AS IT Deck RESIT

Question 1

State what is meant by Data

Answer 1

Data are details which are meaningless because they lack relevance. It is either no use to a user or not in the form that the user can use. 
Data can be:
– Numbers
– Words
– Images
– Sound

Question 2

Where can data come from?

Answer 2

1. From the output of a MIS
2. From the results of an experiment
3. Automatic measurement of environmental quantities
4. From a survey
5. From a transaction

Question 3

State where information comes from

Answer 3

Information comes from processing data.
People or computers can find patterns in data which gives them information which enhances their knowledge of the subject.

Question 4

State what information is

Answer 4

Information is data which has been:
– Processed
– Converted to give it meaning
– Organised in some way.

Question 5

State where knowledge comes from

Answer 5

Knowledge comes from applying rules to the information which then helps makes decisions.

Question 6

State what is meant by encoding data

Answer 6

Encoding is a process where data is shortened.

Question 7

State why we encode data?

Answer 7

– Fast to search
– Takes up less storage space
– Easier to check that a code is accurate using validation checks.

Question 8

Give an example of encoding data

Answer 8

Size of clothes:
• S = Small
• M = Medium
• L = Large
• XL = Extra large

Question 9

State the 2 problems with encoding data

Answer 9

– Coarsens precision
• The encoded data is less accurate than the data originally collected. A database may contain a persons eye colour. What happens if someone has green/blue eyes? You will settle for one colour and then question the integrity of the current data stored. What if we were talking about paint colours? We loose detail on the shade of the colour.

– Value judgements
• The person entering information into the database or
collecting the original data will have to make judgements about which code to use. Data is collected on heights of people. The person collecting or entering may have to make a judgement as to what code to use, i.e. T for Tall, M for Medium and S for Short. Value judgement can be different for different people. One person may think Chloe should be put as M but someone else may say S.

Question 10

Explain why managers need information

Answer 10

All managers need information, they make decisions based on the information obtained from day-to-day operations as well as from external information. Some of the types of decisions can be placed under the following headings:
• Planning
• Directing
• Forecasting

The higher the manager is within the business, the more responsibilities they will have which means they will need to view different information.

Question 11

State how information aids decision making

Answer 11

– The more information there is that is relevant to making the decision, the less risk there is in taking the decision.

– Information enables a manager to take corrective action, i.e. if a customer owes a large amount of money, then no orders should be sent to them.

– Simulations can be performed using spreadsheet software to perform ‘what if scenarios’ using the information.

Question 12

State how information can be monitored

Answer 12

Information can be used to monitor progress. For example, companies can use the data to compare themselves against targets set. Individual staff can judge their performance using their sales figures
from the previous sales. Companies can compare
monthly sales figures.

Question 13

State how information can be used to target resources

Answer 13

Using information for the targeting of resources:
– Organisations only have a limited amount of resources, i.e. money, human resources, time, hardware, software and materials.
– These resources need to be correctly allocated, this can be achieved by using ICT, i.e. creating schedules, planning projects and stock control systems.

Question 14

State the competitive advantage information can give a manager

Answer 14

– Most companies have a competitor (a company which sells similar products or services to the same type of customer). Therefore it is imperative that
organisations remain competitive. In order to do this it is necessary to:
• Use market research information from customers to
understand why they use the product/service.
• Ensure all customer orders are always satisfied by having accurate stock information.
• Be able to anticipate customer demand from previous sales information.

Question 15

Data Collection

Answer 15

Money- Consumables (e.g. ink/paper) for giving out paper forms.

Time - Marketers will travel to interview people, which takes time.

Human Resources - Staff like marketers will need training on interview techniques.

Question 16

Data Entry

Answer 16

Money- Expensive hardware, e.g. barcode scanners..

Time - Entering data by typing using a keyboard.

Human Resources - Cost of training staff to operate equipment.

Question 17

Processing

Answer 17

Money- Data analysis software can be very expensive.

Time - Batch processing lots of data takes time.

Human Resources - Staff will need to receive training on using a database.

Question 18

Maintenance

Answer 18

Money- Unexpected costs when hardware needs replacing.

Time - Making backups of data can be time-consuming.

Human Resources - Technicians are needed to solve maintenance issues.

Question 19

State what is meant by Quality of information

Answer 19

A decision needs to be made on how reliable the information is, this is important as decisions are made from this information.

Question 20

State the factors that MEASURE the quality of information

Answer 20

• Accuracy of the information, i.e. a credit card statement must have the correct rate of interest applied. No errors! Even minor erros can lead to poor
quality decisions being made eg giving someone
a +£5000 balance instead of -£5000.

• Relevance for a particular use, a band wanted a break down of their earnings for all months over the last 3 years and the company only gave them the earnings for the year. Information should not include data that is not needed. Receiving more information than is
needed can lead to information overload and the
information needed to be able to make effective
decisions becomes lost amongst data that is not
needed.

• How up-to-date the information is. Information should be accurate when it is presented. It should be a true reflection of how things are at the time.
• The completeness of information. Information must include all the data that theuser needs to make his decision. Nothing should be left out. Information must include all the data that the user needs to make his decision. Nothing should be left out.

