User Manual

Software User's Manual BOX OFFICE DATABASE SYSTEM TEAM # 1 Shivang Patel -Project Manager / System Architect Siddhartha Shah - Operational concept Descriptor Ami Rathod - Requirements Analyst Nisarg Shah - Prototype Developer Shaleen Bhatt - Feasibility Analyst Assem Zhamankulova - Life Cycle Planner Jason Cooper - IIV&V 3868a466-7a36-47a9-861b-d8c6caa5a180.doc Version Date: 12/19/07 User Manual Version no 1.2 Version History Date 11/28/2007 12/10/2007 Author Assem Zhamankulova Assem Zhamankulova Version 1.0 1.1 Changes made Original template for use with LeanMBASE v1.9  Section 1.1 System Overview updated  Section 1.2.3 removed  Section 3. Operational Procedures updated  Section 5 renamed from “Appendix” to “Notes” Rationale Initial draft for use with LeanMBASE v1.9  Since there is nothing about the new features and about the back up method mentioned some clarification added  According to LeanMBASE Guidelines v1.9  Since the description of the screenshot # 5 is not clear enough some clarification added  According to LeanMBASE Guidelines v1.9 12/19/2007 Assem Zhamankulova 1.2  New screenshots of advance search  Main switch board  Category search  Searches  New Screen shots were taken after the deployment of the system and therefore the user manual had to be updated 3868a466-7a36-47a9-861b-d8c6caa5a180.doc ii Version Date: 12/19/07 User Manual Version no 1.2 Table of Contents SOFTWARE USER’S MANUAL………………………………………………………………I VERSION HISTORY……………………………………………………………………………II VERSION HISTORY ....................................................................................................... II TABLE OF CONTENTS................................................................................................. III TABLE OF TABLES ...................................................................................................... IV TABLE OF FIGURES ..................................................................................................... V 1. Introduction .......................................................................................................................................................1 1.1 1.2 2. System Overview .......................................................................................................................................1 System Requirements ................................................................................................................................1 Installation Procedures.......................................................................................................................................2 2.1 2.2 2.3 Initialization procedures ............................................................................................................................2 Re-installation ............................................................................................................................................2 De-installation............................................................................................................................................2 3. 4. Operational Procedures ......................................................................................................................................3 Troubleshooting ............................................................................................................................................... 12 4.1 4.2 Frequently Asked questions ..................................................................................................................... 12 Error Codes and Messages ....................................................................................................................... 13 5. Notes ................................................................................................................................................................ 13 3868a466-7a36-47a9-861b-d8c6caa5a180.doc iii Version Date: 12/19/07 User Manual Version 1.2 Table of Tables Table 1: .............................................................................................................................................NA 3868a466-7a36-47a9-861b-d8c6caa5a180.doc iv Version Date: 12/19/07 User Manual Version 1.2 Table of Figures Figure 1: BODS Figure 2: Advance Search Figure 3: Event information Entry Figure 4: Ticket Reservations form Figure 5: Customer Entry Figure 6: Box Office Figure 7: Searches Figure 8: Category Search Figure 9: Reports 3 4 5 6 7 8 9 10 11 3868a466-7a36-47a9-861b-d8c6caa5a180.doc v Version Date: 12/19/07 User Manual Version 1.2 1. Introduction 1.1 System Overview User’s Manual document of the Box Office Database System (BODS) for 24th Street Theatre is to provide a reader with the information on how to use the product to be built so that it could be used to make reservations for the events/shows and keep track of them (events/shows) as well as of visitors and donors with the consistency of data and what is more important without the loss of data and without redundancy of data. There are some new features of the BODS are to be built such as “flexible searches” and “auto-completion” functions in order for the customer service to be improved. The back up method for the BODS is yet to be determined. 