AMA Computer College

Pasig City

From Manual to Automated :

Analyzing how Pasig Video Center use the manual-based system in storing important data as compared to an automated system, which offers faster and more accurate dissemination of data.

A Case Study Presented to

Mr. Aragoncillo

In Partial Fulfillment for the subject FILEPR

By: Jeffrey Jabson

( August 28, 2002 )

PREFACE:

Automated system is recognized and important in companies, organizations, and even small to medium scale businesses today and is in demand because of the fast pace in the advancement of technology most notably the advancement of information and digital technology. It is therefore at least feasible for small businesses to at least try to upgrade their system from manual to automated.

This feasibility study seeks to recommend the need of Pasig Video Center ( BETA-VHS and Laser Disc Sales - Rental ) to develop and improve their old ( manual ) system. A computer-based information system seeks to give the fastest and reliable, if not fun or enjoyable way of storing and accessing "very important" data.

ACKNOWLEDGEMENT:

I would like to thank everyone (unfair to name names) – YOU KNOW WHO YOU ARE ! For all the help and support and in whatever way, may be it so little or very big……………

Thank you very much to all of you !

Thanks also to the Pasig Video Center owner, GM, and CEO, Mr. Cenen Absede for the accommodation and information that was given or shared to me and also for the shop’s cool and soothing ambiance. Special mention to his employee who is pretty even though she is a bit masungit…but nice !

And most of all, thanks also to God Almighty for everything that he has given us all.

OBJECTIVES:

This study aims to provide Pasig Video Center the following:

• A computer – based system of recording important data ( such as member info, transaction data, inventories (videos) ).

• In a way to save or be able to reduce their expenditures on other things ( other appliances, manual recording needs like logbooks, index cards and writing materials ), and the like.

• More importantly, to project the use of a computer as an enjoyable and nice experience and eliminate the belief that it’s a hassle to use one ( P.C. ).

STATEMENT OF the PROBLEM:

The recording of data is obviously done manually, and the following are the problems that I see which may make or break the way things go:

• Data in so many index cards are very hard to backup: Since Pasig Video Center claims to have more than a thousand members, imagine how to backup all those index cards. If there are 1,000 index cards, then they will need another 1,000 index cards to backup the original files. What if they need multiple backup copies ? The same goes for their way of storing their video titles or inventories.

• Consider Valuable Space: A thousand index cards definitely wastes much needed space, what more if they are doubled or in some instances needed to be backed-up. The shop needs all the space they could have for all those VCD’s and videos which they have.

• Accessibility of Data: It’s very hard to browse through all those index cards even if they are arranged and in order, but what if they get all mixed up and are disarranged ? Well your guess is as good as mine !

DESCRIPTION of the DATABASE SYSTEM:

The system offers a database which can be available at all times. The data can be updated, edited, deleted and most important of all can be backed up in easiest possible way. The system is composed of sorted records such as the member’s personal information, the borrower’s transactions, information and classification of the videos ( whether VCD, DVD, VHS...etc….).

This is just a simple yet ultra reliable system which contains a number of tables as well as queries.

SIGNIFICANCE of the DATABASE SYSTEM:

The use of the new system for sorting and storing records will definitely help Pasig Video Center. Information could be easily accessed and processed. The system will also provide an organized record of data which alleviates the many problems and difficulties in data management.

INFORMATION COLLECTED:

Interview with Mr. Absede last August 26, 2002

Name of video shop: PASIG VIDEO CENTER (BETA-VHS and Laser Disc Sales-Rental)

Location: ( currently at Kapasigan, Pasig City )

Owner: Mr. Cenen Absede

Number of employees: 2

Average monthly earnings: 10,000 – 15,000 pesos

Average monthly expenses: 10,000 – 15,000 pesos ( employee’s salary not included )

Data management: MANUAL

Ways to record member information: use of index card

Ways to record video titles (VHS,VCD,DVD,etc..): master card ( index card )

