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I have been given a task to make things easier for a travel agent called Type a Flight. Type a Flight is a travel agent which is situated in Warrington and it was established in 2005 and it also has about 500 customers. The company does all its work manually. They keep their documents in filing cabinets. So when customers call in to book flights then they have to look in the cabinets for a document. This is very time consuming and due to this problem they could loose a fantastic amount of customers because they will get tired on the phone. Filing cabinets also take up a lot of space. This is getting very difficult and time consuming as the number of customers is rising on a daily basis.
One of the problems is that it takes time writing letters by hand .For this problem I have come to conclusion that I will create template letters for the company and these can be sent out to customers to tell the customers that their ticket is ready or for any reasons.
The conclusion I have come to is that I am going to help the agency in every single way. My main aim is to make the agency more professional and more modern and make things easier for them. For me to do my task, I will need a computer and a few important application softwares with which I shall make a database, logo and other things.
I had a look at a database which I was shown by my class teacher. It was called ‘Type of Flight’. In the database it had things like name, ID, gender, telephone number.
Database: Type a Flight
Comment: The logo is located on the centre of the switchboard. The logo is got to do with holidays and other things which the agency offers. Around the logo there are the buttons which will be needed. The database has things like name, town, address, telephone numbers, date of birth, gender postcode and other few things. The database makes things easier and quicker now. This was done by putting queries, forms and a switchboard.
To do my task I have broke the task into the following five parts:
1. Getting information about the travel agency.
2. Design a logo and a slogan for the travel agency.
3. Create a database, Queries, Forms and switchboard.
4. Create a letterhead and design letter templates.
5. Writing reports at the end (User Guides).
1. Getting information about the travel agency
a. I can do this task by going on the internet but I will not do it this way because on the internet it will not tell you how the agency works.
b. I can also do this task by going around and asking a few people but will not use it because people might not have the correct and up to date information.
c. I will do this task this by ‘Interviewing the agency manager’ because he will know the latest information and what problems there are in the agency.
1. What problems do you have in the agency?
2. How many customers does the agency have?
Less than 100 100-250 250-500 More than 500
3. How are the documents of the customers stored?
Filing Cabinet Other
4. What do you think of a computerized way to remove your problems?
5. Do your employees know how to use Microsoft Access?
Yes No Do not know
6. Are your employees capable of using a switchboard?
Yes No Do not know
7. Does the agency have letter templates?
8. Does the agency have a good logo?
9. Do the employees need a user guide?
10. What changes will the agency have if the computerized way was used?
2. Design a logo and a slogan for the travel agency
a. I can do this task by using Microsoft Word but will not do it this way because it does not have many of the tools needed to make a logo but I can make the slogan on it.
b. I can also do this task by using Adobe Photoshop but will not use it because the application is quite complicated for me.
c. I will do this task this by using ‘Paint’ because It offers a good amount of tools which can be used to make a good logo and a slogan.
3. Create a database, Queries, Forms and switchboard
a. I can do this task by using pen and paper but will not do it this way because it will be time consuming and many mistakes can be made. b. I can also do this task by using Open Office Base but will not use it because it is harder to use than Microsoft Access. c. I will do this task this by using ‘Microsoft Access’ because I can make databases, Queries, Forms and switchboards more quicker because I have used it many times before.
4. Create a letterhead and design letter templates
a. I can do this task by using Microsoft Publisher but will not do it this way because it is a little hard to create a letter template but a letterhead can be produced easily. b. I can also do this task by using Paint but will not use it because it is not suitable for large amount writing. c. I will do this task this by using ‘Microsoft Word’ because this application is good for making letterheads and letter templates as it gives a step by step way of making it.
5. Writing reports at the end (User Guides)
a. I can do this task by using WordPad but will not do it this way because it is not possible to put in arrows to make things clearer to people. b. I can also do this task by doing it on paper and there after scan it but will not use it because it may not be neat and professional enough. c. I will do this task this by using ‘Microsoft Word’ because I can take screen shots and then I can paste them onto the page. There after I will put in arrows and any other things if needed to label it clearly with information so that people fully understand.
Input, Output, Process and Storage
After my research and looking at the various tasks, I can establish what the input, output and storage of the system is.
Ease of use
The final product that I will make would consist of database, queries, forms and letterheads. It would be easy for the agency to use because I think the employees are more or less familiar with computers and using the applications needed. I will also supply them with a user guide. The user guide will be simple and very easy to use. It will have screenshots and clear labeling with arrows so if the employees get stuck any where then they could refer to the user guide which has clear instructions and easy step by step of using any application. After using the user guide the employees should have no doubt in using an application.
Description of problem = 1
Plan of solution = 1
Methods = 1
Solution meets requirement = 1
Ease of use = 1