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s
Foundation Degree in Business and Professional Administration
Information Management
Lecturer: Mrs. Anna Birch
Presented by: Rola Cherri
Student ID: 1072510
Year: 2012
Submission Date: 02 of May 2012

2. Table of Contents
Executive
Summary………………………………………………………………
…………Page 3
I-Organisational
Analysis………………………………………………………………
…...Page 4
II-
System…………………………………………………………………
………………....Page 4
III-Current
process………………………………………………………………
……...Page 4
IV-Weakness of current
system………………………………………………………….….Pag
e 5
V- Idea
…………………………………………………………………………
……………Page 5
VI-Project Initiation…..
…………………………………………………………………….Pag
e 6
VII-Feasibility Analysis…..
………………………………………………………………...Page 6
VIII-Systems
Design…………………………………………………………………
…… Page 10
IX-
Conclusion……………………………………………………………
………………...Page 11

3. X-Recommendation…
…………………………………………………………………….Pag
e 12
XI-
References……………………………………………………………
………………...Page 13
Appendices……………………………………………………………
……………………Page 14
Executive summary
This report will be introducing an IT problem that GTEC
Distribution Ltd has been facing with its database management.
It will specify and explain the dimensions and parameters of the
problem and introduce other alternative solutions that could
solve the IT problem. The report will also include analysis and
the characteristics of each of the systems consisting of both
software and hardware characteristics. Furthermore, it will list
all the financial, economical and technical benefits that may
rise after applying the new software which will have a huge
impact on the decision of GTEC on whether to choose Microsoft
Access as its new database manager.
Moreover, the report will include analysis on the effects of
having Microsoft Access in GTEC as an alternative solution for
their current database software QuickBooks. This will include
the effect on productivity and savings. Furthermore, it will list
some requirements for having the Microsoft Access from
quantification, functional and non-functional requirements.

4. Lastly, this report will answer every question needed before
implementing the new Access software and will have all
changes that this software could make on GTEC Distribution
Ltd which they could use to make a decision on whether to
choose Access and benefit from its advantages or choose
alternative solutions.
Comments from teacher A system designed to do what ?
I-Organisational Analysis
GTEC Distribution is a private limited company. It was
established in 2002 and situated in London, UK.
GTEC is well established and recognized in the UK Security
Industry and is a distributor of wide range of CCTV products,
alarms, access controls and security services. With over 10
years of experience and a vast network of strong relationship
that have been built with suppliers and installers, GTEC looks
forward for continuous growth in terms of sales, size, coverage
and market shares in the UK and Worldwide.
That clearly represents the main motive of the company for the
customer’s satisfaction. Moreover; the company’s vision is to
always improve its after sales services, breaking through
innovation in order to keep up with the technology
advancements and developments. Therefore, the 15 employees

5. working now at GTEC work as a team to achieve the future
goals of GTEC’s growth and reputation.
II-System
The current applicable system in GTEC is QuickBooks. The
current system is designed to support many tasks including,
creating purchase order and invoices, counting remote access
capabilities, remote payroll assistance and outsourcing, online
banking and reconciliation, electronic payment functions,
mapping features through combination with Google maps,
marketing options through Google, and improves e-mail
functionality through Microsoft Outlook and Outlook Express.
The data file that stores all the information about your company
and its finances.
III-Current process
The IT problem considered is the gap in the current system for
managing customers’ database by automatically assigning the
customer’s account to its sales representative. To enable
GTEC’s business development unit and marketing support
members to classify customers based on locations (the location
process) the system needs to have the feature of categorizing
database based on any data entered, e.g. postcode or county.
The location’s process helps categorizing customers by either
local customers (within 25 miles radius from the head office
quarter) or by distant customers. Furthermore, it will also allow
users to refine their search based on what they are looking for
i.e. customers within 10 miles, customers who have an email
address, etc…
Once the new locality process is applied efficiently, this will
help GTEC’s team to have a clear understanding of their
database and enable them to create efficient search and reports
which will eventually lead to better productivity and results.
For example, organizing local meeting with local customers will
be easier through the use of searching by distance, and then this
will allow GTEC to make actions with their local customers for
better sales and relationship.
The current system QuickBooks lacks this feature in addition to

