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Benefits of using my IT system in the Travel Agents Essay

ICT is very beneficial to use because it supports people in a variety of ways e.g. if you are working in a travel agency then you won’t need to search through your filling cabinets instead you will just have to create a database using ICT on Microsoft Access. This is advantageous because it is less time consuming. ICT is good when it comes to solving problems because when a new company starts, they would want to advertise. The solution to this is ICT because they will need to use ICT to design leaflets and they can also advertise on the internet.

The difference between ICT and other methods is that when you use ICT you are using a computer and by using a computer you can do your things in a more professional manner and it will be less time consuming therefore you can get your things done without worrying and save more time. On the contrary, if you do your things by hand or any other method then it is obvious that it will consume a lot more time and if you make errors you won’t realise therefore your work will not look professional.

Alternative Method of Completing my Task

You can complete your task in variable ways, one of them is:

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Method

Advantages

Disadvantages

Difference it would make

Manual

The advantage of you doing your task manually (writing it out by hand) is that you will save a huge amount of money because you are not going to use computers which run through electricity and due to electricity you will have to pay a vast bill. Additionally, some programs on computers have restrictions so it rejects you from doing certain tasks but the advantage of doing my task manually is that there will be no such thing as limits.

The disadvantage of doing your task manually is that it is time consuming; therefore your customers could get frustrated.

Another disadvantage of you doing your work manually is that when you write by hand then you are unaware that you are making mistakes/errors therefore your work will look unprofessional and due to this your customers may decrease gradually.

The difference ICT would make if you used it would be that it will have a huge effect in your business because the more professional your work looks, the more attention you will get from the customers. Furthermore, you will be capable of advertising your products in a faster and more efficient manner therefore your customers will increase.

Benefits and Drawbacks of the System

My system has certain advantages and certain disadvantages which are stated below:

Advantages

Disadvantages

The advantage of using a computer is that it will save money in long term cases.

The disadvantage of using a computer is that if you get a virus then your screen could freeze and due to this you can lose all of your previous work.

An extra advantage is that you can present your work in a more professional manner.

An additional disadvantage of using a computer is that it runs through electricity and the bad thing about using electricity is that if you are using your computer for some extended time, then your bills could be expensive.

Another advantage is that by using a computer you will save a lot of time because you are using less man power.

Another disadvantage is of your computer running through electricity is that, if you forget to save your work and you have a power cut then you can lose all your work.

Effects of New System

The new system will affect the travel agency, employees and even the customers and I have written how they will be affected in the table below.

Effects on Travel Agency

Effects on Employees

Effects on Customers

1. The new system will affect the travel agency because they will be able to advertise their company in various ways like making a website, leaflets and posters.

1. The new system will affect the employees because there will be more room in the agency therefore the employees would like to work there.

1. The new system will affect the customers because if they forget their details, they won’t have to worry because the next time they visit he travel agency all their information would have already been processed into the computers and saved therefore the customers wouldn’t need to worry about remembering their information.

2. Secondly it will also affect the travel agency because it will make them more efficient and due to this they will save money in long term cases.

2. Secondly it will affect the employees because they won’t get tired since they are not doing anything manually therefore they will be able to work for a longer duration of time.

2. Secondly the new system could affect the customers in a negative manner because if the computer gets a virus, then the computer could freeze and therefore data could get lost and due to this the customers might decrease.

3. Finally the new system will affect the travel agency because the place will look more professional.

3. Finally, the employees would get affected because they would be able to do their task in a more professional manner.

3. Finally, the customers will get affected because they can save time on the phone because of computers doing all the work for the employees.

Training Staff

There are three ways of training your staff for certain amount of people;

* 1-3

If you have 1-3 people then you can send them to a college and pay for them to do an ICT course. This will not be too expensive because the maximum amount of people you will have is 3 and each person will cost at least �600.

* 4-6

If you have 4-6 people then you can’t afford to send them to a college because it will be too expensive, so the solution to this is that you can pay an expert staff member to teach them. This will be beneficial because you are saving on a lot of your money.

* 7+

If you have more than 7 people then you can have separate training sessions where they will learn what they need to be an employee and after each session you can do an exam at the end of training and whosoever succeeds the exam then let them be your employees. This will be worth it because you won’t have any inexperienced.

Documentation

Documentation is a piece of information made to help somebody use a computer, any particular software or a hardware device. There are two types of Documentation. These are User Documentation and Technical Documentation.

