6.3.1 The features and functions of data systems and their importance to organisations

Question 1

Define:

Data wrangling

Data Wrangling

Answer 1

Process of changing unorganised and raw data into standardised data which makes it useful

Question 2

State:

The 6 main steps in the data wrangling process

Data Wrangling

Answer 2

• Discovery
• Structure
• Cleansing
• Enrichment
• Validation
• Publishing

Question 3

Explain:

Discovery

Data Wrangling

Answer 3

Initial step of understanding the data and fully understanding what the data is about and understanding the data will enable the best outcomes for its analysis

Question 4

Explain:

Structure

Data Wrangling

Answer 4

Most data is unstructured and disorganised so it must be give na structure to make sure it is accessible and this structure will depend on the requirements of the output for analysis.

Question 5

Explain:

Cleansing

Data Wrangling

Answer 5

Remove any anomalies from the data and make sure that it does not skew the final analysis if the requirements are not fully met. Cleansing will also remvoe any formatting anomalies from varied collection methods.

Question 6

Explain:

Enrichment

Data Wrangling

Answer 6

If data that has been collected not fully meet the requirements, then one solution is data enrichment (or combining data sets). Enrichment of data involves adding or combining data sets so that the results of processing and analysis meet requirements fully. Data enrichment can be beneficial by saving a company by reducing the amount of primary data needing to be collected.

Question 7

Explain:

Validation

Data Wrangling

Answer 7

Checking the reliability, quality and safety of the data is authenticated. This means checking the data to ensure it is complete and all data in a given field meets the same structure and level of completeness that is required.

Question 8

Explain:

Publishing

Data Wrangling

Answer 8

The data output is full and complete and will enable analysis to be carried out. When publishing, the data must be made appopriately accessible.

Question 9

State:

The 7 core functions of data systems

Core functions

Answer 9

• Input
• Search
• Save
• Integrate
• Organise (Index)
• Output
• Feedback Loop

Question 10

Fill The Blank:

The …………. function of a data sytem is the collection of …….. data

Core functions

Answer 10

Input, Raw

Question 11

Fill The Blank:

………………… can be carried out on data to meet the specific needs and …………………….. of the organisation and can be done multiple times with different ……………….. on saved data

Core functions

Answer 11

Searching, Requirements, Criteria

Question 12

Fill The Blank:

Inputted data can be …………. to allow processing, …………… and searching later on. This data can also be edited and resaved

Core functions

Answer 12

Saved, Analysis

Question 13

Fill The Blank:

Different data ………… and formats can be integrated into a single ………………… producing a full and complete output that meets specified needs and requirements. This is the core function …………………..

Core functions

Answer 13

Types, Location, Integrate

Question 14

Fill The Blank:

Saved data can be given an ………… to ensure that it meets the needs of the end ……… and can increase the speed of …………………… data. ………….. can be efficient and time-…………….. This is the core function …………………..

Core functions

Answer 14

Index, User, Searching, Indexes, Saving, Organisation

Question 15

Explain:

Output core function of data systems

Core functions

Answer 15

The processed and analysed data is sent to the relevant people or places

Question 16

Explain:

Feedback loop core function

Core functions

Answer 16

Feedbck is output that is returned to, usually senior management, to help evaluate the process to correct tasks carried out in the input stage etc.

Question 17

Fill The Blank:

Data entry is done by combining data …………., but initially is usually done by a ……………….. who is capable of making ………….. during data entry. There are features that can be used to reduce the number of data entry …………..

Data entry and maintenance

Answer 17

Stores, Person, Errors, Errors

Question 18

Explain:

Transcription errors

Data entry and maintenance

Answer 18

Occur either when copying the data from the source document for data entry or by a user entering data online and the wrong key is entered or hitting two keys at once - entering incorrect data

Question 19

Explain:

Transposition errors

Data entry and maintenance

Answer 19

When two eltters or numbers have been reversed

Question 20

Define:

Validation

Data entry and maintenance

Answer 20

Checks that the data being entered into a digital system is sensible and reasonable, and checks it against pre-set rules

Question 21

Define:

Verification

Data entry and maintenance

Answer 21

A check to see whether the data being entered into a digital system is identical to the surce document or initial data entry

Question 22

Fill The Blank:

Validation is used to (attempt to) check that entered data entered is …………….., reasonable, within predefined ………………… and is …………………….

Data entry and maintenance

Answer 22

Sensible, Boundaries, Complete

Question 23

FIll The Blank:

If an error in data entry is found on an online form, a useful …………… should be provided with details about the error and how it can be ……………….

Data entry and maintenance

Answer 23

Message, Solved

Question 24

Explain:

Briefly, GIGO

Data entry and maintenance

Answer 24

Garbage In, Garbage Out

If incorrect data is entered, the data stored will also be incorrect and when any processing is done, the correct results of the processing may be correct in terms of the data but will be incorrect in terms of accuracy and usefulness.

Question 25

Fill The Blank:

After data has been entered, during its lifetime it will need to be ……………… For example, by regular scheduled searches to remove redundant or expired data

Data entry and maintenance

Answer 25

Maintained

Question 26

State:

5 main ways data can be presented

Visualisation

Answer 26

• Graphs/charts
• Data tables
• Reports
• Infographics
• Maps/Heat maps

Question 27

Explain:

Data table

Visualisation

Answer 27

Extract or the result of a query from an information system, logically sorted and summarised - often used in reports alongside other visualisations

Data must be small and related for a data table to be suitable.

Allows for precise data to be presented whereas a graph could not do this

Question 28

Explain:

Graphs and charts

Visualisation

Answer 28

• Makes it easier to understand data
• Easy way to show complicated data
• Common in reports at all levels of business
• Easy to identify trends and patterns using a graph or chart

Question 29

Explain:

Dashboard

Visualisation

Answer 29

Live interface from an information source that shows how data is now, often with historic data

Question 30

Explain:

Infographics

Visualisation

Answer 30

• For a less technical audience
• Information can be lost for looks
• Helps get complex ideas across to a mixed audience
• Collection of images, charts/graphs and minimal text

Question 31

Explain:

Maps

Visualisation

Answer 31

• Data visualisation on a map which could show live data or historic data
• Overlay information onto a map to show how data will alter based upon location

Question 32

Explain:

Heat Maps

Visualisation

Answer 32

• Use a colour scale over the data to show different levels

Question 33

State:

1 disadvantage of using a graph to represent data

Visualisation

Answer 33

If the graph poorly presents the data then the end user can misinterpret the data

Question 34

State:

3 of the common types of graphs

Visualisation

Answer 34

3 of:
* Area chart
* Bar graph/histogram
* Column chart
* Dual axis chart
* Line graph
* Pie chart
* Scatter plot
* Stacked bar graph

Question 35

Explain:

Reports

Visualisation

Answer 35

A report will be a formal overview of the data showing the essential data that is needed to fulfil the specified requirements and needs of the end user.

Data must be represented in an easy to read format so end users can easily visualise and understand the data report