Educational Resources Booking Desk
Computerized Request Process
Detailed Design
An Honors Thesis (ID 499)
by
Jana M. Thackrey
Thesis Director
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L . . ) - '-------~--7~
•..... -L-··
//./
Ball State University
Muncie, Indiana
May, 1988
Expected date of graduation (Spring, 1988)
".-....
-.
Detailed Design Document
The initial
work, done
by the systems team during the fall
quarter of 1987, has been revised to reflect
and
updates.
This
project
encompasses
section only of the systems life
also
being
Storyboard.
--
incorporated
into
cycle.
a
any current changes
the
detailed design
The entire
project is
visual presentation using
pc-
PROJECT OVERVIEW
Due to
inventory at
the huge
Bracken Library at Ball
State
manner.
existing manual
Up-to-date information concerning
is
computers
project
This
the
University,
system is no longer efficient.
films, videos, and
the Educational resources at
will
not
be
available
limited
to
in
the timely
automating
the
activities and responsibilities of the booking desk.
A
new
inventory
automated
levels,
inventory
generate
system
will
provide
current
statistical analysis and scheduling
reports, and eliminate excessive repetitive manual labor.
This report will consist of the following:
Problem Definition
Summary of Findings
Requirements
Benefits
Description of Current System
Systems Constraints
Possible Alternatives
Design Overview
Output Considerations
Interactive System Considerations
Ergonomic Considerations
Security Considerations
Cost, Schedule, and Personal Information
Appendix
1
.-
2
PROBLEM DEFINITION
The True Nature of The Problem
The problem
definition is the first and most important step
in the system study.
People
must
recognize
that
a
need or
problem exists before they can create a solution.
The
nature
of
the
problem is the existing manual booking
system used by Educational Resources at Bracken Library.
the huge
Due to
inventory, which is continually increasing, this manual
system in so longer efficient.
There are
several factors which
contribute to the inefficiency of the system.
1.
-Booking assistants do not always know if a film or video is
available for check-out.
2.
-If a video or film is not available,
amount of
it takes
a excessive
time and effort to find who has it and when it is
scheduled to be returned.
3.
-An updated inventory
list
is
not
always
available when
needed.
4.
-
.
-Problems of
scheduling computers
for students and faculty
are increasing causing confusion and complaints .
3
Scope
The scope
of this project will be limited to the activities
and responsibilities of the booking
desk.
This
would exclude
those factors that are directly related to inventory control.
Objectives
The objectives
of the new system are to provide the booking
assistants with an automated inventory system
and
computers.
A
report
generation
required statistical analysis
reports,
for films, videos,
program
will
scheduling
generate
reports, and
other specific objectives include:
1.
-Automated, up-to-date inventory checking system.
2.
-Daily schedules
of films,
videos, and computers that will
be on line.
3.
-Statistical reports upon request
which include
the number
of bookings for the films and videos the university owns and
those it rents.
4.
-Automatic form generation.
5.
-To
generate
Computers and
-
an
initial
booking
Sharp Portables.
system
for
the Compaq
-
4
Summary of Findings and Recommendations
The
Desk in Bracken
Indiana
system
existing
Library
an
lS
the Educational Resources Booking
at
at
outdated
system.
coordination and communication
and
the
being
booking
done
that
Daily, weekly,
which
result
and monthly
in
assistants. Also,
a
major
cards
to
manual
the
system
lacks
inventory personnel
There is an excess of paperwork
no
useful
or
reports are
time
limited information.
being prepared manually
consumption
for
see
having
if
the
someone
the
through
search
materials
are
booking
any computerized
system,
all the
accessible.
information is available on a data base, however,
lack of
in Muncie,
the availability of any film or video must now
be checked manually by
title
University
The
between
assistants.
provides
State
Ball
This
because of the
it is not being utilized.
The
current inventory level has surpassed the present capabilities of
the manual system.
Recommendations to
correct this
problem are to computerize
the existing system, and to eliminate excessive repetitive manual
labor.