6. other ones. Currently, the GTEC’s staff is using Microsoft
Excel sheets for data management. After filling the documents
of registration, they sort the data by postcode and miles
distance, and then they break them down into 2 main categories
local customers and distant ones. After this stage they send the
information over to all sales executives where everyone then
chooses their customers based on their agreed customers list by
the sales director.
With the new process, the procedure of entering database and
managing them will be more efficient and much easier,
especially for the staff who are constantly using the database
like sales people and marketing staff.
IV-Weakness of current system
The weakness of the current system of QuickBooks is the fact
that it does not have the feature which enables the user to
categorise customers based on distance as well as not being able
to produce reports on customers’ information, for example
producing a report which lists all the customers who are in
Middlesex. Both features are extremely important for marketing
and sales purposes as well as database management and
efficiency of productivity.
V-Idea
In order to solve the problem stated above a brainstormed idea
has been considered.
Different ways have been discussed earlier to solve the
problem; one of them is by approaching new software which has
advanced features that helps in refining searches and reports to
reach accurate and needed results.
The software which has the above advanced features is known
Devsuite provided by Tech Excel. The software can be designed
to fulfil our requirements and needs. Unfortunately, the main
disadvantage is its high costs as well as other costs as
maintaining it and training employees on how to use the new
features.
A suitable way or solution has been considered by using the

7. Microsoft Access where basic implementation can help in
building data. Microsoft Access is considered to be the cheapest
and most feasible solution compared to the current process as
well as Tech Excel which appeared to be very expensive.
Furthermore, Microsoft Access will also not require advanced
training and maintaining is quite feasible.
Therefore, and after GTEC has been given an estimation of
15000£ for the Tech Excel software excluding any hardware,
other maintenance and training costs, it is of GTEC’s favour to
choose the Microsoft Access software as it is cheaper, saves a
lot of costs that comes with using another alternative software
like Tech Excel and finally does the job efficiently.
VI-Project Initiation
The planning phase of a project can span a significant length of
time and involve many people, so it is important to define the
project's objectives (objective: The quantifiable criteria that
must be met for the project to be considered successful.
Objectives must include, at least, cost, schedule, and quality
measures. Unquantified objectives increase the risk that the
project won't meet them.), assumptions (project assumptions:
Factors that, for planning purposes, are considered to be true,
real, or certain. Assumptions generally involve a degree of
risk.), and constraints (constraint: A restriction set on the start
or finish date of a task. You can specify that a task must start
on or finish no later than a particular date. Constraints can be
flexible [not tied to a specific date] or inflexible [tied to a
specific date].). The planning phase is also the time to prepare a
scope management plan for handling changes to the project's
objectives. (Appendix A)
· Project Objectives: Clear project objectives are fundamental
because our project's success will be determined by how closely
we meet the objectives set.
A clear project objective is both specific and measurable. Avoid
vague objectives such as "Create state-of-the-art deliverables."

8. A project's objectives may include:
· A list of project deliverables (deliverable: A tangible and
measurable result, outcome, or item that must be produced to
complete a project or part of a project. Typically, the project
team and project stakeholders agree on project deliverables
before the project begins.).
· Specific due dates, both for the ultimate completion of the
project and for intermediate milestones (milestone: A reference
point marking a major event in a project and used to monitor the
project's progress. Any task with zero duration is automatically
displayed as a milestone; you can also mark any other task of
any duration as a milestone.).
· Specific quality criteria that the deliverables must meet.
· Cost limits that the project must not exceed.
For objectives to be effective, all project stakeholders
(stakeholders: Individuals and organizations that are actively
involved in the project or whose interests may be affected by
the project.) as well as sponsors, who are funding the project,
must officially agree to the objectives. Often the project
manager creates an objectives document that becomes a
permanent part of the project.
If the document was created in a program other than Microsoft
Office Project 2007, such as Microsoft Office Word 2007 or
Microsoft Office OneNote 2007, you can attach the document to
your project file for easy access.
You can learn how to get started with OneNote 2007 at
Microsoft Office Online.
Server.), you can easily upload supporting documents at the
start of a project. This is useful if your team doesn't have a
shared folder or Web site that contains information that is
relevant to projects or other corporate endeavors.
If you are using Microsoft Office Project Portfolio Server 2007
(Project Portfolio Server: The Web-based user interface that is
used with Project Server to help organizations achieve
maximum portfolio value through managing investments and
evaluating them against performance metrics and business

