roo1revision lo1 how ict can be used to meet business needs lo3 know how ict can be used to support...

ROO1REVISION

LO1 How ICT can be used to meet business needs LO3

Know how ICT can be used to support business

working practices

LO2Know how to work with information and data to meet specified needs

LO4Understand how legal,

ethical, safety and security issues affect how computers should be used

How ICT is used by individuals

and businesses

Factors affecting the choice of

system

Connecting peripherals to a

computer system

Connecting to a wireless network

Monitoring of employees by organisations

Data capture methods

Storing data

Data Transfer

Backups and recovery

How legislation affects business computer users

How moral and ethical issues

affect business computer users

The implications and consequences for organisations of

data loss, corruption and

theft

How businesses can communicate with employees

and others working remotely

How diary management

software can be used to organise work schedules

Creating and editing documents

collaboratively

Threats to data security and how to deal with them

Useful Revision Resources

Keywords

LO2• The types of data you need to know are:

– Text – any character– Integer – whole number– Real numbers (floats) – numbers with decimal places– Date – date/time– Boolean - true or false eg. M or F, Yes or No– Image – a graphic file

• Coding data is used to save space in a spreadsheet/database file– Data can be coded eg. Y or N instead of Yes or No– Every item in a database is given a code that can be searched for or sorted into order– Data such as ‘red animated car’ is more complicated than a code such as

‘ani_car_red’ and takes longer to process• Verification checks that the data entered is the same as on the original data capture sheet

– Double-entry – you have to enter the data twice (sometimes two different people) so the computer can alert the person writing the data to any issues

– Visual check – see if the data in the computer is the same as the original data capture sheet

• Validation– presence check - ensures that data is actually entered by the user – data type check - ensures that the data is the correct type – format or picture check - ensures that the data is in the correct format – range check - ensures that the data is within set limits – character check - ensures that only allowed characters can be entered and others are

rejected.!

Data Capture Methods computingMK

• OCR Nationals Revision Book pages 37-43• LO2 Fling The Teacher in the student drive

Data typeBooleanInteger

Float/real numberDate

ImageData captureCoding data

Data accuracyVerificationValidation

Presence checkRange checkFormat check

Paper formOnline form


Keywords

LO2• The nature and type of the information to be collected will determine the way data is

captured – Customers names and phone numbers are text (remember 0 is removed by a

computer)– How many centimetres a piece of artwork is would be numbers



Nature of informationManual capture

Automatic captureData capture formDrop-down menu

BoxesTextbox

Radio buttonBarcodes

Matrix bar codes (QR)

Man

ual p

aper

-bas

ed fo

rms • Pre-printed

forms with questions and spaces for the answers

• Paper-based forms are often filled out by a member of staff who asks questions and then writes the answers onto the form Se

nsor

s / b

ar c

ode

read

ers • Barcodes

• Matrix (QR codes)

• Sensors• NFC• RFID

Onl

ine

data

cap

ture

form

s • Similar to data capture forms but automatically captured from the user (does not require a human to help)

• Drop-down menus

• Boxes• Textboxes• Radio buttons


Keywords

LO2• Quick Response Codes (QR codes)

– Also called matrix bar codes– They contain more data than a normal bar code– The code is made up of black modules arranged in a square pattern on a white

background and can be read much faster than ordinary bar codes. – QR codes can be read by a smartphone using a free app. – Animated World Books could have one to link to a webpage about their artwork

• Radio Frequency Identification (RFID) tags – Small devices which use radio waves to transfer data from the tag to a computer

system– RFID tags could be use to allow different access rights to each area of AWB offices

• Near field communications (NFC) – Often called ‘contactless’ – Used in shops to pay for items under a certain limit without the need for a PIN– Used in smartphones to create radio links over a very short range of a few centimetres

or less (touch/tap another device that is close)– You don’t need to pair like with Bluetooth but it is slower to transfer data

• Sensors– Convert physical variables, such as temperature, pressure or light, into electrical

signals.– They can be used for measuring the temperature or light levels of offices, which could

then be used in controlling an air conditioning system



Matrix bar codes (QR)RFID tags

NFCAnalogue and digital

data

https://www.google.com/url?sa=i&rct=j&q=&esrc=s&source=images&cd=&cad=rja&uact=8&ved=0CAcQjRw&url=https://www.flickr.com/photos/samchurchill/5181496553/&ei=mrwrVcC8N8Wt7gaUm4C4Ag&bvm=bv.90491159,d.ZGU&psig=AFQjCNFP45xxhQMNYIBiUWaVHV0IgLoxDQ&ust=1429016081418073


Keywords

LO2• Why is it better?• Data Capture Forms

– Drop-down menus– Boxes– Textboxes– Radio buttons




BoxesTextbox

Radio buttonBarcodes


Keywords

LO2• How could Catherine make use of matrix barcodes? • John, a new customer, must set up an account by completing a form on the website

before he can place an order. To do this, he will need to choose a username and enter the country where he lives. – Explain why each username used on the Animated World Books website must be

unique– Explain how the form could make sure that John can enter only a valid country

name– Explain the advantages and disadvantages of using an online form rather than

customers expressing an interest on paper? • Explain one possible disadvantage caused by using a paper-based form to capture the

information Richard needs• Richard has created a user form on his website which people can fill in and submit if

they want further information. What are all the features of a user form and what is their purpose?

