The History Of Henley Driving School

Published Date: 02 Nov 2017

Henley Driving School is a new company located in Kuala Lumpur. The company provide driving lessons service to people. When the company first started, they have developed a manual paper based system to record and organise booking for driving lessons. Currently the company has 12 driving instructors, approximately 60 students and a booking clerk.

Whenever a new student registers, the booking clerk will record their details onto a record card and placed it in an index file. Students may book one or more lessons through telephone or arrange their next lesson with the instructor at the end of a lesson. Booking clerk answers the telephone and files in appointment of students on the booking sheet.

Each instructor has paper diaries that record lesson information of students. This paper diaries record how many hours of lesson of a student have learn, list of driving skills that needed to be learn, attendances of the student and time of the next lesson, if arranged. When the instructors return to the base, they have to transfer these diaries entry onto a paper booking sheet, which record all lessons of the instructors.

Any clashes on the appointments will be resolved by telephoning the students to change appointments. Then only, the instructors will be given the schedule for the next day lessons. These booking sheets and instructor schedules will only be kept for one year. Other than that, booking clerk creates invoices for each student every week based on number of lessons and send out to the student’s home. Then the students settle the payment to their instructor on the next lesson.

This manual paper based system had created lots of problem as the company business is growing. The major problem is the clash of appointment between students. Other problem is instructors sometimes fill in the wrong time in their diaries for a booking, or the details are not transferred correctly onto the booking sheets. These small mistakes lead to instructors turning up for lessons at wrong place and time. As the number of students increases, it takes more time for the booking clerk to create invoices for the students, this lead to increase of paper usage. It also increases the cost of the company.

Problem and Proposed Solutions

Henley Driving School facing the problem comes when the records of students and staffs are increasing and it is not systematic anymore to keep all the data in the file systems anymore. Instructor's is using paper diaries in which to record lesson information of the driving school center kept in files. Because of the careless, Instructors accidently fill out the wrong time in their diary for a booking, or some details are transferred incorrectly onto the booking sheet which leads to instructors turning up for lessons at the wrong place and the wrong time. If the companies happen any unexpected incident or disaster is there any back up for all this important information.

So that, the Henley Driving School Management System will be developed as a solution for the entire problem. The Henley Driving School Management System will keep all the information of the daily driving school center operation which is from the student appointment, student attendance records, lesson of schedules for the next day and the important store lesson information about the student. The Henley Driving School with the problem of Management System will keep track all of the operation information securely and orderly and even with backup. It is having the problem for searching and retrieving data, and making changes to all stored.

Problems in Existing System

While doing observations, there are few problems found in current system of a Henley driving school:

Staff Carelessness

Just because the staff using manual paper based system diaries which to record many of student lesson information of the driving school, it happen accidently fill out the wrong time in their diary for a booking or some details are transferred incorrectly onto the booking sheet.

Hence there are concerns that some staff is not aware of the mistake and cause many misinterpreted information exist in the system that provide applicants inaccurate and not formatted information.

Tracking student progress

In the old system, each student has own driving progress ,the staff finds it difficult to keep track of the proceedings as there is a lot of data that is require to manually recorded by staff themselves. To Tracking student is need to takes some times if staff handling too many student at a same time. Besides that, it possible affect staff can't easily remember each student progress.

Information Security

With using the old system, since our data is all kept in Microsoft Word, Excel and Access file therefore it is not as secure when the system is attack with virus. Without using strong security feature within our system, all the important personal detail of the students within system such as identification number, e-mail address, cell phone number, fees payment and more can be easily stolen by anyone to use in a crime act. Therefore, applicant’s details are easily stolen by outsiders without our system knowing it.

Low data retrieval in searching

With using the old system, through manual filing system in all data will be kept in file according to the year by year or company alphabetically. This may effect take some longer time to search for the student’s information needed in time as the staff may have to find the file one by one and other related file just to search for some information. For an example, if the staffs want to search the students’ identification number or details of their students, he or she has to search on every file, one by one. It will waste too much time and take longer time to search file.

No backup and recovery for the data

In the old system, it could happened the file of all the students’ information lost or damage with using manual files system has no backup and, the driving school centre will lost all its valuable information. For an example, the most important data of the Henley driving school's centre is the details of the students, staffs and history's information, if that data lost, the driving school centre will face a bad impact where they may lose their important information for a future analysis.

