Name :

StudentID :

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Shop title / product title

Information Technology Studies Project

Documentation

Project Title : Toy Shop Operations System

Students Name : Abdul Mateen Bin Mohd. Rauff
Student ID : 0701G59793
Group : K1
Lecturer’s Name : Mrs. Sukhminder Kaur

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1.0 Problem Definition

We are toys, is a toy shop which utilizes a manual ledger and record system to
keep track of all sales transactions that occur. This current method is inefficient as
it is time consuming and prone to human error. Another drawback of the manual
system is that with every passing day, more and more storage space is needed to
store the recent transactions.

1.1 Aim

The aim of the We are toys database is to keep accurate and efficient records
of all sales transactions of their customers when toys are purchased as well as
to record stock movement, employee’s wages, toy information and operational
costs. This is essential as it will provide a good measure of protection against
erroneous information which could end up in a false representation of the
businesses performance.

1.2 Problems/Needs

With a toy store, there is a high turnover rate, thus needing large amounts of
data to be recorded in a time efficient method with minimal errors. This being
said, it is essential to upgrade the manual system to a computerized one, as the
manual system can cause many differences in data which could lead to the
results being inaccurate and defective.

1.3 Causes

The manual ledger and record system is inefficient and confusing to use when
there are large numbers of sales daily. Another factor is the presence of human
error as inaccurate data entered will produce inaccurate and unreliable
information. In addition to this, the retrieval of data to refer to will be a
tedious process as they have to be retrieved manually.

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2.0 Analysis

2.1 Outcomes

2.1.1 Data Entry Screen

The We Are Toys, toy shop has 2 transaction forms which connects two other forms and
enables the user to enter or alter data for a transaction that has occurred. The first data
entry screen in the database is the Sales data entry Form and the transaction details of a
sale are recorded into it, and will then be stored later on in the Sales Table. Secondly,
there is the Sales Details data entry form, and this form allows the staff to record the
other details of the transaction such as quantity sold, and this will also be later stored in
the Sales Details Table.

Sales Form

This form is the most utilized form as it will be used on a day to day basis for the
recording of sales transactions that occur. This form links the Staff Table to the
Customers Table, acting as a many to many relationship. The Sales form contains fields
of CustomerID, StaffID, Date and SalesID. The data for these fields are to be entered
manually by the user.

Sales Details Form

This form acts as a bridge for the Sales Table and the Toy Table. As naturally, one sale
can contain many different toys, and one type of toy can be sold repeatedly, a many to
many relationship is the best fit. The sales details table acts as a resolving table and
rectifies the many to many relationship. The sales details table contains fields such as the
SalesID, ToyID, and the QtySold. It enables the quantity of toys sold to be entered for
each sale.

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2.1.2 Simple Outcomes

Firstly, the simple outcome is a query where there are no calculations or groupings, but
rather retrieves information from separate tables and combines them into one to give an
accurate view of the happenings of the business. There are two simple outcomes in this
relational database which are the Employee Dealings and the Supplier Dealings.

Employee Dealings

This simple outcome gathers the list of staff members who attended to the customers on a
particular date, which has been sorted according to the StaffID in an ascending order.
This query enables a business to review their employee’s performance. This query
includes three different tables, which are the Staff Table, Sales Table and the Customer
Table. The records the query contains are the StaffID, StaffName, Date, CustomerID,
CustName.

Supplier Dealings

This simple outcome shows the list of suppliers which supplies toys to the business, and
they are sorted according to SuppID in an ascending manner. This query enables a the
user to be able to track stock to their individual supplier in the event of a problem with
the stock. This query is built up of two tables which are the Supplier Table and the Toy
table. The records in this query are the SupplierID, SuppName, ToyID and the Toyname.

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2.1.3 Complex Outcomes

A complex outcome is a query in which calculations are used to convey information

desired to the user. In this database there are 7 different complex outcomes which are
Staff Age, Employee Salary, Net Expenses, Stock, Net Profit, Net Revenue and the Sales
Profit Function.

Staff Age

This query calculates the staff’s age. This query is required for the business to ensure that
all their staff members are of the legal age to work. The query contains the fields of
DOB, from the staff table. The staff’s age is then calculated by taking the current date,
take away the staff’s DOB and then divide the result by 365. this query displays the
StaffID, StaffName, Gender, DOB and Age which is sorted according to StaffID in an
ascending order.

