Activities (p9)
Remember
1. A system is a collection of parts that work together to achieve a particular purpose or result.
2. An information system accepts data as an input and produces information or processed data as an output.
3. The parts of an information system are: information technology, data and information, processes and participants.
Think
4. The environment of a telephone book information system is the telephone using public.
5. Concert ticket buying information system. A concert is being held on two nights and a concert goer wants a ticket for the first evening. The best seats in the house for that night are at the back.
On the second night however, amazingly there are front row seats available. The user may change their plans to take advantage of the better seats.
Respond
6. Identify: An information system deals with data/information.
Activities (p15)
Remember
1. A participant is anyone who is involved in the operation or running of an information system.
2. An end user receives the data/information produced by an information system.
3. A group information system shares data/information with many participants.
Think
4. End user – receiving the data/information produced by the information system. Entering a query and searching for the availability of a part icular book involves the system searching its’ data records to determine whether the book is held in the library and then whether it is on the shelf or currently on loan. Such an inquiry allows no control over the data in the system [i.e. adding a book to the library catalogue; changing the availability of a book in the catalogue] only the receipt of existing system information.
5. Connecting a PC used as a personal information system to a network does not necessarily turn it into part of a group informati on system. If the PC were ‘shared’ on the network, i.e. other users had access to the data on your system, it may be part of a group information system. If the PC is not shared and therefore the primary user is still in full control of the PC and all of it s’ data/information, it is not part of a group information system.
6. End users, although not responsible for any part of an information system, are considered important in a system because they are users of the information produced by that system.
Arguably, systems are ultimately created for an end-user.
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Respond
7. Contrast: A personal information system normally has only one participant whereas a group information system shares data/information with many participants. Individuals are in full control of personal systems and have little control in group systems.
8. Describe: An information system participant is anyone who is directly involved in the operation or running of the system. The role of a participant may be supplying data to the system, managing the system or using the information the system provides.
Mastery test (p19)
Multiple choice
1. c
2. d
3. c
4. d
5. b
6. c
7. a
8. b
9. a
10. d
Fill in the blanks
11. collection
12. processes
13. information
14. environment
15. technology
16. participant
17. environment
18. end user
19. environment
20. group
21.
Match the terms
1 - G
2 - D
3 - A
4 - F
5 - C
6 - J
7 - I
8 - B
9 - E
10 - H
Short answer
22. Identify:
Computerised library catalogue/circulation information system
Information technology Participants
23.
Computer system
Database management system
Librarian
Borrower
Data entry operator
Explain: New developments in technology have made information systems more accessible to, and therefore more widely used by, the general public. [For example faster modem speeds, affordable systems, and increased security of browser technology has made Internet banking and purchasing more widespread than it may otherwise be.] In turn, the widespread use of information systems precipitates improved technology and systems; users become comfortable with current technology and can identify features to improve usability and consequently ‘demand’, by way of use or abandon theory, improved technology.
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24.
25.
26.
Describe: Computer-based information technology systems have altered the roles of participants such that a participant in the system could be virtually anyone. As in the example given in the Infobox on pp13-14, we the consumers are data entry operators whenever we interact with an automated computer-based information system. Previously the data entry operators (participants) would have been directly employed by the company and 'serve' the consumers. Participant roles have changed so much in some cases that the role no longer exists as it has been transferred to the consumer. Other roles may have changed to the degree that participants have required retraining to participate in the system in a different capacity.
Justify: Computer-based information systems have become a vital part of our lifestyles as they impact on many essential areas of our everyday lives. What would city transport be like without the traffic control system? What about ATM information systems. Without them we would revert to face-to-face banking during business hours only. Our social security system is another example of how vital computer-based information systems have become. With personal details at hand regardless of the geographical location, decision-making timeframes are much improved than in the past.
Contrast: The role of end users in a personal information system is very different to an end users role in a group information system. In a personal information system the end user is the only participant therefore they are a direct user and have complete control over the system, the data/information and its use. In a group information system the end user most likely is not even a direct participant. Generally the role of the end user in this case is to receive the information produced by the system but have no control over the system itself.
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Activities (p30)
Remember
1. Computer-based information systems use binary data as they are digital systems, they can only handle data in the form of digits, in particular two digits [0 and 1] which is why it is called binary data.
2. Audio and video data rely on taking a very large number of individual measurements.
3. A pixel (picture element) is the smallest controllable display element on a VDU.
Think
4. A byte is more useful than a bit because a byte can represent something useful. For example the most a bit can represent is either a 0 or 1 [on or off]. A byte, being a sequence of 8 bits, can represent a number or colour or even a keyboard character.
5. CDs and DVDs are commonly used to store audio and video data because of their large storage capacity. Audio and video files are large because of the type of data they contain and therefore they need a large capacity storage device.
6. The one commonality of all data types is that they are raw facts using the binary data system, their data becoming useful once processed appropriately.
Respond
7. Summarise: The five data types are: text data – used to represent the characters of a written language; numerical data – used to represent pure numbers; image data – used to represent a picture or drawing; audio data – used to represent sounds; video data – used to represent images that move or change [this data type also includes animations].
Activities (p38)
Remember
1. The seven information processes are:
1. Collecting
2. Organising
3. Analysing
4. Storing and retrieving
5. Processing
6. Transmitting and receiving
7. Displaying
2. A context diagram of an information system shows the situation or environment where it is used, the sources of its inputs and the destinations of its outputs.
3. Three social or ethical issue areas involving information systems are: privacy and security, access and control, employment and the changing nature of work.
Think
4. ‘Collecting data’ and ‘receiving data’ are different processes in that collecting gathers data from the real world environment of an information system and receiving exchanges data/information with other information systems.
5. Transmitting and receiving is responsible for managing the flow of data between information systems. Collecting manages the data entering a system from its environment. Displaying manages data/information leaving a system for use by end users.
Respond
6. Distinguish: Analysing is a process that looks for patterns or meaning in data. Its role is to transform data, a collection of raw facts, into useful information. The processing process allows
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data to be updated, altered or edited. Its role is to maintain the accuracy of the data in the system. If a system held inaccurate data any analysis of that data would in turn be inaccurate and therefore useless.
Mastery test (p39)
Multiple choice
1. a
2. b
3. d
4. a
5. b
6. d
7. b
8. c
9. b
10. c
Fill in the blanks
11. binary
12. bit
13. Text:
14. kilobyte
15. numbers
16. word
17. pixel
18. pitch or frequency
19. context diagram
20. Models
21 . Match the terms
1 - G
2 - A
3 - J
4 - E
5 - B
6 - F
7 - I
8 - C
9 - H
10 - D
Short answer
22. Explain: Organising is one of the most commonly used information processes as it is used by all of the other information processes. For example, retrieving data stored on a hard drive for display on-screen requires that the data be organised from the storage format to the display format. The organising process is responsible for this. The same is true for all other processes.
23. Summarise: The main social and ethical issues involving computer-based information systems are:
 privacy and security – ensuring individuals privacy is maintained, data is secure from misuse and abuse, and data is protected against accidental or deliberate damage.
 access and control – whoever controls the systems controls the information and the access to the information, the ‘digital divide’ – division of society into the ‘information rich’ and the ‘information poor’.
 employment and the changing nature of work – workers who cannot retrain to use new technology risk becoming unemployable; workers in high-tech jobs will have to constantly retrain to maintain their skills and jobs; jobs will disappear as industries downsize due to automation – necessary to compete in the global market.
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24.
25.
26.
Justify: Data are raw facts that can represent different things (e.g. objects, ideas, sounds, measurements). As data represents different things they often have to be processed in different ways. Image data is used to represent a picture or drawing. Video data is used to represent images that move or change (including animations). As image and video data are different treating them as different types is logical so that they are ready for different processing methods.
Distinguish: A bit mapped graphic is a sequence of numerical values representing every pixel of the graphic. A vector graphic uses a few numerical values to represent the entire graphic object such as a line or geometric shape. Bit mapped graphic files are generally larger in size than vector graphics.
Describe: Digitising is a vital process in computer-based information systems. As computers are ‘digital’ systems [have only two values 0 an 1] and data in the real world has many values, the real world data must be converted to digital data to be usable in a computer-based information system. This data conversion process is called digitising.
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Activities (p46)
Remember
1. The three decisions involved in collecting data are: what to collect, how to collect it, and where to collect it.
2. The main problems of using a web search engine to locate data is the lack of control over how or where the engine collects its data, and the unknown quality and accuracy of the data collected.
3. Second-hand data can be less reliable as it may have been edited or processed to remove unwanted data.
Think
4. An advantage of using the Web as a source of data is the speed at which data can be collected – based of course on using effective search techniques/words. A disadvantage is the possible lack of information regarding authenticity of the data collected.
5. Digital technology has decreased the value of photographs as a source of reliable data. This is because there are no guarantees that digital images are original and without alterations. There are very sophisticated and affordable software programs available that are designed specifically for the purpose of image altering.
6. The original data could be considered more valuable than the second-hand data as it is raw and not compiled into information. How valuable each example is will depend on the intended use.
Activities (p55)
Remember
1. It is claimed the Dvorak keyboard is quicker for data entry as all the most commonly used keys are placed in the middle.
