Standard Grade Computing Studies
Unit 2 - Introduction to
General Purpose Packages
Word Processing
Database
Spreadsheet
Graphics
Multimedia
Desk Top Publishing
Web Page Authoring
Internet
Name: . . . . . . . . . . . . . . . . .
Class: . . .
Bishopbriggs Academy
Contents:
GPP1 – General Purpose Packages
What is a General Purpose package
Why do we need General Purpose Packages
GPP2 – User Friendliness
3
3
5
8
User Friendliness
The Human Computer Interface
The WIMP interface
Templates
Wizards
8
8
9
10
10
GPP3 – The Human Computer Interface
12
On-Line Help
On-Line Tutorial
Graphical User Interface
Toolbars
Keyboard Shortcuts
Customising the HCI
User Friendly features
12
13
13
15
15
16
17
GPP4 – Selecting General Purpose Packages
19
GPP5 – Common Features of a GPP
22
The packages available
Overlap between packages
Deciding which package to use
List of common commands found in GPPs
Advantages of using a GPP
19
20
20
22
24
GPP6 – Social Implications – Employment
26
GPP7 – Social Implications – Security and Privacy
30
The effects of introducing computers to the workplace
Working conditions
Ensuring data is correct
Preventing data loss
Preventing data from being misused
The Data Protection Act
The Computer Misuse Act
The Copyright Designs and Patents Act
26
28
30
31
31
32
34
34
GPP8 – Economic Implications
36
Initial costs
Replacement costs
Running costs
Staff costs
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36
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End of Unit Questions
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Bishopbriggs Academy – Standard Grade Computing Studies
GPP1 General Purpose Packages
In this chapter you will learn:
• What a General Purpose Package is
• Why we need General Purposes Packages
What is a General Purpose Package?
When the first computers were sold all software for
them was custom made. This meant that a company
might have one program to handle its employee
records, another one to handle its customer records,
another one to handle its orders and a further one to
handle its stock. Each would be unique. Each used a
different method of entering data, editing the data and
storing the data – even though the tasks were very
similar – they all store, search and sort data.
This had very obvious disadvantages…
• Custom writing software for every task is very
expensive and time consuming
• An operator familiar with one system could not
work another so errors would often be made when
an operator moved from one system to another
• Transferring data from one computer to another
was very difficult
General Purpose Packages (GPP’s) are commercially
produced software packages, which are designed to
overcome these problems.
A General Purpose Package is a piece of software, which
is designed to carry out a set of similar tasks.
Unit 2 – Introduction to General Purpose Packages
3
The General Purpose Packages that you will study in
the Standard Grade Computing Studies course are…
• Word processing –for working with text
• Database –for organising information
• Spreadsheet –for working with numbers
• Graphics –for working with pictures
• Multimedia –for presenting text, pictures, sound
and video
• Desk Top Publishing –to layout pages of text and
pictures
• Web Page Authoring –for creating web pages
• Internet – for working with the Internet
• Expert Systems – for solving problems
This still means that the average computer user will
likely need several software packages – but far, far less
than before.
The one area of computing which does not use General
Purpose Packages is games – they are all unique!
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Why do we need General Purpose Packages?
• A single GPP can be used to carry out several
similar tasks so this will save the company money.
• GPP’s allow us to store large amounts of
information and retrieve it quickly when changes
have to be made.
• Each of the different classes of GPP stores its data
in a way that is best for its purpose. For example…
o A Word Processor stores text along with
information about its size, style, font and
colour. It also stores information about how
the text should appear on the page. This lets
you set out a piece of text properly with title
pages, page numbers, footnotes, etc.
o A Database stores its information so that it is
easy to search for any information or perhaps
to present the information in a different
order or in a different layout.
o A Spreadsheet stores numbers and formulas
to make it easy to carry out calculations.
Change one number and any formulas that
use that number will immediately recalculate
the answers to the formulas.
• It is easy to copy information kept on a computer.
Companies make regular backup copies of their
work in case their original files become damaged.