-
-
5
REQUIREMENTS
The requirements
of the
new automated
booking system have
been analyzed, and the results are as follows:
1.
-Up-to-date inventory file; possible interface with existing
film/video database.
2.
-On line availability check for films, videos, and computers
with very quick response time (1-5 seconds).
3.
-Immediate updates
of inventory
file as
items are brought
back for return purposes.
4.
-Automated form production.
5.
-Generate
statistical
reports
for varying time periods at
any given time.
-
.
6.
-Security
controls
may
be
necessary.
Users
contacted before this decision can be established .
must
be
6
BENEFITS
The
booking
benefits
desk
are
for
designing
numerous.
a computerized system for the
These
benefits
can
be
either
tangible, or intangible.
The
tangible
Some of these
benefits
include
scheduling problems
all film
and
are
more
ones that are easy to measure.
efficient
and delays,
videos,
and
workers.
elimination of
quicker availability checks for
computer
generated
reports (daily,
weekly, and monthly) .
The
measure.
intangible
benefits
These include
working hours
are
increased
and overall
those
employee
only
the
employees,
productivity during
improved employee morale.
would be operated more effectively and
not
that are difficult to
but
intangible
also
faster, which
would make
the users more content and
satisfied.
Another
benefit
would
hopefully
decrease in
the number of complaints or at least a change in the
type of complaints that the users will have to voice.
-
The system
be a
7
Overview of Benefits
Tangible Benefits:
-More efficient workers
-Eliminate scheduling problems and delays
-Create computer generated reports
-Quicker availability checks
Intangible Benefits:
-Elimination of complaints
-Improve employee moral
-Improved employee production
8
THE CURRENT SYSTEM
The current
booking system used by Educational Resources of
Bracken Library is a manual system
due to
the huge,
controlled.
of current
which has
become inefficient
rapidly increasing inventory that is currently
The problems with the current system
information at
huge paper files to find
the booking
needed
include a lack
desk and sorting through
information.
Any statistical
reports are created manually by counting papers in desired files.
There
are
four
main
processes which must be discussed to
fully understand the existing system.
These processes are listed
below:
Not every
1.
The request process
2.
The receiving process
3.
The set-up process
4.
The return process
request goes through process two, three, or four,
but every request must go
through
the
request
phase is now broken down and explained in detail.
process.
Each
9
REQUEST PROCESS
The
first
the
process,
activities of the booking desk.
request
process,
A person,
involves
the
either faculty/staff
or student, approaches the booking desk and requests a particular
item.
of
At this point, either Sylvia Powers, Peggy Stoner,
their
student
employees
checks
entitled to check out items.
cards.
If
the
person
can
request is orally rejected.
white, gold,
sure the person is
This is done by
checking their ID-
have the requested item, the
If the request is valid, a form with
yellow, pink, and green copies is filled out by the
booking assistant.
and pink
be
not
to
or one
copies of
The person is given the
the form
and proceeds
white, gold, yellow,
to the next process.
The green copy is filed at the booking desk and
to calculate booking totals.
is kept
on file
-
10
THE RECEIVING/PICKUP PROCESS
The second
process is
pick an item up.
He/she
used only
goes to
if the person is going to
the equipment
desk and gives
them the copies of the form given to him/her at the booking desk.
The employee at the equipment desk
goes and
the
the white copy of the form is
item
is
a
film
or
video,
trashed, the yellow copy is filed,
and the pink copy
item.
is given to
is
If the item is equipment, the yellow copy
supervisor.
the
If
the day supervisor, or Jeff Turner, the evening
Basil Renbarger,
trashed,
gets the
white copy
is filed, and the pink copy is given to
the appropriate supervisor.
SET-UP PROCESS
The third process is executed if an item is to be set up by
Educational Resources.
and
gives
the
booking desk.