Staff Salary

This query calculates the amount due for the staff’s salary at the end of the month, and is
required to calculate the salary for each staff member. The total of each of the staff’s
salary will later be added together to produce the Sumoftotalsalary query which will be
used to calculate Netexpenses. There are a few calculations in this query, which is to
calculate a staff’s EPF of 9% and their SOCCO of 2% against their salary. The EPF and
SOCSO figures are then deducted from the salary to give the amount payable to the staff.
This query contains the StaffID, Salary, EPF, SOCSO and Total Salary fields, and is
sorted according to the StaffID in an ascending order.

Net Expense

This query calculates the NetExpense, thereby letting a user determine the exact financial
position of his/her business. This query requires the Sumoftotalcost and the
sumoftotalsalary figures from the other statistical outcomes. These figures are then added
together to display the total expenses incurred by the business. The query will finally
show the Sumoftotalcost, Sunoftotalsalary and Net Expenses fields.

Net Profit

This query calculates the Net Profit of the business. This query utilizes the figures from
the Sumofrevenue query and the net expenses query. The net profit if then calculated by
deducting the net expenses from the sumofrevenue figure. This query will finally display
the Net expenses, sumoftotalprofit, and the totalincome fields.

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Stock

This query calculates the remaining stock after sales. This query is used so that the staff
will be able to re-order a new stock of item when the older stocks are dwindling.

Sales Profit Function

This query calculates the Total Income, Total Cost and the Total Profit for each sales
transaction that occurs. This enables the user to be able to review the performance of
his/her business. This query requires the price and the cost from the Toy table and the
QtySold from the Sales Details table. The Total Income is calculated by multiplying the
Price and the QtySold. The Total Cost is calculated by multiplying the Qtysold with the
Cost and the Total Profit is calculated by deducting the Total Cost from the Total Income
figures. This query will display the SalesID, ToyID, Toyname, Cost, Price, QtySold,
Total Income, Total Cost and the Total Profit fields. This table will be sorted according to
the SalesID in an ascending order.

Net Revenue

This query calculates the total amount of money that is generated through sales. This
query utilizes the Price from the Toys table and the Qtysold from the Sales Details table.
The net revenue is calculated when the Qtysold is multiplied with the price. This query
will display the ToyID, Toyname, Price, Qtysold and the Net Revenue.

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2.1.4 Statistical Outcomes

Firstly, a statistical outcome is a query that has a total attached to its field, such as the
sum of a group of figures, or the average or a group of figures. There are 5 different
statistical outcomes in this database, and they are the Sumofrevenue, Sumoftotalcost,
Sumofsalary, Quantity Sold, and Quantityonhand.

Quantityonhand

This query calculates the sum of toys that the business has left on hand, or in stock. It
enables the user to be able to track the stock levels efficiently. The figures in this query
will also be later used to calculate the remainder of toys after sales. This query displays
the ToyID, Toyname and Sumofqtyonhand.

Quantity Sold

This query calculates the sum of toys sold. This allows a user to be able to double check
the profit figures or stock levels, and will be later used to calculate the remainder of toys
after sales. This query displays the ToyID, Toyname and the SumofQtySold.

Sumofsalary

This query calculates the sum of money paid to the staff as their salary, and this enables
the user to monitor the expenses of the business. This query will also be used to calculate
net expenses and later on, the net profit made by the business.

SumoftotalCost

This query calculates the sum of the total purchasing costs of the business, and it allows a
user to track purchasing expenses efficiently. This query will be used later on to calculate
net expenses and later on, the net profit made by the business.

SumofRevenue

This query calculates the sum of the total revenue generated by the business, and it allows
the user to monitor the businesses revenue and performance more efficiently. This query
will be used later on to calculate net profit made by the business.

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2.2 Elements

2.2.1 Data and Processing

2.2.1.1 Simple Outcomes

Employee Dealings

Find: List of StaffID AND Staffname AND Date AND CustomerID AND Custname.

Sort: By StaffID in an ascending order.

Supplier Dealings

Find: List of SupplierID AND Suppname AND ToyID AND Toyname

Sort: By SupplierID in an ascending order.

