Fishkill Food Pantry Prototype Computer Science Essay

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The purpose of this document is to layout the specifications for the Fishkill Food Pantry Database system. In this document you will find a layout of information on the prototype system. Throughout this document you will find our study information on their business. We describe the system concepts and vision, description and actors, system boundaries and the full scope of the system. We created data modules and other information requirements. Please, refer to Appendix A for a glossary of terms and acronyms used in this document.

2. System Concept

2.1 Project Vision

This system development is based on our team's collaborative work and the information we were given in our interviews with Mr. Murray Suggitt.

Fishkill Food Pantry would like to create a database system in order to keep track of the pantry's clients. The Food Pantry is managed by Mr. Murray Suggitt along with a group of volunteers that reach out to people within the Fishkill area.

As head of the Pantry organization, Mr. Murray Suggitt will oversee the database system and determine any changes. Mr. Murray Suggitt, along with Judy VanNostard and Irene Zedo, will update the system information weekly.

The goals of this project include the development of a database system designed to:

Provide an easy to use system that allows volunteers to access client information through entering the last four digits of the client's social security number.

The system requires an array of information to be entered such as: Customer Name, Customer Address, # of family members per household and previous documented appointments.

This system will create a user-friendly experience for both the volunteers and the clients and will help develop continuity of service.

Develop a strategic plan for coordinating education, community outreach and hunger awareness.

Will require a checklist system in order to verify a client's identification.

The strategic goal of the Fishkill Food Pantry is to manage clientele efficiently and effectively in order to create a positive experience for both parties as well as help the organization to manage their expenses and client history

Better management of client numbers

Reduce overall costs and manage budget more efficiently

Better annual records

2.2 Stakeholders Analysis

Person (s)

Importance

Tasks

Mr. Murray Suggitt

(845) 476-9433

Judy VanNostard

(845) 242-3269

Irene Zedo

(845) 831-4726

Director Systems Administrators

Indentify opportunities to improve service to local residents.

Volunteers that work there

Volunteers/Front Desk Volunteer

Provide feedback on the current system and the level of service to the clients

Richard Lanni

Computer Specialist

/Maintenance

Follow up on the new system and provide feedback

Other Local Pantries

Food Pantries

Provide resources to explore strategic partnerships

Edith 'Happy' Schmidt

(845) 831-0861

Secretary/Volunteer

Assist in gathering and analysis of data into the system

The Family Clients

Local area Residents

Provide feedback on the new system

Hudson Valley Food Bank

Hudson Area

Federal Food Bank

Provide assistance to local communities food pantries

Government (legal)

Federal

No task

3. System Requirements

3.1 System Actors

These include each human and external system actor that will interact with the system.

Primary Actors:

Person in Need of Food Services

The client that interacts with the Front Desk Volunteer to make an appointment for food

pickup. (Client)

Front Desk Volunteer

Volunteer that makes appointment and fills out information to give to the

administrative at the other computer. (Edith Schmidt)(Donald Vanostrand)

System Administrators

Person that inputs information into system and makes sure that there is enough food.

(Mr. Murray Suggitt)(Ms. Judy VanNostard)(Ms. Irene Zedo)

Secondary Actors:

Maintenance

Person that interacts and maintains the system. (Richard Lanni)

External Actors:

Hudson Valley Food Bank

If there is not enough food in the Pantry, then food is collected from the Hudson Food

Bank.

Government

The government aid and funds. Regulation that need to be followed to be able to get

funding.

3.2 Scope of Work

Shown below is a simple diagram of the entities and database that will be used in the Fishkill Food Pantry. This system will control the ingoing and outgoing information process. The Client or Person_in_need_of_food calls in to make an appointment. The Service provider schedules an appointment and checks that the client is in the system. The system keeps track of past appointments and information. It also has the ability to track the volunteer's personal information along with their future schedule. From here the System Administrator processes the information and enters it into the database. For further information, please refer to the more complex diagram in Appendix C and D.

The System will require regular updating of information as it pertains to each client; an administrator representative will be responsible for adding and modifying the company's information. The System Administrator will grant authorization.

Context Diagram

3.3 Functional Requirements

High Level Events

1. Client contacts Fishkill Food Pantry.

2. Volunteer searches database to see if the client's record is already in the database.

3. If the client is in the database, then the Volunteer looks into past appointments, to see if the client is eligible to come in.

4. Volunteer then will create appointment for client to come in to get food.

5. If the client is not in the database then the volunteer will start to take down information on file and hand off the phone call to one of the systems administrators to create the client information.

6. After scheduling an appointment, the volunteer will print out the detailed pick up forms for when the client comes into get food.

Use Cases

1. The volunteer log on to the system and performs a search for the client's record using the last 4 SSN or the client's last name.

2. If the client is new to the Fishkill Food Pantry then the Systems Administrator must enter the new information into the database.

3. If the client's record already exists in the database then the volunteer creates an appointment for the client to come in and pick up their food.

4. The volunteer checks when the last yearly documentation was shown and informs the client if they have to bring in their documentation or not.

This use case diagram describes the basic functional requirements for implementing the system. The use case diagram displayed in Appendix D shows how actors interact with each of these events. The arrows entail the relationship between the actors and the use case. When arrows travel from an actor to a use case it indicates that the actor triggered the use case, whereas arrows pointed from the system to an actor indicate that the system triggered the use case. When the arrow is included, then the relationship shows that the behavior occurs in more than one use case. The generalization arrow indicates that the volunteer is made up of two different actors.

3.4 Non-Functional Requirements

Security:

For security purposes, the Food Pantry will be using a Secure Network Access, which includes a username and password for system users. The System Administrator has to grant access to modify the database.

