All software developers face similar problems, the first of which is determining how to meet the needs of the end user. It’s important to understand the overall requirements before zeroing in on the details.

The Access Auto Auctions database, for example, allows the client to sell items (vehicles and parts) to customers. The Access Auto Auctions database  automates the following tasks:
n Entering and maintaining contact information for customers and sellers (name, address, and
financial history)

• Entering and maintaining sales information (sales date; payment method; total amount, including tax; buyer ID; and other fields)
• Entering and maintaining sales line item information (details of items actually purchased)
• Viewing information from all the tables (sales, contacts, sales line items purchased, and payment information)
• Asking all types of questions about the information in the database
• Producing a current contacts directory
• Producing a monthly invoice report
• Producing a customer sales history
• Producing mailing labels and mail-merge reports

These nine tasks that the Access Auto Auctions automates have been expressed by the client. You may need to consider other tasks as you start the design process.

Most of the information that is necessary to build the system comes from the eventual users. This means that you need to sit down with them and learn how the existing process works. To accomplish this you need to do a thorough needs analysis of the existing system and how you might automate it.

One way to accomplish this is to prepare a series of questions that give insight to the client’s business and how the client uses his data. For example, when considering automating an auto auction business, you may
consider asking these questions:

• What reports and forms are currently used?
• How are sales, customer, contacts, and other records currently stored?
• How are billings processed?

As you ask these questions and others, the client will probably remember other things about his business that you should know.

A walkthrough of the existing process is also necessary to get a “feel” for the business. Most likely, you’ll have to go back several times to observe the existing process and how the employees work.

When you prepare to follow the remaining steps, keep the client  involved—let him know what you’re doing and ask for his input as to what you want to accomplish, making sure it is within the scope of his needs.

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