User Documentation

User documentation is a type of documentation which tells the user how to use a computer or any particular software. This is mostly used by beginners because it includes step by step instructions. This might also include pictures and screenshots to help the user to understand.

Technical Documentation

Technical documentation is a type of documentation which is a lot less simplified than user documentation. This is mostly used by experts because it is not so easy for the user to understand due to the use of words which are hard to understand and lack of pictures and screenshots.

User Guide One

PAINT

Open Paint

* First, you click on the Start menu.

* Then, you click on All Programs.

* After that, you click on Accessories.

* Finally, you click on Paint.

Create Logo

* When you have accessed Paint, you will find a huge range of tools on the top.

* Select the tools that you think will be most beneficial for your logo.

* If you click on the Brushes tool it enables you to draw with different kinds of brushes. E.G. you can use the Pencil to draw difficult shapes.

* If you click on the Fill with Colour tool then you can paint your logo by selecting a colour of your choice.

* If you click onto the Text tool then you can insert text into your logo.

Saving

* First, you click on File.

* Then, you should click on Save As.

* After that, you should choose the location where you want the file to be saved into.

* If you want to, you can rename the file by clicking on File name.

* Finally you click on Save.

* If you want to save the same document again next time, you don’t have to go on Save As again and again. All you have to do is to click on File and then simply click Save.

Printing

* First you click on File.

* Then you should click on Print.

* After that, you should select the amount of Copies you want and then you choose the Printer that you want the file to be printed from.

* Finally, click on Print.

MICROSOFT ACCESS

Open Access

* First, you click on the Start menu.

* Then, you click on All Programs.

* After that, you click on Microsoft Office.

* Finally, you click on Microsoft Access.

Create table

* First, you should go on Microsoft Access.

* Then, you should go on Blank Database.

* Finally, you can start creating your table.

Using Formats (in Dates)

* First, you should go on Microsoft Access.

* Then, you should go on Blank Database.

* After that, you should Right Click on Table and click on Design View.

* Additionally, you can rename the name of your table and by that name it will be saved.

* Furthermore, you click on Subscription Start/End.

* Finally, you click on Input Mask and type in (00/00/0000;0;).

Using input mask (post code etc.)

* First, you should go on Microsoft Access.

* Then, you should go on Blank Database.

* After that, you should Right Click on Table and click on Design View.

* Furthermore, you click on Postcode.

* Finally, you click on Input Mask and type in (LL0\ 0LL).

Using Validation rules and text (gender)

* First, you should go on Microsoft Access.

* Then, you should go on Blank Database.

* After that, you should Right Click on Table and click on Design View.

* Furthermore, you click on Gender.

* Additionally, you click on Validation Rule and type in (“MALE” Or “FEMALE”).

* Finally, click on Validation Text and type in (Enter “MALE” or “FEMALE” only please!).

Creating Queries

* First, you should go on Microsoft Access.

* Then, you should go on Blank Database.

* After that, you should click on Create.

* Furthermore, you should click on Query Design. Then a window should appear titled (Show Table). Just click Add then close the window.

* Then Double click all the fields you want for your query and make sure that the box has been ticked.

Using criteria’s ([Enter], <>, Yes)

* First, you should go on Microsoft Access.

* Then, you should select on Queries.

* After that, Right Click on a query that you’ve already created and click design view.

* Finally, click on Criteria and type in [Enter your “ADDRESS”] etc.

Creating Forms

* First, you should go on Microsoft Access.

* Then, you should click on Create and click on Form Wizard.

* After that, you should choose the available fields and they will automatically be inside selected fields.

* Furthermore, you should click Next twice.

* Finally, you choose the title of your form and click finish.

Creating switchboard

* First, you should open Microsoft Access.

* Then, you should click on Create and click on FORM.

* You should automatically be on design view, if not click on Design.

* Finally, create your switchboard.

Saving

* First click on File and then click on Save Database As.

* Then choose the Location where you want your file to be saved in.

* If you want to, you can rename your file by going on File Name.

* Finally, click on Save.

Printing

To print the database you will have to print in different sectors. So you have to choose what you want to print.

* First, you should click on File and then click on Print.

* After that, you should select the amount of Copies you want and then you choose the Printer that you want the file to be printed from.

* Finally, click on Print.