Performance:

The Food Pantry will be using high speed Internet, with a fast processor as well as Ram memory.

Capacity:

The capacity for the database system is a maximum of 50 transactions per day. This way, there is proper storage space for data on the system.

Availability:

Our System will be available from 8am to 6pm and is open Monday-Friday and closed on weekends. The database will run 50-75% of the day.

Recovery:

In order to ensure recovery, the system will be backed up daily.

Compatibility:

Our system is compatible with Microsoft Access and Wave Maker. It is also compatible with current hardware such as HP, Windows 7, and i7 Core.

Maintainability:

In order to maintain our system, it will be updated whenever needed. The maintenance coordinator will be in charge of updating the system periodically.

Usability:

It is easy to use Interface with our system. We will use standard hardware and software requirements.

3.5 Mandated Constraints

After our initial meeting with Mr. Murray Suggitt, it was clear what some of the constraints to this project were. The main constraint is that the system must be user-friendly. The volunteers that work within the Fishkill Food Pantry are not computer savvy and will have difficulty with a more complicated system. By creating a simple system, this allows Mr. Suggitt and his volunteers to use the system comfortably. The system will store a great deal of information but will be easy to navigate.

Our next constraint that we felt was important was system accessibility for the administrators. The main administrator, Mr. Murray Suggitt, must be able to control who has access to the system for security purposes. Other than Mr. Murray Suggitt, only Judy VanNostard, Irene Zedo, and Richard Lanni will have access. Our last constraint is a way to verify the client's identity. Within the database system there will be an area for the volunteers to check off how they verified the identity. Within the check box area there will be a driver's license, court documents, phone bill, credit card, power bill, 1041 document, and other.

3.6 Relevant Facts and Assumptions

Some assumptions must be made when integrating our system with the Fishkill Food Pantry. One of the assumptions that our team has made is that after the system is installed the Systems Administrator Mr. Murray Suggitt will be able to train the remaining Volunteers on how to use the system. We assume that the system will be updated periodically by Mr. Murray Suggitt, Judy VanNostard, Irene Zedo and Richard Lanni, who are the systems administrators and maintenance coordinator. When the system is operational it will be user friendly and all information will be accessible through it. We also assume that clients for the Fishkill Food Panty will never disappear.

Some facts that our team of analysis has gathered while developing this system are that Mr. Murray Suggitt, along with Irene Zedo and Judy VanNostard, will be the System Administrators. They will be able to update the system periodically and alter the system if needed. The Fishkill Food Pantry has increased in business because of the economic hardships in this current world. The Fishkill Food Pantry only has a certain amount of grants from the government and therefore can only take a certain amount of family's within their area. The System will support English-speaking users.

4. Information Model

4.1 Data Dictionary

1. Table Client

Purpose: Contains all information on each Client.

Column Name

Alias

Description

Data Type

Size

Client_SSN

Clients Last 4 SSN

Clients Last 4 SSN

CHAR

4

ClientLastName

Clients Last Name

Clients Last Name

VARCHAR

30

ClientFirstName

Clients First Name

Clients First Name

VARCHAR

30

Contact_Num

Clients Phone Number

Clients Phone Number

VARCHAR

15

Street_Address

Street Residence

Street Address of Client

VARCHAR

30

City

Occupied City

City Address of Client

VARCHAR

30

State

Occupied City

State Address of Client

CHAR

2

Zip_Code

Zip Code Area

Zip Code Area

CHAR

7

Special_Need

Food Preference

Food the Client preference

TEXT

 

Allergy

Food Allergies

Allergies to any Food

TEXT

 

2. Table Household Detail

Purpose: Contains all information on Household

Column Name

Alias

Description

Data Type

Size

House_ID

House Id Number

Specific ID Number for

each household

CHAR

5

Num_of_People

Number of People

Number of People per House

CHAR

3

Client_SSN

Client Last 4 SSN

Clients Last 4 SSN Foreign Key

CHAR

4

Num_Children

Number of Children

Number of Children per House

CHAR

3

Num_Seniors

Number of Seniors

Number of Seniors per House

CHAR

3

 

 

 

 

 

3. Table Volunteer

Purpose: Contains all information on Volunteers

Column Name

Alias

Description

Data Type

Size

Volunteer_Num

Volunteer Number

Specific Number assigned for each Volunteer

VARCHAR

5

Volunteer_Position

Volunteer Position

Position Volunteer working

VARCHAR

10

VolunteerLastName

Volunteer Last Name

Volunteer Last Name

VARCHAR

30

VolunteerFirstName

Volunteer First Name

Volunteer First Name

VARCHAR

30

Phone_Num

Phone Number

Volunteers Phone Number

VARCHAR

15

Available_Day

Days Available

Days Available to work

VARCHAR

10

Department

 

Department working in

TEXT

 

4. Table Visit

Purpose: Contains all Visit Information.

Column Name

Alias

Description

Data Type

Size

Visit_Num

Visit Number

Unique Visit Number

INT IDENTITY

1,1

Client_SSN

Client Last 4 SSN

Clients Last 4 SSN Foreign Key

CHAR

4

Volunteer_Num

Volunteer Number

Specific Number assigned for each Volunteer, Foreign Key

VARCHAR

5

Visit_Date

Visit Date

Visit Day

DATE

 

Verfiy_ID

Verify Client ID

Check off Verify ID of Client

BIT

 

 

 

 

 

 

5. Table Appointment

Purpose: Contains all Appointment Information.

