Sunlanka Private Limited Computer Studies Project

Part Ordering
System
Name Isuru Asiri Ranaweera
Center Lyceum International School,
Gampaha
Center No LK042
20092010
Part Ordering System
Sun Lanka PVT/Ltd
Analysis
Acknowledgment
I like to thank all who helped me to finish this project on

time.
I like to thank specially my teachers who encouraged

and advised me to complete this project.
Isuru Asiri Ranaweera
Analysis
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Sun Lanka PVT/Ltd
Analysis
Contents
Section
Analysis
1.
2.
3.
4.
5.
6.
Page Number/s
Description of the problem

Objectives
Description of existing solution
Evaluation of existing solution
Description of other possible solutions
Evaluation of other possible solutions
Justification
5-7
8
9-10
10-11
11-13
14-15
15
Design
7.
Plan
8.
Description of the method of solution
8.1 Design of the tables
20
8.2 Design of the queries
8.3 System Flow Chart
8.4 Relationships
8.5 Form Design
8.6 Report Design
29
8.7 Screen Navigation
8.8 Pseudo code for each module
8.9 Hardware
8.10 Software
Implementation
9.
Method of Solution
10.
Accurate Method of Solution
17-18
1920
21
22
24-27
2729
30-33
33-34
34
36-82
83
Testing
85-93
Documentation
12.1 Technical documentation
12.2 User documentation
Evaluation
102-104
Analysis
Page 3
95-96
96-100
Sun Lanka PVT/Ltd
Analysis
Analysis
1) Description of the problem

1.1 Introduction
Sun Lanka PVT/LTD is a company, which deals with export of major
automobile parts and accessories from various countries. This company
was started in 2001 as a small workshop for repairing vehicles. However,
it soon grew and expanded. The company is located in Colombo Fort, Sri
Analysis
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Sun Lanka PVT/Ltd
Analysis
Lanka. The company gets most its income from a weekly catalogue on a
magazine.
Currently, the company has a work force of around 220. It has a
huge warehouse situated near the main port to store car parts when they
arrive from ships. The company has a huge fleet of trucks to transport the
goods from the main warehouse to the company. Every week, around 15
trucks full of automobile parts arrive from the warehouse to the company.
The company has three main customer points where automobile parts
and accessories are sold. These retail outlets are installed in five cities:
Nugegoda, Gampaha, Kandy, Galle and Kalutara for customer
convenience. The company has a head office in Colombo, the main city,
to manage the distribution of car parts. The company site is divided into 3
sections.
1. Customer
ordering
section-here
the
company
staf
communicates with the customers via the telephone and records
down the details of customer, orders made and other details on
paper. This section employs the most skilled and qualified people
because they need to communicate efficiently and clearly, so that no
mistakes are made when recording the details.
2. Main warehouse-this is where all the goods are brought first by
trucks from the port and kept until taken to company site to be
packed and distributed.
3. Packaging section-this is where all the goods are packed, named
and distributed to the five customer outlets where customers can
get their ordered parts. This section employs around 30 people.
1.2 Identification of the problem
Analysis
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Sun Lanka PVT/Ltd
Analysis
Sun Lanka PVT/LTD uses a manual information system, where all the
details of the workers are written in paper format.
When information about a particular worker is needed or needs to be
updated, he/she needs to go through all the files and cabinets to find
the intended data. This can be a tiring task.
There is no proper order in the arrangement of the files and it
becomes a huge mess to gather data.
There is no proper duty roster and this problem mainly afects the
truck drivers as they are left in confusion so sometimes miss the
deliveries, which finally reduce the company income.
All the data about the workers are held in hand-written documents
and writing is a tiring task.
The company each year spends lot of money on buying paper,
stationary and filing cabinets to hold the files. This is very costly.
The paper-based system is not a safe method as personal information
can be referred by anybody.
Taking back-up copies of important files like master file can be a
hideous task as they have to hand-written.
Paper-based system is not a long-term solution to keeping data as paper files.

They are torn and damaged over time.
Communicating method is not proficient as it is costly.

The solution to the existing problem would be to
computerize the manual records such as customer details,
customer order details and part details to be kept in an
efficient manner such that cost is reduced and work is done
quickly.
To understand the present system a questionnaire was given out

to the employees. Out of several fact finding techniques, giving
out a questionnaire was chosen because that technique was
probably the fastest and efficient method. It also enabled the
Analysis
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Sun Lanka PVT/Ltd
Analysis
employer to give direct answers to questions. The following is the

questionnaire which was distributed to the employees:
Questionnaire (for employees)

1. What is your name?
2. When did you join the company?
3. What are your working hours?
4. What do you feel about the management?
5. Are you satisfied with your salary?
6. Do you think there should be any improvements
to be made in the company? What are they?
7. Is the management co-operative enough in
running the business?.
8. Do you change your job routine every week?
9. Is the current system efficient enough? Any
improvements?
10. How long have you been working for the
company?
2) Objectives
2.1Objectives related to the company
1. Having an efficient system where less physical space is needed.
2. To store personal information about the workers safely, so that only
certain people can refer them.
3. To arrange data in an order so that searching for a file is easy.
4. To have back-up copies of important files so that they can be used to
recover lost data.
5. To calculate final order cost efficiently and accurately for customers.
Analysis
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Sun Lanka PVT/Ltd
Analysis
6. To reduce workload of the staf.

7. To have well organized filing system which data can be accessed
quickly and accurately
2.2Objectives related to the computer

1. To create an organized database.
2. To perform accurate calculations on order cost, transactions made etc.
as computers are very accurate in calculations.
3. To use a large database to store data in an efective manner:
i) To create tables, queries, forms and reports to present data
in a successful style.
ii) To make changes to data in the database such as inserting,
deleting, amending and sorting
4. To store personal information safely with the use of passwords then
unauthorized staf member will not be able to access data.
5. To check what each customer has ordered and number of orderes
made.
6. To create backup copies so that lost data can be recovered. Eg:
Master files.
7. To enable fast and convenient data entry and data should be
validated before processing them.
3) Description of existing solution

A customer fills in a catalogue to specify what he/she needs from a
weekly magazine. This is mailed or faxed to the company. If it is urgent
then an order is placed over the telephone.
Every order made via telephone or mail is recorded down on
paper but this process takes long time. Then this order form is faxed or
mailed to the head office in Colombo where it is recorded and requests for
export of required goods. If mailing is done for every form then is quiet
costly. The ordered goods first arrive at the warehouse, where it is
Analysis
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Sun Lanka PVT/Ltd
Analysis
temporarily stored. The ordered parts are next transported to the

company site where it is packaged and inspected for any faults. Parts are
next distributed to the five diferent customer outlets according to
customer preference.
A form is
returned to the customer mentioning all the details of the transaction
made such as item bought, price, specifications etc. The customer pays
for the parts ordered. These details are also recorded in paper format. It is
a very time-consuming process.
The customer lacks the advantage of paying through the internet, as the
company does not have a computerized information system. This problem
creates many losses by profit for the company. Storing the many records,
master files, and order forms takes lot of space, so huge filing cabinets
are used. If a computerized method is put to practice, huge amounts of
information can be stored in a very small space. Turnaround documents
can be used as the data capture method if a computerized system is
used. Forms are produced using the computer, which then are filled in
manually by customers. This is again used as the input to the system to
identify the order made. Data is processed and another form is returned
to the customer showing the transaction details. Records are stored
automatically once a transaction is made.
3.1 Input, process and output

Input
Process
Output
Input- The customer places an order and the company staf records all
the details of the customer and the order.
Analysis
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Sun Lanka PVT/Ltd
Analysis
Process- Recording all the customer and order details. The order details
are sent to the overseas company that sends the goods. The order cost
for the customer is calculated by multiplying the cost of the good ordered
by the number of orders made.
Output-When the goods arrive, the customer is informed of it and on a
given date, the transaction takes place. The customer receives the parts.
4) Evaluation of existing solution

