India Red is an Asian based restaurant in Nuneaton City Centre. They are always looking for ways in which they can promote their business to look at ways in which they could raise money to help finance its various activities, many of which benefit the local community. In 1998, “India Red” was launched. The building was previously used by butchers, therefore the restaurant is quite big, can allocate around 50 people. India Red is quite well known with businesses around the area because they their quality of food and catering provided by them for many different types of occasions like conferences, small meetings.Their main customers are Asian people, businesses, charities and also councils. They provide their services at mass amount at discount prices. E.g. if a charity orders huge amounts of food than they provide 50% discount. They also give certain amount of discount to customers depending on how much they buy and what they buy.India Red is a restaurant with an 5ft X 6ft room which is used for normal restaurant uses to allocate customers when eating in. They also have a area with sofas and bars. And then upstairs they have a 8ft by 10 ft room which is used for conferences and other business uses. They obviously have a kitchen and male/female toilets including for disabled people. They have a massive menu which just does not have Asian food variety, but also English menu. Here are few of the things they provide.Asian MenuChicken BiryaniSheeesh KebabChicken TikkaEnglish MenuFish & ChipsDifferent Types of Pizza’sSpaghetti BologneseSince opening, the restaurant has been running quite good and bringing in profit. This is due to uniqueness of the restaurant. There are other restaurants in the area, but according to a survey carried out their staff are very friendly and the food is good and prices are quite reasonable. They are looking to expand the restaurant to allocate more people and also taking into consideration to open another restaurant around Oxford Street in London.PROBLEM IDENTIFICATIONThe business has been running for good few years now. Their main problem is that when orders are taken over the phone or in the restaurant they are written down on an order form which is taken than handed to the chef. This is where the problem begins. This is because the orders are hand written and the chefs will tend to read them slightly wrong, maybe the person who is taking the order has missed something the customer has ordered or if the order is taken over the phone calculation of the cost is sometimes wrong.The main part of the order taking is producing an invoice. It is very important when the restaurant is booked for a business or any major event because a receipt will not do the job as there are lot of things involved in this and receipt does not display all the details. The invoices are hand written again and this is time consuming. This also costs money because they have to pay another person to fill in the invoices and if this person is off ill or another reason than it creates more problems, because there is not anyone who has time to fill in the invoices, therefore the invoices are sent out late. Most members of staff are quite computer literate therefore they can use computers, but there are no computers so they cannot type up the invoices.SCOPEThe scope for this task is to find a way of taking orders so mistakes are not and creating an invoice.DETAILS OF CLIENT, USER(S) AND AUDIENCE (IF APPLICABLE)IDENTIFICATION OF THE CLIENTThe client for this project is Tom Wilkinsons, who is the Manager of the restaurant. Tom’s role includes creating the rota of when his team are working, taking booking details from customers for future bookings for meeting, parties, etc and negotiating prices if applicable. Tom is involved with calculation of prices of major bookings of restaurant, but he has other people calculating orders.IDENTIFICATION OF THE USER(S)The users of this solution will be the Tom Wilkinsons (the client), as well as Sachin Patel, Ahmed Patel and John Thompson. Sachin and Ahmed are also responsible for order taking and calculation of prices but they are also responsible for rechecking of details and producing invoices. They are both assistant managers, Sachin’s main responsibility is keeping track of expenses going in and profit coming in and John’s main duty is to sort out staff’s wages. John Thompson is the reception worker, who takes order therefore he will fill in the order form once created.IDENTIFICATION OF ANY AUDIENCEThe Audience is anyone who may look at the outputs, but not change the content of the solution. The most obvious user will be the chef as they will need to know what to make. The other audience will be business. They will be given invoices.ASSESSMENT OF SKILLS OF USER(S)The staff were given computer training so