To find out what the best solutions will be for Westwood Hockey Club’s systems, in a group we investigated the requirements for each type of system and we documented these sources of information. A system to store and process club members’ records
For this research I found a spreadsheet for Bamber Bridge United Junior Football Club’s member records from Ross the manager. This is how the club keep track of all their members and their details. It has columns for Name (for which the surnames have been deleted for privacy), Phone Number, Email Address, Address and Comments. It is useful that it stores information such as Phone Numbers and Email Addresses because then the club will have ways of contacting parents if there is a need to. The Comments column is also very handy as it includes things that may affect the children health wise (e.g. Asthma) and arrangements made in regards to their safety. It is set out in a simple organised way which is easy to read but it lacks some information that could be helpful. For example the Age of the children could be added; which team they belong to (e.g. Under 10s); Parents’ Names and when they attend club meetings if there is different days to go. This would make the club more organised and it would make it easier for them to run. Although for the most part the spreadsheet serves its purpose, the information could be better stored in a database as databases have certain features that are valuable for storing this information that spreadsheets don’t have (e.g. An ID Key automatically assigned to each member which would be beneficial for sorting it). Person M interviewed Ross the manager for BBUJFC about the spreadsheet he created that is shown above which he kindly gave me a copy of. The interview shows what Ross, who has to use the spreadsheet, thinks about it and also why he decided to store it that way. This source gives greater insight into the spreadsheet. Ross finds that the spreadsheet is useful for what the club needs it for but that it could be improved by having a way to search for particular members. Searching for particular members can be solved by using the query function that databases have. This allows the data in the database to be sorted. This source is informative for us because it shows us how useful it is to an actual working club and allows us to evaluate its effectiveness. The spreadsheet is effective for BBUJFC but there is ways of making it better which can be solved by using database software.
Person A has found the database for Turning Point Theatre Arts which shows the records of the members they have. It is very neatly organised and easily displays records. It has columns for automatically assigned ID, Names, Gender (which may have restrictions on which classes they can attend), DOB, Address (including Town and Postcode), Phone numbers and Guardian. This gives us ideas on what data needs to be inputted into Westwood’s solution. It includes lots of useful information such as the Guardian column which is important as the person in charge will know parents’ names and be able to properly address them and it will make it easier to send out letters as they can be sent to the guardian rather than the child. The Emergency Contact column is helpful as guardians’ contact details at different times may differ from their home phone. The ID key is convenient for finding specific members in the database. Currently, Turning Point Theatre Arts do not have any queries to find members with certain details but this would be advantageous to the company as the members that fit a certain criterion (e.g. the town that they live in) would be grouped together under that particular query in an easy to find location (just to the left of the database). With the addition of queries, a database such as this one would serve the purpose for Westwood Hockey Club’s member records system.
My solution for Westwood is that they have a database (made using Microsoft...
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