Ict revision UNIT 1: Types and components of Computer systems Hardware and software Hardware: - The electronic physical components that make up a typical computer system. These may include input and output devices as well. Internal Hardware Devices: - Central processing unit (CPU) Processor Motherboard Internal memory consisting of Ram and Rom Graphics and sound cards Internal storage devices like Hard disk drives and Solid-State drives Network interface cards (NIC) External Hardware Devices: - Monitor Keyboard Mouse Printer External Storage devices Software: - Refers to programs that control the operation of a computer or the processing of electronic data Application Software: - Provides services that allow the user to do specific tasks. Can be general purpose software or custom-made software. E.g.: Spreadsheets, databases, word processing System software: - The software is designed to provide a platform on which all other software can run. For example: 1) Compilers: Used to convert high level language into machine code (language processor) 2) Linkers: A software that creates the links between language processors into workable solutions (data definition language) 3) Device drivers: A software that enables the device to work with another, externally connected device. 4) Utilities: A system software that provides the necessary facilities, (Antivirus, Scan disk, Disk defragment, etc.) 5) Operating systems: enable computer system to function and allow users to communicate with computer systems. Analogue and digital data - Computers can only understand data in the form of binary digits (0,1). This is commonly known as digital data. Data in the real world is Analogue. It isn’t limited to two specific values. For a computer to be able to process real-world data, it first needs to convert the received data into digital form. This is done by the hardware known as ADC (analogue to digital converter), and its output is given back in analogue form using DAC (digital to analogue converter). The main components of Computer Systems CPU - The component of the computer that understands and executes hardware and software operations. It consists of a Control Unit (CU) that manages the input and output devices, an arithmetic and logic unit (ALU) that performs computations and makes logical judgements, and tiny memory regions known as registers. It processes the input and produces the outcome of the processing in the form of output. Internal memory 1) Random Access memory (Ram): temporary memory storage, lost after power is shut down, performs read and write functions, used to store data that’s currently in used can be increased in size to improve operational speed. 2) Read only memory (ROM): permanent memory storage, non-volatile, can only be read from, used to store computer’s configuration data, such as BIOS. - The BIOS (Basic Input/output system) stores the date, time and system configuration on a non-volatile chip called a CMOS (complementary metal oxide semiconductor) – this is usually battery powered. Input and output devices - Input devices are pieces of hardware that allow users to enter data into computers. An output device displays the computer’s output in a human-readable format. As words on a printer, for example, or moving graphics on a monitor. Input devices An input device is any hardware that enables data entry An input device can only send data Necessary for a computer to receive commands from the user Complex as they need to ensure proper communication between computer and user Output devices An output shows the result or solution of the input After it has been processed An output device can only receive data Needed in order to display the outcome of the processing that took place Simpler as they only need to display the finale Backing/Secondary storage - Required to permanently store significant amounts of data. Most commonly in the form of HDD and SSD Differentiating between internal memory and backing storage: - RAM contents are lost when power is lost, and ROM is read-only, backing storage is permanent even without power. RAM and ROM are much smaller compared to backing storage devices. RAM and ROM are significantly faster in accessing data as compared to backing storage. Backing storage is much cheaper than Internal memory Internal memories are fixed, backing storage can be fixed OR portable Internal memories can be directly read by the CPU, while backing storage needs to be moved into the RAM before being read by the CPU. Operating systems - Controls operation of input, output and backing storage Supervises loading, running and storage of application programs. Deals with errors in application programs. Maintains security of whole computer system Maintains a computer log. Operating systems offer various types of user interfaces, for example: 1) 2) 3) 4) CLI: user must type in commands to communicate with the computer. GUI: Uses WIMP (Windows, Icons, Menus, Pointers). Dialogue based user interface: Uses the human voice to give commands to a computer system. Gesture based user interface: Rely on human interaction by the moving of hands, heads or even feet. Types of computers Desktops// - General purpose computer that is made up of many separate components that includes; Keyboards, Mouses and a processor unit. Uses: - Office and business work. educational use. general entertainment. gaming device. Advantages: - They’re easier and less costly to upgrade and expand. Spare parts are standardized which makes them cheaper. They tend to have better specifications for a given price. No critical power consumption because they plug into a wall socket. Due to fixed position, they’re less likely to be stolen/damaged. Disadvantages: - Not particularly portable due to their separate components. More complicated to set up. Files must be externally copied to a portable device to carry work elsewhere. Mobile computers 1) Laptop computer - (Or notebook) A type of computer where the monitor, keyboard, mouse and processor are all together in one single unit. Uses: - Office work Educational use Gaming device General entertainment Advantages: - Portable since all components are fixed together. No desk cluttering. Allows them to take full advantage of WIFI features. Disadvantages: - Portability makes it easier for them to be stolen. Limited battery life so the user needs to always carry charger. Keyboards and mouses may be awkward to use Not easy to upgrade, like adding more RAM 2) Smartphones - Allow normal phone calls to be made, bur also have an operating system (Such as iOS, Android, or Windows) allowing them to run a number of computer applications. Uses: - They allow users to send/receive emails. They allow users to multitask easily. They allow users to use a camera feature. They allow users to use an MP3/MP4 player. Advantages: - Very small in size and lightweight (portable) Due to 3G/4G/5G connections, the internet can be used anywhere. They have a reasonable battery life. Disadvantages: - Small screens and keyboards make pages difficult to read. More difficult and slower when typing. Web browsing and photography can drain the battery quickly. Memory size in most phones is not very large when compared to laptops and desktops. Not all website features are compatible with smartphone operating systems. 