PROGRESS FILE UNIT 1
This progress file is to be used with the WJEC A level course in applied ICT.
It will be used to cover all required topics and provide a revision guide
ahead of the exam.
Enter Student name
Name Form
Contents
1.0 Unit 1 background ............................................................................................................................................ 4
Introduction ........................................................................................................................................................ 4
Key Information .................................................................................................................................................. 4
Tasks to complete ............................................................................................................................................... 5
Task 1.1 Set up Your folder structure on the school network. ...................................................................... 5
Task 1.2 Information is power ........................................................................................................................ 5
Summary............................................................................................................................................................. 5
2.0 Types of Organisations ..................................................................................................................................... 6
Introduction ........................................................................................................................................................ 6
Key Information .................................................................................................................................................. 6
Tasks to complete ............................................................................................................................................. 10
Task 2.1 ......................................................................................................................................................... 10
Task 2.2 ......................................................................................................................................................... 11
Task 2.3 Stakeholders ................................................................................................................................... 12
Task 2.4 Data and Information ..................................................................................................................... 13
Task 2.5 ......................................................................................................................................................... 13
Summary........................................................................................................................................................... 14
3.0 How organisations collect information .......................................................................................................... 15
Introduction ...................................................................................................................................................... 15
Key Information ................................................................................................................................................ 15
Types of primary data collection .......................................................................................................................... 17
Tasks to complete ............................................................................................................................................. 18
Task 3.1 Sources ........................................................................................................................................... 18
Task 3.2 What type of data collection to use and why ? ............................................................................. 18
Task 3.3 ......................................................................................................................................................... 19
Task 3.4 Secondary Sources ......................................................................................................................... 19
Task 3.5 Primary Sources .............................................................................................................................. 20
Summary........................................................................................................................................................... 23
4.0 How Organisations use information............................................................................................................... 24
Introduction ...................................................................................................................................................... 24
Key Information ................................................................................................................................................ 24
Tasks to complete ............................................................................................................................................. 30
Task 4.1 Spread sheets & databases ............................................................................................................ 30
Task 4.2 Management .................................................................................................................................. 30
Task 4.3 Administration ................................................................................................................................ 30
Task 4.4 Marketing and Sales ....................................................................................................................... 31
Task 4.5 Stock Control .................................................................................................................................. 31
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Task 4.6 Question: ........................................................................................................................................ 31
Task 4.7 Purchasing ...................................................................................................................................... 31
Task 4.8 Human Resources ........................................................................................................................... 31
Task 4.9 Finances .......................................................................................................................................... 31
Task 4.10 UK Breakdown Rescue Club ......................................................................................................... 32
Task 1 – complete the table below. .................................................................................................................... 32
Task 2 - The managing director wants you to design a MIS for his board. ......................................................... 33
Task 4.11 Case study 2 Human Resources System ..................................................................................... 33
Task 4.12 Miss Karan a chain of fashion shops campaigns .......................................................................... 34
Summary........................................................................................................................................................... 35
5.0 Information Flows........................................................................................................................................... 36
Introduction ...................................................................................................................................................... 36
Key Information ................................................................................................................................................ 36
Tasks to complete ............................................................................................................................................. 36
Summary........................................................................................................................................................... 36
6.0 Communication .............................................................................................................................................. 37
Introduction ...................................................................................................................................................... 37
Key Information ................................................................................................................................................ 37
Tasks to complete ............................................................................................................................................. 38
Task 6.1 What are formal methods of communication? ............................................................................. 38
Task 6.2 What are informal methods of communication? .......................................................................... 38
Task 6.3 Internal Methods ............................................................................................................................ 38
Task 6.4 External Methods ........................................................................................................................... 39
Task 6.5 Question: ........................................................................................................................................ 41
Task 6.6 - Positive & Negative aspects of Communication Technology. ..................................................... 42
Extension – Can you complete the following. .................................................................................................. 42
Task 6.7 Business Scenarios – In groups of 2 or 3 (10 minutes)................................................................... 43
Task 6.8 Sample exam questions – You have 15 minutes only. ................................................................... 45
What score did you get out of 21? [ ] .............................................................................................................. 46
Summary........................................................................................................................................................... 46
7.0 Working styles and new opportunities .......................................................................................................... 47
Introduction ...................................................................................................................................................... 47
