Report on Evaluation of the System

The new evaluation of the system was run for 3 weeks, so that the management would be able to be sure that the new system does work well in the real conditions, with the actual data. The problems spotted in a (ii) of the analysis phase were seen to have been solved in a systematic & feasible way. Throughput in transaction and customer service has become faster. The management had more return than previously using the manual system. The staff now seemed to enjoy their work, especially the receptionist since his workload is logically reduced. There are now less or almost no calculation errors in the transaction processes. The management are satisfied because their cost of handling and maintaining the system has been reduced greatly, as accommodating large storage space and unnecessary employees, i.e. file manager are no longer required. The fast processing of transaction, search, deletion and report generation has made this system more contemporary and suitable for the processing needs of Swift Cabs relative to the previous manual (fully paper based) system. The new system is far better than the existing manual solution in terms of cost, flexibility, efficiency, reliability and accessibility. One of the more vital features of this system was the security password that bared unauthorized users from accessing the system. This has increased the system’s robustness and reliability in many ways that will be described later in this phase and was therefore a well appreciated addition to this system.

In order to find how well the new system works in reality, a questionnaire was created which was handed to the people who walked in and out of this system these 3 weeks that is the employees related to the transaction and data storage of the system. The questionnaire had been designed in an easily understandable way so that the employees can answer them only by ticking against their desired answer from the options present to right of each question. From the answer, judgment has been made on whether the new system has been able to fulfill the requirements or whether there are modifications that are still needed to be made.

Questionnaire:

Questions

Answers

Are the interface layouts easy to understand?

Yes

ü

Not sure

 

No

Is access from module to module easy?

Yes

ü

Not sure

 

No

Is searching and deleting hard?

Yes

 

Not sure

 

No

ü

Can unauthorized people access the system?

Yes

 

Not sure

 

No

ü

Are the outputs satisfactory?

Yes

ü

Not sure

 

No

Does storage of file take up a lot of space?

Yes

 

Not sure

 

No

ü

Is the system interactive and user-friendly?

Yes

ü

Not sure

 

No

Does the receptionist make calculation errors now?

Yes

 

Not sure

 

No

ü

Are duplicate copies of data made easily?

Yes

ü

Not sure

 

No

Is stationary and paper cost reduced?

Yes

ü

Not sure

 

No

Is editing hard and does it create problems?

Yes

 

Not sure

 

No

ü

Is it easy and cheap to create backups?

Yes

ü

Not sure

 

No

Is the new system costly and unaffordable?

Yes

 

Not sure

 

No

ü

Did the new system solve all previous problems?

Yes

 

Not sure

ü

No

Are customers satisfied?

Yes

ü

Not sure

 

No

 

Does it seem hard for other employees to operate the system?

Yes

 

Not sure

 

No

ü

So the major problems which were asked by the business to be solved by the computerized system had been rectified and the system effectively satisfies all the requirements of the end user that were identified in the analysis phase.

Effectiveness of the developed software against success criteria:

Problems to be solved

Problems solved

– – { With respect to Quality of the Output obtained­ } – –

Employees make mistakes as data collection is done manually.Data entry has been minimized and validation checks ensure data accuracy.
The calculations are done manually with the aid of calculator. This causes careless errors to occur if the employees work in a hurry. These types of errors cause loss and sometimes misjudgment of data and also might eventually cause the business financial losses.The calculations are done by the system automatically leaving minimal chance of error. Transaction calculations are done in real-time, as data are input, which makes transaction a lot faster then it had been in the manual system.
Handwriting illegibility causes error in rewriting data in other registers.Files and tables are relational so data does not need to be transferred and this avoids retyping.
The system is time consuming, boring and tedious. This may reduce productivity of the employee.The interface is user-friendly and interactive and needs less typing, so employees do not easily get tired or bored. This ensures that work pressure will not affect the employee’s productivity.