2. A document scanner is an optical scanner that has been specifically set up to scan multiple pages supplied by a sheet feeder.
3. A CCD collects image data by measuring the colour and intensity of the light at millions of
Think different points in the image. Each point represents a pixel in the image and each measurement is recorded as digital data that can be stored in the camera’s built-in memory.
4. A keyboard can be described as a digitising device for text because every keypress converts a non-digital symbol (printed on the key cap) into digital data.
5. The scanning pen can act as a data logger because it is able to store the scanned text for later transfer to an information system.
6. No. Spell-check ing doesn’t detect all errors even when human entry is the input method, for example when characters are transposed and spell a valid word like form/from. Computers aren’t intelligent enough to discern absolute meaning. Two of the most common errors in OCR are ambiguous characters and similar character shapes. It’s fair to say that some of those errors will require some intelligent interpretation – which the computer can’t provide.
Respond
7. Compare: The keyboard and OCR are both methods of collecting text. The keyboard is the most commonly used device for the purpose, it needs a trained typist to use efficiently, and the method can be time-consuming for large data entry jobs. Keyboard text collection is character by character. The OCR process is an automated process which uses a scanner to collect pages of documents as a bit-mapped image and then identifies text characters in the bit-mapped image.
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Activities (p64)
Remember
1. The Enter key and the Tab keys are two examples of text keystrokes that are altered during data collection.
2. Text data collected can be stored using its ASCII value or other data values, depending on the text editor used as the collection tool.
3. One method a spreadsheet program can use to collect numerical data is using text keystrokes.
The program collects numerical text keystrokes and converts them to numerical data. Another method spreadsheets can use is to receive numerical data directly from a data logger interface.
This data can be pasted in a block of spreadsheet cells.
Think
4. A drawing program is vector-based and paint programs are bit-map-based.
5. Software interfaces for collecting images are more complicated than collecting text because images can be far more complex than text. Text options are limited to the recognised character set of the given language (e.g. English) the only differences being styles such as font, size etc.
Image collection is limited only by the imagination of the user.
6. More pixels in an image result in higher quality. The dpi (dots per inch) represent the number of image measurements that will be made for every inch of an image. Common dpi are 72 (screen resolution) and 300 dpi (print quality). A 72 dpi image has 72 measurements made in every inch.
This image would be smaller in size and lower in quality than a copy of the same picture with 300 measurements for every inch. Taking 300 measurements for every inch requires more storage space. Being able to hold so much more information regarding the image enables a higher quality than the lower dpi image.
Activities (p67)
Remember
1. Some advantages of using structured forms are: user is forced to take great care when completing it as each box is designed to hold a single written character; reduces the chances of data being misread when typed into the computer; enables the form to be read by optical scanners for computerised data input.
2. A literature search is a method of searching for information using abstracts (printed summaries of articles and reports), journal indexes, catalogues and other published sources to locate printed documents.
Think
3. Had digital technology been available in 1968 it would have made a significant difference to the long-term quality and storage space required to house the National Library of Australia image and sound collection. If all images and sounds could have been stored digitally the space required to store the CDs, DVDs (or whatever technology is used) collection would certainly be smaller than the physical photographs sound recordings etc. Digital technology would also have enabled multiple copies of the collection to be housed at different sites as a protection against fire/theft/natural disasters. Finally, the quality of the collection wouldn’t deteriorate once digitised as paper photographs (for one example) would.
4. It would be difficult to use structured data forms at an interview as interviewing is a less structured data gathering technique. Structured forms don’t allow for unexpected directions a discussion may take. A structured form only allows for answers to specific pre-planned questions.
5. Computerbased data collection methods won’t ever fully replace non-computer-based methods until a computer exists that can emulate the free-thinking mind of a human.
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Activities (p70)
Remember
1. The source of collected data should be identified to give credit or acknowledgement to the original providers of the data and also to allow anyone relying on the information a system produces to check the accuracy of the data.
2. Bias can affect data collection either deliberately [a person can write false or misleading answers on a survey form] or accidentally [a person can misread or misunderstand a question]. Either way, biased data provides inaccurate information when analysed.
3. Ergonomics is a data collection issue as an uncomfortable work environment could potentially affect the accuracy or speed of data collection. Data collectors or data entry operators who are uncomfortable in their work environment may work less efficiently or accurately than a counterpart in a comfortable work environment.
Think
4. If data entry software is difficult to use, has limited help facilities or poor on-screen readability it can negatively affect data collection. For example, if the screen layout is vastly different to the data collection form the risk of data entry errors is greatly increased.
5. Field testing a survey form will help evaluate whether it is an accurate data collection method.
6. Reliance on automated data collection methods can become a problem when there are not enough checks in place on the collected data to ensure it has been collected accurately.
Respond
7. Outline: The ethical issues involved in collecting data from a web page are: reliability of data – there are no guarantees that any of the data ha sn’t been altered; and copyright – the source of the data may not be clear.
Mastery test (p71)
Multiple choice
1. d
2. c
3. a
4. b
5. c
6. d
7. d
8. d
9. a
10. d
Fill in the blanks
11. Collecting
12. QWERTY
13. numerical
14. human
15. OCR (Optical Character Recognition)
16. second
17. numerical
18. accuracy of the data it collects
19. tested
20. environment
21 . Match the terms
1 - E
2 - F
3 - H
4 - G
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5 - I
6 - C
7 - A
8 - J
9 - D
10 - B
Short answer
22. Appreciate: The humble keyboard is invaluable as an input device in a computer-based information system. Without a keyboard entering text wouldn’t be as flexible. Keyboards enable any combination of character to be entered in any sequence. Different keyboards can be created to assist the faster and more efficient collection of text and numerical data [for example: the keyboard on a point of sale cash register]
23. Compare:
Computer-based data entry forms:
- can be designed so that typing an invalid entry is impossible e.g. date formats only use valid month numbers 1-12 and day numbers 1-31
- can be designed so that all required fields must be completed before successful submission.
Non-computer-based data entry forms:
- require users to be very careful when completing
- require careful input by data entry operators to reduce error rate.
24. Outline: Software forms an interface between data collection systems and information systems in the data collection process. It takes the data collected from a hardware device, such as a keyboard, and digitises it so it can be understood by the system. The data collected can then be stored, analysed and output as information.
25. Explain: Image data can be converted to text data using OCR (Optical character Recognition) software. OCR uses intelligent software to identify text characters in a bit-mapped image. This technology works by matching the bit-mapped patterns found in the image with the known shapes of text characters in a range of common characters fonts. OCR has an accuracy level of approximately 98%.
26. Describe: The web can be used as a data collection tool by searching for information (text, images etc) on a specific subject. Conducting a search on a web search engine results in a number of pages that contain information on the subject sought (a collection of data). The web can also be used as a data collection tool by users completing online data entry forms. The user enters the information and the data is collected for the person who posted the form originally.
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Activities (p84)
Remember
1. Organising is the process or arranging, representing and formatting data for use by other information processes.
2. Text data can be organised as image data where the text is digitised as a bit-mapped image.
3. A colour table stores the set of colours in an image palette. Colour tables are only used when an image palette is smaller than the display palette.
Think
4. It is important to have a range of methods for one type of data to enable the data to be used in different media for different purposes. For example, an image is required to be printed in a book and also on a website. The printed image would need to be high resolution of specific dimensions to fit on the printed page – its most likely format would be an illustrator file. The web version of the same image would need to be low-res, either JPG or GIF format. It is also good file management practice to retain files in their native (or original) format so should alterations be required in the future they can be made easily. In the example given here, if the original illustrator file were deleted, alterations would be difficult as GIF or JPGs are not as easy to alter.
5. Video and animation file sizes are larger than other data formats. Both contain moving pictures and have the ability to have accompanying audio.
6. Video data like audio data are a sequence of signal measurements. Video data represents visual data-light intensity and colours. Audio data represents sounds.
Respond
7. Compare: Two different methods for organising bitmapped data are GIF and JPG. Both of these methods are used for graphics on the Internet and have small file sizes. However, GIFs suit images with line art, high contrast and large blocks of colour. This is because GIF uses the restricted 256 colour palette. JPGs work best when a photo is involved, lots of small changes in an image rather than large blocks of colour. JPG uses the 24-bit (16.7 million) colour palette.
8. Describe: Compression techniques reduce the larger amount of storage space that audio can require and always involves compromises in quality. Depending on the ultimate delivery of the audio file different sampling rates can be used in recording the sound. This coupled with different compression techniques can ensure the highest quality sound possible to suit the intended purpose.
Activities (p95)
Remember
1. Hypertext is text organised in such a way that when selected (e.g. clicked with a mouse) new information will be shown.
2. A data dictionary is a database that describes data. It identifies and organises the data used by information processing systems.
3. WYSIWYG is a useful feature as it displays data in a graphical form that is as close as possible to the appearance of the final printed/displayed document.
Think
4. Paint software organises data as a screen full of pixels. Descriptive data is kept for every pixel on screen. Draw software organises data as a collection of objects. Each individual element in the final image is a separate object with its own data.
5. A data dictionary is important in the design of a database as it holds the description of every valid piece of data that can be stored by the database.
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6. A text editor would be much better at organising than a word processor when:
- creating and editing system data files
- simple text collection and organising tasks are required
- creating programming code.
