Gambino cleaning products salesman Essay

Description of the proposed system Description of the problem A new system of calculating and reporting on cleaning products salesmen is to be designed and implemented. Cleaning products salesmen commission is based on a set of data which is the monthly sales of cleaning products sold by the salesmen. Objectives The new system must: Â  Be automated as far as possible, needing no thorough knowledge of spreadsheets, databases or any other software in order to operate it. Â  Have fitted controls to ensure precision and completeness of data input. Â  Take into account commission payments from monthly sales. Print commission reports for each of the salesmen, and a summary report showing total paid to each salesman and overall total. Include an option to delete commission records previous to a given date so that the file does not increase for an indefinite period. The proposed new system can be shown in a level 0 data flow diagram as follows: A level 1 Data Flow Diagram of the proposed system is as follows: User functions 1. The Commissioning Salesman in the Sales Department will be responsible for entering all details of new cleaning products salesman and new products. 2. An Accounts clerk will have special responsibility for the commission system. 3. The Accounts clerk will enter each month the sales of each product, giving quantity sold and gross sales value (i. e. quantity X cover price). 4. Every 6 months, the Accounts clerk will produce the Commission reports for each cleaning products salesman. This will show the commission that has been earned in the previous 6 months. A payment is then recorded and a cheque issued to each cleaning products salesman to whom commission is due, together with the Commission statement showing sales details, and the statement from the Accounts system the total amount due. Database specification Menu structure The many functions of the Commission System will be accessed by means of a front-end menu, which will have the following structure. The data model There are three main entities in this system related in the entity relationship diagram shown below. Because a many-to-many relationship cannot be applied in a relational database, an additional entity named Salesman/Product is introduced. The ERD can now be drawn as follows: The database for Gambino cleaning products salesman system specification will have the following tables: tblSalesman (SalesmanID, Surname, FirstName). Foreign key in tblSalesman/Product ProductName Text (40) Product title tblProduct SalesTeam Text (40) All salesman who sell a product tblProduct Price Currency Product price tblProduct StandardCommission Number Percentage commission on each product sold 1-10 tblSalesman/Products BonusCommission Number Bonus percentage commission on each products sold 11-20 tblSalesman/Products SalesNumber Number 1=Standard commission 2=Bonus Commission 1 or 2 tblSales QuantitySold Number Number of products sold tblSales GrossValue Currency Data Dictionary Input Specification Three input forms will be required. frmProducts. This will be used to enter product details. frmSalesman This will be used to enter details of a salesman and all products on which they receive commission. The commission percentages for each product will be entered in a subform of the main form. Validation methods: The Product ID will be selected from a drop-down list of existing Product ID’s. Once a Product ID is entered, the product name will be automatically displayed. frmTransaction This form will be used to enter transactions. Validation methods: Only valid dates will be accepted. The Product ID will be selected from a drop down list of existing Product ID’s. Once a Product ID is entered, the product name will be automatically displayed. Selecting a radio button so that only a valid alternative can be selected will choose the transaction type. Process Specification Commission Calculations To calculate the commission for a given transaction, a query has to be performed to combine attributes from tblTransaction, tblProduct, tblProduct/Salesman and tblSalesman. The calculation of the commission is performed as follows: If TransactionType = 1 (i. e ‘sales’) ThenRate = StandardCommissionRate ElseRate = BonusCommissionRate endif Amount = Rate * GrossValue. These processes will be carried out in qryCommission. This query will be the source of both the commission report and the summary report. Maintenance Each year, transactions prior to a given date will be removed from tblTransactions. This prevents the transaction file from becoming too large and slowing down the system. The maintenance will be carried out as follows: Run a Delete query to delete records from tblTransaction. Test Plan Tests will be carried out using valid and invalid data and data at the extremes of acceptable values. The following test data will be used. tblSalesman Salesman ID Surname Firstname STEVED Stevens David. Test urpose Expected result 1 Select enter data from main menu, then select Products. To check if the menu options work and that a Products form opens at a new record. Products form opens at a new record. 2 Enter data from test data set. Try entering an invalid date i. e. 3/9/2001 To check the menu options work and that the Salesman form opens at a new record. Salesman form opens at a new record. 3 Select Enter Data from Main menu and then select Salesman. To check if the menu options work and that the Salesman form opens at a new record. Salesman form opens at a new record. 4 Enter data from test data set. To check if valid data is accepted. All valid data accepted. 5 Try entering product ID of BB113. Test that no product can be entered unless it exists on product table. Record rejected. 6 Select Enter Data from Main menu and select Sales To check the menu options work and that the sales form opens at a new record. Sales form opens at a new record. 7 Attempt to enter a new sale with date 3/9/2001 To test if date is validated. Error message will appear on leaving field. 8 Select reports from Main menu then select Product details. Test to see if the Product details display all products entered. All products appear on the report. 9 Select report from the Main menu then select Commission report. Check to see if Commission report details are correct. User is asked to enter start and end dates for report. All commission is calculated correctly. 10 Select Reports from Main menu the select Summary report. Check that Summary report is correct. User is asked to enter start and end dates for report. All totals are calculated correctly. 11 Add 2 transactions for dates in 1999. then select Maintenance from Main menu and identify deletion of records prior to 31/12/1999 Check that Maintenance option deletes records prior to date user enters. The two records are deleted from table. 12 Add a transaction for 31/12/1999. then select Maintenance from Main menu and identify deletion of records prior to 31/12/1999. Check that maintenance option deletes records for date user enters. The record is deleted from table. 13 Select Exit from Main menu To check if the main menu option works correctly. Database closes. Development Plan The planned schedule for development is given below. Week beggining Task Comments 29/01/2004 Detailed design spec 29/01/2004 Tables created 01/02/2004 Input forms created 15/02/2004 Queries and reports created Reports on products and salesman 21/02/2004 Standard commission report created 27/02/2004 Procedures for clearing file developed Clearing records prior to given date 29/02/2004 Testing and modifications 03/03/2004 Testing and modifications 06/03/2004 Documentation 08/03/2004 Installation and entry of master file data. A period of parallel running will follow with reports produced from old and new systems. Conclusion The system will be implemented by Microsoft Access 2000. It will run on any existing PC. The database will be accessible from any of the Departments which are responsible for keeping the data up to date. These departments include Accounts and Sales departments. The system is expected to be tested and installed by the end of April 2004. Sunit Dhadra 12K AVCE ICT AVCE ICT Unit 1 Sunit Dhadra 12K AVCE ICT.