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
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User Manual Version no 1.2
Version History
Date Author Version Changes made Rationale
11/28/2007 Assem 1.0 Original template for use with Initial draft for use with LeanMBASE
Zhamankulova LeanMBASE v1.9 v1.9
12/10/2007 Assem 1.1 Section 1.1 System Overview Since there is nothing about the new
Zhamankulova updated features and about the back up
Section 1.2.3 removed method mentioned some
clarification added
Section 3. Operational
Procedures updated According to LeanMBASE
Guidelines v1.9
Section 5 renamed from
“Appendix” to “Notes” Since the description of the
screenshot # 5 is not clear
enough some clarification added
According to LeanMBASE
Guidelines v1.9
12/19/2007 Assem 1.2 New screenshots of advance New Screen shots were taken after
Zhamankulova search the deployment of the system and
Main switch board therefore the user manual had to
be updated
Category search
Searches
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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 System Overview .......................................................................................................................................1
1.2 System Requirements ................................................................................................................................1
2. Installation Procedures.......................................................................................................................................2
2.1 Initialization procedures ............................................................................................................................2
2.2 Re-installation ............................................................................................................................................2
2.3 De-installation............................................................................................................................................2
3. Operational Procedures ......................................................................................................................................3
4. Troubleshooting ............................................................................................................................................... 12
4.1 Frequently Asked questions ..................................................................................................................... 12
4.2 Error Codes and Messages ....................................................................................................................... 13
5. Notes ................................................................................................................................................................ 13
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Table of Tables
Table 1: .............................................................................................................................................NA
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Table of Figures
Figure 1: BODS 3
Figure 2: Advance Search 4
Figure 3: Event information Entry 5
Figure 4: Ticket Reservations form 6
Figure 5: Customer Entry 7
Figure 6: Box Office 8
Figure 7: Searches 9
Figure 8: Category Search 10
Figure 9: Reports 11
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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
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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
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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
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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
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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.
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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.
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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.
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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.
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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.
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Figure 8: Category Search
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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.
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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.
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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 plug-
and-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.
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For project specific information please refer to SID glosssary
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