Proposed Solutions

Here are the proposed solutions that will be used when creating the new system:

The Administration System control panel

The Administration System is used by Henley driving school staffs and also instructors. Staffs are able to store in all the information and function. As for the instructors, they are able to access all the Lesson Record from the Student Information and Listing. Administration System is manages the overall data of this system, whether it input from the Administration System itself or from the website. The data is able to store in a same database platform so that information can be kept up to date between the two ways.

The function of Administration System is described below:

i) Booking Control

- This system is enabling in booking the driving examination or practicing. To define the practical booking session that Include instructor’s name: vehicle to be used and location of the session.

ii) Student / Candidate Information

This system is providing’s able to edit the existing student information, add in and delete in an existing payment of driving practical course.

iii) Invoices to students and print out the instructors schedules.

This system is providing able for staff to send invoices and also printing out the instructor’s schedules for student to confirm the bookings day before a lesson.

Iv) Listing

Staff is able to listing student’s exam result, listing numbers of passing and fail: report of the exam booking Generate the government document such as report S

Online server

Our company will also be hosted using online server it can providing high security to send the students receipt, status of student. With using online server, the students it can able receive receipt, status of details and lesson schedule via by e-mail sending in short term duration. In addition, non- members are not able to visit in our Web portal without the account username and password. Other than that, online backups it will take place while the MySQL server is running stopped. Offline backups will take place when the time server is stop running, so that the database information can obtain from the server.

Database Management System (DBMS)

Database will be able to solve misplaced applicant’s details and data redundancy. The data that are stored in database will be easily manage and access. For example, the student’s information by the student’s IC number, updating, payment and searching all this will be kept in their specific folder in a database. If there is a chance where same data is inputted more than once will not be a problem since the database will combine all the same data and save it as a single data.

Upgrading software and hardware

According to the Henley driving school currently has one PC running Windows XP. The ways is to upgrading the software and hardware will solve the computer performance problem. For an example of software upgrade will be the computers Operating System where the latest operating system will provide more functions, fastest and usage when building and maintaining the system. For the hardware upgrade will be the computers processors, with the new processor the performance of the system will be likely to be in a good condition where no missing pages or slow process will occur.

Automatic Notification via E-Mail

An e-mail that comprises for sending out confirmation emails to students to confirm bookings information and contact number of instructor will be sent to student’s email.

Backup and Recovery

The system is providing an advanced backup and recovery procedures to make sure data safety and data integrity. Base on the recovery management it will deals with the recovery of the database after a failure, such as a bad sector in the disc or a power failure. The users not worry about it, if the system is happen corrupt; all the data have been back up and recover.

Overview of Problem and Proposed Solution

Below are the summary of the problem correspond to the solution that will be able to help solve the problem are shown at the table below:

Problem

Proposed Solution

Staff Carelessness

The Administration System control panel

Tracking student progress

Database Management System (DBMS)

Information Security

Upgrading software and hardware

Low data retrieval in searching

Automatic Notification via E-Mail

No backup and recovery for the data

Backup and Recovery

Online server

Overview of Problem and Proposed Solution

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In conclusion, Henley driving School Management offers advanced completely Web-based data management is able to connector to the administer of driving school, instructors, customer support staff, students, and parents can all access the program using the internet 24 hours a day, 7 days a week. Therefore, we keep our software and each school's database on servers located behind a secure firewall in a data center.

Feasibility Study

The feasibility study is a study assesses where a proposed designed is investigated to determine if the project is possible to be carried out of the operational, technical and economic merits of the proposed project. For example, the latest system will be investigated based on the following categories to determine whether building the new system is feasibily possible. In addition, the results are compared based on the standards between old system and standards of the new system, if the new system is more relatively reasonable to be build then the project will procede if not then the project of building the new system will be terminated.

Operational feasibility

As the Henley Driving School faces many problems with its current, we have come up with a new system to solve the problem. Its effectiveness is measured through the PIECES framework.

Performance

The performance of the current system is declining as the number of students is increasing as well as the trouble in time management with the limited instructors. Client or staffs error could result in a hindrance to the progression of the training session.