1.2 System Requirements 1.2.1 Hardware Requirements Minimum hardware requirements:  Hard Disk: 60 GB  RAM: 512 MB  Processor: 2.8 GHz Intel Pentium IV 1.2.2 Software Requirements Minimum software requirements:  Microsoft Access XP or later versions is required for the BODS 3868a466-7a36-47a9-861b-d8c6caa5a180.doc 1 Version Date: 12/19/07 User Manual Version 1.2 2. Installation Procedures 2.1 Initialization procedures Step 1: if the current system does have not MS Access, please install it before installing the BODS Step 2: Copy the BODS package to the desired destination folder from the installation source (e.g. USB flash drive, CD ROM, Internet Download) 2.2 Re-installation Step 1: Locate the folder for the present installation Step 2: Delete the present copy of the BODS from the folder located in Step 1 Step 3: Follow Initialization procedure 2.3 De-installation Step 1: Locate the folder for the present installation Step 2: Delete the folder located in Step 1 3868a466-7a36-47a9-861b-d8c6caa5a180.doc 2 Version Date: 12/19/07 User Manual Version 1.2 3. Operational Procedures Further the screen shots of the BODS and quick descriptions will be provided so that the user could have an idea how to use it. Figure 1: BODS 1. This is the first page of the BODS after opening it; from which the user can select where to go next. The tab” ENTER/CHANGE EVENT INFO” take you to the form which allows Append/Edit to Event information. Similarly “ENTER RESERVATION “opens a form which provides Append/Edit to Reservation information.”CUSTOMER ENTRY” opens a form which provides Append/Edit to Customer information.”BOX OFFICE” provides Append/Edit to Box Office information. “SEARCHES” provides various pre programmed searches that can be performed on the database. “REPORTS” opens a form which allows you to generate many pre-programmed Reports. These are all the features available before the enhancement performed. The present system also has the new feature 3868a466-7a36-47a9-861b-d8c6caa5a180.doc 3 Version Date: 12/19/07 User Manual Version 1.2 called the “ADV. Search” which stands for advance search and lets the user access the form which allows flexible searching on the Customer (Donor, Ticket Buyer and Customer) information. Following is the screen which appears when ADV. Search is clicked. It allows the user to select the Field to Search, Operation to perform and Value to Search for. Figure 2: Advance Search 3868a466-7a36-47a9-861b-d8c6caa5a180.doc 4 Version Date: 12/19/07 User Manual Version 1.2 Figure 3: Event information Entry 2. This is the page when the user presses the “Enter/Change Event Info” button of the first page of the BODS where user can enter the information about the event and save it to the BODS. 3868a466-7a36-47a9-861b-d8c6caa5a180.doc 5 Version Date: 12/19/07 User Manual Version 1.2 Figure 4: Ticket Reservations form 3. This is the page when the user presses the “Enter Reservation” button of the first page of the BODS where user can enter the information about the ticket and the customer that wants to attend certain event which was entered earlier and then save it all to the BODS. 3868a466-7a36-47a9-861b-d8c6caa5a180.doc 6 Version Date: 12/19/07 User Manual Version 1.2 Figure 5: Customer Entry 4. This is the page when the user presses the “Customer Entry” button of the first page of the BODS where user can enter the detailed information about the customer that could also further be a donor and then save it all to the BODS. 3868a466-7a36-47a9-861b-d8c6caa5a180.doc 7 Version Date: 12/19/07 User Manual Version 1.2 Figure 6: Box Office 5. This is the page when the user presses the “Box Office” button of the first page of the BODS where user can enter the information about the “walk though” customer (this is how the client calls them) in a new window that pops up (which is very similar to the “Customer Entry” mentioned in the description of Figure 4) after choosing the name and the date/time of the event from the drop-down lists, i.e. that this certain “walk through” customer wants to attend this certain chosen event and pays for the ticket at the Box Office without making a reservation so that then this information can also be saved to the BODS. 3868a466-7a36-47a9-861b-d8c6caa5a180.doc 8 Version Date: 12/19/07 User Manual Version 1.2 Figure 7: Searches 6. This is the page when the user presses the “Searches” button of the first page of the BODS where user can find 9 “quick searches” buttons based upon the information the user is trying to access. The earlier BODS version was missing the “Customer