Key Information ................................................................................................................................................ 47
Tasks to complete ............................................................................................................................................. 49
Task 7.1 Organisations.................................................................................................................................. 49
Task 7.2 Employees ...................................................................................................................................... 50
Task 7.3 Working Styles ................................................................................................................................ 50
Summary........................................................................................................................................................... 50
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8.0 ICT skills .......................................................................................................................................................... 52
Introduction ...................................................................................................................................................... 52
Key Information ................................................................................................................................................ 52
Tasks to complete ............................................................................................................................................. 53
Summary........................................................................................................................................................... 53
9.0 Standard ways of working .............................................................................................................................. 54
Introduction ...................................................................................................................................................... 54
Key Information ................................................................................................................................................ 54
Tasks to complete ............................................................................................................................................. 55
Task 9.1 Security ........................................................................................................................................... 55
Task 9.2 Backup ............................................................................................................................................ 55
Task 9.3 File Management............................................................................................................................ 55
Task 9.4 Legislation....................................................................................................................................... 55
Task 9.4 Problems......................................................................................................................................... 56
Task 9.5 the Law .......................................................................................................................................... 56
Task 9.6. Types of backup system ................................................................................................................ 58
Summary........................................................................................................................................................... 59
Appendix A Unit 1 Specification ........................................................................................................................... 60
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1.0 Unit 1 background
Introduction
This unit covers how ICT is used in business to improve efficiency and profitability, topics include ;
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Looking at different types of organisations.
Looking at how they communicate and use information technology.
New ways of working
How to work in a safe and standard way.
How to use spread sheet, database, word processing and web development software.
Key Information
Appendix A at the end of the document lists all of the topics to be covered. At the end of this unit there will be
a three hour on screen examination consisting of part A and part B.
Part A: Series of Questions - 1 hour
Part B: Practical Questions – 2 hours
This progress file covers the topics required for part A which comprises the theoretical aspects of applied ICT.
All the skills required for part B will be taught as a result of the coursework undertaken in unit 2.
In each section of this progress file you will find the following;
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Introduction
Key Information
Tasks to complete
Summary
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Tasks to complete
Task 1.1 Set up Your folder structure on the school network.
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Create a folder in your U Drive for Year 12 – then ICT & then unit 1.
Copy progress file into your new folders
Put your name on the progress file.
Task 1.2 Information is power
Use the output of the class discussion to complete the following.
Why do companies use information ?
What information would they keep ?
How would they use this information ?
Summary
It is vital that you complete all tasks (there may also be some other tasks covered outside of the progress file),
so that you have a complete set of information from which to revise.
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2.0 Types of Organisations
Introduction
This topic is concerned with the types of organisation, stakeholders and the difference between data and
information.
Key Information
Organisations can be grouped into the following categories ;
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Utilities
Local Government
Charities
Banks
Retailers
Manufacturers
Travel
Leisure & Tourism
It is important to know what is meant by these categories and to be able to specify where a given organisation
sits.
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Definition of stakeholder
Person, group, or organization that has direct or indirect stake in an organization because it can affect or be
affected by the organization's actions, objectives, and policies. Key stakeholders in a business organization
include;
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creditors,
customers,
directors,
employees,
government (and its agencies),
owners (shareholders),
suppliers,
unions,
the community from which the business draws its resources.
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Although stake-holding is usually self-legitimizing (those who judge themselves to be stakeholders are de
facto so), all stakeholders are not equal and different stakeholders are entitled to different considerations. For
example, a firm's customers are entitled to fair trading practices but they are not entitled to the same
consideration as the firm's employees. See also corporate governance.
Companies have stakeholders who have an interest in the company or the activities of that company. These
can be
Distributor
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Definition
An entity that buys noncompeting products or product lines, warehouses them, and resells them to retailers or direct to the
end users or customers. Most distributors provide strong manpower and cash support to the supplier or manufacturer's
promotional efforts. They usually also provide a range of services (such as product information, estimates, technical support,
after-sales services, credit) to their customers.
For example a clothing distributor will have several contracts with different manufacturers, they then sell the
clothes onto shops
Supplier
Definition
A party that supplies goods or services. A supplier may be distinguished from a contractor or subcontractor, who commonly
adds specialized input to deliverables. Also called vendor.
A house builder needs several suppliers for its materials, for example it may use a glazing supplier for the
windows or a timber supplier for the floorboards.
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www.businessdirectory.com
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Data and information.
Data is plain numbers or text without context such as 4 or Sam.
Information has a context for example the students name is Sam or Sam is a level 4 in Maths.
Data
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Facts, statistics used for reference or analysis.
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Numbers, characters, symbols, images etc., which can be processed by a computer.
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Data must be interpreted, by a human or machine, to derive meaning
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"Data is a representation of information" *
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Latin 'datum' meaning "that which is given"
Information
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Knowledge derived from study, experience (by the senses), or instruction.
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Communication of intelligence.
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"Information is any kind of knowledge that is exchangeable amongst people, about things, facts,
concepts, etc., in some context." *
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"Information is interpreted data" *
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Tasks to complete
Task 2.1
Complete the table below.
Sector
Description
Examples
Utilities
Local Government
Charities
Banks
Retailers
Manufacturers
Travel
Leisure & Tourism
Copy and paste the following organisations into the relevant boxes.
County Council, Hotel, Golf Course, Sports Shop, Stationery Outlet, Water Company, Electricity Company, Golf
Club Factory.
Local Government
Leisure & Tourism
Retail
Utilities
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Manufacturers
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Task 2.2
Describe the following types of organisations and how they collect and use information to carry out their
functions.
County Council
Hotel
Golf Course
Sports Shop
Stationery Outlet
Water Company
Electricity
Company
Golf Club Factory
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Task 2.3 Stakeholders
Define what a stakeholder is?
Describe the relationship between a company and a manager?
Describe the relationship between a company and an employee?
Describe the relationship between a company and a customer?
Describe the relationship between a company and a supplier?
Describe the relationship between a company and a distributor?
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Task 2.4 Data and Information