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2.2.1.2 Complex Outcome

Staff Age

Calculate: Age with the formula Age: Int((Date()-[DOB])/365)

Find: StaffID AND Staffname AND gender AND DOB

Sort: By StaffID in an ascending order

Staff Salary

Calculate: EPF with the formula EPF: [Salary]*0.09 AND SOCSO with the formula
SOCSO: [Salary]*0.02 AND TotalSalary with the formula TotalSalary: [Salary]-([EPF]+
[SOCSO])

Find: StaffID AND Staffname AND Salary

Sort: By StaffID in an ascending order

Net Profit

Calculate: Net profit with the formula TotalIncome: [SumofTotalProfit]-[Net Expenses]

Find: Net Expenses (complex outcomes) AND SumofTotalProfit (statistical outcomes)

Net Expense

Calculate: Net expenses with the formula Net Expenses: [SumOfTotalCost]+

[SumOfTotalSalary]

Find: SumofTotalSalary (statistical outcomes) AND SumofTotalCost (statistical

outcomes)

Stock

Calculate: Remainder with the formula Remainder: [Qtyonhand]-[SumofQtySold]

Find: ToyID AND Toyname AND Qtyonhand AND SumofQtySold (statistical

outcomes)

Sort: By ToyID according to ascending order

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Net revenue

Calculate: Net revenue with the formula TotalProfit: [Price]*[QtySold]

Find: ToyID AND Toyname AND Price AND QtySold

Sort: By ToyId in an ascending order

Sales Profit Function

Calculate: Total Income with the formula Total Income: [Price]*[QtySold] AND Total
Cost with the formula Total Cost: [Cost]*[QtySold] AND Total Profit with the
formula Total Profit: [Total Income]-[Total Cost]

Find: SalesID AND ToyID AND Toyname AND Cost AND Price AND Qtysold

Sort: By SalesID in an ascending order

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2.2.1.3 Statistical Outcomes

Quantity Sold

Calculate: SumOfQtySold by selecting “Sum” in “Total” Column in design view

Find: ToyID AND Toyname AND QtySold

Sort: By ToyID in an ascending order

QuantityonHand

Calculate: SumOfQtyOnHand by selecting “Sum” in “Total” Column in design view

Find: ToyID AND Toyname AND QtyOnHand

Sort: By ToyID in an ascending order

Sumofrevenue

Calculate: SumOfRevenue by selecting “Sum” in “Total” Column in design view

Find: Total Profit (From Complex Outcomes)

SumofTotalCost

Calculate:SumOfTotalCost by selecting “Sum” in “Total” Column in design view

Find: Total Cost (From Complex Outcomes)

SumoftotalSalary

Calculate: SumOfTotalSalary by selecting “Sum” in “Total” Column in design view

Find: Total Salary (From Complex Outcome)

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2.2.2 Software

Referring back to the problem mentioned earlier in the documentation, the manual ledger
and record system is inefficient as it is very prone to errors and may cause maintenance
issues as the numbers of transactions keep increasing. In addition it is also tedious and
time consuming to record down every sale manually, and to search for a desired sale.
Therefore the use of a computerized database system is overall more time efficient, user
friendly.

Moreover, a computerized database system would ensure that data redundancy will be
minimized as data are to be integrated into a single, logical structure which ensures that
the data will only be recorded in one specific location. This also decreases the need for
large storage spaces.

In addition, the computerized database system ensures data integrity. In the manual
ledger, once data is altered, the corresponding records have to be altered to suit, but when
using a computerized database all respective records linked to the transaction will be
updated simultaneously. A database also has validation features where there are rules
which allow the entering of wrong data to be reduced.

To further ease operations, a database such as this allows users to share data, for example
an authorized user can view the system through a main server.

In conclusion, the data in the computerized system is data independent, which means that
data or records can be changed due to the separation of data descriptions

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Hardware

To run the database software smoothly, efficiently and effectively, there are a few
hardware devices that will be required. Firstly, of course a personal computer is required
with the basic devices such as the mouse, speakers, keyboard, printed, modem and CD-
ROM drives. A server is also required in order to enable the employees to view the data
in the database. To run the system with no errors resulting from the lack of storage space
of processing power, the minimum and recommended requirements of the system is listed
below.