He/she
then
The individual goes to the equipment desk
employee
The
places
the
forms
employee files
the
gold
the white
-
who assigns
copy of
the form.
copy with the item and files the
yellow copy in a second file by hour.
a dispatcher
he or she was given at the
The pink copy
is given to
a delivery person to set the equipment
up and accomplish whatever else is requested by
the obligation has been fulfilled,
the user.
the pink copy is filed.
Once
--
11
RETURN PROCESS
The fourth and final process is the return of an item by the
person who used it.
is
issued
a
When the individual returns the item, he/she
The employee then, returns the item to
receipt.
If the item was a film or video, the yellow copy of the
storage.
The employee writes "returned" on
form is removed form the file.
it and
refiles it.
The
white form
is
marked "returned
I'
and
refiled for equipment.
SUMMARY OF CURRENT SYSTEM
After careful
users,
consideration, and
it as decided that the
scope
several meetings with the
of
this
project
limited to only those activities at the booking desk.
would be
This means
the project would be to develop an automated inventory system for
films
and
videos
to
be
used
by the booking assistants.
The
current equipment inventory system is working fine and is not the
responsibility of
the booking assistants. so it will be left for
updating at a later point in time.
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12
SYSTEM CONSTRAINTS
constraints
impact the
system.
categories:
economlC,
are
those possible problems that may
Constraints
usually
always work within the
few.
The booking
termina1,
so
software
used
alleviate any
might occur
To remedy this,
lim-itations
financial
of
the
one must
user.
or
constraints for this particular system are
desk al read;."
has a
purchases
be
various copies,
IBM-PC and
would
be
The
purchase
a Zenith dumb
at a minimum.
which
in--house
';I'itten
financial burden.
this project would be to
print out
which
problems
because of the costs of the new system.
The economic
into four
operational, political and psychological.
Economic constraints are those
usprs.
fall
,-wuld
The
:3.1
so
only financial outlay for
forms
computer
order to
instead of having to manually fill out
the forms.
the
Operational constraints are
keep the
system running.
system,
an
storage
availability
of
things
needed to
Most of these involve the hardware and
software to be used in the system.
a\-ai lable
specific
computer
Some common
adequate
run
problems in...-ol n~
data-basp management
time,
and
-
13
The operational constraints are also somewhat
development tools.
The hardware and software is already present or
limited.
The library also has a database for all films
supplied.
soon be
will
and videos that are currently on hand.
Political constraints usually involve
of people
the system
who make
a certain
person or group
change over difficult.
The only
remedy for this problem is to try and plan a flexible schedule in
order
to
accommodate
constraints
are
-
simple
of
unwillingness
the troublesome personage.
new
to
users
Psychological
simply
The
to
the new system and the
accept
are
the
define.
overall resistance to change in the organization.
The political and psychological
non-existent.
willing to
Director
The
have their
of
excited about
are
using the
desire
the
booking
system
system automated.
Educational
student assistants,
system
entire
constraints are practically
personnel are very
From
Dr. Caucci, the
Resources/Public Services, down to the
sets
of
people
new system.
change,
knowing
highly
The
it
motivated and
users of the current
will
increase
their
productivity and efficiency.
In designing
a system,
any possible problems
recognizing
and
system successful.
one must look ahead and be aware of
that
may
impact
the
preparing
for
these problems can one make the
system.
Only by
-
14
ALTERNATIVES
several pages
The next
as possible solutions
present three candidates considered
the
to
currently
problems
facing
the
booking assistants when they are trying to check the availability
of either a film,
of the
video, or computer. A brief description of each
Each of these descriptions is then
candidates is listed.
followed
by
the
benefits
and
problems
associated
with
the
candidate.
-
The Thrust
Of Each
Of The
Proposed Solutions Is To Correct The
Following Problem:
the
Requests are made at
inventory file
is a
file at the booking
stems
from
a
must.
desk is
lack
of
booking
At the
desk,
When
an
an up-to-date
present time, the inventory
not always
current.