MICROSOFT WORD

Open word

* First, you click on the Start Menu.

* After that, click on Microsoft Office.

* Then you click on All Programs.

* Finally you click on Microsoft Word.

Create letterhead

* First, you should go on Microsoft Word.

* Then, you should click on Insert.

* After that, you should click on Header and Footer.

* Finally, you add the details you want.

Create template letter

* First you type whatever a letter needs.

* Then insert lines/dots where all the personal information goes.

Adding details

* Choose the exact details you need from the database and then Right click it.

* Click on Copy so that it copies the details you have selected.

* Open your template letter and then place your mouse where the lines/dots are placed.

* Then you should Right Click and click on Paste.

Saving

* First, click on File and then click on Save As.

* Choose the location where you want the file to be saved in.

* If you want to rename the file, go on file name and rename it.

* Finally you should click on Save.

Printing

* First, click on File and then click on Print.

* After that, you should select the amount of Copies you want and then you choose the Printer that you want the file to be printed from.

* Finally, click on Print.

Testing my User guide

My friend tested my user guide 1 and according to his experience over my user guide he filled in this table. He gave me the results by filling in the ‘results’ column and he gave me the changes I need to improve by filling in the ‘changes needed’ column.

This shows that my friend said the following;

What I’m testing

Way of testing

Result

Changes needed

Open Paint

Click on start then I am going to click on all programs after that I am going to click on accessories and finally I am going to click paint.

Paint opened successfully.

The only change should be that it would be easier if there was screenshots or images.

Create Logo

I am going to open paint then I am going to use the tools of my choice and finally I am going to create my logo.

The logo was created successfully.

I found it time consuming to search for the tools. It would be easy if there was screenshots or images.

Saving

First I am going to click on File then I will select save as. After that I will choose the location where I want the file to be saved in and if I want to I will rename the file by clicking on file name. Finally I will click on save.

The logo was saved successfully.

I found it a bit problematic since this was the first time I saved a file. It would be easier if there were screenshots or images.

Printing

I am going to click on file then print. After that I would choose the amount of copies I need and I would choose the printer that I want the file to be printed from. Finally I am going to click on print.

The logo was printed successfully but the only error was that it printed out in the wrong colour.

It would have been easier if there were screenshots or images Additionally I think the user guide needs to show how to use colour when printing.

Open Access

Click on start then I am going to click on all programs. After that I am going to click on Microsoft office and finally I will click on Microsoft access.

Microsoft access opened successfully.

The only change should be that it would be easier if there was screenshots or images.

Create table

I am going to open Microsoft access then I will open a blank database and finally I will start creating my table.

The table was created successfully.

The only change should be that it would be easier if there was screenshots or images and besides that it doesn’t need any changes.

Using Formats (in Dates)

I am going to open Microsoft access then I am going to open a blank database and after that I will right click on table and click on design view. After that I am going to click on Subscription Start/End. Finally I will click on input mask and type in (00/00/0000;0;).

The process for using formats worked really well.

The only change should be that it would be easier if there was screenshots or images.

Using input mask (post code etc.)

I am going to open Microsoft access then I am going to open a blank database and after that I am going to right click on table and click on design view. After that I will click on postcode. Finally I will click on input mask and type in (LL0\ 0LL).

The method for using input mask worked really well.

The only change should be that it would be easier if there was screenshots or images.

Using Validation rules and text (gender)

I am going to open Microsoft access then I will open a blank database and after that I will right click on table and click on design view. After that I will click on gender, additionally I will click on validation rule and type in (“MALE” Or “FEMALE”). Finally I will click on validation text and type in (Enter “MALE” or “FEMALE” only please!). etc.

The method for using validation rules and validation text worked really well.

The only change should be that it would be easier if there was screenshots or images.

Creating Queries

I am going to open Microsoft access then I will open a blank database after that I will click on create. Then I am going to query design and finally I will start creating my query.

The queries were created successfully.

The only change should be that it would be easier if there was screenshots or images.

Using criteria’s ([Enter], <>, Yes)

I am going to open Microsoft access then I am going to click on queries after that I will right click on a query that I have already created and I will click on design view. Finally I am going to click on criteria and type in [Enter your “ADDRESS”] etc.

The method for using criteria’s worked really well.

The only change should be that it would be easier if there was screenshots or images.

Creating Forms

I will open Microsoft access then I will click on create and select form wizard. Finally I will start creating my form.

