Henley Driving School Is A New Company Computer Science Essay

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Henley Driving School is a new company located in Kuala Lumpur. The company provide driving lessons service to people. When the company first started, they have developed a manual paper based system to record and organise booking for driving lessons. Currently the company has 12 driving instructors, approximately 60 students and a booking clerk.

Whenever a new student registers, the booking clerk will record their details onto a record card and placed it in an index file. Students may book one or more lessons through telephone or arrange their next lesson with the instructor at the end of a lesson. Booking clerk answers the telephone and files in appointment of students on the booking sheet.

Each instructor has paper diaries that record lesson information of students. This paper diaries record how many hours of lesson of a student have learn, list of driving skills that needed to be learn, attendances of the student and time of the next lesson, if arranged. When the instructors return to the base, they have to transfer these diaries entry onto a paper booking sheet, which record all lessons of the instructors.

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Any clashes on the appointments will be resolved by telephoning the students to change appointments. Then only, the instructors will be given the schedule for the next day lessons. These booking sheets and instructor schedules will only be kept for one year. Other than that, booking clerk creates invoices for each student every week based on number of lessons and send out to the student's home. Then the students settle the payment to their instructor on the next lesson.

This manual paper based system had created lots of problem as the company business is growing. The major problem is the clash of appointment between students. Other problem is instructors sometimes fill in the wrong time in their diaries for a booking, or the details are not transferred correctly onto the booking sheets. These small mistakes lead to instructors turning up for lessons at wrong place and time. As the number of students increases, it takes more time for the booking clerk to create invoices for the students, this lead to increase of paper usage. It also increases the cost of the company.

Problem and Proposed Solutions

Henley Driving School facing the problem comes when the records of students and staffs are increasing and it is not systematic anymore to keep all the data in the file systems anymore. Instructor's is using paper diaries in which to record lesson information of the driving school center kept in files. Because of the careless, Instructors accidently fill out the wrong time in their diary for a booking, or some details are transferred incorrectly onto the booking sheet which leads to instructors turning up for lessons at the wrong place and the wrong time. If the companies happen any unexpected incident or disaster is there any back up for all this important information.

So that, the Henley Driving School Management System will be developed as a solution for the entire problem. The Henley Driving School Management System will keep all the information of the daily driving school center operation which is from the student appointment, student attendance records, lesson of schedules for the next day and the important store lesson information about the student. The Henley Driving School with the problem of Management System will keep track all of the operation information securely and orderly and even with backup. It is having the problem for searching and retrieving data, and making changes to all stored.

Problems in Existing System

While doing observations, there are few problems found in current system of a Henley driving school:

Staff Carelessness

Just because the staff using manual paper based system diaries which to record many of student lesson information of the driving school, it happen accidently fill out the wrong time in their diary for a booking or some details are transferred incorrectly onto the booking sheet.

Hence there are concerns that some staff is not aware of the mistake and cause many misinterpreted information exist in the system that provide applicants inaccurate and not formatted information.

Tracking student progress

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In the old system, each student has own driving progress ,the staff finds it difficult to keep track of the proceedings as there is a lot of data that is require to manually recorded by staff themselves. To Tracking student is need to takes some times if staff handling too many student at a same time. Besides that, it possible affect staff can't easily remember each student progress.

Information Security

With using the old system, since our data is all kept in Microsoft Word, Excel and Access file therefore it is not as secure when the system is attack with virus. Without using strong security feature within our system, all the important personal detail of the students within system such as identification number, e-mail address, cell phone number, fees payment and more can be easily stolen by anyone to use in a crime act. Therefore, applicant's details are easily stolen by outsiders without our system knowing it.

Low data retrieval in searching

With using the old system, through manual filing system in all data will be kept in file according to the year by year or company alphabetically. This may effect take some longer time to search for the student's information needed in time as the staff may have to find the file one by one and other related file just to search for some information. For an example, if the staffs want to search the students' identification number or details of their students, he or she has to search on every file, one by one. It will waste too much time and take longer time to search file.

No backup and recovery for the data

In the old system, it could happened the file of all the students' information lost or damage with using manual files system has no backup and, the driving school centre will lost all its valuable information. For an example, the most important data of the Henley driving school's centre is the details of the students, staffs and history's information, if that data lost, the driving school centre will face a bad impact where they may lose their important information for a future analysis.

Proposed Solutions

Here are the proposed solutions that will be used when creating the new system:

The Administration System control panel

The Administration System is used by Henley driving school staffs and also instructors. Staffs are able to store in all the information and function. As for the instructors, they are able to access all the Lesson Record from the Student Information and Listing. Administration System is manages the overall data of this system, whether it input from the Administration System itself or from the website. The data is able to store in a same database platform so that information can be kept up to date between the two ways.

