COS217 DATABASE SYSTEM CONCEPT

PROPOSAL
SEASON TRAVEL AGENCY

GROUP MEMBER:
SAIFUL ADLI BIN ABDUL WAHAB KHAIRUNNISA HANI BINTI ITHIN NUDRAIN NADRAH BINTI HAMZAH COV071111309 COV071111291 COV071111313

LECTURER MARKS

: :

MDM NURUL HIDAYAH

TABLE OF CONTENTS 1 . INTRODUCTION 1.1. COMPANY OVERVIEW 1.2. PURPOSE 1.3. Overview of the Proposed System 1.3.1. Data Update on Time 1.3.2. Customer Information Form 1.3.3. Rentals Information Form 1.3.4. Video Rental and Payment Form 1.3.5. Report 1.3.6. Security 1.3.7. Backup and Recovery 1.3.8. Human Mistakes 1.3.9. Space Data is Limited 2. PROBLEM STATEMENT 3. SCOPE OF THE PROJECT 4. TARGET USERS 5. OBJECTIVES 6. PROPOSED SYSTEM DESCRIPTION 7. ENTITY RELATIONSHIP DIAGRAM (ERD) 8. CONCLUSION

INTRODUCTION

Company Overview Season Travel Agency Services is the travel agency service which providing the service to customer to travel international or local in Malaysia. This agency is incorporate on March, 30, 1999 and founded by Nia Alyea Ishak, the managing director of Season Travel Agency Services. The motto of this company is to provide better service to the customer during their travel. It is given to ensure that the service will make an improvement to the agency. Season Travel Agency Services travel internationaly around the world. The agency also travel locally around the Asia such as Indonesia, Vietnam, Thailand and any other asian country..

Nia Alyea Ishak is the managing director that hold all daily operations and maintaining the business operations. She is the owner of her company because she doesnt have any share from other company. The company provides about 7 people from the top level to lower level. She build this company because she needed an experience on how to maintain a business and improve his business. Before that, she work at her friend company. After that, she quitted from her friend company because she want to take chance for her to build her own company.

For her early years, she have to expand about RM 70,000.00 because she need to rent office, workers and equipment for the company. She need to borrow loan from the bank to build the company. Taking the risk is what usually a company need to face when they start to build a company. A competitor is something odd to create a company and she deny all the application from other company because it is difficult to her to maintain the business. So, she want to make a business in private to make sure all the company is conquer by she by her own.

After few year of establish, the income of the company increase because of her determination to bring successful for the company. She choose to open a travel agency services because there many people who prefer to travel for their holiday than spending their time at home. Until now, she manage to maintain the excellency of the company.

Purpose The purposes of the systems is to make the filing system more efficient for the staff to refer and use. It is important for the staff to store as much data as possible in an efficient way to make more profit than usual and be more effective.

The system is to provides the company with a cost effective filing system in order to save the companys budget in this competitive new world. If the company can cut the cost, than the company will make better profits and try to make their customer satisfied with the services and products.

Overview of the Proposed System

The proposed of the system that we want to implement is kindly use to give an easy way to works to the staff so that they dont have any problems. It is based on the manual system which we converted to the computerized system. Besides that, we use manual system as a guideline for us to implement the system. Without the manual system all information cant be implemented to the computerized system.

Data Update on Time

First features in the proposed system is data update on time. Basically on the manual system, we can see the problems occurs for examples, using the manual system, data cant be updated because everytime the staff want to update the data, they need the data form to update and the previous data need to be delete first before they can insert the new one. So, there are the data that includes in the proposed system such us Customers Information Form, Rentals Information Form, Video Checklist and Report. Customer Information Form

Customers Information Form is the form in which it includes all the information needed by the staff about the customers. Starting with the name, the proposed system will give the information to the staff or manager to view it. This form is to view, add, edit or delete the customer information whether they need it or not. The staff just have the authority just only viewing the customers information but manager has an the authority to build anything. This position can add, edit, or delete the customer information. Rental Information Form In Rentals Information Form, the customer need to identify which video need to be rent by using the videos catalog. In the system, we also provide the videos list to the customers so that they can choose it freely. Then they can choose which video that they want to rent. In this form also include the name of the customers id because in the report, we can see who rent the video. Then, it will save through database.