This problem
communication between the booking desk,
where requests are made, and the equipment desk,
returned.
so
item
is
back
in
where items are
inventory, the booking
assistants should be notified immediately, but they are not.
15
Candidate #1
Modify The Existing Manual System
The
simplest
solution
to
the problem would be to enhance
communications between the booking assistants and
at the equipment desk.
desk, the
possible.
booking
A
When an item is returned to the equipment
assistants
copy
the employees
of
booking assistants so they
the
should
be
notified
as
soon as
request form should be sent to the
could
update
their
inventory file.
All statistical reports would be manually processed.
Benefits Of Candidate #1
-Paper inventory
file at the front desk would be updated
more often and would therefore be more accurate than it
is
at the current time.
-No costs would be involved.
Problems Of Candidate #1
-Equipment desk employees may resent the added step to their
work process, and therefore deter any
come out of such a system.
benefits that
might
-
16
-The booking
assistants must still sort through a huge card
file to check availability of a film or video.
-The booking
desk
inventory
file
will
not
updated
Thus, there
immediately following the return of an item.
will be
be
a delay in the information process concerning
inventory control.
Candidate # 2
Database Usage Of An IBM-Personal Computer
The second
create a
solution
was
to
database on an IBM Personal Computer.
would assist the booking
information on
database.
each of
Query
assistants to
made.
considered
assistants
the films
commands
could
retrieve necessary
A printer would be
in
used
dBase-III to
The systems team
entering
and videos
be
use
the necessary
into a relational
by
the
booking
information when a request was
installed and
special forms purchased
so that request forms could be automatically produced.
Benefits Of Candidate #2
-The
system
will
be
automated
to
provide
quicker
-
17
availability
checks.
-This change
will cause the booking assistants to become
more productive.
-The number of complaints would be reduced because of the
increased efficiency of the proposed system.
Problems Of Candidate #2
-The
database
may
personal computer.
be
too
large
to
be
installed
on a
This will cause more problems than those
that currently exist.
-The inventory
file could only be updated from the one work
station at the booking desk.
The problem arises because all
items are returned to the inventory desk.
-Personal
computer
software
(5
1/4"
or 3.1/2" floppies)
could be damaged because of use by non-technical personnel.
-The statistical reports would still be manually produced.
18
Candidate #3
Mainframe On-line / Batch Processing System
The final and most complex candidate considered was to use a
mainframe computer as the
would be
created on,
3070 or the IBM-3083).
to
produce
screens
central processing
A database
unit.
and using Ball States' IBM Mainframe (IBMCommand level CICS programs would be used
for
on-line
availability checks.
A batch
program written in either EasyTrieve Plus or Cobol would be
written
to
produce
statistical
reports
assistants must currently calculate by hand.
installed at
the
Terminals
booking
would be
the booking desk for availability checks and at the
equipment desk for inventory
special forms
that
discussed as
file
part of
updates.
The
Candidate #2
printer and
would also be
part of the mainframe system.
Benefits Of Candidate #3
-Quick response time for availability checks.
-The system would become increasingly user friendly.
-Immediate update of inventory file by employees at the
equipment desk would occur.
-
19
-The booking desk and equipment desk will be linked.
-Workers will be more productive.
-Reports will be generated upon request.
Problems Of Candidate #3
-This system represents the biggest change from the existing
system.
-The employees at the
equipment desk,
as well
as those at
the booking desk, must be trained.
-Costs will be higher.
-Implementation
of
this
proposal
will
be
the most time
consuming.
Detailed Comparisons Of The Various Candidates
In deciding
on which
candidate to
implement, the benefits
-
20
were compared
to the
the proposed systems.
manual system
costs and problems associated with each of
improvement to
The potential
the current
Each of the proposed systems
was also considered.
were evaluated against the following criteria:
2 . - ease of use
1- - accessibility
3.
- fast processing
4.
-
expansion capability
5.
-
customer service
6.
-
economy (additional
7.