they are all intermediate users of computers. This means they can logon, browse the internet, competent use of office suite, organise files, send e-mailsCLIENT INTERVIEWAn initial interview was held with Tom Wilkinsons and the following is a summary of what he said:1. What is “India Red” and can you give me some background information to the organisation?India red is a bar and an Indian cuisine restaurant that was launched last year (2008) in December. It has been very popular with Asian customers. We have been getting very good feedback from them.2. Who are the staff at India Red and what do they do?Tom Wilkinsons is the Manager, creating the rota of when his team are working, taking booking details from customers for future bookings for meeting, parties, etc and negotiating prices if applicable. Tom is involved with calculation of prices of major bookings of restaurant, but he has other people calculating orders.There are several other employees. Sachin Patel, Ahmed Patel and John Thompson. Sachin and Ahmed are also responsible for order taking and calculation of prices but they are also responsible for rechecking of details and producing invoices. They are both assistant managers, Sachin’s main responsibility is keeping track of expenses going in and profit coming in and Ahmed’s main duty is to sort out staff’s wages. John Thompson is the reception worker, who takes order therefore he will fill in the order form once created.They also have three chefs who will only look at the orders.3. What are the problems that ICT could help to solve?Their main problem is that orders are taken manually so they are written down on paper. The information is therefore not easily sharable and handwriting will become messy as orders are sometimes amended or cancelled.Also, invoices are either are hand-written. This leads to a duplication of the booking information resulting in mistakes, as well as being time consuming. Hand written documents are not very professional.4. What do you want the ICT solution to do?Tom would like the new solution which can produce orders using a electronic form and also the invoices can be printed out rather than hand-written.5. Who will use the solution and what ICT skills do they have?Tom will use the solution, but is a very competent user of an ICT system. All of his staff are competent users of computers, so this is not a problem. Sachin, John and Ivan are the other users of the solutions.6. What hardware and software do you have at The India Red?In terms of hardware, The India Red has only just brought four computers. One is for obviously for Tom as he is the manager and other computers are for John and Doe. These computer are really used to send out e-mail and keep records of orders taken throughout the day, create the staff rota and keep track of expenses.7. What data needs to be input into the solution? How?Customer Information: (Company name and address, contact details, etc)Food Details: (What food, how many servings, etc,)General Information: (Date, time, etc)8. What processing (e.g. calculations, searches etc) need to be done?* Unique order no.* Automatic calculation of present date for quotation date.* Lookup previous order and current order from different form.* Automatic calculation of prices.* Capacity of each part of the restaurant.* Calculate and display the Total cost of food.* Calculate & display added VAT.9. What output(s) is needed from the solution.Simply the main copy will need to be seen on screen and a second hard copy on paper.10. What data needs to be stored?Customer Information: (Company name and address, contact details, etc)Food Menu Details: (What food, how many servings, etc,)CLIENT REQUIREMENTSAfter the initial first interview with Tom and identifying his main problem he currently has with orders and quotation, we established a new solution which was based on the requirements. The new solution should meet the following requirements:* Give a data entry form which allows details about bookings to be entered. This form should definitely allow entry of customer and food details.* The data entry form given should be basic, easy and space out so it is easy to enter data. The form should have data validation and should be a GUI reduce data entry mistakes and reduce the amount of typing.* Each of the data entry should have India Red’s log and in terms of the colours/interface it should have India Red’s colour black background and red text.* Search which allows the entered data to be automatically displayed, which will reduce time looking for previous orders and stops the user from flicking between screen.* Automatically calculate and display information in specific fields below to reduce data input therefore reducing time and also mistakes. These fields are:o Generate a unique 5 digit quotation no.o Entry date (Present date).o Food Menu.o Automatic price and VAT displayed.o Total Cost.