9. objectives.), you can also upload documents. In addition, you
can track projects through initiation and the approval process
before you implement them. As new projects are initiated, you
can assess them against the goals of the organization.
You can learn more about Office Project Portfolio Server 2007
by reading the product overview.
Note You can also place project-level information in the
Comments box of the Properties dialog box for a project. This
helps you to locate documents and projects after a project
begins.
· Project Assumptions: To clarify unanswered questions and to
search for solutions in advance.To begin planning, you make
educated guesses and then use those estimates to create your
schedule.
It is important to keep track of the assumptions you make, so
that:
· Project stakeholders and sponsors can critique the assumptions
and then formally agree to a set of project assumptions.
· You can update the schedule when you have additional
information about these factors.
Consider these project areas when you identify your underlying
assumptions:
· Handoffs from other projects or departments: If your project
depends on the work of others, do they understand your
dependency and agree to the handoff dates?
· Resource availability and usage (including people, materials,
and equipment): If you do not manage some of the people who
are working on your project, who does? And has that person
approved your use of these resources?
· Task durations (duration: The total span of active working
time that is required to complete a task. This is generally the
amount of working time from the start to finish of a task, as
defined by the project and resource calendar.): Are your task
estimates based on solid information or guesses?

10. · Project costs (cost: The total scheduled cost for a task,
resource, or assignment, or for an entire project. This is
sometimes referred to as the current cost. In Project, baseline
costs are usually referred to as "budget."): How important is
cost to your project? Who is required to approve your budget
(budget: The estimated cost of a project that you establish in
Project with your baseline plan.) or increase it if necessary?
· Available time: If you are working toward a known deadline
(deadline: A target date indicating when you want a task to be
completed. If the deadline date passes and the task is not
completed, Project displays an indicator.), can you realistically
complete all tasks with an acceptable level of quality?
· Deliverables: Does your list of project dependencies and
deliverables (deliverable: A tangible and measurable result,
outcome, or item that must be produced to complete a project or
part of a project. Typically, the project team and project
stakeholders agree on project deliverables before the project
begins.) match what the customers and other stakeholders
(stakeholders: Individuals and organizations that are actively
involved in the project or whose interests may be affected by
the project.) expect? If you must compromise on a deliverable,
have your stakeholders agreed on what aspects of the
deliverable would be compromised first?
These are just a few issues to consider before you begin any
complex project. The ultimate success of the project depends on
identifying assumptions and making backup plans as much as it
does on carrying out what you planned.
The 2007 Microsoft Office system offers a number of software
solutions that you can use to help you understand a project's
complexities before you begin working with Project. For
example, you can create a complex cross-functional flowchart
or a blog to capture team members' ideas as they brainstorm
project plans.
· Learn how to create a cross-functional flowchart (or
swimlanes) by using Microsoft Office Visio 2007.
· Learn how to create a blog by using Windows SharePoint

11. Services.
· Typically, the three major constraints are:
Schedule (schedule: The timing and sequence of tasks within a
project. A schedule consists mainly of tasks, task dependencies,
durations, constraints, and time-oriented project information.),
such as a fixed end date or a deadline date for a major milestone
(milestone: A reference point marking a major event in a project
and used to monitor the project's progress. Any task with zero
duration is automatically displayed as a milestone; you can also
mark any other task of any duration as a milestone.).
· Resources (resources: The people, equipment, and material
that are used to complete tasks in a project.), such as a
predefined budget (budget: The estimated cost of a project that
you establish in Project with your baseline plan.).
· Scope (scope: The combination of all project goals and tasks,
and the work required to accomplish them.), such as a
requirement that three models of the product be developed.
A change in one of these constraints usually affects the other
two and can affect overall quality.
For example, decreasing the project duration (schedule) may
increase the number of workers you will need (resources) and
reduce the number of features that can be included in the
product (scope).
The project manager then determines whether this trade-off is
acceptable. This concept is called "the triple constraints of
project management" or "the project triangle."
During the planning process, list your project's constraints to
ensure that all project stakeholders (stakeholders: Individuals
and organizations that are actively involved in the project or
whose interests may be affected by the project.) are aware of
them and have the opportunity to comment on the list.
It is also worthwhile for stakeholders to agree on how to
respond to unexpected constraints that arise during the project.
For example, if labor costs turn out to be higher than