-
accuracy
A major
factor considered
No matter
expansion.
have the
costs
ability
Resources grows.
to
cause
expand
a
date
as
the
inventory
at Educational
Of the systems considered, Candidate #1 is the
problems,
impractical.
decision process was
which system was chosen, it would have to
The current inventory is large enough
most limited in this area.
to
during the
but
expansion
would
make
Candidate
#1
The inventory could also expand to be too large for
base
on
Candidate #3, a
a
PC,
so Candidate #2 might not work either.
mainframe
database,
is
the
best
choice when
expansion is considered.
Processing speed
was also considered.
the system is terribly slow.
through paper
files and
At the present time,
The booking assistants
make phone calls to the equipment desk,
just to determine if an item is in the inventory.
even worse.
must search
Scheduling is
The booking assistants really have no idea where an
21
item is
it is
or when
Customer service as well as
available.
accuracy are terrible.
Candidate #1 will improve customer service and accuracy, but
will not
decrease the time the booking process takes.
#1 is not much of an improvement over
Candidate
system.
the existing
The
only advantages to Candidate #1 are the lack of costs and the
fact
that
it
does
not
cause
much of a change in the current
process.
Candidate #2 would improve processing speed and accuracy and
thus improve
customer service.
The problem with Candidate #2
1S
that a PC database would be a one
person unit.
be used
A list of returned items would
by one person at a time.
have to be sent from the equipment desk
It
to the
could only
booking desk, so
the inventory could be updated.
Candidate #3
system.
represents the
biggest change
Accessibility is greatest with
to the current
this system
because two
terminals at the booking desk and one at the equipment desk would
allow the inventory to be updated the minute an item
from or
returned to
the inventory.
Because
would improve over the two other candidates.
lead to
time.
a large
improvement in
was removed
of this, accuracy
These improvements
customer service and processing
-
22
The
three
candidates
were
compared
characteristics matrix with varying weights given
system characteristics.
a
desired
to the desired
One can clearly see that Candidate #3 is
by far the better choice.
( See following page for chart.)
-
on
23
CANDIDATES
#1
Desired System
Characteristics
Modified
Manual System
Online
PC Processing
#3
Online/Batch
Processing
Accessibility:
9
2 ( 18)
5 (45)
8(72)
Fast Processing:
8
1 (8 )
7 ( 56)
9(72)
Customer Service: 4
3 ( 12)
6 (24)
8(32)
Accuracy:
9
4(36)
6 (24)
8(72)
Economy:
8
10(80)
7 ( 56 )
8(64)
Ease of Use:
7
2 ( 14 )
4(28)
7(49)
Expansion
Capabilities:
9
2 ( 18 )
7 ( 63)
9(81)
168
296
442
TOT ALS : : : : : : :
-
#2
24
DESIGN OVERVIEW
Of the three candidates, Candidate #3 most closely meets the
needs of the uses.
makes
their
The
jobs
booking assistants
unsatisfied users and the
faced with.
by
easier
want a
eliminating
complaints
that
system which
the
they
pressure
of
are constantly
The best way to do this is to make the availability
checks a lot faster and much more accurate.
Candidate #3
is the
best way to achieve the requirements presented by the users.
THE NEW SYSTEM
The
new
system
involves
Mainframe.
The database
inventory
of
capabilities
over
for
must
6000
expansion,
creating
be
able
a
to
elements.
database on· the IBM
handle
There
therefore,
a
the current
must
also
be
relational database
would be appropriate.
Command level
CICS programs
produce on-line query system.
to
control
information
in
and maps
CICS is a
an
will be developed to
system on
interactive
the IBM used
environment.
(A
25
detailed explanation
of CICS
can be
found in Appendix C).
advantage of using an on-line system is that as data
it can
The
is entered,
This greatly minimizes
be edited and checked for errors.
the chance
of entering incorrect data into a file or
information
from
the
database
Retrieved
database.
will also be displayed on-line.
The screen layouts for the input and output
screens can
also be
seen in Appendix C.