3) Tablets - They work similarly to a smartphone. The only main difference is that they are much bigger in size compared to a smartphone. Uses: - They allow users to send/receive emails. They allow users to use several apps They allow users to use the camera feature They allow users to use an MP3/MP4 player Advantages of tablets compared to laptops - Very fast to switch up (No time delay waiting for the operating system to load up) Completely portable Touch screen technology means they’re simple to use and do not need any other input devices They use Solid state technology (not much heat) Battery life of a tablet is much longer Disadvantages of tablets compared to laptops - Tend to be rather expensive when compared to laptops They often have limited memory/storage when compared to a laptop Typing on touchscreen can be slow and prone to many mistakes Laptops tend to support more file formats than tablets UNIT 2: Input and output devices Input devices and output devices - An input device is any hardware device that allows a user to enter data or instructions into a computer directly An input device can send data to another device, but it cannot receive data Output devices receive data from the computer Output devices display or produce the results of data processing Types of input devices - Keyboard and numeric pad – Entering text and numbers Pointing devices – Navigate and interact with computer interfaces Remote control – Control devices from a distance (TV’s and media players) Joystick/Driving wheel – Simulation and driving games Touch screen – Direct interaction with the screen using fingers or a stylus Scanners and cameras – Capture imagines and convert them into digital format Microphone – Capture a sound for recording or communication purposes Sensors and light pen – Sensors detect changes in the environment; light pen interacts with screens Direct data Entry & Associated devices - Magnetic stripe readers – Reading information stored on Magnetic stripes (Credit/debit cards) Chip and pin reader – Processing debit and credit card transactions Radio Frequency Identification (RFID) reader – Reading information from RFID tags (Inventory tracking) Optical Mark Reader/Recognition (OMR) – Reading marked areas on forms (MCQ exams) Optical Character Recognition (OCR) – Converting printed text into digital text (Digitizing books) Barcode reader – Scanning barcodes to retrieve product and information prices Quick Response (QR) scanner – Scanning QR codes for information retrieval or linking to websites Output devices - Montor – Displaying computer generated visual information on a screen - Touch screen (output) – displaying visual information and allowing users interaction with the screen Multimedia projector – Projecting computer generated images and videos onto a larger surface Laser printer – Printing high quality text and graphics quickly Inkjet printer – Printing text and graphics using liquid ink Dot matrix printer – Printing text and simple graphics using a print head that strikes an ink-soaked ribbon Plotter – Creating large-format graphics, such as architectural plans and engineering designs 3d printer – Creating 3 dimensional objects by adding material layer by layer Actuator – Converting electrical signals into physical movement (Motors and valves in robotics) UNIT 3: Storage devices and media What is backing up data? - Backing up refers to the copying of files or data into a different medium in case damage to or loss of original copy. Why do we back up data? - To safeguard against loss of data To safeguard against damages caused by hackers In case files need to be sent elsewhere, to protect original format of files Data access Types: 1) 2) - Serial Access: This involves starting from the beginning of the file and accessing each record to get to the fie required. It is a very slow form of data access Used where speed isn’t vital Examples where serial access is used: utility bill, cleaning of back cheques, and producing pay slips Direct access: This is used to access data stored in any record by typing in the required key field Typing in a key field will allow the user to access a particular record directly from the calculated position. Much faster data access speed. Magnetic Backing Storage Media - Holds data magnetically Surface area of the media are magnetized so that they ca hold bits of data The device that reads media can also read the bits held on the surface area Types: - Magnetic tape drives Fixed Hard disks/drives Portable hard disk drives Optical backing storage media - Holds data by burning ‘dots’ onto the surface with a high-powered laser. The data that reads the media can read the data by shining a lower powered laser over the dots. Types: - CD-R/DVD-R CD-RW/DVD-RW - CD-ROM/DVD-ROM Blu-Ray discs Solid state Backing storage - Holds data on devices that don’t have any moving devices. Types: - Solid state drives (SSD) Pen drives (Memory sticks) Flash memory cards UNIT 4: Networks and the effects of using them Routers - A device that enables data to be sent between different types of networks. Used to connect a LAN to the internet can be connected though cables or wirelessly. It can be used for: - Connecting networks and devices to the internet Storing computer addresses Routing data packets - When a data packet is received, the router checks if it is meant for it or another network. If it’s meant for its own network, it is routed to the local switch/hub. If not, the data packet is sent to the relevant router, which then sends it to the relevant device. Common Network Devices 1) 2) 3) - Network interface cards (NIC): needed to allow a device to connect to the network. Turns binary data into electrical signals that allows network access Usually integrated into the motherboard Each NIC is given a unique hardwired media access control (MAC) address. MAC addresses – a number which uniquely identifies a device when connected to a network Hubs: Used to connect devices together to form a local area network (LAN). It takes a data packet received by one of its ports and sends it all relevant or irrelevant device connected to it. Not very secure Unnecessary network traffic Switches: Used to connect devices to form a LAN. Unlike hubs, the switches store MAC addresses of all devices on a lookup table. So it only senda data to relevant device. In summary: 4) - Both are used to connect devices in LAN. Both use data packets Switches sends data to relevant devices only Switches have better security Switches use lookup tables to determine the destination for a data packet Switches use MAC addresses for relevant device location Bridges: Devices that connect one LAN to another LAN that uses the same protocol. Unlike routers, they cant communicate with external networks, such as the internet. Comparison: - Bridges connect LANs together; routers connect various types of networks together. Bridges scan MAC addresses while routers scan IP addresses Both send out data in the form of data packets Bridges connect networks with the same protocol, routers can connect networks with different protocols Router uses routing tables to direct data packets, bridges don’t - Bridges only have 2 ports, routers have multiple ports WIFI & Bluetooth - Both are used for wireless communication between devices. They both use electromagnetic radiation as the carrier of data transmission Bluetooth uses: - When transferring data between 2 or more devices that are very close together When speed of data transmission isn’t crucial For low-bandwidth applications WIFI uses: - Full scale networks When data transfer rate is crucial For uses where higher range and better security is required Differences