Column Name

Alias

Description

Data Type

Size

Appointment_Num

Appointment Number

Unique Appointment Number

INT IDENTITY

1,1

Volunteer_Num

Volunteer Number

Specific Number assigned for each Volunteer, Foreign Key

VARCHAR

5

Client_SSN

Client Last 4 SSN

Clients Last 4 SSN Foreign Key

CHAR

4

Verified_Document

Verify Yearly Documents

Date Yearly Documents where

verified

DATE

 

Appointment_Date

Appointment Day

Schedules Appointment Date

DATE

 

Appointment_Time

Appointment Time

Time of Appointment

TIME

 

 

 

 

 

 

6. Table Document

Purpose: Contains all Document Information.

Column Name

Alias

Description

Data Type

Size

Visit_Num

Visit Number

Unique Visit Number,

Foreign Key

INT IDENTITY

1,1

Diver_Licencse

Drivers License

Check off if Client has

Drivers License

BIT

 

Court_Document

Court Document

Check off if Client has

Court Document

BIT

 

Utility_Bill

Utility Bill

Check off if Client has Utility Bill

BIT

 

Other

 

Extra Area

TEXT

 

 

 

 

 

 

4.2 Data Store

DATA STORE DESCRIPTION FORM

ID: D1

Name: Client Master

Alias: Customer Master

Description: Contains a record for each Client.

Data Store Characteristics

File Type {X}Computer Manual

File Format {X}Database File

Record Size (Characters):200

Block Size:4000

Average Number of Records:250 per month

Maximum Number of Records:8000

Percent Growth per Year:10

Data Structure:

Client Master Record

Primary key: Client SSN

Secondary keys: Telephone Number / Address

Comments:

The Client Master Record registers new clients and keeps track of present customers. Also this database tracks the visit dates and income. If income is greater than 35,000 the system administrator will be notified and the client will be put into the hold area until further investigation.

DATA STORE DESCRIPTION FORM

ID: D2

Name: Food Master

Alias: Food Database

Description: Holds the record of the quantity of food.

Data Store Characteristics

File Type Computer {X}Manual

File Format Database {X}File

Record Size (Characters):

Block Size:

Average Number of Records:

Maximum Number of Records:

Percent Growth per Year:

Data Structure:

Food Record

Primary key: Food Number

Secondary keys: Type

Comments:

This Database will keep track of the quantity and type of food distributed. If the quantity is low, then the systems administrator will be notified and the food will have to be replenished.

DATA STORE DESCRIPTION FORM

ID: D3

Name: Client Verification Documentation Master

Alias: Check List Records

Description: Record of all the client's documentation produced at time of visit.

Data Store Characteristics

File Type {X}Computer {X}Manual

File Format {X}Database {X}File

Record Size (Characters):200

Block Size:4000

Average Number of Records: 250 per month

Maximum Number of Records:10,000

Percent Growth per Year:5-8%

Data Structure:

A file record of all information produced yearly for government verification. A checklist inside the database to verify two types of paper work to verify identity. Last known date of yearly documentation to be recorded inside database.

Primary key: Visit Number

Secondary keys: Client_SSN/Volunteer_Num

Comments:

This File structure allows the Volunteer to verify the client's identity by checking off what form of identification the client has produced at time of visit. If the information for client identification is not produced when requested than the system administrators will be notified and the food will be withheld.

4.3 Data Flows

DATA FLOW DESCRIPTION

ID:1

Name: Call In

Description: Contains a client who would like to set an appointment.

Source

Person in Need of Food/Client

Destination

Process 1

Type of Data Flow

File  Screen  Report  Form  Internal

Data Structure Traveling with the Flow

Client Information

Volume/Time

15/minutes

Comments: The client will call in to set an appointment to pick up food.

DATA FLOW DESCRIPTION

ID:2

Name: Connects

Description: Contains a client who would like to set an appointment.

Source

Process 1

Destination

Person Service Provider

Type of Data Flow

File  Screen  Report  Form  Internal

Data Structure Traveling with the Flow

Client request an appointment

Volume/Time

30/minutes

Comments: The client will call in and connect with a volunteer who will set the appointment.

DATA FLOW DESCRIPTION

ID:3

Name: Verify Client

Description: Contains client information to verify which will be used to update the client master and to set up for an appointment to pick up.

Source

Person Service Provider

Destination

Process 2

Type of Data Flow

File  Screen  Report  Form  Internal

Data Structure Traveling with the Flow

Client Information

Volume/Time

30/minutes

Comments: The person service provider will verify if the client lives in the local area and meets income standards in order to receive food assistances.

DATA FLOW DESCRIPTION

ID:4

Name: New Client

Description: Contains new client information to add to the system.

Source

Process 2

Destination

Process 3

Type of Data Flow

File  Screen  Report  Form  Internal

Data Structure Traveling with the Flow

New client Information

Volume/Time

30/minutes

Comments: Client information for one new client to be added to the system. The client information can only be received by fax, coming to the location or by the client calling into the food pantry directly.

DATA FLOW DESCRIPTION

ID:5

Name: Receive The Request

Description: Contains a request to add a new client.

Source

Process 3

Destination

System Administrator

Type of Data Flow

 File  Screen  Report  Form  Internal

Data Structure Traveling with the Flow

Client Information

Volume/Time

30/minutes

Comments: Service provider is requesting from the administrator to add a new client into the system.

DATA FLOW DESCRIPTION

ID:6

Name: Authorizes The Client

Description: The system administrator will provide the service provider access to add a new client.

Source

System Administrator

Destination

Process 4

Type of Data Flow

 File  Screen  Report  Form  Internal

Data Structure Traveling with the Flow

New client Information to be added

Volume/Time

30/minutes

Comments: After the system administrator verifies a new client address and income, it will authorize the service provider to add the new client.

DATA FLOW DESCRIPTION

ID:7

Name: Add new client in System

Description: The service provider is granted access to add a new client into the system. The client will be added to the client master.