Unit 2 – Introduction to General Purpose Packages
5
• GPPs make it easy to change the font, style or size
of text of a document and also how it is laid out on
the page giving the user more flexibility when
they create their documents
• GPP’s allow users to make sure that information
stored is accurate, complete and up to date.
Accurate data means that it is entered
correctly. GPP software will often
automatically check for simple errors like
spelling mistakes or impossible dates like the
30th of February to help you enter accurate
data.
Complete means that nothing is lost or
missing. Some GPP software will only let you
continue if you have supplied all the
information it expects and prompt you if you
miss anything out.
Up to Date means that changes are easy to
make which encourages the users to make
them regularly.
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• GPP’s make it easy to share information between
businesses and organisations. Computers running
the same packages can easily move data from one
computer to another. Even if they are not running
exactly the same package, most GPPs will still
allow the users to exchange data through a
network, by email or by sharing disks.
This improves the flow of information between
and within organisations
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Homework/Written Exercise 1
1.
Use the following words to complete these
sentences:
problems similar organising
place
backup money purpose flexible easy
graphics word processing
multimedia
a)
A GPP is a piece of software that is designed to
carry out a set of __________ tasks.
b)
_______ _______ is used for working with text.
c)
Database is for _________ information.
d)
Desk Top Publishing is used to _______ text and
pictures on pages.
e)
________ is used for working with pictures.
f)
____________ is used for presenting text,
pictures, sound and video.
g)
Expert Systems are used to solve __________.
h)
GPPs are more ________ in their use so this
saves a company ______.
i)
GPPs makes it ____ to deal with large amounts of
information.
j)
Each GPP stores its data in a way that best suits its
_______.
k)
_________ copies should be made in case the
original files are lost or damaged.
2.
Describe what is meant by the terms accurate,
complete, up-to-date.
Credit only
3.
How do the use of GPPs improve the flow of data
within an organisation?
Unit 2 – Introduction to General Purpose Packages
7
GPP2
User Friendliness
In this chapter you will learn…
•
•
•
•
•
what is meant by ‘User Friendliness’
what is meant by the ‘Human Computer Interface’
what a WIMP system is
about the use of Templates
about the use of Wizards
User Friendliness
If a program is designed in such a way that it is easy to
learn and easy to use then the operator is more likely to
use it and will get through their work quickly.
A program which is easy to learn and easy to use is said
to be ‘User Friendly’.
Some of the main factors, which help make a program
User Friendly are…
•
•
•
•
•
•
•
•
a clearly laid out screen
meaningfully labelled menus and menu items
helpful error messages when things go wrong
checking that a user has entered data correctly
making sure that the user has missed nothing out
the type of Human Computer Interface
the availability of ‘Templates’
being able to use ‘Wizards’
Human Computer Interface
The Human Computer Interface (or HCI) is how
the user and the computer interact with each other or
what the user sees when they sit down at the computer
screen.
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The most common type of HCI in use today is the
WIMP system. This is used in almost all
microcomputer systems. WIMP Stands for:
•
Windows – areas of the screen to work in.
Each
task is given a different window for its work.
• Icons – pictures uses to represent commands and
objects like documents, programs, folders, disk
drives or printers.
• Menus – lists of commands from which you can
choose an item.
• Pointers – allow you to make choices by pointing
at and selecting from the menus and icons. This is
controlled by a pointing device such as a mouse.
For example: Microsoft Windows XP looks like this…
Menus
Icons
Window
Pointer
A WIMP system is very easy to use and can be learned
very quickly by new users. The HCI plays a big part in
User Friendliness.
Unit 2 – Introduction to General Purpose Packages
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Templates
A template is an outline document that has been
prepared in advance.
The layout of the text, the font, the size and style are all
preset. The user then just has to change the heading,
insert any new text and the document is ready. No time
is wasted getting the layout ‘just right’. It also means
businesses documents will have a uniform (or
corporate) look.
Many GPPs come with a large set of templates ready to
use. Businesses will create their own in their corporate
style
Wizards
A wizard is a small program that will guide the user
through a complicated task.