Define what data is?
Define what Information is?
What is the difference between data and information?
Define what a supplier is?
Define what a distributor is?
Task 2.5
Describe how data is used to produce information such as:
Personnel records
Customer details
Stock control
Booking systems
Financial records
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Summary
What are the key learning points of this section.
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3.0 How organisations collect information
Introduction
Objectives
1.To be able to specify what is meant by primary & secondary sources.
2. To be able to describe the advantages and disadvantages of different data collection methods.
This section is concerned with how organisations collect the information they need and in particular the
difference between a secondary source and a primary source, you need to know the advantages and
disadvantages and be able to apply this knowledge to a given scenario.
Key Information
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Types of Secondary data collection
Government publications
 Information on legislation
 Information to help businesses
 Census and population information
 Cheaper to get information from
 Should be trustworthy or at least not biased
 Keeps people and organisations safe and within the law
 Can result in information overload
 Could be outdated
 Available to everyone – little competitive advantage
 Should be rigorous – research should be reliable.
Business directories
 A Business directory is a website or print media listing of information which lists all businesses
within some category.
 Businesses can be categorised by business, location, activity, or size.
 Business may be compiled either manually or through an automated online search software.
 Details provided in a business directory will vary.
 May include the business name, addresses, telephone numbers, location, type of service or
products the business provides,
 Some directories include a section for user reviews, comments, and feedback.
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 http://www.businessmagnet.co.uk/
 http://www.uksmallbusinessdirectory.co.uk/
 http://www.yell.com/
 http://www.citylocal.co.uk/
Types of primary data collection
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Observation
Face to face interview
Group interview
Focus group
Online surveys
OMR
OCR
Chip & Pin
Telephone surveys
Scanners
Bar code readers
Magnetic strips
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Tasks to complete
Task 3.1 Sources
Source
Primary
Major Advantages
Major Disadvantages
Secondary
Task 3.2 What type of data collection to use and why ?
Give an example of what kind of primary data collection the following
organisations might do. Detail how this will work.
1. A drinks company before they bring out a new type of cider.
2. A car company looking at their sales technique.
3. A garden centre manager deciding how to organise the products in his shop.
4. The highways agency deciding on a new road layout.
5. A golf club manufacturer deciding how many putters to make.
6. Hotel chain deciding on a new lunch menu.
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Task 3.3
On your own, give 3 real life examples where the following may be used.
Observation
1.
2.
3.
Face to face interview
1.
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3.
Group interview
1.
2.
3.
Focus group
1.
2.
3.
Online surveys
1.
2.
3.
Telephone surveys
1.
2.
3.
Task 3.4 Secondary Sources
What information do organisations obtain from secondary sources?
Explain the advantages and disadvantages of using newspapers?
Advantages
Disadvantages
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Explain the advantages and disadvantages of using government publications?
Advantages
Disadvantages
Explain the advantages and disadvantages of using business directories?
Advantages
Disadvantages
Explain the advantages and disadvantages of using published market research and statistics?
Advantages
Disadvantages
Explain the advantages and disadvantages of using competitors websites or reports?
Advantages
Disadvantages
Task 3.5 Primary Sources
What information do organisations obtain from primary sources?
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Explain the advantages and disadvantages of using observations?
Advantages
Disadvantages
Explain the advantages and disadvantages of using paper based forms?
Advantages
Disadvantages
Explain the advantages and disadvantages of using online forms?
Advantages
Disadvantages
Explain the advantages and disadvantages of using telephone interviews?
Advantages
Disadvantages
Explain the advantages and disadvantages of using face to face interviews?
Advantages
Disadvantages
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Explain the advantages and disadvantages of using OCR?
Advantages
Disadvantages
Explain the advantages and disadvantages of using OMR?
Advantages
Disadvantages
Explain the advantages and disadvantages of using chip and pin cards?
Advantages
Disadvantages
Explain the advantages and disadvantages of using magnetic strips?
Advantages
Disadvantages
Explain the advantages and disadvantages of using scanners?
Advantages
Disadvantages
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Summary
What are the key learning points of this section.
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4.0 How Organisations use information
Introduction
Collecting information is the start or the story, the real competitive advantage comes in how organisations
use information, this section provides information on the types of systems in use and the advantages and
disadvantages of each. You need to know what each of the following do and what the advantages and
disadvantages are for all of them.
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Database software
Spread sheet software
Word Processing software
E-Mail software
Project management Software
Management Information Systems (MIS)
Electronic Data Interchange (EDI)
Key Information
Different people in an organisation have different needs.
Scenario – Computer retailer “PC’s R Us” have employees as follows :In store sales people
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Branch Manager
Regional Managers
Regional Marketing Manager
Regional distribution centre manager
Finance director
Managing Director
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Different Types of Information Systems
As can be seen in the pyramid there are a lot of different information systems. A lot of information systems
combine different types. They all have different purposes and because they can be confusing, knowledge of
information science is essential to make an information system successful.
Executive Information System
An Executive Information System (EIS) is a type of management information system intended to facilitate and
support the information and decision-making needs of senior executives by providing easy access to both
internal and external information relevant to meeting the strategic goals of the organization. It is commonly
considered as a specialized form of a Decision Support System (DSS).
Decision Support Systems
Decision Support Systems (DSS) are a specific class of computerized information systems that supports
business and organizational decision-making activities. A properly-designed DSS is an interactive softwarebased system intended to help decision makers compile useful information from raw data, documents,
personal knowledge, and/or business models to identify and solve problems and make decisions.
Management Reporting Systems
Management Reporting Systems are intended to provide aggregated data about the performance of the
organization. Usually these are created from data generated by the knowledge or operational layers of
information systems
Business Intelligence Systems
Business Intelligence (BI) refers to skills, technologies, applications and practices used to help a business
acquire a better understanding of its commercial context. Business intelligence may also refer to the collected
information itself.
BI technologies provide historical, current, and predictive views of business operations. Common functions of
business intelligence technologies are reporting, OLAP, analytics, data mining, business performance
management, benchmarks, text mining, and predictive analytics.
Popular closed source (e.g. Business Objects (SAP) or Cognos) and open source (e.g. JasperSoft or Pentaho)
software often have the functionality that can provide information for the different types of information
systems that are shown in the pyramid.
Office Information Systems
Office Information Systems provide information to the organization that is not directly available from
operational support systems. Often this is textual data(e.g. Office-documents or E-mail), but it can also be a
CRM (Customer Relationship Management) system. Intranet and wiki's are very popular applications of these.
Knowledge Management Systems
Knowledge Management Systems are meant to facilitate knowledge management in an organization. As
described in our approach and in the knowledge creation cycle they are only part (although very important) of
a knowledge management strategy. It is not an Office Information System as is often thought and should be
smaller in size than Office Information System. If implemented and used properly they can be considered as
force multipliers for an organization.
Transaction Processing Systems
A Transaction Processing System is a set of information which process the data transaction in database system
that monitors transaction programs (a special kind of program). The essence of a transaction program is that it
manages data that must be left in a consistent state. These are usually databases.
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Management Information systems
 A system or process that provides information needed to manage organisations effectively.
 A subset of the overall internal controls in a business, which solve business problems such as costing a
product, service or a business-wide strategy.
 Distinct from regular information systems in that they are used to analyse other information systems
applied in operational activities
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 Term is used to refer to the group of information management methods tied to the automation or
support of human decision making, e.g. Decision Support Systems, Expert systems, and Executive
information systems
 Main advantage is that they consolidate and summarise information so that decision making is easier.
 They provide trends and comparisons to allow senior managers to maximise efficiency and profit.
Databases – Major benefits
 Use of relationships to structure data and link information i.e. customers to orders in an efficient
manner
 Ability to produce reports showing information in a clear way and select data from several linked
tables.
 Use of queries to locate records based on complex search criteria
