New DVD store

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A new DVD store will allow members of the general public, who have registered as members, to borrow DVDs of movies from around the world. In DVD store has several workstations, 2 of which are for used by the public. The public workstations will be solely used for searching the category for the availability of items for loan. So, member can search by title, keyword, director name and category by using public workstation. Other workstations will be behind the counter for staff only use. In public workstations can record for Loans, Returns, and customers and members information.

DVD store loan for an agreed period of 24 hours, 48 hours, or one week. The loan fee is depend on agreed period of loan. Payment for the loan is made prior to the DVD being taken from the shop. If DVD has missing date, DVD store request missing fees ( also known as overdue fee) to member according to loan period.

The DVD store records all information on paper and wishes to transfer to an electronic system to improve efficiency. This system needs to store details of member information, Loan details information, Return details and Order details, Sale DVD information including old DVD.


During the development of this assignment, I have so many people whom I would like to offer my thanks and gratitude to. There are many people who help me a great deal in programming concept. They help me from the initial study stage to the final stage of this Systems Analysis and Design assignment. They are told how to make this assignment including documentation to become a good assignment. I'm greatly appreciated their gratitude and effort for my assignment.

               Especially I thank U Myo Tun (NCC Department Manager), U Zaw Myo Aung (Senior Lecturer), Daw Wah Wah (Senior Lecturer), Daw Sandar Lwin (Training Manager), Daw Moe Sandar Aung (Senior Lecturer), Daw Phyo Zarchi Aung (Lecturers) from NCC Department of KMD Computer Centre. They are guideline give me how to studies the lessons and how to prepare this assignment.

Daw Wah Wah (Our Assignment Lecturer), she explained me how to make requirements analysis, program design, class diagram, sequence diagram, flow chart and all requirement of the Java assignment. And also thanks to the staffs who find my errors.

Finally I have most important and especially thanks, above all of these people. I am very much grateful to my parents and my aunty who gave me support in every way to attend IDCS course and to achieve IADCS diploma of NCC education.

  3. Aims and objectives

               This manual system of this DVD store has problems such as data loss, overwrite etc. On the paper, take long time to find the records, such as member information, loan information, return information including missing fee ( also known as overdue fee) etc. Another problem is that take the large place for the records, such as room space. So, this DVD store wants to change a computerized system instead of manual system to improve efficiency.

If the DVD store changes the computerized system, a lot of benefits can get. These are -

  • No need to wait long time to find the DVDs.
  • No need large space to store the records.
  • Can be seen recent photo of DVDs clearly.
  • Can be loaned by searching from DVDs easily.
  • Order DVDs process can make easily within a short period.
  • Sale information can be seen as monthly within the short period of time.

These are benefits of converting the manual system to computerized system.


In Task 1, we have to prepare to create context diagram for DVD store. I write aims and objectives for DVD loan system. I also write the context diagram for DVD loan system including process description, dataflow description, data store contents and external entity definition.

In Task 2, we have to prepare to create a data model (Entity Relationship Diagram) and write descriptions for all entities. I also write the appropriate attributes for all entities including primary and foreign keys and degree of relationships between entities.

In Task 3, we have to prepare to create an Entity Life History for a DVD including state indicators.

In Task 4, we have to prepare to create a database design firstly. Then, I make normalization process for each database design. In normalization process, I assumed that DVD Type ID is original DVD and DVD ID is copy DVD. I also make the Data Dictionary entries for all items included in the database design.

In Task 5, I have to prepare to create a prototype user interface for DVD loans system, including Registering a new customer, Searching for a DVD for loan, Processing a DVD loan, Processing for Return. I also print screenshots of the user interface for this prototype.

In Task 6, we have to prepare to create professional review report describing our system design for DVD store. I also write the details of Task1- 5 and details of site preparation for the installation of the system. I also describe the details of hardware to be installed.

These are my assumption form Task 1 to Task 6.


