The Advantages of Using ICT Over Manual Meethods. Using Paint and Access

The use of ICT is very useful because it can help people in so many ways like save time, less man power effort etc. ICT is very good to solve problems like when a company first starts when they advertises and make leaflets so they need ICT to design it and other things like they can put on the web to advertise as well.

The difference between ICT and other methods is that ICT you do it on the computer and you can present your things professionally, more efficiently and less time consuming so you can get more things done in less time. On the other hand if you do it by hand or anything else then it first take a lot of time, secondly it can have some errors inside it and that is why ICT is the best methods out of all the methods.

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Alternative Method of Completing my Task

There are others ways of completing your work besides ICT and I am going to write them done in the following table.

Method

Advantages

Disadvantages

Difference it would make

Non ICT

The advantage of writing it by hand that there are some things in the computer which has a limit so it denies you to do so if you do it by hand then there so no limits to things which you can do.

Also by doing by hand you will save a lot of money by not using the computer because computers use electricity and then you will have to pay a lot of bill.

The disadvantage is that when you write by hand then you can make kind of mistakes and then the presentation of your work can be scruffy and therefore lose customers.

Another disadvantage is that if you do it by hand it takes too much of your time in writing all the things you want to do.

The difference it would make if you use it will have a major impact in your business because as I said earlier that is the work don’t look neat and tidy then it won’t catch anyone’s eyes and your company won’t get any customers. Also at the beginning it would take too much time to advertise your company.

Benefits and Drawbacks of the System

The system that I am going to use is a computer and the table below is the advantage and disadvantage of a computer.

Advantages

Disadvantages

The advantage of a computer is that you can get your work much more quickly.

The disadvantage of a computer is that it uses too much electricity and then if you are on it for a long time then your bills will expensive.

Another advantage is that it saves more money in the long way.

Another disadvantage is that computer runs on electricity and if there is a power cut and you forget to save it then all your work will be lost.

Also another advantage is that you can present your work more neat and sufficient.

Another disadvantage is that there is a virus inside the computer then the computer can crash and you will lose all your previous work.

Effects of New System

The new system that I will use will affect the company, employees and the customers and I am going to write how they affect them in the table below.

Effects on Travel Agency

Effects on Employees

Effects on Customers

1. It will affect the travel agency because it will make them efficient.

1. The effect employees will be good they will have to do less man work also it will be easier for them.

1. The customers will like it because now they can get their things on time and they don’t have to wait on the phone for that long.

2. Also it will affect the travel agency because they can advertise their work on websites or make a poster and put it on the billboards.

2. Also it will affect the employees is that they will be able to do more work and with efficient than normal and they will be more organised.

2. The customers will like it more now because if they forget any details the company already has it saved on the computer and by this way the company and the customer will have less stress in remembering their details.

3. Also another way the system will affect the travel agency is that it would make their work place more tidy and organised and more things can be done will ease.

3. Also the other way it will affect the company is by there will be much more space in the work place and also it will be a neat environment to work in and the employees will find it much easier to work in this state.

3. The bad affect the new system will have is that if there appears to be a virus in the computer then the computer might crash and all the customers and other data will be lost and this will lead to a very bid downfall in the company and also the company will lose both employees and customers.

Training Staff

There are three ways of training your staff. The first way is that if you have 1-3 people you can make them go college and pay for them to do an ICT course this won’t be that expensive because there aren’t a lot of people.

The second way is that if you have 4-6 people then instead of sending them to a college you can make a pay for an expert staff to come in and teach them.

The Third way is that if you have 7+ employees then you have a separate training department and do a test at the end and whoever passes the test them make them be your employees. These are the ways that I am going to chose between my employees which to hire and which to fire.

Documentation

There are two types of documentation: User Documentation and Technical Documentation. These two documentation depends on how experience the user is for example user documentation is used for beginners whereas technical documentation if for expert user.

User Documentation

User documentation is made for beginners. This is because it is made in a very simple way. It has step by step instructions and diagrams and simple pictures so it is easy for them.

Technical Documentation

Technical documentation is made for professionals and experts because it is very complicated and confusing with big hard words. Also technical documentation has so many things that if a beginner started following it they will surely not understand.

This is an example of a technical documentation.

User Guide One

Titles to use in the User Guide

Open Paint

First you click on start, then you go on all programmes, then you click on accessories and then click on paint.

Create Logo

When you are on paint there tools on the side, with these tools you can create your logo, with these tools you can do various things and draw a variety of things.

Saving

When you want to save your work you go to file which is in the top left hand corner and the click on save as, then you choose where you want to save your work, then it is saved. Or if you exit the application then a bar should appear and regarding you whether you want to save your work or not.