Category Search” Button which has been added as the result of the enhancement performed. This allows the user to quickly search the customers based on their type. Following is the form the opens up when Customer Category Search is Clicked. It allows the user to select the customer type from the list box. 3868a466-7a36-47a9-861b-d8c6caa5a180.doc 9 Version Date: 12/19/07 User Manual Version 1.2 Figure 8: Category Search 3868a466-7a36-47a9-861b-d8c6caa5a180.doc 10 Version Date: 12/19/07 User Manual Version 1.2 Figure 9: Reports 7. This is the page when the user presses the “Reports” button of the first page of the BODS where user can find ten “quick reports” buttons upon the information of the BODS and then generate these reports with the help of given buttons. 3868a466-7a36-47a9-861b-d8c6caa5a180.doc 11 Version Date: 12/19/07 User Manual Version 1.2 4. Troubleshooting 4.1 Frequently Asked questions 1) How do I search the database? There are 8 queries frequently used and each has their own tabs to select from in the SEARCHES option on the main page. And if the required search option is not available in those options then depending on the entity (Customer, Donor and Event etc.) its respective tab has to be selected from the given options. 2) How do I get information about a particular event or add a new event? Select ENTER/CHANGE EVENT INFO tab from the options on the main page and make the required changes. 3) How do I enter the reservation details of the customers? Select ENTER RESERVATION tab from the options on the main page and record all the required details. 4) Where do I enter reservation and payment details for a particular customer while selling tickets? Go to ENTER RESERVATION option on the main page and fill in the required information which takes all the payment as well as customer details. 5) I want to enter all the details of a customer? Go to the CUSTOMER ENTRY option and fill out all the fields correctly. It also contains look up of all the customers that were entered previously and even the ones entered through the ENTER RESERVATION option. 6) How do I know when the theater is full house? Go to the BOX OFFICE option and select the particular event you are looking for and and the date of the show and press the DONE button. It will give you all the details as the seat remaining, name of all the people attending etc. 7) How do I store or retrieve the emails of my VIP customers? Go to the REPORTS option and select the CREATE VIP MAILING FILE which allows adding email of a VIP customer or look up for a particular VIP customer already added. 3868a466-7a36-47a9-861b-d8c6caa5a180.doc 12 Version Date: 12/19/07 User Manual Version 1.2 8) How do I get monthly reports on the total number of people who have been to the theater or list of customers who have subscribed to the mailing list etc? Al l the important reports are being generated by the system and can be accessed by selecting REPORTS option on the main page. 9) How do I perform advance Search? From the main switchboard select the button titled ADV. Search. This will open the advance Search form. In the Advance Search form select the Field you want to perform the search on, provide the operation you want to perform e.g. “EQUALS”, “NOT EQUALS” & “CONTAINS” & provide the Value you are searching for. After completing the above steps click Search and the results shall be displayed. 10) How do I perform Category Search? From the main switchboard select the “SEARCHES” button. This will open a form which gives you choice of nine different searches you can perform. Select the Search titled “Customer Category Search”. Select the type of customer you are searching for and it shall display the desired output. 4.2 Error Codes and Messages The existing system was created using MS-Access and Visual Basic (VB) so all the errors occurring can be referenced in the MS-Access Help which connects to the Microsoft Help page online and gives out the details of the errors that have occurred. 5. Notes  Abbreviations o CD-ROM - CD-ROM (an abbreviation of "Compact Disc read-only memory") is a Compact Disc that contains data accessible by a computer. o USB - Universal Serial Bus (USB) is a serial bus standard to interface devices. A major component in the legacy-free PC, USB was designed to allow peripherals to be connected using a single standardized interface socket and to improve plugand-play capabilities by allowing devices to be connected and disconnected without rebooting the computer (hot swapping). o USB flash drives - are NAND-type flash memory data storage devices integrated with a USB (universal serial bus) connector. They are typically small, lightweight, removable and rewritable. 3868a466-7a36-47a9-861b-d8c6caa5a180.doc 13 Version Date: 12/19/07 User Manual Version 1.2  For project specific information please refer to SID glosssary 3868a466-7a36-47a9-861b-d8c6caa5a180.doc 14 Version Date: 12/19/07