* Second data entry form which allows searching of previous quotation without having to re-enter data.* Made sure of the fact that order data is only entered once and quotation is automatically produced based on the order data.* The automatically produced quotation should have similar formatting to the current quotation produced and this quotation should be printable for hard copy usage.* The order details and produced quotation can be stored for future use in a table which is easy to read.* Finally the forms must be easy to backup and that it must be secure so that only authorised people can access the solution.WHAT THE SOLUTION HAS TO PRODUCEThe solution must produce a quotation based on the entered customer details. It must be displayed on the screen with an option to print a hard-copy. The order details and produced quotation can be stored for future use in a table which is easy to read. The automatically produced quotation should have similar formatting to the current quotation produced and this quotation should be printable for hard copy usage.HOW THE SOLUTION IS TO WORKBased on the requirements the best software for this would be Visual Basic. The reason behind this is that it will allows flexibility and user will not need any extra software or training to be able to use the designed form. Visual Basic allows more than one validation to be applied to fields. It allows uses less RAM and disk space when saving and running the form. It also loads faster than spreadsheet. In addition to this it allows macros to be set which can allows automated searching and displaying of previously entered data. Quotation can be printed for hard copy.INPUT, PROCESSING AND OUTPUT REQUIREMENTSINPUT REQUIREMENTSCustomer DetailsFields to be inputted:Title, First Name, Surname, Telephone, Company Name, Address Line 1, Address Line 2, Town, County, PostcodeSource of Data:From customer over the phone or face to face.Input Method:Typed using keyboard.Type/Format of Data:All text fieldsFood DetailsFields to be inputted:Type of food, what exactly ordered, How many servings.Source of Data:From customer over the phone or face to face.Input Method:Typed using keyboard.Type/Format of Data:All text fieldsGeneral/Other/Extra DetailsFields to be inputted:VAT, Date, Time, Ordered or Eat-in, Capacity of the room if eating-inSource of Data:Government: (VAT RATE).Customer: (Date, Time, Ordered/Eating In.Capacity of room should be known by employees.Input Method:Typed using keyboard.Type/Format of Data:Price & added VAT will be currency. VAT will be % and Capacity field will be numeric.PROCESSING REQUIREMENTSProcessesDetails5 Digit Quotation No. Calculation (Unique)Quotation No. (Last quotation number +1)Date Calculation (Present Date)Quotation Date = Present/Today’s DateLookup previous order and current order from different forms.Lookup customer details, food details from previously stored orders and redisplay the found data on new even data entry form.Automatic calculation of prices.Lookup food prices from the food menu.Capacity of each part of restaurantSimply look up the rooms table and show the room capacity.Calculate ; display the Total cost of food.Lookup food prices from the food menu and add all the prices together, If more than one serving is ordered of a particular dish than multiply the number of serving with the price of the dish.Calculate ; display added VAT.Look up the total cost of the order and add the V.A.T on. The VAT will obviously be added as a percentage.PROCESSING REQUIREMENTSQuotationThe main output requirements are quotation really, because there needs to be a paper copy as well as on screen. This will be based on the customer orders taken. The quotation will be used by the parties, “India Red” and also the customer. Obviously India Red staff will use it to know how much to charge the customer for the order they have made. Customer will use quotation to let them approximate how much they will be paying for their order.DetailsThe details for the quotation are as follows; it must be printed out in colour on a A4 printer paper and must be landscaped. There should also be India Red’s logo, their registration no, registered office and their contact details, in addition to this it must also have VAT registration no., and VAT RATE details. Somewhere on the quotation after the total cost it should have details on possible ways of making payments. It could be Cheque, Cash, Bank Transfer and Online payment. The fields that need to be shown on the quotation form are as follows.Customer Details:Title, First Name, Surname.Address Block:Company Name, Address Line 1, Address Line 2, Town, County, PostcodeBooking Details:Location, Delivery or Eat-In, Time, DateFood Details:What ordered and No off. Servings (Quantity).Cost Details:Particular cost, VAT cost, Total Cost, Any extra cost*.