The main
focus of
this new system will be the availability
The
checks for film and video.
proposed
on-line
system will
allow a booking assistant to enter either the complete or partial
title of the desired item.
the database
will be
All
will
on
displayed
a partial
the titles
screen
that contain
so
that
desired film or video can be obtained.
is known,
entered.
the title,
title is entered,
searched with the key words entered by the
booking assistant.
be
If only
and the
A schedule for the item and
the exact title of the
Once the
date the
the key words
complete title
item is desired will be
date will
be displayed so
the availability can be checked.
Films or videos could also be searched for by use of several
other keys.
example,
These are subject, length, and type.
if
a
professor
wanted
a
30 minute VHS on a certain
subject, these variables could be entered
items
meeting
the
criteria
This way, for
and the
titles of the
would be displayed on the terminal
26
screen.
The availability
of these
items would then have to be
checked.
Once the availability of an item has been established,
on
the
entered.
This is currently done by a booking assistant manually
The new system could
filling out a request form.
The booking
chore.
requested
be
information
of this
particular
must
requested
assistant will
eliminate most
call up a menu and
select which of the three request forms he/she wishes to produce.
The appropriate
screen will
appear.
then enter the requested ID number.
borrowed
an
item
before,
The booking assistant will
If
the requestee
has ever
the personal data entered previously
would appear and could be verified, and changed if necessary.
he/she was
If
a first time user, this personal data must be entered
by the booking assistant.
The stock number of the
film would be
entered next, and all the necessary information pertaining to the
film or video would be displayed
the screen.
in the
The date and time the item is to be checked out, and
the time the item is to be returned
the
screen
appropriate location on
in
the
will be
appropriate places.
manually entered in
These procedures would
update the availability schedule of the item.
Once the
form was
complete, it would be sent to a printer at the booking desk.
booking assistant would keep
copies to the requested.
equipment desk.
one
copy
and
give
The
the remaining
The requester would then proceed to the
-
27
A terminal would also be needed at the equipment desk.
an item is returned,
inventory should
it is returned to
the equipment
The
be immediately updated to reflect the return of
This aspect of the new system will eliminate the
an item.
confusion currently facing by the booking
inventory will
always be
assistants
be
assistants
must
currently
written
would
to
simply
reports
manually
generate
have
which
generate.
these
to
assistants because the
The new system will have the
current.
capability of generating statistical
would
desk.
When
A batch program
reports.
supply
a
the booking
The
date
booking
range to be
included on the report.
-
The batch program would
information retrieval
and data
used as a report generator.
use.
Despite
the
be written
in EASYTRIEVE
management system which is often
EASYTRIEVE PLUS is easy to learn and
simplicity of programming complex automized
reports, the reports produced by an
EASYTRIEVE PLUS
be
a
viewed
on-line
or
routed
to
printer.
operates on the IBM 3070 and would be perfect for
statistical
reports
desired
by
the
program can
EASYTRIEVE PLUS
generating the
booking desk.
EASYTRIEVE PLUS are located in Appendix C.)
-
PLUS, an
(Details of
28
OUTPUT CONSIDERATIONS
Media
It was decided by the systems team that both printed, and
screen output
is needed
requirements.
The users want quick
will
accomplished
be
if the
through
A batch program will
outputs.
statistical reports.
written by the user
enters the
new system is to meet the users
availability checks.
the
use
be written
of
screen
These
inputs and
to produce
hard copy
The five copy request forms currently hand
will be
generated as
the booking assistant
requesters data into the database.
The forms will be
printed by a letter quality printer at the booking desk.
Screen Output
A film or video's
will
be
displayed
availability schedule
when
a
number or item title and the
information
is
entered,
the
information displayed on the
type.
For each
booking
date
certain day
assistant enters the stock
to
schedule
schedule
for a
be
checked.
Once this
will be displayed.
includes
item
The
title and
hour of the day, the availability is displayed.
29
If an item is unavailable, the date and time it is to be returned
is listed.