• Correctly targeted, information should be presented to people who need it, otherwise can cause overload. Information should be presented to the people
who need it. Giving information to people who
don’t need it can lead to information overload. It
can also create confusion and could result in
confidential information being in the wrong
hands

• How easy the information is to understand, the information should be clear and any code used should be explained. Information should be set out in a clear format that is appropriate for the intended audience.

• How much user confidence there is in the information.
Information should have the confidence of the
users. If the user believes the data is inaccurate
or the original source of the data is unreliable
then the information will be useless to them. No
decision can be made based on such information.

• Timely - Accurate information must be available when
  needed. No decision should be based on
  ‘accurate’ information which is 2 weeks old!

Question 21

How to find Information

Answer 21

– On-line sources
• Intranet
• Internet
– CD-ROMs
– Non-ICT sources of information

Question 22

State what is meant by Online Sources

Answer 22

On-line sources can provide information about the company and systems of other companies.
• Intranet – An internal network that uses internet facilities. It allows staff within the business to look at any information from any department which
is made available.

• Internet – Many companies subscribe to on-line services which provide them with the information they need. For example, high street travel agents have access to flights that aren’t available to book direct.

Question 23

State what is meant by CD-ROMS

Answer 23

Information on a CD ROM cannot be altered.

Information on this disc may include a list of known UK Addresses sent from the Royal mail which is updated quarterly.

Question 24

State what is meant by Non-ICT sources of information

Answer 24

Some files are still stored on paper files as it takes time to transfer them to the computer. Non-ICT information could include directories such as the Yellow Pages, maps, etc.

Question 25

State the problems with inaccurate data

Answer 25

Problems with inaccurate data:
– Incorrect decisions may be made which may result in loss of money
– Goods may be sent to the wrong address
– Spend time sorting the mistakes out
– Loss of trust
– Being prosecuted under the DPA 1998.

Question 26

State the different types of data errors

Answer 26

– Transcription
– Input
– Processing
– And transmission

Question 27

State what is meant by transcription errors

Answer 27

These errors are mistakes humans make when either keying in data or filling in forms. They often occur from not proof reading work (verification).

Careful training of staff and stressing the importance of
accurate data entry may help reduce transcription errors.

Validation performed by the computer program that accepts the data can help, but the incorrect data being entered is often valid data which means that it is impossible to detect.

Question 28

State what is meant by input errors

Answer 28

Data that has been checked via validation and verification methods can still be incorrect. It is usually human involvement at the data collection
or input stage.

The only way to avoid these errors
are to keep human involvement to a minimum and
therefore use direct methods of data capture such as
MICR, OCR, OMR, bar coding, etc.

Question 29

State what is meant by Processing errors

Answer 29

Processing
– A programming error which is usually undiscovered during testing, may cause the program to crash.

– Using the wrong version of a data file rather than the latest one.

– Incorrect formulas in spreadsheets not detected during testing will result in the wrong information being output.

– Damage by viruses

– Equipment malfunction, i.e. hard disk drives may break down occasionally.

Question 30

State what is meant by transmission errors

Answer 30

Transmission is when data is passed through a communication medium, it is important that the data is not corrupted in anyway.

A parity check is used to check the file is not corrupted.

Question 31

State what is meant by a Validation check

Answer 31

Validation checks data entered is sensible and reliable.

For a piece of data to be valid, it has to be obey certain rules.

For example if a field is set to accept numbers and a letter is entered instead, the letter is not a valid piece of data therefore will not be accepted.

If the surname ‘James’ was entered instead of ‘Jones’, it would still be accepted as both pieces of data are valid even though one is incorrect.

Question 32

State the two types of errors you can have when using data.

Answer 32

Transcription (transferring of data to the computer. Problems usually arrive from not understanding someone talking; poor handwriting; misinterpretation).

Transposition (typing data into the computer at high
speeds, usually the swapping of characters).

Question 33

State the different types of validation checks

Answer 33

Validation checks are used to restrict the user as to the data they can enter.
There are many different validation methods:

– Data type check (check the data entered is the same type as the data specified for that field)
– Presence check (checks that data is present, i.e. a password)
– Length check (checks the data is entered has the same amount of numbers specified, i.e. a phone number needs 11 numbers)
– Range checks (checks data entered is within a particular range, i.e. a birthday day needs to be between 1 and 31)
– Format checks (checks that data is entered in the correct combination, i.e. a post code has 2 letters, 3 numbers followed by 2 letters.
– Check digit (added to important numbers such as
account numbers. The numbers are placed at the end of the block of numbers. A check is done when the number is entered to ensure the correct number is entered correctly.

Question 34

State what is meant by verification

Answer 34

Verification means checking data entered matches the original source of the data, i.e. the data entered into a computer must perfectly match the data on the form you are typing from.

Question 35

State the 3 different types of verification

Answer 35

– Proof reading (carefully comparing the data entered to the data on the original form)
– Double entry of data (one or two people enter the same data source into the system, only if the two sets of data are identical, will it be accepted)
– Sending back printouts (printout out what has been typed in and sending it back to the person who supplied it, to check it).