Engineering Hours Accounting System Essay Example for Free

Engineering hours Accounting System EssayIntroductionAvitronics is a medium surface engineering company that produces components for the aerospace industry. Employees keep track of the hours they work on different projects and at the end of the week turn in a timecard with this information on it. The company can take up to roughly 12 contracts a year each of these contracts is assigned a Job-Code.The Current SystemAt point each employee keeps track of their hours social function their own constitution. This could be as informal as a rough t in exclusively toldy on a scrap of paper. At the end of the week, the employees fill their hours into a formal timecard, which is handed in and tallied by a clerk.Objectives of The New SystemMr. Salomon (the chief accountant) would like a system with use upive information entry forms so that each employee can input their own hours into the system at the end of each week. He would like to have pull-down menus for the job-codes, so th at unqualified engineers doning complicated codes do non make mistakes. Hours should be rounded to the ne arst quarter-hour. Data entry should be quick and simple. Each individual employee should non be able to see the hours worked by everyone else.The information should be sent to a informationbase from Mr. Salomon can produce reports. He requirements to be able to get a report that shows how many hours each employee works each week (these should be sorted by employee build). Mr. Salomon would in like manner like to have a graphical report, which shows the union subjugate of hours worked each week against each contract.He would like to start a fresh new system at the start of each year.Mr. Salomon would also like an easy to understand user guide, which should include complete instructions for a novice, using no jargon.Performance IndicatorsMy solution will have to* nix all employees seeing other employees hours.* Be simple to use, and non waste employees time.* Prevent errors wherever contingent by using formation and combo- encasees.* Allow Mr. Salomon to piddle reports (with graphs) from entered data.* Include a template for Mr. Salomon to re launch the system at the start of the year.* Provide Mr. Salomon with a drug user Guide intentional to assist novice users when they argon using the solution.* accurately approximate the total hours for each employee per week, unblemished to each quarter hour. Accurately calculate the go of hours worked on each contract per week, accurate to each quarter-hour.If all of these criteria ar met then my solution will be successful.DesignChoice of SoftwareA Spreadsheet is the best solution to the problem because I can use the software well already and I know how to solve the problem using this software. I have chosen to use Microsoft go past because it is the most common piece of spreadsheet software in general use. I could use an equivalent spreadsheet package from a different company, but this may n on be compatible with Mr. Salomons computer. Features of Excel that make it ideal for solving the problem* Ability to create a blank template* Pivot tables to create civilize reports with graphs* Formatting to help make it clear to the user where to enter data* Macros to automate various functions* Macros which will execute automatically on opening and close workbooks* Validation and Protection of cubicles to restrain tampering and errorsSystems OverviewMy system will be based on one workbook, with three sheets (excluding reports). The Hours entre sheet will be the main input form, where employees will enter the hours they have worked, on what days and on which contract. The Admin Options Sheet is where the Administrator changes Contract numbers and groups, he/she also sets the week beginning date. The database sheet is where reports and charts will be produced form.Detailed DesignFollows on the next 6 pagesWorkbook and Sheet DiscussionHours Entry Sheet This sheet is designed to let the employees enter their hours in a quick and simple way. It is important to keep it simple so that employees do not become disgruntled and frustrated with the system. This sheet has a simple colour scheme that distinguishes input cubicleular phones from carrelular telephones where input is not required. Combo boxes are used to keep certain aspects simple and to prevent mistakes. Buttons are used to execute macros that clear the sheet and transfer relevant data to the spreadsheet. As hours have to be recorded by the closest quarter-of-an-hour, I have used a ceiling formula in the total cells to prevent mistakes macrocosm made when data is transferred to the database.Admin Options Sheet This sheet contains any options the administrator may need to set concerning the system He/She can add/remove contracts and add/remove groups of workers. At the start of each working week He/She has to set the Week Beginning date that is needed throughout the system, it is essential th ey enter this date remedyly. The colour scheme for this sheet is simple, every cell is unclouded, input cells have borders to distinguish them form non-input cells. This sheet contains two buttons that