7

Chapter 7

The University Lab: Conceptual

Design

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In this chapter, you will learn:

• How to develop a database initial study
• How to write a description of operations
• How to write business rules on which the
database design is based
• How to translate the business rules into ERD
segments
• How to put the ERD segments together to create
the initial ERD

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Database Initial Study

• Detailed description of organization’s current and
proposed superscript database system environments
– Organizational
• Objectives
• Structure
• Operations
• Problems
– System
• Objectives
• Scope and boundaries
• Information sources and users
• End-user requirements

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UCL Database Initial Study

• Users
– Assistant Dean, College of Business
– Computer Lab Director
– Computer Lab Assistants
– Computer Lab Secretary
– Computer Lab Graduate Assistants
• Objectives
– Provide users with controlled access to UCL assets
– Guide users working with assets and provide
problem-solving services

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UCL’s Organizational Structure

Figure 7.1
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UCL Description of Operations

• Inventory, storage, order management
– Classifications: hardware, software, literature,
supplies
– Serialized vs. nonserialized items

Table 7.2

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UCL Description of Operations (con’t.)

• Equipment maintenance and repair management
– Information kept in Bad Equipment Log and Hardware
Returned for Service Log
• Equipment check-out and check-in management
– Form completed when equipment checked out
– Notice sent for late equipment
• Lab assistant payroll management
– Time sheets used to track assistants
– Hourly basis for a fourteen day period
• Lab reservation management
– Faculty member completes reservation form with date, time,
department, and course number
• Computer lab access management
– Lab users sign users’ log and leave University ID card

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Common Problems and

Constraints in Current System
• Never up to date and error-ridden
• Too much data duplication and inconsistency
• Does not generate useful information
• Does not allow ad hoc queries
• CLD spends too much time processing data
manually
• Lack of computerization makes inventory
management difficult

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Specific Problems
• Inventory/Storage/Order Management
– No access to crucial inventory management data
for CLD
– UCL needs available stock figures & average use of
supplies
– CLD does not know item location
• Equipment maintenance and repair management
– CLD cannot generate history for equipment
– CLD determine the status of items subject to
maintenance procedures

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Specific Problems (con’t.)
• Equipment check-out/check-in management
– CLD lacks information about lab assets
• Lab assistant payroll management
– CLD spends too much time summarizing hours worked LAs
– CLD cannot estimate work loads
• Lab reservations management
– Manual reservation system inadequate
– No statistical information for scheduling lab reservations
• Computer lab access management
– User log not properly maintained
– Certain items not returned
– Security problems

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Constraints for UCL

• Time Frame
– Operational within 3 months
• Hardware and Software
– Use existing UCL hardware and software
• Distributed Aspects and Expandability
– Operate in multiuser environment
– Independent of existing administrative systems
• Cost
– Development costs must be minimal
– Use no more than two additional terminals
– Operate without additional personnel
– $9,500 is available

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Objectives for UCL

• General System Objectives
– Improve operational efficiency
– Provide useful information for planning,
control, and security
• Specific Objectives
– Inventory/Storage/Order Management
• Better purchase order control
• Monitor supply item stock
• Control inventory by type and item
• Quick information about item location
• Timely information about use of supplies and generate
stats to aid in future purchases

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Specific Objectives for UCL (con’t.)

• Equipment maintenance and repair management
– Monitor maintenance histories
– Track items returned to vendor
• Equipment check-out/check-in management
– Tracks items checked out
– Monitor item check-out time
– Generate usage statistics
• Lab assistant payroll management
– Scheduling and work loads
– Work summaries
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Specific Objectives for UCL (con’t.)

• Lab reservations management
– Decrease reservation processing time
– Produce reservation schedules
– Generate statistical summaries
• Computer lab access management
– Control users and lab resources
– Reduce sign-in time
– Provide peak use information for scheduling

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Scope and Boundaries

• What will be system’s extent?
– UCL portion of organizational chart
– Independent of other systems
• What operational areas are covered by system?
– Limited to six areas addressed earlier
• What design/ implementation strategy to use?
– Organization into system modules
• What modules should be included in system?
– Lab management
– Inventory management
• How do modules interface?
– Through CHECK_OUT module

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Modules and Interfaces

Figure 7.2

Table 7.4

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Conceptual Design Phase

Confirmation of good data sources

From Table 7.5

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Conceptual Design:
General Systems Requirements
• Easy to use
• Provide security measures
• Fully integrated
• Able to access system concurrently
• Perform various functions
– Personnel, inventory, order, maintenance,
reservation, Check_out, and access
• Input driven by output

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Conceptual Design Phase: User Needs

Table 7.6

Figure 7.3

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Conceptual Design
Phase: Initial Entities

Table 7.8

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Business Rule 1

Figure 7.4

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Business Rule 2

Figure 7.5

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Business Rule 3

Figure 7.6

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Business Rule 4

Figure 7.7

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Business Rule 5

Figure 7.8

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Business Rule 6

Figure 7.9

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Business Rule 7
Figure 7.10

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Business Rule 8

Figure 7.11

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Business Rule 9

Figure 7.12

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Business Rule 10

Figure 7.13

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Business Rule 11

Figure 7.14

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Business Rule 12

Figure 7.15

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Business Rule 13

Figure 7.16

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Business Rule 14

Figure 7.17

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Business Rule 15

Figure 7.18

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UCL Entities Considering Business
Rules

Table 7.10

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Initial ERD for UCL

Figure 7.19

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