Unit 1 Revision
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Pre release – Cable Ties Ltd
Read the pre release and be familiar with the scenario.
Think of Sky TV or Virgin Technicians that install your cable/sky
Answer
Many employees work remotely from their main office with their daily routine organised for them by a manager. This manager will be responsible for scheduling
the work of each employee so that the needs of the customer are best met. (Scenario 1)
Customer feedback is a useful method of gauging the effectiveness of employees. (Scenario 2)
Scenario 1
Cable Ties Ltd is a company that specialises in installing and maintaining cable television systems. The company employs seven Cable Technicians and provides
each of them with a smartphone to help them complete their work. Each Cable Technician is required to sign an Acceptable Use Policy (AUP) before they are
issued with their smartphone. As part of this AUP, each technician has to agree not to download any Apps other than those included with the smartphone when
it is issued.
At the end of each day, Jackie, the Office Controller, looks at all the jobs that have been booked and creates a work schedule for the next day for each
technician. These work schedules are then remotely synchronised with the technicians’ smartphones. At the start of the day, and when a job is completed, each
technician contacts the next customer on their schedule to confirm that the planned visit is still convenient. Cable Ties Ltd has some ‘priority’ customers. A call
from a ‘priority’ customer must be dealt with within four hours of being received. When such a call is received, Jackie will make any necessary changes to work
schedules for the day. Updated work schedules are then sent remotely to the smartphones of any Cable Technicians affected by the change.
Scenario 2
Jackie, the office controller, wants to collect feedback from customers. She is not sure whether to ask customers to fill in a paper-based form while the
technician is at their premises or to ask them to give feedback online after the technician’s visit. Jackie knows that whichever method she chooses, she will
receive a lot of feedback. She would like to be able to link the feedback from each customer to the job to which it refers.
Marcus has just started working for Cable Ties Ltd as a Cable Technician and his work is being monitored for his first four weeks. When he completes a job, he
has to send an SMS message to Jackie, with the word ‘Done’ and the job reference. This information is then used to monitor the time that Marcus takes to
complete each job.
Teleworking or working together
Question:
Explain the advantages and disadvantages for the employees of Cable Ties Ltd to work
remotely from the main office.
Explain how the Manager can communicate with the employees through teleworking.
Answer
Answer:
•
Teleworking - Working from anywhere. Using an internet or
wireless connection to work from a place different to the office
e.g. train, middle of a field, another company. Remotely
connecting to your office. Working from home instead of
travelling to a fixed place of work.
Advantages of teleworking
•
No need to travel to work – reduced costs
•
Less stress and work from comfort of own home, work around
family, flexible hours
•
Use communication media to contact co workers
Disadvantage of teleworking
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No work/home divide and cant account for hours of work
•
Easily distracted by family, no social interaction and lack of
motivation
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Increased running costs at home
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Pay for internet connection (to contact work/co workers)
Working in one office (using a laptop)
Advantages of working in one room
• Working in close proximity – increased productivity
• Ease of communication
• Hot-desking / swapping
Disadvantage of working in one room
• Lack of space, still need somewhere to rest laptop
• Potential file transfer issues
• Potential incompatibility of software / out-of-date software on
laptop compared to school network
• Potential setup issues in office
ICT Policies
Question:
Why is it important for Cables Ties Ltd to have an ICT policy in place?
How can an ICT policy prevent computer misuse within Cable Ties Ltd?
Answer
Answer:
•
•
•
An ICT policy is a document that outlines how you use a computer and all other technologies within Cable Ties Ltd.
It will break down simple rules you have to follow in order not to break and laws and any company regulations
It contains a company regulations such as :
–
–
–
–
–
–
•
Log on using your own log in details
Do not give your password to anyone else to us
Do not attempt to log in to a computer system which you have no access to (hacking)
Always make sure hat you log you user area o before leaving work (or when your away from your PC)
Use company smartphone for work related business only
Do not download any apps onto your smart phone (unless pre installed apps have been put n to help you in your job)
If you fail to follow the ICT policy it can lead to:
–
–
–
Dismissal without notice
You can be removed from Cable Ties network
Pay for usage of the smartphone that is not work related
Smart phones
Question:
What are the advantages of using a smartphone to communicate when you are away
from the office?