– – { With respect to cost-effectiveness } – –

Number of employees needed is more, as the scale of manual work is higher. This increases the surplus revenue expenditure for the company.There is no need for extra employees to handle data. Most of handling and manipulation is done by the system itself. The system can be even run by one personnel. So, the cost of staff salary is reduced.
A lot of storage space is required to handle such large-scale data in papers which means extra cost for the business as file manager, cabinets, register costs as well as extra room rents are needed to create some order with this huge volume of “materialistic” data.Very small storage space is required to store data in the computerized system. Backup is very easy and cheap as duplication can be made of database files. Moreover it saves business expenses, as the expenditures stated on the left can be completely avoided.
The manual system is a paper based, as everything from record keeping to making receipt is paper dependant. All these paperwork is hard to organize and handle. It is also not environment friendly as well.Paper cost is saved, as records are stored in hard disk. Paper is only needed for printing reports payment slips.
The overall running and maintenance cost is high.To run the computerized system, running cost is very low, maintenance is needed in long intervals

– – { With respect to ease of handling the system’s components } – –

Data is lost in accidents such as fire, pest attacks and sometimes employees themselves loose receipts or register components, which are a threat to data security and can potentially mean a disaster for the company. Backup copies may not be created, as it is costly, tiring and time consuming.In threat to data loss backup copies can be easily created with minimum physical storage space requirement. Magnetic disk, CD ROMs or even flash drives such as pen drives with large storage capacity can be used to store data and kept away from the site. Making multiple copies of the backed data is also very straightforward.
Searching is very difficult and time consuming as the records to be searched are stored serially. There are lots of registers and employees get tired to first find and then go through required ones form piles.Searching is very easy as records are indexed sequential with unique identification number.

Since the reserved drivers’ data are stored in a random file, finding the number of drivers available during a transaction is not a big task.

Editing data if required makes the register untidy and more illegible. Changes in one may lead to changes to other registers, so staffs have to painstakingly update each and every register.Editing is very easy as data can be erased and rewritten. Changes in one will automatically update the other, as the files are relational.
As registers are openly kept without any security it can be accessed by anyone and misused, erased or edited.The database cannot be accessed by anyone without rights and is strictly secured by password.

Detailed comparison between existing and developed system:

A more rigorous emphasis is given on certain points in the comparison of different aspects of the system. These points include:

  • Cost
  • Space
  • Time
  • Accuracy

The aspects of the system considered include:

  • Input
  • Output
  • Process
  • Storage
  • Efficiency

 

Existing System

Computerized System

——— In terms of cost———

Registers have to be stacked-in for recording daily transaction. There are many fields to be filled such as Transaction & Driver Information. Data entry therefore needs more employees so more expenditure. Stationary cost involved in data input is also high because lots of paper and pen are needed.Cost in terms of input, is reduced as there is no need for extra staffs. Paper and stationary cost is mostly eliminated, as storage does not involve any paperwork. Printing reports is the only time when paper needed. Printers print receipts lot cheaper and faster.

———- In terms of Space ———-

The space needed to keep all the registers in the cabinet is large. Safeguarding archives means more space required and this makes it very hazardous and difficult to search and organize. Reports and other important documents have to be kept in separate space.Computer requires only the extra space in its memory to maintain all these records therefore wasting less amount of space. And the whole thing itself materialistically does not require as much space as the storage cabinets. Since only one person is required to maintain everything, from data recording to file managing to backing-up data.

———- In terms of Time ———-

It takes a very long time to collect data from customers and drivers, as questions need to be asked and then written in the registers.Since the data collection is no longer handwritten, time taken is reduced substantially. Time taken for duplicating data for different forms is saved, as they are relational.

———- In terms of Accuracy ———-

Repetitive tasks i.e. during recording the amount to be charged from a driver depending on AC and Non-AC cars, careless mistakes may occur that might lead to erroneous calculations.Auto generation of these fixed values solves this problem as the user does have any scope to change these data.
When data is input there is no guarantee of data accuracy because the staffs often make mistakes. Amount can be overstated or understated, spelling mistakes made, entering data in wrong fields, etc.,  are the mistakes that are common in manual data recording and the only way to ensure data accuracy is by double checking, which is again tiresome and slow.Data accuracy is ensured in the computerized system as validation and verification checks are made before data is saved for further use. The user will receive interrupt on occurrence of mistakes and usually has to re-input.  This ensures that no wrong type of data in input.