and similarities: - Bluetooth uses a transmission frequency of 2.4 GHz, whereas WIFI uses a range of 2.4-5.0 GHz. WIFI has a much faster data transfer rate Wifi has a higher geographical range in which it is effective Bluetooth only allows up to 7 devices to be connected at a time, whereas the number of devices connected to a Wifi network depend on the router/routers being used Bluetooth uses key matching encryption however, Wifi uses WPA (Wifi protected access), and WEP (wireless equivalent privacy) Cloud computing - - This is a method where data is stored on remote servers accessed through the internet The three types of cloud storage are: 1) Public cloud – The customer and the cloud storage provider are different companies 2) Private cloud – The customer and the cloud storage provider are a single organization 3) Hybrid cloud – Combines both public and private cloud options and allows for sensitive data to remain private whilst providing public cloud services for less sensitive information Cloud data is duplicated and stored on other servers to ensure data availability during system failures, upgrades, and maintenance periods. Advantages: - Eliminates the need for a business to purchase expensive equipment for infrastructure and maintenance. Easily available globally allowing both remote working and data sharing. Provides high levels of ensuring that services are always available. A backup of the data from the cloud will allow full data recovery in case of incidents. Files can be synced across multiple devices Eliminates the need to carry storage devices Disadvantages: - A stable internet connection is always required - Data storage in clouds may be vulnerable to security breaches User is dependent on storage provider for reliability and availability of services As the amount of storage or bandwidth required increases, the services may become more expensive over time Common network environments 1) - Internet: The internet is a very large global network that consists of many other interconnected networks The world wide web (WWW) is the vast collection of web pages that can be accessed using a web browser The WWW allows you to access information by using the internet. Characteristics: - It is an open network meaning everyone has access to the same resources and information as everybody else People from all over the world can communicate with each other in real-time Available to anyone who has a suitable device and access to any one of the interconnected networks. Uses: - Education and training Social networking Online shopping Entertainment 2) - Intranet: Usually private and are used to send information securely and safely Access to an organization’s intranet is restricted and only accessible to authorized users such as employees Intranets have many advantages over the internet such as: Better bandwidth than the internet Data is kept within the organization Less chance of hacking and attacks Administrators can manage access to external sites and links Characteristics: - Private network that is accessible to employees within a company or organization Usually behind a firewall to ensure security Allows for document sharing and the use of collaboration tools between users Can be customized to meet the specific requirements of the business Users will require a username and password to access he intranet 3) - Extranet: Private intranet that also allows access by selected parties that reside outside of the organization. These parties, for example, maybe customers, key stakeholders, or clients Users will have an authorization level once they have successfully logged in which will determine which resources they may access Similarities between the internet, Intranet and extranet are as follows: They are all web-based technologies They allow users to access information remotely They all use client server architecture They all use security measures such as authentication and encryption - - They all promote and facilitate information and resource sharing Differences between the internet, intranet and extranet are as follows: The internet is a global network whereas an internet/extranet is a private network contained within an organization The use of the internet covers a wide range of purposes whereas an intranet/extranet is designed for specific users and purposes. Much of the information is publicly available whereas an intranet/extranet is not The internet is not owned solely by one person or organization whereas intranets/extranets are owned usually by the organization Network types 1) Local area Network (LAN): Networks that are usually contained within a single building or small geographical location. - It is made up of hubs/switches which will connect several devices together. 2) Wireless Local area Network (WLAN): Local area networks that allow devices to connect wirelessly rather than using physical cables. - Wireless Access points (WAPs) are connected to an existing wired network which provides wireless connectivity. 3) Wide area network (WAN): Formed by several LANs being connected through a router. - Additional hardware is need for a WAN; Routers, modems and proxy servers Security issues regarding data transfer - Connection to a network exposes a user to: Hacking: Unauthorized access given to computers. Phishing: Involves getting sensitive information such as usernames, passwords, credit card details for malicious reasons by mimicking a reliable webpage Pharming: This is malicious code installed on a user’s computer or on a web server; the code will redirect the user to a fake website without their knowledge Viruses: Program code that replicates with the intention of deleting or corrupting files and causing the computer to malfunction. Passwords - A common form of security and are often accompanied by a username or email address There are many ways to enhance the security of your password such as the following Ensue that the password is changed regularly in that case it has been obtained illegally or accidentally Ensure that the password uses a combination of uppercase, lowercase, numbers, and special characters to make the password more difficult to guess Examples: iloveict (weak), 1lov3ICT# (strong) Antispyware software can be run regularly to ensure that your information including your password is not being passed to an unauthorized third-party user. Other authentication methods 1) Zero-login: It is a security concept that aims to eliminate traditional login methods, such as usernames and passwords, by using biometrics or other authentication factors for seamless and password-less access. 2) Biometric recognition: These methods of authentication use unique physical or behavioral characteristics, such as fingerprints, iris scans, or voice recognition, to verify a person’s identity. 3) Magnetic stripes: These are authentication features on cards, storing data magnetically. They enable secure identification and authorization by containing encoded information that can be read by magnetic stripe readers. 4) Smart cards: Smart cards are portable devices that contain integrated circuits to store and process data. They are used for authentication, identification, and secure transactions in various applications such as banking, telecommunications, and access control. 5) Physical tokens: It is a type of authentication that takes the shape of a real, solid object. The user demonstrates ownership of the token through interaction with a login system. 