How can a smartphone benefit Cable Ties Ltd compared to other forms of
communications?
Answer
Answer:
Advantages of smart phones
•
GPS so that Jackie can track location
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Smart phones have the ability to browse websites with large amount of data – Technicians can access work website
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Also has QWERTY keyboard which is similar to the computer keyboard.
•
Smart phones have applications that can help you the technicians with their jobs
•
Smart phone also has a GPS which can be used to locate places that are new to you. When traveling to unknown places it is a good idea to have a
GPS to help the Technicians find a customer address.
•
When it comes to messaging, a smart phone will send messages and also emails.
•
A smart phone can synchronize customer information and use Cable Ties Ltd email account. Some smart phone can support multiple accounts
depending on the make and model.
Disadvantages of smart phones
•
Smart phones are not durable especially when not taken good care of. For example it can malfunction easily when they come into contact with
water.
•
It is very expensive to buy compared to other phones so Cable Ties Ltd will find it hard to replace
•
Many of the applications which need to be on the smartphone, need to be mastered to avoid confusion when operating it. The Technicians would
need training in how to use the apps
•
It can only work efficiently where there is accessible internet connection when it comes to browsing – technicians can lose connection.
•
Smart phones cannot be used to store large amount of data due to their storage memory – so they might lose information.
Smart phones Features
Question:
Name 2 features of a smart phone that the technicians can use as part of their job.
How can you ensure that apps are not downloaded onto a smartphone?
Answer
Answer:
•
They can use the text message service to text customers about arrival times
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Text Jessica the Manager and tell her about job completion
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Access GPS to get directions
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Use calendar to see customer bookings
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Use the internet to access Cable Ties Ltd – website or log onto work user area
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App for an email for Cable Ties Ltd
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Take images of job completion and send to manager
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Use app to manage to do list
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Save call history
How can you limit the smartphone
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Remove app store facility
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Remove apps that are not part of the job
Smart phones synchronising
Question:
How can Jackie ensure that all the smartphones are synchronised with the
computer system in the main office.
Name 2 ways in which a phone can be synchronised.
Answer
Answer:
•
•
•
•
Synchronise = connecting your smartphone to other devices/software/apps
– Examples
• synchronise your Facebook to work on your PC and your phone
• synchronise your Facebook with your calendar (remember birthdays)
• synchronise your phone to your iTunes
• synchronise your iCloud to your smartphone, PC and tablet
Technician can synchronize a smartphone so that it can be used alongside a PC , laptop, tablet or software
They can synchronize their calendar on the smartphone with a work schedule
They can synchronize the smartphone to backup to another device or memory card
SMS
Question:
Name two advantages and two disadvantages of using SMS as a form of communication?
How can the Technicians use the SMS feature on their smartphone as part of their job?
Answer
Answer:
Advantages
•
SMS or Short Message Service can be used to send and receive text – mainly text and numbers
•
SMS can be sent and received by anyone on any network
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Quick way of communicating when you cant speak
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Use pre set messages and send them e.g. ‘Call back later I’m busy’
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Track date and time of messages to prove contact was made with customers
Disadvantages
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Text messages can be delayed if there is no connection
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Not everyone reads their messages
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It is expensive if haven't got an allowance
•
Expensive to attach to a SMS
Scheduling and priority settings
Question:
Why is it important for the Technicians to have priority settings on their smartphone?
Discuss how the calendar on a smartphone can help to schedule priority customers?
Answer
Answer:
•
•
•
•
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Scheduling is where you can plan out your day.
The technicians need to make sure that they have a set schedule.
Jackie needs to make sure that each technician has a set schedule so that each job is done.
Priority settings where a app or phone line is linked to your address book.
Allows the technicians to put reminders on the smartphone for each customer appointment
Data storage on a smart phone
Question:
Each technician has to keep a record of the work that they have done. This data is vital as part of their
daily routine. How can a technician backup the information on their smartphone?
Answer
Answer:
•
•
•
Smartphone keeps a log of all calls and text
Cable Ties can buy a phone with large built in memory or purchase SD Cards () DO STORAGE DEVICES
They can attach phone to PC and backup work from phone to PC.
Media / Connectivity
Memory Cards
DVD
Cloud Storage
External Hard Disk
Main Features
Who would use it & what for (be specific)
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Large capacity
Cheap
Small and portable
Large capacity (4-8GB)
Good quality
Read only (cannot overwrite)
Portable, light, cheap.