Source

Process 4

Destination

Database 1

Type of Data Flow

 File  Screen  Report  Form  Internal

Data Structure Traveling with the Flow

New client Information to be added

Volume/Time

30/minutes

Comments: After the system administrator verifies a new client address and income then it will authorize the service provider to add the new client.

DATA FLOW DESCRIPTION

ID:8

Name: Client Record

Description: Contains client information that is stored in the database.

Source

Client Master

Destination

Process 2

Type of Data Flow

 File  Screen  Report  Form  Internal

Data Structure Traveling with the Flow

Client Information and schedule appointment

Volume/Time

30/minutes

Comments: The client information will be accessed from the database. It will be updated with a new schedule appointment for each client record. It will also contain the file of a new client who is added to the database.

DATA FLOW DESCRIPTION

ID:9

Name: Set Appointment To Pick Up

Description: Contains client schedule appointment.

Source

Process 2

Destination

Process 5

Type of Data Flow

 File  Screen  Report  Form  Internal

Data Structure Traveling with the Flow

Client Information

Volume/Time

30/minutes

Comments: The client will receive a schedule appointment to pick up the food.

DATA FLOW DESCRIPTION

ID:10

Name: On client Visits

Description: Contains client schedule appointment and information.

Source

Process 5

Destination

Process 6

Type of Data Flow

 File  Screen  Report  Form  Internal

Data Structure Traveling with the Flow

Client Information and schedule

Volume/Time

30/minutes

Comments: The client will arrive during their schedule appointment to pick up the items.

DATA FLOW DESCRIPTION

ID:11

Name: Food Quantity

Description: Contains the quantity amount of each food item at the pantry.

Source

Food Master

Destination

Process 5

Type of Data Flow

 File  Screen  Report  Form  Internal

Data Structure Traveling with the Flow

Client Information

Volume/Time

30/minutes

Comments: The Service provider will set up a bag for each scheduled client. Then the quantity of each food item will be updated in the system.

DATA FLOW DESCRIPTION

ID:12

Name: Clients Information

Description: Contains the documentation for each client. For governmental requirements the client identification must be verified each time they come.

Source

Documentation Vérification Master

Destination

Process 6

Type of Data Flow

 File  Screen  Report  Form  Internal

Data Structure Traveling with the Flow

Client signature

Volume/Time

30/minutes

Comments: The client will present at least two forms of identification to verify that they are the right person who receives the food items each time.

DATA FLOW DESCRIPTION

ID:13

Name: Food Set Up

Description: Contains the documentation verification of each client and the list of food items the client will receive.

Source

Process 6

Destination

Process 7

Type of Data Flow

 File  Screen  Report  Form  Internal

Data Structure Traveling with the Flow

Client signature

Volume/Time

30/minutes

Comments: The Service provider will setup the client food before the client arrives. If the client has kids, then the client will receive additional items.

DATA FLOW DESCRIPTION

ID:14

Name: Update Client File

Description: Contains the client information on file.

Source

Client Master

Destination

Process 7

Type of Data Flow

 File  Screen  Report  Form  Internal

Data Structure Traveling with the Flow

Client Information

Volume/Time

30/minutes

Comments: The Service provider will update each client file after the client schedule appointment.

DATA FLOW DESCRIPTION

ID:15

Name: Client Picks Up Food

Description: Contains the food items the client receives.

Source

Process 7

Destination

Person in Need of Food/Client

Type of Data Flow

 File  Screen  Report  Form  Internal

Data Structure Traveling with the Flow

List of food that the client receives.

Volume/Time

30/minutes

Comments: The client will sign and pick up the food that is set up for them.

4.4 Data Structure

Adding new client in the database

Client= Client SSN+

Client Name+

Address+

Phone Number+

Household Information+

(Special Need)+

(Allergy)+

Legal Document+

(Client Picture)

Client Name = First Name+

(Middle Initial)+

Last Name

Address = Street+

(Apartment) +

City+

State+

Zip

Phone Number = Area Code+

Local Number

Household Information = Number of People+

Seniors+

Children

Legal Document= [Credit card bill: Court documents: Utility Bill: Driver License]

Special Need= [Vegetarian: Vegan: Non-vegetarian]

Adding Volunteer Information into System

Volunteer= Volunteer Number+

Volunteer Name+

Phone Number+

(Position) +

(Department)+

(Available Day)

Volunteer Name = First Name+

(Middle Initial) +

Last Name

Phone Number = Area Code+

Local Number

Position= [Supervisor: Clerk]

Entering information to create an appointment

Appointment= Appointment Number+

Volunteer Number+

Client SSN+

Legal Documents to Verify+

Appointment Date+

Appointment Time

Appointment Date= Month+

Day+

Year

Appointment Time= Hour+

Minutes+

(Seconds)

Adding The Information on Client's Visit

Visit= Visit Number+

Client SSN+

Volunteer Number+

Visit Date+

Verify ID+

Signature

Visit Date= Month+

Day+

Year

VisitTime= Hour+

Minutes+

(Seconds)

Verify ID= [Credit card bill: Court documents: Utility Bill: Driver License]

4.5 Elements Description

ELEMENT DESCRIPTION FORM

Name: Client_SSN

Alias: Customer SSN

Description:

Uniquely identify customers who are being served by the Fishkill Food Pantry.

Element Characteristics

Length: 4

Input Format: 4(4)

Output Format: 4(4)

Default Value:

ï‚“Alphabetic

ï‚“Alphanumeric

ï‚“Date

Numeric

Base or Derived

Validation Criteria

Continuous

Upper Limit

<10,000

Lower Limit

>0

Discrete

Value Meaning

Comments:

Only requires last four of SSN for security purposes. The Client SSN must be correct and contain no spaces. It is a base because it is not generated by the system.

