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Lifestyle Personal Trainers Inc was established 10 years ago in Chepstow and is now a national company with 948 gyms nationwide. The company was recently bought Ms. Lass who is looking to modernise the company.

Ms. Lass wishes to update their current system, which is at present a filing cabinet locked in the office. All files in the members are stored alphabetically, under surname, in a large filing cabinet, which is locked using one key and then the office in which it is kept is locked using another. The current system is a pen and paper system, with the personal trainer having to do all the calculations and filling out each client’s personal plan.

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Both the personal trainer and the weight-loss client would use the system to keep track of their weight-loss. The personal trainer would use it to alter the exercises and diet plan, whilst club members would log onto it from home via the internet in order to communicate with the personal trainer between sessions. The new system needs to be able to perform calculations.

They want to make it easier to enter, sort, find and store data on their weight-loss club members. At present, there are few problems with the pen and paper system that Ms. Lass is using:

* It takes a long to create the individual files for each member as they have to be filled out by hand.

* If the details of the member’s weight-loss plan changes, (for example, they have reached their target weight and now only have to work to maintain, or a medical problem arises, meaning that the daily calorie allowance must be changed), then it is very difficult to add these changes to the membership form, and quite often a new form must be filled out.

* Whilst both the office and filing cabinet are locked, the company still feels that more protection the manager of each gym every night would mean that someone is always looking after the data.

* There are currently no backup copies of the data, if there was a fire, all the data would be lost.

* Some members of staff can’t read the handwriting on the forms, meaning that it is hard for them to follow through the plans and they often have to ask the member about their plan, which the company doesn’t believe is very professional.

The system objectives are:

* To ensure that the client’s personal information is kept safe.

* To ensure that the data is easy to edit.

* To ensure that the data is legible.

* To ensure that the data is easy to retrieve.





The client’s personal information is entered

It’s then stored in a table.

Then printed off.

The client’s calorie intake is entered.

A calculation is made.

Then viewed on the monitor.

The client’s exercise regime is entered.

A calculation is made.

Then viewed on the monitor.

Part of the client’s personal information is deleted.

The change is then stored in the table.

Then printed off.

They could use a spreadsheet or database to store the member’s details.

Possible solutions to their problems include:

* The company could re-train their staff so that they can complete the forms quickly and clearly, this would mean that the problems of not having the time to add or change member’s details may be solved. However, this would not solve the problems of security and lack of backup copies and handwriting may still be an issue.

* The company could replace the current pen and paper filing system with something that is more secure, for example, using a cabinet with more secure locks and photocopying the documents. However, this could be costly as the company would have to spend a lot of money photocopying documents each time they are changed. It would also take a lot of time.

* They could store the data electronically, for example, in Microsoft Excel, this way, it will be quick and easy to add or edit data, they can make backup copies of the data easily, they can password protect and use a laptop to ensure that the data is safe at all times, and there won’t be any problems regarding handwriting. Also, using something like Excel would mean that the personal trainers wouldn’t have to do the calculations for each client, instead; these would be done on a computer. However, it may be costly if the company does not already have sufficient equipment.

Overall, Ms. Lass should store the data electronically because it solves all the current problems (the time taken to add or edit data being too long, the lack of backup copies, the lack of security, and the issues surrounding handwriting.). It would also mean that the calculations needed for each client’s plan would be done quickly on a computer. However, in the short term, it may cause a few problems, one being the cost of setting up the new system, as the company may need to buy a computer etc, and the second being that the staff may need retraining in order to effectively use the new system. Whilst re-training the staff would solve a few problems, others, such as the security, would remain. Replacing the current pen and paper filling system would only add to the current problem of it being too time consuming.


Five things the new system should have are:

1. A password.

This is important as it stops unauthorised access to client’s personal weight-loss plans. This also prevents people from accidentally editing data. Security was on of the things Ms. Lass was concerned about.

2. The system should be capable of performing calculations.

This would help to save more time, as the personal trainer wouldn’t have to do and re-do them each time a new member signed up, or a current member’s details changed.

3. The data should be easy to retrieve.

This is important as Ms. Lass was concerned about the time taken up by retrieving the data in the current pen and paper system.

4. The system should look good and professional.

This is important as it will not only be used by the company but also by clients, which means that a professional but aesthetically pleasing system is required.

5. The basic information, for example, a client’s BMI should be in legible writing.

This is important because it saves time when a trainer is looking through a client’s plan. It also prevents confusion and a client following the wrong plan due to the trainer not being able to read the handwriting.

Design of the ICT system.

Systems Flowchart.

Data flow diagram.

Implementation – Hardware.



Product information:

Intel Celeron D 351 Processor

Microsoft XP Home Edition

3.2MHz, 533MHz FSB


80 GB Hard Disk Drive

CD Rom Drive

Integrated Graphics

6 USB Connections

1 PCI Slot

15″ TFT Monitor



CD Drive- enables company to make back-ups on CDs.

Not Portable – Ms. Lass has said she would like to be able to take the data with her.

Has 6 USB ports- enables Ms. Lass to make back-ups using a USB pen.

80GB Hard Disk Drive.

TFT Monitor will take up less space, meaning the company will have more room around the computer.

It has a quicker clock speed than the laptop.

Has Windows XP – The company can use Microsoft Access or Excel.



Intel Celeron M 410 Processor 1.46GHz

533 MHz FSB

1 MB Cache

256 MB RAM

40 GB Hard Drive

DVD Rewriter Multi Drive

15.4″ Widescreen Display

Microsoft Windows XP Home

128 MB UMA shared graphics

1 year free warranty



Has a DVD Rewriter, meaning that Ms. Lass can back up the data easily.

Doesn’t have any USB ports – the company can’t use a USB pen to make back up copies of their files.

Has Microsoft XP – Ms. Lass can use Microsoft Access or Excel.

The hard Drive is half the size of the PC.

Come with 1 year free warranty – useful if the laptop breaks.

Is less powerful than the PC.

Saves space as it is smaller than the PC.

Whilst the PC has more memory and USB ports than the laptop, I think that Ms. Lass should choose the laptop, as she said that she would like to be able to take the data with her to ensure that it is safe. It also a DVD Rewriter, meaning that although she may not be able to back up the data on a memory stick, she could use a DVD to store it. Another advantage of choosing the laptop is the fact that it will save space in the office and trainers can take it into the gym with them when they review their clients’ plans.



Implementation – Software.

Now the software Ms. Lass will use to create the database has to be considered. I have chosen to compare Microsoft Access and Microsoft Excel.

Microsoft Access



Can organise data easily.

Some members of staff may not have used it before and will therefore require training.

Easy to input data.

Microsoft Excel



Can organise data easily.

Some members of staff may not have used it before and will therefore require training.

Can put in formulas and do calculations.

Easy to input data.

Ms. Lass should use Microsoft Excel because it meets all her needs, she can organise data easily, can do calculation to work out a client’s target weight etc and it is easy and quick to input the data. All of these advantages were things that Ms. Lass wanted in the specification. Also, the only disadvantage is the same as with Microsoft Access, the fact that some members of staff may not have used the software before and would need training.

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