Respond
7. Distinguish: Conversion software is a utility program that will load a file created in one data format and then save a copy of the file in a different data format. A conversion filter is a process built into a software application that will change the format of the data being loaded or saved by the application.
8. Outline: Key frames are a common technique used to reduce the size of an animation data file. A key frame is a frame that contains all the image data. The frames that follow the key frame contain only the parts of the image that are different from the key frame.
Activities (p99)
Remember
1. 1) Paper-based phone books
2) Searchable database on CD-ROM
3) The Internet White pages
2. Three advantages of a paperbased phone book are: you don’t need a computer or computer skills; every year new books are supplied free; and all the data are collected and organised for you.
3. The main problems of paper-based data organising methods are that:
Think
- they are bulky and non-portable
- they are costly to maintain the system
- large storage space is required.
4. Computer technology can assist non-computer based organising methods by digitising paperbased forms. A library of paper-based books can use a computerised catalogue to allow users to locate individual titles. This makes forms much easier to store, transport, and search (once indexed).
5. Advantages of an advertising pamphlet dropped in letterboxes in a neighbourhood over Internet or TV/radios advertising:
 costs may be lower
 can target the intended audience - the message on the Internet, depending on how it is presented isn’t ‘delivered’ to the audience – the audience would have to search for it
 accessibility – not everyone has access to the Internet and although most have TV/radio some may not.
Respond
6. Identify: Advantages of a traditional photo album over a CD containing digitised versions of the same images: portability – taking your album visiting is easier than taking your desktop PC; accessibility – doesn’t rely on power, can be looked at whether there is a power outage or not; ease of use – everyone knows how to operate a traditional album.
Activities (p103)
Remember
1. Hypermedia is any display object (such as a graphic or text) that can link you to new information.
2. 1) The absence of the century numbers – e.g. “03” could be 2003 or 1903. Avoid using only two digits to represent the year, use 4.
2) The format of date in different countries – 6/4/03 in Australia is 6 th April 2003; in America it is
4 th June 03. Avoid using only numbers for the month – use at least 3 letters to avoid confusion.
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Think
3. Redundant data occurs where there is more than one copy of the same data in a database. The number of records in a database affects its performance during searching. Having many redundant records will slow processing.
4. The Web has changed the interfaces of some software applications. Many now have user interfaces that resemble web pages and the data they access is often organised using hypermedia. The Web is a highly used tool and the hypermedia and click/select/drag approach is familiar to so many users, it is logical the interface would permeate application software.
Respond
5. Explain: The Yellow pages book does not represent redundant data when an individual entry can appeal several times in different places as the phone book is displaying the data in forms that are more useful to people. If an entry appears more tha n once in the printed phone book, that doesn’t mean the entry appears more than once in the original database that the information was extracted from.
6. Explain: The data is only displayed to an accuracy of one decimal place. It is always stored with the full number of decimal places and the highest accuracy possible.
Mastery test (p104)
Multiple choice
1. c
2. b
3. d
4. b
5. a
6. d
7. a
8. b
9. d
10. d
Fill in the blanks
11. formatting
12. palette
13. Compression
14. WYSIWYG What You See Is What You Get
15. Hypertext
16. frame
17. redundant
18. MIDI
19. dictionary
20. CODEC (COmpression/DECompression)
21 . Match the terms
1 - F
2 - J
3 - G
4 - H
5 - B
6 - C
7 - A
8 - D
9 - E
10 - I
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Short answer
22. Describe: A colour table stores the set of colours in an image palette. It is used only when an image palette is smaller than the display palette. It has a code number for each colour in the table.
23. Compare: Paper based catalogues are easier to access than web-based. Paper-based are more portable, easier to read and scan, and can draw customer attention to specials and new products that they might not otherwise be aware of. Web-based catalogues can hold a lot more information (products) for a lot less ‘space’ than paper-based. This would allow customers a more expansive tool to help make their purchasing decisions.
24. Contrast: Bit mapped and vector graphics describe their data differently. Bit-mapped images contain data that describe the colour, or grey value, of every pixel in the image. In a Vector image the data describe individual objects, e.g. a line or a shape, by a unique set of features
(e.g. position, shape, lay points, line characteristics, object fill).
25. Distinguish: Compressed data is data that has been processed by a CODEC. A CODEC is a method used to compress and then restore an image data fill. CODEC is an acronym for
COmpression/DECompression.
26. Explain: Poorly formatted data, especially date formats or redundant data can lead to processing problems. If a date were poorly formatted and used by information systems across cultures (e.g. Australia and USA) incorrect processing could occur. If it were formatted purely numerical and with only two digits for the year, the chance is high that processing would be inaccurate.
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Activities (p110)
Remember
1. Data are raw facts, items that have no meaning or clear purpose. Information is data that are meaningful, that have a clear purpose.
2. The purpose of the analysing process is to transform data into information.
3. Primary and secondary storage are important for the analysing process as software that performs the analysis must be in RAM (primary storage) together with the data that are being directly analysed. Secondary storage is necessary to hold data and software not immediately needed.
Think
4. Whether every analysis of data produced information is dependant on who is looking at the analysed data and whether it conveys to them the information they require.
5. A processor’s FLOP rating gives a better indication of its analysing abilities than its clock speed as it indicates how many actual calculations (or similar complete processes) it can perform every second.
Respond
6. Describe: The CPU moves data between different storage devices to perform data analysis operations (such as graphing, calculations and labelling).
Activities (p122)
Remember
1. The two logical operators used to join searches are AND and OR.
2. The main problem encountered when sorting text data is that all data (including numerical and date data) is considered text. This means numerical symbols will be sorted according to their values as text characters, not as numbers. This isn’t error-free sorting.
3. A model is a description of a system, process or object. A simulation uses a model to predict the behaviour of a system or process.
Think
4. No. Most numerical data are stored in binary form and cannot be searched character by character like text data. Instead, the system must compare the exact numerical value of the search key with the exact numerical value of every data item.
5. Charts and graphs could be misused as data analysing tools by using the wrong type of graph to clearly show the analysed data. Incorrectly labelling graphs is another area where misuse could occur. Another way to misuse graphs is to deliberately misrepresent the numerical values on groups of graphs. One graph may have the number series 0-100 in 20 unit lots and another 20-
50 in 10 unit lots. At first glance if there were bars reaching to the top of the second and not the first graph it could misrepresent the information.
6. Data collection is a vital process in the construction of a model or simulation because the goal is to model/simulate an existing system in order to predict the impact of data change within the system. The collected data must represent the real system and must be as accurate as possible.
If the original data collected is inaccurate the resulting model/simulation will also be inaccurate and so will any analysis it undertakes.
Respond
7. Summarise: All graphs have the advantages of impact, speed of identifying trends and simplicity.
3D column: visual impact;
2D column: better than 3D for comparison within across multiple series
Line: easiest to compare multiple series.
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8. Evaluate: The spreadsheet is an extremely useful simulation tool, particularly in the business field. Small business owners, anyone, can use this readily available software to predict the effect of new business ventures. It’s the availability and ease of use which makes the spreadsheet a very useful simulation tool.
Activities (p126)
Remember
1. The analysing process produces information. The information is used in the decision-making process.
2. If data is poorly analysed the decisions made based on that information will also be poor.
3. Privacy can be violated if separate databases are linked together. The linked databases may be able to provide a more complete picture of any part of an individual’s life – information that would be impossible to obtain without linking the databases.
Think
4. Non-computer-based simulations can be more reliable in situations where we do not know enough about a system to be able to create a computer model. In some circumstances however real world situations may be unsafe or impossible to be simulated without computers.
5. Whether this is the same as a logical AND or OR would depend on what the gaps/holes on the cards represent and which combination of gaps/holes were being used.
6. Give each individual survey form an identifying number and ensure that no personal information
(e.g. name, address) is stored with the form. A separate securely stored database can be used to identify a person from their survey identity number.
Respond
7. Summarise: Unauthorised and incorrect data analysis can cause damage as it could result in: inaccurate information being produced; poor decisions being made as they may be based on incorrect data, the release of private or confidential information.
Mastery test (p127)
Multiple choice
1. b
2. d
3. d
4. b
5. a
6. d
7. a
8. b
9. d
10. b
Fill in the blanks
11. data
12. secondary
13. secondary
14. CPU
15. sorting
16. numerical
17. logical
18. What-if analysis
19. descending
20. data
Page 16 of 42

21 . Match the terms
1 - H
2 - I
3 - G
4 - J
5 - F
6 - A
7 - E
8 - C
9 - B
10 - D
Short answer
22. Describe: A word processor could be used as an analysis tool by using the software to transform data into information [the function of the analysing process]. Using the tools of the word processor to label diagrams, create a table of numbers or apply headings to lists are all examples of using the software as an analysis tool.
23. Summarise: Information technology has improved the analysing process by: enabling large amounts of information to be stored in a small physical space; increasing the speed of analysis, especially large amounts of information; enabling safe and cost effective modelling and simulating environment.
24. Distinguish: A model is a description of a system, process or object. A simulation uses a model to predict the behaviour of a system or process. A simulation cannot be performed without a model. A model is necessary to conduct a simulation. A simulation is not necessary to model a system.
