Data collection

The required data will be collected from Mrs. Ishrat Ahmad Sumai files. This includes the details on every product and its prices. Mrs. Ahmad will give the background information of the perfumes personally. The pictures will be taken of the perfumes including, the products selected to be placed in the catalogue. The photos will be taken by me – I will be using a Digital camera. Background information about the perfumes, will be collected from the internet. Once the information is found, I will copy the text and import it into Publisher. Furthermore Mrs. Ahmad will provide all the contact details from the Sumai property details.


The hardware required for producing Mrs. Ahmad’s catalogue includes:

* A monitor


* A keyboard

* A mouse

* A digital camera for taking the required pictures of the selected products

* A colour laser printer for efficient printing of the catalogues

Required software:


Paint is used for drawing. You can use the tools to create simple or elaborate drawings. These drawings can be any colour one wishes. You can print your drawings, paste it in other documents, or even attach it in an email. One can use Paint to view and edit scanned photos. However writing in paint can be extremely tough and tricky.

Microsoft Power Point:

PowerPoint has some very attractive features. It looks professional and allows the user to easily to create presentation. It is also very easy to use and permits users to create colorful and easy-to-read slides. However PowerPoint needs a very High quality display device to obtain the best output result.

Microsoft Publisher:

Microsoft Publisher is the software I have chosen to solve Mrs. Ahmad’s problem. There are various reasons as to why I chose this software instead of the other options stated in the alternative solutions. This software enables you to produce catalogues, brochures, posters, magazines, letters, cards, reports and much more. DTP will make the data and images easy to layout. It can be used to produce pages that combine text and pictures, which will be useful for the catalog. It can also bring lots of different files together on the same document. There are templates available which makes work much easier and efficient.

I will design my own template so there is the Sumai logo on each page. Desktop publishing is used to build professional looking pages, suitable for publishing. These pages are built up as a series of text frames containing text and graphic frames containing images. DTP is inexpensive yet it can produce great result provided that the printer is of a high quality. DTP also offers Spell checker and error corrections, which can be very useful. You can insert column guides or guidelines to help position the frames. This keeps the document looking tidy and the layout consistent.


The data collected includes:

* Pictures from a digital camera of the selected products (perfumes) from the shop

* The price of each product

* The logo, should be inputted on every page

* The telephone number of the branch

* The front page heading “Sumai”

* The front page sub-heading “fragrances that suit you”


Images of the products can be obtained from a digital camera. I will also gather all the details such as the address of the shop, the logo of the shop and the contact details of the shop. Once all the pictures are taken and the prices of the items collected along with all the necessary information for the catalogue, I will start to create the catalogue. There are many processes that will be carried out in making the catalogue. Firstly if a template is chosen then the computer automatically processes your chose giving you the selected type of pages. However I will be making my own template from a blank page. I can make my first page a template and use it to show the same layout on all my other pages.

I will create frames, text frames for entering the required details. Once I select the pictures I want to have inserted from the computers memory, the computer will process by choice and display the image where I want it to be. Names of perfumes will be written in graphical text such as word art. This will give the catalog a professional look. The catalog will consist of 7 pages.

Data Flow Chart




To output any data, I will need a monitor screen and a color laser printer. The monitor will be used to create the catalogue, and enter any important data that is needed. The printer will be used to print hardcopies of the catalogue. These catalogues will then be distributed by hand to local customers in Southside. There are two types of paper layout I can choose from. One is an A4 portrait/ landscape paper. And another is an A3 portrait/ landscape paper. A3 paper is double the size of an A4 paper you can get more information, and spread it out evenly. However A3 paper is more expensive then A4 paper as well printing on an A3 paper. Data looks more professional on A4 paper. Hence I have decided to use A4 portrait paper. My output data will be required before Sumai launches so that the catalog can be distributed before hand.

Back up:

I am going to need a high- quality back-up system which would reduce the amount of mistakes by users such as losing important data. A back-up system will also be needed to decrease Computer fraud, and to lessen the amount of hackers that gain access to the system. Making a back-up should be done regularly and ideally be kept well away from the original data. There are many back-up facilities available such as floppy disk, CD-ROM, zip disk and magnetic tape. I have the choice to choose one.

Floppy disks allow copying files from one computer to another. They keep back-ups for small files, and are rather cheap. However they have a limited capacity, are slow to access and are easily damaged.

CD-R are blank disks, which you can write data onto using a hardware known as a CD writer. They have a large capacity of space. The disadvantage to CD-R’s is that once data is recorded, it cannot be erased or rewritten.

Relatively cheap and tape cassettes can store very large quantities of data. . Magnetic tape consists of a long strip of polyester film coated with a magnetizable recording material. It is relatively cheap and can store very large quantities of data. Even so accessing the data is extremely slow and one cannot go directly to an item of data on the tape as you can with a disc.

USB’s are memory sticks that can be easily transferred from one computer to another. It holds a high quantity of data, and is cheap. After comparing a few back-up systems I decided to choose a USB the reasons for this are:

* 1. A lot of data can be stored on a memory stick as mentioned before

* 2. Files can be found extremely quickly.

* 3. A back up should be located in another building.


Mrs. Ahmad requires security for her private details in the catalogue before it is launched, so no one copies the designs. She wants to avoid all sorts of against misuse and corruption that could cause any harm to her business.

There are three main forms of security that I can apply to Mrs. Ahmad’s computerized system and they are Access security, data security and physical security.

Physical security protects the hardware

This can be achieved through installing alarms, locks on doors, serial numbers to access the area where Mrs. Ahmad will keep her computerized system.

Access security limit’s a person’s use of the computerized system

1. All authorized users should be given user names and their own passwords. This will limit unauthorized access to the network.

2. Users should change their passwords frequently.

Data security prevents loss of data

1. Mrs. Ahmad catalogue can be made read-only so that it can’t be altered or deleted by unauthorized users. Some files can also be hidden so that they can’t be visible to everyone.

2. Mrs. Ahmad can copy or move her files somewhere for long-term storage, this is called archiving.