Access anywhere
Requires an internet connection.
Easily share with people.
Used in mobile phones, tablets and digital cameras for storing pictures, applications, videos etc.




Portable
Store a lot of files.
Inexpensive.
Can be easily broken
Movies, Music, Backups.
Businesses who work on the move.
iPhone/iPad/iPod devices to synchronise data between them.
Schools to work online.
Families to store data online.
Mobile users, businesses, teachers, students who need to access all their files on the move without having to rely
on an internet connection.
Wireless Technology
Question:
How will Cable Ties Ltd benefit from installing a wireless system?
What type of wireless system will the technicians connect to in order to
communicate with the main office?
Answer
Answer:
Uses of wireless technology Technicians can use:
•
WIFI
•
Hotspots
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Internet allowance with contract
•
Tethering
Wireless communications can be available all of the time, almost anywhere.
They have several advantages over wired communications. These include:
•
no wires need to be run through buildings, over ground or underground
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wireless devices can be portable
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Many devices can connect using one provider
•
It can be free for all to use
•
Does not rely on physical connection
Wireless connection
Question:
Explain how The Technicians can connect to a wireless system.
Answer
Answer:
To use Wi-Fi you will need certain equipment:
•
A wireless transmitter, also known as a Wireless Access Point (WAP)
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A Wi-Fi adapter on every computer that will use Wi-Fi
•
You may find that you already have a Wi-Fi network, as many ISPs (internet service providers) are setting up new
customers with Wi-Fi from the outset.
•
If not, you could call your ISP and ask to upgrade. They might even upgrade you for free - and send you some or all
of the equipment. If not, you might consider checking whether other ISPs are offering Wi-Fi to new customers.
•
Many ISPs will supply you with a router, modem and wireless transmitter combined in one device, which it calls ‘the
router’. To make your Wi-Fi set-up as simple as possible, you should consider using a similar device.
•
The router plugs directly into a phone socket and doesn’t need a computer to run it, so you don’t have to set up
your computer next to the router.
•
Computers – mainly laptops – increasingly have built-in Wi-Fi receivers. If not, the simplest method of installing a
receiver is a dongle - a little device that plugs into a USB port and transmits between your PC and wireless router.
Data Loss/Backup/archives
Question:
How can the Cable Ties Ltd prevent data loss?
Why would the technicians need to backup/archive the data on their smartphone?
Why would Jackie need to backup/archive her work?
Answer
Answer:
Backing up and archiving data - Data needs to be backed up for many reasons:
•
a user may delete an important file
•
hard disks can fail
•
a virus can wipe out data
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a fire may destroy the building where the data was being stored (businesses will often store their backups off-site)
If the data wasn’t backed up then the consequences could be disastrous depending on what data was lost. If a business lost details of all the payments it had yet
to receive the business could go bankrupt as they wouldn’t know what was owed to them or by who.
Frequency of back up
•
Some data is more valuable than other data and some data is changed more frequently than other data. These are the kind of issues that must be taken
into account when deciding how often to backup data.
•
The value of the data should determine how frequently it is backed up.
•
If the data doesn’t change often then it doesn’t need to be backed up as often, maybe just after each change. If the data changes frequently then it
should be backed up frequently (maybe every evening).
Archiving
•
Some data may not be being used very often but it may still be useful or needed in the future. In this case data can be archived. Archived data is
copied to a suitable storage medium (perhaps DVDs, magnetic tape, external hard drive) then it is stored safely and securely. The original data is then
deleted from the computer system. This is done to free up storage space for new data. It means that any old customer details is kept but away from
normal system.
Dairy Management
Question:
How can the Technicians use Diary Management software are part of their job?
Give an example of how the technicians/Jackie could use DM software to manage
their workload/
Answer
Answer:
Diary management software
•
Diary software allows us to have a digital calendar. The major benefit is that it can be accessed on a range of devices by multiple
people. The key features are:
– Creating appointments / meetings (Jackie will be scheduling appointments and sending these to each technician)
– Invite people to the meetings/appointments (Allow customers to book appointments that suit them)
– Create a task or to-do lists (which can be synchronised to database, priorities can be set for priority customers – 4 hour limit)
– Set reminders of daily appointments
– You can then:
• Be alerted on your computer or mobile
• Change appointments dynamically
• Share your diary with other people
• Change/move appointments quickly
• Alert your invited people quickly.