Percentage of expenses in recording of data ( i.e. ballpen, logbook, paper, etc. ): small percentage only

Are the following present:

T.V. set ü

VHS player ü

BETA player x

VCD player ü

DVD player ü

Radio Cassette ü

CD player ü

Problems encountered in using manual system: errors or mistakes in listing

Approximate number of members: number in thousands

Approximate number of videos:

• VHS more than 2000

• BETA more than 100

• VCD more than 300

• DVD none

Others:

• LD more than 100

Year Pasig Video Center started: 1994

JUSTIFICATION of the DATABASE SYSTEM:

Advantages:

• Low operating costs for operation and maintenance.

• Increases the process of retrieving data ( get the information you want in a click of a button ! )

• Very efficient and cheap way of multiple back-up storage. ( two 1.44 floppies can store and back-up a huge amount of a data for just 20 pesos as compared to a logbook or lots of index cards which cost hundreds of pesos ! )

• You can feel assured that the data you have is very safe, you can keep a back-up in the shop, one at home or one to a trusted someone stored in a floppy disk or even in a CD-RW !

• In a way, can significantly reduce costs within the organization / company.

THE DATABASE SYSTEM:

This may be dubbed as "db1" or A.K.A. "SDVR" ( also known as ) SIMPLE Database VIDEO RENTALS. Since this system is only at it’s infancy, it contains only tables and queries, but yet is ultra reliable and real fun to use ! A brief description of the contents of the proposed system is as follows:

TABLES ( for input only )

• Table for BETA – titles ( enter the title of a BETA – format video, includes assigned video number, and number of copies it has )

• Table for DVD – titles ( enter the title of a DVD – format video, includes assigned video number, and number of copies it has )

• Table for VCD – titles ( enter the title of a VCD – format video, includes assigned video number, and number of copies it has )

• Table for VHS – titles ( enter the title of a VHS – format video, includes assigned video number, and number of copies it has )

• Table for MEMBERS ( enter NEW members in this table, includes address and phone number )

• Table for RENTALS ( enter NEW transactions made by the members in this table, includes title of video, date rented [out], due date and video classification )

QUERIES ( view only )

• Query for BETA TITLES ( view available BETA - format videos, includes number of copies available )

• Query for DVD TITLES ( view available DVD - format videos, includes number of copies available )

• Query for VCD TITLES ( view available VCD - format videos, includes number of copies available )

• Query for VHS TITLES ( view available VHS - format videos, includes number of copies available )

• Query for MEMBERS ( view the list of members, not in the list, not a member ! )

• Query for DUE DATES ( view all the videos rented and the dates they must be returned, when it was borrowed and who borrowed it )

• NOTICE THAT TABLES ARE LABELLED AS "for input only" AND QUERIES "view only" - - - THIS IS STRICTLY FOR AN EFFICIENT AND ORGANIZED USE OF THE SYSTEM. BE INFORMED THAT ONE CAN INPUT DATA ON BOTH TABLES AND QUERIES BUT IF EACH ONE IS ASSIGNED FOR INPUT ONLYAND THE OTHER FOR READ-ONLY, THEN THERE WILL BE NO DISARRAY OR DISORDER.

OUTPUT: ( TABLES and QUERIES )

OUTPUT: Data in tables ( INPUT ONLY )

BETA – titles

DVD – titles

VCD – titles

VHS – titles

In these tables, the data contained in the field names " Video Number " and in "TITLE" cannot have duplicate data or values. For example, look at the VHS – titles table…the first data has a TITLE of Astroboy and is assigned with a Video Number of VHS – 5. If one were to input a new TITLE but has the same Video Number as given (VHS – 5 ), it will not accept the entry when you attempt to go to the next line because the assigned Video Number is unique only for the TITLE Astroboy. The # of copies indicate how many copies a title has. Whenever there is a transaction, if a certain video is rented like say Astroboy, it will be edited in this table and instead of having a value of 3, it will now become 2. When the video is returned, one must open this table ( VHS – titles ) and input 3 in # of copies field name from the previous 2.