*Means that they will not always be included in the quotation.STORAGE REQUIREMENTSI am going to list the data which will need to be kept for a certain amount of time before it can be destroyed. There are laws which state that details have to be kept for a certain time. Basic transaction details have to be kept for at least 5 years, TAX records forever, etc, VAT details, 7 years and so on. Below is the list of details they will have to keep.1. Everything about the customer.2. The order details including cost including & excluding VAT.3. Other details regarding bookings itself such as date, time, etc.HARDWARE AND SOFTWARE REQUIRMENTS FOR THE USERHardwareAs mentioned before India Red recently bought four computers, they also have scanners and printers. These hardware devices have just been networked. This allowed them to create complete user accounts & passwords for the four people managing the restaurant. The user accounts have private folders for individual users. Saving the solution on their network is highly recommended because this will keep it secure. The reason for the network being secure is that the network is backed up on a daily basis, onto a removable hard disk. The hard drive is than taken off the premises and stored at Tom’s house. This is done just in case of natural disasters happening and they lose the data, than there is at least back-up of it.The four main people managing the restaurant have access to computers in the restaurant and as well as they can work on their computer from home over the internet. Every single computer has a CV/DVD reader/writer and USB ports which allows portable devices to be connected to the computer. The computers also have a firewall installed so it can be hacked into as they also have access to the internet directly from their computers. They all have access to a printer which is on the network. It is an Ink-Jet printer which has the ability to scan as well. Tom obviously being the manager has his own dedicated printer which has the same the same functions as the networked printer. They also have a photocopier which is also networked meaning that everyone can access it. Finally all computers have keyboards, mouse, mics and speakers.SOFTWAREThe software available on these computers is as following: The operating system installed on the computer is Windows 7. For their general business use they have Microsoft Office suite installed which includes Microsoft Word (word-processing), Microsoft Excel (spreadsheet), Microsoft Access (database), Microsoft PowerPoint (presentation) and also many other various software’s . The listed suites are all generic software which means that they all have ability for various business uses such as Microsoft Word can be used to write up a Memo or a Letter or even a report. QuickBooks Payroll Software is a payroll software which is a specific software installed on Tom’s computer which allows him to keep track of accounts and employee wages.HARDWARE AND SOFTWARE REQUIRMENTS FOR THE DEVELOPERHARDWAREA powerful computer will be needed to develop the solution. This is because Visual Basic is programming software which needs high power to run stable. The computer would obliviously need a monitor, keyboard and a mouse. Even though the developer needs a powerful computer the users will not need a highly powered computer because when the solution is saved it will not need Visual Basic to run.SOFTWAREVisual Basic will be used to create the solution because it allows higher level of flexibility than generic software. Once the solution is created and saved, Visual Basic will not be needed for the software to run because the solution will be created as an .EXE (executable file). The file can be simply installed on the network and can be run perfect file. Visual Basic is used because it will allow a GUI to be created similar to general software’s available. It will use a lot less power because it is mostly compiled of coding running in the background without the user knowing. The cost is minimised because there is no need for any extra software. The navigation, formatting and actual interface will be easy to make.SECTION 2: TESTING FOR WELCOME CENTRETest Data – Add Quotation ScreenField/ ValidationNormal DataExtreme Data(if applicable)Erroneous Data(if applicable)Title/Must be Mr./Mrs.Mr/MrsMr(Extreme data not applicable)BLANKFirst Name/Field Presence checkAnasAnas(Extreme data not applicable)BLANKSurname/Text length between 1 and 25 charactersPatelP (1 char)BLANKE-mail/ Text length between 0 and [email protected]@yahoo.co.ukkkkkkkkkkkkkkkkkkkk (51 chars)Telephone/Telephone No. Between 0 and 15 characters long.02476735929024767359291233(15 chars)0247673512333(16 