IT1 Section A: Data Information and Knowledge - Capabilities and limitations of ICT Flashcards
[4.1.1] what is data and how can it arise?
- raw facts and figures that are meaningless and lack relevance
- can arise from results of an experiment, surveys, output of MIS
[4.1.1] what is information and how can it arise?
- data that has been processed and now has context and meaning
- ict systems covert data into information
[4.1.1] what is knowledge?
-derived from information by applying rules to it
[4.1.1] use appropriate examples to demonstrate the relationship between data, information and knowledge
Data: 15s, 9s, 12s
Information: Runner A ran 15s, Runner B ran 9s, Runner C ran 12s
Knowledge: Run b ran the fastest time in the race so he wins the gold medal
[4.1.1] why is data encoded?
-faster to type in codes than full words
-faster to search
-their will be fewer typing errors when using codes
-greater data consistency
-validation codes can be easily used on codes (format check, range check)
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[4.1.1] what are the problems with encoding data?
Coarsens precision of data
- Ages may be put into categories
- So you have no idea how many people are 18, how many people are 26
Value Judgements
- personal view; subjective rather (biased) than objective (unbiased)
- someone’s good hotel might be another person’s bad hotel
what are the characteristics of good quality information?
Actually, Connie, Understands, Completely, relevant, unions
- accurate
- Correctly targeted
- Understandable
- Complete
- relevant
- Up to date
In Qualities of Good information give the definition and example for accuracy
- definition= data without mistakes
- example= an inaccurate date of birth will have repercussions at the tax office
In Qualities of Good information give the definition and example for correctly targeted
- definition= the question should be targeted at those who are going to use it
- example= it is no good asking vegetarians about meat eating
In Qualities of Good information give the definition and example for understandable
- definition= the meaning of the info should be clear to the user, any abbreviations or codes should be explained
- example= if it is too complicated, it will waste time and people could draw wrong conclusions
In Qualities of Good information give the definition and example for complete
- definition= has to include all the information
- example= letters not having postcodes take longer to deliver
In Qualities of Good information give the definition and example for relevant
- definition= data has to be related to the task you are trying to investigate
- example= there is no point collecting information on ice cream sales in Alaska in the winter if you want to open your kiosk in California
In Qualities of Good information give the definition and example for up-to-date
-definition= information changes with time and without a date stamp it could be too old to be useful example= a travel company would not make much profit from using 10 year old data on holiday patterns to decide this years resorts
what are the ways in which information adds value to organisations?
Always, Mind, The, Gap, Signs
- aids decision making
- monitors progress
- target recourses
- helps to gain competitive advantage
- spot trends
in the value of information for an organisation give the definition and an example for ‘aid decision making’
- definition: to plan future action
- example: if a company owes money information could be used to block their account
in the value of information for an organisation give the definition and an example for ‘monitor progress’
- definition; information obtained to inform decision making
- example; supermarkets monitor the speed and accuracy of their checkout assistants and can then reward reprimand
in the value of information for an organisation give the definition and an example for ‘target recourses’
-definition; advertising and marketing a product should be aimed at people likely to buy
-example: mailshot current owners of expensive new cars about a new expensive cars - not owners of second hand old cars
(targeting the current customer)
in the value of information for an organisation give the definition and an example for ‘gain competitive advantage’
- definition: information about customer’s buying habits is valuable and can lead to a company becoming more profitable
- example: a manufacturer spends money developing anew product because they have seen the gap in the market
in the value of information for an organisation give the definition and an example for ‘spot trends’
definition: analyse sales data and realise when something is out of fashion
example: sales of tape recorders or if one region buys more of something than another.
what are the 3 costs that occur from getting good information?
- financial
- time
- human resources
In the 4 stages of getting good quality information talk about how financial, time and human costs happen
cover, every, pimple, mark
Data Collection; paying a specialist to create forms (human) sheets have to be trialled before proper use (time)
Data Entry; Staff have to type in results of data (time) OMR devices have to be purchased (financial)
Data Processing; New software may have to be purchased (Financial)
Data Maintenance; Staff have to be employed to keep hardware running and modify when legislation changes (financial)
what are the ways in which data error occur? GTPT
- General Input Error
- Transcription error
- Processing Error
- Transmission Error
What is a General Input error? give examples
- e.g Where customers could fill in their data entry form incorrectly
- malfunctioning bar code reader
What is transcription error? Give examples
- Where data is copied wrongly
- e.g a data entry clerk could transpose two numbers in the date of birth
- Misspell a street name
what is a processing error? give examples
- When data has been correctly inputted but the formula is wrong causing calculations to be also incorrect
- e.g if you used a mathematical function that calculates percentage totals and the formula was incorrect and was left undetected, miscalculations would be made every time it was run.
what are Transmission errors? give examples
- Where data can become corrupted as it pass through servers.
- e.g if a network system was being used, the data would have to be transmitted to one client terminal to the server. During this process the data could be lost or corrupted.
how can data errors be prevented?