 Ability to use validation and input masks to ensure the accurate entry of data
Spread sheets – Major benefits
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The use of formulae and functions allows recalculations to be carried out.
The use of charts allows clear presentation of findings
The use of 'what if' scenarios allows investigation of data – modelling.
Use macros to automate tasks
Project Management software
This software is used to control large and complex projects which often involve many teams of people,
different suppliers and changing requirements.
The key points of PM software is that it is used to manage the timescales
of the project, the budget and the resources.
It allows tasks to be scheduled and linked with dependencies ( i.e. where
one task can only start once another task is completed.
A GANTT chart as shown opposite is used to show the project graphically
and to show the critical path (the least time a project can be completed).
Key features include scheduling, cost control and budget management,
resource allocation, collaboration software, communication, quality management and documentation.
In a typical project the plan would be used to show the customer the progress of the project and would be
updated has the tasks were completed or requirements changed.
EDI (source Wikipedia)
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Electronic data interchange (EDI) is a method for transferring data between different computer systems or
computer networks. It is commonly used by big companies for e-commerce purposes, such as sending orders
to warehouses or tracking their order. It is more than mere e-mail; for instance, organizations might replace
bills of lading and even checks with appropriate EDI messages. It also refers specifically to a family of
standards
Advantages over paper systems
EDI and other similar technologies save a company money by providing an alternative to, or replacing,
information flows that require a great deal of human interaction and materials such as paper documents,
meetings, faxes, etc. Even when paper documents are maintained in parallel with EDI exchange, e.g. printed
shipping manifests, electronic exchange and the use of data from that exchange reduces the handling costs of
sorting, distributing, organizing, and searching paper documents. EDI and similar technologies allow a
company to take advantage of the benefits of storing and manipulating data electronically without the cost of
manual entry. Another advantage of EDI is reduced errors, such as shipping and billing errors, because EDI
eliminates the need to rekey documents on the destination side. One very important advantage of EDI over
paper documents is the speed in which the trading partner receives and incorporates the information into
their system thus greatly reducing cycle times. For this reason, EDI can be an important component of just-intime production systems.
According to the 2008 Aberdeen report "A Comparison of Supplier Enablement around the World", only 34%
of purchase orders are transmitted electronically in North America. In EMEA, 36% of orders are transmitted
electronically and in APAC, 41% of orders are transmitted electronically. They also report that the average
paper requisition to order costs a company $37.45 in North America, $42.90 in EMEA and $23.90 in APAC.
With an EDI requisition to order costs are reduced to $23.83 in North America, $34.05 in EMEA and $14.78 in
APAC.
Barriers to implementation
There are a few barriers to adopting electronic data interchange. One of the most significant barriers is the
accompanying business process change. Existing business processes built around paper handling may not be
suited for EDI and would require changes to accommodate automated processing of business documents. For
example, a business may receive the bulk of their goods by 1 or 2 day shipping and all of their invoices by mail.
The existing process may therefore assume that goods are typically received before the invoice. With EDI, the
invoice will typically be sent when the goods ship and will therefore require a process that handles large
numbers of invoices whose corresponding goods have not yet been received.
Another significant barrier is the cost in time and money in the initial set-up. The preliminary expenses and
time that arise from the implementation, customization and training can be costly. It is important to select the
correct level of integration to match the business requirement. For a business with relatively few transactions
with EDI-based partners, it may make sense for businesses to implement inexpensive "rip and read" solutions,
where the EDI format is printed out in human-readable form and people, rather than computers, respond to
the transaction. Another alternative is outsourced EDI solutions provided by EDI "Service Bureaus". For other
businesses, the implementation of an integrated EDI solution may be necessary as increases in trading
volumes brought on by EDI force them to re-implement their order processing business processes.
The key hindrance to a successful implementation of EDI is the perception many businesses have of the
nature of EDI. Many view EDI from the technical perspective that EDI is a data format; it would be more
accurate to take the business view that EDI is a system for exchanging business documents with external
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entities, and integrating the data from those documents into the company's internal systems. Successful
implementations of EDI take into account the effect externally generated information will have on their
internal systems and validate the business information received. For example, allowing a supplier to update a
retailer's Accounts Payable system without appropriate checks and balances would put the company at
significant risk. Businesses new to the implementation of EDI must understand the underlying business
process and apply proper judgment.
Stock control - introduction
Managing stock effectively is important for any business, because without enough stock, production and sales
will grind to a halt. Stock control involves careful planning to ensure that the business has sufficient stock of
the right quality available at the right time.
Stock can mean different things and depends on the industry the firm operates in. It includes:
•Raw materials and components from suppliers
•Work in progress or part finished goods made within the business
•Finished goods ready to dispatch to customers
•Consumables and materials used by service businesses
In order to meet customer orders, product has to be available from stock – although some firms are able to
arrange deliveries Just in Time, see below. If a business does not have the necessary stock to meet orders, this
can lead to a loss of sales and a damaged business reputation. This is sometimes called a ‘stock-out’.
It is important therefore that a business either holds sufficient stocks to meet actual and anticipated orders,
or can get stocks quickly enough to meet those orders. For a high street retailer, in practice this means having
product on the shelves.
However, there are many costs of holding stock, so a business does not wish to hold too much. The costs of
holding stock include:
•The opportunity cost of working capital tied up in stock that could have been used for another purpose
•Storage costs – the rent, heating, lighting and security costs of a warehouse /factory or office space
•Bank interest , if the stock is financed by an overdraft or a loan
•Risk of damage to stock by fire, flood, theft etc.
•Stock may become obsolete if buyer tastes change in favour of new or better products
•Stock may perish or deteriorate – especially with food products
Source : http://tutor2u.net/business/production/stock-control-introduction.htm
Case Studies
Have a look at the 3 case studies below (15 minutes only). Make some notes under each one as.
mcdonalds_12_full.pdf
http://www.logisticsmanager.com/Articles/13048/NHS+Trust+boosts+stock+control+with+GS1.html
If you finish this one then look at some more below.
http://www.witswarehousesolutions.co.uk/warehouse_stock_control.htm
http://www.businessteacher.org.uk/business-resources/case-study-database/tesco-case-study/
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Tasks to complete
Task 4.1 Spread sheets & databases
Features (what can you do)
Spread sheet
Database
e-Mail Software
Main Advantages
Main Disadvantages
Database
Spread sheet
Task 4.2 Management
Describe the role of a specialised management system (MIS)?
Explain the advantages of the use of specialised management information systems (MIS) to support decision
making?
Describe the role of specialised project management software?
Explain the advantages of the use of specialised project management software?
Questions:
Describe the role of a management information system?
Give three characteristics of an efficient MIS system?
Task 4.3 Administration
Describe how software is used to support the running of an organisation?
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Task 4.4 Marketing and Sales
Describe the advantages of the use of data handling and modelling applications to identify trends?
Describe the advantages of the use of data handling and modelling applications to identify target sales?
Describe the advantages of the use of data handling and modelling applications to manage transactions?
Why is it important to maintain accurate customer records? (Give at least 10)
Task 4.5 Stock Control
Describe the functions of a stock control system?
Explain the advantages of operating a computerised stock control system? (Give at least 5)
Task 4.6 Question:
Explain what EDI stands for and explain its use, what are the two major advantages and two main barriers.
Task 4.7 Purchasing
Describe the advantages of using database software to maintain supplier and product details? (Give at least 5)
Explain the use of EDI Electronic Data Interchange?
Complete the following table with 5 advantages and limitations of EDI between organisations?
Advantages
Limitations
Task 4.8 Human Resources
Describe the advantages of using database software to maintain accurate records of staff and their working
patterns?
Task 4.9 Finances
Complete the following table:
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Describe the advantages of using spread sheet software and specialised packages for carrying out and
recording the following financial transactions including:
Payroll
Cash flow
Accounts
Balance Sheets
Task 4.10 UK Breakdown Rescue Club
They have members who pay an annual fee to guard against breakdowns. If they break down customers call a
centre and report the breakdown, the call centre then locate the nearest engineer and dispatch the job. The
system has a record of all callouts which can be analysed to allow the business to be managed efficiently.
Task 1 – complete the table below.
Stakeholder
Role
Engineer
Gets the job sent to him,
needs to send information
back on what happened.
Receives call from customer,
