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Current System (gathered from interview…see Appendix) The storage of information based on cars, customers and orders are all currently stored in paper. When a new customer is signing up for a record within the company, they are required to fill in a form, which has been specially printed by Conqueror with fields that are printed clearly with space which guides the customer through filling in their details, such as their name, address and telephone number…etc. These forms are then stored in filing cabinets, where each customer is identified uniquely by a Customer Number printed on the top right of the form. In the event that the customer needs to change their details, such as the address, then they will need to fill in a new form, and are assigned with a new Customer Number. Within these forms, mistakes can only be rectified by crossing out the errors or using Tipp-Ex to conceal the error, as each form has its own unique number, which cannot be reproduced for security reasons. All forms are filed into alphabetical order through surname in filing cabinets that are labelled clearly in the form of two-letter alphabet order, i.e. when the surname Smith is being searched for, the letters “SM” is looked into. The details of cars are all provided through pre-printed information sent from the car company’s headquarters. These are all separated by car type and model, yet again through filing cabinets. These details contain in-depth information on the car, with pictures based on interior and exterior of the car with optional special equipment that gives more added features within the car. Each car has its own number plate, which cannot be changed as they are printed on by default unless a number plate is privately made. Each model of the car is given its own unique identification number; for example, the 316i Saloon car has a different number from the 316i SE Saloon car. For each car that is sent to Euro Cars, it is registered with DVLA, where the registration plates that identify the cars are printed on forms. Each car is separated by its own registration plates, and forms are accompanied with each car. Since there are many cars in stock, each form is separately allocated an Identification Number set by Euro Cars. These are handwritten within a booklet that is pre-printed by Conqueror, where there are fields provided for staff to enter car registration details into, and the corresponding car that the registration plates refer to. When a car is sold, the page containing the sold car can be torn off and placed into the customer record, placed as a “history of purchase”. In the event a customer wishes to make an order, both the customer details and car details are placed into one form. Carbon paper is used where a copy of the order can be made into several copies at the same time. This paper is yet again specially printed by Conqueror. Each form has a unique number, which acts as an order number. No duplicates are provided, and any errors CANNOT be rectified. All information is hand written by a member of staff and verified by the customer by having a customer signature at the bottom of the form. If the data is wrong, then the form is void and a new form with a new order number is given. When customers make orders, several copies of their order is made. The carbon paper contains 4 sheets, where one sheet is given to the customer for proof of purchase. One is filed in as a part of the purchase history for the customer, whilst the others are used as reference to calculate the company’s revenues, status, etc… Final reports are produced by specific departments. The monthly and annual turnover of the company is calculated by 3 members of staff, in which all counts are verified twice for accuracy. Payments that have not been paid to date will be stated on reports based on records that have been filed 30 days after purchase. Each of these customers are identified from the filed records and all details are produced by a member of staff, who gives the details to a senior member of staff, who then takes the necessary action from writing a letter of reminder to making a phone call. All stock can only be checked through the booklet made. A report is made based on how many cars are sold a week based on stock level changes and as a result, the popularity of certain cars can be found from this change. Sales can allow prediction of profits as well as actual figures of profits as well, which is essential for the company. These are yet again calculated based on stock level changes. Aims and Objectives of the New System The following five listed problems with the current system are the considered as top priority to eliminate. Hence the aims of the New System are to solve these problems; 1. Searching for customer or car information Within the company’s database, there are thousands, if not a million pieces of paper, stacked in reference number order.
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