The function of Administration System is described below:

i) Booking Control

- This system is enabling in booking the driving examination or practicing. To define the practical booking session that Include instructor's name: vehicle to be used and location of the session.

ii) Student / Candidate Information

This system is providing's able to edit the existing student information, add in and delete in an existing payment of driving practical course.

iii) Invoices to students and print out the instructors schedules.

This system is providing able for staff to send invoices and also printing out the instructor's schedules for student to confirm the bookings day before a lesson.

Iv) Listing

Staff is able to listing student's exam result, listing numbers of passing and fail: report of the exam booking Generate the government document such as report SM4.

Database Management System (DBMS)

Database will be able to solve misplaced applicant's details and data redundancy. The data that are stored in database will be easily manage and access. For example, the student's information by the student's IC number, updating, payment and searching all this will be kept in their specific folder in a database. If there is a chance where same data is inputted more than once will not be a problem since the database will combine all the same data and save it as a single data.

Upgrading software and hardware

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According to the Henley driving school currently has one PC running Windows XP. The ways is to upgrading the software and hardware will solve the computer performance problem. For an example of software upgrade will be the computers Operating System where the latest operating system will provide more functions, fastest and usage when building and maintaining the system. For the hardware upgrade will be the computers processors, with the new processor the performance of the system will be likely to be in a good condition where no missing pages or slow process will occur.

Automatic Notification via E-Mail

An e-mail that comprises for sending out confirmation emails to students to confirm bookings information and contact number of instructor will be sent to student's email.

Backup and Recovery

The system is providing an advanced backup and recovery procedures to make sure data safety and data integrity. Base on the recovery management it will deals with the recovery of the database after a failure, such as a bad sector in the disc or a power failure. The users not worry about it, if the system is happen corrupt; all the data have been back up and recover.

Overview of Problem and Proposed Solution

Below are the summary of the problem correspond to the solution that will be able to help solve the problem are shown at the table below:

Problem

Proposed Solution

Staff Carelessness

The Administration System control panel

Tracking student progress

Database Management System (DBMS)

Information Security

Upgrading software and hardware

Low data retrieval in searching

Automatic Notification via E-Mail

No backup and recovery for the data

Backup and Recovery

Overview of Problem and Proposed Solution

Feasibility Study

The feasibility study is a study assesses where a proposed designed is investigated to determine if the project is possible to be carried out of the operational, technical and economic merits of the proposed project. For example, the latest system will be investigated based on the following categories to determine whether building the new system is feasibily possible. In addition, the results are compared based on the standards between old system and standards of the new system, if the new system is more relatively reasonable to be build then the project will procede if not then the project of building the new system will be terminated.

Technical Feasibility

Technical feasibility is a measure of the practicality of a specific technical solution and the availability of technical resources and expertise.

Software and hardware

For the software of operating system may run on different computer architectures. Henley Driving School needs once latest operating systems which are able to automatically work on all architectures. For example in old system, OpenOffice.org did not natively able to run fastest in the processors implementing the 64-bits standards for computers. For the hardware, the company is possible have latest hardware requirements which are able to run good performance of the system will be likely to be in a good condition. For example, printers, modem, scanners and so on.

Is the technology or solution practical?

Yes, the proposed technology or solution is practical nowadays more people are using computer system to store in all the important store lesson information and bookings time. This is the way; it will help the company to save the cost, time, energy and also can be reducing using the paper the record the students' lesson. In addition, student's is able to use computer via internet to check their e-mail for the time schedules confirmation.

Do we possess the necessary technical expertise?

Yes our company need the technical expertise since the organization's old system was built by a group of expertise in the company and was maintain by them. We need it because the technical expertise is to manage our system. Since our system did not have a database to store in our information, with this technical expertise our systems will more efficiency to manage when facing in error problem and able to solve it. Examples of technical expertise in the organization are programmers and system technician.

Do we currently possess the necessary technology?

Yes, we need using the SQL database system to store in our information. For example, our administration is need a strong database is able to set permissions on tables, procedures, and views. Other than that, the company is need a hardware requirements to made a reports about lessons done, invoice statement, number on bookings and total money made for that month.

Are the current technical resources sufficient for the new system?

No, with using the old system; the company progress is very slowly. The company has to spend a lot time to fix the system. For example students booking time with the instructor that the booking clerk has already allocated to another student and the student's details are transferred into the incorrectly place or wrong time. With the new system progress, the company is using the latest system with the good perform to manage their work and it can reduce the current problem in this company.