ELEMENT DESCRIPTION FORM

Name: ClientLastName

Alias: Client legal Last name

Description:

Identifies the customer and relates to the signature verification process.

Element Characteristics

Length: 11

Input Format: 30(11)

Output Format: 30(11)

Default Value:

Alphabetic

ï‚“Alphanumeric

ï‚“Date

ï‚“Numeric

Base or Derived

Validation Criteria

Continuous

Upper Limit

<10,000

Lower Limit

>0

Discrete

Value Meaning

Comments:

Must be a valid id so that signature verification can be processed. If client does not remember SSN, Last Name will be entered into search.

ELEMENT DESCRIPTION FORM

Name: ClientFirstName

Alias: Client legal First name

Description:

Identifies the customer and relates to the signature verification process.

Element Characteristics

Length: 11

Input Format: 30(11)

Output Format: 30(11)

Default Value:

Alphabetic

ï‚“Alphanumeric

ï‚“Date

ï‚“Numeric

Base or Derived

Validation Criteria

Continuous

Upper Limit

<10,000

Lower Limit

>0

Discrete

Value Meaning

Comments:

Must be a valid id so that signature verification can be processed. If client does not remember SSN Last Name will be entered into search.

ELEMENT DESCRIPTION FORM

Name: Street_Address

Alias: Address of Client

Description:

The Street the Client resides on.

Element Characteristics

Length: 18

Input Format: 30(18)

Output Format: 30(18)

Default Value:

ï‚“Alphabetic

Alphanumeric

ï‚“Date

ï‚“Numeric

Base or Derived

Validation Criteria

Continuous

Upper Limit

<10,000

Lower Limit

>0

Discrete

Value Meaning

Comments:

ELEMENT DESCRIPTION FORM

Name: City

Alias: Client City Address

Description:

The City of where the client resides in.

Element Characteristics

Length: 18

Input Format: 30(18)

Output Format: 30(18)

Default Value:

Alphabetic

ï‚“Alphanumeric

ï‚“Date

ï‚“Numeric

Base or Derived

Validation Criteria

Continuous

Upper Limit

<10,000

Lower Limit

>0

Discrete

Value Meaning

Comments:

ELEMENT DESCRIPTION FORM

Name: Zip

Alias: Client Zip Code

Description:

The Zip code of where the client lives to narrow down the area.

Element Characteristics

Length: 5

Input Format: 7(5)

Output Format: 7(5)

Default Value:

ï‚“Alphabetic

ï‚“Alphanumeric

ï‚“Date

Numeric

Base or Derived

Validation Criteria

Continuous

Upper Limit

<10,000

Lower Limit

>0

Discrete

Value Meaning

Comments:

Client Must be within certain Zip code area to be serviced.

ELEMENT DESCRIPTION FORM

Name: Contact_Num

Alias: Client Phone Number

Description:

The Clients home phone number.

Element Characteristics

Length: 14

Input Format: 15(14)

Output Format: 15(14)

Default Value:

ï‚“Alphabetic

ï‚“Alphanumeric

ï‚“Date

Numeric

Base or Derived

Validation Criteria

Continuous

Upper Limit

<10,000

Lower Limit

>0

Discrete

Value Meaning

Comments:

Need this information to be able to verify appointment. Area code must be written inside prentices. Number also must contain dashes to separate. For example (516)-516-4579

ELEMENT DESCRIPTION FORM

Name: Special_Need

Alias: Client preference

Description:

Clients preference on food.

Element Characteristics

Length:

Input Format:

Output Format:

Default Value:

Alphabetic

ï‚“Alphanumeric

ï‚“Date

ï‚“Numeric

Base or Derived

Validation Criteria

Continuous

Upper Limit

<10,000

Lower Limit

>0

Discrete

Value Meaning

Comments:

Volunteer can type a text of what the client prefer food is. Example: Vegetarian, Vegan, and Non-Vegetarian.

ELEMENT DESCRIPTION FORM

Name: Allergy

Alias: Client's allergies

Description:

Clients Allergies

Element Characteristics

Length:

Input Format:

Output Format:

Default Value:

Alphabetic

ï‚“Alphanumeric

ï‚“Date

ï‚“Numeric

Base or Derived

Validation Criteria

Continuous

Upper Limit

<10,000

Lower Limit

>0

Discrete

Value Meaning

Comments:

Volunteer can type a text of what the client's allergies are. Example lactose intolerant, peanuts, ect.

ELEMENT DESCRIPTION FORM

Name: Num_of_People

Alias: Number of People in House Hold

Description:

The Amount of people to be services in one specific house hold.

Element Characteristics

Length: 2

Input Format: 3(2)

Output Format: 3(2)

Default Value:

ï‚“Alphabetic

ï‚“Alphanumeric

ï‚“Date

Numeric

Base or Derived

Validation Criteria

Continuous

Upper Limit

<10,000

Lower Limit

>0

Discrete

Value Meaning

Comments:

Volunteers are able to know how much food is to be provided to a specific household.

ELEMENT DESCRIPTION FORM

Name: Num_Children

Alias: Number of Children in House Hold

Description:

The Amount of Children to be services in one specific house hold.

Element Characteristics

Length: 2

Input Format: 3(2)

Output Format: 3(2)

Default Value:

ï‚“Alphabetic

ï‚“Alphanumeric

ï‚“Date

Numeric

Base or Derived

Validation Criteria

Continuous

Upper Limit

<10,000

Lower Limit

>0

Discrete

Value Meaning

Comments:

Volunteers are able to know how much food and what kind of food is to be provided to a specific household.

ELEMENT DESCRIPTION FORM

Name: Num_Seniors

Alias: Number of Seniors in House Hold

Description:

The Amount of Senior residents to be services in one specific house hold.

