The project entails the sale and distribution of a file of products to its customers. Each product and its type, has a unique number, description and its price. Updating of the product number, stock and allocated quantity is done on a regular basis. After each sale and subsequent decrease in stock, the customer has an option of re-ordering the product with a decided quantity before the purchase. The sales department is responsible for the record keeping and automation of these services to the different users who are interested in making purchases of the products from the project. The different customers have a unique file attached to each of them.

System Definition Phase

The sales department is the focus of the project. The entities involved in the sales department include, customer, customer file, product, product number, cost and price.

User Views

The user views of the project contains information on the relevant customer details in form of names, addresses, post code, city, telephone number, date due, total price and status. The requirements are specific according to the purchasing capacity of each customer. There is a provision of the credit limit in which, each customer is allowed in order to validate the orders achieved. Customers will be required to place orders in single numbers per order, that is, one customer alone on each single order. The order is then identified by a unique number. The status of the order may refer to parameters such as partially delivered, invoiced, fully delivered or outstanding. This is dependant on the purchase made, time, amount and accuracy of the order delivery if it has been achieved. Updating of the status is enabled on a regular basis after the recordings are made. The cross-reference of user-views with specific type of data for each use is as shown below:

  Access Type File Query Report Maintain
Customer Name          
Postal address  
Telephone Number  
Order Status Partly delivered          
Fully delivered  

Requirement Analysis Phase

The user should identify the customer file numbers in a unique entity according to the type of product ordered, the status and details of the specific customer. According to the entities of the user-view, personalized information on the details of the customer can only be viewed by a representative in the sales department and not all guests to the cross-reference database. The reference should be able to maintain the creation, update, and query and delete tasks according to the specific order. Authorized access and history of the user-view from the cross-reference is limited to the sales department director and the personnel officer in charge of the department workers. The file system for the Project should be serialized in order of time, date and order number. The sequencing of the orders should be in an ascending manner.

  Access Type Order Time Date
Customer Name        
Postal Code  
Telephone Number  
Credit Limit        

The second cross-reference of the user-view is shown above. It depicts the relationship between the user view and identities of the sales department mechanism. In this cross-reference, the minimum query relationship is based on the customer’s details as per the access type to the specific credit limit allocated to each order. There is a single order rule for every customer at a time and this is maintained on the reference by status of the order, credit, validation and query views in the records. The sales department personnel get the minimum authority access to the customer’s personal information, while the users are only identified by the file number allocated once an entry is made. The price controls are enabled with the specific delivery status, which is allowed to be in outstanding, fully delivered, or partially delivered and the invoiced entry. The updates are made regularly after the query is generated by the user.

Objectives and Major Views

The project’s objectives are developed from the user view requirements. The first objective is to maintain the data on the customers and the orders of the products from the sales department. The second objective is to track the changes in product sales as per the order, quantity, total price and status of the delivery after purchase. The third objective is to restrict the order sequence according to a single customer at a single time of the purchase. The fourth objective is to enable a quick and comprehendible analysis of the sales department in conjunction with product availability in the project. The final objective is to enhance a user-friendly interface of the user-view and its management.


In order for the user-views to be used efficiently in the project, several assumptions have to be taken into consideration to achieve it. One of the assumptions is that the project’s Sales Department has a computerized central information system with a working relation-based database. This will be used for developing of the query and relationship assessment attributes of each order. The second assumption is that for every purchase made or inquired, the standard attribute given in the query field will be given as either one or zero, depending on the status of the purchase. If the purchase is fully delivered, the representation in the cross-reference will be represented by one, while a zero will notify the opposite. The third assumption used in the logical model of the user view is that not every purchase exceeds the credit limit given by the sales department.


In managing of the multi user view requirements of the project, one of the approaches to use is the relation database method, which has security requirements in the functionality of the system (Connolly and Begg 113). The members of staff of the sales department should be allocated access privileges to the database as concerns their positions. The staff members should be governed in the data application necessary fro the product sales and customer details without infringing. The conceptual design phase outputs used in the multi-user requirements is necessary for system entity relationship and use (Connolly and Begg 112). The primary key contains the customer’s name or identification and unique number. The foreign key is attributed to the sales department’s representative with details of the reference file and purchase order.

            The approach is vital for the operation of the project since a relation database is suited for multi-user requirements. Each user will have a unique entity and attribute within the database for efficient purchase and delivery. The security password is meant to restrict the access and availability of information of each member of staff and customer. The private details of address, telephone number and city will be in use for the delivery of the product once the purchase is enabled. In the multi-user requirements, conceptual design phase outputs guarantees the directional relationships of the different entities. For example, if a purchase is made successfully, the register entry is shown by the attribute on the corresponding customer number and purchase number. If the purchase is not delivered, the primary key is registered but under a different status.

Work Cited

Connolly, Thomas M, and Carolyn E. Begg. Database Systems: A Practical Approach to Design, Implementation, and Management 5th Edition. Harlow, England: Addison-Wesley, 2013. Print.       

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