4.1 Advantages and disadvantages
Analysis
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5)
Sun Lanka PVT/Ltd
Analysis
Advantages
Disadvantages
The staf needs not to be

trained for any special method
of collecting, recording or
storing data as everything is
done manually. No cost for
training staf.
More physical space is

required, as huge cabinets are
needed to store the files. It is
not very durable.
The initial cost of maintaining

a manual system is far
cheaper than using a
computerized system because
the cost of implementing a
computerized system has
many expenses. E.g.
electricity cost, training cost
for staf etc.
As there is no proper order in

the arrangement of data, it is
in disorder.
No technical problems are

created due to power failures
or system breakdowns
Storing data is a tiring task as

each entry has to handwritten.
Any alterations can be easily

done in paper files.
It is much time-consuming to
search for data. Expenses on
paper usage are high.
4.2 Suggested improvements for the existing

solution
Organize files and folders in which data is kept such as
labeling them accordingly and place them in diferent
shelves.
When recording information on paper, use clear
handwriting, so it is understandable for anyone who
reads it.
Description of other possible solutions

Improving the manual system
Analysis
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Sun Lanka PVT/Ltd
Analysis
To improve the manual system certain commitments should be done

by the staf, when arranging books and paper files they should be
kept in an order and organized well, so that it becomes easier to
search for data. Keep back-up copies of important files so that in case
of data loss or misplacement, the back-up copies can be used to
recover it.
Buying a general purpose software package

General-purpose packages are very popular because their
documentation (manual, tutorials etc.) tends to be very good; the
programs are well tested and are very cheap.
Developing an information system
5.1 Description of the proposed solution

The proposed solution is to computerize the current manual system, so
that it becomes convenient and efficient. The workload can be reduced
with a use of a computer. Computers take less space and do jobs faster
and accurately. Company profit is increased as internet facility is available
through computers (can advertise online on website).
Advantages of using a computerized system to run the company:
Computers have a large storage capacity, so more information can be
stored in a small space.
Any file management tasks such as updating, sorting, deletion and
amendments can be done easily.
The data is in an order so there is no disorder, which makes it easy to
search through data and information.
Analysis
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Sun Lanka PVT/Ltd
Analysis
Taking backup copies of important details is quick and easier as it does

not require rewriting the same details. They can be saved to CD-ROMs
or magnetic disks.
Personal details of workers and staf are password protected.
Searching for any details or information is very easy and fast as
searching through piles of files is no longer needed.
The company does not have to pay huge expenses on stationary, filing
cabinets and paper.
Duty rosters are printed and delivered to relevant staf.
Networking can be done so that computers in diferent locations can be
linked to transfer and share data.
5.2 Data Flow Diagram

Custome
r
Customer name, address, order,

Customer name, order
Customer data
Customer
order forms
Customer orders
Verify and
validate data
name, order
Analysis
Replace customer
Part details
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Sun Lanka PVT/Ltd
Book order for

shipping
Name, tax code
Analysis
Part details
Customer name, pay, order, total
tax
Customer
data
Name, pay, tax

Prints
transaction
form and pack
goods for
Print
transaction
summary
customers
Data of all customers
Accounts
department
Ordered parts and transaction form
6) Evaluation of other possible solutions

6.1 Advantages of other possible solutions (by using an
application software package)
Fewer problems are created when the work is done using a software
package.
Searching for data is easier and quicker.
Space consumption is minimized by the use of computers.
Passwords protecting the files ensure that only the authorized people
can access it.
Analysis
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Sun Lanka PVT/Ltd
Analysis
Backup copies can be created to store the data for future use.
Less money is wasted on paper and stationary because of
computerization.
6.2 Advantages of other possible solutions (improving

the manual system)
It is cheaper to improve the manual system than to computerize the
system.
Special training for staf is not needed as their job is not altered.
Any changes can be easily done in paper format.
Keeping books in an order can reduce the time taken for searching
them.
6.3 Disadvantages of other possible solutions (by using

an application software package).
Software packages could contain unnecessary item which are
irrelevant.
We should be careful when buying software packages as the sellers
can cheat us by selling useless software packages.
Backup copies are vital in a computerized system.
The main problems of using a computerized system are power
failure, viruses and hackers.
Viruses can infect the system as these packages often contain
viruses.
The staf needs to be trained in order to use computers.
Personal data can be misused.
6.4 Disadvantages of other possible solutions

(Improving the manual system)
Lot of paper is wasted when using a computerized system.
The physical space that is needed to keep the paper files cannot be
reduced.
Analysis
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Sun Lanka PVT/Ltd
Analysis
Despite the paper files being arranged in an order, it can still be

difficult to search for data.
Keeping backup copies is a very tiring task because everything
should be handwritten.
Justification
Regarding the above facts, I think that it is a correct decision to
computerize the current system. The computerized information
system not only makes it easier to run the business, but also
provides secure data stores and efficient communicating methods
too. Despite steps to improve the current information system, the
implementing of a new system can bring many advantages to the
company. Therefore, the reason I have decided to computerize the
current system is its huge advantages to problem ratio. It is a good
solution to the current problems faced by Sun Lanka PVT/LTD.
Part
Analysis
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Sun Lanka PVT/Ltd
7) Plan
Analysis
Page 17
Analysis
Task
Sub-Task

Analysis
Design
Starting
Date
Sun Lanka PVT/Ltd
Ending
Date
Objectives
25-March
2009
29-March
2009
To study the system

and find the main
problem to be
solved.
Objectives
30-March
6-March
To highlight future
requirements.
Description of other
possible solutions
6-April
10-April
To find other
solutions that can
be used.
Evaluation of existing
solutions.
11-April
15-April
To improve existing
solution by looking
at other
possibilities.
Description of the existing

method
03-May
10-May
Detailed view of
current method, its
input, output and
data processing
methods.
Evaluation of the other

possible solutions
11-May
17-May
Improving other
alternate solutions.
Plan
15-June
21-June
To get a clear idea

of the steps
involved.
Hardware
21-June
25-June
To find details of
best solution.
Software
25-July
26-July
Suitable HW.
System Flow Chart
28-June
3-July
Suitable SW.
4-July to 29-July
Relationships
Analysis
To design input
screens to decide
how the output
should look like to
validate data before
storage.
To link diferent
tables together.
Form Design
Report Design
Pseudo code for each
module
Implementatio
n
Analysis
To keep data in an
organized manner.
To design
algorithms for each
module
Method of solution related

to the problem
2September
15-October
Develop the
program to satisfy
the customer need.
Accurate method of solution
16-October
28-October
Completing the full

project achieving all
objectives
mentioned in
analysis.
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Sun Lanka PVT/Ltd
Analysis
8) Description of the method of solution

8.1Design of the database: Tables
Field name
Data type
Field size
Validation
CustomerNo
Text
Length check- (checks

that CustomerNo has
only 3 digits).
FirstName
Text
10
Presence check-(is not

null) FirstName should
not be empty.
LastName
Text
15
Address
Text
40
TelephoneNo
Text
10
Field name
Format check- input

mask is given as
0339999999
Data type
Field size
Validation
CustomerNo
Text
Length check-checks that it contains only

3 digits
OrderNo
Text
Length check-checks that it contains only

3 digits
PartNo
Text
12
Part
Text
40
Field name
DateofInquiry
Part no
Part
MethodofPaym
ent
Amount
Data type
Date/time
Text
Text
Text
Number
Character check-checks that it contains

characters
Field size
Validation
Short
Format check- checks for the correct
12
size
format of data
40
15
File lookup (combo box)-use a predefined
value Range
list. check (amount of parts
Long
Integer
ordered should be less than 3)
Specifications
Text
40
Model no(if any)
Text
Long
Integer
Price
Analysis
Currency
Long 19
Page
ExpectedDate
Date/Time
Integer
12
Format check- checks for the

correct format of data
Sun Lanka PVT/Ltd
Analysis
8.2 Design of the database: Queries

Finding inquiry details for a particular customer
Purpose -To have a sorted list of customer inquiry details
Table used -Customer Order Details
Fields -OrderNo, CustomerNo, PartNo, DateOf Inquiry, MethodOfPayment, NoOf
Orders
Parameter -Enter the CustomerNo
Find the final cost of ordered goods