• Access it anywhere, any time.
• Let’s have a look at one.
Backup and Recovery Systems
Question:
Jackie is not clear on how often a backup of the data is needed. Explain the
reasons for backup and its frequency.
Answer
Answer:
•
•
When using a computer system, companies need to be able to backup and restore data in case there are any
problems with the system. Apart from the data being really important, it is also a legal requirement.
Things to consider when backing up
Storage Media
Backup Frequency
Archiving
Automated vs Manual
What will you back up on to (see storage media section). If you have a handful of documents, would a USB stick do? If you
have 100s of gigabytes of data, would cloud or magnetic tape be better?
This is all about how often the data changes. For example a builder may only update his customer file once a month so he
doesn’t need to backup every day. A bank might make lots of changes to peoples bank balances every day, so they need to
backup constantly. In a school, student work changes every day, so we need to do a backup at least once a day.
How important is it to keep old information? E.g. does a small shop need to keep records of customers from 20 years ago?
Probably not. A bank will need to keep information about all transactions so customers can see bank statements. A school may
keep leavers work for two years before they delete it. The police will keep archives permanently in case they ever need
information again.
This goes back to the size of the data. If you are only backing up the odd file, then it may be quicker to just do this yourself, but
it relies on you being able to remember to do this.
If you have a lot of data which MUST be backed up regularly, it may be worth making the computer system do It automatically
for you. It is important though that the automatic backups are checked to ensure they were successful.
Data Security - threats
Question:
What threats can The Technicians face when working with personal information?
AS part of the ICT Policy the Technicians need to make sure that they follow the
Data Protection Act. List 3 rules they must follow.
Answer
Answer:
Data security is about keeping data safe. Many individuals, small businesses and major companies rely heavily on
their computer systems.
If the data on these computer systems is damaged, lost, or stolen, it can lead to disaster.
Key threats to data security
Data may get:
•
lost or damaged during a system crash - especially one affecting the hard disk
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corrupted as a result of faulty disks, disk drives, or power failures
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lost by accidentally deleting or overwriting files
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lost or become corrupted by computer viruses
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hacked into by unauthorised users and deleted or altered
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destroyed by natural disasters, acts of terrorism, or war
•
deleted or altered by employees wishing to make money or take revenge on their employer
Data security
Question:
The Technician/Jackie are working with sensitive data that belongs to customer.
How can The Technicians/Jackie keep information secure?
Answer
Answer:
Keeping data secure
Measures that can be taken to keep data secure include:
•
making regular backups of files (backup copies should be stored in fireproof safes or in another building)
•
protecting yourself against viruses by running anti-virus software
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using a system of passwords so that access to data is restricted
•
safe storage of important files stored on removable disks, e.g. locked away in a fireproof and waterproof safe
•
allowing only authorised staff into certain computer areas, e.g. by controlling entry to these areas by means of ID
cards or magnetic swipe cards
•
always logging off or turning terminals off and if possible locking them
•
avoiding accidental deletion of files by write-protecting disks
•
using data encryption techniques to code data so that it makes no apparent sense
Data transfer
Question:
The Technicians need to be able to transfer data between desktop computers and
their smart phone. Suggest one method of data transfer that would make this
possible.
Answer
Answer: From time to time, businesses need to transfer data from one place to another; either
between computers, or even to other destinations. To do this, there are various different technologies
to consider.
Wired Transfer0
Wireless (Wi-Fi, Bluetooth)
Mobile (3G, 4G, HSDPA)
Internet (E-Mail, Cloud, P2P,
Torrents)
The most secure way of sending files – down a private line.
Sending through the air, either by Bluetooth or a shared wireless connection. This is
worth doing if the data is not that important and security isn’t a major issue
Using mobile technology – e.g. sending an email with an attachment. Again this is worth
doing when security is not a major concern and speed is not important as the file size is
small.
Files can be sent across the internet:
E-Mail – small files and data where you are not worried about security.
Cloud – Larger files which can be accessed anywhere.
P2P/Torrents – where you need to share data between lots of people. Very insecure but
a fast way of sending and receiving data.
