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Managing A Bar With Spreadsheets Essay Research

Managing A Bar With Spreadsheets Essay, Research Paper


My project will be


based on the College Coffee Bar. I will be designing and constructing a


spreadsheet that shall assist the owner or manager of the business. The


spreadsheet should allow users to store data such as, items being sold, selling


and buying costs. It should also make it easy to calculate profits and losses


over a period of time. At the moment the company record their data by hand as


they do not have a computer. They store these written files in a large cabinet,


which take up large amount of space. The company also find it hard to locate


specific files/records. As these are written on paper, they can be easily


damaged or lost, and can be difficult to transport from place to place. What I


am planning to do should be a radical improvement in reflection with the


currant method they are using. Here are my tasks and subtasks in order of which I will complete them: Ø


To do this I shall have to create a data capture sheet. I


think the easiest and most reliable sources of gaining this information


required is to interview Elain Ridgeway and Mrs Sawford who both organise


catering for school lunches and special events such as concerts. Ø


To make this successful I will firstly have to find out what


businesses are currently using so I know what I have to better, I will also be


able to ask their views and what they think it should include. Therefore then


using their input I should be able to design a spreadsheet that it caters for


as many of their needs as possible. Ø


Design several layouts for my final spreadsheet using the


views of potential users and choose the most appropriate. Ø Then using


that template create a fully functional spreadsheet that is useful, and


substantially better than what they are currently using. Ø Test it


and if necessary make changes to improve the quality. Ø Then I


will have to make two user guides, the first showing how I made the programme


and the second being instructions on usage and how to solve frequently


occurring problems. After looking at my returned data capture forms the most popular ideas


mentioned for improvement were; automatic updating of record, to be able to


locate certain records, to store large files, simple screen layout, to


highlight mistakes and needs to be able to be recalled at a later date. Most of


these tasks are software and hardware based so I will have to search certain


software programs and produced a minimal specification for the PC to see if


they can be done. This applies to all the of the following: 1. Firstly I


will have to ensure there is enough memory. This shouldn?t be a very big


problem as there will be plenty of space available. Microsoft Word, excel


should not be a problem when it comes to space. I will have at least 30 records


to store on this spreadsheet. 2.


If my spreadsheet would be able to automatically update a


record when a single piece of data is changed, it must be able to use formulas.


These are very useful as they save time by calculating numbers instantly, and


when a cell changes it will update accordingly. 3.


To be able to locate certain records of data it must have a


search facility or to be able to filter data that doesn?t fit into a certain


group. 4.


Any programme as long as it is saved can be recalled at a


later date. I would suggest that it

should be saved on the hardrive so it can


be used on that computer, and my results also showed it would be useful if it


could be opened on a different computer, therefore making floppy disks


essential. This final task is completed by me as it is how I


choose to design it: 5.


The screen layout must be easy to interpret, so to do this I


will firstly use a clear and easily legible text, and also if I use colours it


must be easy to distinguish between them and they must be explained probably by


using a key. Another important feature is to choose an appropriate layout so


scrolling up and down is at a minimal but also the text is not to small. My spreadsheet must also have the following columns (probably more!!): ?


Item- to list all the items stocked by the bar ?


Buying cost- so profit can be calculated ?


Selling cost- so profit can be calculated ?


Amount sold- so profit can be calculate ?


Money spent- to show owner how much he has to pay ?


Money made- to show how much he has money worth of products


he has sold ?


Money


lost- shows owner what stock is selling well and what isn?t, therefore allowing


him to decide if it is worth buying ?


Total profit- to show owner how much he has made on all the


items put together. ???????????????????????????????????????????????????????????????????????????????? DESIGN SPECIFICATIONMy


spreadsheet needs to: Ü Contain 30


records or more Ü Simple


screen layout Ü Be easy to


interpret Ü Be able to


use formulas Ü Needs a


large amount of memory Ü Be able to


save and retrieve information at a later date Ü Be able to


edit/ change the data in a record Ü Have a


search or filter facility Ü Have a


user guide; to help new users trouble shoot Ü Have


another user guide; to show how it was made incase of necessary duplication? I will


need the following hardwareto complete these tasks:v


VDU – So I will be able to look at


the information in the computer I have entered and use the Windows Icons Menus


and Pointers. v


KEYBOARD ? So I will be able to enter the


characters via keystrokes and change case quickly. v


MOUSE ? To make moving from programs


and selecting options much quicker and easier. v


DESKTOP ?The store of the CPU (central


processing unit), backing store, programs, files, and documents etc.? v


PRINTER ? to print out documents. v


FLOPPY DISKS ? To save work and to ensure


documents can be transported from home and school. I will


also need the following software to complete these tasks: v


WORD (below)? to word process documents. v


This also uses Windows, Icons, Menus, and Pointers to assist in making


the wanted layout, and on the whole has the same facilities. Although it is


used for spreadsheets. EXCEL


(below)- to create spreadsheets. v


COREL PRINT HOUSE (below)- for clip


arts and various other things that will improve my presentation. Corel print house allows me to create text documents


and has a great selection of brilliant creative ideas as well as


clipart.? ? v


MICROSOFT PUBLISHER (below)- another


interesting programme for desktop publishing??????????????????????? Microsoft Publisher is a package, which allows vast


creativity, i.e. border art, clipart, formatting, and also has other useful


features. ?

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