Data capture method

The data is captured using different methods.

The student names and house is taken from the school database which is filled by the secretary when a new student joins the school. The student choice of events is taken on paper sheets which are filled in by the students during their tutor time. For the track events a machine is used to record all of the times for all of the students, a teacher clocks in all of the students taking part in the event. For the field events a tape measure is used to find the length/height thrown or jumped. The sheet used by the students to choose their results as well as the sheet used to record the results are shown at the end of the interview with Mr F...

Processing

The data is recorded using some measuring equipment and is then written on a temporary result sheet where the points are assigned. These sheets are then taken to be filled in on the larger record sheets. Here the actual result isn't recorded the person filling the sheet checks that the result isn't a new record; if it is then they write it down on a separate sheet. The person then writes in the name, house, position and number of points of the student in ascending order. They then add up all of the points for each house in that age group and fill in the result into another sheet used to keep only the number of points per house and age group. This sheet is then used to calculate the final results of the day (total number of points per house). The total scores for each house as well as any new records are then outputted.

What works well what doesn't?

The data capture before the event all work very well. The sheet of paper used for the students to choose what events they take part in, during the event the collection of the results is also good, the results are timed or measured and there isn't another way that it can be done. However the last part of the system can be improved. All of the results are filled in on a large sheet of paper making it easy to make mistakes and hard to find individual results. Computerizing this part of the system would improve the efficiency of the system making the input of the results and addition of points and searching for results a lot easier.

Inputs:

• Name - Text, field size 50
• Age group - string
• Points - Numeric
• Event - string
• House - Text

Outputs:

• Total number of points for each house - numeric
• Total number of points for each house by age group • Any new records - string

Storage:

All of the documents are stored on Mr F…'s computer and in the P.E office when they have been printed. The result sheets are not kept from one year to another. For the new system the program will be stored on a computer with the files backed up on an external hard drive and also a server so that it can be shared between different computers.

Alternative approaches:

Alternative solutions to the problem were discussed with the end user.

Buying off the shelf software:

Buying off the shelf software would be a cheaper solution to the problem as well as being sure that the software will work since it has already been tested and would have the support offered with an off the shelf software.

The response to that was that sportsday is a unique event relevant only to this school so finding a software that does that will be very complicated and it might not be exactly what the user wants.

Adapting a current software:

Adapting existing software would be less costly than creating a new software but more costly than using generic software (since the software will have to be bought plus the cost of the modifications), it still has the same issues for the user. The final program will not be as fitting as creating one from scratch will be. I will also take more time since the program will have to be tested where it has been modified.

Creating custom software:

This is the chosen solution. It ensures that the software created will completely meet the demands of the user; the software can also be changed once it's been created if the user wants changes. Of course it will take longer but time isn't an issue since sportsday is a once a year event and the program can be created tested and implemented in that time.

Requirements:

These are the requirements for the new system which have been discussed and agreed with the user.

· System must be able to deal with all of the inputs (student details, results, users and events) so that it entirely replaces the old system.

· System must be able to add up the total house scores, this will be one of the main the features of the program since a large part of the problem was having to add up the total scores for each house.

· Search function to find individual results to make it easier for the users to quickly find a result in case an error has been made or simply for checking.

· User friendly interface to make the program simple and easy to use even for people who aren't familiar with computers.

· Way of writing down a new record if there is one, so that the new records can be directly entered while entering the results.

· Must be able to navigate through the results to allow to see all of the results.

· Possibility to edit result in case an error has been made.

· Must run on a windows environment since it is readily available at the school and the users are already used to it.

Examiner Note: there was a signed agreed copy of these requirements in an appendix

Software requirements:

Hardware requirements:

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