Beans n Apples

Rikish Kamboj
11 IPT
Assignment 1
Mr Hrvatin
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Q1) Define what is meant by the term information system.

An information system is the consequence of the information processes of collecting,

organising, analysing, storing, processing, transmitting, retrieving, and displaying. It is a
collection of hardware, software, people, and files all contributing in creating an
environment which the information system exists within. It is created to address the needs
of a group or individual, to solve a problem and provide benefits to an organisation or
individual.

Q2) Outline the products your company sells

The products that Beans n Apples sells are a variety of fruit. Currently in stock are 15
different types of fruit, these include:

- Apples
- Apricot
- Avocado
- Bananas
- Cherry
- Grapes
- Guava
- Kiwi Fruit
- Lemon
- Mango
- Oranges
- Peach
- Papaya
- Strawberry
- Watermelon

Q3) Clearly Identify the purpose of your information system.

The purpose of the Beans n Apples information system is to provide data to the branch
managers of Beans n Apples in a user-friendly manner. This data will be used to conduct
new marketing promotions such as the launch of new products, discounts, or to alert the
members of the Beans n Apples community. The main purpose of this information system
is to inform the Beans n Apples clients.

Q4) Clearly identifies all of the participants and users of the system

Participants:

- The owner (Rikish Kamboj)

- The Beans n Apples staff
- Third party investors

Users:

- The clients
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Q5) Produce a Gantt chart (in Excel) outlining how the project will be successfully managed. Your
Gantt chart should show how you are going to complete each item in the system in the allocated
time. Complete the Gantt chart producing both planned and actual timelines.

- Gantt chart file is in the portfolio folder

Q6) Identify in detail, how the following information processes and skills were used within the
information system and complete a description of what activity and task was completed at each
process for your project.

Collecting Data:

Data was collected for the images, prices, and information displayed on the flyer. Data on the
average prices in the current market for the products, the demand of the products was also
collected for the flyer. Product images were downloaded as either .jpg or .png format from google
images and put into the Microsoft Publisher file for the flier to accurately express what the products
were. Data in the form of text was collected from the assessment task notification to understand
what is required for the tasks of the assessment sections 1,2,3,4,5, and 6. Data in the form of text on
the personal information of the clients such as name, phone number, email, etc. was collected with
the use of the database data entry. Data was collected on complementary colours and effective
colour schemes, and websites such as paletton.com, to create the logo. Data was collected on
various types of letters to create the mail merge and text data was collected from the database to be
put into the mail merge. Data on the names of products, their current market prices, and availability
was collected to make the spreadsheet for the stock list. Data was also collected on the various
formulas used within the spreadsheet of the stock list to create an efficient spreadsheet that was
user friendly.

Analysing:

Analysing could be carried out in the organising the client names in alphabetical order or organising
by their titles in the database. The raw data from the database could also be organised and
displayed in a report where it is easily understood, this would also enable the records to be
presented in an orderly manner. Various graphs can be created with this information such as a pie
graph for male to female percentages or a column graph for the different suburbs the clients live in.

Client Genders

Male Female
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Processing:

- Logo:
o Data was collected on the different shapes of the logos of the most famous
companies such as google, windows, and apple. This data was then used to decide
what shape best suits the company and welcomes the customer in a friendly
manner.
o Data was collected from the internet on complementary colours and was used to
find similar colours using websites such as paleton.com, the colours were changed
as per the need of the company and were inputted into the project as the logo.
- Flyer:
o Data was collected on the colours and layout of common fliers delivered in the local
area such as Woolworths, Big W, Target, and Kmart fliers. The data was then used to
decide what colours to use and the layout of the flyer to best suit the products and
the target audience
o Data was collected on what information the above companies display on their fliers,
the data was then used to determine what information to display on the flyer and
how to format it to efficiently get the information to the target audience with no
confusion.
- Database:
o Data was collected on what type of information famous companies such as the ones
listed above tend to collect off their clients. This data was then used to enter the
appropriate data of the clients, (title, first name, last name, street address, suburb,
postcode, email, and phone number)
o Data was collected on the most common formats for databases, and then used in
deciding how to display and format the data in the most efficient and neat way
possible
- Mail Merge:
o Data was collected on the common layout and usages of mail merging; this data was
then used to enter data from the database with ease and efficiency
o Data was collected on common letters that companies send to their clients. This
data was then used in organising the data into a structured format so that the clients
could easily understand what message was being relayed in a friendly manner.
- Spreadsheet:
o Data was collected on what common things are added into a stock list and what was
required/ mandatory for the stock list. This data was then used in entering data into
the spreadsheet for maximum efficiency
o Data was collected on the common structure of stock list spreadsheets, for example
alphabetical order for products and the outlines for border. This data was then used
in formatting the spreadsheet data into a user-friendly interface

Displaying:

The data that was collected about the clients, such as the title, first name, last name, etc. was
displayed in a report that ordered the clients by suburb alphabetically and the sub sectioned
alphabetically by last name. The data collected about the products was displayed in the stock list in
an organised and processed manner. The product information was also displayed on the flier in a
structured format to allow the clients/ customers to be informed of the weekly specials, informing
the clients of the prices of the products for that particular week and the location of the store, the
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opening hours, the website, and the phone number of the company that the clients can use to
contact if needed.

