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ICT AS > Characteristics of Standard Applications Software and Application Areas > Flashcards

Characteristics of Standard Applications Software and Application Areas Flashcards

1
Q

What is a word processor?

A

A generic applications package that allows the entry, editing and formatting of text to create a range of documents.

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2
Q

Give 3 examples of documents created in a word processor?

A

Letters, memos and reports.

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3
Q

What does WYSIWYG stand for?

A

What you see is what you get. This means that the user can be sure the screen layout will match the printed layout. Most word processing packages have this.

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4
Q

What is a desktop publishing package?

A

This allows users to combine images and text to create publications.

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5
Q

Give 4 examples of publications made with a desktop publisher.

A

Flyers, brochures, posters, business cards.

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6
Q

What is a spreadsheet package?

A

Spreadsheet packages enable the user to produce both mathematical and financial models, and to produce graphs to represent the data. They process data and can perform a lot of calculations so are mostly used for processing numerical data.

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7
Q

Can a spreadsheet handle text?

A

Yes.

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8
Q

What does a database package do?

A

Database packages enable the user to handle data, such as sorting and searching. The data can be split into tables and relationships, created between the tables to allow the data to be joined together.

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9
Q

What does a web authoring package do?

A

You can create websites in this OR even in a word processor if you convert the document to a web page. Some training will be needed to use this sort of software.

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10
Q

How are web authoring packages used?

A

Web pages are visual representations of code, generally HTML. Most web authoring packages do not require the user to write any code as pages are created using a graphical interface. It is then possible to edit the code to perfect it, if you know how.

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11
Q

Most web authoring software packages offer formatting facilities such as:

A

Colour options for background, text, lines and boxes. Font size/style. The positioning of objects and layout of items such as tables.

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12
Q

What does HTML stand for?

A

Hypertext Mark-up Language

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13
Q

What are the advantages of creating a website using web authoring software?

A

The exact effects required can be developed/ There are wizards for specific tasks. WYSIWYG. A site manager can be used.

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14
Q

What are the disadvantages of creating a website using web authoring software?

A

Some degree of knowledge and technical ability are required as not all concepts from word processing will apply. And it’s often more expensive to purchase than a standard applications package.

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15
Q

What are the advantages of creating a website using standard application software? (Such as a word processor)

A

Very little technical knowledge is required. If a standard word processor can be used then a web page can be easily created. And it is likely the user already has a standard applications package so no extra cost on software.

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16
Q

What are the disadvantages of creating a website using standard application software? (Such as a word processor)

A

It is very difficult to get the page to look exactly how you want. It’s not WYSIWYG. The code is messy and often not compatible with all browsers. Likely to be no site management or uploading tool.

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17
Q

What is presentation software?

A

Can be used to produce presentations to be shown on printed acetate or a computer and projector, to an audience. Good for presentations for speeches. You can set timers on them to run automatically without user interaction.

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18
Q

Describe some features of a school administration system.

A

Systems used within schools and colleges to assist in the day to day running of the establishment.

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19
Q

What are three features of a school administration system?

A

A database to hold records, a facility to record students marks and an attendance monitoring facility.

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20
Q

What must the database within a school administrations system do?

A

Be able to store students’ personal details such as next of kin, doctor, mode of transport to school and also give a unique identification number, a UPN (Unique pupil number).

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21
Q

What must the facility to record students marks within a school administrations systems do?

A

This must record subject marks against students, store historical data against the student and be able to prepare reports based on students results.

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22
Q

What must an attendance monitoring facility within a school administrations system do?

A

The system must be able to record student attendance, absence and type of absence. Summarise their attendance. Produce lists of outstanding absences and produce required averages for school documentation.

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23
Q

What is a stock control system?

A

A system that knows how much of each item is in stock, when orders are due and how much stock is required on certain days. It can sometimes order stock and update stock records when the stock is delivered.

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24
Q

What is JIT ordering in a stock control system?

A

Just in time ordering. This means that the stock held is being kept to a minimum and materials are delivered on the day/day before. This is so the profit is spent on more stock.

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25
Q

Who are the two main users of a stock control system?

A

Shops and manufacturers.

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26
Q

Describe shop stock control systems.

A

Shops try to keep their shelves stocked but they do not want too much. Stock control systems for the shops need to be linked to the sales system to try to identify trends. They need to know of special offers that may increase sales.