               In the Task 1, I drew the Data Flow Diagram (DFD) for this DVD store. The context diagram (Level 0) is a system overall descriptions. I drew this context diagram with three external entities. They are customer, member and DVD distribution companies. The context diagram is easy to draw. And the context diagram is simple. In the Data Flow Diagram level 1, I drew the process of that DVD store. I drew the nine processes in total. It is important to determine how many processes you have to draw. One of the processes is report. I also got the nine data stores. They are:

  • Members file storing details of member information. It also stores the update information of member.
  • In DVD file store the details information of DVD such as Title, Category, Loan price, etc.
  • In Return file store the actual return date, etc
  • In Return Details file store if DVD has missing date, store missing fee.
  • In Distributor file storing details of distribution information. It also stores the update information of distributor.
  • In Order store the information of order such as ordered date, received date, total amount, etc.
  • In Ordered Details file, store the details information of DVD Type ID, quantity, amount, etc.
  • In Sale DVD file store the selling date and total amount, etc.
  • In Sale DVD details file store the discount price, actual unit price for sale, quantity, amount etc.

These data stores are very important and without this data stores, the system cannot work well. In the Data Flow Diagram level 1, I produced these data stores.

I also wrote the aims and objective of this DVD store. It is a statement of purpose of converting the manual system to computerized system. The purpose of converting the manual system to the computerized system is to improve efficiency and security. The benefits are in the following:

  • No need to wait long time to find required DVDs.
  • No need large space to store the DVDs information.

Then I described the process descriptions. In my system, there are seven processes in the Data Flow Diagram Level 1. They are register for new member Process, Update member information, Loan, Return process, Register for new distributor, Update distributor information, Purchase Order DVD, Selling old DVD and Report.

               The next topic is data flow. They are Save member information, Record update information, Search by title, keyword, director and category, Check loan DVD list, Check member, Record Payment and loan DVD information, Read actual return date, Update member's return date and Record payment, Remove damage DVD, Record distributor information, Record update information, Check DVD list, Store, Record order DVD, Update order DVD, Record DVD invoice and payment, Read old DVD information, Update selling old DVD information, Record payment, Read improve member information, Check , Read DVD info and damage list, Read order details and sale details as monthly. I also described the details of description in Task 1.

               The next topic is about data store contents. They are Member, DVD, Loan, Loan Details, Return, Return Details, Distributor, Order, Order details, Sale DVD, Sale DVD details. I wrote about the entire data store and also wrote it in details in Task 1.

               The next topic is about External Entity Definitions. In the Task 2, I drew the Entity Relationship Diagram for this system. I also explained the details entity description of Member, DVD, Loan, Loan Details, Return, Return Details, Distributor, Order, Order details, Sale DVD, Sale DVD details. I also described the Attributes table. In attribute table, I described the Entity Name, Attributes, Data Type, Size and Comments for each attribute. I also described the Optional and Degree of Relationship.

In the Task 3, I drew the Entity Life History. In the assignment question page, it gives the point to draw the entity life history for DVD. In DVD's entity life history, I assumed that all the incoming DVDs should register. So I added the Register. I also added as a mid-life. In mid-life I drew the entity that change in event. I assumed that the DVDs can damage or sale remove DVD file. So I added the leave. This is explanation of the entity life history.

In the Task 4, I did the Form design and Normalization for this system. I drew the form design first and then make the normalization. Form design should include the logo and the company name and address, form number and the customer name. The normalization has seven stages. They are:

  • UNF (gather data)
  • 1 NF
  • Choose a key
  • 2 NF
  • 3 NF
  • Optimization
  • Data Model

After the form design and normalization, I drew the data dictionary. I wrote the data element, data structure, data flow and data store in the data dictionary session. Data element is the attributes inside the entities. And make this into the data element. It is simple and easy to be made. And another is data store. The data store is making the data store inside the data flow diagram level 1. The entire data store in the data flow diagram level 1 will need to be made the data store in the data dictionary. If is simple and easy. The fields in the attribute are all write down and plus the plus sign "+" between them. Occurrence is how many data to be held. Picture is the format of make the ID number or simple form number. I did this with all the data in all entities. Data flow is the flow inside the data flow diagram level 1. Data structure is nearly equal to data store. But it doesn't show occurrence. I also made this data flow.

In the Task 5, it is a drawing of draft screen design and the prototype. As a draft screen design, I drew the member registration form, searching for a DVD for Loan form, processing a DVD Loan form and processing a DVD Return form. And I drew the number captions and made the descriptions for that number captions. For prototype, I used the Microsoft Visual Studio. NET 2003 software and design for the prototype design. After run this program and make a print screen for the prototype into the documentation. And make the descriptions for that number captions. I also make the validation checking for prototype design.