6) Electronic tokens: These are applications that users install on their hardware, such as smartphones. Anti-malware software - Anti-malware software is designed to protect devices against viruses and malicious software. It has 3 main purposes, detect, prevent, and remove malicious software. It is installed onto a computer system. Common features of Anti-malware software include the following: Comparing the scanned files against a large database of known threats Real time scanning Regular updates to gather an up-to-date list of known threats Quarantine of infected files: Quarantining files allows threats to be automatically deleted Allows the user to determine if the file is a legitimate threat and not a false positive Heuristic Checking: Instead of relying solely on a database of know viruses, this method looks for behavioral patterns and other features in a file to identify possible risks there. Electronic conferencing 1) 2) 3) - Video conferencing: It is a form of audio and video communication. The basic hardware includes: Webcams Large monitors Microphones Speakers The software used are: Webcam and microphone software drivers CODEC (coder and de-coder) Echo cancellation software Audio conferencing: Meetings held using audio technology. The hardware required is: A computer (with build in microphones and speakers External microphone and/or speakers An internet phone A standard phone Web conferencing: often known as webinars or webcasts, makes use of the internet to enable conference calls. It operates in real time, just like video conferencing, and enables the following meeting types: Business meetings Presentations Online education or training UNIT 5: The effects of using ICT - A microprocessor driven labor saving machine enables users to focus on other activities while the machine completes their work. The second generation of devices, which contain microprocessors, are more user-friendly and have more functionality, such as ‘intelligent tuning’ in television sets. Advantages of microprocessor-controlled labor-saving devices: - No need to do manual tasks at home More time for leisure activities No need to stay home whole chores are being done Web enabled devices allow devices to be switched on or off while the owner is out Disadvantages of microprocessor-controlled labor-saving devices: - Unhealthy lifestyle due to inactivity caused by devices doing all the work Tend to make people lazy Potential deskilling Any device containing a microprocessor and can communicate using the internet displays a threat of cybersecurity breaches Health issues 1) 2) 3) 4) 5) - Long term exposure to computing devices may influence user well-being Repetitive strain injury (RSI): A condition effecting the muscles and nerves Cause: Repetitive movements and overuse of muscles, such as wrists Fix: regular breaks, ergonomic equipment, correct typing techniques Back and neck strain: Back pain and other related issues Cause: due to prolonged use of monitors Fix: use adjustable chairs, use footrests, tiltable screens Eyestrain: Strain and fatigue, unwanted harm to vision Cause: due to bad lighting and prolonged screen usage Fix: use LCDs instead of CRTs, regular breaks, use anti-glare screens, regular eye-testing Headaches: pain or discomfort in the head or face area Cause: By incorrect lighting, screen reflections, flickering screens, and so on. Fix: Use anti-glare screens, take regular breaks, regular eye-testing Ozone irritation: inflammation and irritation of the issues lining human airways Cause inhalation of ozone released by laser printers in an office Fix: proper ventilation, laser printers should be housed in a separate room, replace laser printers with inkjet printers, if possible. UNIT 6: ICT applications - Communication media Communication media are the various methods and channels used to convey information and messages between people, organizations, and devices. - Newsletters: Periodic publications, often used to inform, educate, or entertain subscribers about specific topics - Usually distributed through email or as printed copies Suitable for organizations, schools, and clubs to keep members up-to-date - Posters: Visual presentations that convey information or promote events or products Combine text, images, and graphics to grab the attention Used for advertising, public service announcements, and event promotion - Websites: Online platforms that provide information or services Accessible through the internet using a web browser Useful for businesses, educational institutions, and individuals to share information, sell products, or offer services. - Multimedia presentations: Digital presentations that combine various forms of media, such as text, images, audio, and video Used in education, business, and entertainment to present information in a visually engaging way - Audio: Sound recordings, such as podcasts, music, and radio shows It can be streamed or downloaded for offline listening Suitable for providing information, entertainment, or educational content - Video: Moving images with or without sound, used for entertainment, education, or promotional purposes Can be streamed or downloaded for offline viewing Typical platforms include YouTube, Vimeo, and social media websites - Media Streaming: Real-time transmission of audio and video files over the internet Allows users to access content without downloading it to their devices Popular services include Spotify, Netflix, and YouTube - ePublications: Digital versions of printed materials, such as eBooks, eMagazines, and eNewspapers. It can be read on electronic devices, such as eReaders, tablets, and smartphones Offer benefits like portability, searchability, and adjustable text size Mobile communication - SMS messaging: short message service allows sending and receiving text messages up to 160 characters long Phone calls: Traditional voice calls made and received through mobile devices VoIP: Voice over internet protocol enables voice calls over the internet instead of traditional phone lines Video calls: Real-time video conversations between two or more users with a camera-enabled device Accessing the internet: Mobile devices can connect to the internet using Wifi or cellular data Computer modelling - - Computer modelling is the use of computer programs and algorithms to simulate and analyze complex systems or processes. The accuracy and reliability of computer models depend on the quality of input data and algorithms used. Personal finance: Budgeting, investment planning, and financial forecasting Bridge and building design: Structural analysis and simulations to test designs Flood water management: Predicting and analyzing flood risks and mitigation strategies Traffic management: Analyzing traffic patterns and optimizing transportation systems Weather forecasting: Using complex algorithms and historical data to predict weather conditions Advantages Faster calculations and processing Reduced human error and bias Ability to simulate multiple scenarios and test different variables Better visualization of complex data and systems Disadvantages Dependance on accurate input data and assumptions Limited by the quality and complexity of the algorithms used May overlook unique or unpredictable situations not covered by the model Can be expensive and time-consuming to develop, maintain, and update models Computer controlled systems - - Computer controlled systems use computers and software to control, monitor, and manage processes, machines, or devices. The effectiveness