chars)Company Name/Company Name between 0 and 30 charactersIntime ConsultantsBLANKIntime Consultantssssssssssssss(31 chars)Address Line 1/Field Presence Check11 Prince’s Avenue1 (1 char)(Extreme data not applicable)BLANKAddress Line 2/Text length between 0 and 30 charactersCotonCotonnnnnnnnnnnnnnnn (40 chars)CotonnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnC(41 chars)Town/Text length between 1 and 30 charactersNuneatonN (1 char)BLANKCounty/Text length between 0 and 30 charactersWarwickshireWarwickshireeeeeeeee (30 chars)Warwickshireeeeeeeeeeeeeeeeeeeeeeeee (31 chars)Postcode/Text length between 0 and 10 charactersCV11 5BJC(1 chars)CV11 4BJJJJJ(12 chars)Field/ ValidationNormal DataExtreme Data(if applicable)Erroneous Data(if applicable)Event Name/Event Name between 1 and 30 chars longAccounts MeetingAccounts Meetingggggggg(30 chars)Accounts Meetingggggggggggs(31 chars)Event Date/ Range Check:Date ;= Today’s Date10/01/2010Present Date01/01/2010Start Time/ Range Check:Time <= End Time01:50:00Present DateBlankEnd Time/ Range Check:Time <= Start Time5:50:005:50:0001:40:00No. Of Delegates/ Range Check:Whole number between 2 and 20050200201Video Projector & Screen/ Range Check:Whole number between 0 and 5256Date Projector & Screen/ Range Check:Whole number between 0 and 5339Flip Chart/ Range Check:Whole number between 0 and 1051015OHP/ Range Check:Whole number between 0 and 2103PA Equipment/ Range Check:Whole number between 0 and 4246No. of Servings/ Range Check:Whole number between 1 and 4215Test Data – Add Event ScreenTest PlanFieldTestExpected Results1.Test Add quotation screen with Normal Test Data SetAll data is accepted by the system2.Test Add quotation screen with Extreme Test Data SetAll data is accepted by the system3.Test Add quotation screen with Erroneous Test Data SetErrors occur for the following fields: First Name, Surname, E-mail, Address Line 1, Address Line 2, Town, County, Postcode, Telephone4.Test Quotation Date with today’s dateToday’s date is shown on the screen in Quotation Date Field5.Test Quotation ID for automatic +1 from previous quotation ID+1 is added to the previous quotation ID6.Test Add event screen with Normal Test Data SetAll data is accepted by the system7.Test Add event screen with Extreme Test Data SetAll data is accepted by the system8.Test Add event screen with Erroneous Test Data SetErrors occur for the following fields: Event Name, Event Date, Start Time, End Time, No. of Delegates, Video Projector & Screen, Data Projector & Screen, Flip Chart, OHP, PA Equipment, No. of Servings9.Test Quotation ID that it is shown from the previous screen (Add Quotation)Quotation ID is shown10.Navigation Test for the solution.Navigation through the form should work perfectly.11.Data is typed into the Add Quotation screen.Data from Title, First Name, Surname, Company Name should also appear on the Add Event Screen.12.The quotation data is added to the “Add Quotation and Add Even” screens.The added to the existing quotation screen.13.Print is clicked on the Quotation screen.A print preview should be shown which will allow printing of the screen.14.Automatically calculate certain fields to save time and to reduce data input.5 Digit Quotation ID, Quotation Date, Event Type, Per room and total cost, Per Equipment and Total Cost, Beverage Cost per delegate and total cost, Food cost per delegate and total cost and NET VAT, VAT Amount, and Gross Amount should be automatically calculated.15.Different data entry forms for automatic look-up and display details entered previouslyAll of the data should be shown on the Quotation screen and Existing Quotes.16.Data entered into the quotation and event screen should saveThe data should be shown on the Existing Quotes screen.17.Easy to back-upThe solution can be easily backed up and copied to a different location.Test Results.FieldTestExpected ResultsActual Results1.Test Add quotation screen with Normal Test Data SetAll data is accepted by the systemAll data is accepted by the system.2.Test Add quotation screen with Extreme Test Data SetAll data is accepted by the systemAll data is accepted by the system.3.Test Add quotation screen with Erroneous Test Data SetErrors occur for the following fields: First Name, Surname, E-mail, Address Line 1, Address Line 2, Town, County, Postcode, TelephoneError occurs on each of the screen which are based of the validation rules.4.Test Quotation Date with today’s dateToday’s date is shown on the screen in Quotation Date FieldToday’s Date is shown.5.Test Quotation ID for automatic +1 from previous quotation ID+1 is added to the previous quotation IDQuotation ID is correct the next number in the series is shown.6.Test Add event screen with Normal Test Data SetAll data is accepted by the systemAll data is accepted by the system.7.Test Add event