25. Explain: Data analysis can lead to an invasion of personal privacy if steps aren’t taken to protect the privacy of the providers of data. If respondents’ identifying information is not removed from the primary data collection tool, stored separately and not linked in the future – the possibility of privacy invasion is quite high. Data entry operators, analysts or decisionmakers could potentially determine the identity of a respondent and together with other data possibly build a respondent profile [buying habits etc]. This type of activity compromises privacy.
26. Contrast: In the analysing process primary storage is used for storing the software running in the computer and data when being directly accessed by the system. Secondary storage is used to hold software and data not immediately needed by the information system for the data currently being analysed.
Page 17 of 42

Activities (p133)
Remember
1. The two steps in the storing and retrieving process are saving and reloading.
2. A data backup creates a copy (the ‘backup’) of all the data files held on the main storage device and places that copy on a different storage device.
3. Off-site storage takes the data or storage media (tape or disk) to a different location away from the computer, this protects the data against theft and destruction.
Think
4. Text data can be stored as a bitmapped data file or ASCII text so it can be easily shared with other processes.
5. It is important that the data retrieved from a storage device are exactly the same as the data that were stored there for information integrity. Data is stored and retrieved on devices constantly – for example every time a document is saved while typing a letter. If the retrieved document was not the same as the previously saved document then errors have been introduced and the data is no longer reliable.
6. Most backup procedures insist on using a different tape for each of the daily backups as extra precaution against data loss. If the same tapes were used everyday and suddenly a fault occurred with the tape the backup would be lost. However, in a system where several tapes were being used over the course of a week if the latest backup tape was found to be suddenly faulty the next to last backup tape could be used to retrieve vital data. While the next to last backup tape won’t be as current as the last backup tape, it would be better than not retrieving any version of the data at all [as would be the case if only one backup tape were used and it developed an unexpected fault].
Respond
7. Construct: Data file is saved originally; data file is backed up to tape by taking the data file and copying from the [hard drive] to tape; backup is compared with original file by reloading from the tape and comparing with the data file on the [hard drive]; backup is restored by saving from tape to hard drive.
Activities (p141)
Remember
1. The most common type of RAM used in computers is SDRAM (Synchronous DRAM).
2. EEPROM is the most useful of the ROM type of memories because data on these chips can be easily erased and new data added therefore updating the chips without have to replace them.
3. False. Optical storage devices store data as “bumps” or colour changes.
Think
4. PROM would be an ideal storage device for security data because they’re permanent data storage. Once the data is added it cannot be changed.
5. CD-R is a better choice for data storage than CD-RW where the data to be stored is not likely to be changed [for security purposes for example]. CD-R is write once technology, it cannot be overwritten. Data backups are another example.
6. Continued popularity of 3.5 inch floppy disks could be attributed to their portability, ease of use and the wide use of floppy disk drives [especially in PCs]. Floppy disks can be easily transported and used between computers – both Macintosh and PC. Everyone knows how to use them and special software isn’t required to copy files to them. Floppy disk drives are still standard on most new computers.
Page 18 of 42

Respond
7. Assess: A disadvantage of flash storage devices as replacements for floppy disks is their higher cost. Advantages are their greater storage capacity as compared to floppy disks, greater reliability and the speed at which data can be stored and retrieved.
Activities (p145)
Remember
1. Random access means that any storage location can be directly read or written. Random access is also called ‘direct access’.
2. Sequential access means that the storage locations have to be read or written in their correct order, starting with the first location.
3. Volatile refers to storage devices that will lose all their data if the power is switched off.
Think
4. RAM is the only volatile storage device as once the power is switched off it loses its data, it needs a constant power supply to keep its data. Data is only stored in RAM while the computer is powered up.
5. Sequential access devices are better suited for storing backup data as they are usually low cost, highly portable and have a large storage capacity. Their slow speed is not an important issue as a backup is usually performed only once a day. Tapes are a sequential access technology.
6. Handling instructions for floppy disks includes keeping them away from magnets as they are a magnetic storage device. Binary data are stored on them as small magnetic fields, therefore should a floppy disk come into contact with a magnet it is possible the data could be altered, erased or damaged.
Activities (p157)
Remember
1. Data encryption is the process of altering data to make them unreadable or unusable to anyone who does not have the correct method to reverse the process.
2. A file archive is a group of usually similar files combined into a single file.
3. Basic features expected in a file management program would include the ability to copy, rename, delete and move files and folders stored on an information system.
Think
4. It is important for web documents to be both computer and browser independent so that distribution, access and usability can be as widespread as possible. The web is global, there is no way of controlling the specifications of all hardware and software that could potentially want to access a document published on the web. If a document depends on a specific limited computer and browser the audience is also limited – thereby defeating one of the greatest advantages of publishing on the web in the first place.
5. Locking a file doesn’t alter the data of the file, simply the access method. For example if you know the file password the file can be unlocked and read without further hindrance. Encrypting a file alters the data to make them unreadable or unusable to anyone who does not have the correct method to reverse the process. So an encrypted file is easily accessed but not easily interpreted.
6. Web directories often produce more accurate search results than true search engines as directories are structured entities. They group documents together based on their contents or description, usually identified by a human editor. Search engines search for words/phrases with little (if any) regard for meaning.
Page 19 of 42

Respond
7. Distinguish: A web directory is a classified list of web sites that allow users to navigate through the directory levels to locate pages on a particular subject. A search engine is a database that uses a search request as an instruction to find entries in the database.
Activities (p160)
Remember
1. Paper is still a very common method of storing data as it is cheap to produce, easy to distribute and carry and does not require complex technology to use.
2. Microfiche is less space intensive than paper and will not deteriorate as rapidly as paper-based data storage.
3. Security of digital documents is important to guard against unauthorised use or theft of the details contained in them. Digital technology ironically allows easier access to important and private data than the old fashioned method of physically locking such valuable information in a safe.
Think
4. Some examples of how unauthorised access of stored data can become a threat personally are: accessing banking details enabling someone to clean out bank accounts; accessing employment information enabling salary earnings to become public knowledge; accessing medical information to be used in the public arena in a detrimental manner to the owner of the data.
5. It is unimaginable that museums and art galleries would ever be totally replaced by digital data stores. So much of what is stored in museums or art galleries would lose some of its appeal if stored digitally for appreciation. If it were stored digitally as a matter purely of record and existence – like a video of the state of a unit before moving in and then after moving out – that would be useful, but appreciation of tangible objects wouldn’t work as effectively. Imagine the difference between standing under a reconstructed dinosaur relic in a museum and viewing the same reconstruction as a digital JPG image on a computer screen – it just wouldn’t be the same.
Mastery test (p161)
Multiple choice
1. b
2. c
3. c
4. d
5. a
6. b
7. a
8. d
9. c
10. b
Fill in the blanks
11. backup
12. off-site
13. Sequential
14. Random
15. microfiche
16. search engine
17. recovery
18. formatted
19. identical
20. primary/volatile
21. Match the terms
1 - J
2 - D
Page 20 of 42

3 - F
4 - I
5 - H
6 - G
7 - B
8 - E
9 - C
10 - A
Short answer
22. Explain: A computer system needs both volatile and non-volatile storage devices so that the volatile device can store the resources needed at the given moment only for the duration of the current task. The non-volatile devices are required to store data over the longer term.
23. Summarise: The social and ethical issues involved in the storing and retrieving process are: data security – ensuring electronic data storage is adequately secure; data theft – investing in systems that guard against intruders stealing data and the computer systems they are stored on; copyright – ensuring adequate recognition of data sourced from another party.
24. Classify:
Device
Microfiche
Access
Random In each case you can
Permanent
Yes Each is produced by a
25.
Record cards
Random move directly to a particular entry on the storage device
Yes permanent printing process and cannot be altered Phone book Random Yes
Distinguish: Flash memory is a storage device that is a type of EEPROM chip. Data is written to the chip by applying an electric charge to each memory location. Once a data bit has been written, its electric charge is trapped and does not need any electric power to be kept there.
Flash RAM devices use much less power to write and erase data than flash memory however they need some electrical power to keep its data in memory, this is usually supplied by a battery built into the card.
26. Justify: Much time and effort is normally spent preforming regular backups of data files.
Backup practice is much like health insurance, you hope you’ll never need it and you may think it is money down the drain, but smart practice makes you pay the premium anyway because if you ever do need hospital treatment, membership is so much cheaper than paying the bill if you’re not a member. Similarly, backups may be time consuming if the system is never compromised, but what if the system was unexpectedly vandalised. If there were no record of the current state of the system it would be extremely time consuming [and therefore costly, as in the business world time is money] to reinvent the system then populate the system to the last known [guess] current state.
Page 21 of 42

Activities (p168)
Remember
1. Processing is different from organising and analysing in that processing alters the original data whereas organising and analysing normally does not.
2. The three general types of processing systems are centralised processing, distributed processing and parallel processing.
3. Multiple CPU systems are faster than single CPU systems because they can share the processing tasks, thus reducing the time needed to process data and increasing the amount of work that a system can perform.
Think
4. Hard disk drives and most printers have their own processors to perform their respective specialised tasks as relieving the CPU of these tasks reduces its workload which in turn increases the speed and volume of processing the CPU can handle.
5. The Internet is an example of distributed processing because it enables separate systems to share data, tasks or processes – the definition of distributed processing.