needs to locate engineer and
keep customer informed.
Manages the call centre
needs to make sure there is
enough staff and that staff
do their job properly.
Controls all staff, hires &
fires, ensure efficiency and
training.
Needs to advertise to
existing and new customers.
Needs to make as much
money for the company as
he can.
Call Centre
Dispatcher
Dispatch line
manager
HR Director
Marketing
Department
Managing
Director
What do they need from
the system
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What hardware /
software would they
use?
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Task 2 - The managing director wants you to design a MIS for
his board.
Design 10 reports which managers would use from the MIS system, (think about trends, financial information,
efficiency, performance etc.). 1 is done for you below.
1. How long it takes on average for engineers to get to breakdowns, shown as a trend over the last 12 months and
broken down by region.
2.
3.
4.
5.
6.
7.
8.
9.
10.
Task 4.11 Case study 2 Human Resources System
Investments R us - Financial services company
The HR department need to make sure that they have an accurate record of all sales people, they need to
ensure people are trained to FSA (Financial services Authority) standards on items such as mortgage
regulations. This training needs to be updated regularly (yearly). They also need an accurate record of wages,
bonuses and expenses. The sales people travel all over the UK to visit clients and need to update their own
contact details, submit their expenses and order items such as hotel rooms, train tickets etc.
Question :
1. What do you think are the top 5 features needed of this new system.
2. How would you store the data, provide 2 options and give the advantages and disadvantages of each.
3. How would you allow the customers to access it.
4. How do you ensure security.
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5. Provide 3 examples of different employees and how they may use the information in the system.
Task 4.12 Miss Karan a chain of fashion shops campaigns
Q1 – What data/information would you need.
Q2 – How would you use the data/information
Q3 – What application software would you use.
Q4 . Complete the following table.
Spread sheet software
Advantages
Disadvantages
Advantages
Database Software
Disadvantages
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Summary
What are the key learning points of this section?
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5.0 Information Flows
Introduction
This section is concerned with being able to use and design information flow diagrams.
Key Information
What is an information flow diagram?
To be able to illustrate the flows of information within an organisation and between an organisation, its
customers, suppliers and external agencies.
Tasks to complete
Click here to open the tasks.
Summary
What are the key learning points of this section?
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6.0 Communication
Introduction
This covers the methods and technologies used to communicate in today’s ICT rich society, you need to be
able to distinguish between Internal and External methods of communication and know about the tools and
technologies used.
Key Information
Distinguish between formal and informal methods of communication.
Internal methods
methods for the communication of given information within an organisation including intranet, email,
telephone, reports, memoranda and meetings.
External methods
methods for the communication of given information between an organisation, its customers, suppliers and
other external organisations including extranet, Internet, email, video conferencing, telephone, letters,
reports, standard business documents, face to face.
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Some of the tools & technologies used are as
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
Web conferencing
WWW
Telephone
VOIP
Intranet
Instant Messenger
Video Conferencing
Audio Conferencing
Blackberry
Telephone
3G & 4G
SMS
Enterprise Content Management
e-Learning
Extranet
Social Networking
Tasks to complete
Task 6.1 What are formal methods of communication?
Task 6.2 What are informal methods of communication?
Task 6.3 Internal Methods
Select and justify the use of appropriate methods for the communication of given information within an
organisation including:
Intranet
Email
Telephone
Reports
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Memoranda
Meetings
Task 6.4 External Methods
Select and justify the use of appropriate methods for the communication of given information between an
organisation:
Extranet
Internet
Email
Video Conferencing
Telephone
Letters
Reports
Standard Business
Documents
Face to face
Select and justify the use of appropriate methods for the communication of given information between an
organisation and its customers:
Extranet
Internet
Email
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Video Conferencing
Telephone
Letters
Reports
Standard Business
Documents
Face to face
Select and justify the use of appropriate methods for the communication of given information between an
organisation and its suppliers:
Extranet
Internet
Email
Video Conferencing
Telephone
Letters
Reports
Standard Business
Documents
Face to face
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Select and justify the use of appropriate methods for the communication of given information between an
organisation and other external organisations:
Extranet
Internet
Email
Video Conferencing
Telephone
Letters
Reports
Standard Business
Documents
Face to face
Task 6.5 Question:
You need to prepare a report on the ways in which we communicate with both customers and suppliers. Give
four different methods of communication and give an advantage of using each one
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Task 6.6 - Positive & Negative aspects of Communication Technology.
On your own can you match up the following ( 5 minutes only) ;Technology
Video
Conferencing
Positive
Negative
Telephone
Face to Face
Meeting
WWW
E-Mail
Can send messages easily to
several people at the same time.
Direct access to other person –
able to ask additional questions.
Able to meet face to face
without travelling.
Can be seen by people all over the
world and attracts a wide audience.
Able to see body language
and react.
Recipient may not see the
message straight away.
Can’t see body language – may
not be available or line engaged.
Extension – Can you complete the following.
Technology
Extranet
Positive
Negative
SMS
Formal written
report
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Time taken to travel to
meeting.
Difficult to target the
correct audience.
Need specialist equipment
which could be expensive.
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Task 6.7 Business Scenarios – In groups of 2 or 3 (10 minutes).
Wheels on Fire is a successful and expanding car hire firm who have recently acquired several smaller
companies. They need to use modern communications technology to improve the efficiency of their
operations and want your help and advice on how to solve the following problems. You must work in a small
group of 2 or 3 to come up with a solution. These will be put to the Managing director and need to include
benefits, issues and a ball park cost and time scale required to implement the solution. If you finish the first
one then move on to the next.
Problem A
The company wants to ensure that all staff around the world have access to common policies, secure e-mail,
staff directory and can access company information systems in a standard way.
Proposed solution.
Benefits of solution
What issues might this
technology cause.
Ball park costs
How long will it take and
what resources will be
needed.
Problem B
The company had a general manager in charge of each country in which it operates and wants to have a
monthly board meeting with all of the country GM’s (general managers), however the cost of travel and time
involved is making this very difficult.
Proposed solution.
Benefits of solution
What issues might this
technology cause.
Ball park costs
How long will it take and
what resources will be
needed.
Problem C
The company wants to allow some of the it’s regular business customers to be able to book their own hire
cars but this would mean giving them access to it’s internal systems which could cause a security problem.
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Proposed solution.
Benefits of solution
What issues might this
technology cause.
Ball park costs
How long will it take and
what resources will be
needed.
Problem D
The human resources department wants to be able to allow potential employees to search for jobs by type
and location and automate the selection process to filter any applicants who may be unsuitable.
Proposed solution.
Benefits of solution
What issues might this
technology cause.
Ball park costs
How long will it take and
what resources will be
needed.
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Task 6.8 Sample exam questions – You have 15 minutes only.
On your own have a go at these exam questions from past papers.
1. A charity has field officers based overseas, they are thinking of using video conferencing. Please indicate
the advantages and disadvantages for this method of communication. [2]
2. The human resources department needs to advertise for new members of staff. They have decided to
place their advertisement on the charity’s website. Describe one advantage and one disadvantage of
advertising in this way. [2]
3. Describe how an intranet could be used to improve internal communications within a new website
development company. [4]
4. A balloon manufacturer wants to produce special shaped balloons, it is important for the designers to
discuss issues for the customer. Please consider the following methods of communication and provide a
description, advantage and disadvantage of each. [6]
Face to face meeting
Telephone
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Video Conferencing
5. A student Gap year travel company wants to know how best it can keep in touch with it’s clients as they
travel around the world. Please describe a range of web-based technologies other than e-mail which could
be used, giving advantages of each [7].
What score did you get out of 21? [
Summary
What are the key learning points of this section?
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]
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7.0 Working styles and new opportunities
Introduction
This section discusses how organisations are using ICT to change the way people work, these include hot
desking, mobile working and home working. You need to understand what is meant by these terms and be
able to provide advantages and disadvantages of all of these.
Key Information
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Tasks to complete
Task 7.1 Organisations
Describe new opportunities for organisations provided by ICT such as:
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