Q7) Different technologies and skills can be used to complete the project. Justify why you have
selected to use particular skills and technologies from the range available.

To complete this, project a wide variety of skills and technologies such as various software could
have been used. I have chosen to use the skills and technologies of Adobe Photoshop, Microsoft
Access, Microsoft Excel, Microsoft Word, Microsoft Publisher.

I chose to use Adobe Photoshop as my primary image editing software as I am well verse in the use
of this software and it is an internationally recognised image editing software, enabling thousands of
different possibilities of image creating with the various tools it offers to edit images. This program
was perfect for designing my logo as I needed a program that would enable me to edit images to
create a logo that accurately represented my company.

I chose Microsoft Access as my primary software for creating a database, data entry form, and a
report as it is widely recognised and approved as a database creating software. The program allowed
me to easily create a database, a data entry form, and a report. Another reason why I chose this
program is since there are many tutorials online that aided me whenever I needed help creating a
database as Microsoft Access is widely used unlike other database creating software.

I chose to use the software of Microsoft Excel to create my stock list, and Gantt chart as it is widely
recognised and approved as a spreadsheet creating software. The program allowed me to easily
create a spreadsheet for my Gantt chart and stock list. Another reason why I chose this program is
since there are many tutorials online that aided me whenever I needed help creating the Gantt chart
or the stock list.

I chose to use the software of Microsoft Word to create my portfolio, and mail merge as it is widely
recognised and approved as a text processing software. The program allowed me to easily create
and format my portfolio and mail merge. Another reason why I chose this program is since I am well
verse in the use of Microsoft Word from years of usage.

I chose to use the software of Microsoft publisher to create my product flier as it is widely
recognised and approved as a publishing, page layout, and page design software. The program
allowed me to easily create a flier to express my products. Another reason why I chose this program
is since there are many tutorials online that aided me whenever I needed help in designing the page
layout for my flier.

The skills necessary for this task was intermediate knowledge in all of the programs listed above,
general knowledge of creating a company, information processing, and the ability to judge if
something is user friendly.
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Q8) Explain how the data is backed up and why backup is necessary. Remember to mention what
needs to be backed up when backups should take place, how backups are performed and where
backups should be stored.

Data is backed up usually monthly by using backup software or manually copying all the files onto an
external hard drive, in most cases this will be done twice on two separate hard drives to insure data
safety. Backup of data is necessary to ensure data safety to avoid scenarios where the data becomes
corrupt, servers get hacked, or systems fail and data is lost. Backing up data will ensure that the data
is always safe and ensures the company as they can simply access the backed-up data in case of any
of these scenarios. The data that needs to be backed up includes mainly the database, but also the
stock list and any other files storing information on customers. Data backup is a necessity to ensure
the constant running of a business and data safety.

Q9) Discuss in detail THREE social and/or ethical issue issues that may arise in the
development and use of this system in the future for example: privacy, security,
accuracy of data and, copyright, etc.
The accuracy of the data is an ethical issue as false information falls under the ethical issue umbrella.
If the data inputted is not accurate then it can result in major flaws to the database output, graphing
information, and using information to plan the next steps for the business. For example, if incorrect
or inaccurate data was inputted into my database, the Beans n Apples company would have
unreliable information to plan their next moves as a business, such as releasing new products based
on customer age and gender. If the information is inaccurate and showing 80% of customers to be
young adults while really its only 50% - 60%, releasing a new product based on the wants of young
adults would fail as they are only appealing to half of their customers.

The security of data is a social and ethical issue as the protection of personal information falls under
the social and ethical issue umbrella. If the data stored in the Beans n Apples database and files
were hacked or leaked, then a lot of people would have their personal/ private information stolen.
This can result in internet trolls constantly spamming the clients email address with hindrance
emails. It could also result in annoying prank phone calls, or something more serious such as identity
theft.

The privacy of data is, like security, an ethical and social issue as the privacy of ones personal
information falls under the ethical and social issues umbrella. If the information were viewed by a
third party then scenarios such as identity theft, annoying phone calls, emails, and other unpleasant
things could happen. The unauthorized analysis of information is also considered theft, resulting in
losses for the company. For example, if the Beans n Apples database were to be viewed by a
competitor fruit market then that would lead to a loss in profits for Beans n Apples as the
competitor now has all the client data that Beans n Apples has on top of their data resulting in a
huge advantage in business prowess.