• Explain why the use of data validation could improve the effectiveness of the data that is submitted on these forms?

• Explain the role of data verification in data capture • What types of data might the input form include?• Design a suitable online data capture form. Marks will be awarded for: items to be

included; good use of space; fitness for purpose; annotations to justify decisions• The results of the input form get stored in a database. Why is data coded in a database

and give an example of what it would look like?• Explain how cost would influence the decision about whether to adopt RFID technology



Data typeBooleanInteger

Float/real numberDate

ImageData captureCoding data

Data accuracyVerificationValidation

Nature of informationManual capture


BoxesTextbox

Radio buttonPresence check

Range checkFormat check

Paper formOnline form

Analogue and digital dataBarcodes

Matrix bar codes (QR)RFID tags

NFC


Keywords

LO2• There are two categories of file format:• Proprietary

– Owned by a software company, you need permission to produce software that uses it

– docx (Word); fla (Flash); wma (audio file)• Open

– Other software companies can use them– txt (text file); pdf (document); mp3 (compressed audio)

• The choice of file format will depend on– The contents– What software it was made on– How Animated World Books intends to use the file eg. Sending an image to a

client would need an open, compressed image file eg. jpg so they don’t need any specialist software

• Animated World Books will need to consider security so they do not lose data– Most simply they can use physical security to protect their data –

guards/keys/bars– Biometrics/RFID tags in staff badges could allow access to certain areas– AWB staff need to also take precautions – log off, save regularly – AWB can control which staff can see specific files and folders using permissions

and what they can do with them with access rights eg. read/write– AWB’s website will need to be secure – using the https protocol when customers

enter sensitive information. Then the data would be encrypted (scrambled) when it is sent. The same encryption key can unscramble the message eg. The bank taking payment

Storing data computingMK


File formatProprietary

Open formatData securityAccess rightsPermissions

Physical securitySecurity badges

EncryptionSecure websitehttps protocol


Keywords

LO2• The internet is a large network of computers • You can connect to it via your network:

– Wired network• can be expensive due to cabling especially if the building is old• All devices connect to a hub, switch or router (see Network hardware sheet)

– Wireless network• you connect via a wireless access point; uses radio waves • Netbooks, tablets and smartphones have built-in wireless adapters

• Richard travels around the world so might make use of:– 3G/4G – mobile internet on his smartphone/netbook/laptop (possibly with

tethering which is where you use your smartphone or mobile phone as a modem)– 3G/4G is not usually as fast as wired/wireless networks (though I would not

completely agree with OCR!)– 4G has a greater bandwidth than 3G so it will be quicker for Richard to use the

‘net– He needs to consider roaming charges if using his smartphone abroad, mobile

data is particularly expensive outside of Europe and is not included in most data plans

– He might choose to connect to a ‘hotspot’ but he should be aware that this is a public open network so someone could potentially hack into his equipment as steal data

• It’s the combination of bandwidth and latency that determines the data transfer speed:– Bandwidth is the amount of data that can transfer through an internet connection – Latency is the time delay between when you click on a link and the time when

this is detected

Data Transfer computingMK


InternetWired network

Wireless network3G4G

Wireless Access Point

HotspotData transfer

speedsBandwidth

LatencyRouter


Keywords

LO2• Animated world books would use email:

– Internally – staff might email each other, particularly if some work from home– Externally – they might email customers about artwork

• It is unlikely that they would use email to send graphics as the graphics are likely to be too large

• AWB might use file sharing to share graphics files – the creators would upload to a file server and then the person who needs to see the graphic could download it

• Peer-to-peer file sharing might be used which a file can be transferred from one device to another without using the file server

• Cloud computing is becoming more popular – Users usually don’t know the location of the servers as they do not own them– The company offering the Cloud computing is responsible for the security/uptime

of the server which can be more cost-effective for a small company as they don’t have to purchase the equipment/security themselves

– Issues to do with some cloud computing as to who owns the rights to the files– You can only access a file via the internet so require a connection

• When transferring any images or documents AWB will need to consider optimisation and compression:– The aim of optimisation is to reduce the time it takes to access a website (or run a

program) and compression is needed to reduce the image file size– The lower the file size, the quicker it will transfer/display in browser etc.

Data Transfer computingMK


EmailFile sharing

Cloud computingFile compression

Optimisation


Keywords

LO2• You need to remember the difference between a backup and an archive

– Backup – a copy of a file that is currently/regularly in use– Archive – a collection of files that are no longer used reguarly but need to be kept

• The type of backup needed will depend on the scenario in the exam– The AWB HQ might have tape systems or additional servers to save backups and

archives– Richard, as he is travelling, might use CD/DVDRW or USB memory sticks to backup

his work or send to clients (he will need to be careful not to lose them!)– Incremental backups only create copies of the data that is new or changed. You

can get syncing software to do this even with portable hard drives, You can restore from an incremental backup quickly – but may lose your most recent work

– It is a good idea to make backups on different types of removable media in different places – there is no point Richard having a backup of graphics work in the hotel room sat next to his laptop

• A disk image is a complete copy of a disk. It is not just a copy of the files on the disk but also of the disk file structure

Backups and recovery computingMK


BackupArchive

FrequencyRemovable media

Incremental backup

Disk imageTape systemCD/DVDR/W

USB memory stick

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