Respond
6. Distinguish: Dumb terminals do not have a CPU, intelligent terminals have a CPU to perform basic data collection and display processing tasks.
Activities (p174)
Remember
1. Clock speed and data bus width are two features of a CPU that can influence its data processing speed.
2. Software tools that can be used to process numerical data are spreadsheets and database management systems.
3. The ‘fetch-execute’ cycle is the process used by a CPU to fetch (copy) an instruction from primary storage, decode the instruction and then execute (obey) the instruction.
Think
4. The ‘fetch-execute’ cycle can be sped up by increasing the speed of the ‘fetch’. This can be done by using cache RAM [a large block of instructions from the program being executed is copied from the system RAM into the cache] or a processing called ‘pipelining’ [the next instruction is fetched from memory while the previous instruction is still being decoded and executed].
5. The choice of text editing software can affect the text processing able to be performed as the different text editors allow different levels and ease of processing. A simple text editor will only allow simple changes such as the original text characters to be deleted and new characters added. A word processor offers more advanced processing tasks such as spelling correction and a thesaurus. A HTML editor offers specialised tasks suited to constructing web pages. HTML text editing could also be performed using a text editor, but the user would need to know the HTML codes, thus making the processing task more complex than using a specialised HTML editor.
6. The speed at which data can be transferred to and from the system RAM/ROM depends on the speed of the motherboard as the data has to travel through the data bus on the motherboard to get between primary storage and the CPU. Increasing the speed of the primary storage devices will have no effect if the motherboard is operating at a lower speed.
Respond
7. Contrast: The logical design of a CPU describes the CPU in terms of what it does, not how it was put together. The physical design of the CPU describes its different parts, not how it works.
Page 22 of 42

Activities (p179)
Remember
1. Bias is a problem in information systems as it reduces the value of the information produced by the system.
2. User documentation should: be in several formats; be written to the level of the target audience
[so avoid unexplained use of jargon if the audience is not a technical one]; contain detailed but easy to follow descriptions of processing steps; have troubleshooting guides to solve any problems likely to occur; and use graphics [diagrams, charts, data flow diagrams etc] to further simplify the explanation.
3. Storing data on a computer network can be a problem for user privacy as the network administrator or anyone who has access to the administrator’s passwords can abuse users’ privacy and access all of their files.
Think
4. The target audience would need to be considered; who are they, what level of computing expertise [if any] do they possess, and what will they be using the system for? It would be necessary to ensure the language of the manual is not so technical that it’s more of a hindrance than help, yet not so simplistic that it doesn’t provide useful information.
5. Yes. Processing data – text, image, video, audio – can be considered creative. When James
Marsden is word processing his latest novel I’m sure that could be considered very creative.
Likewise when the latest video from Silverchair is being edited it could be considered a creative process. Creativity is of course very subjective, but the fact that the data is being changed in the processing task enables it to be classified as creative.
Respond
6. Distinguish: Documentation for users would explain how to use the system to achieve the desired outcome; documentation for participants would explain how to manage and maintain the system to enable it to operate efficiently for users. For example, documentation for a user on how to use a search facility in the local video shop to enquire whether a specific movie were in-house or on loan would involve providing instructions on how to query the system for the movie in question.
Documentation for the participant would involve explaining how to update data so that the information the user received was always accurate.
Mastery test (p180)
Multiple choice
1. c
2. b
3. a
4. d
5. d
6. b
7. b
8. c
9. d
10. c
Fill in the blanks
11. Processing
12. RAM storage
13. register
14. data bus
15. clock
16. buses
17. ALU (Arithmetic Logic Unit)
18. centralised
Page 23 of 42

19. distributed
20. super computer
21 . Match the terms
1 - D
2 - G
3 - F
4 - B
5 - H
6 - J
7 - A
8 - E
9 - C
10 - I
Short answer
22. Summarise:
Processing method Advantages
Centralised Relatively inexpensive
Simple
Distributed Can share data, resources and processing work
23.
24.
25.
Parallel Enormous speed and processing advantages over other processing methods
Disadvantages
Each system is isolated from other systems
Failed network connection is down-time to the processing
Most expensive
Requires specifically designed software
Outline: It is important to document processing tasks for users, participants and systems designers. Users require documentation that is easy to read, explains all technical terms and avoids the use of jargon. Participants need more advanced documentation that details the processing steps they must perform. System designers need to document all the processing tasks for future system upgrades.
Identify: The logical parts of a CPU are the clock, registers, ALU (Arithmetic Logic Unit), control unit, cache, data bus and memory address bus.
26.
Explain: Bias can be introduced into an information system in several of the information processes. It commonly occurs when certain data are ignored during the collection, analysing, processing or displaying processes. The bias can be unintentional or deliberate, but it is almost always the result of a decision made by a programmer, system designer, user or participant. A designer may introduce bias into a system by failing to understand a problem or by giving unclear instructions to programmers or other designers. A programmer can write instructions that force the system to ignore unusual data values. Data collectors can introduce bias by deciding which data and how the data will be collected. Users can introduce bias by editing the reports or results obtained from an information system. All bias, no matter how it is introduced, compromises the quality of the information the system produces.
Discuss: The effect data processing has on the ownership of data cannot be absolutely defined to cover all potential processing and is dependent on the level of processing. In any original work, it is the original concept that is protected by the laws of copyright. In processing an original work, when has the level of processing changed the original concept so much that the ownership should be shared/transferred to the processor and not the originator? This is a difficult question to answer and is one reason why copyright disputes often come down to arguments over the ‘look and feel’ of an original work compared to an alleged altered copy.
Page 24 of 42

Activities (p189)
Remember
1. In serial data transmission all the data bits travel, in their correct order, one after another along the same connecting link.
2. In parallel data transmission each data bit travels along its own connecting path.
3. An asynchronous communication link has no set times for data to be transmitted or received.
4. A computer mouse and keyboard are two common input devices that use simplex for data transfer.
Think
5. A data link with a measured speed of 300 baud can carry 1200 bits of data every second if a broadband link were used. The broadband link would require 4 channels to transmit 1200 bps
[i.e. 300 signal events per second (baud) multiplied by 4 channels equals 1200 bits transmitted per second (bps)].
6. Synchronous data transmission is more efficient than asynchronous because the exact time the data will be received is known. This eliminates the need for stop and start bits – thus reducing the size of the transmission and decreasing the time taken for delivery.
Respond
7. Explain: Broadband is becoming a popular communication technology because of its speed and accessibility to the general public. Because broadband devices can send and receive more than one signal at the same time you can use your connection for the Internet and a telephone simultaneously, for example. Broadband is also now available to most residential areas.
Activities (p194)
Remember
1. A port is a socket on the motherboard where an external device can be attached to a computer.
2. A modem is a communication device that converts data signals between the digital used by a computer and the analogue used in a telephone link. This is called mo dulation/ dem odulation, and the term modem is derived from these two terms as shown.
3. The differences between a LAN and a WAN are the geographic coverage and the cabling and devices. A LAN [local area network] connects computers in the same building or in nearby buildings and the associated cabling and other network devices connecting the computers are installed specifically for the network. A WAN [wide area network] connects computers located over wide geographical areas such as a city. It normally relies on the available telephone and other data links to provide the connections.
Think
4. The basic features required in a modem that is connected to a computer and planned to answer incoming telephone calls are: auto-answer, auto-disconnect, auto-detect.
5. LANs in separate geographical offices, for example Newcastle and Melbourne, could be connected via telephone lines, satellite or microwave relay depending on the technology available at each location.
Respond
6. Define: A WAN [wide area network] connects computers located over wide geographical areas such as a city. It normally relies on the available telephone and other data links to provide the connections.
Page 25 of 42

Activities (p198)
Remember
1. An Internet [IP Internet Protocol] address is a unique set of numbers that identifies individual computers on the Internet.
2. Data encoding is the processing of temporarily converting data into another form.
Think
3. Data compression is an important tool for transmitting and receiving data because it reduces the size of the data being sent and therefore decreases the time required to transfer the data. Large data files and slow communication links create problems for users.
4. Internet addresses assist in e-mails arriving at their correct destination. Encoding enables users of e-mail to transmit non-text data, for example an image. Encoding is performed by the e-mail software running on the computer and converts the data to ASCII text before transmission; the message is decoded by the e-mail software at the receiving end.
Activities (p202)
Remember
1. Telecommuting is staying at home and working through the telephone system.
2. The benefits of telecommuting for business and workers are: workers can set their hours to fit in with family responsibilities; workers do not suffer from ‘commuter stress’ caused by peak hour travel to and from work and so can be more productive; employers do not need to provide as many facilities [desks, telephones, office space, parking space etc].
3. Some of the advantages of selling over the Internet are: a wider customer base, 24/7 sales, lower costs and integration with business systems.
Think
4. Schooling could benefit from telecommuting by making otherwise unavailable subjects or courses available to remote areas. For example, if a Language subject such as Indonesian wasn’t offered in a remote school because there wasn’t enough interest or teaching expertise, a student could enrol in a ‘virtual schooling’ offering Indonesian.