Video Rental and Payment Form

After the customer choose the video, they need to sign a form of agreement. In the agreement, it containt rules and regulation to follow in which the customer should follow it. The customer should be responsible of the video. The customer need to sign the agreement in order to give them the priority for them to have the copyright of the video. Besides that, the agreement is also needed as the prove or evidence for the customer which they agree to rent the video. So all the damages should be under customers responsibilities. Report

In computerized system, the report use to view the data. It also same like a file which is uses to see the data or information according to the names of the files. So, in the computerized system, report also uses to view the data or information. For example, if the customer need to change any of their information, staff can just key in new data, then the data is automatically will updated at the report and then, it can print the data.

Security

Security is the guard to defend the data from unautthorized user to access. It is important to the computerized system because it can secure all data and also the flow of the system against hacker or virus. Security also save the data against hacker or virus. The security have two types, internal and external security.

Internal security users block the unautthorized user to enter the system. The method is by using username and password. It can secure the data by the method from any unautthorized user. We apply it because this is the alternative solution on how to protect the data. So each of the staff will get the username and password to access the system.

External security is to block the data from being crack by the hacker or be virused. The hacker commonlly hack the system until the system cant run it operation. They use their own style to burden the system. So the user create another alternative ways to protect against the hacker.

Backup and Recovery

Backup and recovery is important because once if the manual file such as document or form is missing, they can refer by using a computerized system so that it can prevent it from happening. Backup and overview is use to view the data or information in the computerized system. User can also user the manual system, but the system can only provides the output of the document but computerized system can be document because document can be print at the paper and also can view the system.

Human Mistakes

People usually make mistake because sometimes we only just do thing before thinking. But for this company, the staff is being watch and observed by the manager.

The objectives the staff is not confidents on what they write in the form. For sure, if they make mistake once, they wont do it again. But if one days, the staffs make the mistake especially when write the form, it automatically affects the cost. Based on the situation, it shows that the company need to spend more expenses just buying paper and ink to print the form. So, it will affect the company budgets and also cost the company use because one form consists more value to the company. Space Data is Limited

Using manual system will also cost lot of space to store the previous data of the customers from the started of the company until the present years. The data need to be store so the staff can check whether the customer is new customer or old customers. The company need extra spaces to store the boxes of customers data and also the staff will have hard time to search for specific customers when the next time they come. It will cost they time and it make the work less effective. Computerized system is the invented to cut the cost and time for the staff on searching the data. Previous data from the customer is kept safely in the memory and can be access by just key the name of the customer. Staff doesnt need to spent time on searching paper thorugh paper to search particular customer but they can just search it by using the computerized system.

Problem statement

The previous system was inefficient in managing our filing system which takes too much time for us to refer or when we are making a file of our customer. With the

large amount of files, there is more probability for us as a human to make mistakes. More staff is needed in the old filing system which is wasteful in our companys budget. Problems occur when using the manual system, data cant be updated because everytime the staff want to update the data, they need the data form to update and the previous data need to be delete first before they can insert the new one. The customers data also must be updated regurlarly to avoid unnecessary information clash without having to search for their files in the old system. The forms must be replaced if the information is changed and that uses many of papers. The user have to view one file after another to make a report by refering the customers forms and information provided which means that is a waste of time. With the old filing system, the security is low compared to the database management system. For an example, there is only certain people that has legal access certain files, but because of the security is low, other staff as well can view the files easily.The user also must thinks how to stop the external threats such as the hackers. Also if accident is accured such as all the files are burned to dust, the are no backup and recovery of the files, unlike the new proposed system which it has backup and recovery. There is also human mistakes in the old filing system, but with this new system, the human mistakes can be minimize to the lowest level because of the range set in the system by the user to avoid mistakes made by the user itself. It will also affect the companys budget if it occur so often. The last problem is the space needed by the old system to store its data is quite big, compared to the new system, it is a huge different in size.

