variety

in output.



In order for the user to use this system accurately and efficiently a

user needs to have some technical knowledge of information

technology. It is not required for the user to have a proper training

course for the usage of this system. But knowledge of basiccalculations, generations of reports and forms is necessary. Also,

meanings of simple computer related terms such as “backup, null

value and primary key” concepts should be strong.

The basic use of this software is to generate output as well as put

in data at regular intervals. The user should be a competent user of

Microsoft Access so he does not encounter any problems such as the

common ones and so does not cause any internal problems to the

software. Application softwares such as Microsoft Access should be

his forte.

Since this system was designed to be user friendly and it does fulfill

the purpose it does not require any high level programming languages

such as C++ etc. But the only thing it does require is the basic

knowledge of codes and algorithms which can be encountered while

data input especially in the production of macros.



Data dictionary:

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employee database union bank limited

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