User Requirements

Objective of new system

The system aims to integrate the current processes of both calculating the wages of workers and matching them to each booking. This will provide a much quicker and more efficient system in comparison to the current system and it’s tedious and mundane tasks. 

The new system will have new features including:

A new rating system - Allowing the Employer to give ratings to his/her employees based on their work ethics, commitment and physical ability

A newer ‘workers’ profile - Listing the details of each worker, including newer details such as work unavailability, tax rate and their ‘Workers rating’.

A program that deals specifically with the menial task of recording the events and calculating wages

A more efficient and faster approach to recording both the details of the workers and the events they are matched to

The ability to produce a report of the workers profile and events

As well as completing the whole process of:

Recording the details of the events

Recording the details of the workers

Matching the workers to their respective work events

Calculating the amount of pay accrued to each worker

Producing a print out of the workers profile and the details of the event

Calculations and Decisions

Calculations and decisions are made when trying to calculate the wages that each employee deserves. Mr Powell decides the amount of work that needs to be completed each day, which fluctuates depending on the physical ability of the workers, the amount of workers working on that date, and how much time they have before the event occurs. Powell is therefore responsible for both employing workers and allocating them alloted working shifts. The workers rate is also dependent on several factors including; Amount of time they have been employed, Type of work they do and age. The tax rate depends on many factors including Income level and length employed (Full-time or part-time work), but the information is provided by the individual employee. 

When recording this information, Contact details and contracts are filled out manually on pieces of paper which are returned to Mr Powell who enters them into the computer which keeps a digitalized record of the workers contract agreements and contact details. The current system of processing and recording bookings is split, some of it is done on paper and some of it is done via the computer. Mr Powell normally records the details of the contacts using pad and pen. Though, it seems that it may be quicker to actually record the events on paper instead of on the computer, the process of repeating work is ‘in-fact’ more time consuming and can have disastrous effects if lost or destroyed.

Therefore, if I could establish why it is easier to record things on paper, we may be able to create a more efficient system. It would also be prudent to digitalize the notes in order to have a form of ‘back-up’. Fortunately, If we combine the process of recording events and recording workers details, their will be less need for paperwork. It is also worth noting that during the event, workers are not required as frequently therefore ‘shifts’ are introduced.

Therefore, new calculations and decisions will include:

Workers

-(1-(Tax %))((The amount of hours worked) X (The workers wage rate))= Total Pay or Wages owed

-Who works on a particular day

-Workers rating

-The day that workers are available to work

-Which event they will be matched to

Extra wants

Mr Powell has requested that the system includes a ‘Rating’ system pertaining to the workers. This rating system will act as an indicator to Mr Powell for future reference on the productivity and work ethic. A high rating will mean that worker is committed, prompt, efficient and shows initiative while a low rating will indicate the opposite. When Mr Powell is planning on recruiting workers for an event, he can refer to the ‘Rating System’ which will show him the best and the worst workers that have previously been employed.

*List any other wants*

In altering, integrating and digitalizing the old systems, Mr Powell and the users need certain information pertaining to the job. The new system requires new fields which 

When Booking an event, Mr Powell gets the information from the people who want to book the school. The information that he requires includes:

Name of organization wishing to book the school as he needs to know who wants to book the school, address them directly and possibly to check whether they are a legit organization by doing research on them

Name of Person wishing to book the school (The person in charge of the camp) so he knows who to contact when getting back with a negotiable price and who to speak to when a problem occurs at the camp or about the camp.

Contact Details (Email, Phone, Mobile, Work Phone, Address) are required so Mr Powell can contact the person wishing to book the school via Email, Phone and by mail when sending out an invoice and receipt

Reason for wanting to book the event so that Mr Powell can get an idea as to why they want a camp and it’s purpose

Possible date that they wish to book the school is also important as Mr Powell can get an Idea as to why they want that particular date, (I.e it may be a Christmas camp where it is quite obvious that the camp must be around ‘Christmas’ time.)

Why that date? - An explanation as to why they want to book that particular date

Period of time that the client wishes to book out the school - To get an idea as to how long the people wishing to book the school want to book the school for

Age range of the group - This is important as it gives Mr Powell an idea as to how much he will have to order in terms of food, booking facilities and being hospitable.

Facilities that wished to be used (Or won’t be used, if it’s easier to record) so Mr Powell knows which facilities to lock up and how he can prepare those facilities for their use.

When wishing to calculate the wage of each worker and to match them to their respective event, Crucial information needed to be gathered includes:

Name of Person is crucial in knowing who you’re employing. This both allows Mr Powell to address the person and to know who and what they’re doing.

Knowing the address allows Mr Powell to send receipts to the employees houses via mail

Birthdate is also essential to ensure that the workers are old enough to work. Currently the work age limit is limited to senior students which is anything from 15 upwards

Contact Phone - To contact the students for work purposes and to inform them of any possible changes or in emergencies

Email allows quick and free communication between both employer and employee and is used to inform workers of any changes or updates.

Wage Rate allows Mr Powell to pay the employees fairly.

Amount of Hours Worked tells Mr Powell how many hours that the worker has worked and essentially, is used to calculate his total pay due

Work Unavailability tells Mr Powell what days the students are unavailable for work in order to aid him in planning work shifts and job allocations amongst workers. This also gives him time to find workers to cover the employee who isn’t able to make work in order to ensure that the work planned goes according to plan

Tax rate gives Mr Powell an accurate and fair idea of the tax that needs to be deducted from each worker in order to pay to the government