Scope of The Project

Scope

The scope of our system is to make our system more efficient and effective and also it is to overcome the problems that occur while using the current manual system. It will be more reliable and faster with this new database system rather than the old traditional filing system which contains thousands of files in the filing cabinet. With this new system, we can safe rooms and time, then it will make it easier for the staff to execute the managers orders with less probability of mistakes made by them.

Firstly, when user wants to access the system, they have to enter username and also the password. Then when the user entered the system, they can display the clients data by accessing the IC number. They also can add, delete or save the data.

Secondly, the systems allow the user to prints report about the client while accessing the system. The user also can search for the clients data according to the instruction given. Once a new records being added to the system, it will allow the user to save the data. All the data and information about the client is kept in the database.

OBJECTIVE AND TARGET USER

USER GROUP

1. Managing Manager of NYMPH Video Rental Services. 2. Assistant Managing Manager of NYMPH Video Rental Services. 3. Staffs of NYMPH Video Rental Services.

OBJECTIVES

1. To explore about the current system that they use in the company. 2. To make interview with the staff about the current system that they use as a reference. 3. To collect the data based on the interview of the staffs.

PROPOSED SYSTEM DESCRIPTION

According to the diagram above, it shows that the flow of the proposed system that we want to implement. The first procedure is the staff needs to enter username and password. The reason on why we build user accessibility because it can secure the system and also safe against unauthorized user. Make sure the password is correct. After the staff enters their username and password, it will proceed to the next page which is Main Menu form, there are five menus that includes in the system such as Customer, Video Type, Rental, Report and User.

In this project, a database system for NYMPH video rental stores will be developed. Upon completion of the database, this system should be able to implement the following functions: Everyday transaction management, Inventory control management, Management decision making support: Customer analysis Movie titles analysis Contract analysis

Business activities and processes

NYMPH is a video rental chain company. It has several stores in Cheras. Its main business is to provide customers video rental service. The normal business activities include daily video rentals, new videotape purchases, videotape maintenance, decisionmaking management etc. The business processes and data required in these activities will be discussed in the following section.

Membership Application

Before a customer can rent video from store, he or her has to apply membership first. He is asked to fill a membership application form in which these information are collected: date of birth; name (Last, First, M.Initial); home address (street, Apt./Unit, city, state, zip code); home phone; identification (license state, number); social security

number (optional); name of employer (if any), work phone (if any); credit card information (type of credit card, number, expiration); additional family members (name, date of birth) etc. These data will be the metadata for the customer entity in the database system. A member card will be issued to the customer after his application is approved. Business rules:

1. All members must be 18 years of age or older. 2 .All members have to fill all required information except optional. 3. Maximum additional family members are four.

Video Checkout

Once a customer becomes member, he or his permitted family members (dependent) can rent videos in all NYMPH stores. In store, the customer first chooses his favorite videos and brings the videotapes to register to check out. The store clerk asks the customer to show his member card and then produce a contract form for the customer to sign. This contract includes the following information: store ID number; employee ID; movie titles; rental price; customer ID; customer name; rental date and due date etc. All the above information will be the metadata for rental entity in the database systems.

Video Return

The customer can bring the videotape back to store or just drop the videotape in the return box to return them. The store clerk will check the return box and record the returned videotapes.

Conclusion
This system will be developing with a computerized Video rental system to replace the traditional way, manual system to reduce the paper work. The users of this proposed system are the staffs of a Video rental company. The clerical staff might use the proposed system to proceed the transaction with customer, updating the database, generate report and so on. Meanwhile, the management level used the system for the management control and maintenance. The interaction with customer is very important in the business field. Therefore, a subsystem which is focus to customer uses also will be develop in the proposed system.

Since most of the car rental company file the document manually and it might cause the loses of some important document. Furthermore, the manual system consist lots of paper work and handle most of the transaction manually. The proposed system can handle the heavy loaded transaction and maintenance to perform the management control and it also increase the interaction between human and computer. The computerized system can eliminate the manual operation and this may cause the work faster, easier, efficiency and consistency.

The main challenge in building the system is the database connectivity within the system. The database system played an important role in this proposed system because it involved lots of transaction, so the database should be strong to make it work smoothly and produce the consistency information. Beside that, Human Computer Interaction also a challenge in this system. Therefore, heavy research should be carried out in those fields.