- use automated data capture methods
- reduce the number of characters needed to be keyed in
- Give options e.g tick boxes to ensure data is a valid choice
- thorough testing
What is Verification?
checking whether the data entered is correct/accurate
what are the different verification techniques that help to detect errors
- Double Entry
- Proof Reading
- Send back printouts
what is double entry? give an example
- this is where a computer compares two versions of the same entry
- e.g when entering or changing a password you may need to key it in twice
what is proof reading? give an example
-visually checking data entry before sending e.g reading back details to a customer whose data had been inputted via telephone
what is Sending back printouts? give an example
- prints out a copy of the details and sends back to the originator
- e.g email conformation order
What is Validation?
computerised checking that data entered is reasonable/sensible
what are the various validation techniques?
- Presence Check
- Range Check
- Format Check
- Cross Field Check
- Look up List Check
What is presence check? give an example
- Checks that an entry has actually been made
- e.g details for an order are being inputted. The Order cannot be processed unless an order number has been included so the validation routine returns an error if the operator tries to leave the input box empty
What is range Check? give an example
- Checks that the data lies between two values
- e.g the date of birth of student at secondary school must be between 01/09/2010 and 31/08/2017. any date that falls outside the range is rejected
What is Type Check? give an example
- Checks whether data entry is text, number etc
- e.g Data entered for a ‘number in stock’ would be numerical
what is format Check? give an example
- checks the entry is the correct combination of text and numbers
- e.g Postcode
What is Cross Field Check? give an example
- checks the data in two fields corresponds
e. g A cross Field Check would be used to check the Fields Gender and Title so If Mr was selected in Title then Gender should be Male
What is a Lookup List Check?
-checks the data is one of the entries in the list of options
Data may pass a validity check but may not be accurate. Using a suitable example, explain the difference between validity and accuracy
- An example of when validity may not be accurate would be in Format Check.
- For example where the format for the postcode in Chesire is CHNN NLL.
- So a person in Cheshire original postcode could be CH43 9UX but they could input it as CH45 9UX.
- The wrong postcode looks sensible as it follow the format but is obviously the wrong one for the person’s record.
What is an ICT system?
-one that used digital technology (hardware and software)
What is Manual Method?
- a system that does not involve the use of a computer
- processing is carried out by humans
What are the advantages of ICT over manual methods? give an example
- Repetitive Processing
- Speed of processing
- Data Storage Capacity
- Speed of Searching
- Accuracy
- Speed of Data Communication
- Ability to produce different output formats
in advantages of ict over manual methods give the definition and an example for repetitive processing
- definition; carrying out the same task to the same standard repeatedly
- example; processing the payroll on a computer for a large company
in advantages of ict over manual methods give the definition and an example for speed of processing
- definition; carrying out many complex computer calculations in a short time
- example; accurate weather forecast for the next 5 days can be produced by a powerful computer
in advantages of ict over manual methods give the definition and an example for data storage capacity
-definition; able to store an enormous amount of information in a small space
example; all the information of pupils in a large school can fit on a small hard drive compared to a huge number of filing cabinets
in advantages of ict over manual methods give the definition and an example for speed of searching
-definition; able to find information quickly
example; a police check will find information on a particular car almost instantly
in advantages of ict over manual methods give the definition and an example for accuracy
- definition; calculations are carried out accurately
- example; if a spread sheet in a formula and data are correct then calculations will be correct
in advantages of ict over manual methods give the definition and an example for speed of communication
- definition; messages sent out across the world instantaneously
- example; an email can be sent from the UK to USA within seconds
in advantages of ict over manual methods give the definition and an example for ability to produce different output formats
- definition; information can be produced in tabular or graphical format
- example; e.g. a scientist producing a report will include data in a table and to make some of them easier to understand will produce some of them as graphs.
What are the Limitations of ICT?
- Hardware
- Software
- Suitability of Operating System
- Communication
- Input (GIGO)
describe hardware how is a limitation of ICT
-hardware needs to be reliable, hardware failures can lead to lack of service
describe software how is a limitation of ICT
-new software needs to work with existing software if the system is to run efficiently
describe how suitability of the operating system is a limitation of ICT
the OS used by a company can affect the type of software that can be run
describe how communication is a limitation of ICT
different devices need to be able to ‘talk’ properly to each other
describe how Input (GIGO) is a limitation of ICT
the quality of information produced by any ICT system is only as good as the data that has been input.
What are the factors affect efficiency?
- Compatibility
- insufficient Testing
- Ability of the user
- Speed of Implementation
- Cost
- Changes in Circumstance
- Poor Communication
How Compatibility does affect efficiency?
-if a new system that has hardware and software that is not compatible with the existing software, problems may arise because data can not be shared between systems
How does insufficient testing affect efficiency?
-when new software is written, errors can occur
if there is not enough testing then the errors may go undetected
how does ability of the user affect efficiency?
without adequate training a user may not be able to use a data processing system
How does speed of implementation affect efficiency?
very often system development is rushed through to meet customer requirements
This can result in spiralling cost, lack of user confidence
How does cost affect efficiency?
budget constraints may mean that a cheaper alternative is implemented
How does changes in circumstance affect efficiency?
data processing systems fail to perform as intended if changes occur whilst the system is being developed
How does poor communication affect efficiency?
during the initial stages of system development, it is very important that the user is listened to and their requirements full understood