Opening of worldwide markets
24/7 operation
Collaborative working
Effective communications and mobility
Present a balanced view and describe possible disadvantages of new technology in terms of:
Investment
Data security
The need for change
Increased competition
Task 7.2 Employees
Describe new opportunities for managers and employees provided by ICT such as:












Potential for home working
Flexible working hours
Hot-desking
Mobility
Identify the social benefits arising from these opportunities such as:
Increased interaction with family
Improved work motivation
Increased leisure time
Present a balanced view and describe possible disadvantages of new technology such as:
Changes in work skills
Security of work
Reduced social interaction
Question:
I want you to create two slides in PowerPoint
Give one advantage and one disadvantage of each of them
Slide 1: Explain the concepts of home working
Slide 2: Explain the concepts of hot desking
Task 7.3 Working Styles
Describe the different working styles and the new opportunities for organisations which have been provided
by ICT.
(Write 500 words)
Summary
What are the key learning points of this section?
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8.0 ICT skills
Introduction
During your work in unit 1 you should have reached a high level of competence in using the following
applications;



Word processing software
Database software
Spreadsheet software
Web authoring software
Key Information
In particular you should be able to complete the following.




Word processing software
• Set page layout and use headers and footers.
• Set and apply font styles and sizes.
• Align and justify text.
• Use bullets, numbering, tabulation and columns.
• Use lines and borders.
• Create and modify tables.
• Insert and edit images.
• Import text files.
• Create mail merge documents.
Database software
• Create tables and set filed properties.
• Create validation rules.
• Import text files.
• Create data entry forms.
• Sort and search data.
• Produce database reports.
Spreadsheet software
• Import text files.
• Insert, delete and size rows and columns
• Set, copy, move and clear cell contents and formats.
• Enter formulae and functions to derive required results.
• Create and format charts including titles, labels, shading, patterns, line styles and borders.
Web authoring software
• Create a structured web pages.
• Enter text and images.
• Set page properties.
• Insert hyperlinks and other navigational features.
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Tasks to complete
Your teacher will set you tasks which can be found in the following folder;S:\Students\ICT\KS 5 ICT\New Course\Year 12\AICT1-eBusiness\Tasks
Summary
There is no substitute for practice, you must know the applications like the back of your hand.
What are the key learning points of this section?
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9.0 Standard ways of working
Introduction
Security