execute macros Protect Workbook This macro opens up the protect workbook dialog, where the administrator can protect the whole workbook, with the exception with cells that are not Locked (input cells). Start New Year This macro erases all the data in the workbook, and prepares the system for a new year. A prototype box automatically pops up when this button is clicked to warn the user that they will be deleting all entered data from the previous year. This is to prevent all the data being removed accidentally.Database Sheet This sheet contains all the data that has been transferred from the Hours Entry Sheet. It contains Employee , Hours Worked for each employee. Job Code, Hours Worked for each contract.From this data, an employee report can be created, this is a report itemis ation all the employees, and the number they have worked in a given week. From this data, a contract report can be created this is a report listing all the contracts and the number of hours worked on them for a given week. From this data a contract graph can be created, this is a graph showing the number of hours worked for a given contract over the past month (4 weeks). These outputs will need to look professional and be suitable for their purpose.Data entry and ValidationThese are the fields in which data will be entered into my systemLast Name The employee will type this in. I chose this method, as there is no average alternative.Employee This will be typed in by the employee. I chose this method because there is no reasonable alternative. Employee number is a four-digit number. This cell will be authorise so that numbers bigger than 9999 are not accepted also text is prevented from being entered. I use this trial impression so that problems do not occur further on the proc ess, when reports sorted by employee number are being produced.Group The user will select this via a combo box this ensures no typographical errors are made when typing it in. I am choosing to use a drop down box as there are few options for the employee to choose from.Job-Code This will be selected from a drop down box to prevent typographical errors being made. If it were a plain cell, with no validation or input aids, if an error was made it could cause unwanted consequences throughout the system.Monday Employees enter their hours by typing the number in the correct cell. any number they enter will later be rounded up to the nearest quarter hour, by the use of a ceiling formula. The validation on this cell will be that it has to be a number between 0 and 20.Tuesday Employees enter their hours by typing the number in the correct cell. any number they enter will later be rounded up to the nearest quarter hour, by the use of a ceiling formula. The validation on this cell will be that it has to be a number between 0 and 20.Wednesday Employees enter their hours by typing the number in the correct cell. any number they enter will later be rounded up to the nearest quarter hour, by the use of a ceiling formula. The validation on this cell will be that it has to be a number between 0 and 20.Thursday Employees enter their hours by typing the number in the correct cell. Any number they enter will later be rounded up to the nearest quarter hour, by the use of a ceiling formula. The validation on this cell will be that it has to be a number between 0 and 20.Friday Employees enter their hours by typing the number in the correct cell. Any number they enter will later be rounded up to the nearest quarter hour, by the use of a ceiling formula. The validation on this cell will be that it has to be a number between 0 and 20.Saturday Employees enter their hours by typing the number in the correct cell. Any number they enter will later be rounded up to the nearest q uarter hour, by the use of a ceiling formula. The validation on this cell will be that it has to be a number between 0 and 20.Sunday Employees enter their hours by typing the number in the correct cell. Any number they enter will later be rounded up to the nearest quarter hour, by the use of a ceiling formula. The validation on this cell will be that it has to be a number between 0 and 20.User Aids to procedureUser Aids to Operation that I have used are combo boxes, and buttons that execute useful macros. Combo boxes assist the user with entering data when there are barely a few options to choose from. They also help prevent mistakes from being made when typing out something complicated. For example in my system, the user uses a combo-box to select a job code, if they had to type every job code in it is more than likely that every week several mistakes would be made. By using combo-boxes I have eliminated the probability of this occurring. By using buttons that execute macros I h ave enabled the employees to enter their hours in a simple entry form. If I did not use macros then each individual would have to type hours into the database, this could cause a huge number of problems for the company.ProtectionSheet 1, Hours Entry SheetThe chase cells on this sheet will NOT be protectedC6, Last NameC5, Employee C10C16, Mondays Hour Entry CellsD10D16, Tuesdays Hour Entry CellsE10E16, Wednesdays Hour Entry CellsF10F16, Thursdays