The forms were created successfully.

The only change should be that it would be easier if there was screenshots or images and besides that it doesn’t need any changes.

Creating switchboard

I will open Microsoft access then I am going to click on create and select form. Finally I will create my switchboard.

The switchboard was created successfully.

The only change should be that it would be easier if there was screenshots or images and besides that it doesn’t need any changes.

Saving

First I am going to click on File then I will select save as. After that I will choose the location where I want the file to be saved in and if I want to I will rename the file by clicking on file name. Finally I will click on save.

The work was saved successfully.

I found it a bit problematic since this was the first time I saved a file. It would be easier if there were screenshots or images.

Printing

I am going to choose what I want to print then I am going to click on file then print. After that I would choose the amount of copies I need and I would choose the printer that I want the file to be printed from. Finally I am going to click on print.

The logo was printed successfully but the only error was that it printed out in the wrong colour.

It would have been easier if there were screenshots or images Additionally I think the user guide needs to show how to use colour when printing.

Open word

Click on start then I am going to click on all programs then I will click Microsoft office then finally I will click Microsoft word.

Microsoft Word opened successfully.

The only change should be that it would be easier if there was screenshots or images and besides that it doesn’t need any changes.

Create letterhead

I am going to open Microsoft word then I will click insert. After that I will click on header and footer and I am going to add the details I want.

The letterhead was created successfully.

The only change should be that it would be easier if there was screenshots or images and besides that it doesn’t need any changes.

Create template letter

I will open Microsoft word then I will type whatever a letter needs then I will insert lines/dots where all the personal information goes.

The template letter was created successfully.

The only change should be that it would be easier if there was screenshots or images and besides that it doesn’t need any changes.

Adding details

I will choose the exact details I need from the database then I will right click it. After that I will click on copy then I will open my template letter then paste the details.

The details were added to the letters successfully.

The only change should be that it would be easier if there was screenshots or images.

Saving

First I am going to click on File then I will select save as. After that I will choose the location where I want the file to be saved in and if I want to I will rename the file by clicking on file name. Finally I will click on save.

The letters were saved successfully.

I found it a bit problematic since this was the first time I saved a file. It would be easier if there were screenshots or images.

Printing

I am going to click on file then print. After that I would choose the amount of copies I need and I would choose the printer that I want the file to be printed from. Finally I am going to click on print.

The logo was printed successfully but the only error was that it printed out in the wrong colour.

It would have been easier if there were screenshots or images Additionally I think the user guide needs to show how to use colour when printing.

Feedback from User guide

The user guide was decent however I would have been fond of it more if it included screenshots or images because it would have made it less complicated for me.

Positive

* Most of the things I tested were accurate.

* I found the instructions quite easy to use besides the fact that he wanted screenshots/images.

* The instructions were in bullet points so that I could follow them step by step.

Negative

* I wanted screenshots/images in the user guide.

* Some of the parts were a bit complicated.

* He should have highlighted the main bits to make them stand out.

Conclusion

There a small range of things which I need to improve my user guide such as make it less complicated and make the main bits stand out, but the main aspect is that I am lacking when it comes to the use of screenshots/images. If I were to use screenshots/images it would make it much better.

Improving User guide

The reason to why I have improved my user guide is that when other people use it they would find it a lot easier compared to the previous one.

The way to improve my user guide is to keep it the same however I will add screenshots to it and I will make the main bits bold. I will also put a red circle around the main fields of the screenshot to make it stand out. This would make it easier for the user to understand.

User Guide One

PAINT

Open Paint

* First, you click on the Start menu.

* Then, you click on All Programs.

* After that, you click on accessories

* Finally, you click on Paint.

Create Logo

* When you have accessed Paint, you will find a huge range of tools on the top.

* Select the tools that you think will be most beneficial for your logo.

* If you click on the Brushes tool it enables you to draw with different kinds of brushes. E.G. you can use the Pencil to draw difficult shapes.

* If you click on the Fill with Colour tool then you can paint your logo by selecting a colour of your choice.

* If you click onto the Text tool then you can insert text into your logo.

Saving

* First, you click on File.

* Then, you should click on Save As.

* After that, you should choose the location where you want the file to be saved into.

* If you want to, you can rename the file by clicking on File name.

* Finally you click on Save.

* If you want to save the same document again next time, you don’t have to go on Save As again and again. All you have to do is to click on File and then simply click Save.