For example if you were to install a new printer in your
computer, a wizard would guide you through the
process by asking you a series of questions about how
you want the printer set up. At each stage it would
check that your answers make sense. It would not
proceed with the installation if you tried to do anything
silly. Only when it has a sensible set of correct answers
would it actually install the necessary software to use
the new printer.
Many GPPs come with wizards, not just to install the
program but also to let you carry out more complicated
tasks with your software. For example you may find a
wizard which will guide you through the process of
making up a database to hold the names and addresses
of your friends.
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Bishopbriggs Academy – Standard Grade Computing Studies
Homework/Written Exercise 2
Complete the following sentences using the words
below…
template
windows
clearly
user friendly
pointers
corporate
correctly
wizard
missing
HCI
install
helpful
pictures
lists
a) A ____ _______ program is easy to learn and
easy to use.
b) A _____ laid out screen helps make software
user friendly.
c) _______ error messages help make software
user friendly.
d) Checking that data has been entered _______
helps make software user friendly.
e) Ensuring that nothing is _____ helps ensure
that software is user friendly.
f)
The ____ is how the user and the computer
interact.
g) ______ are areas of screen to carry out a task.
h) Icons are small _______ to represent
commands.
i)
Menus are _____ of commands.
j)
_______ let you choose the icons or menus.
k) A ________ is an outline document that has
been prepared in advance.
l)
The use of templates gives a company a
_______ look.
m) A ________ is a small program which guides
the user through a complicated task.
n) Wizards are often used to ______ new software.
Unit 2 – Introduction to General Purpose Packages
11
GPP3 The Human Computer Interface
In this chapter you will learn more about these features
of an HCI…
• On-line help
• On-line tutorials
• Graphical User Interfaces
• Toolbars
• Keyboard Shortcuts
• Customising an HCI
On-Line Help
When you are using a package and encounter a problem
you need help!
On-line help is a set of answers to common problems
that people have when using the program.
The easiest way to solve the problem is to ask the
program you are using for the answer. The on-line
help system appears in its own window and you type in
what you are having problems with. It will then look up
your question and if it finds a matching answer it will
describe how to ‘fix’ your problem. On-line help saves
you having to look through the software manual and, as
it is part of the program, you can use it while the
program is running.
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Bishopbriggs Academy – Standard Grade Computing Studies
On-Line Tutorial
An On-line Tutorial is a series of lessons, which takes
the user through the software demonstrating its
features.
It is very useful if you are using the package for the first
time.
Having On-line Help and On-line Tutorials available,
add to a program’s User Friendliness.
NOTE: The term “on-line”, when it is used with ‘OnLine Help’ and ‘On-Line Tutorial’ means that these are
available from within a program – it does not mean
that they are available over the Internet!
Graphical User Interface
The WIMP Human Computer Interface is part of what
is known as a Graphical User Interface (or GUI).
There is more to a WIMP interface than just windows,
icons, menus and pointing devices. For example, a
window might contain radio buttons, check boxes, popup menus, text boxes, buttons, rulers and scroll bars.
This picture of a Page Set-up Dialog window from
Microsoft Word shows the use of radio buttons, check
boxes, pop-up menus, text boxes and buttons all used in
a single window.
Unit 2 – Introduction to General Purpose Packages
13
Pop-up Menu
Check Box
Text Box
Radio Buttons
Buttons
This picture shows another window from Microsoft
Word for a new word processing document with rulers
and scroll bars.
Rulers
Scroll Bars
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Toolbars
This is another feature of a Graphical User Interface.
A toolbar groups commonly used commands in the
form of icons in a strip that is normally placed above or
at the side of a document.
Selecting an icon on a toolbar is much quicker to use
than having to open a menu and selecting an item. It is
especially useful for commands that will be used
frequently.
One of the tool bars from Microsoft Word looks like
this…
New
Open
Save
Print
Cut
Copy
Paste
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Keyboard Shortcuts
For some experienced users, using a toolbar is still too
slow for them. Instead they will use an additional
feature called Keyboard Shortcuts.
A keyboard shortcut is a way of activating a
command by pressing a combination of two or more
keys together.
The most common commands like New, Open, Save,
Print and Help all have keyboard shortcuts.