OUTPUT: Data in tables ( INPUT ONLY )

MEMBERS

This table is where you will input the new members and can also be used if a current member permanently want to be not included anymore in the member list ( obviously, that member cannot rent video anymore unless he/she re-applies for a new application for membership ). There are no unique values for each so even if there is a person with also have the same name and surname as another, their addresses will definitely be different as well as their phone numbers.

RENTALS

This table contains the transactions made or the rentals. It contains very important data such as the name of the borrower/member, the title and classification of the video and most important of all, the date due and the date out ( date borrowed ). If there will be a new transaction, simply fill out all the needed data here and if a member has already cleared and returned a rented video like for example, Jeffrey Jabson, one must first open the BETA – titles table and add 1 to the # of copies field name. After that, return back at the RENTALS table then highlight then right click on the column or record then click on delete…illustration in the next page.

Here is an illustration to remove a previous transaction after which the member has already returned the rented video.

OUTPUT: Data in queries ( READ ONLY )

One must never input data here in queries but instead do so in the tables. These are assigned only as READ-ONLY in order for the system to be organized.

Example 1: A person comes in the shop and tells that he wants to rent a video. You will then ask for the person’s name and then you will click on the Query ( MEMBERS )…

The screen will show the following:

The person’s name was Mike Enriquez, so in the query it shows the HE IS NOT A MEMBER, so that person must apply for membership, give all the requirements and pay all the necessary fees needed before he becomes a member and can be able to rent videos.

Example 2: Another person, ( this time a member ) and asks for the VCD title "Moonwalker". You will then click on the Query ( VCD TITLES ) and the following will appear:

The query shows that there is a VCD titled Moonwalker and shows that it has 4 copies available. So if the member will rent the VCD Moonwalker, you will then open the TABLE for VCD – titles and then input in the # of copies field name "3" from the previous 4 for the VCD title Moonwalker. Also open the RENTALS table and fill out all the necessary data.

RECOMMENDATION:

There are now a lot of options where one can buy the needed equipment ( P.C. ) for this automated system. Listed below are the actual prices of the needed items as compared with the current items ( from which certain tasks can be also done by the recommended item ).

ITEM and PRICE:

• A Low-end PENTIUM P.C. ( Pentium 100 will do ) 2,500 pesos – complete set, fully working, comes with a CD-ROM and floppy drive.

• AVR ( Auto Voltage Regulator ) 350 pesos

• Pirated ( shhh… quiet ! ) Software ( Windows 9x with Office 97 ) 300 pesos

TOTAL AMOUNT: 3150 pesos ( cheap eh ? )

Compare it with the prices of the manual-based system equipment plus the other things which a P.C. can similarly do the tasks it does.

• ½ Index cards ( LOT’s OF THEM ! ) A pack of 50’s - 100 pesos x 40 = 4000 pesos

Be reminded that we multiplied it by 40 (packs) because it counts to 2000 pieces of ½ size index cards …1000 for the original and 1000 for the backup.

It already exceeds the price as compared with the PC ! But anyway, shall we continue ?

• Logbooks ( for Video title lists ) 100 pesos

Others:

• CD player and VCD player - 1500 pesos ( a P.C. with a CD-ROM can play audio and VCD disks using the software CD Wizard or the built-in players in the O.S. or Operating System )

TOTAL AMOUNT: 5600 pesos ( WHAT !!! )

The P.C. can also do many tasks such as playing some games and chatting, but they are not in anyway related to the Video Rental business…just saying…

See, the automated system with the help of the P.C. is definitely better than the old, stinking and boring manual-based system. So I fully endorse and offer this ultra – reliable "db1" A.K.A. "SDVR" ( also known as ) SIMPLE Database VIDEO RENTALS.

SOFTWARE: MS Access 97

• In a floppy or local hard drive, double click on the file "db1"…sit back, relax and enjoy !

• Remember again that TABLES are for INPUT and QUERIES are READ ONLY !

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