5. A digital movie theatre would not use film, it could use DVDs to screen the movies. Many movies are already available on DVD. This would be a less time and manpower intensive technology than the current film technology. It could also be considered more reliable and transportable than multiple roles of film for one movie. It could also use digital movies (or other entrainment) broadcast over high speed Internet links.
Mastery test (p203)
Multiple choice
1. a
2. d
3. a
4. c
5. d
6. b
7. a
8. c
9. c
10. b
Fill in the blanks
11. simplex
12. modem
13. baud
Page 26 of 42

14. serial, parallel
15. LAN (Local Area Network)
16. encoding
17. Broadband
18. asynchronous
19. half
20. Transmitting and receiving
21. Match the terms
1 - J
2 - F
3 - H
4 - G
5 - B
6 - I
7 - D
8 - A
9 - C
10 - E
Short answer
22. Outline: Some of the effects computer communication technology have had on business include: businesses having their own websites for advertising and/or e-commerce; the ability for employees to telecommute; the ability to form a work group of individuals located anywhere in the world that can communicate via e-mail, voice mail, fax, sharing documents [through the
Web or attachments to e-mail] or teleconferencing.
23. Describe: Communication hardware and software work together to facilitate the transmitting and receiving process by converting the data to an appropriate format for the transmission, restoring the data to it’s original format after receipt, and performing comparison or checking to ensure that the data received is identical to the data transmitted.
24. Explain: It is possible to transmit non-text data, such as an image, through a text only e-mail system using encoding and decoding. Encoding is performed by the e-mail software running in the computer and is the process of converting the data into text. The e-mail software running in the recipient’s computer identifies the part of the message that represents the non-text data and reverses the process to create the original image – this is known as decoding.
25. Contrast: The difference between serial and parallel transmission is how the data bits travel to their destination. In serial transmission all the data bits travel, in their correct order, one after another along the same connecting link. In parallel transmission each data bit travels along its own connecting path.
26. Summarise: Communications technology has effected the changing nature of work for participants and users by enabling the workplace to become more global. Users and participants are now able to communicate and operate on a global scale at a speed faster than any traditional communication form such as snail mail.
Page 27 of 42

Activities (p211)
Remember
1. Display resolution is a measure of the quality of a display.
2. A font is a complete collection of printable characters, all with a consistent design, size and style.
3. The resolution of an audio display is measured by the sampling rate, the bit depth and the number of channels used when the original sound was digitised.
Think
4. Resolution is considered to be the most important issue for VDUs, sound systems and printers as it affects the quality of a presentation and the impact it has on its audience. If information is poorly displayed, for example if it were illegible, it would directly impact on the usability and acceptance of that information.
5. Fonts using the same typeface can be different from each other in terms of appearance. For example the point size, stroke weights (the thickness of the lines) and postures (the tilt of the lines, such as in italics).
6. Navigation can be used as a design tool in a Web page by determining the structure of the site
(which is determined by the content and how the users will be using it) and designing an obvious, consistent and simple interactive interface based around the navigational requirements.
Respond
7. Distinguish: A font is a subset of a particular typeface. A typeface is a distinctive design for a set of characters. It may have many different fonts. A font is a complete collection of printable characters, all with a consistent design, size and style, within the one typeface.
Activities (p221)
Remember
1. All of the following are dynamic display devices: CRT (Cathode Ray Tube); LCD (Liquid Crystal
Display); Plasma display; OLED (Organic Light Emitting Diode), audio system.
2. Three static display devices: Inkjet printers; Laser printers; Plotters.
3. DVI is a Digital Video Interface. A DVI sends a digital video signal to the video display device.
Think
4. Colour display devices require cells or display units organised in groups of three as electronic displays display a colour using different intensities of red, green and blue – the RGB colour system.
5. Plotters are not generally considered a printing device as they only draw complete lines. Printers are much more flexible and will print anything displayed on-screen, photos and shapes/blocks of colour for example.
6. A static display (hard copy) could be more useful than a dynamic display (soft copy) in many situations. One example is when information needs to be disseminated to an audience who do not have access to a computer. Another example is if the display needs to be more portable than a desktop PC.
Respond
7. Summarise: Using different quality paper for inkjet printing can produce different quality results.
The effects of using standard and glossy paper are summarised here.
Standard paper – Rough slightly uneven surface scatters the light in all directions so the image is not as bright as it could be. Has high ink absorption. When ink is absorbed into the paper each
Page 28 of 42

dot tends to spread out and form a larger and less perfectly shaped dot than it should. Therefore the image looks slightly fuzzier than on a VDU.
Glossy paper – Improves the quality of an image. Has reduced ink absorption. The smooth gloss reflects light straight back and makes the image look brighter.
Activities (p230)
Remember
1. A display user interface allows users to control the operation of display hardware and software.
2. Mail merge combines data from a database with a form letter from a word processor to create multiple copies of a document, each containing customised information.
3. A dynamic data link stores the name of the source (original) document in the destination document and the location and format of the shared data. The data are not copied between the documents until the destination document is loaded into the computer.
Think
4. The advantages of charts as a method of displaying information are the impact, speed and simplicity of their ability to show relationships, trends and comparisons. The major disadvantage is the difficulty in selecting the display format that best suits the data.
5. Yes the Web is an example of presentation technology. It is a technology which enables presentations to be delivered to geographically dispersed locations.
6. An overhead projector can be used to project slides that were printed on clear sheets using an inkjet printer.
Respond
7. Distinguish: Dynamic data links and object links both allow users to share data between different software applications. The difference between the two methods is whether the data can be automatically updated and in which document – the source or the destination. A dynamic data link enables a user to update the source document thereby automatically updating the destination document, because in this method the data are not copied between the documents until the destination document is loaded into the computer. An object link enables a user to update the data inside the destination document. However this method does not automatically update the source document.
8. Explain: The exchange of data between documents can improve the display process by providing an appropriate layout that best fits the data and clarifies the message being conveyed. For example, enabling a spreadsheet chart to be displayed in a word processing document with text that helps describe the data instead of presenting the same information as a series of numbers greatly improves the information presentation.
Activities (p234)
Remember
1. A storyboard is a visual plan of a video, movie or animation project. It shows the story as a sequence of scenes.
2. Assistive technology is software and hardware that allows disabled people to use computer display devices.
3. Computer-based systems have changed the way animations are created as key frame hand drawings most likely are scanned directly into a software application that would automatically perform the tweening and colour fill operations previously performed by human specialists in the field.
Page 29 of 42

Think
4. Standards are important for the display of information to ensure that as many people as possible, regardless of physical or other disability, can access resources.
5. A cave wall is a display medium that is older than recorded history.
6. The stages of computer-based animation are the same as traditionally drawn animation: draw key frames; create the frames inbetween (‘tweening’); paint and fill. Both computer and traditional hand drawn animations create a large number of individual frames that are shown one after the other.
Respond
7. Outline: Some of the problems visually impaired Web users could have when visiting a Web site are: text could be too small; they’re unable to distinguish between colours; they’re unable to
‘read’ the site if graphics are turned off and alternative information for images is non-existent.
Mastery test (p235)
Multiple choice
1. c
2. b
3. a
4. d
5. c
6. d
7. d
8. b
9. b
10. a
Fill in the blanks
11. output
12. resolution
13. typeface
14. static
15. LCD (Liquid Crystal Display)
16. DVI (Digital Video Interface)
17. storyboard
18. Mail merge
19. dynamic
20. font
21. Match the terms
1 - H
2 - I
3 - G
4 - E
5 - D
6 - C
7 - B
8 - J
9 - F
10 - A
Short answer
22. Evaluate: It is fair to say that users see display as the most important of the seven information processes. Remember that users don’t usually have interaction with the system except at the end [end users] – the displaying of the information. For the information system to be as useful as possible to a user it not only has to supply correct information, but it has to present it in an understandable and userfriendly manner. If information were presented in a way that wasn’t easily understood by users, it would affect the acceptance and usability of the system.
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23. Outline: Static displays, such as printed paper-based forms, can be used to collect data by requesting that users fill in the details with a pen or pencil. Dynamic displays can be used to collect data by users entering details on a web based data entry form using the keyboard and/or a mouse.
24. Evaluate: The CRT (Cathode Ray Tube) is highly suitable for home computer systems. It is affordable, produces a bright, clear display and is a common component in most desktop systems purchased today. LCD (Liquid Crystal Display) is also suitable for home computer systems. It is becoming more common in standard computer systems, although predominantly portable systems and most recently the iMac. That they use less power and are lighter than
CRTs arguably makes them more attractive VDUs. However they have limited viewing angles and their displays are not as bright. Plasma displays combine all of the advantages of CRT and LCD technology, but the main obstacle to their suitability for the home computer system is their high cost. This is also the reason OLED (Organic Light Emitting Diode) displays are unsuitable for the home computer system at this point in time.
25. Discuss: The improvement of computer technology has meant that participants involved in creating information displays have had to move with the technology and research/learn the display rules associated with the new technology. A simple example is the use of typefaces for printing or electronic displays. A general rule, serif for print and sans serif for electronic displays, demonstrates that participants that previously worked in the print industry would have to learn the design rules for the new medium. Within the different mediums the rules have also changed. Since the first printing press to the latest where the number of colours that can be run on one press is up to 10, this advancement has enabled the display of information to be designed differently. Likewise within the electronic field – from the ‘green’ monitor of many years ago to the LCD displays available today – information can be presented more effectively if the presentation is designed to maximise the available technology.