Hour Entry CellsG10G16, Fridays Hour Entry CellsH10H16, Saturdays Hour Entry CellsI10I16, Sundays Hour Entry CellsThese cells will not be protected because when I protect the sheet, I want them to be editable. Eg the employees need to enter data into them.MacrosTransfer_Macro This macro will be executed from a button on the Hours Entry Sheet. The macro transfers required data from this sheet into the database. After it has transferred the data it will return the user to the Hours Entry Sheet, where they can exit the spreadsheet when they a re ready. If the transfer is completed successfully then a message box will popup saying Transfer Successful.Create_Employees_Report This macro will create a report on the employees. It will copy selected data from the database, bed cover it into a new sheet and format it appropriately. The report will show the employee number, last name, hours worked for each week for each employee stored in the database.Create_Contracts_Graph This macro will use selected data from the database to create a graph showing how many hours are spent on each job code over a block of weeks. The graph will show all of the job-codes and all of the data about each job code that is stored in the database.Auto_Open This will execute automatically when the spreadsheet is opened, it shows the Hours Entry Sheet and clear all of the white input cells. It will select the Employee input box ready for the user to begin.Clear This macro clears all of the white input cells in the Hours Entry Sheet. If the employ ee enters a few mistakes or realises he has entered totally wrong data, instead of having to delete every piece of data one after another he/she can simply click the button that executes this macro.Protect_Workbook This macro will be executed via a button on the Admin Options page, this will hide all menus and the taskbar and take the user to the Hours Entry Sheet. It will also run the Clear macro so that the Hours Entry Sheet is always blank when it shows up.Start_New_Year This macro erases all data from the database ready for the system to begin a new year. The employees and job codes will stay on the admin options page as it would be unreasonable to turn in that all the jobs were finished at the end of the last year.Data Flow Diagram examing assay StrategyThis is what my solution is required to do, as adumbrate in the Performance Indicators section of the Analysis* Prevent all employees seeing other employees hours.* Be simple to use, and not waste employees time.* Prevent e rrors wherever possible by using validation and combo-boxes.* Allow Mr. Salomon to create reports (with graphs) from entered data.* Include a template for Mr. Salomon to reset the system at the start of the year.* Provide Mr. Salomon with a User Guide designed to assist novice users when they are using the solution.* Accurately calculate the total hours for each employee per week, accurate to each quarter hour. Accurately calculate the number of hours worked on each contract per week, accurate to each quarter-hour.Here is an outline of the tests I will have to carry out on my spreadsheet* Does my system open correctly?* Ensure that the Database and Admin sections are hidden from the employees.* Ease of Use, as little complications as possible.* Tests of Validation (effects of incorrect/extreme data entry)* Tests of Protection* Accurate calculation of hours* Does my spreadsheet cause problems after closing?Test PlanThe following tests will be performedBasic Function Tests1. Open my s preadsheet.2. Add data as adumbrate in test data set 1.3. Test the Submit Hours button.4. Add data as sketch in test data set 2.5. Test the Clear Form Button.6. Add data as outlined in test data set 3.7. Test the Submit Hours button.8. Test the fit System button.9. Reopen the spreadsheet.10. Try entering data from test data set 4.11. Try entering data in a locked cell (eg. The cell containing the word Group and the cell containing the word Totals).Admin Function Tests12. Open my spreadsheet.13. Test Admin Options button, enter word from test data set 5.14. Test Admin Options button, enter password from test data set 6.15. Test the Enter New Employee button. Enter the data as outlined in test data set 7.16. assume cell F19, Test the Delete Job Code button.17. Select cell B11, click the Delete Job Code button.18. Test the Enter New Job-Code button, enter the data as outlined in test data set 8.19. Test the Enter New Job-Code button.20. Test the Create Contract-Chart button.21. Te st the Employee Report button.22. Test the Change System Password button. Enter the password as outlined in test data set 9.23. Test the Protect System button.24. Test the Admin Options button. Enter the password as outlined in test data set 6. Error massage should appear.25. Test the Admin Options button. Enter the password as outlined in test data set 9.26. Test the Change System Password button enter the original password again as outlined in test data set 6.27. Test the Start New Year button.28. Click File then Exit please do not save any changes to the spreadsheet.Jonathan Stamp ICT Excel Coursework Page 1 of 17Jonathan Stamp ICT Excel Coursework Page 1 of 17