The borrower and his/her phone number are listed.
The request
generated.
choose
forms for
The booking
which
request
appropriate form
computers will
assistant will
form
will be
to
now be automatically
use a
The
produce.
shell
of
the
The booking assistant will
displayed.
fill in the form on line and then
selector menu to
have it
printed on
a special
five copy form on a letter quality printer.
Printer Output
Statistical reports
will be generated using a batch program
which reads a history portion of the database.
at the
Resources.
It will contain the totals of either all the films or
or month.
This
will
and delivered to Educational
out, picked up, or set up for a certain day, week
Also, quarterly totals
eliminate
all
could be
produced on request.
the manual number crunching presently
being done to produce a tally sheet of information.
-,
report will
be printed
videos checked
computer center
This
30
INPUT CONSIDERATIONS
Once
the
structure
of
the
database has been set up, the
information will be entered by student
day operations
using the
assistants at two
terminal will
database will
terminals
be placed
assistants.
placed
at
be done
the
The day-toby the booking
booking
desk.
A
at the equipment desk so that equipment
desk employees can also update the database.
31
INTERACTIVE SYSTEM CONSIDERATIONS
The following
interactive systems considerations are listed
in a book by Doug Lowe,
entitled CICS
and were
the interactive
considered as
For The
COBOL Programmer
system described in the
design document.
1. Shared Files
More than one user
same
time
files.
so
it
will need
must
can not
the system
at the
provide the capabilities to have shared
All file updates must
one user
to access
update a
be coordinated
so that
more than
record at the same time another user
does.
2. Response Time
Response time is the time period
processed.
Factors
that
may
a transaction
takes to be
affect response time are listed
below:
- the size of the CPU
- speed of disk drives
- how the system parameters are set
-
32
- the speed of the communication lines
- how the application programs are written
3. Security
With
the
interactive
system
terminals will be located at the
that
booking and
security measures must be considered.
has
been
proposed,
equipment desk, so
For the proposed system, a
log-on procedure with a users password will be used.
4. Recovery
In the event of a systems failure, a recovery system must be
planned.
-
33
TRAINING
The training
of the
new users
would be limited to the two
They would
booking assistants, Sylvia and Peggy.
line by
the systems
team.
be trained on-
A simple manual would accompany the
training, which would show screen outputs and user inputs to make
the
system
more
easily
assistants had fully
charge of
After
understood.
understood
the
system,
the
they
two booking
will
be in
training the several students who work under them.
IBM/CICS specialist should then
be
hired
by
the
should any problems arise during this academic year.
An
booking desk
34
ERGONOMIC CONSIDERATIONS
Ergonomic considerations are all those things connecting
the
computer
and
the
In
user.
studying
coordinating it with our system design,
should be
considered to
make the
a few
users job
ergonomics
and
important factors
as comfortable and
easy as possible.
The screen design that the user
have
to
be
well
planned
in
will have
order
to
to look
at will
increase accuracy and
productivity.
The screen should be uncrowded and contain lots of
blank space.
The
prevent any type of
used should
data should
be logically grouped together to
user from
be non-technical
being confused.
and user friendly, as the majority
of people working at the booking
computer
knowledge.
The
The terminology
desk have
a limited
amount of
hardware should contain a detachable
keyboard and a non-glare screen to allow the users to
work for a
long period of time without any signs of fatigue.
All
of
these
considerations
account in order for the user to be
the system.
would
have to be taken into
happy with
and want
to use
35
SECURITY CONSIDERATIONS
Security
1S
a
system
of safeguards designed to protect a
computer system and data from deliberate or accidental damage.
A
few common
sense security measures to be implemented are that no
one
be
would
terminals
allowed
and
installed in
that
fire
order to
surroundings.
fire hazard.
to
or
smoke
eat
around
(smoke
detectors
prevent unanticipated
the computer
alarms)
would
be
destruction of the
Sprinklers could also be installed to minimize any
(Most of this equipment is already installed).