Purpose - To find final cost of orders made
Tables used - Customer Order Details
Fields - NoOfOrders, Price, Cost : NoOfOrders*Price
Sorted inquiry dates

Purpose - To sort inquiry dates according to ascending order
Tables used - Customer Order Details
Fields - DateOfInquiry, CustomerNo
Sort - Ascending on DateOfInquiry
8.3 System Flow Chart

Collect
customer
orders
Input orders
Validation
Error report
Save validated
data
Database
Calculating
customer order
Analysis
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Sun Lanka PVT/Ltd
Analysis
Updating master
file
Generate bills
and reports
Reports
Bill
slips
8.4 Relationships
Parts details
Customers
details
Partno
Customerno
Part
Firstname
Amount
Lastname
Details
Address
Modelno(if any)
Telephoneno
Price
Expected date
Analysis
Customer order details

Customerno
Date of inquiry
Orderno
Method of payment
Partno
Page 21
Number of order
Part
Sun Lanka PVT/Ltd
Analysis
8.5 Form design
Enter the password
Ok
Cancel
As soon as the system is loaded, a message box appears to enter the password. If the
user enters the correct password, the main menu will be displayed. If an incorrect
password is entered then an error message will appear, which can stop unauthorized
access to the database.
Main Menu
Analysis
Page 22
Company
logo
Sun Lanka PVT/Ltd
Analysis
Sun Lanka PVT/Ltd

Main Menu
Form title
FontCopperplate
Gothic Bold
Font size- 22
Color-white
Command buttons
Form menu
Report menu
Query menu
Labels
Exit
Command button
The above form is the main menu which is used to navigate into a diferent menu.
Form Menu
Company
logo
Form Menu
Command buttons
Labels
Customer details
Customer Order
Details
Parts Details
Command button
Back to Main Menu
Customer Details
Analysis
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Sun Lanka PVT/Ltd
Sun Lanka PVT/Ltd
Company
logo
FirstName
LastName
Address
First
record
Previous
record
Background
color: light blue
Customer Details
CustomerNo
TelephoneNo
Analysis
Text
boxes
Next
record
Last
record
Add
record
Delete
record
Undo
record
Save
record
Main
Menu
The previous form is used to maintain customers information. Functions of the

command buttons:
Previous record- displays details of the previous record.

First record- displays the details of the first record.
Last record displays the details of the last record.
Next record displays the details of the next record.
Add record- adds new records to the form.
Delete record-eliminates records from the form.
Undo record disengages records made in the form.
Save record saves the record for future reference.
Main Menu- opens the main menu to switch to a diferent form or
report.
Customer Order Details

Company
logo
Analysis
Sun Lanka Pvt/Ltd

Page 24
Background
color: light blue
Sun Lanka PVT/Ltd
Analysis
Customer order details

CustomerNo
OrderNo
PartNo
Part
DateOfInquiry
MethodOfPayment
NoOfOrders
First
record
Previous
record
Text
boxes
Combo
boxes
Next
record
Last
record
Add
record
Delete
record
Undo
record
Save
record
Main
Menu
The previous form is used to maintain customer order details

Functions of the command buttons:
First record- opens the initial record in the form and displays its
details.
Previous record- opens the prior record and displays its details.
Next record opens the subsequent record and displays its details.
Last record- opens the final record and displays its details.
Add record- adds new records to the existing form.
Delete record eliminates records from the form.
Save record- saves the record for future reference.
Undo record disengages the records in the form.
Main menu- opens the main menu to switch to a diferent form or
report.
Analysis
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Sun Lanka PVT/Ltd
Analysis
Parts Details
Company
logo
Sun Lanka PVT/Ltd
Background
color: light blue
Parts details
PartNo
Part
Amount
:
Text boxes
Specifications
ModelNo(if any)
Price
DateOfPartsArrival
First
record
Previous
record
:
Next
record
Last
record
Add
record
Delete
record
Save
record
Undo
record
Main
menu
The previous form is used to maintain Parts details

Functions of the command buttons:
First record- opens and displays the details of the initial

record.
Previous record opens and displays the details the
details of the earlier record.
Next record opens and displays the details of the next
record.
Last record- opens and displays details of the final record.
Add record- adds new records to the existing form.
Delete record eliminates records from the form.
Save- saves the record for future reference.
Undo record disengages the records in the form.
Analysis
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Sun Lanka PVT/Ltd
Analysis
Main menu- opens the main menu to switch to a diferent

form or report.
8.6 Report design

Report menu
Compan
y logo
Command buttons
Report menu
Customer Details
Parts Details
Exit
8.6.1 Customer information report: contains all the personal details of

customers
Report header
Analysis
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Sun Lanka PVT/Ltd
Analysis
Sun Lanka PVT/Ltd

Customer Information
CustomerNo
FirstName
TelephoneNo
999
999999999
LastName
Address
xxxxxxx
xxxxxxx
99/9, xxxxxxxxxx
999
999999999
xxxxxxx
xxxxxxx
999/9, xxxxxxxxx
999
999999999
xxxxxxx
xxxxxxx
99/9, xxxxxxxxxx
999
999999999
xxxxxx
xxxxxxx
999, xxxxxxxxxxx
Sun Lanka PVT/Ltd
Date: xx/xx/xxxx
Report Footer (company name and date)
8.6.2 Customer Order Details: Contains all the details of orders.

Sun Lanka PVT/Ltd
OrderNo
CustomerNo PartNo
MethodOfPayment NoOfOrders
999
999
xxxx
Part
xx999
xxxx
xx/xx/xxxx
xx999
xxxx
xx/xx/xxxx
xx999
xxxx
xx/xx/xxxx
xx999
xxxx
xx/xx/xxxx
999
xxxx
999
999
xxxx
999
999
xxxx
999
9
9
9
Sun Lanka PVT/Ltd
(company name and date)
Analysis
DateOfInquiry
Page 28
Date: xx/xx/xxxx
Report
Footer
Sun Lanka PVT/Ltd
Analysis
8.6.3 Part details: Contains all the details of the parts ordered
Sun Lanka PVT/Ltd
Part Details
PartNo
Part
Amount
Price
ExpectedDate
xx9999
xx999999
xx9999
xx999999
xxxx
dd/mm/yyyy
xxxxxxx
xxxx
9
dd/mm/yyyy
xx9999
xx999999
xx9999
xx999999
xxxx
dd/mm/yyyy
xxxx
dd/mm/yyyy
Details
xxxxxxx
Modelno(if any)
9999
9999
xxxxxxx
9999
xxxxxxx
9999
8.7 Screen navigation
Customer
Customer Order
Form Menu
Part
Details
Main menu
Report Menu
Customer
Part
Customer Order
OrderCos
Exit
Analysis
Query Menu
InquireCusOrd
Page 29
OrderCos
InquiryDa
Sun Lanka PVT/Ltd
Analysis
8.8 Pseudo code for each module

Maintaining customer orders
1. Go to first record
BEGIN
Open the table
Position=current position
WHILE not begin of file DO
Position = Position -1
Read a record
ENDWHILE
Display details
Close the table
END.
2. Go to previous record
BEGIN
Open the table
Set position=current position
WHILE not begin of file DO
Position = Position -1
Read a record
Display details
ENDWHILE
Set the position to the first record
Close the table
END.
3. Go to next record
BEGIN
Open the table
Set position=current position
WHILE not end of file DO
Position = Position +1
Read a record
Display details
ENDWHILE
the Position to the last record
Close the table
Analysis
Page 30
Set
END.
Sun Lanka PVT/Ltd
Analysis
4. Go to last record
BEGIN
Open the table
not end of file DO
Position +1
record
WHILE
Position =
Read a
ENDWHILE
Display details
Close the table
END.
5. Add record
BEGIN
Open the file
No = number of records
WHILE not end of file DO
If Position = No then
Add a blank record
Else
Position = Position +1
ENDWHILE
END.
6. Save record
BEGIN
Open customer table
REPEAT
Enter customer number
IF customer name=null THEN
Display error message
Renter customer name
ENDIF
Enter customer address, telephone number,
Write customer number, customer name, customer address, telephone
number
UNTIL end of data is TRUE
Close the customer table
END.
Analysis
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Sun Lanka PVT/Ltd
Analysis
8. Delete record
BEGIN
Open the file
Go to the record to be deleted
Delete the record
Close the file
END.
Maintaining Customer Order Details