Printing

For printing you have to go on again the top left hand corner and click on file then go to print then you choose how many copies do you want then you print.

Open Access

To open Microsoft access first you click on start then you click on all application then you click on Microsoft office then you go on access.

Create table

On Microsoft Access, click on File or New. A box will appear on the right of the screen. Select Blank Database. A window will appear asking you where you want to save your table. Then click create when you have found the right location.

Using Formats (in Dates)

The way you do this is by first of all you open Microsoft Access then after that you click table and inside that you click on information that you have already have created from before, after you have done this you right click this and you select on design view. Once you selected design view then a table should appear, once the table is there then you select date of birth, after you have done this you there should be a row near the bottom saying input mask, first click on this then you type in the following (00/00/0000;0;;)

Using input mask (post code etc.)

The way you use this is by first you go on Microsoft Access then you go on your information that you created from before and you right click, after you have done this you select design view and a table should appear and then you click on post code and where it says input mask near the bottom you type in (LL0\ 0LL).

Using Validation rules and text (gender)

The way you use this is by first go on Microsoft Access and then you go to table, after that you go on information that you have created from before hand, following this you right click and select design view. After you are in design view a table should appear and then first click in gender then at the bottom click on validation rule and type in the following (“Male” Or “Female”) After you have done this you select the row beneath it where it says validation text and then you enter the following (Please enter only Male or Female).

Creating Queries

First you select Microsoft Access then you open it. After that click on Queries. Create the Queries by using ‘wizard’. After that select the button with two arrows, then you click on next after that you select finish and decide what you want to name the query.

Using criteria’s ([Enter], <>, Yes)

Firstly you go on Microsoft Access, select on Queries, then the query you already created then you right click and select design view. After that you select criteria at the bottom and you put in [ENTER ID PLEASE]. This is how you use criteria.

Creating Forms

Click on Forms. Then create the forms ‘using the wizard’. Click on the double arrow to move the entire ‘Available Fields’ to the ‘Selected’ section. Click Next. Select Justified, then Next again. Select the International Design. Type in the correct title for the form and click finish.

Creating switchboard

First you open Microsoft Access (2010). Then you click on blank database. Once the database is open you select the Create option from the tabs at the top of the screen. This will open up a list of options in the ribbon underneath. Find Form Design on the ribbon and click on it. This will cause three more tabs to come up which will be highlighted in purple. These tabs will be used to customize your switchboard.

Saving

Every time you close a window, a new window will appear asking you whether you want to save your work. Click yes. This will happen every time you close your work. Or you could go on the top left corner and then click in file then and then after that select save. As well as this you could simply press (Ctrl+S).

Printing

To print click Ctrl P for a shortcut. When the print settings come up, type in the amount of pages you want and click print.

Open word

To open word you first click on all programmes then you click on Microsoft word.

Create letterhead

To make a letterhead first you insert your slogan and logo wherever you want then you type in the address where want it to go then you type in the postcode.

Create template letter

To create a template letter first you then you type in everything and put dots in the personal information e.g. Dear Mr…..

Adding details

After you have selected a location for saving, a window will open. Create your table by adding data. Add your data in the different fields given.

Saving

Every time you close a window, a new window will appear asking you whether you want to save your work. Click yes. This will happen every time you close your work. Or you could go on the top left corner and then click in file then and then after that select save. As well as this you could simply press (Ctrl+S).

Printing

To print click Ctrl P for a shortcut. When the print settings come up, type in the amount of pages you want and click print.

Testing my User guide

My friend tried the user guide 1 and he has filled in the following columns saying what was the result and the changes that are needed

What I’m testing

Way of testing

Result

Changes needed

I am testing to open paint.

First you click on start, then you go on all programmes, then you click on accessories and then click on paint.

The application paint opened.

There should have been pictures inside it to show it more easily

I am testing to print.

When you want to save your work you go to file which is in the top left hand corner and the click on save as, then you choose where you want to save your work, then it is saved.

I printed what I wanted.

There should have been pictures inside it to show it more easily

I am testing to save my work.

When you want to save your work you go to file which is in the top left hand corner and the click on save as, then you choose where you want to save your work, then it is saved.

My work was saved.

There should have been pictures inside it to show it more easily

I am testing if Microsoft access opens.

To open Microsoft access first you click on start then you click on all application then you click on Microsoft office then you go on access.

Microsoft access opened.

There should have been pictures inside it to show it more easily

I am testing to make a letterhead.

To make a letterhead first you insert your slogan and logo wherever you want then you type in the address where want it to go then you type in the postcode.

I made a letterhead.

There should have been pictures inside it to show it more easily

I am testing to make a template letter.

To create a template letter first you then you type in everything and put dots in the personal information e.g. Dear Mr…..