In the task 6, I wrote the report in the assignment question relating to assumption, review, advantages and disadvantages, site preparation for the installation of the new system. And then, I also write the hardware requirement. There are some topics in the assignment question. I find the information relating to these topics. I found these topics in the book or on the Internet. Finally I found some of the topics and some are written by myself.

These are my review from Task1 to Task 6.



  • The user interface is simple, so the user will easy to understand how to do with this DVD store.
  • And also easy to search DVD by the beginning user.
  • Member Registration is used for the security and for the DVD store is quite efficient.
  • Can be seen resent photo of DVDs by using client workstation.


  • The user interface is too simple and is not pretty.
  • In searching DVD form, we can't search by DVD photo.
  • In ELH diagram, I can't show the event of file exactly.


Site preparation covers a number of topics:

  • Power supply.
  • Heart dissipation.
  • Office alternations.
  • Office layout.
  • Office furniture.

Power Supply

Power supply for this DVD store requires sufficient capacity of the circuit. If not, it may also be essential to offer standby generators to defend against a prolonged failure of the exterior power supply, or UPS (Uninterruptible Power Supply) to permit the system to be closed down properly in the occasion of a power cut, and to manage with power surges.

Heat Dissipation

Small machines do not usually need air conditioning. This does not mean that the machines will not run adequately at all temperatures (or that the public controlling them will). Heat is usually on the hot days when the sun shines through windows and adds to the heat being produced by the machine.

Careful positioning of the machines may be essential to overcome this possible difficulty, or building alternations may be essential to permit better air flow or avoid direct sunlight arriving at the equipment. In the greatest situations, stand-alone air conditioning units may be needed. Where huge machines are included, then a complete air conditioning system will be essential. The installation of this will obviously form part of the office variation plans.

Office Alternations

The need for variations to offices, or even the building of a new workplace, can arise for a number of causes:

  • New large workstation;
  • Company reorganization;
  • Air conditioning necessities;
  • Security necessities;

Whatever the reason, a timetable for variations must be piece of the overall implementation plan. The variations should be completed before machines are moved in. Workstation tools, particularly disks, are defenseless to dust and moist.

Office Layout

With the introduction of a computer-based system, the manual routines of a workplace are bound to alter. As a result, it may be essential to alter the workplace layout to make easy the new processes. This alter must be arranged so that it can happen efficiently at the correct time.

Office furniture

With the new workstation tools it may also be essential to offer the new workplace furnishings. If a computer is being installed on a desk, the analyst must ensure that there is enough space for any documents that will be applied by the worker - bigger or unlike formed desks may be essential. If keyboard entry becomes the most important piece of the new system, are the chairs on which people sit appropriate for the action? All the above parts must be thought at the planning phase, as the lead time for their implementation may actually be longer than that for the computer system itself. It will possibly not be the analyst's accountability to arrange these actions, but the analyst should make sure that they are being dealt with.

               For the power supply, we use the UPS (Uninterruptible Power Supply) for our computerized system. Because the power can be lower at any times. If the power lower than other times, we will lose the data. So, we use the UPS (Uninterruptible Power Supply). We also use the air condition in our DVD store. The computer produces some heat. If we not use the air condition, it will not good for computer. So, we also use the air condition in our DVD store. We also need to change some office structure. We also place the workstation under the florescent light. In that DVD store, need to change the office layout. All the workstations won't place near the windows, because the reflection of the light from the sun across the window can be cause dazzled. So, all the workstations will need to place away the windows and also need to place under the florescent light. In the office layout, we use the comfortable chair and table for the workstation in that DVD store. If the chair and table is not comfortable, the sale staffs and manager cannot handle this program. The sale staffs and manager can become the headache, etc. So, we use the comfortable table and chair.



Title: Business Systems Analysis (Second Edition)

ISBN: 0-9543071-0-0

Publisher: NCC Education Limited



Title: Business Systems Design (Second Edition)

ISBN: 0-9543071-0-1

Publisher: NCC Education Limited


Page No: Page 248 to 250

System Analysis and Design Page-2