Data security - Password
Question:
The Technicians are working with sensitive data that belongs to customers. Can
you advise the Technician/Jackie on how to set a suitable system password.
How can Jackie monitor access to the Management Information System?
Answer
Answer:
Companies store a lot of data about us when we make purchases or register on their websites. It is important that they
keep data secure and protected both from people outside and so that only required people can use the data inside the
company. Measures which could be taken are discussed below.
•
Access Levels – give different people different levels of access. For example, someone may be able to see customer
records but not change them. A senior manager may have a higher level of access where they can change them.
•
Firewalls – prevent unauthorised access from outside.
•
Audit Transaction Logs – these are files which keep a record of everything is done on a computer system. Should
anything be changed, the log file can be checked.
What makes a good password?
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Mixture of CaSe
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Symbols and characters *&(^
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Longer than 8 characters.
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Changed regularly.
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Not related to you.
What makes a bad password?
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One word simple
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All one case.
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Something which relates to you.
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One which is written down.
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Never changed.
Threats to Data
Question:
List and explain 3 threats to data that can affect a Management Information System.
Discuss how the above threats can be prevented.
Answer
Answer:
• Computer Virus
• Worm
• Trojan Horse
• Phishing
• Adware
• Hacking
• Denial of Service Attack
• Physical Threats
Data Protection Act
Question:
What are the 8 principles of the Data Protection Act?
Answer
Answer:
1.It must be collected and used fairly and inside the law.
2.It must only be held and used for the reasons given to the Information Commissioner
3.It can only be used for those registered purposes and only be disclosed to those people mentioned in the register entry. You
cannot give it away or sell it unless you said you would to begin with.
4.The information held must be adequate, relevant and not excessive when compared with the purpose stated in the register. So
you must have enough detail but not too much for the job that you are doing with the data.
5.It must be accurate and be kept up to date. There is a duty to keep it up to date, for example to change an address when
people move.
6.It must not be kept longer than is necessary for the registered purpose. It is alright to keep information for certain lengths of
time but not indefinitely. This rule means that it would be wrong to keep information about past customers longer than a few
years at most.
7.The information must be kept safe and secure. This includes keeping the information backed up and away from any
unauthorised access. It would be wrong to leave personal data open to be viewed by just anyone.
8.The files may not be transferred outside of the European Economic Area (that's the EU plus some small European countries)
unless the country that the data is being sent to has a suitable data protection law.
Data Protection Act
Question:
Describe one legal implication for Cable Ties Ltd if this data is stolen.
Explain one possible implication for a customer/technician if their personal
information is stolen.
Answer
Answer:
Legal implication
•
For serious breaches the organisation can be made to pay up to £500,000
•
The school could be prosecuted/fined/sued because they have not kept the data securely
•
Data held has to be protected from loss so if the data is lost, an offence has occurred / the school has to inform those
whose data has been lost (that it has been lost)
•
The Information Commissioner can issue the school with an undertaking to comply to force the school to improve their data
security
•
The Information Commissioner can serve an assessment notice on the school and investigate its data security.
Implication on individuals
•
•
•
The individual would need to change some of their details because the personal data that is lost may allow access
to private and personal information / other named security breach
Individuals and/or family/parents may get money taken out the bank as personal details allow others to
impersonate them.
Someone might create false accounts (Fraud), send and receive calls on their behalf.
Copyright Law
Question:
How does this apply to: Technicians?
Jackie?
Explain three actions that Jackie must take in order to comply with the Copyright,
Designs and Patents Act when doing this
Answer
Answer:
•
•
Copyright gives the creators of some types of media rights to control how they're used and
distributed. It applies to music, books, video and software can all be covered by copyright law.
The technicians/Jackie can not use any material that belongs to others without:
•
•
•
•
•
•
Checking whether copyright applies to a picture / photo as many pictures / photos are not covered/copyright free
Seeking permission to use the resource (before using it) from the copyright holder
Acknowledging the source/original producer of the resource any acceptable method
Paying a fee if requested
Purchasing the resource ensuring it’s a legal copy
Finding out if the Copyright holder has placed conditions/may say no which the students would have follow
This applies to taking photos of customer jobs
Downloading apps for free without permission (onto smartphone)
Computer Misuse Act
Question:
Jackie has access to the MIS and all its functions. Identify two ways in which the
Computer Misuse Act may be breached.