Unit 2 – Introduction to General Purpose Packages
15
Undo
Customising an HCI
Customising means being able to alter parts of the
HCI to suit the user.
The user can change certain of the HCI’s parameters
such as mouse speed, screen size and desktop patterns
etc.
This is especially useful for someone with a disability.
For example, someone with poor eyesight might make
everything on the screen appear bigger to make it easier
to read.
Pupils in a school may only have a limited set of
commands available to them to prevent them changing
a computer setup by accident or to keep them focused
on their task.
Modern operating systems like Microsoft Windows XP
and Apple OS X will let each user customise their HCI
to suit them. When they log on to the computer it uses
the parameters they have saved to recreate their own
particular look and feel. When they log off and the next
person logs on it will set up with that person’s
individual parameters.
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Bishopbriggs Academy – Standard Grade Computing Studies
The features that make software user friendly should
now read…
• a clearly laid out screen
• meaningfully labelled menus and menu items
• helpful error messages when things go wrong
• checking that a user has entered data correctly
• making sure that the user has missed nothing out
• the type of Human Computer Interface
• the availability of ‘Templates’
• being able to use ‘Wizards’
• having on-line help
• having an on-line tutorial
• using a Graphical User Interface
• having a Toolbar in a program
• having Keyboard Shortcuts in a program
• being able to customise the HCI
Unit 2 – Introduction to General Purpose Packages
17
Homework/Written Exercise 3
1) What is meant by the term ‘on-line help’?
2) When might you use on-line help?
3) What is meant by the term ‘on-line tutorial’?
4) When might you use an on-line tutorial?
5) What does the ‘on-line’ part of on-line help and
on-line tutorial mean?
6) Name four parts of a GUI apart from windows,
icons, menus and pointers.
7) What is a toolbar?
8) What is a toolbar used in place of?
Credit only
9) What are keyboard shortcuts?
10) Why are keyboard shortcuts provided when the
user already has a toolbar and menus?
11) What parameters of the HCI can the user
customise?
12) Why is it useful for a school to be able to
customise its HCI?
13) Why is it useful for a home user to be able to
customise their HCI?
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Bishopbriggs Academy – Standard Grade Computing Studies
GPP4 Selection of General
Purpose Packages
In this chapter you will learn:
• The uses of different types of general purpose
packages
• The ability of a package to fulfil more than one
purpose
• How to decide on the best package to use
The main General Purpose packages that are used
are:
• Word processing –to manipulate text to create
letters, reports etc.
• Database –to store information so that it can then
be searched through or sorted easily.
• Spreadsheet –to manipulate numbers with the
help of formulas to so that calculations can be
performed quickly and accurately.
• Graphics –to create and manipulate pictures
• Multimedia –to combine text, pictures, sound and
video into a single presentation.
• Desk Top Publishing –to layout text and graphics
on pages to make books and magazines.
• Web Page Authoring –to create information sites
on the Internet.
• Internet – the browser and e-mail packages we use
to communicate on the Internet.
• Expert Systems – using someone else’s expertise
to solve a problem.
Unit 2 – Introduction to General Purpose Packages
19
Overlap does exist between these packages. Some
examples are:
1.
Drawing a graph
Method 1
Use a graphics package to draw the graph
Method 2 Use a spreadsheet with chart facility
2.
Calculate the total of a column of numbers
Method 1
Use a spreadsheet
Method 2 Use a Database
This overlap is becoming increasingly more common
because as packages become more sophisticated they
have added features. For example, many word
processors now include a drawing facility.
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When faced with a problem or task you must be able to
select the correct GPP for that problem.
To decide what software to use, you must…
1. Decide exactly what the problem is you need to
solve
2. Consider what software you have available
3. Consider what software you know how to use
4. Consider what computer hardware you have
available
5. Decide which software that will run on the
computer systems will be the easiest for you to use
to solve the problem
Sometimes you will need to use a combination of two or
three packages to solve a problem.