12. anticipated, stakeholders may be willing to reduce the scope of
the project in specific, predefined ways.
Note In Project, the word "constraint" means a restriction or
limitation that you set on a task (task: An activity that has a
beginning and an end. Project plans are made up of tasks.). For
example, you can specify that a task must start on a particular
date or finish no later than a particular date.
· Time & Plan management: After identifying our project's
objectives and assumptions, we are ready to outline a
management plan and timeline.
VII-Feasibility Analysis
· Economical
By using Microsoft Access system, training sessions should be
established and arranged for team members’ especially business
development and marketing support team who are in charge of
the customers’ database classification and organisation. The
main economical advantage is the number of hours saved by
managing the database manually using Microsoft Excel. By
saving that amount of hours, business development executives
can utilize that time to target new customers especially those
who are local. By deriving customers’ information from the
Microsoft Access software, it will help increasing productivity
and sales through the use of managed database to make efficient
sales and marketing tasks accomplished. Furthermore, that
scenario will save staff time which will eventually result in a
foreseen future staff growth.
The way the database will be managed using Microsoft Access,
will benefit the staff at GTEC by improving their contribution
at work, as after the database is managed, everything becomes
very easy to do when it comes to approaching a specific type of
customers. It will also allow people’s work to be more
organised and avoid mistakes which eventually leads to better
productivity which reduces overall costs and increases sales
through improved overall efficiency (Lai, 1997).

13. By using Microsoft Access, the result will be accomplished in a
most feasible way compared to the previous software provided
by Tech-excel using Devsuite, the cost of setting up the
software was quite expensive especially the cost per hour
training which reached an amount of 180£ per hour.
Tech Excel’s consultants recommended having up to 5 working
days for a basic training on their software which is about 40
hours. Technically, the basic training cost would be around
9200£ for training purposes with a monthly maintaining support
of 360£ per software license/ individual computer.
Technically the company will manage to save an amount of
5000£ per training only where employees can go for Microsoft
Access course which is worth 800£ per employee totally, 3
employees should be fully be trained and certified for an
estimated cost of 2400£. Both software MS Access and Devsuite
will provide the same result only the processes and costs are
different.
· Technical
Currently, our office computers’ specifications meet the
Microsoft Access requirement.
The operating systems used in every computer would be
sufficient to run the Microsoft Access Software. The Company’s
IT team keeps the company computers up to date software wise.
The Microsoft office package has been upgraded from MS 2003
to MS 2007. Technically, the whole IT infrastructure is already
setup to be used by team members after being trained
professionally on MS Access use. MS Access affords having a
larger volume of data to be processed. Generally, MS tools are
mature products where a lot of professionals use it and getting
support is quite easy by accessing FAQ sections from different
sources.
· Organizational
The organizational behaviour will improve as the database is
systematically organized and updated. By using MS Access,
customers’ classifications will be more organized and arranging
follow up and promotions will be much easier as well. Hence,

14. sales team will be able to access the MS Access database.
Then, sales director can arrange a marketing campaign with the
support of the marketing manager. The campaign might be
locally or distantly launched, based on the data generated using
the MS Access.
Generally, the main benefit will be considered where the
organization can monitor its sales performance and customer’s
database growth.
· Operational Dimensions
Operational strategies must be considered. First, an initial
training course must be conducted to the team members
responsible of using Microsoft Access. The course would be
given by a recognisable institution which is a certified academy
by Microsoft.
A leader in the marketing department must be assigned. He will
conduct training sessions for any new candidates, especially if
the candidate was internal candidate and going to be promoted.
Bigger understanding of the Microsoft Access will confirm
better and smoother operations and workflow.
· System Requirements
By assigning a leader for the marketing department, the leader
will be able to brainstorm with his assistants in order to clarify
and agree on the benefits of using the database software known
by Microsoft Access.
Microsoft Access requires some features which are more likely
available on most of the computer’s Hardware wise and
software wise.
The leader and his team member will create some checklists
which will provide them with constructive information for
decision making.
· Quantification of requirements
The quantification of requirements will help measuring and
evaluating the quality of tasks workflow.
The customers’ information process will help in getting new
customers and focusing on product promotion which will
increase sales by an estimated percentage of 25% and reduce