I created a template letter.

There should have been pictures inside it to show it more easily

Feedback from User guide

The user guide was good but I would have liked it more if it had pictures inside it to make it easier for me.

Positive

The instructions were quite straightforward.

All the things he tested were correct.

All the things were easy to follow.

Negative

There are some bits which he didn’t understand properly.

There needs to be pictures inside the user guide.

There needs to be things that stick out such as bullet points.

Conclusion

There is quite a lot things that I need to change my user guide such as make it more simpler, I can do this using bullet points to make it more straight forward but the thing I need to do the most is to put pictures inside so then it will be so much easier for people to understand.

Improving User guide

The reason why I have to improve my user guide is because when other people read they might not understand so if I put a user guide but with pictures they will understand more and it would be easier for them.

They ways I could improve this is by doing the exact same user guide but with pictures.

User Guide 2(pictures)

Opening Paint

To open paint, click on Start on the taskbar. Then click on All Programs and then on Accessories. Finally, click on Paint to open the program.

Create Logo

When you are on paint there tools on the side, with these tools you can create your logo. Also with these tools you can create various things.

Saving

When you want to save your work you go to file which is in the top left hand corner and

The click on save as, then you choose where you want to save your work, and then it is saved.

Printing

For printing you have to go on again the top left hand corner and click on file then go to print then you choose how many copies do you want then you print.

Open Access

To open Microsoft access first you click on start then you click on Microsoft office then you go on access.

Create table

On Microsoft Access, click on File or New. A box will appear on the right of the screen. Select Blank Database. A window will appear asking you where you want to save your table. Then click create when you have found the right location.

Using Formats (in Dates)

After you decided where you put your database then first you select on table after that you right click on information then you select design view and then you select ‘subscribe start’ after that you click on input mask.

Using input mask (post code etc.)

They way that you use this is by first when you are on Microsoft access then you click on tables and after that you right click design view and then you click on postcode and at the bottom there should be a input mask then you have to type in these numbers and letters (LL0\ 0LL).

Using Validation rules and text (gender)

First you again go on tables and then right click it and select o design view and after that you go on gender and then at the bottom there should a validation rules and text. For validation rules enter in (“Male” Or “Female”) and for validation text enter in something like “PLEASE ENTER MALE OR FEMALE”

Creating Queries

Click on Queries. Create the Queries in ‘Design View’. Then you select the button pointing downwards and select Table: Information. After that select the button with two arrows indicating to the selected fields section. After that you select next twice then you name your query what you want then you press finish and after that you have created a query.

Using criteria’s ([Enter], <>, Yes)

Firstly you select on Queries, then the query you already created then you right click and select design view. After that you select criteria at the bottom and you put in [ENTER ID PLEASE]. This is how you use criteria.

Creating Forms

First click on forms. Then create the forms by ‘using the wizard’. Click on the double arrow to move the entire ‘Available Fields’ to the ‘Selected fields’ section. Click Next. Select Justified, then Next again. Select the International Design. Type in the correct title for the form and click finish.

Creating switchboard

First you open Microsoft Access (2010). Then you click on blank database. Once the database is open you select the Create option from the tabs at the top of the screen. This will open up a list of options in the ribbon underneath. Find Form Design on the ribbon and click on it. This will cause three more tabs to come up which will be highlighted in purple. These tabs will be used to customize your switchboard.

Saving

Every time you close a window, a new window will appear asking you whether you want to save your work. Click yes. This will happen every time you close your work. Or you could go on the top left corner and then click in file then and then after that select save. As well as this you could simply press (Ctrl+S).

Printing

To print click Ctrl P for a shortcut. When the print settings come up, type in the amount of pages you want and click print.

Open word

To open word you first click on Start then you click on Microsoft Office then after that you select Microsoft Word. Then you have open Microsoft Word.

Create letterhead

To make a letterhead first you go on Microsoft Word, then you select view then a table should appear and it says header and footer click on that then you and the details that you want to add e.g. address, Mr & Mrs ….. Etc.have made your letterhead.

Create template letter

To create a template letterhead first you then you type in everything and put dots in the personal information e.g. Dear Mr……

Adding details

First you go on Microsoft Access then the table that you have already created you select that and then you can add your details there.

Saving

Every time you close a window, a new window will appear asking you whether you want to save your work. Click yes. This will happen every time you close your work. Or you could go on the top left corner and then click in file then and then after that select save. As well as this you could simply press (Ctrl+S).

Printing

To print click Ctrl P for a shortcut. When the print settings come up, type in the amount of pages you want and click print.

Training and new working practices needed = 2

Evaluation Sheets = 3

Documentation-User guide for produced system = 3

Test and evaluation = 2

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