AS Module 2 Information; Management and Management and Manipulation or what to do with data, how to do it, and……... ensure it provides useful information.

AS Module 2AS Module 2

Information;Information;

Management and Management and

Manipulation Manipulation oror

what to do with data, what to do with data,

how to do it, and……...how to do it, and……...

ensure it provides useful ensure it provides useful informationinformation

Data Capture orData Capture or how to get hold of your how to get hold of your datadata

MethodsMethods OMR, OCR, MICR,OMR, OCR, MICR,

Optical Mark RecognitionOptical Mark Recognition

Optical Character RecognitionOptical Character Recognition

Magnetic Ink Character Magnetic Ink Character RecognitionRecognition


MethodsMethods Speech Recognition, Speech Recognition, Sound samplingSound sampling Picture scanning,Picture scanning, Bar code reading,Bar code reading, using a key board, mouse, using a key board, mouse,

joystick etcjoystick etc


For each method you need to knowFor each method you need to know What it isWhat it is

e.g. Optical Mark Recognition (OMR) .e.g. Optical Mark Recognition (OMR) .Printed or shaded marks are read into Printed or shaded marks are read into a computer by a light sensing method a computer by a light sensing method that detects marks put in that detects marks put in predetermined positions. Then software predetermined positions. Then software is used to decode the image(s).is used to decode the image(s).


For each method you need to For each method you need to knowknow

What equipment is requiredWhat equipment is required

e. g. Optical Mark Reader is e. g. Optical Mark Reader is used as an input deviceused as an input device

the user only needs a pen or the user only needs a pen or pencilpencil



When it would be appropriate to When it would be appropriate to use that methoduse that method

e.g. completion of multiple choice e.g. completion of multiple choice examination questions, as an examination questions, as an attendance register, lottery tickets attendance register, lottery tickets etc…...etc…...


For each method you need to knowFor each method you need to know AdvantagesAdvantages

e.g. Data is automatically read, form is e.g. Data is automatically read, form is easy to complete by general public, easy to complete by general public, needs no special equipment to record needs no special equipment to record the data, input document can be the data, input document can be completed in many different places as it completed in many different places as it is highly portable/is highly portable/easily carried roundeasily carried round..



DisadvantagesDisadvantages

e.g. Input documents need to be e.g. Input documents need to be kept clean and flat, some input kept clean and flat, some input documents are not designed to be documents are not designed to be correctable, need specialist correctable, need specialist equipment to input the data.equipment to input the data.

Verification & Verification & Validation orValidation or is this data reasonable?is this data reasonable?

AccuracyAccuracyVerificationVerification

Act of checking data as it is Act of checking data as it is transferred by comparing before transferred by comparing before and after to make sure that it is the and after to make sure that it is the same. When inputting data, using a same. When inputting data, using a key board, it can be input twice and key board, it can be input twice and then compared .then compared .


AccuracyAccuracyValidationValidation

Computerised checking to detect any Computerised checking to detect any data that is unreasonable or data that is unreasonable or incompleteincomplete

Validation techniquesValidation techniques, ,

what are they and what are they and

what are they needed for?what are they needed for?


Validation techniques when data Validation techniques when data is enteredis entered

Range checkRange check Length checkLength check

Type checkType check Format checkFormat check

Uniqueness checkUniqueness check Presence checkPresence check

Cross field checkCross field check Look-up listLook-up list

Check digitCheck digit etc.etc.


Have you used any validation rules?Have you used any validation rules?

What was the rule called?What was the rule called?

What was it checking for?What was it checking for?

E.g.E.g. Customer’s Account number Customer’s Account number 123456,123456,

length check, format checklength check, format check


Name and describe a validation check that could be used when data is first entered into the following fields for a new member. Your validation check must be different in each case.

(i) Full_Name (2 marks)

(ii) Postcode (2 marks)

(iii) Date of Birth (2 marks)

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Name and describe a validation check that could be used when data is first entered into the following fields for a new member. Your validation check must be different in each case.