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Bishopbriggs Academy – Standard Grade Computing Studies
Homework/Written Exercise 4
1. Match the user to an appropriate General Purpose
Package (use each one only once!)…
User
Secretary
Package
Junior doctor
Photographer
Foreign journalist
Accountant
Lecturer
Magazine editor
On-line shop manager
Librarian
2. Give an example of how a Drawing package can be
used to carry out a similar task to one of the other
GPPs.
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3. A school is intending to set up a monthly magazine
for its pupils.
a) Make a list of the different items of hardware
that the school should buy giving a reason for
each of your choices.
b) Make a list of the different software packages the
school should buy giving a reason for each of
your choices.
Unit 2 – Introduction to General Purpose Packages
21
GPP5 Common Features of GPPs
In this chapter you will learn…
• about the common features of a General Purpose
Package.
• The advantages of using a General Purpose
Package
Most general purpose packages have the following
features in common:
Open/Run Application
allows the user to start the
program
New
creates a new document
Open/load file
allow the user to use an existing
document
Save file
documents can be saved to media
using the backing storage device
Print a file
allows copies of documents to be
made on paper
Insert data
allows new data to be inserted in
to a document
Amend data
make a change to the data in a
document
Delete data
remove data from a document
Change text style
font, style, size of text can be
altered to change its appearance
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Copy part of a file
this allows you to select a part of
your document and then make a
duplicate of it which can be
inserted elsewhere in the
document or in another
document. Often called ‘Copy
and Paste’.
Move part of a file
this allows you to select a part of
your document and then move it
to somewhere else in the
document or to another
document. Often called ‘Cut and
Paste’.
Set Header
allows you to enter a piece of
text that will appear at the top of
every page in a document. Often
used to show the title or author’s
name throughout a document.
Set Footers
allows you to enter a piece of
text that will appear at the
bottom of every page in a
document. Often used to hold
page numbers.
Print Part of a file
allows you to print only the part
of your document that you want
instead of printing all of the
document
Unit 2 – Introduction to General Purpose Packages
23
Advantages of a GPP
You have already learnt that individual types of General
Purpose Package are targeted at certain areas and that
they share common features. This gives them certain
advantages over individually written packages.
• A General Purpose Package with a User Friendly
Human Computer Interface will let the users
get through their work more quickly.
• Common editing features such as inserting,
amending, deleting let the users make changes
easily.
• Familiarity of the user with a General Purpose
Package means that they can carry out many
similar tasks with the same piece of software – this
gives the users increased productivity.
• Common features such as being able to move part
of a file, copy part of a file, set headers or set
footers means that the users have flexibility in how
they lay out their work.
• It is easier to deal with the vast amounts of
information that is now available to us through the
Internet. General Purpose Packages make it easy
for us to find, capture and reuse the parts of that
information in ways that suit us best.
• Using GPPs improves the flow of information
between and within organisations as it is easy to
move data from one GPP to another through
networks, on discs or by e-mail.
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Bishopbriggs Academy – Standard Grade Computing Studies
Homework/Written Exercise 5
1.
Which common feature of a GPP is used to…
a) put a title at the top of every page ____________.
b) correct spelling mistakes ________________.
c) remove data from a document ______________.
d) store a file on media _____________.
e) make a copy of a document on paper ___________.
f)
copy an existing document from media to memory _____.
g) add new characters into a document __________.
h) make text bold ____________.
i)
create a document _______.
j)
duplicate part of a document ________________.
k) add a page number to the bottom of every page ________.
l)
place a section of text in a new position ____________.
m) print out just one page from a 5 page document ________.
2. Use these words to complete these sentences…
editing
quickly
a) A user friendly HCI lets users get through their work
more __________.
b) Common __________ features let users make changes
more quickly.
3. How has the use of GPPs lead to
a) increased productivity,
b) increaded flexibility?
Credit Only
4. How have GPPs helped us deal with the Internet?
Unit 2 – Introduction to General Purpose Packages
25
GPP6
Social Implications Employment
In this chapter you will learn:
• The effects on employment
• The effects on working conditions.