Minimum Requirements

Processor : Intel Pentium 233-Megaherts (MHz)

Memory : 128MB RAM
Hard Disk : 180MB available storage space
Drive : CD-ROM Drive
Operating System : Microsoft Windows 2000 with Service Pack 3
Display : Super VGA (800 x 600)

Recommended Requirements

Processor : Pentium III

Memory : 256 RAM
Hard Disk : Optional Installation Files Cache (recommended) requires an
additional 200 MB of storage space
Drive : CD-ROM Drive
Operating System : Microsoft Windows XP Professional Edition
Display : LCD Display

Recommended Peripherals

A personal computer which includes a Monitor, Mouse, Keyboard, Speakers, CDROM

Drive, Floppy Disk Drive, Ports, Modems, Printer, Scanner, Microphone, Headset and
other enhancement peripherals

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Design of the New Information System

3.1 Tables and Relationships.

Each table which is created has a specific name which is created by the user in order to be
able to reference it to a file in the database. A table has a function to keep track of
respective data which is entered into the database.

Customers Table

The Customer Table contains fields such as the CustomerID, CustName, Address,
Contact, Gender, Email, Excust and Picture.

CustomerID is the primary key in the Customer Table which uniquely identifies each
customers that purchases toys.

Custname contains records of each customer’s name.

Address contains records of each customer’s residence address in order to be able to mail
them the latest toy brochures.

Contact contains records of each customer’s hand phone number so that they can be
contacted in the occasion of an unpaid debt or for a promotional package.

Gender contains records of each customer’s sex.

Email contains records of each customer’s Email address so that they can be contacted
F.O.C.

Excust contains records of customers who visit the outlet repeatedly.

Picture contains the picture of each customer.

Sales Table

The Sales Table contains fields such as SalesID, Date, StaffID and CustomerID.

SalesID is the primary key, which uniquely identifies each sales transaction

Date contains records of the dates when each sale was carried out

StaffID is the foreign key which creates a relationship by linking the Staff Table and the
Sales Table

CustomerID is another foreign key that creates a relationship by linking the Sales Table
and the Customer Table

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Sales Details Table

The Sales Details Table contains fields such as the SalesId, ToyID and the QtySold. This
table has no primary key as it is a resolving table

SalesID is the foreign key which creates a relationship by linking the Sales Table and the
Sales Details Table.

ToyID is the foreign key which creates a relationship by linking the Sales Details Table
and the Sales Table.

QtySold contains records of each quantity of toy sold during a transaction. This field is
essential in the calculation of the TotalCost and TotalRevenue queries.

Staff Table

The Staff Table contains fields such as the StaffID, Staffname, Address, DOB, IC,
Salary, Gender, Picture.

StaffID is the primary key in the table which uniquely identifies each staff member

Staffname contains records of each staff member’s name

Address contains records of each staff member’s residence address

DOB contains records of each staff member’s date of birth, which will later be used to
calculate the staff’s age.

IC contains records of each staff member’s identification card number

Salary contains records of each staff member’s salary earned at the end of the month, and
will later be used to calculate total expenses.

Gender contains records of each staff member’s sex.

Picture contains records of each staff member’s picture.

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Suppliers Table

The Suppliers Table contains fields such as the SupplierID, SuppName, SuppAdd and
Contact Number.

SupplierID is the primary key of the table, and it uniquely identifies each supplier that
brings goods into the business.

SuppName contains records of each supplier’s name

SuppAdd contains records of each supplier’s business address.

Contact Number contains records of each supplier’s contact number.

Toys Table

The Toy Table contains fields such as the ToyID, Toyname, SupplierID, Price, Cost,
QtyonHand, and Picture.

ToyID is the primary key of the table, and it uniquely identifies each toy that is in the
business’s stock.

Toyname contains records of each toy’s brand name or trade name

SupplierID contains records of each toy’s supplier

Price contains records of each toy’s selling price

Cost contains records of each toy’s cost price

QtyonHand contains records of the quantity available of each toy in the business’s stock
levels.

Picture contains records of each toy’s picture

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Explanation of the Relationships

Relationships are a connection within the data stored in a database.

Staff Table and the Sales Table

The relationship between the Staff Table to the Sales Table is a One-to-Many
relationship, as one staff member can handle many sales transactions instead of just one.

Customer Table and the Sales Table

The relationship between the Customer Table and the Sales Table is a One-to-Many
relationship, as one customer may purchases goods repeatedly or one customer can have
many purchases.

Sales Table and the Sales Details Table

The relationship between the Sales Table and the Sales Details Table is a One-to-Many
relationship, as one sale can contain numerous toys.

Sales Details Table and the Toy Table

The relationship between the Sales Details and the Toy Table is a Many-to-One
relationship. This is so because one particular type of toy can be sold repeatedly.

