The Industrial Engineerings Contacts Database

Published Date: 02 Nov 2017

This document aims to provide a brief overview of the project which is the analysis and optimisation of the Industrial Engineering Contacts database as well as to provide the planning and steps taken to fulfil this project successfully.

A brief introduction and background of the project is given to recognize what the database was used for in the past and by whom. A formulated project problem is then stated to acquire the need of this project followed by the aim of this project in order to fulfil this need and find a solution to the existing problem of the database. A detailed approach including the activities, deliverables and scope of the project is then written in order to ensure proper planning and execution of the project.

Finally a strict project plan is given where all the constraints and the work is broken down into logical steps. A gantt chart is included for accurate time constraints for the different phases.

Describing the overall background of the project as well as including the steps which will be taken to execute this project successfully, ensures that the document establishes proper consensus of what will be provided by this project.

Table of Contents

1. Introduction and Background

2. Problem Statement

3. Project Aim

4. Project Scope

4.1 Approach

4.2 Deliverables

5. Project Plan

5.1 Activities

i) First Part

ii) Second Part

5.2 Resources

5.3 Constraints

5.4 Budget

6. Conclusion

References

Appendices

Appendix A: Gantt Chart

List of Figures and List of Tables

Figure : Dietz methodology

Figure : Gantt Chart

1. Introduction & Background

The Department of Industrial and Systems Engineering is currently using a database to record contact details of alumni and other associates of the department. These details range from I.D. numbers and addresses, to employment and position details. The database was developed in MS 2000 in the year 2000. In 2003 a student transformed the database to MS 2003 and this current database is still in MS Access 2003 format. Users gain access to the database file via a ‘work group’ application. This process is tedious and the process with the user access control is difficult to manage due to the linking of the different users. The file server configuration which one has to specify each time one wants to give a user access is also not great. Alumni has a separate database which should actually be used as a main source to update this database. The sharing and updating of the alumni database has been stopped due to the fact that the details were not updated regularly. So far Miss Hanli Potgieter and Miss Marne de Vries who work in the Department of Industrial and Systems Engineering are the only users thereof, although prior to this year, more users existed. This database contains over three thousand contacts and their details.

2. Problem Statement

As technology has increased and the department increased its size in respect to contacts and associates, staying efficient and up to standard, the requirement came to either engineer a solution with alumni to use their database and creating a network from their database source or upgrading the current database to MS Access 2010 format as to avoid an outdated database. Problems that could be encountered with alumni are that no access will be allowed to the database via a network or no regular updating of the database will continue on their side. Although some of the data is duplicated on the Alumni database at the University of Pretoria as well as ClickUP, the department also needs to track details of external examiners and sponsors. The security level of this database is also not convenient for the respective users as the workgroup feature has to be created first and security levels inside the database is not included as the user can access any information once the database is open. The other problem currently existing with this database is that a lot of new functionalities such as dynamic reporting improvements, navigation templates and macro designer enhancements which are available in MS Access 2010 cannot be implemented to this current database’s version (Chapple, 2010). If this database is not upgraded, an outdated database will exist with less and less capability functions in respect to the latest functionality features created and the Industrial Engineering department cannot retain important information about industry sponsors and external examiners.

3. Project Aim

The aim of this project is to modify the Department of Industrial and Systems Engineering’s contact database to be more efficient, updated, secure and more functional for the users by either gaining a network access with the alumni database or re-designing the database in MS Access 2010 and successfully implementing the database. This implementation will allow users to have confidentiality incorporated into their database which upgrades the security of the database and the new functionalities will increase the capability of the database in terms of storing details of sponsors and external examiners.

4. Project Scope

4.1 Approach

The first phase will involve going to alumni and discussing the current situation about the department’s contacts database and finding a solution with sharing their database on a network with the Industrial and Systems Engineering department.

If that route is not accepted the second phase of the project will involve in depth literature reviews on the following topics:

Successful implementation of MS Access 2010 with its new functionalities.

Different levels of user access control.

Security features, file sharing and how to convert data across a new database.

Identifying inefficiencies, constraints and need requirements will be part of the first phase as well.

Construction of Using System

Construction of object system

Functions of object System

Functional requirements

Specifications

Figure 1: Dietz methodology

Once the literature has been reviewed properly the complete re-designing of the new database phase can be initiated. The process flow of this phase will be in accordance with Dietz methodology ().

The construction of the using system will involve doing use-cases to fully understand the user system involved. The second step will be designing alternative logical designs and ERD’s for the new information system as well as recommending suggestive functionality features which will complement the information system. Once the approval of the final selected design of the database is given, the physical design will commence on MS Access 2010. This physical design will entail the construction of the database in MS Access 2010, extensive testing & debugging and finally compiling a standard manual for the database.

Implementation will be the next phase. Evaluation will be part of this phase as the new database will first have to be approved before proper use will be made of it in the future.

4.2 Deliverables

The approach followed for the project in order to achieve the deliverables will involve the process of completely re-designing the departmental database and also converting existing data and functionality to the MS Access 2010 format and implementing the upgraded database. The following specific tasks will be investigated:

Identifying current problems, limitations, constraints and inefficiencies using fact finding techniques such as research and interviews.

Analysing requirements for an updated database using requirement discovery techniques.

Documenting logical designs.

Considering different architectural alternatives (using MS Access 2010).

Converting the MS Access 2003 database to a 2010 format, adding the required functionality.

Testing and implementing the database.

Developing a user manual for the improved database.

5. Project Plan

5.1 Activities

First Part

Investigating the problem and problem environment as well as the constraints of the project.

Analysing an existing literature that will assist in the design of the database using journals, reports or online sources.

Enquire to users about the requirements of the database as well as the limitations and current problems with the current database.

Analyse all the gathered data in order to meet the database’s new requirements.

BPJ 410 deliverables to be met:

ECSA 4: Investigations, experiments and data analysis.

ECSA 9: Independent learning ability.

Second Part

Formulate possible solutions for the design of the database using necessary engineering system software and knowledge skills.

Await approval for best solution.

Solution is then modelled, analysed and tested thoroughly.

Evaluate possible solutions and select the best solution alongside the end user.

A User Manual must then be compiled for the Information System.

Implementing the Information System in the Industrial and Systems Engineering Department.

Await feedback from the department and finalise the database.

BPJ 420 deliverables to be met:

ECSA 1: Problem Solving.

ECSA 3: Engineering design.

5.2 Resources

The resources to be used for this project are the following:

MS Access 2003 and MS Access 2010

Literatures of the Access program for additional features

Industrial Engineering Department’s contacts list

Personal Computers

Dr M. de Vries (Project leader).

5.3 Constraints

The mentor is only available for certain amounts of time during the week so limited discussion time is given. The recess will add to the constraint that less time is available for completing the project. The Database will only be accessible for certain users in the Department of Industrial and Systems Engineering.

5.4 Budget

As the MS Access is already licensed on the computer, there is no real cost involved for this project as well as no transport costs will be involved due to the fact that the mentor and related colleagues of the Industrial and Systems Engineering Department are all situated on campus.

6. Conclusion