The introduction of computers running General
Purpose Packages has changed the types of jobs that
people do in the workplace. Most employees now need
to be able to use a computer system and to be familiar
with at least the common features of General Purpose
Packages. There is much less opportunity for workers
with no or poor computer skills.
General Purpose Packages have also changed the types
of job that people do and made these jobs more varied
and interesting.
For example, a typical business will need computer
operators, maintenance engineers, systems analysts
and programmers where before they just had clerks and
typists.
Many workers have undertaken retraining as part of
their job. This has allowed them to learn new computer
skills and keep their job. This is expensive for the
company but in the long run most companies benefit
from giving their workers proper training as the
employees are then more efficient and more productive
for the company.
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Bishopbriggs Academy – Standard Grade Computing Studies
Unfortunately the introduction of computer systems
has had big effect on employment. There have been
many job losses in offices and factories and fewer job
opportunities for young people. Only those who can
use up-to-date hardware and software are required.
However there are obviously new
opportunities for people who can
write software, make and repair
hardware or even train others to use
a computer system.
New jobs have also opened up such as in Call Centres
and the companies which send out advertising in the
from of Mail Shots - these are individually tailored
adverts sent to millions of households around the
country to try to create new business.
Unit 2 – Introduction to General Purpose Packages
27
Working Conditions
There have been many changes to people’s working
conditions since the introduction of computer systems
and the use of General Purpose Packages.
The Health and Safety at Work Act was amended in
1992 to ensure that regular users of computers have…
• adjustable seats and monitors to improve user
comfort.
• plenty of space to work in comfort.
• good lighting which does not flicker.
• curtains or blinds to reduce glare.
• an environment that is not too dry or humid and
does not have noisy equipment.
It was once thought that the introduction of computer
systems into offices would lead to the paperless office
where all data would be moved around electronically.
However this has not been the case.
One of the effects of the ease at which documents can
be created, amended and printed has meant that people
now print more than they actually need to, so rather
than moving from a paperless office businesses have
seem a big rise in the amount of paper that they use.
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Bishopbriggs Academy – Standard Grade Computing Studies
Homework/Written Exercise 6
1.
Use the following words to complete the following
sentences…
maintenance engineers, common, clerks, computer
retrained, call, programmers, mailshots
a) Most employees now need to be able to operate a
_________.
b) They must be familiar with the _________
features of a GPP.
c) Before computers, offices employed ______ and
typists.
d) Many staff had to be _________ to use the
computers.
e) Companies also need to employ ___________.
f) Large companies will also employ analysts and
__________.
g) New jobs have been created in ______ centres.
h) ________ are used to send out personalised
advertising.
2. Why were fewer workers needed when computers
were introduced?
3. What happened to the workers who were kept on?
4. What are the benefits of giving staff proper training?
5. What skills do you have to show when you apply for
many jobs today?
6. List four features of the working conditions of a
modern office.
7. Why was the dream of the paperless office not
realised?
Unit 2 – Introduction to General Purpose Packages
29
GPP7 Social Implications Security and Privacy
In this chapter you will learn about…
• ensuring that all personal data held is correct
• preventing accidental loss of data
• preventing the misuse of data
• the Data Protection Act
• the Computer Misuse act
• the Copyrights and Patents Act
The increase in the use of computer systems means that
more and more personal information is stored about
people. It is important that organisations make sure
that this data is correct, and not lost or misused.
To ensure that any personal data held is correct…
• Any individual has the right to see and to check
their own personal data. They can ask to see any
information being held about them and to have
any incorrect data changed as long as they have
proof that it is wrong.
• Organisations will regularly ask their employees to
confirm that the information held about them is
correct in case they have changed address or
phone numbers and not passed the information on
the organisation.
• There are some exceptions to this however like the
Police, Inland Revenue or Social Work. Their
records do not have to be shown to individuals.
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Bishopbriggs Academy – Standard Grade Computing Studies
To ensure data is not lost…
• An organisation must make regular backup
copies of work. These must be stored in a safe
place (like a fireproof safe) and also tested
regularly to make sure that they work to reduce
any chance of losing data.