 

Existing System

Computerized System

———- In terms of Cost ———-

A large number of staffs is needed to process data as calculations and data manipulation are done manually. This point however denotes to the overall calculations. So, more salary has to be paid. If mistakes are made the loss is may harmful than the salary expenses, i.e. loss of goodwill amongst the customers which could be fatal for company. Cost of large storage spaces and cabinets also need to be included.Cost of processing is very low as everything is done automatically, from calculation to report generation; everything is just a click away.

Since everything is stored in the digital form, storage rooms and a lot of cabinets are not required. Just small cabinet with a reinforced lock will do.

———- In terms of Space ———-

Space needed for processing part is not that noticeable in the current system but they do have to allocate some space for the departmental staffs to carry on their scattered responsibilities, i.e. file manager needs space as well as cabinets to store files in regular arrangement.The space needed is only for a personnel and a computer desk, which is not very large; no additional space is needed. Processing takes place in the computer so there is no physical intervention.

———- In terms of Time ———-

Time taken for processing is lot even though more employees are engaged. Calculations are done manually and as usual mistakes may occur and correcting them increases the time taken per transaction process. The parts of calculations have to be memorized by the staff otherwise he has to check the register every time.Time taken for processing is very insignificant. Computer is able to process thousands of calculations within seconds. That’s the main feature and reason for using computers in such systems. The formulas are not retyped every time there is a need for calculation.

———- In terms of Accuracy ———-

Accuracy depends upon probability; if the staff can do the calculation correctly the report would be accurate. But most of the time there are slight errors made. These small mistakes in processing may add up to become significant ones later.Processing is very accurate as validation and verification ensures accuracy. CPU never processes wrong data until and unless there were wrong programming logics, which I think should not be present after all the rigorous testing wa done during the Testing Phase.

 

Existing System

Computerized System

———- In terms of Cost ———-

Output includes reports and payment slips alike, which the employees painstakingly produce at the end of the day. A lot of papers and stationary are involved in producing these outputs, so cost is will still be high.Output is cheap because it requires only one staff to generate a report. Printer is a long-term investment so there is little chance of increase in costs. The only running cost is the printer cartridge and papers. Stationeries are not needed as everything is done automatically.

———- In terms of Space ———-

Space is needed for chairs, tables and cabinets for maintaining handwritten documents, registers or forms.No extra space is needed, as everything is stored inside the system. And for back up copies, CDs, magnetic tapes, flash drives, or even compact memory cards can be used.

———- In terms of Time ———

The output time needed to prepare the reports and payment slips is prolonged, as the staffs have to check the driver and transaction registers and then copy the data to the desired output. Calculations are performed manually so the total process is time-consuming. Customers and drivers are kept waiting for their turn to carryout their transaction but the system is not capable to carry on larger loads.Output time is very small as printing a report or payment slip takes about 20 seconds. Searching may take a few more seconds. The new system can produce reports in a time period, more than what could never be imagined from the existing system. Customer service and transactions are faster and efficient.

———- In terms of Accuracy ———-

Output sometimes is inaccurate as transaction manual calculations are prone to errors. When there are more workloads, staffs commit mistakes trying to do the job faster.Validation and verification checks are performed to eliminate possible mistakes. Calculations are performed by sharing data from two tables so user input is minimized.

 

Existing System

Computerized System

———- In terms of Cost ———-

Storing records in registers is costly because of its scale. Cabinets and files had to be bought to store such volume and for organizing these data staffs were employed as well as extra storage rooms were required, which meant even more expense.Storage cost is low because CDs, magnetic disk and hard disk are used to store data, which is a long-term solution. Unnecessary records can be deleted and other records can take the space, in this way it saves cost. There is no need for extra employee, storage rooms and stationary, paper cost is null.