The new system enhances the school’s performance with the introduction of new methods in the system. The client’s data can be searched and updated easily. Introducing the new method of booking cancellation at the cost of half its price if informed 2 days prior to the class or the full price if cancelled at the after that would discourage people from cancelling purposely and enable the driving school to utilize its time efficiently as more students can be taught without wasting any time. The students will be both e-mailed and messaged a remainder about their class 3 days and 1 day prior to the session they have booked. This is will give them adequate time to consider about cancelling their class or to attend the session as well as act a remainder about their training session.

The driving school is also having an increased desktop to get rid of the trouble of the office getting overcrowded with people at times as well as to avoid any problems that might happen if that one person is on leave due to any reasons.

Information

In the old system errors could happen more frequently resulting in the wrong information being keyed and stored. This can affect the school in many ways.

In the new system, with the introduction of website, the student’s themselves has the accessibility to update their personal information. They will be informed of this the new they register. This is anticipated to reduce the misinformation as the client themselves are updating their personal information.

In the new system, using two desktops enables the driving school to update any information more frequently giving more updated information to any customers. Using excel to key in the information reduces the redundancy of data.

Economy

The new system is expected to give more benefits as well as an increasing profit. The new cancellation gives an increase in profit. The introduction of website has an important benefit of reducing the misinformation as well as providing us with an online backup and recovery for the driving school’s information as the data are stored in the cloud server. It reduces the loss that has to be incurred in case of a database loss.

Control

The new system guarantees information and unauthorized access to any data. The introduction of the administrative system has given the user a limited authorized accessibility based on their status, whether they are the student, trainer or the administrative staff. This guarantees the information accuracy as no one else can edit the information and status except the people involved with that specific work. This limited access also prevents the specific user from doing anything irrelevant that would affect the driving school.

Efficiency

The new system improves the efficiency of the driving school. With the cancellation system, the time, resource and the available are managed effectively as the trainer does not have to wait and waste their time for the student who will not show up. With this new system the trainer will be assigned a new student to be taught at that time as the cancellation are made earlier.

Services

The driving school now also offers a free pick and drop to the training centre at a certain specific time. As it is a free service and due to the heavy traffic in many parts of KL, this service would attract more people to enrol in this driving transfer.

Technical Feasibility

Technical feasibility is a measure of the practicality of a specific technical solution and the availability of technical resources and expertise.

Software and hardware

For the software of operating system may run on different computer architectures. Henley Driving School needs once latest operating systems which are able to automatically work on all architectures. For example in old system, OpenOffice.org did not natively able to run fastest in the processors implementing the 64-bits standards for computers. For the hardware, the company is possible have latest hardware requirements which are able to run good performance of the system will be likely to be in a good condition. For example, printers, modem, scanners and so on.

Is the technology or solution practical?

Yes, the proposed technology or solution is practical nowadays more people are using computer system to store in all the important store lesson information and bookings time. This is the way; it will help the company to save the cost, time, energy and also can be reducing using the paper the record the students’ lesson. In addition, student’s is able to use computer via internet to check their e-mail for the time schedules confirmation.

Do we possess the necessary technical expertise?

Yes our company need the technical expertise since the organization’s old system was built by a group of expertise in the company and was maintain by them. We need it because the technical expertise is to manage our system. Since our system did not have a database to store in our information, with this technical expertise our systems will more efficiency to manage when facing in error problem and able to solve it. Examples of technical expertise in the organization are programmers and system technician.

Do we currently possess the necessary technology?

Yes, we need using the SQL database system to store in our information. For example, our administration is need a strong database is able to set permissions on tables, procedures, and views. Other than that, the company is need a hardware requirements to made a reports about lessons done, invoice statement, number on bookings and total money made for that month.

Are the current technical resources sufficient for the new system?

No, with using the old system; the company progress is very slowly. The company has to spend a lot time to fix the system. For example students booking time with the instructor that the booking clerk has already allocated to another student and the student’s details are transferred into the incorrectly place or wrong time. With the new system progress, the company is using the latest system with the good perform to manage their work and it can reduce the current problem in this company

Economic Feasibility

Economic feasibility also well-known as the financial viability of a given business project using cost classification and benefit classification analysis. From this analysis we can evaluate the efficiency of a new system.

Cost And Benefit Classification Analysis

Cost and benefit classification refer to the financial cost and benefit where it is a process to identify the cost and benefit with a development assignment. Further, it is functioned upon there stages which is when handling a preliminary investigation, when estimated a project and also when making references to the management.