9. Go to first record (refer page 30)
10. Go to previous record (refer page 30)
11. Go to next record (refer page 30)
12. Go to last record (refer page 31)
13. Add record (refer page 31)
14. Delete record (refer pages 32)
15. Save record

BEGIN
Open Customer Order Details table
REPEAT
Enter OrderNo
If (OrderNo length>three characters) THEN
Display error messages
Re-enter OrderNo
ENDIF
Select Part, MethodOfPayment, NoOfOrders
Write OrderNo, CustomerNo, Part, PartNo, MethodOfPayment,
DateOfInquiry, NoOfOrder
UNTIL end of data is TRUE
Close the Customer Order Details table
END.
8.9 Hardware
Analysis
Page 32

Sun Lanka PVT/Ltd
Analysis
Hardware device
Technical specification
Reasons for choosing the device
Monitor
LCD(colored), 17 inches
CPU(Central
Processing Unit)
P4, 3 GHz system
Hard disk
120 GB( Giga Byte)
Keyboard
Standard keyboard
RAM
2GB
CD-RW Drive
Optical mouse
To store application programs

(DBMS application).
To get a backup copy of the

database
To store company master files for
future use.
Analysis
Page 33
To enter order, customer and part

data to the system.
Arrow keys, space bar and other
special keys need to use to move
the cursor, keep spaces etc.
Laser printer
Need to store all the data in the

database.
To store system and application
software.
The data can be accessed directly.
To store users data and the

program temporarily.
Printer
To perform calculations.
To control the flow of signals to
peripheral devices.
To process data.
Mouse Drive
To show a quality output.

To display data in a user friendly
manner, so that it wont create
any problems in the eye.
To display information/error
messages to the user
To select options or data from

menus or combo boxes.
To select data items such as
method of payment and number
of orders in and out from combo
box.
Faster and efficient printing. Can
print in both color and
black/white.
Can print large amounts of
documents in less amount of
time.
Sun Lanka PVT/Ltd
Analysis
8.10 Software
Software
Technical specification
Reason for selecting the

software.
Windows Vista
Operating system
Part Ordering
System
MS Access 2007
Database Management
system
Kaspersky Antivirus software
Anti-virus software
Analysis
Page 34
To run the application

software.
To perform file handling
tasks.
To handle peripheral
devices.
To create and maintain data

in the database.
To design data entry forms.
To design queries and
reports.
To detect and remove

viruses from files and
external storage devices.
To clean virus infected data.
Sun Lanka PVT/Ltd
Analysis
9) Method of Solution
Creating the database to store Customer Details, Customer Order Details and Part
Details.
9.1 Customer Details Table

Primary KeyCustomerNo
Validation rule- Like
Figure (9.1.i)
CustomerNo
Primary Key- CustomerNo

Validation rule- Not Like
Figure (9.1.ii)
FirstName
TelephoneNo
Field NameTelephoneNo Input

Mask-
Figure
(9.1.ii)
Analysis
Page 35
Sun Lanka PVT/Ltd
Analysis
9.2 Customer Order Details - CustomerNo
Primary KeyCustomerNo and

OrderNo
Figure (9.2.i)
OrderNo
Primary KeyCustomerNo and

OrderNo
Validation rule- Like
Figure (9.2.ii)
Analysis
Page 36
Sun Lanka PVT/Ltd
Analysis
DateOfInquiry
Field nameDateOfInquiry
Format- Short Date
Figure
(9.2.iii)
MethodOfPayment
Field nameMethodOfPayment
Display control- Combo
box
Raw source
Analysis
Page 37
Sun Lanka PVT/Ltd
Analysis
Figure (9.2.iv)
NoOfOrders
Field nameNoOfOrders
Display control- Combo
box
Raw source
Figure (9.2.v)
9.3 Parts Details-Amount
Field nameAmount
Validation rule-
Figure (9.3.i)
ExpectedDate
Analysis
Page 38
Sun Lanka PVT/Ltd
Analysis
Field nameExpectedDate
Format- Short Date
Figure (9.3.ii)
Price
Field namePrice
Format-
Figure (9.3.iii)
Analysis
Page 39
Sun Lanka PVT/Ltd
Analysis
9.4 Relationships
Figure (9.4.i)
9.5 Queries
9.5.1 Query menu - Figure (9.5.i)
This
screenshot
shows the
relationship
between the
tables
designed
and which
are linked
to each
other.
9.5.2 Finding inquiry details for a particular customer

Analysis
Page 40
Sun Lanka PVT/Ltd
Field - CustomerNo
Criteria- [Enter the
Figure (9.5.ii)
Result of the above query for customer no 112:
Analysis
Page 41
Analysis
Field NoOfOrders
Sun Lanka PVT/Ltd
Analysis
9.5.3 Sorted Inquiry dates
Field DateOfInquiry
Figure (9.5.iii)
Result of the above query:
Analysis
Page 42
Sun Lanka PVT/Ltd
Analysis
9.5.4 Calculating the final order cost for customers
Formula to calculate
order cost - Cost
Figure (9.5.iv)
Field - CustomerNo
Criteria- [Enter the
Result of above query for customer no 116:
9.6 Design view of data entry forms

Analysis
Page 43
Sun Lanka PVT/Ltd
9.6.1 Main Menu - Figure (9.6.i)
9.6.2 Form Menu
Figure (9.6.ii)
9.6.3 Customer Details

Figure (9.6.iii)
Analysis
Page 44
Analysis
Sun Lanka PVT/Ltd
9.6.4 Customer Order Details

Figure (9.6.iv)
9.6.5
Parts Details
Figure (9.6. v)
9.7 Design view of reports
9.7.1Report Menu Figure (9.7.i)

Analysis
Page 45
Analysis
Sun Lanka PVT/Ltd
9.7.2Customer Details
Figure (9.7.ii)
9.7.3Customer Order Details
Analysis
Page 46
Analysis
Sun Lanka PVT/Ltd
Figure (9.7.iii)
9.7.4 Parts Details
Figure (9.7.iv)
9.7.5 Order Cost
Analysis
Page 47
Analysis
Sun Lanka PVT/Ltd
Figure (9.7.v)
9.8 The
9.8.1
(9.8.i)
Analysis
Analysis
screen shots
System security Figure
Page 48
Sun Lanka PVT/Ltd
Analysis
By double clicking on the icon on the system, a password message

box will appear.
The main menu appears only if the valid password is typed.
Figure
(9.8.ii)
9.8.2Main Menu
After typing the valid password, the
appear. The user can
choose an option.
Analysis
Page 49
If an invalid
password is
typed then an
main menu will
error message
double-click any item and
Sun Lanka PVT/Ltd
Analysis
Figure (9.8.iii)
9.8.3 a) The algorithm for maintaining Customer Details

Select Form Menu from Main Menu
Select Customer Details from Form Menu
Click Add record button to add customer information
Empty form is displayed automatically
For each customer
Enter CustomerNo
If (3>CustomerNo>3)
Display error message
Re-enter CustomerNo
ENDIF
Enter FirstName, LastName, Address, TelephoneNo
Click Save Record to add data to database
Next Customer
Click Delete Record to delete a record
Go to the record to be deleted
Click on the Delete Record button to delete the record
from the database
Click Next Record
button to view the next record
If not end of file then
Display all the details
Analysis
Page 50
Sun Lanka PVT/Ltd
Analysis
Else
Error message is displayed
Click Previous Record button to view the previous record
If not begin of file then
Display all the details
Else
Error
message is displayed
Click First Record button to view the first record
Click Last Record button to view the last record
Click the Undo Record button to undo record
9.8.3 b) Maintaining Customer Details
Analysis
Page 51
Sun Lanka PVT/Ltd
Analysis
Figure (9.8.v)
This a list of records in the Customer Details table
Figure (9.8.vi)
Normal
The
following
the
functions
the
command
buttons:
are
of
A
dd record:
A record
can be
made and
saved as
below
Analysis
Page 52
Sun Lanka PVT/Ltd
Analysis
The add record

button
Figure
(9.8.vii)
The
save
record
button
After adding
the data, the user has to save the data.