Answer
Answer:
•
•
•
Hacking - Unauthorised user who attempts to or gains access to an information system
Virus - A virus is a program written to cause mischief or damage to a computer system.
The Computer Misuse Act (1990) was developed to cope with the problems of computer
hackers and viruses.
•
There are three principles to the act
– It is illegal to access unauthorised data e.g. Hacking.
– It is illegal to access unauthorised data with the intent to commit a crime.
– It is illegal to access unauthorised data and change it e.g. Planting viruses and
deleting files.
Databases
Question:
Describe three features of database software that make it suitable for storing and analysing customer appointments.
Jackie needs to find a list of customers who live in one area, which database feature could they use and why?
Jackie would like to produce a document to show the results of the above search, which database feature would be
most appropriate for this task?
Answer
Answer:
Answers must relate to database software and not database facilities or other types of software. DO NOT MENTION
SPREADSHEETS!
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•
•
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Fields-to store each category of information
Records -to enable each student’s information to be stored
Key field-to ensure each student record can be identified
Tables-to store sets of related information e.g. student’s tutor group, attendance/ that are linked
Queries/searches-enable information in tables to be interrogated
Reports-to produce visual displays of queries
Switchboard-to enable access to the main parts of a database/user interface
Forms-to enter data instead of into tables (better user interface)
Sort-so that data can be put in order (ascending or descending)
Easy to edit-so records can be updated, deleted or inserted.
Data validation and verification
Question:
Jackie is entering data into the system individually. What validation/verification
can be put into place to avoid incorrect data entry?
Answer
Answer:
•
•
•
•
•
•
Format Check – checks what is entered is of the
correct structure. E.g. Postcode (LLNN NLL) E.g. TS23
3DX. E.g. a phone number is STD: NNNNN Num:
NNNNNN
Length Check – Ensures that information is of a
specified length. For example a name field may be
more than 2 characters. If it is less it would not be
accepted.
Validation and verification are two ways to check that
the data entered into a computer is correct. Data
entered incorrectly is of little use.
•
Types of validation
Type Check – checks something of the correct type is
entered. E.g. a date in a date field, a number in a
number field etc.
Range Check – checks something is within a specific
Verification Checks:
range. E.g. an order quantity is between 1 and 10, >
•
Entering the data twice.
18years old, or <21 etc.
Checking the data on the screen against the original
Presence Check – checks that something is there. E.g. •
paper document
Mandatory field. Makes sure REQUIRED fields are
•
Printing out a copy of the data and comparing the
entered.
printout to the original paper document.
Electronic feedback
Question:
Jackie wants to make the feedback from each customer hassle free.
Suggest one device that she could buy for the technician that would allow online feedback on a job.
How can Jackie make it easier for customers to fill in a online form?
Answer
Answer:
•
•
•
•
Create an app for the technicians so that customers can fill in a form using the smart phone
Provide access to online form via smartphone internet
Jackie could buy the technicians a Tablet (Customer could also use this give feedback)
Using a PDA the customer can fill-in answers and sign after job has been completed.
Advantages of a tablet (as a way to get feedback)
•
One screen
•
Easy access
Disadvantages
•
Expensive to provide a tablet
Online forms
Question:
Discuss how an online form could be designed to allow for information to be easily
captured about an appointment. In your answer make sure to explain any
appropriate data validation which could occur when they submit the completed
form.
Answer
Answer:
Areas for consideration may include:
•
Form should have a title and make it clear to users what online
form they are about to fill in
•
Form should have clear instructions so users can fill the form in
with little confusion
•
Online data capture forms can limit the type of data entered to
make sure the data is entered by the user in the correct format:
–
–
–
–
•
Drop down menus: to force a pre-set selection of choices
(performance night, no. of tickets)
Boxes to force a yes or no response
A pre-set format for a date so that all forms are completed in
the same way
Radio buttons forcing a single choice from several options
(performance night, no. of tickets)
Validation rules to make sure the data meets the requirements
or that all specific questions have to be answers before the
•
•
•
•
•
•
user can press submit.