To protect the data files, backup
files of
the master file
and database file should be made and stored somewhere safely offsite.
The
copies of
on-line
microcomputers
their diskettes
in order
should
also
make frequent
to minimize the loss should
the system crash.
Use of the terminals would be limited to
However, because
of the
will be no type
of user
user
1S
authorized to
nature of
system or
very important part of every system.
implemented
for
the
data and its function,
security involved
use the
system.
library employees.
to determine
not.
there
if the
Security is a
The previous steps
will be
Any additional security devices
could be added depending on if the need would arise.
-
36
COSTS, SCHEDULES, AND PERSONNEL
Personnel
The personnel
be
specialized.
required to
The
implement the new system need to
systems
implementation of
the new system.
implement
database
it,
programmer would
a
team
would
up
to
the
However, to actually code and
specialist
need to be hired.
work
and
an
experienced IBM
These professionals would be
supplemented and advised by the systems
team in
order to create
the technical aspects in producing the new system.
The users
of the
follow{ng individuals
proposed system
listed below,
will be
who all
booking system.
-Sylvia Powers
-Peggy Stoner
-Basil Renbarger
-Student Assistants
-
composed of the
utilize the manual
37
COSTS, SCHEDULES, AND PERSONNEL
Costs
Hardware
Hardware will
be supplied by the university through funding
Specific costs
for library resources.
cannot be
determined at
this time.
Software
Software
will
be
created
by
the
systems
team
during
independent study during Winter Quarter, 1987-1988, at Ball State
University.
Other
As stated above, specific costs cannot be determined at this
phase of the project.
Much
investigation is
needed to provide
such information.
Schedules
The
Preliminary
Investigation
reported on October 27,
Document was
The
was
Analysis
completed
and
and Requirements
also completed and reported at the same time of the
Preliminary Investigation
current
1987.
Report
system
and
Report.
design
of
The
new
completed
analysis of
system was scheduled to be
completed by the end of Fall Quarter, 1987.
-
-
APPENDIX A:
Structure Chart
Context Diagrams
Gantt Chart
-
a1
-
........
o.vtd
I
f ,tLM Al8tSTAHT IlJIIIWrWllt
I
i
w.-~1
~
Y~tll
c.-t
I
8CCICtNC ASSrSTANT
-"lvt.
~
I
BILIIPICNT IlJIDYtDl
.e1.1
i
I
"ICKT BILl" IlJIOYIIQIt
-
"-iibal ..
a2
Requestee
ful fllled
request
orel
request
Booking
Process
reQuestee deli vers
forms to eaulpment
desk
Equipment
Desk
-
CONTEXT D~ ABRAM
a3
-.
Requestee
Requestee
ID
Check For
Vaild
Inventary!Requestee
Data Base
Id
veri fi ed 1D
Check
Availability
-.
Fi 1m!Vi dea Stock
Number &. Requestee
Number
Fill Out
Form
Campl eted Form
Equipment
Desk
BOOK~ HG
-.
PROCESS
lEVEL 0
,-,
Ti tle Information
ReQuestee/lnventory
Data Base
Enter Title
or Partial
Title
--
Check
Schedule
AVI1~lb1~1ty
Leve~ 1
Check
as
-,
Select Form
Style
10 Number
Inventory/requestee
Oete Bese
Enter requestee
Id Number
Enter Other
Requestee
I nformet ion
Info
Screen with
Requestee Info
Enter Stock
Number
Screen with
Compl eted Form
Print Form
-
f111 OlJlt 1he form
Leve1 1
a6
GANTT CHART
This
Gantt
Chart
presents
the
activity required for this project.
be completed
Phase had
to
by the
be
schedule
The first
end of Fall Quarter, 1987.
extended
three
Thanksgiving and Christmas holidays.
additional
of
each
major
three phases will
The Development
weeks
because of
a7
-
Preliminary Design
Analysis
Design
Development
Implementation
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20
Weeks
.-