(i) Full_Name (2 marks)

(ii) Postcode (2 marks)

(iii) Date of Birth (2 marks)

Organisation of Data for Organisation of Data for Effective Retrieval Effective Retrieval - can I - can I find the data?find the data?

Where is it storedWhere is it stored Flat FilesFlat Files

•ProblemsProblems

Redundant data, inconsistent Redundant data, inconsistent datadata

Databases Databases •need Database management need Database management

softwaresoftware


PAYROLL PROGRAM

-record description-validation rules-processing code

SALES PROCESSING

PROGRAM-record description-validation rules-processing code

NameAddressPhone NoLocationSalaryGradeEtc.

NameLocationTarget salesTotal salesEtc.

File Based Approach


Question ICT2 January Question ICT2 January 20012001

A company is experiencing difficulties with its computerised flat file information storage and retrieval system. Describe three benefits that the company would gain by converting to a relational database system. (6 marks)


Advantages of DatabasesAdvantages of Databases• Quality of Management Quality of Management

InformationInformation• Consistency of dataConsistency of data• Lack of RedundancyLack of Redundancy• Data IndependenceData Independence• Less time spent inputting dataLess time spent inputting data

Software; Nature, Capabilities Software; Nature, Capabilities & Limitations& Limitations-what are -what are programs for?programs for?

Nature and types of softwareNature and types of software•Systems Software (this is Systems Software (this is

required because a computer is required because a computer is being used)being used)

- - Operating SystemOperating System

- - Peripheral DriverPeripheral Driver

Software; Nature, Capabilities & Software; Nature, Capabilities & LimitationsLimitations-what are programs -what are programs for?for?

Applications SoftwareApplications Software–Generic PackagesGeneric Packages

(appropriate to many areas)(appropriate to many areas)–Specific Packages Specific Packages

(designed to carry out a specific task)(designed to carry out a specific task)–Bespoke PackagesBespoke Packages

(specially written for an identified (specially written for an identified user)user)

Capabilities of software Capabilities of software - - what can you do with a what can you do with a program?program?

Links to other packagesLinks to other packages Search FacilitiesSearch Facilities Macro CapabilitiesMacro Capabilities Editing FacilitiesEditing Facilities

Question ICT2 January Question ICT2 January 20012001

4 A spreadsheet package has macro capabilities.

(a) Describe what is meant by the term macro. (2 marks)

(b) Give two examples of situations where the use of macros would be appropriate. (2 marks)

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4a) A macro simplifies the task for the user..

b) A macro could be used if you are trying to install new software, the macro will breakdown the task so its easy to install. Another use of a macro would be if the user wants to try something more advanced on their PC, they could use the macro to help them complete the task in hand.

What the Principal What the Principal Examiner saidExaminer said

Question 4

Only the better candidates described the characteristics of a macro. Many candidates could only provide examples of system provided macros rather than user defined macros. Few examples of macros were related to a spreadsheet package.

A better answerA better answer

4 a) A macro is created by the user recording a sequence of instructions that can be activated by a hot key.

b) Macros could be used in a spreadsheet package to automatically select and print an area of the worksheet or to save any changes and close the worksheet being used.

Capabilities of software Capabilities of software special tasksspecial tasks

Application GeneratorsApplication Generators

allow user to specify the allow user to specify the interface, the main functions interface, the main functions then automatically creates the then automatically creates the instructions to generate the instructions to generate the system requested.system requested.

Capabilities of softwareCapabilities of software special tasksspecial tasks

Report GeneratorsReport Generators

Used to generate and store reports Used to generate and store reports by allowing the user to select by allowing the user to select headings, fields, ordering, headings, fields, ordering, calculations, formatting etc. calculations, formatting etc.

Reports generated can be distributed Reports generated can be distributed independently of the data.independently of the data.

AS Module 2 Information; Management and Management and Manipulation or what to do with data, how to do it, and……... ensure it provides useful information.

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