The newly added record in the list of records in the Customer Details
can be seen below.
Figure (9.8.viii)
Analysis
Page 53
Sun Lanka PVT/Ltd
Analysis
Delete record: It deletes the specific record when the user

clicks on this button
Figure (9.8.ix)
Delete record
The deleted record (CustomerNo 121) button
is not to be seen in the list of
records in the Customer Details table:
Figure
(1.8.x)
Figure (9.8.x)
Next record: It displays the details of the next record
Analysis
Page 54
Sun Lanka PVT/Ltd
Analysis
Figure
Next
record
(9.8.xi)
The next record in the list of records in the Customer Details table:
Figure (9.8.xii)
Analysis
The previous record: It displays the details of the previous

record
Page 55
Figure (9.8.xiii)
Sun Lanka PVT/Ltd
Analysis
Previous record
button
The previous record in the list of records in the Customer Details

table:
Figure (9.8.xiv)
Analysis
Page 56
Sun Lanka PVT/Ltd
Analysis
First record: It displays the details of the first record
Figure (9.8.xv)
First record
button
The first record in the list of records in the Customer Details table:
Figure
(9.8.xvi)
Last record: It displays the details of the last record

Analysis
Page 57
Sun Lanka PVT/Ltd
Analysis
Last record
button
Figure (9.8.xvii)
The last record in the list of records in the Customer Details

table:
Figure (9.8.xviii)
Analysis
Undo record: It unmakes changes made to new or existing

records
Page 58
Sun Lanka PVT/Ltd
Undo record
button
(9.8.xix)
Analysis
Figure
The record that was undone (TelephoneNo 0332229489) is seen in

the list of records in the Customer Details table:
Figure
(9.8.xx)
Main menu: It displays the main menu so the user can view
another form or report
Analysis
Page 59
Sun Lanka PVT/Ltd
Analysis
Main menu
button
Figure
(9.8.xxi)
The main menu will be displayed as below when the user clicks the
Main Menu button
Figure
(9.8.xxii)
Analysis
Page 60
Sun Lanka PVT/Ltd
Analysis
9.9 Maintaining Customer Order Details
Figure (9.9.i)
Records in the Customer Order Details table:
Normal
Figure (9.9.ii)
Analysis
Page 61
Sun Lanka PVT/Ltd
Analysis
The following are the functions of the command buttons:

Add record: A record can be made and saved as below
The add record

button
The save record

button
Figure (9.9.iii)
After the user has entered the details the user has to save the data
by clicking the save record button
The newly added record in the Customer Order Details table is
shown below:
Figure (9.9.iv)
Analysis
Page 62
Sun Lanka PVT/Ltd
Analysis
The customer uses

the Combo box to
select the number
of orders
Figure
(9.9.vi)

clicks this button
Figure (9.9.vii)
The Delete record

button
The deleted record (CustomerNo 121) is not to be seen in the list

of records in the Customer Order Details table.
Analysis
Page 63
Sun Lanka PVT/Ltd
Analysis
Figure
(9.9.viii)
Next
Record: It displays the details of the next record
The Next record

button
The Next record

button
(9.9.ix)
Analysis
Page 64
Figure
Sun Lanka PVT/Ltd
Analysis
The next record in the Customer Order Details table:
Figure (9.9.x)
Previous record: It displays the details of the previous record
Analysis
Page 65
Sun Lanka PVT/Ltd
Analysis
Figure (9.9.xi)
The Previous record
button
The previous record in the Customer Order Details table:

The Previous record
button
First record: It display the details of the first record
The First record

buttonFigure
(9.9.xiii)
Analysis
Page 66
Sun Lanka PVT/Ltd
Analysis
The first record in the Customer Order Details table:
Figure (9.9.xiv)
The Last record

button
Figure (9.9.xv)
Analysis
Page 67
Sun Lanka PVT/Ltd
Analysis
The last record of the Customer Order Details table:
Figure
(9.9.xvi)
Main Menu: It displays the main menu to allow the user to

choose a different form or report
The Main menu

button
Figure
(9.9.xvii)
Analysis
Page 68
Sun Lanka PVT/Ltd
Analysis
Main menu button
Figure (9.9.xviii)
9.10 Maintaining Parts Details
The
shown
is used to
maintain
above
figure
customer orders (Figure 9.10.i)
The list of records in the Parts Details table:
Analysis
Page 69
Sun Lanka PVT/Ltd
Normal
Analysis
Figure (9.10.ii)
Add record: A new empty form is shown as below when

the user clicks this button
The Add record

button
Figure (9.10.iii)
The Save record

button
The save record

button
After adding the record, the user has to click the save record button
The newly added record to the Parts Details table is shown below.
Figure (9.10.iv)
Analysis
Page 70
Sun Lanka PVT/Ltd
Analysis

clicks on the delete record button
Figure (9.10.v)
The delete record
button
The deleted record (PartNo FR1842) is not be seen in the Parts

details table:
Analysis
Page 71
Sun Lanka PVT/Ltd
Analysis
Figure (9.10.vi)
Next record: It displays the details of the next record
The next record

button
Figure (9.10.vii)
The next record is displayed on the form when the user clicks on the
next record button.
Figure (9.10.viii)
Analysis
Page 72
Sun Lanka PVT/Ltd
Analysis
Previous record: It displays the details of the previous record
Figure (9.10.ix)
The previous record

button
The previous record in the Parts Details table:
Analysis
Page 73
Sun Lanka PVT/Ltd
Analysis
Figure (9.10.x)
First record: It displays the details of the first record
The first record

button
Figure (9.10.xi)
The first record in the Parts Details table is displayed when the user
clicks on the first record button
Figure
(9.10.xii)
Analysis
Page 74
Sun Lanka PVT/Ltd
Analysis
Figure (9.10.xiii)
The last record

button
The last record in the parts details table:
Figure
(9.10.xiv)
Analysis
Page 75
Sun Lanka PVT/Ltd
Analysis
Main menu: It displays the main menu to let the user choose
another form or report
Figure (9.10.xv)
The main menu

button
main menu button
Figure
(9.10.xvi)
Analysis
Page 76
Sun Lanka PVT/Ltd
Analysis
9.11 Report Menu

The report menu can be seen under the main menu. The user can
choose any report by clicking the command buttons that are in the
Report menu form.
Figure (9.11.i)
Analysis
Page 77
Sun Lanka PVT/Ltd
9.12 Customer Details Figure (9.12.i)
9.13 Customer Order Details
Analysis
Page 78
Analysis
Sun Lanka PVT/Ltd
Figure
(9.13.i)
The company name

and the page no is
been shown.
Analysis
Page 79
Analysis
Sun Lanka PVT/Ltd
9.14 Parts Details
Figure (9.14.i)
Analysis
Page 80
Analysis
Sun Lanka PVT/Ltd
9.15 Order Cost
Analysis
Enter the
customer no
Figure (9.15.i)
(9.15.ii)
The company name

and the page no is
been shown.
10) Accurate Method of Solution

Analysis
Page 81
Figure
Sun Lanka PVT/Ltd
Analysis
The following description shows how all the objectives listed in the
analysis section
(refer page 8) are achieved in this proposed
system.
Before implementing the new system, it took a long time to search data.
Now all the data is sorted out and validated, any alteration is done
without any difficulty and within a less period. Data can be stored in an
efective manner with the help of Database Management System (DBMS).
As the information is stored in databases, searching, updating, deleting is
done very easily.
Data can be obtained from several tables to filter required data and make
reports. Tables in the database are linked together. Refer figure (9.4.i) in
page 41.
In certain tables, each data is sorted according to an ascending order.
Refer figure (9.5.ii) in page 43.
The interface of this system is very user friendly as the users are provided
with necessary command buttons and combo boxes to perform
specific tasks and navigate to diferent pages. Refer figures (9.8.v) to
(9.8.xxii).
There is more security in the implemented system than the manual
system as the users will have to enter a user password when logging into
the system. Any unauthorized access would be denied. Refer figure (9.8.i)
in page 50 and (9.8.iii) in page 50.
The final order cost can be calculated for the customers automatically.
Refer and (9.1.iv) in page 44.
Analysis
Page 82
Sun Lanka PVT/Ltd
Testing
Analysis
Page 83
Analysis
CustomerNo
FirstName
LastName
Address
Sun Lanka PVT/Ltd
TelephoneNo
Analysis
11) Testing
11.1 Test strategy
Objecti
Purpose
Test Data
Expected
vetest strategy includes testing all the diferent modules of the
Result
The
system, which are;
Numbe
logging to the system, maintenance of Customer Details, Customer Order details and
Partr Details. Finally, the system testing was carried out to make sure all the objectives
1 beenAn
Organized
Refer
Creation
the
have
achieved.
Testing was carried
outtest
by data
using suitable
test of
data.
database (refer pages
database where data
section
45, 46, 47 etc. for the
can be accessed
list of data).
quickly and accurately
2
Calculate order cost
Enter cost of parts ordered