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27
Q

Describe the manufacturing stock control systems.

A

They need to know all of the components required to create a product. They are linked into the ordering system so they can see how much stock they require to meet demand.

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28
Q

What 6 things must the manufacturing stock control system have?

A

Have a list of all stock items and suppliers, a list of all components for the item if the stock is manufactured, know the minimum and maximum stock levels, be able to work out how much to order, have links to the orders database and update the stock records when deliveries are received.

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29
Q

What are booking systems?

A

Many things can be booked like train tickets, show tickets or doctor’s appointments. Booking systems are a way of doing this.

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30
Q

What are the three main ways of using a booking system?

A

The telephone, the internet or by person/post/fax. Booking through the internet is the most popular.

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31
Q

What must a booking system allow a user to do?

A

Select a time and date, select an event, specify numbers (adults, children), check availability, check price, change options, confirm and pay.

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32
Q

What is a route finder?

A

Software where you enter a variety of information about a start and end point and it will plot a route between the two. This can be done and printed out or using GPS in an in car system.

33
Q

What is an advantage of using GPS with a route finder?

A

It is possible to change the route while in the middle of it. If the user did a wrong turn or if the driver became aware that a road was blocked. Some new systems automatically check and change the route accordingly.

34
Q

A route finder system must be able to:

A

Specify the location you are leaving from and going to, specify places and roads you want to pass through or avoid, specify the type of journey (scenic, fastest, cheapest), and save and print a route in a number of formats (text, maps).

35
Q

What are customer records/accounts?

A

All companies need to keep records of customers. These are common and essential to businesses. They include contact and ordering details. The DPA has implications with regard to storing customer information and how that information is used.

36
Q

What is the DPA?

A

The Data Protection Act.

37
Q

A customer record/accounts system must enable the user to:

A

Store contact details of customers with unique ID’s for each one. Store orders with a unique number. Store orders against customers. Generate invoices. Store customer payments against the customer and the invoice. Handle discounts and returns.

38
Q

What is a wizard?

A

A wizard facility helps the user to produce the final product. The wizard found in each application will present options to the suer which apply to that application.

39
Q

How does a wizard work?

A

A wizard goes through a range of different screens where the user makes choices, after they’ve gone through all of them they have a completed document. Wizards help users who many be unfamiliar with a task.

40
Q

Advantages of a wizard?

A

They save time for the inexperienced user, they ensure that no important information is forgotten, standard formats can be used and there is an element of user friendliness.

41
Q

Disadvantages of a wizard?

A

There is no individuality to the end result. The end results may not fully meet the needs of the user. It is harder for documents to be tailored to meet the needs.

42
Q

What are templates?

A

A template provides standard preset layouts and formats. So, in a word processor, a template will determine the basic structure and settings of a document.

43
Q

What is a template likely to determine?

A

Character formatting (font size, colour, type), page formatting (margins, size, layout), text insert (standard words, date, time), graphics inserts (logo, position).

44
Q

NOTE: There are different kinds of templates.

A

So in a word processor, you may find templates for letters, memos, reports, faxes, etc. In presentation software a template will specify the colour scheme and the master slide.

45
Q

NOTE: Users can create their own template and save it to use it whenever they wish.

A

NOTE: A variety of pre designed colour schemes are also available in most presentation software packages. There are sets of balanced colours designed for use as the main colours of a presentation.

46
Q

NOTE:

A

When a preset design template is applied to a presentation then the presentation software will offer a set of predesigned colour schemes to go with that design template.

47
Q

What are styles?

A

Styles are similar to templates and are used to set out layouts. The use of styles ensure that all documents produced conform to a predetermined layout.

48
Q

Give an example of a style being used.

A

The styles used in a book can be extensive, ensuring consistency throughout all formatting features.

49
Q

What are styles?

A

Styles are similar to templates and are used to set out layouts. The use of styles ensure that all documents produced conform to a predetermined layout.

50
Q

Give an example of a style being used.

A

The styles used in a book can be extensive, ensuring consistency throughout all formatting features.

51
Q

Advantages/disadvantages of styles?

A

Documents are produced to a consistent house style. Different people can work on parts of the same document and the end results will still be consistent. A disadvantage is that someone needs to develop the style before it can be set as a template.