Element Characteristics

Length: 2

Input Format: 3(2)

Output Format: 3(2)

Default Value:

ï‚“Alphabetic

ï‚“Alphanumeric

ï‚“Date

Numeric

Base or Derived

Validation Criteria

Continuous

Upper Limit

<10,000

Lower Limit

>0

Discrete

Value Meaning

Comments:

Volunteers are able to know how many people over a certain age live in the household and how much food will be provided.

ELEMENT DESCRIPTION FORM

Name: Volunteer_Num

Alias: Volunteer ID Number

Description:

Uniquely identify volunteers within the Fishkill Food Pantry.

Element Characteristics

Length: 2

Input Format: 5(2)

Output Format: 5(2)

Default Value:

ï‚“Alphabetic

ï‚“Alphanumeric

ï‚“Date

Numeric

Base or Derived

Validation Criteria

Continuous

Upper Limit

<100

Lower Limit

>0

Discrete

Value Meaning

Comments:

Each Volunteer must have an assigned number to be allowed to use the network.

ELEMENT DESCRIPTION FORM

Name: VolunteerLastName

Alias: Volunteer Last Name

Description:

Uniquely identify volunteers if there is not a number assigned

Element Characteristics

Length: 11

Input Format: 11(30)

Output Format: 11(30)

Default Value:

Alphabetic

ï‚“Alphanumeric

ï‚“Date

ï‚“Numeric

Base or Derived

Validation Criteria

Continuous

Upper Limit

<100

Lower Limit

>0

Discrete

Value Meaning

Comments:

ELEMENT DESCRIPTION FORM

Name: VolunteerFirstName

Alias: Volunteer First Name

Description:

Uniquely identify volunteers if there is not a number assigned

Element Characteristics

Length: 11

Input Format: 11(30)

Output Format: 11(30)

Default Value:

Alphabetic

ï‚“Alphanumeric

ï‚“Date

ï‚“Numeric

Base or Derived

Validation Criteria

Continuous

Upper Limit

<100

Lower Limit

>0

Discrete

Value Meaning

Comments:

ELEMENT DESCRIPTION FORM

Name: Phone_num

Alias: Volunteer Phone Number

Description:

Allows the system administers and other volunteer to contact each other

Element Characteristics

Length: 14

Input Format: 15(14)

Output Format: 15(14)

Default Value:

ï‚“Alphabetic

ï‚“Alphanumeric

ï‚“Date

Numeric

Base or Derived

Validation Criteria

Continuous

Upper Limit

<100

Lower Limit

>0

Discrete

Value Meaning

Comments:

Volunteers then can contact each other to work certain days.

ELEMENT DESCRIPTION FORM

Name: Available_Day

Alias: Volunteer's Availably

Description:

Allows the system administers and other volunteer to see when others are available to work.

Element Characteristics

Length: 9

Input Format: 10(9)

Output Format: 10(9)

Default Value:

Alphabetic

ï‚“Alphanumeric

ï‚“Date

ï‚“Numeric

Base or Derived

Validation Criteria

Continuous

Upper Limit

<100

Lower Limit

>0

Discrete

Value Meaning

Comments:

Volunteers can see when others are able to cover their shift.

ELEMENT DESCRIPTION FORM

Name: Visit_Num

Alias: Visit Number

Description:

Uniquely identify the day a client came in to get food.

Element Characteristics

Length:

Input Format:

Output Format:

Default Value:

ï‚“Alphabetic

ï‚“Alphanumeric

ï‚“Date

ï‚“Numeric

Int Identity

Base or Derived

Validation Criteria

Continuous

Upper Limit

<100,000

Lower Limit

>0

Discrete

Value Meaning

Comments:

Volunteers can then view when the last time a client came in and what was picked up.

ELEMENT DESCRIPTION FORM

Name: Visit_Date

Alias: Visit Date

Description:

The day a client came in to pick up food.

Element Characteristics

Length:

Input Format:

Output Format:

Default Value:

ï‚“Alphabetic

ï‚“Alphanumeric

Date

ï‚“Numeric

Base or Derived

Validation Criteria

Continuous

Upper Limit

<100,000

Lower Limit

>0

Discrete

Value Meaning

Comments:

Volunteers can then view when the last time a client came in.

ELEMENT DESCRIPTION FORM

Name: Verify_Id

Alias: Verify the clients identification

Description:

The volunteer checks documentation to verify the identification of the client.

Element Characteristics

Length: 1

Input Format: 1

Output Format: 1

Default Value:

ï‚“Alphabetic

ï‚“Alphanumeric

ï‚“Date

Numeric

Base or Derived

Validation Criteria

Continuous

Upper Limit

<100,000

Lower Limit

>0

Discrete

Value Meaning

Comments:

Volunteers must look over documentation and information to verify the identification of the client who is picking up the food.

ELEMENT DESCRIPTION FORM

Name: Appointment_Num

Alias: Appointment Number

Description:

Uniquely identify the appointment. Who made and appointment and when it was made.

Element Characteristics

Length:

Input Format:

Output Format:

Default Value:

ï‚“Alphabetic

ï‚“Alphanumeric

ï‚“Date

ï‚“Numeric

Int Identity

Base or Derived

Validation Criteria

Continuous

Upper Limit

<100,000

Lower Limit

>0

Discrete

Value Meaning

Comments:

Volunteers create appointments for when the clients come in to pick up food.

ELEMENT DESCRIPTION FORM

Name: Verified_Document

Alias: When the yearly Documentation was Verified

Description:

Shows when the last time the yearly documentation was verified.