Printing

* First you click on File.

* Then you should click on Print.

* After that, you should select the amount of Copies you want and then you choose the Printer that you want the file to be printed from.

* Finally, click on Print.

MICROSOFT ACCESS

Open Access

* First, you click on the Start menu.

* Then, you click on All Programs.

* After that, you click on Microsoft Office.

* Finally, you click on Microsoft Access.

Create table

* First, you should go on Microsoft Access.

* Then, you should go on Blank Database.

* Finally, you can start creating your table.

Using Formats (in Dates)

* First, you should go on Microsoft Access.

* Then, you should go on Blank Database.

* After that, you should Right Click on Table and click on Design View.

* Additionally, you can rename the name of your table and by that name it will be saved.

* Furthermore, you click on Subscription Start/End.

* Finally, you click on Input Mask and type in (00/00/0000;0;).

Using input mask (post code etc.)

* First, you should go on Microsoft Access.

* Then, you should go on Blank Database.

* After that, you should Right Click on Table and click on Design View.

* Furthermore, you click on Postcode.

* Finally, you click on Input Mask and type in (LL0\ 0LL).

Using Validation rules and text (gender)

* First, you should go on Microsoft Access.

* Then, you should go on Blank Database.

* After that, you should Right Click on Table and click on Design View.

* Furthermore, you click on Gender.

* Additionally, you click on Validation Rule and type in (“MALE” Or “FEMALE”).

* Finally, click on Validation Text and type in (Enter “MALE” or “FEMALE” only please!).

Creating Queries

* First, you should go on Microsoft Access.

* Then, you should go on Blank Database.

* After that, you should click on Create.

* Furthermore, you should click on Query Design. Then a window should appear titled (Show Table). Just click Add then close the window.

* Then Double click all the fields you want for your query and make sure that the box has been ticked.

Using criteria’s ([Enter], <>, Yes)

* First, you should go on Microsoft Access.

* Then, you should select on Queries.

* After that, Right Click on a query that you’ve already created and click design view.

* Finally, click on Criteria and type in [Enter your “ADDRESS”] etc.

Creating Forms

* First, you should go on Microsoft Access.

* Then, you should click on Create and click on Form Wizard.

* After that, you should choose the Available Fields and they will automatically be inside Selected Fields.

* Furthermore, you should click next twice.

* Finally, you choose the Title of your form and click Finish.

Creating switchboard

* First, you should open Microsoft Access.

* Then, you should click on Create and click on FORM.

* You should automatically be on design view, if not click on Design.

* Finally, create your switchboard.

Saving

* First click on File and then click on Save Database As.

* Then choose the Location where you want your file to be saved in.

* If you want to, you can rename your file by going on File Name.

* Finally, click on Save.

Printing

To print the database you will have to print in different sectors. So you have to choose what you want to print.

* First, you should click on File and then click on Print.

* After that, you should select the amount of Copies you want and then you choose the Printer that you want the file to be printed from.

* Finally, click on Print.

MICROSOFT WORD

Open word

* First, you click on the Start Menu.

* Then you click on All Programs.

* After that, click on Microsoft Office.

* Finally you click on Microsoft Word.

Create letterhead

* First, you should go on Microsoft Word.

* Then, you should click on Insert.

* After that, you should click on Header and Footer.

* Finally, you add the details you want.

Create template letter

* First you type whatever a letter needs.

* Then insert lines/dots where all the personal information goes.

Adding details

* Choose the exact details you need from the database and then Right click it.

* Click on Copy so that it copies the details you have selected.

* Open your template letter and then place your mouse where the lines/dots are placed.

* Then you should Right Click and click on Paste.

Saving

* First, click on File and then click on Save As.

* Choose the location where you want the file to be saved in.

* If you want to rename the file, go on file name and rename it.

* Finally you should click on Save.

Printing

* First, click on File and then click on Print.

* After that, you should select the amount of Copies you want and then you choose the Printer that you want the file to be printed from.

* Finally, click on Print.

Training and new working practices needed = 2

Evaluation Sheets = 3

Documentation-User guide for produced system = 3

Test and evaluation = 2

How to cite this page

Choose cite format:

Benefits of using my IT system in the Travel Agents. (2017, Oct 06). Retrieved from https://studymoose.com/benefits-of-using-my-it-system-in-the-travel-agents-essay

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