• Anti-virus software must be installed and kept upto-date to prevent data from being corrupted
To ensure data is not misused
• Only authorised personnel should be able to
access computer areas by keeping these in locked
areas. If that is not possible then individual
computers can be fitted with security locks
to restrict their use.
• Use User IDs and passwords on computer
systems, which will restrict access to only the files
and information that the user requires.
• Very sensitive data can be encrypted to make it
unreadable to unauthorised users.
• Record and keep track of who has accessed files
• Install a firewall to prevent access to computers
through the Internet.
Accessing a computer system without consent is called
“Hacking”. It is illegal!
Unit 2 – Introduction to General Purpose Packages
31
Credit Only
The Laws that affect the use of computer data
The Data Protection Act, 1984 amended 1998
This is the main law that affects how data about
people is collected and used.
In simple terms this states that all personal data
must be accurate and up-to-date, gathered fairly,
only used for its declared purpose, kept safe and
destroyed when it is no longer needed.
To ensure this, the Data Controller (the personal or
organisation holding the data) must…
• Apply for permission from the Data Protection
Commissioner to keep personal data on a computer
before they start to collect any data
• Convince the Data Protection Commissioner that
they have a good reason for collecting the data, the
data will be collected fairly, only used for its stated
purpose, kept safe and destroyed when no longer
needed.
If a Data Controller makes a successful application then
these details will be recorded in the Data Protection
Register.
The Data Controller must then apply the following Data
Protection Principles
• Only data described in their Data Protection
Register entry is gathered
• The data is only used for the purposes described in
their Data Protection Register entry
• The data held is accurate and up-to-date
• An individual has access to check and if necessary
have their own data corrected
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Bishopbriggs Academy – Standard Grade Computing Studies
The data is kept secure
Enough data is kept to fulfil its stated use
No unnecessary data is kept
Data is destroyed when it is no longer needed
Data is only transferred to another country if
similar measures can be shown to be in place
• If the information would form part of a legal
contract, or is essential for a business transaction
or is needed to carry out a public duty then the
data can only be processed if the individual gives
their consent.
•
•
•
•
•
Data Controllers will then employ Data Users to
actually collect and process the personal information
for their company or organisation.
The individuals who have data held about them are
referred to as Data Subjects. This law gives them
certain rights…
• To know if data is being held about them and to be
able to get a copy of this information
• To be able to check their data and have anything
wrong corrected – provided they can prove it is
wrong
• To ask for compensation if data held about them is
wrong or if an unauthorised person has obtained
their data.
• To know why data about them is being collected
and used
• To be certain that decisions made about them is
not made solely as a result of processing data
about them
• To know who their data is going to be given to
• To prevent data about them being processed if it is
likely to cause them harm or distress
Unit 2 – Introduction to General Purpose Packages
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If a Data user finds that their rights have been infringed
then they can make a complaint to the office of the
Data Protection Commissioner who will
investigate on their behalf and if necessary take action
against the Data Controller.
The Computer Misuse Act, 1990
This law controls access and use of computer systems.
It is illegal to…
• access a computer without the owner’s permission
(Hacking)
• modify computer materials without the owner’s
permission. This includes…
o Writing a virus program which
prevents a computer from
running properly
o Changing someone’s password
to prevent their access
o Altering or deleting someone’s
software or files.
Penalties can be fines or up to 5 years in jail!
The Copyright, Designs and Patents Act, 1988
Computer software is protected from unauthorised
copying for up to 50 years after it was published.
It is illegal to…
• make pirate copies of software
• possess pirate copies of software
• run pirate copies of software
• send or receive copies of software over the internet
to make or let someone else make pirate copies
• allow employees to make, hold or use pirate
software on a company’s computers
Penalties can range from fines up to 10 years in jail!
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Bishopbriggs Academy – Standard Grade Computing Studies
Homework/Written Exercise 7
1.
Use these words to complete the following sentences…
anti-virus,
check,
lost,
regularly
a) An individual has the right to see and to _______
information held about them is correct.
b) Many organisations _______ ask their
employees if their records about them are
correct.
c) Organisations should make regular backups to
ensure data is not ______.
d) _________ software should be installed to
prevent loss.