Toy Table and the Suppliers Table

The relationship between the Toy Table and the Suppliers Table is a Many-to-One
relationship, as one supplier may supply many different toys to the business.

The key for many-to-many relationships is to have a transaction table. In this database
system, there are 2 of such tables. The first being the Sales Table which solves the many-
to-many relationships between the Staff Table and the Customer Table. The second is the
Sales Details Table which acts as the resolving table for the many-to-many relationship to
it between the Sales Table and the Toy Table.

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Table Relationship Diagram

The diagram above illustrates the relationships that occur in the We Are Toys database
system, as you can see, the primary key StaffID in the staff table is linked to the sales
table by a One-to-Many relationship. The CustomerID in the customers table is also
linked to the sales table by a One-to-Many relationship. The primary key SalesID in the
sales table is linked to the sales details table by a One-to-Many relationship. The sales
details table which acts as a resolving table, has a Many-to-One relationship with the
primary key ToyID in the toys table. The Suppliers table primary key SupplierID has a
One-to-Many relationship with the toys table.

Table Relationship
Staff to Sales One-to-Many
Customers to Sales One-to-Many
Sales to Sales Details One-to-Many
Sales Details to Toys Many-to-One
Toys to Supplier Many-to-One

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Data Dictionaries - Customers Table

Fields Data Field Default Validation Input Required Comments

Type Lenghts Values Checks Masks Values
CustomerID Text 6 - - C0000;0;_ Customer
Identification
Number
CustName Text 50 - - - Customer Name
Address Text 50 - - - Customer
Address
Contact Text 13 - - 000\-000\- Customers
0000;0;_ contact number
Email Text 50 - - - Customers email
address
Gender Text 10 - - - Customers
gender
ExCust Yes/No - - - - Stores check for
existing
customer
Picture OLE - - - - Customers
Object Picture

Staff Table

Fields Data Type Field Default Validation Input Masks Required Comments
Lenghts Values Checks Values
StaffID Text 7 - - "ST"0000;0;_ Staff
Identification
Number
Staffname Text 50 - - - Staff Name
Address Text 50 - - - Staff
Address
DOB Date/Time - - - - Staff DOB
IC Text 15 - - 000000\-00\- Identification
0000;0;_ Number
Salary Currency - 0 - - Staff Salary
Gender 50 - - - Staff Gender
Picture OLE - - - - Staff Picture
Object

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Sales Table

Fields Data Type Field Default Validation Input Masks Required Comments
Lenghts Values Checks Values
SalesID Text 6 - - "S"0000;0;_ Sales
Identification
Number
Date Date/Time - - - - Date Of Sale
StaffID Text 6 - - "ST"0000;0;_ Staff
Identification
Number
CustomerID Text 6 - - C0000;0;_ Customer
Identification
Number

Sales Details Table

Fields Data Field Default Validation Input Required Comments

Type Lenghts Values Checks Masks Values
SalesID Text 6 - - "S"0000;0;_ Sales
Identification
Number
ToyID Text 6 - - \T0000;0;_ Sales
Identification
Number
QtySold Number - 0 - - Quantity Sold

Suppliers Table

Fields Data Field Default Validation Input Masks Required Comments

Type Lenghts Values Checks Values
SupplierID Text 8 - - "Sup"0000;0;_ Suppliers
Identification
Number
SuppName Text 50 - - - Suppliers
Name
SuppAdd Text 50 - - - Suppliers
Address
ContactNumber Text 13 - - 000\-000\- Suppliers
0000;0;_ Contact
number

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Toys Table

Fields Data Field Default Validation Input Masks Required Comments

Type Lenghts Values Checks Values
ToyID Text 6 - - \T0000;0;_ Toy
Identification
Number
ToyName Text 50 - - - Toy Name
SupplierID Text 8 - - "Sup"0000;0;_ Suppliers
Identification
Number
Price Currenc - 0 - - Selling Price
y
Cost Currenc - 0 - - Cost Price
y
QtyonHand Number - 0 - - Quantity on
hand
Picture OLE - - - - Picture of
Object toy

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Validation of the System

Customer Form – Before Changes

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The illustration above shows the customer’s tables before any changes have been made

Changes were made by deleting the information in the custname and address fields in the
key field 00017.

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As you can see, the changes in the table correspond to the changes made to the form. Key
field 00017 has been altered.

The staff data entry form before any changes have been made.

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The staff table before any changes has been made

The staff form after two fields were deleted. The fields were the Staff’s DOB and IC.