of computer-controlled systems depends on the quality of software, hardware, and input data. Robotics in manufacture: automation of production processes using robots (Improves efficiency, precision, and productivity) Production line control: Supervising and managing assembly lines with computer systems (Ensures quality control and reduces human error) Autonomous vehicles: Self-driving cars and drones guided by computer algorithms (Enhances safety, reduces traffic congestion, and increases fuel efficiency) Advantages Increased efficiency and productivity (Due to working 24/7) Greater precision and accuracy Ability to operate in hazardous environments Reduced human error and fatigue Can work large or delicate items Disadvantages High initial investment and maintenance costs Job displacement for human workers Dependency on reliable software and hardware Lack of flexibility and adaptability to unexpected situations Requires costly backup systems School management systems - School management systems are software applications designed to manage various aspects of educational institutions, such as student registration, attendance, performance tracking, and online learning. There are various ways school management systems are used in educational institutions: Learner registration and attendance: Recording and tracking student enrolment and daily attendance. Record learner performance: Monitoring and analyzing student grades, test scores, and overall performance. Computer aided learning: Facilitating online learning resources and activities for students - Advantages of school management systems: Streamlined administration and record-keeping Improved communication between teachers, students, and parents – this can be automated. Centralized access to information and resources Data-driven decision-making and insights for teachers and administrators Information is more up to date Information can be obtained quickly in an emergency Patterns of absence can be found quickly which helps to tackle truancy/lateness. Online Booking systems - Online booking systems are web-based platforms and applications that allow users to reserve and purchase tickets or services for various events and industries Travel industry: Booking flights, hotels, and holiday packages (Provides a convenient platform for travelers to plan and book their trips) Concerts: Reserving tickets for live music events (Allows music fans to secure their spot at concerts) Cinemas: Booking movie tickets in advance (Enables cinema-goers to reserve seats and avoid queues) Sporting events: Purchasing tickets for sports matches and competitions (Offers sports enthusiasts an easy way to attend their favorite events) Advantages Convenience and accessibility (24/7 booking) Instant confirmation and ticketing Ability to compare prices and options Promotions and personalized offers Faster to charge/cancel Automated reminders via email/text Repeated bookings can easily be made Staff are freed up to do other things Disadvantages Potential for technical issues and downtime Possible security and privacy concerns Transaction and booking fees Impersonal and less tailored customer service Internet connected devices required Staff may lose their job Automatic Teller Machines (ATM) - Automatic Teller Machines is an electronic banking terminal that provides customers with access to financial transactions Characteristics and uses of ATMs: Withdrawing cash: Obtain money from a bank account Depositing cash or cheques: Add funds to a bank account Checking account balance: View the current balance of a bank account Mini statements: Obtain a summary of recent transactions Bill paying: Settle utility bills and other payments Money transfers: Send funds to another bank account Advantages Convenient access to banking services Available 24/7 Reduced waiting time Global access to funds Electronic Funds transfer (EFT) Disadvantages Risk of theft or fraud Limited services compared to bank branches Technical issues and machine downtime Fees for transactions at non-network ATMs - Characteristics and uses of EFT: Transfer of funds between bank accounts electronically Utilized for bill payments, salary deposits, and online purchases Utilizes Near field communication (NFC) in contactless payments - The process of EFT: The data is read from the chip (using RFID/NFC if its contactless) The business bank’s computer contacts the customer’s bank’s computer The card is checked if it is valid If the card is valid the transaction continues If it is not valid the transaction is terminated An authorization code is sent to the business The price of the item is deducted from the customer’s account This money is added to the business’ account Advantages Fast and efficient Reduces paperwork Lower transaction costs Disadvantages Risk of online fraud Technical issues Requires internet connections Credit/Debit card transactions - Characteristics and uses of credit/debit card transactions Payment or withdrawal using a bank card Accepted by most merchants and service providers Advantages Convenient and easy to use Widely accepted Secure with fraud protection Disadvantages Risk of theft or loss Potential for overspending Transaction fees Cheques - Characteristics and uses of cheques A written order to a bank to pay a specified amount to a designated person or entity Can be used for various payments including bills, services, and personal transactions. - How do you deposit a cheque at an atm? Customer is asked to enter their debit card in the ATM Customer’s bank computer is contacted The card details are searched in the bank database The card is checked to see if valid, in the date or if it has been stolen The customer is asked to enter their PIN The PIN is compared to the PIN stored on the chip The customer is asked to deposit a cheque The system checks whether the cheque is valid - The cheque is scanned by the ATM Amount is scanned The bank account is checked for sufficient funds The imagine of the scan is saved The customer is asked to select the account to deposit money Money is deducted from the back of the cheque Money is added to the account of the payee A receipt is sent to the printer at the ATM Advantages Secure and traceable No need for physical cash Useful for large transactions Disadvantages Slow processing time Not widely accepted Risk of cheque bouncing Online banking - Characteristics and uses of internet banking: Online access to banking services via a secure website or app Allows for transfers, bill payments, account management and more Advantages Convenience and 24/7 access Easy account management Reduced need for branch visits (saving time and money) Interest rates may be higher Easier to shop around for the best account Disadvantages Security of transactions Requires a reliable internet connection More risk of fraud Easier to make errors (typing in the wrong information) Physical cash can’t be deposited/withdrawn Information systems in medicine - Characteristics and uses of patient records: Digital records of a patient’s medical history Contains personal information, diagnoses, treatments, and test results Used by healthcare professionals for making informed decisions about patient care Characteristics and uses of pharmacy records Records of medication dispensed by a pharmacy Contains patient information, medication details, dosages, and the prescribing doctor Used by pharmacists to track medication history and ensure safe dispensing - Healthcare settings may also use