Al-Nahda

Candidate No.:

Centre No.:AE060

Registration Centre

Registration Centre

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Registration Centre

Registration Centre Index

ContentsIntroduction................................................................................................................................3

Analysis stage...........................................................................................................................4

The problem...........................................................................................................................5

-Speed:.................................................................................................................................5

-Organization:....................................................................................................................5

-Financial:............................................................................................................................6

-Security:.............................................................................................................................6

Objectives...............................................................................................................................7

Business objectives.........................................................................................................7

Computer-related Objectives.......................................................................................8

Description of existing solution.....................................................................................10

Evaluation of existing solution......................................................................................13

The advantages..............................................................................................................13

Disadvantages.................................................................................................................14

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Registration Centre Introduction

The equestrian club registration Centre was established in 1988.It started as a small project with few employees and few customers but as time passed the business became bigger. The customers and employees increased highly in numbers. The system was not improved since 1988.

Throughout this project we searched for the problems in the current system, and we will propose solutions and implement it for better business in the registration centre of the club and the club as a whole.

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Analysis stage

Registration Centre

The problem When I entered the registration centre I was shocked to see that customer files were piled over each other and some were on the floor.

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Analysis stage

Registration Centre

There were many problems identified in the process. The problems are as follows:

-Speed: The operations take too long to be completed. When the customers wants to see his files the employee takes much time to find the customer files because the files aren’t organized in any kind of order. This will cost the customer time and complains about the club would increase.

-Organization: The files are piled over each other that even some files are resting over the floor. The files aren’t sorted in any way and the employees are eating and drinking in the same place of storage of files this may cause damaging of some vital customer files.

-Financial: There are many employees that are doing nothing this will cause the employer to lose money for un-producing employees. This money lost for nothing can cost a lot.

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Registration Centre

-Security: The registration centre contains personal files of the customer like passport copies, visa card numbers, addresses, and payment records and even some of the club’s money. The centre doesn’t have any cameras or security guards so the chances of robbery increase.

Objectives

Business objectivesIf the system is improved it should:

The speed of the registration operations should increase and the customers will leave with smiling faces and less complains this would give a better picture about the club attracting more customers and increasing the business.

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Registration Centre

The new system would make the work done by the employee simpler and easier. The employees needed in the registration centre will decrease this will save a lot of money that can be used in other fields.

When customers hear that the club has a good security they will prefer this club than others. As a result, the business would increase rapidly.

All these factors will increase the income of the club which will increase its profit.

Computer-related Objectives.The new system should:

Help maintain data easily in a basic structure with relationships. Moreover, it should provide search tools to help the users find different data in a smooth fast way. The new system should provide backups for data just in case of any disaster if some files are damaged there will backups for them. It should provide a friendly interface for an efficient and comfortable use for the user. The user should

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Registration Centre

receive data in an organized way in a certain order to help in other operations. The system should enable the user to prepare different types of forms and reports to receive or send data. It should automate the operations to the maximum possible extent for reducing the burden on the users and employees.

It will authorize access to data according to the position of the employee using it; the employee entering general information about a customer can’t access data about the customer payment information for security causes or even personal causes.

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Registration Centre

Description of existing solution

The contents of the registration centre are randomly held at shelves in records cabinets.

The ID is written by hand by different employees, and for each record there is a unique ID for customers or employees working at the registration centre. The ID will lead us to all the information about the customer or the employee.

When a new record is added in the club, the employee should determine a new ID for the new record. Furthermore, the employee should write all the information about the ID and the holder of the ID. Then the information is entered in Microsoft excel spread sheet. Finally, the information is printed and then it is stored in the records cabinet.

The club is supposed to have only live folder since they say that they dispose any expired

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Registration Centre

folder instantly when they know about it. Live folders are stored on their

locations at the record cabinets. Items that are taken out from the cabinet by the staff are returned by the same staff to the same location if possible. This is important because if the record taken out by a certain staff is damaged or lost that staff will take the full responsibility.

The records are considered expired if the record wasn’t updated for more than one year and six months is considered to be obsolete and in risk of disposal.

The records are maintained by different ways. The records are only taken out by the employee but for different purposes; it may be taken out for the employee use or for the use of the customer. If the employee took a file to use it himself, he can only use it in the office and he can’t take it with him when he leaves work. Employees can’t modify any data in a record without the management’s permission, and he can only work on a record for two consecutive weeks maximum.

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Registration Centre

If a record was taken out for a customer, the customer will only view the record and check if the data is right and in case of any mistake he would inform the management directly before any change precautions.

The input requirements are forms and pens while the output requirements are pen, calculators and forms. The storage requirements are folders and cabinets.

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Registration Centre

Evaluation of existing solution

The evaluation of existing solution can be summarized as advantages and disadvantages.

The advantages One of the advantages is that the system is simple and everybody can understand how things work. Moreover, the existing solution is not expensive as the equipment needed is cheap and does not need much maintenance which saves money at the long run and the solution is cheap to run as the long term payments are only the salary of the employees. The equipment needed is not special so finding spare parts in case of any damage is easy and simple which makes the system smooth to run even after a natural disaster like floods or unnatural disaster.

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Registration Centre

Disadvantages

Because of the unorganized way things work, some employees have a humongous amount of daily work to do while others are just sitting there doing nothing. There may be two identical ID’s as they are entered by more than one employee manually and this may cause many problems in the future. The bad control of items’ movement may cause a loss of records which will make customers angry as soon as they know about it. The registration centre performance is slow and unsatisfactory as the process of registering a customer takes at least a month in the existing solution.

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