Error message or dialogue box appears if fields are missed out
or filled in incorrectly
Mandatory fields: Full name, address, night of performance,
no of tickets should be highlighted by using a (*) or user can
not continue unless it is filled in
Other sensible fields e.g. e-mail address is a sensible size and
shows errors if correct symbols not used i.e. @
Text box for “other general” comments should be limited to
the amount of characters is can contain
Submit button – once form is filled in user can submit the
form.
Message should appear to acknowledge if online form has
been successful
Benefits of eforms
Question:
Discuss how eForms can help Cable Ties Ltd gather feedback from customers.
What are the benefits of using eForms over paper-based feedback forms.
Answer
Paper Based Forms versus Online Forms
Question:
Jackie is going to adopt a online forms system to get feedback for each technician.
(a) Can you compare a paper based form and online form
(b) Give three reasons why an online form is more favourable over a paper based one
Answer
Answer:
Paper-based forms
•
Means they are more accessible than having to log on
•
People who are not familiar with computers may prefer paper based
•
Easy to monitor and collect
•
More likely to be seen by customer f they are filled in whilst on job
•
•
•
•
•
•
Online registration forms can help you reduce cost
Web-based registration forms are eco-friendly
Tracking and reporting on the registration process is easier and more efficient online
Online registration forms will increase registration numbers
Web-based registration forms allow you to customise your form.
Insert option (radio button), dropdown list, check box and text boxes
Storing feedback from forms
Question:
Jackie needs to make sure that the feedback from the eForms is stored securely, suggest a way she can
store feedback.
Which law would apply to
Answer
Answer:
Areas for consideration may include:
•
Using a database linked to the online form
•
Save forms on a secure drive
•
Save feedback onto online storage (cloud)
Utility software
Question:
Jackie needs to make sure that the Management Information System is well
maintained. Can you suggest suitable utility features that can be used and how
they can benefit the system?
Answer
Answer:
•
•
•
•
•
A firewall is a piece of software which controls what information comes in to your computer and also what leaves your computer based on a series
of rules.
–
To prevent nasty spyware or hackers trying to get in to your computer.
–
To stop viruses which may infect your computer from sending personal information out of your computer.
Anti-virus software - Software which checks files and programs to ensure you do not get infected with a virus.
–
To ensure your computer is protected from viruses.
–
You must update it and scan your computer on a regular basis for it to be effective.
System updates - Software which updates your operating system or other programs with the latest updates.
– Software can have ‘bugs’ or issues which need to be fixed. These issues could cause security problems for you. Keeping your computer up
to date ensures issues do not affect you.
Disk clean-up - A utility which scans your computer and allows you to remove files/software which you have not used in a long time.
– Removing software and files keeps your computer running efficiently and ensures you save disk space.
Spyware is software which monitors what you do on a computer and reports it to someone. Anti-Spyware removes any spyware issues and
protects your computer from these threats.
–
If you do not use this, your computer could be at risk and you could be being watched. Your personal information may be stolen or your
computer severely slowed down as a result.
Connectivity
Question:
When buying a computer system, there are lots of different add-ons that the
Technicians/Jackie could use to connect by. Discuss 2 connection methods that
would speed up data transfer.
Answer
Answer:
Peripherals e.g. printer, scanner, camera, keyboard, mouse, monitor etc. These things are all called peripherals and they can connect in
lots of different ways. These can all be connected by:
•
Bluetooth - A wireless technology which allows one device to talk and connect to another. It can be used in anything (phones,
computers, even TVs!). It is secure and has a long battery life. Uses: Bluetooth headset, Sending/Receiving files on phones, Car-Phone
connection, Wireless games controllers.
•
USB - This is a standard technology on most computers that allows lots of different things to connect to a computer. Examples include
printers, mouse, keyboard, cameras etc
Firewire / Thunderbolt - Some devices have a lot of data, for example a video camera might have hours of film footage from a family
day out. Firewire is like a really fast USB connection that allows you to transfer multimedia really quickly. Thunderbolt is a new version
which is really fast!
HDMI or VGA - These are the two current main ways to connect a screen to a computer. VGA is an older standard connection for
normal quality screens. HDMI allows for much clearer quality pictures and is high definition. It is used for computers, TVs and things
like games consoles.
Infra-Red - A bit like Bluetooth you but the two devices connecting together have to be close next to each other. It is really slow. It’s an
old technology now and is used in things like your remote control for your TV. You will notice that it does not work around corners or
too far away from your TV.