screen with Extreme Test Data SetAll data is accepted by the systemAll data is accepted by the system.8.Test Add event screen with Erroneous Test Data SetErrors occur for the following fields: Event Name, Event Date, Start Time, End Time, No. of Delegates, Video Projector ; Screen, Data Projector ; Screen, Flip Chart, OHP, PA Equipment, No. of ServingsError occurs on each of the screen which are based of the validation rules.9.Test Quotation ID that it is shown from the previous screen (Add Quotation)Quotation ID is shownQuotation ID is shown.10.Navigation Test for the solution.Navigation through the form should work perfectly.Navigation works perfectly.11.Data is typed into the Add Quotation screen.Data from Title, First Name, Surname, Company Name should also appear on the Add Event Screen.Data appears from the previous screen.12.The quotation data is added to the “Add Quotation and Add Event” screens.The added to the existing quotation screen.The data is added to the existing quotation screen.13.Print is clicked on the Quotation screen.A print preview should be shown which will allow printing of the screen.The data is added.14.Automatically calculate certain fields to save time and to reduce data input.5 Digit Quotation ID, Quotation Date, Event Type, Per room and total cost, Per Equipment and Total Cost, Beverage Cost per delegate and total cost, Food cost per delegate and total cost and NET VAT, VAT Amount, and Gross Amount should be automatically calculated.The fields are automatically calculated.15.Different data entry forms for automatic look-up and display details entered previouslyAll of the data should be shown on the Quotation screen.The data is shown on the quotation screen.16.Data entered into the quotation and event screen should saveThe data should be shown on the Existing Quotes screen.This test was successful.17.Easy to back-upThe solution can be easily backed up and copied to a different location.The calculation is easily backup because copied to a different location.Test Results ScreenshotsTest 1/4/5Test 2Test 3Test 6/9/11/14Test 17Test # 17 has been met because the solutions could be copied to two different location without any problems. The first copy of the solution is on the computer the second copy is on a portable device (memory stick).EvaluationIn the evaluation I am going to say whether or not client requirements have been met and if there are any modifications that can be done.Client Requirement #1 has been met because it asks for a data entry form for entering details about bookings and the forms should allow entry of customer and event details. The screenshot from test #1 and test #6 shows the two screen where data can be entered about the customer and the event.Client Requirement #2 has been met because data is calculated correctly. Screenshot for Test #6 shows that. Full day costs are doubled. E.g. Half day price per flip chart is ï¿½15 and because the event is going to be full day ï¿½30.Client Requirement #3 is also met because it is very easy to use. The data is not cramped and the colours are not very bright, they do not hurt the eyes. The text or font size is quite reasonable and can be read from far.Client Requirement #4 has been met because all of the screens on the Welcome Centre solution have the logo. There is partial evidence that they are on all screen because the screenshot for test #1 and #6 shows logo on the top right hand corner.Client Requirement #5 has been met because data can be seen on the “Quotation” screen as a quotation which can be printed off. The data can also be seen on the “Existing Quotes” screen. This screen can be searched through for previous orders taken. This is evident in test screenshot for tests 6/9/11/14.Client Requirement #6 has been met because all the calculations are done automatically. This is again evident in test screenshot for tests 6/9/11/14. E.g.Client Requirements #7, #8 and #9 have been met. These are all evident from test screenshot for tests 6/9/11/14.Client Requirement #10 has been met because the solution can be copied from one location to another completely different location. This is evident from the last test number 17. It shows screen shot showing the solution at two completely different locations. One copy on the computer and another copy on a memory stick.Limitation of this solution is that only one type of validation can be applied to a field. Another limitation is that it is not very flexible.This solution is quite good in a way because no extra software will be needed to run it. The bad side of it is that it requires a good computer to run and it takes quite a bit of power to run but it runs stable on most computers. Even though it takes quite a bit of power to run it will run on most computer as most modern computers are quite power full.