52
Q

What are macros?

A

A macro is a set of stored commands that can be replayed by pressing a combination of keys or by pressing a button.

53
Q

How does a macro work?

A

Recording a series of commands to be run whenever that tasks needs to be performed. The complexity is only limited by the task requirements and the ability of the programmer.

54
Q

What are some examples of macros?

A

Moving to a different part of the spreadsheet, running a calculation, closing the application, printing, adding a header and footer to the spreadsheet.

55
Q

What are some advantages of macros?

A

A repetitive task can be performed using simple instructions. Errors may be reduced as the instructions included in the macro are run automatically and are the same each time. Inexperienced users can performed complex tasks by using a pre-recorded macro.

56
Q

What are some disadvantaged of macros?

A

Errors may occur if the conditions when the macro is run are different from those when it was recorded. Users must know and remember the key combination to run the macro. Inflexible, may not do exactly what the user wants. If it is run from a different starting point it may go wrong. To correct errors the user has to know how it was recorded.

57
Q

Describe the design considerations for tailored data entry screens.

A

Data-entry screens can be tailored to meet the needs of the enduser. This can be in either a database or a spreadsheet package. The type of application being used to enter the data is irrelevant, the design considerations stay the same.

58
Q

What aspects must be considered when a data entry screen is being designed?

A

A consistent layout should be used which should follow the house style or corporate image. The text should be easy to read with un-clashing colours. Images should be kept to a minimum and in context. Help messages should be useful. The expertise of the user.

59
Q

What should you consider in the design when creating a form?

A

Consistency, relevance, supportiveness, visual and audible cues, and intuitiveness.

60
Q

What is a form?

A

The interface for a standard database is aimed at the developed, not the user. The implication is that the developer will use the tools available to build an appropriate interface for the user. This is done through the use of forms.

61
Q

Describe the consistency when creating a form.

A

If there are several forms, the user will expect buttons that do similar things to be in the same place and look the same. If a date is to be entered several times, it should be in the same format. It should be as the user will logically expect it to be.

62
Q

Describe the relevance when creating a form.

A

It should require the minimum of input and user actions. No excessive information, it should be concise and useful. Every task should require the minimum of keystrokes to complete. This is linked to memory and learning.

63
Q

Describe supportiveness when creating a form.

A

There needs to be a balance between too little and too much information being given to the user. The user does not want redundant information but they need enough to feel supported.

64
Q

Describe visual and audio cues when creating a form.

A

There needs to be feedback to confirm actions. The user needs reassurance they are using the system correctly. This can be done with visual and audio cues. This should also happen when they make a mistake with error messages and beeps.

65
Q

Describe intuitiveness when creating a form.

A

It is unlikely the user will only use the system once so the interface needs to be memorable. This is linked to naturalness, the interface must appear appropriate for completing the task and reflect the user’s knowledge and understanding.

66
Q

What is a button?

A

These can be used to take the user to a specified page or to run a selected action. A macro can be run when the user clicks a button.

67
Q

What is an automatic fill in box?

A

An example of one might be when a postcode is entered and the street name and town automatically appear on the form.

68
Q

What are the 3 types of menu?

A

Full screen, pop up and pull down.

69
Q

Check box:

A

The user can tick an option, for example: an invoice has been paid.

70
Q

Group/frame:

A

Form controls can be grouped together. For example, if you have two related options buttons, by grouping them you can make them into choice buttons so only one can be selected at a time.

71
Q

Option button:

A

Options can be selected and given values

72
Q

Text box:

A

This allows text to be written and picked up and used in the application.

73
Q

Combo box:

A

Items can be selected from a drop down box.

74
Q

List box:

A

This gives a list of items, either single or multiple items can be selected.

75
Q

Image:

A

A picture can be insert.

76
Q

Label:

A

Instruction labels or titles can be added.

77
Q

Advantages of tailoring standard/generic applications software:

A

The simplification of user data entry. This leads to fewer mistakes by the user. By using forms, buttons, menus and macros the time taken to enter data can also be sped up.

78
Q

Disadvantages of tailoring standard/generic applications software:

A

The level of technical knowledge required to create and test the interface. If changes are required to meet the evolving needs of the business, this may take time.

ICT AS (18 decks)

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