To evaluate an efficient new system to the Henley Driving School, it is necessary to analysis cost classification and benefit classification to predict value of the cost and benefit of development.

Cost Classification Analysis

Cost Classification analysis can be complete with four factor of analysis.

Tangible / Intangible costs

Tangible costs refer to the value amount of particular money that easily can be calculated such as purchased of office hardware and software. Meanwhile Intangible cost refers the value amount of particular money that not easily calculated such as customer satisfaction.

Henley Driving School’s new system must contain tangible and intangible costs to earn a good customer satisfaction by provide a proficient lesson information, bookings, and payment invoices.

Direct / Indirect Costs

Direct costs refer to the direct source that applicable in a development of a particular system such as salaries of the employees. Meanwhile, Indirect cost refer to the source that not applicable in a development of a particular system such as salaries of network administrators.

To run the new system of the Henley Driving School, it is necessary to hire an employee and administration to conduct an efficient report of the company.

Fixed / Variable costs

Fixed costs are not related to the level of the activity or effect of the company such as salaries and hardware rentals. Whereby, variable costs is depends with the level of the activity such as printer paper, telephone line charges and supplies.

Henley Driving School’s need to used fixed and variable cost to make sure run the system in the proper way. For example, without variable costs there are no possibilities to print out the invoice.

Developmental / Operational costs

Developmental costs are the cost that only occurred at once at the time of the system created such as software purchases, development and much more. Meanwhile, Operational costs are only applied after the system created such as system maintenance and annual software license.

Henley Driving School’s new system must analysis under this factor because it is important to purchase the software that required and also to maintain the software that purchased.

Systems Development Life Cycle

Systems development life cycle (SDLC) is a structured analysis uses a series of phases. In this analysis involved planning, analysing, designing, implementation, and support of an information system. In order for a project to be success, structured analysis act as a based, similar to a blueprint for constructing a building. So it is called a predictive approach. It displays a system graphically through a set of process models. Structures analysis also called as process-centred technique, attributable to it focuses on transform data into useful information. Other than that, modelling the processes can delivers data organisation and structure, relational database design, and user interface issues.

Figure: Shows the seven phases of SDLC.

SDLC is a traditional methodology and popular systems development method. Normally many organizations use this method to plan and manage the systems development process. Because it explains in details of the activities and functions that all systems developers perform. The SDLC model usually includes seven phases.

SEVEN PHASES

Phase 1: Identifying Problems, Opportunities, and Objectives.

On the first phase of SDLC, this is where system analysis looks at the current system of the company and analyse what is occurring in the system. Other than that, these problems also will be brought up by others such as organizational members and user of the systems. Through these process, the system analysis can pinpointed the problem evolve from the current system. This is the most critical stage through the whole SDLC model as no one wants to waste time addressing the wrong problem.

Meanwhile, opportunities are situations where analyst believes can be improved through the use of computerized information system. Knowing the opportunities could allow the business to gain a competitive advantage or set production standard.

Last but not least in this phase, analyst have to first identify the objectives of the system such as what kind of business does the organization doing, what the organization need and others. By identifying the objective, the analyst will be able to know the aspect of information system application could help the organization to achieve its objectives by knowing the specific problems or opportunities.

People involved in this phase:

Users

System managers coordinating the project

System analysts

Activities involved in this phase:

Interviewing user management

Summarizing the knowledge obtained

Predicting the scope of the project

Documenting the results

The result of this phase is feasibility report that containing problem definition and summarizing the objectives. After the report is presented, management must make decision on whether to proceed with the proposed project or reject it.

Phase 2: Determining Information Requirements.

In the second phase of SDLC, involve the particular user along with analyst focuses on determining the information requirement, such as gather, understand, and document the organization requirements for the proposed system. The analyst trying to identify what sort of information the users need to perform their tasks.

Tools that are used to define information requirements in an organization are:

Sampling and investigating hard data

Questionnaires

Interviewing

Observing decision maker’s behaviour and office environment

People involved are:

Users ( such as operational managers and operational workers )

System analyst

The system analyst also needs to know the details of:

Current system function

Who ( those people that involved )

What ( the organization activities )

Where ( the environment that work take place )

When ( in what circumstance does the work take place )

How ( the way of the current procedures are executed )

At the end of this phase, the system analyst must figure out:

In what way the organization functions

Have complete retrieve information on the people, goals, data, and procedures involved

Phase 3: Analysing System Needs.