———- In terms of Space ———-

Since files and registers are used to keep archives it takes a lot of physical space. Cabinets have to be bought and kept in a separate space.The files are kept in hard disk, magnetic disk or CDs and these take up very little space due to its high compactness. CDs can be easily transferred from place to place without hazards and most of all they are not vulnerable to pest attacks, so they are more durable then the conventional registers.

———- In terms of Time ———-

The time taken to organize all the files and search for a particular file from the cabinets was really a time-consuming job. Storing data had to be delicately organized which is tedious for the staffs.The system automatically organizes the data and to search for a record from any file is a matter of few seconds. Records are saved just by the click of a button and the database is updated instantly.

———- In terms of Accuracy ———-

Storage accuracy is minimal as there are mistakes made when data is transcribed and wrongly processed data if stored means storage is also inaccurate.Records those are stored are of high accuracy and the transcription of data is exactly the same so the management can be confirmed that storage content is accurate.

 

Existing System

Computerized System

———- In terms of Efficiency ———-

This system was efficient in the beginning as there were not many customers and drivers so data handling was not that hard and workloads were manageable. But in recent times customers and drivers alike have increased so the system is becoming increasingly inefficient as its more time consuming, tedious, erroneous and most of all hazardous too.Compared to the existing system, this system is many times more efficient as it compiles all the processes into one small package in a smart and neat manner. The system is 95% error free and fast in processing, and is cost effective for the business. The system comprises of many attributes and added features but is of low cost.

 

Existing System

Computerized System

———- In terms of Back-up ———-

The existing manual system used to keep archives of all the files used on a day’s transaction. This can be tiring as a lot of data is to be transferred in  an handwritten form, which also means that of work fatigue the receptionist might may make transcription and as a result transposition errors. This spoils the whole purpose of keeping back-ups. So photocopying was later used to back-up data but this increased the back-up costs and storage space required for these copies was becoming a big problem.Compared to this, although the new system uses the same archiving technique, its many times more efficient an faster then the manual one as copying all the data on a magnetic medium is simple, easy and does need any physical intervention. So there is no chance of errors occurring and storing these back-up require a minute amount of physical space. Also the files that do not need frequent access can be compressed to utilize the storage space on the magnetic medium more effectively.

User testing of the System:

Field

Data from the User

Expected Result

Actual Result

Driver’s Name  (alphabetic)

Moinur (alphabetic)

Will accept

Accepted

DrID (alphanumeric)

Will be autogenerated

Address

(alphanumeric)

143, South Goran, Dhaka.

(alphabetic)

Accept

Accepted

Licence Number (alphanumeric)

12548890DBG (alphabetic)

Accept

Accepted

Date Of Birth (Date/Time)

21/06/1971 (Date/Time)

Accept

Accepted

Phone Number (numeric)

7215625

(Numeric)

Will

Accept

Accepted

Blood Group

AB+(alphabetic)

Will

Accept

Accepted

Just like above, data were provided by the receptionist for all the forms which were then entered. All of these data were handled by the system well and no faults, whatsoever have yet being discovered in the system.

Comparison of manual outcomes with computerized outcomes:

System Type

Time taken

Data Collection & Input

Process

Output

Total

Number processed

Time Per

Process

Existing

2.5 min.

1.5 min.

3 min.

7 min.

1

7min

New

0.7 min.

0.3 min.

0.5 min

1.5 min

3

0.5min

Time saved

1.8 min.

1.2 min

2.5min

5.5min

– – – – – – – – – – – – – – – – – –

6.5 min

 

System Type

Data Collection & Input

Process

Output

ExistingCost of paper, stationary and employee.Cost of paper, labor, stationary & calculator.Cost of stationary, paper & labor.
NewCost of only one staff for data entry and electricity used by the computer.No labor cost as calculations are done by the computer; electricity expense.Cost of paper for printing invoices. Printing expenses are ink and

System Type

Data Collection & Input

Output

ExistingDifferent registers need to be filled for record keeping and for further transaction process. Papers are wasted when mistakes are made.Every invoice is duplicated using carbon copy for the Accounts department and Transaction register.
NewSource documents take up less space on paper and less data needs to be filled which means reduced errors. Small space is needed and wastage of paper is decreased.A4 size papers are needed to print receipts and are stored for future use. Reports may not require to be duplicated as it is already stored in the database.