Element Characteristics

Length:

Input Format:

Output Format:

Default Value:

ï‚“Alphabetic

ï‚“Alphanumeric

Date

ï‚“Numeric

Base or Derived

Validation Criteria

Continuous

Upper Limit

<100,000

Lower Limit

>0

Discrete

Value Meaning

Comments:

When a client calls in, a volunteer can look up when the last time the yearly documentation was reviewed and tell the client what they need to bring in.

ELEMENT DESCRIPTION FORM

Name: Appointment_Date

Alias: When the Appointment was scheduled

Description:

Shows when the appointment was scheduled and lets the other volunteers know to set up the food for their pick up.

Element Characteristics

Length:

Input Format:

Output Format:

Default Value:

ï‚“Alphabetic

ï‚“Alphanumeric

Date

ï‚“Numeric

Base or Derived

Validation Criteria

Continuous

Upper Limit

<100,000

Lower Limit

>0

Discrete

Value Meaning

Comments:

When the appointment was created for and when the client is expected to come in.

ELEMENT DESCRIPTION FORM

Name: Appointment_Time

Alias: When the Appointment was scheduled

Description:

Shows when the appointment was scheduled and lets the other volunteers know to set up the food for their pick up.

Element Characteristics

Length:

Input Format:

Output Format:

Default Value:

ï‚“Alphabetic

ï‚“Alphanumeric

ï‚“Date

ï‚“Numeric

Time

Base or Derived

Validation Criteria

Continuous

Upper Limit

<100,000

Lower Limit

>0

Discrete

Value Meaning

Comments:

When the client is expected to come in.

ELEMENT DESCRIPTION FORM

Name: Driver_License

Alias: Drivers License

Description:

Verify the client has produced their Divers License.

Element Characteristics

Length: 1

Input Format: 1

Output Format: 1

Default Value:

ï‚“Alphabetic

ï‚“Alphanumeric

ï‚“Date

 Numeric

Base or Derived

Validation Criteria

Continuous

Upper Limit

<100,000

Lower Limit

>0

Discrete

Value Meaning

Comments:

ELEMENT DESCRIPTION FORM

Name: Court_Document

Alias: Court Document

Description:

Verify that the client has produced a court document

Element Characteristics

Length: 1

Input Format: 1

Output Format: 1

Default Value:

ï‚“Alphabetic

ï‚“Alphanumeric

ï‚“Date

 Numeric

Base or Derived

Validation Criteria

Continuous

Upper Limit

<100,000

Lower Limit

>0

Discrete

Value Meaning

Comments:

ELEMENT DESCRIPTION FORM

Name: Utility_Bill

Alias: Utility Bill

Description:

Verify that the client has produced a utility bill for identification.

Element Characteristics

Length: 1

Input Format: 1

Output Format: 1

Default Value:

ï‚“Alphabetic

ï‚“Alphanumeric

ï‚“Date

 Numeric

Base or Derived

Validation Criteria

Continuous

Upper Limit

<100,000

Lower Limit

>0

Discrete

Value Meaning

Comments:

ELEMENT DESCRIPTION FORM

Name: Other

Alias: Other Ext.

Description:

Separate section where volunteers can enter if there is another way the identified the client.

Element Characteristics

Length:

Input Format:

Output Format:

Default Value:

ï‚“Alphabetic

ï‚“Alphanumeric

ï‚“Date

 Text

ï‚“Numeric

Base or Derived

Validation Criteria

Continuous

Upper Limit

<100,000

Lower Limit

>0

Discrete

Value Meaning

Comments:

4.6 Input and Output Analysis Form

INPUT AND OUTPUT ANALYSIS FORM

Input/Output name: Adding New Client into Database System

User Contact: Mani Singh

Input Output

Form Report Screen Undetermined

Sequencing Element(s) Zip Code (Page Sequence)

Element Name

Length

B/D

Edit Criteria

Current Date

6

B

(System Supplied)

Client SSN

4

B

Numeric

Client First Name

30

B

Not Spaces

Client Last Name

30

B

Not Spaces

Client Middle Initial

1

B

A through Z or Space

Street

30

B

Not Spaces, alphanumeric

Apartment

30

B

Not Spaces

City

30

B

Not Spaces

State

2

B

Valid State Abbr.

Zip

9

B

Numeric, Last 4 Opt

Phone Number

14

B

Numeric

Number of People

3

D

Numeric

Seniors

4

D

Numeric

Children

3

D

Numeric

Credit Card Bill

1

B

BIT1=yes/or true, 0=false/no

Household ID

5

B

Numeric

Court Documents

1

B

BIT 1=yes/or true, 0=false/no

Utility Bill

1

B

BIT 1=yes/or true, 0=false/no

Special Need

30

B

Text

Allergy

30

B

Text

Comments: Print 1 page for each customer

INPUT AND OUTPUT ANALYSIS FORM

Input/Output name: Adding Volunteer Information into System

User Contact: Sarah Reid

Input Output

ï‚“Form ï‚“Report ï‚“Screen ï‚“Undetermined

Sequencing Element(s)

Element Name

Length

B/D

Edit Criteria

Volunteer number

5

D

Numeric

Volunteer First Name

30

B

Not Spaces

Volunteer Last Name

30

B

Not Spaces

Volunteer Middle Initial

1

B

A through Z or Space

Position

20

B

Not Spaces

Department

20

B

Not Spaces

Availability

10

D

Not Spaces

Phone Number

15

B

Numeric

Comments:

INPUT AND OUTPUT ANALYSIS FORM

Input/Output name: Entering information to create an appointment

User Contact: Mani Singh

ï‚“Input ï‚“Output

ï‚“Form ï‚“Report ï‚“Screen ï‚“Undetermined

Sequencing Element(s)