The corresponding change to the deletion of the fields from the form in the source table.

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The toys data entry table before any changes have been made.

The toys table before any changes have been made

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The toys data entry form, two changes have been made. The price and cost ot the item
have been deleted.

The deleted fields in the toys data entry form have also been deleted in the toys table.

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The Sales Data Entry Form before any changes have been made

The Sales Table before any changes have been made

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A new record, SalesID22 has been added along with other information in the fields in the
table such as Date, StaffID and CustomerID.

A new record S0022 has been created in the sales table in relation to the record created in
the sales form.

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The Sales Details Data Entry Form before any changes were made.

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The Sales Details table before any changes were made.

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The ToyID and the QtySold fields have been deleted from the Sales record S0001 in the
Sales Details form.

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The corresponding Table, which is the Sales Details table under the SalesID S0001, the
fields of ToyID and QtySold have also been deleted.

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The Supplier Data Entry Form before any changes was made.

The Supplier Table before any changes have been made to it

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The Suppliers Data entry form, the fields of SuppName and ContactNumber have been
deleted.

In the corresponding Suppliers table, the fields of SuppName and ContactNumber have
been deleted for the same Sup0003 record.

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The above shows the relationship links between the Staff Table, the Sales Table and the
Sales Details Table.

It shows that the Staff with the ID of ST0001 which is Abdul Mateen has managed
numerous sales such as S0001, S0003, S0010 and so on. In S0001, it also shows that in
both occasions, one of each toy was sold.

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The above shows the customers table, which shows the relationship between it and the
Sales Table and the Sales Details Table.

It shows that the customer with the ID 00001, Jack Johnson has a SalesID of S0001 when
he purchased his goods. That is Toys with the ToyID T0001 and T0002, each of which
one unit has been purchased,

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The Supplier Table shown above is linked to the Toy table which is also linked to the
Sales Details Table.

The Supplier with the IS of Sup0001 or Toy Barn has supplied various toys to the We
Are Toys toyshop. Such as T0001, which is the tickle me else and so forth. It also shows
the amount of the toy that has been sold since it was delivered. With the SalesID of
S00001 selling one unit to a customer.

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The Sales Details Table acts as a resolving table and therefore cannot contain different
tiers of information like the previous tables.

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Master List

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Data Processing Outcomes.

There are 3 types of data processing outcomes used in the We Are Toys database system
which consist of simple outcomes, complex outcomes and statistical outcomes.

The simple outcomes are Employee Dealings and Supplier Dealings.

The Complex outcomes are the Sales Profit Function, Net revenue, Stock, Net Expense,
Net Profit, Staff Salary, and Staff Age.

The Statistical Outcomes are the Quantityonhand, Quantity Sold, Sumofsalary,

SumoftotalCost and the SumofRevenue and I shall be highlighting only two of these
outcomes.

Simple Outcomes

Employee Dealings.

The above illustrates the Employee Dealing Query’s links to the other tables to produce
the desired results. It includes the Staff Table, Sales Table and the Customers Table. The
fields which are deemed as relevant are added to the final output of the query, which in
this case are the StaffID, Staffname, Date, CustomerId and Custname.

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The list of Employee Dealings, shown above can be used to track the performance of a
certain staff member, or even to track the frequency of customers. This query will later be
used to produce the Employee Dealings Report.

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Illustrated above is a sample report of the Staff dealings.

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Supplier Dealings

The illustration shows the supplier dealings query which consists of the supplier table and
the toys table. The fields which are deemed relevant are added and will also be added to
the report. In this case, the relevant fields are the SupplierID, SuppName, ToyID and the
Toyname. This Query allows a user to know which toys are supplied by a particular
supplier.

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The above is a list of suppliers dealings which is sorted in an ascending order according
to the SupplierID. This query will be used to produce the Supplier Dealings Report.

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Above is a sample of the Suppliers Dealing Report.

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Complex Outcomes

Staff Age

The above is the Employee Age query which consists of the Staff Table. The need for
only one table is due to the only variable needed to calculate the age of the staff’s is the
staff’s DOB. It is sorted in ascending order in relation to StaffID and will later be used to
prepare the Employee age report.

The above shows the list of records in the employee’s age query.

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Above is a sample report of the Employee’s Age.

