Recipient Database for the Central Pennsylvania Foodbank

1. Recipient Database for the Central Pennsylvania Foodbank Archibald Jamieson Edward Bond Joshua Berkey Ryan Robinson

2. Summary • Central Pennsylvania Food Bank sponsored by Christ Community Church • Use outdated MS Access database • Build new MS Access database • VB6 GUI • Easy to use • Make record keeping more efficient • Generate dynamic reports for tax purposes

3. Project Introduction • Problem: Food Bank uses an outdated database that does not offer much functionality to keep track of donors and recipients • Objectives: Build a new, relational database that will serve as more than a list of donors and provide greater functionality

4. Sponsor Organization • Central Pennsylvania Food Bank run by Christ Community Church • Part of Missions and Ministry Department • Dedicated to collecting and distributing food items to needy families • Point of Contact: Debra Benedict

5. Project Objectives • Create new, relational database • Generate on-the-fly reports • Calculation of number of households served and age demographics • Install database on lap-top to allow on-site data collection

6. Project Scope & Constraints • Scope: The database will be primarily for one user who will be able to collect on-site registration and demographic data. Constraints • Windows XP • Microsoft Access DBMS • Visual Basic 6 GUI • One lap top (future purchase) • No budget

7. Project Roles • Arch: Data modeling, Requirements • Eddie: Coding • Josh: Requirements, Testing • Ryan: Liaison, Co-coder

8. Project Justification • Enhance Efficiency and capability of Food Bank • Major undertaking of Christ Community’s Missions and Ministry Department • Help to spread God’s love to the needy

9. Project Overview • Initial Project Organization: Neighborhood Center of the United Methodist Church • No contact ever made • Actual Project Organization: Christ Community Church (Central PA Food Bank) • Project savior Prof. Earhart • Project started at milestone 1 due date

10. Overview Cont’d • Meeting Feb. 18, 2004 • CCC Tech Support: Mark Crieg • Obtained registration and “tax” forms • Milestone 1 turned in one week late • Review of existing database • Meeting with Prof. Nejmeh Feb. 19, 2004 • Expansion of project requirements • Increment 3 brainstorming

11. Overview Cont’d • Meeting Feb. 23, 2004 • Visited Wednesday site at 2nd United Church of Christ on 2nd Street • Talked to ministry coordinator Joe Regal • Observed operations of food bank • Suggested creating ID card system • Milestone 2 • Creation of Requirements Document

12. Overview Cont’d • Meeting March 9, 2004 • Demo low-fidelity prototype to Debra Benedict and Cliff Freshman • Discuss the addition of a clothes voucher table • Milestone 3 • Developed logical database schema in MS Visio • Documentation of business rules • Low-Fidelity prototype

13. User Interface Mock-Up

14. Physical Database Design

15. Overview Cont’d • Milestone 4 • Physical Database creation • Implementation of GUI • Implementation of search functions and record additions through GUI • Project sailing smoothly

16. Overview Cont’d • Milestone 5 • Implementation of queries used to generate dynamic report • Project difficulties • Access crashes • Complex SQL code • Creating Access report containing multiple queries • Inputting parameters once for multiple queries • Project falls to yellow status

17. Overview Cont’d • Meeting Apr. 23, 2004 • Could not access database from CD • Sponsor displeased with application demo • Milestone 6 intentions • Finish implementing increment 2 functionality from milestone 5

18. Overview Cont’d • Meeting Apr. 26, 2004 • Could not access database on hard drive due to read-only permissions • Demo better but many bugs • Milestone 6 • Transition to sponsor organization not feasible due to lack of platform (no laptop) • Create training and system manual • Develop final presentation

19. Overview Cont’d • Meeting May 4, 2004 • .OCX controls not installed on computer • Happy with application improvements • Liked dynamic report generator

20. Application Demo

21. Application Impact • Improved Efficiency • Faster registration • Faster check-in • Easier reports • Goals • Basic goals should be met • Volunteer and clothes voucher functionalities to be implemented • Follow up system not implemented • If application is successful the Central Pennsylvania Food Bank may make it a standard record keeping tool

22. Strengths/Weaknesses • Strengths • Dynamic generation of reports • More efficient food bank administration • Weaknesses • Clothes voucher and volunteer functionality never implemented • Full search capabilities not implemented

23. Sponsor Assessment • Excited about the prospect of having a database application to make running the food bank easier • Interested in continuing work on the application with future students • Pleased with dynamic report generation of real data rather than statistics

24. Lessons Learned • Get an early start • Stay in touch with sponsor organization • Factor in mistakes • Watch out for scope creep • Communicating with non-technical people