In this section, I have listed out all the software and hardware that I find appropriate and plan to use. This section also contains my data collection through my observation and my two interviews with a teacher and an accountant. You will see how the data flows from one place to another and you will also see my plan on how to use a computerized system for this school as well as my backing storage plan.
SOFTWARE CONFIGURATION For the manipulation of text-based document, I prefer to use an application program called MICROSOFT WORD.Modifications, such as deleting, inserting, rewording etc. can be done to any document. Document formatting; such as font changing, page layout, and paragraph indentation can come in very handy. For example, when sending letters of complaints to the parents of some student, the content has to be the same but the name to which it is to be sent has to be changed. Instead of changing it by erasing the name and putting another, we can simply use a function called MAIL MERGE.
This will make the job faster. But then I would prefer not to use it for mathematical calculations since it cannot calculate automatically. So for tasks, such as making an income statement, I would not use Ms Word.For the storage of restricted files and documents, I would suggest a database program called MICROSOFT ACCESS. This program is designed for easy access to authorized users only. But then, it can only be used for such storage of data and not for calculations. For calculations, budgeting, and other finance related tasks, a spreadsheet program called MICROSOFT EXCEL would be the best choice.
It can also be used for the creation of timetables, school report card, making income statements for the office, making a mark register for a class etc., Excel would be very useful. Using mathematical, as well as its advanced functions, we can achieve our desired objectives. In this program, data and formulas to calculate those data are entered into the spreadsheets/worksheets and from there we can analyze, validate and sort the data. Using the built-in functions, standard and extended calculations can be done.Another advantage I find using Excel is that one spreadsheet can contain much information and also, these spreadsheets can be linked to another that contains related information and can update the data in the linked spreadsheet automatically. As for the printing facilities, Excel provides graphing capabilities and a variety of formatting for printed pages, text, numeric values etc.
Ms Excel also comes in with a lot of functions that can help make the statements, marks sheet etc. With Excel, validation of data would not be a creation of income problem at all and mathematical functions present in Excel makes calculations easier.For example, when creating report card for a student, a spreadsheet named ‘mark register’ where the marks of the student can be found, all calculated, can be taken and put into the report card instead of typing the information again. A function called VLOOKUP can be used to make the job faster and easier. Another useful function that can be used is the VALIDATION function.
If you want a certain value that is between ranges, you can use the Validation function, which allows the user to input only a value between a specified range given by the user himself. This is very useful when making a mark register.There are other useful functions in Excel. Some of the standard ones like SUM, AVERAGE etc., does mathematical calculations.
Some of the most useful functions we are going to come across are VLOOKUP and COUNTIF. Other programs I would like to use are CD Writing program, and Ulead Photo Impact. I suggested the CD writing program because if ever there is some data I would like to erase from the computer but I can’t because that data is important, I can save it to a CD.
I suggested the Ulead Photo Impact to make the banner for the school.