and the amount ordered.
(Refer Test data)
Storing and
maintaining data in an
efective
manner.
11.2
Test Data
Existing data can

be edited, viewed
or can be
removed
3Customer Details
To create Forms and
Reports
To create queries
Protecting data from

unauthorized access
Check what each

customer has ordered
and number of orders
made
Backup copies to be
created
Validating data before

processing them.
Analysis
Order cost is
calculated.
Refer Test Data section
Enter the Customer

Number
The relevant
forms and reports
can be viewed or
printed.
Data can be
accessed after
entering a
password
Customer order
details are
displayed
Backup copies
are created so
that lost data can
be recovered.
Refer test data section
Validations
ensure that data
entered are
correct,
reasonable and
valid.
Page 84
Sun Lanka PVT/Ltd
Analysis

Order
No
MethodOfPay
ment
NoOfOr
ders
111
002
T8729 Toyota
1
Allion(2008) Head light
9/14/2009
cheque
112
003
DV27
91
Nissan CamryRear lights
12/8/2009
cash
113
004
WF39
85
Mitsubishi
Lancer- Rear
Exhaust Pump
8/11/2009
credit card
114
005
DSS8
43
Mazda RX-8Gear box
10/15/200
9
cash
115
006
FA554 Audi A3- Alloy

8
wheels
9/13/2009
cheque
116
007
GB84
21
Mercedes Benz
Eclass(2008)Air filter
7/17/2009
credit card
117
008
NB54
48
Volkswagen
Beetle(2007)Front brake
pad
9/18/2009
credit card
118
009
HU48
91
Toyota PradoFront and Rear

bumper
12/7/2009
cash
119
010
JY678
41
Mercedes Benz
Aclass- Side
mirrors
1/12/2010
cheque
120
011
OH71
56
Toyota
Hiace(2009)Front body
2/15/2010
cash
Analysis
PartN
o

Part
DateOfIn
quiry
Custome
rNo
Page 85
Sun Lanka PVT/Ltd
Parts Details
Analysis
Page 86
Analysis
Part
No
Part
Amou
nt
Details
Model
No
Sun Lanka PVT/Ltd (if
any)
5 speed
N/A
manual gear
box
DSS8
43
Mazda RX8- Gear

box
DV27
91
Nissan
CamryRear lights
LED lights
FA55
48
Audi A3Alloy
wheels
GB84
21
Mercedes
Benz
Eclass(20
08)- Air
filter
HU48
91
Price
Expected
Date
Analysis
Rs.85,000.
00
12/29/200
9
94976
1
Rs.13,558.
00
1/20/2010
Light weight
91347
Rs.23,495.
00
1/13/2010
2 year
warranty
18977
Rs.12,345.
00
8/4/2009
Toyota
PradoFront and
Rear
bumper
Silver color,
made from
fibre glass
N/A
Rs.8,500.0
0
1/3/2010
JY678
41
Mercedes
Benz
Aclass(20
07)- Side
mirrors
Automatic
adjustment
with signal
light
97136
Rs.11,350.
00
2/10/2010
NB54
48
Volkswage
n
Beetle(20
07)- Front
brake
pads
Made from
super strong
rust
resistant
metal
N/A
Rs.7,000.0
0
10/21/200
9
OH71
56
Toyota
Hiace(200
9)- Front
body
Color-white,
quality
welded steel
N/A
Rs.210,00
0.00
3/15/2010
T872
91
Toyota
Allion(200
8) - Head
light
Made in
Japan, xenon
light
65794
1
Rs.14,099.
00
1/4/2010
Mitshubish
i LancerRear
exaust
pump
Rust
Resistant
Page 87
N/A
Rs.9,000.0
0
12/30/200
9
WF39
85
Analysis
Sun Lanka PVT/Ltd
11.3 Test Plan for Forms
Analysis
Page 88
Analysis
Te
4 Maintenance
Module
st of Customer
Order
Details
PartNo
Ordering
System
1
Log On
CustomerNo
Data Item
Main Menu
Form Menu button
Query Menu button
Maintenance
of Customer
Details
CustomerNo
Add record button
Combo
2
box
Cash
Credit
Card
Cheque
Combo
box
Abnormal
Normal
Normal
Normal
Normal
Normal
111
Delete record
button
Normal
Normal
Accepted
Accepted.
Form menu
opens.
Accepted.
Report
menu
opens.
Accepted
Accepted.
Query
menu
opens.
Accepted
Accepted
Abnorma Accepted.
Normal
l
Accepted
121
Malith
Accepted
Normal
Normal
Next/Previous
/
First/Last/Save/Un
do/
Add record button
Main Menu button
Rejected.
Accepted.
Error
Main menu
Message
appears
Abnorma
Error
l
message is
displayed
Normal
1
2
3
121
5
FirstName
Accepted.
Expected
results
Analysis
1
974619
Password
Report Menu
button
NoOfOrders
Normal
Type
Sun Lanka PVT/Ltd
MethodOfPayment
111
Data
99999
Accepted
Rejected
Abnorma
l
112
Accepted.
Normal
Delete record
button
5
Analysis
Maintenance
of Parts
Details
Add record
Delete record
Next/Previous
Page 89
/
First/Last/Save/Und
Next/Previous
o/
112
(Customer
No)
Normal
468
Normal
194
Accepted.
Accepted
Normal
Accepted.
Accepted
Normal
Accepted
Sun Lanka PVT/Ltd
Analysis
11.4 Test plan for queries and reports

Te
st
No
Report name
Query/table
name
Parameter
values
Customer Details
Order Cost
Order Cost.
Refer figure
(9.5.iv) in
page 44 of
implementation
Customer Order
Details
InquireCusOrder. Enter the