There are four stages in third phase of SDLC. First stage, special tools and techniques are requiring in order helping the analyst to make requirements determinations. One of the frequent used tools is Data Flow Diagram. It is presented in a structured graphical form where the chart inputs, processes, and output of the organization’s functions are shown. Through Data Flow Diagram, a Data Dictionary is developed to shows all the data items used in the system, along with their specifications.

Second stage, the analyst needs to analyse the structured decisions, which the conditions, conditions alternatives, actions and actions rules can be determined.

Here are three major methods for analysis of structured decision:

Decision trees

Decision tables

Structured English

Third stage, when analysing semi structured decisions, the decisions is analyses by the analyst based on:

The number of criteria considered when the decision is made

The degree of decision making skills required

The degree of problem complexity

In this stage, most of the decisions made are under risk and often supported by decision support systems.

Last stage in this phase is multiple criteria decisions. There are many techniques can be used to analyse multiple criteria decisions, such as:

Weighting methods

Trade off process

Here is where many factors must be balanced. This is because at the end of this phase, the analyst must prepare a system proposal. This proposal contains cost and benefits analyses of alternatives, summaries of all the information and documentation, and makes recommendations on what should be done.

Phase 4: Designing the Recommended System

In the fourth phase of SDLC, the system analyst completes the logical design of the information system by referring to the information collected. The purpose of this stage is to design a physical model that fulfils all documented necessities for the system. First of all, the analyst plans the procedures for users, helping them accurately input data into the information system correctly. The analyst also provide the user with complete effective input into information system by using techniques like good form and Web page or screen design.

The important part of logical design of information system is planning the human-computer interface (HCI). The interface is the connection between users and system, therefore this is extremely important. The structure of the user interface is design with the help of the users. This is to make sure that the system is audible, legible, and safe as well as attractive and pleasant to use.

Example of physical user interface:

Onscreen menus ( to evoke user commands )

Keyboard ( to input data )

A variety of graphical user interface ( the uses of mouse or touch screen )

Other than user interface, it also included the designing of databases that store much of the data needed by decision makers in the organization. The analyst together with the users also needs to come out with the output, either onscreen or printed, that meet the requirement. The advantage of a well-organized database to the users is the logical and corresponds to the way they view their work.

At the end of this phase, the analyst must provide the design controls, backup procedures to protect the system and the data, and produce program specification packets for programmers.

Each packet must have:

Input and output layouts

File specifications

Processing details

Decision tress or tables

UML or data flow diagrams

Names and functions of any prewritten code ( either written in-house or using code or other class libraries)

Phase 5: Developing and Documenting Software

In the fifth phase of SDLC, the analyst works with programmers to develop the original software required. Programmers play an important role in this phase as they design, code, and remove syntactical errors from computer programs. A programmer might direct either a design or a code walkthrough to explain the complex portions of the program to a team of other programmers. This is to ensure the quality of the software produced.

Meanwhile, the analyst works with users to develop effective documentation for software. During this documentation phase, users ought to address the questions they have raised and solved jointly with the analyst. Therefore this documentation will shows users how to use the software and how to solve problems arise when using the software.

Content of the software documentation on Read Me files shipped with new software:

Procedure manuals

Online help

Web sites featuring Frequently Asked Questions ( FAQs)

Phase 6: Testing and Maintaining the System

The information system must be tested before signed over to users. A series of tests are conducted to pinpoint problems. Initially run with sample data and eventually with actual data from the current system. Some of the testing is completed by programmers, some of it by system analysts together with programmers. These tests are carried out to catch problems before the system is handed over to users as it is much less costly.

In this phase, maintenance of the system and its documentation is carried out consistently throughout the life of the information system. Most of the programmers’ routine work consists of maintenance. Maintenance like program updates can be done automatically through a vendor site on Web.

Countless organizations spend a great deal of money on system maintenance. With the aim of sustain maintenance cost to a minimum, the analyst make use of SDLC to create a systematic procedures.