26
.
Explain: Inexperienced page designers may not know enough about layout design to create an effective design. Layout of data and information is a complex issue and there is a saying ‘you need to know the rules before you can break them’. Inexperienced designers may be tempted to use more than the recommended number of different typefaces in a printed document or use red and green on a web page to distinguish between information [colour blind people can’t distinguish between green and red]. There are many ways an inexperienced designer can affect the display of information. As we have already learnt, if information is poorly displayed it can negatively contribute to the perceived value and usability of the information.
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Activities (p258)
Remember
1. The five stages of the system development cycle are: understanding the problem; making decisions, designing a solution; implementing the solution; testing, evaluating and maintaining the solution.
2. Two methods of obtaining the views of users of a system are surveys and focus groups. A survey is a series of predetermined questions given to users or participants. A focus group brings together a number of people for a group discussion or interview where all can contribute their ideas.
3. A user requirements report defines the needs of users.
Think
4. Focus groups are used in systems development as a tool to understand and identify the problem to be solved. Focus groups are a personal technique where issues can be explored more deeply than they can be in a survey.
5. Issues that would be included in a word processing application survey would depend, to a large degree, on the purpose of the survey. If the purpose were to determine which program was most widely used and customer satisfaction with that program, issues in the survey would be: product identification, satisfaction ratings for each main feature, open ended questions to gather free comment and some direct yes/no questions on willingness to change to a different product.
6. The context diagram is often the first step in designing a data flow diagram as it represents the system as a single process and shows the data that enter and leave the system. It establishes the purpose and boundary of the system to be analysed. This boundary establishment is vital in the first stages of understanding the older system in order to effectively replace it with a new system.
Respond
7. Compare: Personal interviews and focus groups are similar in that they are both face-to-face information gathering techniques. They allow deeper exploration of issues than non face-to-face techniques e.g. survey, and they also enable unexpected issues to be raised more easily than in other situations. The two techniques are different as a personal interview is usually interviewing one person whereas a focus group is, as the name suggests, a group of people being interviewed, participating in discussion.
Activities (p263)
Remember
1. A Gantt chart can be used to schedule a project.
2. A funding management plan estimates the cost of the new system and finds possible sources of funds for development.
3. A communication plan provides a clearly understood means of communication between the participants in a development project. It is particularly important in projects with a large number of participants.
Think
4. A suitable communication technique for occupants in a single city office building would primarily be face-to-face, individual and group as required. Organising interview times and similar processes could be undertaken using noticeboards, intranet and the like. These techniques are suitable because of the geography - a single building - and will be most effective as they are more personal techniques than for example, a paper survey.
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5. An advantage of video-conferencing is that it enables visuals of geographically dispersed individuals to be transmitted to all locations. It is very similar to all being in the same room. When you can see the facial expressions and body language of others in the group there is less chance of misinterpretation. A disadvantage is that delays on audio or the video picture can be disconcerting during discussions - people may be 'stepping on' each other’s conversations or there may be longer silences between speakers due to the delay. Video-conferencing facilities are not as prolific as older technologies such as the phone, and this in turn makes this method of communication more expensive. Of course one of the biggest potential disadvantages is the possibility of hardware or software failure due to the technology dependence of the system.
6. At this stage the analyst should formally communicate any social and ethical issues via their report to management. The result of the report to management is a decision on whether to proceed with the project. It is essential that all relevant information is supplied to management so they can make an informed decision. Ethical and social issues are as critical to the decisionmaking process as other factors, for example financial viability.
Respond
7. Explain: Journals and diaries are both informal records of the work of an analyst. However, a diary is a personal account intended only for the private use of the analyst as it may contain some very personal observations about people, management, equipment, suppliers and others.
A journal is not personal - it contains things such as the analyst's ideas, diagrams, informal thoughts and plans, rough sketches of preliminary DFDs and Gantt charts. A journal can be used by all team members to keep track of decisions and events and help new team members understand the project history.
Activities (p270)
Remember
1. The four constraints in a feasibility study are financial, technical, scheduling and operational.
2. Budgetary feasibility, economic feasibility or cost feasibility are terms also used to describe a feasibility study.
3. The candidates in a feasibility study are the options the systems analyst presents to management as possible solutions to the problem.
Think
4. a) Alternatives to abandoning an option that appears likely to run over time is to consider how to save time in the schedule. Are you in control of the time blowout? Can the deadline be extended?
Will employing more people get the job done quicker? Can existing employees work longer hours
- overtime? Can a compromise between these options be implemented? Of course implementing any new option will impact on other areas of feasibility such as financial costs and so all aspects of feasibility should be revisited before authorising a change in plan. b) Alternatives to abandoning an option that appears likely to run over budget is to consider how to save money in the project. First, is it possible to gain extra funding? Is it possible to negotiate a better price on components? Are there too many people involved? Can positions be performed by less people? Can you scale down implementation plans - divide the project into multiple stages? Is the option providing much more than required in the project specification? c) Alternative to abandoning an option where company participants appear to lack sufficient technical skills is to consider participant up-skilling or re-training. Another alternative may be to redeploy participants without skills and hire appropriately skilled people. d) Alternatives to abandoning an option that doesn't meet the operational goals of the company is to consider whether the company direction and goals are changing or can be expanded to fit the option.
All of these alternatives impact on some other part of the feasibility study, so part of considering alternatives for any particular feasibility constraint is to revisit all other constraints with the
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alternative in mind. For example fixing a scheduling issue may create a financial constraint. You can't stop these impacts, but you must be aware of them before making final decisions.
Mastery test (p271)
Multiple choice
1. a
2. c
3. c
4. a
5. d
6. c
7. c
8. a
9. d
10. a
Fill in the blanks
11. Gantt chart
12. survey
13. feasibility study
14. system development cycle
15. Scheduling feasibility
16. focus group
17. journal
18. organisation chart
19. data flow diagram
20. systems analyst
21 . Match the terms
1 - F
2 - H
3 - G
4 - I
5 - B
6 - A
7 - J
8 - C
9 - E
10 - D
Short answer
22. Identify: A systems analyst may recommend a project be abandoned if any or all of the feasibility areas [financial, technical, scheduling or operational] are exceeding projections and all alternatives have been considered and determined unfeasible.
23. Describe: The role of the Gantt chart in the system development cycle is to list the start and completion dates, staffing and other resources for the project. By recording any changes to these tasks and dates the Gantt chart can recalculate dates and resources and act as an upto-date tool to assist in project management.
24. Clarify: The role of the user in the development of a new system is to advise as much as is possible/as requested on the advantages and disadvantages of the old system, any suggested improvements in operation of a new system and as an advocate in the testing and implementation of a new system. The success or failure of a system can often depend heavily on user input and acceptance.
25. Explain: It is important for a systems analyst to spend time understanding an existing system and its problems so that the solution they ultimately propose actually addresses the existing system problems. If the analyst doesn't understand the system and its problems how can they possibly provide solutions?
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26. Evaluate: One approach to overcome the problem of current staff lacking expertise to use the new system would be to employ qualified participants to operate the new system either on a full-time or outsourcing basis. To evaluate which of these approaches would be feasible the systems analyst would need to consider associated social and financial costs of making current unqualified (in terms of the new system) staff redundant or redeploy them. Another approach to overcome the unqualified staffing problem would be to consider the cost of upskilling the unqualified staff.
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Activities (p282)
Remember
1. ART BRIEF P282-1: See separate file on website.
2. Tools used in the designing the solution phase of the SDC include: context diagrams, data flow diagrams, system flowcharts, decision trees, decision tables and data dictionaries.
3. The elements of a DFD are processes, external entities, data stores and data flows.
4. A typical data dictionary describes the data elements in a database or information system. This involves defining at least the field name, data type and field size. It may also extend to a
Think description of the data element, its source and how it will be validated, and an actual example of its use.
5. Decision trees are easy to read and understand. They're simple enough for non-experts. They have a series of questions that lead to a unique answer and are in terms of true/false responses.
Trees are excellent for analysing expert systems. Decision tables are usually far more complicated to construct and are not as easy for a non-expert to read. Each decision has its own row and needs a column for every possible answer, it can take only a few decisions to create impossibly large decision tables.
6. Designing for ease of maintenance is creating for future updates. An analyst should record the reasons for selecting particular hardware and list ways in which future advances in technology may lead to further system improvements. This may also include not only modelling diagrams, documentation, journals, reports and plans of the system implemented, but features of the system that were planned but then struck from the development because of cost, time or similar constraints.
Respond
7. Justify: The time and effort spent in designing paper-based models for a new system is justified in the cost savings of not implementing a system which doesn’t meet requirements. System development in the hardware and software stage is expensive. If problems are found at this stage it is very costly to fix them. If all solutions are fully explored and tested as much as possible on paper first [paper prototyping - a much more economical stage of development] the chances of finding problems in the more costly stage of development is significantly reduced.
Activities (p291)
Remember
1. The four conversion techniques are: direct, parallel, phased and pilot.
2. When developing a computer-based system the main human factors to consider are users resistance to change, user contribution in the new development and user fears about technology taking their jobs or causing a loss of their status in the organisation.