15. stock by an estimated value of 40%.
· Functional requirements
Functional requirements consist of the number of activities that
are implemented within the business. In our process suggested,
the functional requirements will include updating the customers
information for existing customers (if needed), creating new
customers informations database, classifying customers by
locations as postcode and locality from the office location
(within 25 miles), and finally assigning customers to different
sales members who will take care of products sales and
customers follow up.
· Non-Functional requirements
The Non-Functional requirements consist of the conformity of
business level. For example, the business development unit
highly perform while interacting and searching for new
potential customers and the response time in order to get and
process orders.
In addition the non-functional requirements consist of the
feedback and complaint processes.
The quick response will insure customers’ satisfaction and high
professionalism which both lead to good reputation and faster
business development.
· Software
The software requirements are generally provided on most of
GTEC computers. The computers’ platforms should be a
Windows platform XP, Vista and 7 in addition to the readymade
Microsoft office package. It is also stated that the main
language platform used for the Microsoft Access is known by
SQL which developers use in their database software
development.
· Hardware
The marketing department requires having 3 main computers for
it is 3 main marketing analysts. Another 2 computers are

16. required for both business development members.
Each system out of the five above requires main screen,
probably 21 inch size which will make work easier from the
sight point of view and 5 keyboards and 5 mice.
System reliability must be insured by the use of UPS (Universal
Power Supply) is needed to insure data recovery in case of any
power cut-off.
According to Microsoft Office website, the computer
specification should be as follows:
- Processor speed 500MHZ or faster.
- 256 MB of memory 512 MB is highly recommended for
graphic featured and certain advanced functionality.
- 3GB of available hard disk space is required.
- Operating System:
· Windows XP (must have service pack 3) (32-bit).
· Windows 7 or Vista with SP.
· Windows server 2008 or later 32/64 bits.
· Graphics hardware acceleration requires a direct X 9.0
graphics card with 64 MB or more video memory.
VIII-Systems Design
· Context Diagram (Appendix C)
The context diagram shows the flow of tasks and processes via
the marketing support and business development units.
The first two entities represent the new and existing customers’
database. Those database are usually collected by the marketing
and business development units where customers are classified
by size, locations, capitals, etc, then assigned to sales members.
Sales members then follow up sales calls, approach customers
and report feedback for business development units in order to
insure good and professional after sales service.
· Data Flow Diagram

17. Solution
Model (Appendix D)
The data flow diagram will determine the solution suggested
using the MS Access 2007. That solution is a full process which
will take place at the marketing support and business
development entities.
The marketing and business development entities will gather the
whole information related to new and existing customers. The
solution using MS Access is to classify customers by locations
local or distant customers with a distance of 25 miles radius
from the company’s warehouse and trade counter location.
Customers will be first categorised by locations, then different
ID will be given to them within the MS Access tables.
· Entity Relationship Diagram (Appendix E)
The entity relationship diagram shows the customers’
classification process by location. The process will collect
companies’ addresses and will arrange them into 2 main
different categories. First category is the “Local customers”
within 25 miles radius from GTEC’s office. Second category is
“Distant customers” who are located far of 25 miles radius from
GTEC’s office.
The sales team will be in charge of customers’ accounts, local

18. and distant sales teams will provide different services and
promotions. For example, Local team services will be such as
free deliveries and repetitive local site visits. Whereas, Distant
sales team will provide free deliveries on orders above 1000£
and additional promotions in order to compete with any
competitors located near our distant customers. Finally, the
whole process will be approved by the Sales director and
processed orders will be cleared by the accounts team.
Comments from teacher This is not an ERD have you are
relating to the flow of info and what happen at ead stage of the
procss
· Table structure
The MS Access database has 2 main tables. Each one is holding
information about different entity. (Appendix F)
A screen shot of the system tables and their relationship have
been shown. In each table, there are 2 unique primary keys
linking the tables. Tables hold names and addresses. We do
assign for each company individual ID. The relationship
between both tables is some additional details, example the type
of product in focus, CCTV, Alarms, vehicle CCTV and access
control. The product type will notify sales team what products
to promote and what the customers are focusing on. In addition
to size field which will give an idea about the customers size
example medium sized (15 employees and more), big (above 40