online booking systems for appointments Healthcare professionals may also utilize expert systems to assist with a diagnosis 3d printers in medicine - There are various ways 3d printers can be used - Printing of prosthetics Tissue engineering Artificial blood vessels Customized medicines Internet shopping - Internet shopping is the act of purchasing goods or services online through websites or mobile applications Characteristics of internet shopping: Online stores accessible through web browsers Wide variety of products and services are available Convenient and often open 24/7 Advantages for the customer: Time saving and convenient Greater product variety Customization options Potential cost savings Disadvantages for the customer Security concerns Limited physical interaction Delivery delays and fees Impersonal customer service Advantages to the business Can target prices, products and services at specific groups based on buying data Can update stock availability and prices more quickly than a physical store through their website Cheaper to publicize special offers rather than mail shots International customer base Increased profits due to lower overheads Disadvantages to the business Increased competition Digital fraud and security concerns Technical issues and downtime Costs of Delivery and Returns Customer trust Inventory management Depersonalization Online reviews Dependency on internet infrastructure Logistical challenges Legal and regulatory compliance Increased customer expectations Expert systems - An expert system is a computer program that uses artificial intelligence to replicate the decision-making abilities of a human expert in a specific field Purpose of an expert system Solve complex problems - Enhance decision making Save time and resources Consistency and accuracy Knowledge preservation Uses of expert systems Mineral prospecting Car engine fault diagnosis Medical diagnosis Chess games Financial planning Route scheduling for delivery vehicles Plant and animal identification Career recommendations Components of an expert system - User interface: allows users to interact with the expert system Inference engine: A core component of the expert system that performs logical reasoning Knowledge base: Repository for domain-specific information, facts, and data Rules base: Stores logical rules and relationships governing the domain Explanation system: Provides transparency in the decision-making process - How an expert system is used to produce possible solutions Expert systems use the knowledge base and rules base to analyze input data The inference engine applies rules and logic to the input data The system generates potential solutions or recommendations based on the applied rules The explanation system communicates the reasoning behind the suggested solutions Recognition systems Recognition system Optical Mark Recognition (OMR) Characteristics Detects marks on paper, such as filedin circles or checkboxes Uses School registers, MCQ examinations, barcodes, QR codes Advantages Fast and efficient data collection, reduces manual entry errors Disadvantages Limited to predetermined responses, sensitive to poor marking or smudging Optical Character Recognition (OCR) Converts printed or handwritten text into machinereadable text Automated number plate recognition (ANPR) systems Speeds up data processing, reduces human errors Radio Frequency Identification Device (RFID) Uses Radio frequency signals to transmit data stored on a microchip Enables short-range wireless communication between devices Identifies individuals based on unique biological traits Tracking stock, passports, automobiles, contactless payment. Payment using a smartphone Fast and efficient data transfer, can be read without a direct line of sight Near field communication (NFC) Biometric recognition Face, iris, retina, finger, thumb, hand, voice recognition Convenient and secure, allows for contactless transactions Highly secure, difficult to forge or replicate Can struggle with different fonts or handwriting styles, sensitive to image quality Limited read range, can be susceptible to interference or hacking Limited range, compatibility issues with some devices Expensive technology, privacy concerns, potential false positives or negatives How does RFID work? - - - RFID tags: RFID stands for Radio Frequency Identification. It refers to a technology that uses radio waves to identify and track objects. This system includes RFID tags, which can be attached to objects and contains information about them. Components of RFID tags: RFID tags consist of an integrated circuit (IC) and an antenna. The IC is responsible for storing and processing information, while the antenna receives and transmits the signal. Passive RFID tags: Passive RFID tags do not have a power supply. They get their power from the electromagnetic energy transmitted by the RFID reader When the RFID reader emits radio waves, these waves are picked up by the passive tag’s antenna The energy from the waves is converted into electrical energy, which powers the IC The IC then transmits the stored information back to the reader via the antenna, again using radio waves. Active RFID tags: Unlike passive tags, active RFID tags have their power source, which is usually a battery. This allows them to broadcast a signal to the reader actively, making them more powerful and capable of being read from a greater distance Active tags emit a signal which is picked up by the RFID reader. They don’t require the reader’s signal to activate them, unlike passive tags. Communication with RFID reader: The RFID reader emits radio waves, which are either captured by the passive tag or interact with the active tag’s signal. The reader then receives the information transmitted by the tag’s IC through the tag’s antenna. This information can be used to identify and track the tagged object What is Near field communication? - - It’s a technology that allows two devices to communicate when they’re very close together, typically within a few centimeters. This is the same tech that allows you to make payments by tapping your phone or card on a payment terminal. Two modes of operation: - - NFC works in two modes – reader/writer mode and peer-to-peer mode. Power source: NFC devices can be either passive or active. Active devices like smartphones can both send and receive data. Passive devices, like NFC tags, don’t have their own power source and can only send data when they come close to an active device. Communication: Communication between NFC devices happens through radio waves. When two NFC devices get close, one sends radio waves that the other can pick up, allowing them to exchange information. Usage: NFC enables payment for things at the shop by tapping a phone on the terminal, sharing files by bringing two phones together, and use a phone as a bus or train ticket. Security: Because NFC only works over a short range, it’s generally secure. But it’s always good to be aware that any wireless communication could potentially be intercepted, so it’s important to only use NFC for secure transactions with trusted devices. Satellite systems - Characteristics Orbiting objects that receive, amplify and transmit signals Use radio frequencies to communicate with ground stations Require line of sight between satellite and receiver Uses: Determine location, speed and time using satellite signals Provides turn by turn directions for travel Collect, analyze and display spatial data Media