Think
3. Pilot conversion is different to phased conversion as Pilot conversion involves the introduction of the whole of the new system to a small part of an organisation. Phased conversion involves the gradual implementation of components of the new system over a period of time.
4. Training offered to users would encompass how to get the most from a system, how to use the system and glean all the information they need from it. For example, training a user on how to use the Google search engine may encompass how to construct effective search techniques, where to enter keywords and then click 'go'. Training for a participant would encompass how to enter data into the system which will ultimately appear as information to the user. For example a participant of a real estate system would need training on how to update the current listing information of the system. Users only access ,not update or change, information.
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Respond
5. Outline: Negative effects introducing new technology can have on the morale of users and participants. Users and participants may: fear job loss; resist change; hope the system fails; have negative feelings toward the system, even attempt to sabotage the system.
6. Describe: When introducing new technology the negative effect on morale of participants and users can be avoided by involving users as much as possible throughout the entire design and development process. This approach will give users and participants a sense of ownership as they would have contributed to the creation of something new. When people feel ownership of an entity they usually want it to succeed.
Mastery test (p292)
Multiple choice
1. c
2. a
3. a
4. d
5. b
6. d
7. b
8. b
9. c
10. a
Fill in the blanks
11. direct
12. direct
13. implementation
14. tree
15. dictionary
16. system flowchart
17. data flow diagram
18. context diagram
19. Pilot
20. gradual
21 . Match the terms
1 - H
2 - D
3 - A
4 - I
5 - B
6 - J
7 - G
8 - C
9 - F
10 - E
Short answer
22. Describe: Users play a testing role in the implementation of a new system. They are also involved in training at this stage.
23. Explain: The implementation plan can negatively affect the success of a new system if it doesn't clearly state the stages and timeframes of implementation, and if all factors (including human) weren't appropriately consulted and considered in planning this stage. The plan should describe how the new system will be introduced and how it will replace the old (current) system.
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24.
25.
26.
Distinguish: A system flowchart models a system by looking at its hardware. A data flow diagram is different in that it shows in detail the flow of data between the various processes in the system.
Justify: Providing two different design tools for the same task enables participants/users with varying levels of expertise to understand the system. Decision trees are less complex than decision tables; they're easy to read and understand. Decision tables are far more complicated to construct and read and therefore a higher level of expertise is required to efficiently interpret them.
Identify and describe: Design tools that specifically model the data in an information system are the data flow diagram and the data dictionary. The data flow diagram (DFD) shows how data moves through the system. The data dictionary is a database that describes the data, identifies and organises the data used by information processing systems.
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Activities (p298)
Remember
1. Acceptance testing measures the system's performance against a pre-determined set of standards - it must meet these standards in order to gain acceptance. Acceptance testing is performed by the users of the system using the test data.
2. Functional testing tests whether the system works as it was intended to according to the design specifications. This includes testing it in its working environment and checking how it interacts with other systems.
3. Content testing checks the accuracy or reliability of the information provided by the system.
Think
4. A person who is conscientious, pays attention to detail and is not afraid to challenge or question has qualities needed to be a good system tester.
5. A 'quick fix' solution is generally not a good idea as 'quick fixes' are, by definition, unconsidered changes. Therefore without considering all potential problems a 'quick fix' may cause, unexpected problems which may occur from this unconsidered fix may in turn require more 'quick fixes'.
Respond
6. Construct:
Integration testing
Who
Development team
User testing
What
Do all parts of the system work correctly when connected together? Put site on test server.
Can users gain the information they need?
Users, Participants
Functional testing
Content testing
Compare to specifications, test in all browsers and versions stated on monitors stated
[minimum hardware/software requirements platform].
Check accuracy of information-check the data onscreen against signed-off project storyboards.
Measure system performance
System staff
Content experts, editors
Acceptance testing Users
- page download time etc against specification requirements.
7. Explain: Systems designers should not act as system testers as they have been too involved in the development process. This involvement will either blind them to the systems faults or cause them to select tests that the system will pass.
Activities (p303)
Remember
1. It is necessary to evaluate a new system to determine whether it meets all of its requirements and if it needs modifications.
2. Maintenance is any modification to a system that makes minor improvements or enables the system to continue working at its current level.
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3. Maintenance never stops while the system is in operation as a system must evolve with its changing environment. Information technology advances mean systems can be upgraded to
Think improve operation; new data may reveal 'bugs' that weren't evident with the old data; customers and users may demand more or better information services.
4. The major differences between testing and evaluating a system are when the testing/evaluation occurs, who carries out the testing/evaluation and what the process seeks to achieve. Testing occurs throughout all stages of the system development cycle; evaluation is conducted after implementation. Users or outside consultants carry out testing; users, participants and/or management are involved in evaluation. The purpose of testing is to identify design faults in the system, the purpose of evaluation is to measure the final system against specification and seek improvements in the system.
5. During evaluation of a system interface, operational, ergonomic or hardware issues can arise.
6. Whether improvements were minor or major is one factor to consider when deciding whether to maintain the existing system or action a new system development cycle. Another factor would be whether the modifications enable the system to continue working at its current level or a vast improvement and therefore many other potential operational improvements could be developed as part of a new system development cycle.
Activities (p309)
Remember
1. Ethical issues a systems analyst should consider include: safety; security; privacy; theft, including plagiarism; reliability of data; equity; copyright.
2. Social issues a systems analyst should consider include: ergonomics; work practices; changing nature of work; relationships between participants; psychological factors; design; increased ease of communication and access to knowledge.
3. Characteristics of a people-centred system:
1. Focus is on the problem, not the tool
2. Are easily understood
3. Provide templates and assistants
4. Work reliably
5. Are user-friendly and intuitive
6. Are placed in a suitable environment
7. Are safe
8. Are ergonomically sound
9. Take advantage of the users' skills
10. Look appealing
11. Are efficient
12. Relieve users of repetitive and boring tasks
13. Enhance relationships and interaction with fellow workers
14. Provide equitable access for all.
Think
4. People are like machines in that both can understand the big picture as well as the detail.
However, people get tired, bored and forget; machines don't. People make mistakes and computers operate consistently with programmed instructions. People are slow at handling data in comparison to computers which are very fast. People can think about the nature of work and behave intuitively, computers can't. People can create new ideas and associations, but they also need training and retraining; computers need programming only once. People work best when work is meaningful and computers don't require work to be meaningful; people can identify a nonsensical output and computers can't.
5. Faster operation, greater versatility, easier to use and lower cost are some major advances in the desktop computer since the earliest models.
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6. A decade from now is a long time in information technology system development. Ten years ago the PC was not a household item with the many peripherals accessible to the public today e.g. scanners, web cams. Yet now the issue isn't whether you have access to a computer but whether your Internet access is dial-up or broadband. In 10 years issues such as Internet access will be problems of the past. The home PC may be an entire information, communication and entertainment package in one.
Respond
7. Identify: In the past 20 years information technology has changed our social relationships and nature of our work in society. Social relationships are now global. The Internet enables computer users all over the world to form social relationships as geography is no longer a constraint. Our work has changed in that computers now perform many jobs that were previously done by humans. In other cases information technology has made our work tasks easier for us to perform e.g. video editing.
Mastery test (p310)
Multiple choice
1. b
2. d
3. c
4. a
5. a
6. c
7. c
8. d
9. b
10. a
Fill in the blanks
11. maintenance
12. test
13. Multi-skilling
14. implementation
15. social
16. ethical
17. ergonomics
18. machine
19. users
20. designers
21 . Match the terms
1 - E
2 - D
3 - I
4 - A
5 - J
6 - H
7 - B
8 - C
9 - F
10 - G
Short answer
22. Contrast: Testing covers testing the system at all stages of design and development but before implementation to uncover errors, functionality problems, whether the system performs as intended without error in content and functionality. Evaluation is carried out after implementation - it determines whether a system meets all its requirements its affect on users, participants and people in the wider environment and determines if the system needs modifications and whether these are possible after implementation.
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23.
24.
25.
26.
Explain: It is important for the analyst to decide when the testing process is complete so that the next phase of the system development cycle can begin. Remember that all tasks in the project are scheduled and any variation to the schedule will impact on other stages. Having a test plan will help determine when the testing phase is complete and should assist analysts in maintaining the schedule. Of course if major problems are identified during testing it may be inevitable that the testing process is extended beyond original expectations.
Outline: Management will have to determine the extent of the major problems. In what part of the system do they occur? What other components or constraints are affected? Is the situation able to be addressed by extending the project time or budget? Management should consider all possible solutions, and their affect on the project, before considering whether it is so serious that the project should be abandoned.
Explain: A test plan is an important tool in the development of a new system as it sets out the various types of formal tests to be performed. Testing without a formal plan can result in poorly considered changes to the system which can affect the system in unexpected ways. Poorly considered changes could create new problems for which more poorly considered changes will be needed. These may create more problems, and so on.
Discuss: A systems designer is as much a social designer because they are creating a new system which will have human users and participants. The human factor is of the utmost importance in the success of the new system. Users and participants are involved in all stages of the system development cycle. Having this high level of input requires the analyst to design a system which will be accepted by the users and participant, take into account their requirements and their operational ability. Humans operate and think differently to a machine and these factors are important social concerns in systems development.
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