The existing system that is being used by Zenith Paints is almost entirely paper-based, and as a result is cumbersome and prone to human error. The transaction data currently produced is processed by hand and all reports and accounts files are also maintained in this way.  This new batch transaction processing system will substantially reduce transaction processing times, meaning that Zenith Paints will be able to deal with a greater number of daily transactions, enabling them to expand their customer base, and increase sales. With the proposed system it is hoped for greater customer satisfaction, with more efficient handling of customer orders leading to fewer errors.

The new process is split into four distinct tasks:

Validate the transaction data, producing an error report for invalid transaction records and a new file for valid transactions.
Sort the validated transactions into customer number order, create a new file to store the sorted transactions and produce a report of this new sorted file.
Update the customer master file using the sorted transactions to create a new generation of the master customer file and produce a report for transactions that cannot be actioned.
Produce a report of customer details from the new customer master file, indicating those customers whose balance has exceeded their agreed credit limit.

System Use:

The programs must be executed sequentially, from program one to program four.  The programs can be executed by typing the following at a DOS prompt:

494792PX <ENTER>

Where X is the program number, 1 through to 4.  To run program one for example, you would type:494792P1 <ENTER>

NOTE: There are additional command-line arguments that maybe used to override any of the default file names used by each program. Details of these additional arguments are given with each programs documentation.

System Requirements:

The system will be developed to run on ZenithPaints’ existing computer system, which consists of an IBM compatible PC of the following specification:

Pentium III processor running at 500 MHz
192 MB RAM
Microsoft Windows XP Professional (DOS Prompt)
Hewlett Packard DeskJet 600

Development:

Currently Zenith Paints employs a small team of Information Technology personnel, numbering 2 in total. This small team is to be expanded in the very near future. This is to help move Zenith Paints into a more technology advanced company. With the aid of information technology the company hopes to increase its customer base to encompass the entire United Kingdom. As it is intended that customer’s orders are processed in a quick and accurate manner; therefore allowing more orders to be processed in a shorter period of time than currently achievable.

At this moment in time only one programmer is available to work on the implementation of the given specifications. This programmer shall be responsible for the implementation, the testing and also end user training. It is hoped that another IT trained person will become available to assist in the training of the developed programs.

Testing:

The testing of these programs has got to be very rigorous because if any customer records are lost or incorrectly updated this could mean loss of revenue, and could lead to Zenith Paints getting a bad reputation with its established customer base. As this move to using IT is supposed to increase business, these four programs must be tested with every erroneous eventuality being considered.

It is recommended that when the testing phase is considered to be completed that the programs are used along side the current method of customer record processing (as a further level of testing). When it is proven that the four programs process the data correctly in a consistent manner then they will become the main way to process customer records.

This method of testing will also give the intended users the opportunity of hands on training of the programs before they are to become the main method of processing. This should increase the end user’s productivity when the programs are introduced on a full term basis.

Time Scale:

There are no fixed time scales to work to for this project, although it is expected that the programs are completed and being used on a full term basis within 6 months. This seems to be a very reasonable expectation.