communication systems Satellite navigation How does Satellite navigation work? The position/location of the car is calculated using GPS Data is transmitted every few seconds An algorithm calculates the speed/location of the car The map is updated every few seconds Advantages Wide coverage area Real-time data transmission Improved communication in remote locations Accurate location tracking Disadvantages Expensive setup and maintenance Signal interference due to weather or obstacles Limited bandwidth and capacity Privacy concerns and potential for surveillance UNIT 7: The systems Life cycle What is the purpose of system analysis and design? - It’s the process of looking at an existing system and then re-design it to make it better (carry out the same tasks better) What is the ‘System Analysis’ part? - This is where the existing system is looked at in detail and improvements are made. What is the ‘Design’ part? - This is where detailed plans are created for the proposed new system. Six stages of systems analysis and design? - Abbreviated to ADDIDE - Analysis: Look at the existing system and find improvements - Design: Plan the proposed new system - Development and Testing: Create the new system and test it - Implementation: Place the new system into the company - Documentation: Create user-guides for everyday users and those who may develop it further - Evaluation: Decide how well the new system is working DESCRIPTION NAME OF THE STAGE a) Examining the existing system and looking for improvements b) Installing the new system into the company c) Putting data into the new system to check to see if outputs are correct d) Planning the new system e) Considering how well the new system Is working f) Producing different guides that explain how the new system works Analysis Implementation Development and testing Design Evaluation Documentation Stage 1- Analysis What is analysis? - This is where the current system is looked at in detail in order to figure out the requirements for improving the new system. What does analysis involve? - Typical analysis would involve the following: - 1) Collecting data about the current system - 2) Find out problems with the current system - 3) Establish the problem that the customer needs solving - 4) Identify inputs, processing and outputs of the current system - 5) Identify the requirements of the new system - 6) Producing a cost-benefit analysis How is this data obtained? - Finding out information about the current / proposed system Is known as ‘fact finding.’ - There are four methods which are used to obtain this information: - Questionnaires - Interviews - Observing people using the current system - Looking at the current system’s documentation Questionnaires - Prepared questions are given to users of the system and they are left with the user to complete. advantages Questions can be answered quickly Answers are more honest Fairly cheap Can be analyzed automatically using an OMR disadvantages People do not complete or return it Unclear questions cannot be explained You may get incorrect data Hard to ask very technical/specific questions Interviews - Interviews take place face-to-face and usually involve more detailed questions than questionnaires. Advantages Questions can be explained More complex questions can be asked Questions can be changed Full set of data Disadvantages Takes longer to complete Expensive Answers may not be honest Observations - This is where a systems analyst sits and watches somebody using the current system. - They can log or make notes about different factors. Advantages Analyst can see exactly where the system lacks Disadvantages Person being watched may feel uncomfortable and may work in a different way Not expensive Looking at the current system’s documentation - This involves looking at paperwork for the current system - It’ll contain information needed to implement the new system Advantages Could save time Can see existing inputs, processing and outputs Analyst can predict the size of the system needed Disadvantages Very time consuming Very expensive Time could be wasted if documentation isn’t relevant Stage 2 – Design What is systems design? - Where the new system is designed how it’s going to look and work What is included within these designs? - Designing data entry screens - Designing user-interface layouts - Designing printed outputs - Designing screen-based outputs - Designing structures to store data - Designing data validation methods - Designing data verification methods Designing system validation - Validation is where a computer system checks that data entered by the user is sensible and usable Validation check Description Checks that data has been entered and not missed out Checks that the correct number of characters has been entered Performed on numbers to check they are within certain ranges Performed on numbers to make sure that data is not above or below a specific limit Makes sure that data is in a specific format Checks that entered data does not contain invalid characters Makes sure that data in one field is consistent with data in another field Presence check Length check Range check Limit check Format check Data type check Consistency check Designing system verification - Verification is a way of making sure that data being entered into the system exactly matches the source of the data Verification check Double entry Visual check Description This is where data is entered twice by two different people. The computer compares the two entries and lets the user know if it finds any differences. This is where the person entering data carefully compares what they have entered with the original document. Stage 3a- Development of a system What is systems development? - It means to ‘build the system - When analysis and design have been completed, there will be lists of requirements and sets of designs that a developer can follow. What are the stages of development? - Creating a file structure to store data - Create validation rules - Create a user-interface - Create output formats Creating file structures to store data. - Systems that are required to hold data need to use file structures - How the data is stored are made up of 4 parts: - Tables - Fields - Field properties - Records Creating Validation rules / Checks - Validation checks will have been thought about and decided on during the design stage. - Validation checks are testing in 2 ways: - Entering data that should be accepted - Purposefully entering data that shouldn’t be accepted Creating Input Methods - user-interfaces must be created to allow users to input data into the system What are form controls? - Forms controls are the items on a data entry form that allow you to interact with the system and enter data. - They include: - Text boxes - Option buttons - Check boxes - Combo boxes - Command buttons Creating Output Formats - Two types of system outputs must be created: - On-screen outputs - Printed outputs Stage 3b – Testing Testing individual modules of the system - when each module of the system has been created, it must be tested to make sure that it works correctly. - Examples of modules that should be tested: - Data structures - Validation rules - Input screens - Output screens - Testing individual parts of the system is known as unit testing Using a test plan - Testing a system involves creating and using a test plan Testing with normal, extreme and abnormal data - A test plan should always use 4 types of testing data: - Normal data - Extreme