19. team members).
The tables’ relationship will build an efficient understanding of
GTEC customers. That will give a clear guide for sales team and
efficient lookup for details. The key lookup is the customer’s
location based on which sales decisions and customers approach
are assigned.
IX-Conclusion
This report provided simpler solution development by providing
an out of the box solution known by Microsoft Access 2007 for
GTEC’s customers database rather than using an efficient
system named QuickBooks but lacking some operational
features.
The advantage of the new system is the number of hours saved
by managing the database manually using Microsoft Excel. An
additional advantage is to insure high productivity and sales by
business development executives who can utilize the saved time
to target new customers especially those who are local. By
deriving customers’ information from the Microsoft Access
software, it helped increasing productivity and sales through the
use of managed database, and benefit GTEC’s staff improving
their contribution at work. After having the database managed,
everything becomes very easy to do when it comes to
approaching a specific type of customers. It also allows team
members being more organised and avoid mistakes which

20. eventually leads to better productivity, reduces overall costs and
increases sales through improved internal operational system
efficiency.
By using Microsoft Access, the result will be accomplished in a
most feasible way compared to the previous software which was
supposed to be provided by Tech-excel using Devsuite, the cost
setting up the software was quite expensive compared to MS
Access.
Finally, the MS Access solution suggested lead into a successful
design with a reasonable cost. Moreover, staff accepted the use
of MS Access more easily as they are used to use Microsoft
packages and being trained on the MS access was much more
feasible because of it high popularity.
X-Recommendation
In order to develop team members’ skills professionally and to
provide an efficient operational workflow within different
departments, MS Access is the most suitable and feasible
solution for GTEC medium size company in order to sort out
customer classification by location as Quickbooks doesn’t
provide that solution. We highly recommend moving into more
detailed features within the MS Access while attending
extensive courses sessions conducted by Microsoft certified
bodies. Extensive training and knowing the MS Access in
details will lead into improvement scenarios within other

21. departments’ example accounting and returns department. We
might recommend that the next stage is the implementation of
the MS Access within the returns and warranty departments in
order to keep record of customers’ returns history, hence
creating statistical faults reports which help improving products
quality and reliability.
XI-References
Lai L. S. (1997). A synergistic approach to project.

22. International Journal of Project Management. Vol 15 (3), pp.
173-179.
XII-Bibliography
Tesch D.,Sobol M. G., Klein G, Jiang J.. (2009). User and
developer common knowledge: Effect on the success.
International Journal of Project Management. Vol 27 (3), pp.
657–664.
Zhou H. (2012). Design of Student Information Management
Database.Physics Procedia. Vol 25, pp. 1660 – 1665.

23. Appendix A
Appendix B
Cost Benefit Analysis
Cost
Hours
Rate per Hour (£)
Total Initial (£)
1st Year(£)
2nd Year(£)
3rd Year(3)
Project Manager

24. 100
50
5000
Aanalyst
150
40
6000
Developer
150
40
6000
Other Staff Costs
100
20
2000

25. Hardware (Total)
10000
Software (Total)
4000
Installation
20
40
800
Training
30

26. 30
900
Maintenance PA (Total)
5000
5000
5000
5000
Total (£)
39700
5000
5000
5000

27. Benefits
1st Year
2nd Year
3rd Year
Reduced Processing Costs (PA)
3500
3500
3500
Reduced Inventory Costs (PA)
2000
2000
2000
Sales (Year 1-3 )
35000
70000
105000
Fewer Returns
1500
1500
1500
Total
42000
77000
112000

28. Cash Flow (Benefit- Cost)
-39700
37000
72000
107000
Cumulative Flow-Cash
-39700
-2700
69300
176300

29. Total Costs
54700
Total Benefits
231000
Depreciation=Total Initial
39700

30. Appendix C
Context Diagram

31. Appendix D
Data Flow Diagram