Phase 7: Implementing and Evaluating the System

Last phase of SDLC, the analyst helps implement the information system. This is where training is provided to the users on handling the system. Other than users, vendors also need to do some training relate to the information system. Oversee of the training is the responsibility of the system analyst. Besides, the analyst also needs to device a smooth conversion from the old system to the new one.

The conversion process includes:

Converting files from old formats to new ones

Building a database

Installing equipment

Bringing the new system into production

User Requirements

User requirements are a report generated using the few methods of technique that was conducted such as interview, and observation. Base on the results gathered, below shows the needed requirements for the Henley driving school to develop a new system.

Interview

Interview is a conversation that can be used to extract precious information from stakeholders and users. Interview is a face-to-face to communication session that is conducted between interviewer and interviewee. Once on doing an interview, we will target on the persons who are most experience in their job position and contain most relation is able to manage with the new system. Furthermore, we would use simple form with some simple question which could require a long answer from interviewees. From the other way, we would like to record important details by using the written form or even the entire speech which can be referred when writing the interview report. Moreover, interviewees may be less self-conscious while in one-to-one situation. Therefore, by using interview method is enabling us to know more details by staff directly. We may not spend more time to do observation to all staff so on.

Question Sets of Interviews

Interview with staff

Do you realize that the current system is efficient when processing student’s data? (If not, please provide your reason with the new current system).

If students needs to change their privacy information, or students details in driving school system need spend a lot of time to find out the students data for updating? (If not, please provide your suitable reason for your suggestion).

Do you face any students complain about our system when during the system processing for accepting their privacy information into our system at the same times?

What are the features that you want to have in the administration system?

What usable database do you expect to store in students information?

Does the company upgrading the computer software system and hardware; such as latest operating system, Microsoft and for the hardware; such as printer and scanner?

How do you want the layout of the report to be organized to facilitate data?

What kinds of information do you wish to add in and easy to read the report?

With using the new system, will the system make the employee more confuse to store in students privacy details and store properly?

After developing the new system, employees require to adapt so all employees can accept the new system without any complaint?

Questionnaire

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What is Questionnaire?

A questionnaire it can be called survey. Survey is a data collection tool used to gather information about individuals. Surveys are commonly used in psychology research to collect self-report data from study participants. Our company, are using survey may focus on factual information about individuals, or it might aim to collect the opinions of the survey takers for our company. Furthermore, questionnaire looks more attractive to people than other survey form like subjective and give more specific answer and build a clearer report as result than a vote. Nowadays, mostly people are preferred short time and easy way to fill up the form without using much more time. Other way, for the questionnaires it give people an impression of easy way form of survey because options are given from the sheet to answer and the survey will just take couple minutes to finish it up without any fill in. Nowadays, most of the company are using this way to direct investment on an event, to be more guaranteed the success way, and then the company only have time to collect statistical report to assist our decision. Survey is a main power to conduct questionnaire, with using the questionnaire to decide by the company either in driving school survey, or even in other way; it just based on the purpose needed.

Types of Survey Data Collection

Some of the most common ways to administer survey include:

Mail - An example might include an alumni survey distributed via direct mail to the student’s inbox.

Telephone - An example of a telephone survey would be a market research call about students by similar experiences.

Online - Online surveys might focus on persona experience and also direct to all people.

At home interviews – The person may visit to the other person house for an at-home interview survey administration.

Sample question form for Students

Do the current system give you better service?

Yes ( ) No ( )

After you registration, did you receive the system’s mail immediately?

Yes ( ) No ( )

Is current system caused confusion for you?

Yes ( ) No ( )

Do you agree that phone call is the best way to communicate with students in far away?

Yes ( ) No ( )

Do the current systems happen cause loss students information after store in our employee database?

Yes ( ) No ( )

Do you found that our current system is processing slowly?

Yes ( ) No ( )

The driving lesson schedule suitable for you to attend, after the arrangement?

Yes ( ) No ( )

Henley Driving School Survey Form

Date: _________

Students Information

Name:____________________ Age:_____________

Address:__________________ Telephone no.________________

Do you agree that phone call is the best way to communicate with students in far away?

Yes ( ) No ( )

Do the current systems happen cause loss students information after store in our employee database?

Yes ( ) No ( )

Do the current system give you better service?

Yes ( ) No ( )

Describe any features that would make this Henley driving school Website more useful:

Students Feedback:

Sample form for students