Weak-links in the system:

This system by default may have some weaknesses. These are unavoidable ones and most of them did occur due to the limitations of the present day technologies. Although these weaknesses will not influence the normal functioning of the system and the ordinary user might never notice them but it is better to relate them in advance. Some of the common ones are stated as follows:-

Lack of flexibility: Since the database connections have been made folder specific, the software will not run unless the database is kept in the destination folder it was supposed to be in.

Vulnerability of the system: The system might still have some bugs as it has been rapidly developed. Accidental missing or deletion of files required to run system from their destination folders can lead to malfunctioning of the whole system.

The handicap: the system’s performance greatly depends on the hardware and software used along with it, i.e. the system may not be designed to be compatible with multiple types of operating systems.

Shortcomings of the new system:

Every system has some degree of imperfection instilled into it. These are inherent ones and cannot be ignored though these could be reduced by carefully creating the system and spending more time with it. Since my exams are almost at the door, I could not spend enough time with the software solution that I produced and so the following shortcomings resulted. Again although these will not harm the overall efficiency of the system, but it is important to state them in advance:

The implementation of the new system did not reduce the volume of work from it has been before this system was installed, that is, the new system has only taken over the manual process into a computer.

Security measures have been provided but the system cannot protect data against deliberate editing and deletion. Alerts are displayed before unnecessary editing and deletion of any piece of data, but this only secures the data from accidental deletions.

The reports, payment slip and even the interface of the system could be better designed, with a more professional look. In further development a more customized version of the outputs may be created according to the will of the management.

Validation and verification rules are mostly functional and prevent incorrect input and manipulation of data but still some mistakes may occur. Transposition error is one that whose detection is virtually not possible here.

The help facilities provided in the system could have been in more detail.

Searching options could have been more diverse so that user can search with all possible ways.

Error messages provided during validation check could have been more precise and could also guide the user for the right method of data entry.

The user guide manual could be more in-depth and in detail.

Strengths of the system:

The system provides an easy-to-use and learn interface.

It provides to all the needs of the user.

The system provides password protection.

Backup can easily be maintained.

The speed and pace of processing output.

Validation & verification checks ensuring data integrity.

Portability of data produced or used by the system.

Accuracy of calculations performed by the system.

Compatibility of further development and improvement.

Further enhancements:

Magnetic strip containing the driver ID cards could be used

Card reading system could be applied and card readers could be used at the receptionist’s desk to read off the driver info from the magnetic strip in the driver ID cards, for direct capture of necessary information.

Better formats of payment slips and reports could be created.

An automated system of Backing-up the data could be used to make back-up copies of the files updated each day after the working hours with out the intervention any humans.

The GM wants to integrate all of his staff in his branch and wants to stay connected to the other branches. So he plans to install WiFi/WLAN in this branch. This would also mean that the customers who will wait for their turn of transaction will not feel bored and leave.

Online help and support should be included on further development to increase the system’s reliability and functionality.

The system could have included the accounts management

Profit and loss can be analyzed in spreadsheet using charts and graphs. What-if analysis can be performed.

Implementation of an alternative input procedure like voice recognition or direct data capture in the form by OCR (Optical Character Reader), which will quicken the process and escalate the efficiency.

Credit card readers could be included and integrated with this system to increase its functionality.

GPS tracking devices could be fitted on to the cabs and integrated with the computerized system of the branch the cab belongs. This will enable the management to monitor the motion of the their cabs, communicate with the driver, observe the distance traveled by the cab, etc, enabling the management to virtually control their cabs from their  office.