2. Which organisations are exempt from letting you
check if information held about you is correct?
3. Describe four ways that are used to prevent
hacking.
Credit Only
4. Which law controls how personal data is used?
5. Who are the following people referred to in the
DPA?
a) Data Controller, b) Data User, c) Data Subject?
6. List four of the data protection principles a Data
Controller must satisfy in order to use personal
data.
7. List four of the rights of a Data Subject.
8. Which actions are illegal under the Computer
Misuse Act?
9. Which actions are illegal under the Copyright,
Designs and Patents Act?
Unit 2 – Introduction to General Purpose Packages
35
GPP8 Economic Implications
Setting up computer systems in business usually costs a
lot of money initially. This is because both hardware
and software can be expensive, and some staff may
have to be retrained.
Types of costs:
Initial Costs:
• Buying the computer Hardware and Software
• Creating suitable working conditions with good
lighting, ventilation and furniture.
• Staff training (although some staff may lose their
jobs which will save wages)
• Employing computer specialists – technicians to
install and keep the computers running
Replacement Costs
• Updating Hardware and Software
Running Costs
• Consumables - Buying ink, toner, disks etc
• Maintenance - Keeping the hardware and
software running
• Making and storing backup copies
• Telephone bills and access costs for an Internet
connection
Staff Costs
• Staff wages
• Continuing Staff Training to keep their skills upto-date
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Bishopbriggs Academy – Standard Grade Computing Studies
Homework/Written Exercise 8
1.
Use these words to complete the following
sentences…
specialists, software, retrained, working conditions
a) A company which is going to introduce
computers into its business will need to spend
money on computer hardware and
__________.
b) The company must ensure their workers have
good _______ __________.
c) Staff will need to be ________ to use the
computers.
d) Computer __________ like technicians will
need to be employed to keep the systems
running.
2. Why does computer hardware and software have to
be upgraded regularly?
3. Describe four running costs of operating
computers.
Credit Only
4. What initial cost will have to made for staff who
lose their jobs?
5. Why do staff need to be regularly retrained?
6. Why would staff who have been retrained from
clerks and typists to become computer operators
expect a rise in their wages?
Unit 2 – Introduction to General Purpose Packages
37
End of Unit Questions
A golf club keeps all of its member’s details on cards.
They wish to update their membership system by
transferring all of the member’s details to computer
files. The President is in charge of the golf club and the
membership details are handled by the Membership
Secretary.
1.
Use some of these words to complete the following
sentences…
templates, productive, right, GPP, buy,
backup, retrained user friendly, hardware
a) Using a ____ allows the Membership Secretary
to access information more quickly than with
the old card system.
b) To prevent loss of data a _________ should be
taken regularly.
c) The computer system is more __________
because changes to membership details can be
made quickly.
e) Before the Membership Secretary transferred
the membership details to the computer she
had to be ___________.
e) All members will have the ____ to check that
their membership details are correct.
2. A common, user friendly system is a WIMP
system. Wimp stands for…
W ________
I ________
M ________
P ________
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Bishopbriggs Academy – Standard Grade Computing Studies
3. When the membership secretary first starts to use
the new computer system she uses an on-line
tutorial.
a) How does this help her?
b) How will an on-line help system help her later on?
4. Name two features of a GUI that will help her speed
up her work.
5. What changes may have to be made to the office that
the Membership Secretary uses when she changes
from using the card system to the computer system?
Credit Only
6. The golf club will need to register their intention to
hold personal data before they can make the
transfer.
a) Which law governs the use of holding personal
information?
b) Who will be the Data Controller for the golf
club?
d) Who will be the Data User for the club?
e) Who are the Data Subjects in the club?
7. The golf club is concerned that unauthorised people
might access the confidential member files. This is
known as hacking.
a) Which law makes this illegal?
b) What other activity is illegal under this law?
8. The Membership Secretary suggests that, in order
to save money, she will use a copy of a package she
has at home. What is wrong with this?
Unit 2 – Introduction to General Purpose Packages
39
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Bishopbriggs Academy – Standard Grade Computing Studies