Refer
CustomerNo
figure(9.5.ii) in
as 112
page 42 of
Enter the
CustomerNo as
116
Implementation
InquiryDate.
Refer figure
(9.5.iii) in
page 43 of
implementation
9
Parts Details
11.5 Test plan for tables
Analysis
Page 90
Expected
results
Refer
expected
contents in
page 79.
Refer
expected
content in
page 82.
Refer
expected
content in
page 80 of
implementati
on
Refer
expected
content in
page 81.
Te
st
No
10
Table
Name
Customer
Details
Sun Lanka PVT/Ltd
Field Name
CustomerNo
TelephoneNo
Analysis
Data
Type
Expected
results
111
Normal
Accepted
Abnorm
al
Rejected
0331874555
0339865
Accepted
Normal
Rejected
Abnorm
al
11
Customer
Order
Details
CustomerNo
OrderNo
111
Normal
Accepted
Abnorm
al
Rejected
002
3
Accepted
Normal
Rejected
Abnorm
al
12
Parts
Details
NoOfOrders
3
5
Accepte
d
Accepted
Rejected
Rejected
11.6 Test Results
Test No: 1
Refer figure (9.8.i) in page 50 for the screenshot for the Normal data. Refer
figure (9.8.ii) in page 50 for abnormal data.
The objective number 4 in section 2.3 on page 8 can be achieved by using
the new system.
Test No: 2
Refer figure (9.5.i) on page 41 for the screenshot of the Query menu.
Refer figure (9.6.ii) on page 45 for the screenshot of the Form menu.
Refer figure (9.7.i) on page 47 for the screenshot of the Report menu.
Refer figure (9.8.iv) on page 51 for the screenshot of the Main menu.
Analysis
Page 91
Sun Lanka PVT/Ltd
Analysis
A user can perform a task by just clicking a command button or menu option. Predefined values can be selected from a combo box. The objective number 1 in
section 2.2 of page can be achieved successfully by using the new system.
Test No: 3
Refer figure (9.8.vi) in page 53 for the screenshot of normal data
(CustomerNo and FirstName).
Abnormal data
(Customer
Number) is
entered
Abnormal data
(First name) is
entered
Refer figure (9.8.vii) and (9.8.viii) in page 54 for the screenshot of a new
record been added.
Refer figure (9.8.ix) and (9.8.x) in page 55 for the screenshot of deleting a
record.
Refer pages 56 to 60 Figures (9.8.xii, 9.8.xiv, 9.8.xvi, 9.8.xviii, 9.8.xx,
9.8.xxii) for the screenshots of next/previous/first/last/undo/main menu.
Refer figure (9.8.v) on page 53 for the screen-shot of the Customer Details
form.
The objective numbers 3.ii in analysis section 2.2 in page 8 can be achieved
successfully by using the new system. The forms created helps to save, delete,
add and undo customer details.
Normal data
(Customer
Number) is
entered
Test No: 4
Refer Figure (9.9.ii) in page 62 for the screenshot of normal data.
Analysis
Page 92
Abnormal data
(Customer
Number) is
entered
Sun Lanka PVT/Ltd
Analysis
Refer figure (9.9.i) on page 63 for the screen-shot of the Customer Order
Details form.
Refer figure (9.9.v) in page 64 for the screenshot of the list of methods of
payments shown in a combo box.
Refer figure (9.9.vi) in page 64 for the screenshot of the list of number of
orders shown in a combo box.
Refer figures (9.9.iii) and (9.9.iv) in page 63 for the screenshot of a new
record being added.
Refer figures (9.9.vii) and (9.9.viii) in page 65 for the screenshot of
deleting a record.
Refer pages 66 to 70 Figures (9.9.ix, 9.9.x, 9.9.xi, 9.9.xii, 9.9.xiii, 9.9.xiv,
9.9.xv, 9.9.xvi, 9.9.xvii) for the screenshots of next/previous/first/last/main
menu.
The objective numbers 3.ii in analysis section 2.2 can be achieved
successfully by using the new system. The forms created helps to save, delete,
add and undo customer details.
Test No: 5
Refer figures (9.10.iii) and (9.10.iv) in page 72 for the screenshot of
adding a record.
Refer figures (9.10.v) and (9.10.vi) in page 73 for the screenshot of

deleting a record.
Refer figure (9.10.i) in page 71 for the screen-shot of the Parts Details
form.
Refer pages 72-78 figures (9.10.vii, 9.10.viii, 9.10.ix, 9.10.x, 9.10.xi,

9.10.xii, 9.10.xiii, 9.10.xiv, 9.10.xv, 9.10.xvi) for the screenshots of
next/previous/first/last/main menu.
Test No: 6
Refer figure (9.12.i) in page 79 for the screenshot of Customer Details
report.
Test No: 7
Refer figure (9.15.ii) in page 82 for the screen-shot of the Order Cost
report.
Analysis
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Sun Lanka PVT/Ltd
Analysis
Refer figure (9.5.iv) in page 44 for the screenshot of the Order Cost
query.
Test No: 8
Refer figure (9.13.i) in page 80 for the screenshot of the Customer
Order Details report.
Refer figure (9.5.ii) in page 42 for the screenshot of the InquireCusOrder

query.
Refer figure (9.5.iii) in page 43 for the screenshot of the InquiryDate

query.
Test No: 9
Refer figure (9.14.i) in page 81 for the screenshot of Parts Details
report.
Test No: 10
Refer figure (9.8.vi) in page 53 for the screenshot of Customer Details
table (CustomerNo and TelephoneNo).
Abnormal data
(Telephone
number) is
entered
Test No: 11
Refer figure (9.9.ii) in page

62 for the screenshot of Customer Order Details table.
Test No: 12
Refer figure (9.10.ii) in page 71 for the screenshot of Parts Details table.
Analysis
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Sun Lanka PVT/Ltd
Part
Analysis
Page 95
Analysis
Sun Lanka PVT/Ltd
Analysis
12) Documentation
12.1 Technical Documentation
Title Automobile parts ordering system
Purpose The purpose is to keep in track of all the automobile parts and its
details, customer details and customer orders of Sun Lanka PVT/Ltd.
Author Isuru Asiri Ranaweera
Hardware used:
CPU Pentium 4, 3 GHz
RAM 4 GB
Hard Disk 120 GB
CD-RW Drive
Monitor LCD (colored) 17
Printer Laser printer
Keyboard - standard
Mouse - optical mouse
Refer page 33 and 34 of the design section for the detailed specification of the
hardware needed for the system.
Software used:
Microsoft Vista
MS Access 2007
MS Word 2007
Kaspersky Internet Security
Refer page 34 of the

design section for the
detailed specification of
the software needed for
the system.
Table specification: Refer pages 19 and 20 in design
section.
Formulas or equations used:
Calculating the final Order Cost
NoOfOrders*Price
System Flow Chart: Refer page 21 in design section.

Form design: Refer page 45, 46 and 47 in implementation section.
Report design: Refer 47, 48 and 49 in implementation section.

Query design: Refer page 41, 42, 43 and 44 in implementation section.
Analysis
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Sun Lanka PVT/Ltd
Analysis
12.2 User Documentation
How to access my system (Sun Lanka PVT/Ltd).
In the desktop, there would be an icon named Sun Lanka, which the user should
double click, and automatically the system would open where the user should
first enter a password into a dialogue box.
How to enter, edit and save data.

a) Maintaining Customer Details
Adding/saving customer details:
1. When a new record is to be added, first click
2. Then add the required record.
3. After the record has been added, click
Refer page 54 figures (9.8.vii) and (9.8.viii)
section for the relevant data.
Analysis
this buttonthis buttonin Implementation
Editing of customer details:

1. The access program allows access for the part ordering system.
2. Enter the password in the dialogue box to enter the system.
3. Select the command button Form Menu in the main menu. Then click
the button Customer Details.
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Sun Lanka PVT/Ltd
4. Select a record which is to be edited
Analysis
by
clicking and
5. Then amend (if needed) the existing data in that that particular record
and save it.
Refer page 55, 56, 57, 58 and 59 for the pertinent data.
Undoing of changes to customer

details:
1. To undo a record click this
button2. Then make the necessary
changes to the existing record.
3. After the record has been added click to save the data.
Refer page 60 figures (9.8.xix)

data.
and (9.8.xx) for the pertinent
b) Maintaining Customer Order Details

Adding/saving order details:
1. To add a new record click this
2. Then add the required record.
3. After adding the record, click this
Refer page 63 figures (9.9.iii) and
pertinent data
buttonbutton- to save the data.

(9.9.iv) for the
Editing order details:

2. Enter the password to enter the system.
3. Select the command button Form Menu in the main menu. Then
click the button Customer Order Details.
by
clicking
and
5. Then amend (if needed) the existing data in that that particular
record and save it.
Refer pages 65, 66, 67, 68 and 69 for the pertinent data.
c) Maintaining Parts Details

Adding/saving part details:
1. To add a new record
2. Then add the
Analysis
Page 98
click
required record.
Sun Lanka PVT/Ltd
3. After adding the record, click this button- to

data.
Analysis
save the
Refer page 72 figures (9.10.iii) and (9.10.iv) for the pertinent data.
Editing parts details:

2. Enter the password to enter the system.
3. Select the command button Form Menu in the main menu. Then
click the button Parts Details.
by
clicking
and
5. Then amend (if needed) the existing data in that that particular
record and save it.
Refer pages 73, 74, 75, 76 and 77 for the relevant data
For example, if replacement of existing data with new data is needed, it could
be done as shown below:
The part details before
editing
(The current PartNo is DSS843
the Price
is Rs.85000)
and
The part details before

(Now the PartNo is WS8134 and
Price is
Rs. 76000)
Analysis
editing
the
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Sun Lanka PVT/Ltd
Analysis
How to go to a report
1. Go to the main menu and click report menu

2. Go to the desired report by clicking on the command buttons to view the report.
How to view the final order cost for a particular customer

Go to the main menu.
Then go to the report menu by clicking the icon called Report Menu.
Click the button called Order Cost.
A dialogue box will appear where the customer number should be entered.
Enter the customer number of a particular customer to view his/her final order
cost.
6. A report will appear showing the order cost.
1.
2.
3.
4.
5.
Refer figure (page 9.5.iv) in page 44
How to view the inquiry details for a particular customer

1.
2.
3.
4.
Go to the main menu.