Cloud Technology – Use this to send updates of information to other portable devices.
•
•
•
•
File types
Question:
• State a suitable file type for Jackie to save her database.
• Explain why the file type you listed in part (a) would be appropriate
Answer
Answer:
•
•
Proprietary File Formats: created and owned by a company and can only be used properly in the software they
create.
Open File Formats: general formats which do not need one specific software package and can be adopted and
used by any developer
File
Format
Creator
Used for
File
Format
Used for
.doc
.docx
Microsoft
Word processing
documents made in
Word.
.xls
.xlsx
Microsoft
Spreadsheets made in
Excel
.ppt
.pptx
Microsoft
Presentations made in
PowerPoint
.fla
.wma
.aac
Adobe
Animation files made in
Flash.
Microsoft
Music to be played back
in Windows Media
Player.
Apple
Music to be played back
in Apple iTunes.
.rtf
.pdf
.csv
.exe
.txt
.mp3
.wav
Basic text with
pictures.
Read only files for
people to see but
not change.
Transferring data
from one system to
another.
Programs on a
Windows computer.
Plain text files.
Compressed music.
Full high quality
sounds.
Communication
Question:
State one type of application software Jackie could use to send information on
appointments to a technician.
Discuss one way in which Jackie could use ICT in order to help receive feedback from
technicians on job completion.
Answer
Answer:
Communication application software
•
Communication software, File transfer applications, Instant messaging clients, Email clients, video and audio ‘chat’
applications / VoIP
Using ICT to communicate
•
Email each other and comment on changes in email communication, group email, reply/forward. attachments
•
Use built in review functions of programs such as word processers, text boxes, comments
•
Use online collaboration systems – blogs
•
Use cloud based systems – upload and download from anywhere
•
Ring each other and give direct feedback verbally or video call (depends of provider/contract)
•
Any other form of remote voice communication (VoIP)
•
Chat clients
•
Remote desktop viewing / interaction – video conferencing
Collaborative working
Question:
Jackie needs to be able to collaboratively work with the
technicians. Name 2 ways in which they can work together.
Answer
Answer:
Shared Drives
Files can be placed on a shared drive on a network allowing multiple people to read the files, or even
write to them, so everyone can work on a central document.
Cloud
Cloud allows people to work together in real time on a file. Changes people make instantly appear on
everyone’s screen who are using the file. People can be working from anywhere.
Track Changes
This can be switched on in a document. Any changes somebody makes (e.g. deletes, changes, adds)
are added in a different colour. This is handy when sending a file for someone to proof read or check
for you.
Comments
When people review a document, they can also insert comments. Comments appear down the side of
the document for the creator to read and respond to.
Reviewing
Once comments or changes have been made with track changes on, a user can then review each
change using software. The user can then accept or reject changes and even delete comments after
reading them in a fast and simple way.
Exam Terminology
Question:
You need to make sure that you understand what the question is
asking you.
What do I need to do?
Answer
Answer:
Analyse
Examine and explain the relationships between various parts of a topic.
Assess
Use evidence to estimate the value or importance of something
Compare
Concentrate on those aspects which two or more things have in common although it would be wise to deal with any differences
as well.
Contrast
Concentrate on the differences - but do mention any similarities.
Define
State precisely the meaning of something
Describe
Relate what something looks (or sounds, feels, smells) like, how a sequence of events happened or what are the main
characteristics of a topic.
Discuss
Another word open to various interpretations - similar to 'comment on' but you are usually expected to write a logical argument
about the subject.
Evaluate
This is similar to 'assess' but, in this case, you should be weighing up the performance of something which has already
happened.
Exam Terminology
Question:
You need to make sure that you understand what the question is
asking you.
What do I need to do?
Answer
Answer:
Explain
Relate how things work, how something happened or give reasons for certain actions.
Identify
Single out the main features of something.
Illustrate
You are required to give examples, statistics, diagrams, sketches, etc. to support your
statements.
Justify
List
Outline
State valid evidence for accepting a statement or conclusion (similar to 'argue').
An item-by-item record of relevant items. This would normally be in note form without any
need to describe - but do check if you are unsure.
Point out the main features of a topic or sequence of events.