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Employee Salary

The query above consists of the Staff table only, as the fields required to calculate the
staff’s salary are all found in that table. There are numerous calculations in this query for
example, the EPF and SOCSO calculations which determine the staff’s final salary. This
query will later be used to calculate total expenses and to create a report.

The above shows the list of records in the employee salary query.

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Name :
StudentID :
Data Flow Diagram for Staff’s Salary

The above is a sample report of the Employee’s Salary’s.

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StudentID :
Net Expense

The query illustrated consists of two statistical outcome tables which are,
SumofTotalCost and SumofTotalSalary. These two queries will be used in the calculation
of the businesses net expenses. The net expense will then be used to calculate the
businesses net profit.

The above shows clearly, the net expense query.

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StudentID :

Net Profit

The query above shows the net profit function which consists of the sumofrevenue table
and the net expenses table. The fields of Net Expenses and Sumoftotalprofit are used to
calculate how much the business has made or loss over a period of time and it will be
used to generate a report.

The query above shows the total profit earned by the business, the end figure is in
brackets as they have made a loss.

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Name :
StudentID :

Stock

The query above shows the Stock Control which includes the Quantityonhand, Quantity
Sold and toys table. The fields of ToyID, Toyname, Qtyonhand, SumofQtySold will be
used as relevant information to the query and the specific fields of Qtyonhand and
SumofQtySold will be used to calculate the remainder of stock available in the business.
This will be later created into a report.

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Name :
StudentID :

The above shows the list of records in the stock card query.

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Name :
StudentID :

The above is a sample report of the stock card

Sales Profit Functions

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Name :
StudentID :

The query above consists of the toys and sales details, and basically contains information
about the Total Income, Total Cost and total Profit from every sales transaction that
occurs in the business. The fields used in this query are the SalesID, ToyID, Toyname,
Cost, Price and QtySold. The information in this query will be used to create the sales
profit report.

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Name :
StudentID :

The above shows the list of records of Total Income, Total Cost and Total Profit for each
sales transaction.

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Name :
StudentID :

The above is a sample of the sales profit function report. The total income, total cost and
total sales profit have been added up and recorded at the page footer.

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Name :
StudentID :
Net Revenue

The query above shows the Net revenue query which includes the Toys and Sales Details
tables. The fields of Price and QtySold are used to calculate the amount of revenue
generated. Information will be sorted according to ToyID in an ascending order.

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Name :
StudentID :

The above shows the list of records of the net revenue query.

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Name :
StudentID :

Sum Of Total Costs.

The query above shows the Sum of the total costs of the business which includes the total
cost query from the complex outcome. The field of total cost will be summed up in this
statistical query.

The above shows the Sumoftotalcost Query.

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StudentID :

Quantity of toys in hand

The query above shows the quantity of toys on hand query, which includes the Toys
table. The field Qtyonhand from the toy table will be summed up in this query and will be
later used to calculate the stock cart.

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Name :
StudentID :

The above shows the list of records for the quantity of toys on hand query.

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Name :
StudentID :
Changes

The picture field was removed from the customer table as it seemed unnecessary and
overall space consuming and inefficient. The reason behind this is that the toy shop deals
with many different customers, in other words, it has a high turnover rate, and to record a
picture of every customer would seem space consuming and time consuming.

Also a border has been added to every form to separate the navigation bar from the main
body of the form. The company logo has also been added to every form, report and the
main page.

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Name :
StudentID :
Macro’s

The above screenshot illustrates the macro’s that are used in my database system. The
macros basically open up a pop up window with the forms name in it when the forms are
opened accompanied with a beeping sound. The quit macro opens up a pop up box with
the message goodbye when the database is shut down.

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Name :
StudentID :
Main Page

The illustration above shows the main page of the database, it utilizes a tab control to
separate the main page into different sections.

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Name :
StudentID :

Evaluation

The relational database of the We Are Toys, Toy Shop can be considered to be fully
working. The various forms and buttons are fully functional and the user interface has
been designed to keep the navigation and actions to a bare simplicity so that many user
can adapt to using this system. Reports can be generated and located easily from the main
page and user are able to add new record flawlessly. In general, the relational database
has meet the needs for the We Are Toys, Toy Shop.

However, as time passes, the database can improve with adaptive maintenance and
additional requirements can be added when the resources are available. This
improvements include the elimination of redundant data over time as well as
enhancements to the user interface system to make it even more user friendly that it
already is. Modifications of the queries could enable more complicated calculations so
that the relational database can be more productive in the near future.

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