Element Name

Length

B/D

Edit Criteria

Appointment number

5

B

Numeric

Volunteer Number

5

D

Numeric

Client SSN

4

B

Numeric

Legal Documents to Verify

1

B

BIT 1=yes/or true, 0=false/no

Appointment Date

6

B

Numeric

Appointment Time

2

B

Numeric, Includes hour/min/sec

Comments

INPUT AND OUTPUT ANALYSIS FORM

Input/Output name: Adding Information on Client Visit

User Contact:

Input Output

ï‚“Form ï‚“Report ï‚“Screen ï‚“Undetermined

Sequencing Element(s)

Element Name

Length

B/D

Edit Criteria

Visit number

4

B

Numeric

Client SSN

4

B

Numeric

Volunteer Number

5

B

Numeric

Visit Date

6

B

Includes month/day/year

Verify ID

1

B

BIT 1=yes/or true, 0=false/no

Signature

1

B

BIT 1=yes/or true, 0=false/no

Visit time

6

B

Numeric, Includes hour/min/sec

Legal Documents to Verify

1

B

BIT 1=yes/or true, 0=false/no

Comments

Appendix A: Glossary of Terms and Acronyms

Access

A database management system from Microsoft

Actor

A user of the system in UML. The 'Actor' can be a system, a human, or a device such as a keyboard that exists outside the system and interacts in a specific way with the system.

Data

Facts and statistics collected together for reference or analysis. Often organized into rows and columns and can typically be visualized by graphs or images

Database

It is a collection of data stored electronically , centrally stored and used to model certain aspects of reality

Data Dictionary

Data Dictionary is created by systems analysts who base information off of data flow diagrams. It is a collection of data about data that is derived from collecting and coordinating specific terminology

Data Element

A simple collection of data, which can be either base or derived, and clearly defined in the data dictionary.

Data Flow Diagram (DFD)

In a business system, a graphical illustration of data flows, data stores, and data processes

Data Store

Data that is represented using an open-ended rectangle in a DFD.

Functional Requirements

A set of functions that define what a system is suppose to accomplish. These could be a set of inputs, outputs, as well as behaviors. For example: calculations, manipulation of data, technical details as well as other specific functionalities

IT (Information Technology)

The area of managing technology, this covers a large range of areas such as information systems and computer software

Nonfunctional Requirements

Is a requirement that specifies criteria, which can be used to determine the operation of a system.

Primary Key

A Primary Key(PK) is a key that uniquely identifies a record

SQL (Structured Query Language)

It is a coding language that is designed to manage data in Relational Database Management

SQL Server

A relational database server in which its primary function is to store and retrieve data. This is requested by other software applications, either on the same computer or those running on another computer across a network. Developed by Microsoft

UML(Unified Modeling Language)

Unified Modeling Language provides a standardized set of tools to create visual models of a system and document the object-oriented design and analysis of a software system under development

Use Case

In Unified Modeling Language, a list of steps which typically define interactions between an Actor and a system to produce something of value and achieve a goal. In Use Cases, actors using the system usually initiate an event that will begin a series of interactions in the system

Appendix B: Actor Cards

Actor Specification

Actor Name: Murray Suggitt

Type: Primary

Personality: E

Abstract: No

Role Description: Person that inputs information into system and makes sure that there is enough food.

Actor Goals:

Improve service to local residents

Use Cases Involved with:

Add Client

View Clients Information

Update Client Information

Actor Specification

Actor Name: Judy Van Nostard

Type: Primary

Personality: E

Abstract: No

Role Description: Person that inputs information into system and makes sure that there is enough food.

Actor Goals:

Improve service to local residents

Use Cases Involved with:

Add Client

View Clients Information

Update Client Information

Actor Specification

Actor Name: Irene Zedo

Type: Primary

Personality: E

Abstract: No

Role Description: Person that inputs information into system and makes sure that there is enough food.

Actor Goals:

Improve services to local residents

Use Cases Involved with:

Add Client

View Clients Information

Update Client Information

Actor Specification

Actor Name: Richard Lanni

Type: Secondary

Personality: E

Abstract: No

Role Description: Person that interacts and maintains the system.

Actor Goals:

Update systems

Provide beneficial feedback

Use Cases Involved with:

Update System

Actor Specification

Actor Name: Edith Schmidt

Type: Primary

Personality: E

Abstract: No

Role Description: Volunteer that makes appointment and fills out information to give to the administrator at the other computer.

Actor Goals:

Provide high level of service to client

Provide beneficial feedback

Use Cases Involved with:

View Clients Information

Make appointment

Update Client information

Verify signature

Actor Specification

Actor Name: Donald Vanostrand

Type: Primary

Personality: E

Abstract: No

Role Description: Volunteer that makes appointment and fills out information to give to the administrator at the other computer.

Actor Goals:

Provide high level of service to client

Provide beneficial feedback

Use Cases Involved with:

View Clients Information

Make appointment

Update Client information

Verify signature

Actor Specification

Actor Name: Client

Type: Primary

Personality: E

Abstract: No

Role Description: The client that interact with the Front Desk Volunteer to make an appointment for food pickup.

Actor Goals:

To be treated in an timely manner

Use Cases Involved with:

Verify signature

Make Appointment

Actor Specification

Actor Name: Hudson Valley Food Bank

Type: External

Personality: None

Abstract: Yes

Role Description: If there is not enough food in the Panty then food is collected from the Hudson Food Bank.

Actor Goals: None

Use Cases Involved with: None

Actor Specification

Actor Name: Government

Type: External

Personality: None

Abstract: Yes

Role Description: The government aide and funds. Regulation that need to be followed to be able to get funding.

Actor Goals:

Provide aid to local businesses

Use Cases Involved with: None

Appendix C: Scope of Work

Context Diagram

Diagram Level 0

Diagram Level 1

2

3

4

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