1. Definition, Investigation and Analysis

1. Definition, Investigation and Analysis

1. Investigation

1.2.3aInterview 1: Background

a)What is your role in the company?

I am the owner, manager and head-carer at the nursery. I’m the one who pays the bills, recruits the staff, gathers information about the children, looks after the information and is ultimately responsible for every child in our care and the overall running of the business.

bi) How many children do you currently offer child care to?

At the moment we have 8 children however some only attend part-time.

bii) What is the maximum number of children that you can look after?

We currently have the capacity and the go-ahead from Ofsted as 14 children per day. But because some children will only attend part-time we will be able to have more than 14 children on our registers providing that the times they wish to attend the nursery fits in around each other.

biii) What is the age range for the children at your nursery?

We look after children from new born to 12 years.

c) How many staff do you currently have?

Including me, we have 3 members of staff, however my assistants are currently only part-time.

di) How much do you currently charge?

£4 per hour per child

dii) And how does the current payment system work? (e.g monthly/weekly, cash/card/bank transfer)

I invoice the parents for the hours they’ve had at the end of each money and they pay by cheque, cash or bank transfer.

e) What information would you like to be included in the new system?

Information about each child: full name, date of birth, gender, parents name, address & contact details, medical notes, dietary requirements, doctors information.

Staff information: name, contact details, date of birth, whether they’re part-time or full time and what hours they work, and details of crb check.

Then i’d also like some information about activities that take place during the week at the nursery and also the children’s attendance.

f) Do you currently have a method of search that involves uniquely identifying each record?

At the minute we currently store the children’s record cards by surname alphabetically. As we only have a few children at the minute this is not a problem but when we have more we may find that more than one has the same surname which could be a problem.

gi) Do you currently validate your system in any way?

No

gii) If so, how?

hi) Do you keep data once it is no longer applicable?
Yes

hii) If so, how?
We keep the record cards in a different file.

hiii) If so, how long for?
12 months.

1.2 Investigation

1.2.3b Interview 2: Expectations & Design

1. Expectations

a) How would you like the new system to record information about the children in your care?

I’d like it to be inputted, displayed and searched easily. I’d like it to hold lots of vital, personal information about each child so that we can easily adapt the care we offer to each individual child’s needs.

b) Would you like to change the way in which payments are made and how invoices are created?

The way in which payments are currently made is fine, however, I’d like the invoices to be created automatically, ready for printing in order to save me time at the end of each month.

c) Are there any current processes that you undergo which you would like the system to speed up? E.g Searching

Definitely the searching of data. This could be crucial in an emergency situation. Also, as mentioned before I’d like to speed up the creation of invoices. The inputting of data is another process which I’d like to be able to speed up.

di) Do you know about the Data Protection Act and do you currently protect the inputted data in a way that complies with that?

Yes, the business is currently aware of the data protection act and we have a locked cupboard in which we keep the files holding the children’s personal data in order to comply with the law.

dii) If so, how?/ If not, how would you like the new system to do this? Passwords?

Yes, a password on the database would be a great way to protect the data, as well as usernames so that each worker has their owner username & password. If possible I’d like to be able to change this information easily.

ei) Is the system going to be used by yourself only or multiple users?

At first, it shall just be myself. However, when the nursery gets a bit busier, the assistants may also use the database.

eii) If multiple users, who else shall be using it?

My two nursery assistants; Jo & Shanté. They are not very advanced with using computers so the database needs to be quite simple and similar to the paper system we have at the minute.

fi) What tasks would you like to perform directly from the main interface of the new system?

I’d like to be able to add new information about children, workers, any activities and also add in when a child is next coming in. If I could quickly search for things in the database like a child or activities that we have planned, that would be useful. Also, I need to be able to see what children are due in on each day and be able to print out a register. Invoices need to be made quickly so that I can print them off for the parents when they come to pick up their child, as well as newsletters so maybe a button to open a word document to allow me to write the newsletters. Also, it’d be good to be able to change the password for the database quickly. Oh and exiting the system, that’s always important! Also, I would like a clock on the main menu so it is always easy to read the time so it can be recorded when children arrive/leave etc.

fii) And do you knowhow would you like to navigate from the main interface to other parts of the database?

Something straightforward and easy… like buttons.

2. Design

ai) Do you have a company logo?

Yes, I will email you the logo.

aii) If so, would you like this to be used within the new system?

Yes

aiii) If so, on which documents?

On any of the data entry screens or anything that is printed and given to customers or workers.

bi) What about company colour schemes, would you like one to be used in the new system?

Yes, I’d like the current colour scheme to be continued in the new system.

bii) If so, what colours and where?

I use orange for borders and bright colours such as pink for the text in order to match the logo.

1.2 Investigation

1.2.3c Interview 3: Hardware & Software

a) What computer hardware does the company current own and plan on using for the new system? (e.g. desktop computer/laptop)

I have a laptop which I use for the nursery information. I also have a printer which is used to print off invoices etc.

b) What is the operating system installed on this hardware?

Windows 7

ci) Does it have any of the Microsoft Office programs installed?

Yes, it has Microsoft Office professional installed.

cii) If so, is Microsoft Access Installed?/ If not, do you have any other type of applications software packages installed?

Yes, it is already installed on the company laptop.

di) Do you currently back up data from the current system?

No, at the minute our data is not backed up.

dii) If so, what is the current backing up system?

ei) And what about archiving data, is this done in the current system?

Yes

eii) If so, how?

When data is no longer needed, for example when a child leaves, we move the child’s record to a different file where it is kept for 12 months.

fi) Will you want the new system to be backed up and unneeded data archived?

Yes

fii) If so, does the company own any removable storage devices?

Yes

fiii) If yes, what?

We own a USB memory stick and also CD-ROMs

gi) Does the company have a printer?

Yes

gii) If so, is it black & white or a colour printer?/ If not, would you be interested in purchasing one?

Colour

giii) And what sort of printer is it? (e.g Inkjet/Laser)

An ink jet printer

hi) Is the computer in which the new system will be implemented networked in anyway?

Yes

hii) If so, how?

It is networked wirelessly to the internet.

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Ella Ennos-DannCandidate Number: 6083Centre Number: 27230