data - Abnormal data - Live data Test Data to test the system before it was delivered to the customer. Types of test data Normal data Extreme data Description Data which should be accepted and pass the test without any problems Data which is on the border of what the system will accept Example The numbers 1, 2, 3, 4, or 5 should be accepted The numbers 1 and 5 would be used to test the borderline data Abnormal data Data that should not be accepted by the system Examples of data that should be rejected could be 0, 6, Hello, etc. Test data to test the system after it was delivered to the customer. Type of test data Live Data Description Data that is used in the customers company Example Once installed into the customers workplace, all modules would be tested with real-life data that the company uses. Stage 4 – Implementing a system. - just means to ‘install’ the system ready for use. Staff training Transfer files from existing system to the new system Staff must be able to use the new system before it is fully installed If the old system was paper based, existing paper files will need to be scanned and then input into the new system. If the old system was electronic based, existing files will need to be either: - Typed manually into the system database - Downloaded into the new system Changing over to the new system - Once staff are fully trained, it is time to changeover from the old system to the new one - Changeover means to switch from the old system to the new, which could be done in 4 ways: - Direct changeover - Parallel running - Pilot running - Phased implementation Direct changeover - With this, the old system stops getting used one day and the new system starts. - The changeover is very fast. Advantages Fastest way Can be used immediately Cheap Less chance of the new system being faulty Disadvantages Staff must be trained Time consuming Data can be lost permanently Hard to plan Parallel running - With parallel running, the old system and the new system are run alongside each other - Data would be input into both the old and new system, producing 2 sets of data. Advantages No data will be lost Disadvantages More expensive due to running costs of two different systems Staff can be trained gradually Good way to test the new system using live data Pilot running - Implementing a system using pilot running means to introduce the system to one part of the company, then spreading it to different departments. - The term ‘pilot’ can be defined as ‘to experiment or test before introducing something more widely’ Advantages If the system is faulty, it affects one part of the company Smaller scale and easier to manage Staff can be trained gradually Cheaper than parallel running Disadvantages Longer to implement Database can lose data if system fails Phased Implementation - This type of changeover is where the new system is implemented one part at a time, in phases. - sometimes replacing an old system in this fashion is known as ‘phasing it out.’ Advantages Staff can be trained gradually Its easier to find system errors If one part of the new system fails, the old data is still accessible. Disadvantages More expensive More time consuming It can be split into separate parts Implementation method Direct changeover Parallel running Pilot running Suitable situation to use each method Best where you want a quick changeover Departments where you can’t afford to lose data Important department that must not lose any data Organizations that can’t afford to lose data and can afford the time and cost of a slow changeover Phased implementation Stage 5- Documentation What is system documentation? - It explains how the system was created and how to use it - Two sets of documentations are produced for a new system: Technical documentation Produced for the benefit of future developers of the system. It explains how the system was developed and includes information such as hardware and software requirements. For the benefit of the intended users of the system This explains how to use the new system and will include information such as how to log into the system. User documentation Technical Documentation Why is technical documentation needed? - For the benefit of analysts, designers and programmers - It explains exactly how the system was created What is included in technical documentation? - The purpose of the system - Hardware requirements - Software requirements - Memory (RAM) requirements - User-interface designs - input formats - output formats User documentation Why is user documentation needed? - User documentation is created for the benefit of anyone who is expected to use the system - It explains exactly how to use the system What is included in user documentation? - The purpose of the system - Hardware requirements - Operating system required - How to open/load in the system - How to sort data - How to print files - How to amend data Stage 6- Evaluation - The final stage of the systems life cycle is to evaluate its impact and effectiveness Why is it important to evaluate a system? - Systems are evaluated in order to determine if: - The system is doing the job it was designed to do - The system is working well with minimum errors - Staff can use the system properly What does an evaluation look for? Is the system effective? Is the system easy to use? Is the system appropriate? - Does the system work fast? - Does the system run smoothly? - Does the system reduce paper waste? - does the system have a user-friendly interface? - can everyone use the system easily? - Can the system be used with minimal training? - Does the system perform the job it was designed for? - Are the clients happy with the system? - Is there anything the system can’t do that it should? How is an evaluation carried out? - The answers to the above questions would be determined by carrying out a detailed evaluation - The analyst would evaluate the system by completing a series of tasks like: Comparing the system against the initial requirements Evaluating user’s experiences The analyst will compare the completed system to each of the original requirements Users of the system will be asked their views about the performance. - Do they find the system easy to use? - Does the system help them do their job? - Have they experienced any errors or glitches? Identifying limitations of the new system Identifying system improvements After evaluating the system, the analyst will make a list of system limitations. Based on the list of system limitations, the analyst will recommend improvements that need to be made Final improvements - After evaluation has been carried out and the system’s success has been determined, it could be necessary to carry out some changes. - These could include: Error correction Add functionality Performance improvement Any limitations and errors identified during evaluation will be fixed and tested Users of the system may ask for extra functions to be added in order to improve performance Hardware or software may need to be upgraded. - Hardware- Larger HDD, faster servers - Software- system code changed to remove bugs, etc What happens next? - After evaluation and improvements have been carried out, the system’s analyst will start the whole process again from the beginning. - The new system will be re-analyzed - Updated requirements specifications - New designs with improvements - These improvements will be developed into the system - Improvements to the system will be tested, installed and then evaluated.