Go to the query menu
Click the query named InquireCusOrder.
Enter the customer no of a particular customer to obtain his/her inquiry
details.
5. The inquiry details for that particular customer will be displayed.
How to process and output data:
Calculating the final order cost:

1. Click the button Query Menu in the main menu and then click
the button InquireCusOrder.
2. Enter the customer no as the parameter value.
3. The particular Customers final order cost will be automatically
displayed.
Refer figure (9.15.i) in page 82 for the screenshot of Order
cost
How to get a backup copy: CD (Compact Disk)

1. First, you have to install software to burn a CD (Nero Burner).
2. After installing the software, click on its icon in the desktop.
3. From the menu that appears, choose the type of CD that needs
to be burned.
4. Insert the empty CD into the CD drive.
5. Choose the required are of the project.
6. Burn the CD.
How to print the reports and forms

1. Switch on the printer.
Analysis
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2.
3.
4.
5.
6.
Sun Lanka PVT/Ltd
Analysis
Load the printer with paper.

Open report menu from the main menu.
Go to file and select Print.
Select the printer and choose the number of copies you want.
Select Print.
How problems might be avoided:

Problem
Backup
Input/Output error
Password is not
accepted
Analysis
Solution
Problem in
windows
Check whether the disk is inserted.

Check whether the disk is a CD-RW
Compact Disk Rewritable)
Check whether the password is in the
upper case or lower case.
Check with system administrator.
If you have a doubt or problems about
Windows or if you come across
problems when working in Windows,
please refer to Windows help or
Windows Troubleshoot Guide
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Sun Lanka PVT/Ltd
Analysis
Part
13) System Evaluation and Developments

13.1 Evaluation
In order to provide a clear evaluation of the whole system, each of the weaknesses
showed up in the manual system, the objectives were evaluated to confirm whether
the computer based part ordering system which was implemented and was able to
Analysis
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Sun Lanka PVT/Ltd
Analysis
solve the problems to a certain extent.
13.1.1 Evaluation of the implemented system against

problems and the objectives stated in the analysis section
the
Having more physical space

Through the computerized system, this problem is solved fully according to my
knowledge, as all the information is stored in the computer. Practically, since a
computer will only consume a small amount of space. Therefore it is
unnecessary to create large amounts of space in vain which can be used for
other purposes.
Restricting access to database for unauthorized personal
The personal information of workers and staff are safely stored in the database
with the use of passwords. This is a very important procedure as the database
needs to be protected from unauthorized personal accessing the data in it. Only
the people with legal permission and rights can access and alter the data in the
database.
Delay in searching details
Since the data is well organized and sorted in the implemented system, the
retrieval of data will be easy and efficient.
Recovering lost data after a system failure
With the new system in place, lost data due to system failures, crashes or other
types of mishaps can be easily recovered by using a backup copy of the
database. It is a very useful and important to create a backup copy of the
database in case if needed in the future.
Calculating the final order cost accurately
The order cost can be easily calculated with the new system by using validation
rules and formulas. The final order cost for any particular customer is calculated
automatically by using the formulas and validation rules. Accurate calculations
can be made on order costs thereby minimizing errors which leads to customer
inconveninance.
Frequent orders caused difficulty in providing ordered products on time

and order details to overseas companies.
The implemented system helps to search
the part availability and parts to be ordered. When considering the comments
given out by the Proprietor and the Managing Director, it is confirmed that the
above mentioned problems have been completely solved. In this case I also agree
to the comments given by the management because the data and the part
information is held in a database and by the use of queries the required
information can be filtered quickly.
Analysis
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Sun Lanka PVT/Ltd
Analysis
Having an organized database and accessing it quickly and efficiently

The entire database has a graphical user interface which makes it easier for the
user to navigate from one page to another. Various command buttons enable the
user to go to different forms and reports with the click of a button.
13.2 Advantages and disadvantages of present solution

13.2.1 Advantages
Data is arranged in an order in a database so that there is no trouble when

searching for them.
Only a small space is consumed for data storage.
Security checks ensure that only the authorized personals enter the database.
A large amount of data can be stored.
Customers orders can be quickly recorded down and the order details can be
sent to the overseas companies via internet.
Order details and part details are stored in the database such that it is easy to
retrieve them whenever needed.
13.2.1 Disadvantages
A breakdown in the present system can bring great difficulties for the
company as well as for the customers.
Staf needs to be trained to use the system.
Personal details of employees can be misused.
Can be expensive to set up the system.
13.3 Developments
Wide Area Network:
One way of improving this computerized part ordering system is to use a Wide
Area Network so that the overseas companies can be linked with the local
company. Communication between the companies is improved therefore the
customer orders can be sent quickly and efficiently to the overseas
companies without any delay. This can help improve customer loyalty as the
ordered parts are delivered on time to the customers.
Creating a company website:
A website can be put up to increase sales for the company. People can access
the website to obtain information regarding automobile parts available. They
can also order parts by paying online. People can view online catalogues for
different parts ranging from the smallest to the biggest.
Analysis
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Sun Lanka PVT/Ltd
Analysis
13.4 Reasons for choice of colors
The particular company logo was chosen because the company was dealing
with import of goods from various countries.
The back colors of purple and light purple were chosen because it seemed to
match with the company label.
13.5 Limitations
The progress of the project had to be postponed about a month due to a
problem with the computer.
Had difficulty in understanding certain areas of the system.
Analysis
Page 105

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Part Ordering

Part Ordering System

Sun Lanka PVT/Ltd

I like to thank all who helped me to finish this project on

I like to thank specially my teachers who encouraged

Isuru Asiri Ranaweera

Part Ordering System

Sun Lanka PVT/Ltd

Description of the problem

Accurate Method of Solution

Part Ordering System

Sun Lanka PVT/Ltd

1) Description of the problem

Part Ordering System

Sun Lanka PVT/Ltd

1.2 Identification of the problem

Part Ordering System

Sun Lanka PVT/Ltd

Paper-based system is not a long-term solution to keeping data as paper files.

Communicating method is not proficient as it is costly.

To understand the present system a questionnaire was given out

Part Ordering System

Sun Lanka PVT/Ltd

employer to give direct answers to questions. The following is the

Questionnaire (for employees)

Part Ordering System

Sun Lanka PVT/Ltd

6. To reduce workload of the staf.

2.2Objectives related to the computer

3) Description of existing solution

Part Ordering System

Sun Lanka PVT/Ltd

temporarily stored. The ordered parts are next transported to the

3.1 Input, process and output

Part Ordering System

Sun Lanka PVT/Ltd

4) Evaluation of existing solution

Part Ordering System

Sun Lanka PVT/Ltd

The staf needs not to be

More physical space is

The initial cost of maintaining

As there is no proper order in

No technical problems are

Storing data is a tiring task as

Any alterations can be easily

4.2 Suggested improvements for the existing

Description of other possible solutions

Part Ordering System

Sun Lanka PVT/Ltd

To improve the manual system certain commitments should be done

Buying a general purpose software package

Developing an information system

5.1 Description of the proposed solution

Part Ordering System

Sun Lanka PVT/Ltd

Taking backup copies of important details is quick and easier as it does

5.2 Data Flow Diagram

Customer name, address, order,

Part Ordering System

Sun Lanka PVT/Ltd

Book order for

Name, pay, tax

Data of all customers