Passwords
User identification
Access rights
Encryption
Firewalls
Backup


Different procedures for creating backups
How data might be restored if necessary
File Management



Meaningful filenames
Folder names
Accurate version control
Legislation



DPA 1988 - Protects personal information and controls how companies use and store data.
CMA 1990 - Unauthorised access to computer material
Copyright -
Key Information
File Management








Use sensible filenames – naming conventions such as “Accounts 2010 v1”
Organise your files into directories/folders also with sensible names to aid retrieval and recovery.
Logical folder structure to store information in the same folder.
Make backup copies
Choose appropriate file formats
Limit access to confidential or sensitive files
Use effective virus protection
Version control
Backup & Restore





Use of tape drive to back up hard disc/network – regularly
Mirror hard disc (NAS box)
Back up to CD (DVD)
On‐line storage
RAID
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Tasks to complete
Task 9.1 Security
Describe the potential threats arising from the use of ICT to manage personal information
Identify situations where malicious or accidental damage to data could occur
Explain simple processes that protect the security of data such as:





Passwords
User identification
Access rights
Encryption
Firewalls
Task 9.2 Backup
Describe different procedures for creating backups
Explain how data might be restored if necessary
Task 9.3 File Management
Explain the importance of naming conventions in the organisation of data such as:



Meaningful filenames
Folder names
Accurate version control
Task 9.4 Legislation
Explain how current legislation prevents misuse of personal information
Explain how current legislation prevents misuse of business information
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Explain how current legislation prevents misuse business information and software
Question:
Write a 100 word memo to all members of staff to remind them of the standard ways of working that will help
prevent losing files. Make sure you give clear instructions to stop this from happening again
Task 9.4 Problems
Problem
Resolution
Loss of files due to crash
Unable to locate files
Hacking into systems
Backups may not work
Copyright information may be used by employees
No version control of files – looking at the wrong
version
Not been able to find data when colleagues are
not there.
Passwords not secure
Leading to loss of personal data
People having access to the wrong areas – seeing
private or sensitive information
Virus attacks on systems
Phishing attacks or DOS
Illegal access to a companies computers
Customers data being incorrect
Giving customers data away
Inappropriate e-mails
Task 9.5 the Law
Q – Can you give the names of the 3 main pieces of legislation which prevents misuse of personal information,
business information and software.
List them here and give a brief description of each. :
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Data protection Act
Task – review the following website
http://www.bbc.co.uk/schools/gcsebitesize/ict/legal/0dataprotectionactrev1.shtml
and also the DPA leaflet in the
S:\Students\ICT\KS 5 ICT\New Course\Year 12\AICT1-eBusiness\Presentations\Theory
Folder.
Questions
1. What is the year of the act ?
2. What data is covered?
3. If an organisation or person needs to store personal information who they must apply to register.
4. what are the 3 key parties involved?
5. what exemptions are there?
6. What are the 8 principles ?
7. What rights does the data subject have ?
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Task 9.6. Types of backup system
Type
External Hard Drive
Capacity
Advantages
Disadvantages
Solid State Drives
Network Addressed
Storage
USB / Flash Drive
Optical storage
(CD/DVD)
Cloud Storage
What kind of backup strategy would you recommend for the following organisations.
You should include a description of the backup strategy and the backup system to be used.
1. A school
2. A shoe repairers.
3. An international communications company.
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Summary
What are the key learning points of this section.
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Appendix A Unit 1 Specification
Content
AICT 1.1
Background
Focus Amplification
Candidates should be able to:



AICT 1.2
Information and
organisations




AICT 1.3 How
organisations
collect
information






AICT 1.4 How
organisations use
information








Describe different types of organisations and how they collect
and use information to carry out their functions.
Describe different working styles and the new opportunities
provided by ICT.
Demonstrate competent use of applications software.
Types of organisations Distinguish between a range of
organizations including utilities, local government, charities,
banks, retailers, manufacturers, travel, leisure and tourism
industries.
Stakeholders Identify and describe the relationships between
stakeholders including managers, employees, customers,
suppliers and distributors.
Data and information Distinguish between data and
information.
Describe how data is used to produce information, such as
personnel records, customer details, stock control, booking
systems and financial records
Secondary sources Describe the information organisations
obtain from secondary sources.
Explain the advantages and disadvantages of using
government publications, business directories, published
market research and statistics.
Primary sources Describe the information organisations obtain
from primary sources.
Explain the advantages and disadvantages of using
observation, paper based and online forms, telephone and
face to face interviews
Explain the advantages and disadvantages of using OCR,
OMR, chip and pin cards, magnetic strips, scanners.
Select sources Justify the selection of particular sources and
data collection methods in given situations
Management Describe the role of specialised management
information systems (MIS).
Explain the advantages of the use of specialised management
information systems (MIS) to support decision making.
Describe the role of specialised project management software.
Explain the advantages of the use of specialised project
management software.
Administration Describe how software is used to support the
running of an organisation.
Use application software to produce standard business
documents such as agenda, business cards, delivery notes,
invoices, memos, minutes, purchase orders, questionnaires,
reports and business letters.
Marketing and sales Describe the advantages of the use of
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









data handling and modeling applications to identify trends,
target sales and manage transactions. Analyse information to
establish market trends.
Explain why it is important to maintain accurate customer
records. Use application software to handling marketing and
sales data.
Stock control Describe the functions of a stock control system.
Explain the advantages of operating a computerised stock
control system.
Purchasing Describe the advantages of using database
software to maintain supplier and product details.
Use application software to handling supplier and product
data.
Explain the use, advantages and limitations of electronic data
interchange (EDI) between organisations.
Human resources Describe the advantages of using database
software to maintain accurate records of staff and their
working patterns.
Use application software to handling staff data.
Finance Explain the advantages of using spreadsheet
software and specialised packages for carrying out and
recording the following financial transactions including payroll,
cash flow, accounts and balance sheets.
Use spreadsheet software to produce standard financial
documents.
AICT 1.5
Information flows

Analyse given situations and produce information flow
diagrams to illustrate the flows of information within an
organisation and between an organisation, its customers,
suppliers and other external agencies.
AICT 1.6
Communication

Distinguish between formal and informal methods of
communication.
Internal methods Select and justify the use of appropriate
methods for the communication of given information within an
organisation including intranet, email, telephone, reports,
memoranda and meetings.
External methods Select and justify the use of appropriate
methods for the communication of given information between
an organisation, its customers, suppliers and other external
organisations including extranet, Internet, email, video
conferencing, telephone, letters, reports, standard business
documents, face to face.


AICT 1.7 Working
styles and new
opportunities




Organisations Describe new opportunities for organizations
provided by ICT such as opening of worldwide markets, 24/7
operation, collaborative working, effective communications and
mobility.
Present a balanced view and describe possible disadvantages
of new technology in terms of investment, data security, the
need for change and increased competition.
Employees Describe new opportunities for managers and
other employees provided by ICT such as potential for home
working, flexible working hours, hot-desking and mobility.
Identify the social benefits arising from these opportunities
such as increased interaction with family, improved work
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

AICT 1.8 ICT skills






AICT 1.9 Standard
ways of working





Assessment of
this unit



motivation and
increased leisure time.
Present a balanced view and describe possible disadvantages
of new technology such as changes in work skills, security of
work and reduced social interaction.
Develop and use structures for integrating and presenting
information.
Word processing software • Set page layout and use headers
and footers.
• Set and apply font styles and sizes.
• Align and justify text.
• Use bullets, numbering, tabulation and columns.
• Use lines and borders.
• Create and modify tables.
• Insert and edit images.
• Import text files.
• Create mail merge documents.
Database software • Create tables and set filed properties.
• Create validation rules.
• Import text files.
• Create data entry forms.
• Sort and search data.
• Produce database reports.
Spreadsheet software • Import text files.
• Insert, delete and size rows and columns
• Set, copy, move and clear cell contents and formats.
• Enter formulae and functions to derive required results.
• Create and format charts including titles, labels,
shading, patterns, line styles and borders.
Web authoring software • Create a structured web pages.
• Enter text and images.
• Set page properties.
• Insert hyperlinks and other navigational
features.
Security Describe the potential threats arising from the use of
ICT to manage personal information and identify situations
where malicious or accidental damage to data could occur.
Explain simple processes that protect the security of data such
as passwords, user identification, access rights, encryption
and firewalls.
Back up Describe different procedures for creating backups
and explain how data might be restored if necessary.
File management Explain the importance of naming
conventions in the organisation of data such as meaningful
filenames, folder names and accurate version control.
Legislation Explain how current legislation prevents misuse of
personal information, business information and software.
This is a mandatory unit for all award combinations.
The assessment of this unit is by external on-screen
examination, set and marked by WJEC.
The examination will consist of objective and subjective
assessment items, based on stimulus information consisting
mainly of case studies of actual and/or fictionalized
businesses. The assessment is organised into part A and Part
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
B. Part A is question based whereas part B is a combination of
practical tasks and questions.
The assessment objective weightings for this unit are as
follows:
AO1 ICT Capability 30%
AO2 Knowledge and understanding 50%
AO3 ICT Problem solving 10%
AO4 Evaluation 10%
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