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ICT > Unit 7 > Flashcards

Unit 7 Flashcards

1
Q

Stages of systems life cycle:

A

1) Analysis of current system.
2) Design.
3) Testing.
4) System implementation.
5) Documentation.
6) Evaluation.

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2
Q

Methods of researching an existing system:

A

1) Interviews.
2) Observation.
3) Questionnaires.
4) Examination of existing documents.

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3
Q

Advantages of research method: Interviews.

A

i. Allows analyst to talk to people using the system.
ii. Can find out practical issues.
iii. Follow up questions can be asked.

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4
Q

What is research method: Interviews?

A

Talking to people who use the system already.

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5
Q

What is research method: Obeservation?

A

Watching what is going on.

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6
Q

What is research method: Observation?

A

Watching what is going on.

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7
Q

What is research method: Questionaries?

A

Questions with a choice of answers.

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8
Q

What is research method: Examination of existing documents?

A

Viewing already collected information from documents to make a proper analysis.

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9
Q

Advantages of research method: Observation:

A

i. Gathers real life details in depth.

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10
Q

Advantages of research method: Questionaries:

A

i. Can be completed online.
ii. Answers are recorded automatically.
iii. Recorded and analyzed by software.
iv. Analyst and worker do not need to be available at the same time.
v. More truthful.

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11
Q

Advantages of research method: Examination of existing documents:

A

Collection of new document is not needed.

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12
Q

Disadvantages of research method: Interviews:

A

i. Workers may feel stressed as they are being interrogated.

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13
Q

Disadvantages of research method: Observation.

A

i. People don’t work normally if they are being watched.

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14
Q

Disadvantages of research method: Questionnaires.

A

i. People may not take it seriously.

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15
Q

Disadvantages of research method: Examination of existing documents

A

i. May be difficult for someone from outside to understand.

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16
Q

Technical documentation contents:

A

1) Purpose of system.
2) Limitations of system.
3) How to install and run system.
4) Program flowchart.
5) Program language and listing.
6) System flowchart.
7) List of variables used.
8) File structure.
9) Hardware and software requirements.
10) Input and output format.
11) Sample and test runs.
12) Validation routines.

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17
Q

Importance of efficiency of system:

A

The system was made to ensure the tasks of the business are being solved more efficiently and quickly. If the system makes the company or employees take longer to complete the task, that means the system was a failure.

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18
Q

Characteristics of the existing system that will be analyzed:

A

1) Data input and output.
2) How data is processed.
3) Problems with the system.

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19
Q

Purpose of system specification:

A

1) The purpose of the system.
2) Data that needs to be input and output.
3) How the data needs to be processed.
4) Performance indicators such as the time it should take for a user to carry out a particular task.

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20
Q

What are the things design should show?

A

1) File/data structure.
2) Input formats.
3) Output formats.
4) Validation rules.

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21
Q

Importance of validation routines:

A

Invalid data can cause a system to behave unexpectedly or stop. If the data entered into a system is incorrect, the output will also be wrong.

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22
Q

Factors to change from one system to another:

A

1) Hardware.
2) Data files.
3) Training.

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23
Q

Explain system change factor: Hardware.

A

It is possible old hardware might work, but it is unlikely. The business may have to be shut down to install hardware.

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24
Q

Explain system change factor: Data files:

A

May be necessary to employ data entry staff to make sure data is entered properly.

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25
Q

Explain system change factor:

A

If they are familiar with a computerized system already, they may not need training

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26
Q

Training methods for system change:

A

a. Using a tutor.
b. Put all the lessons in company intranet for employees to see in their own time.

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27
Q

Advantages of phased implementation:

A

1) No implementation problems.
2) Lesson learnt from early implementation makes it easier to implement later stages.
3) Allows users to adjust to new system gradually
4) Staff training can be done in different stages.

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28
Q

Disadvantages of phased implementation:

A

1) May be confusing.
2) Data produced by old system may not be compatible.
3) Expensive as two systems run together.

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29
Q

Contents of user document.

A

1) Purpose of system.
2) Limitations of system.
3) Hardware and software requirements.
4) How to install and run system.
5) Error handling.
6) How to save a file.
7) How to print data.
8) How to access, edit and delete data.
9) Input and output formats.
10) Sample/test runs.
11) Frequently asked questions.
12) Glossary of terms.

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30
Q

Systems life cycle:

A

Series of stages that are worked through during the development of a new IT system or to improve a new one.

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31
Q

Analysis:

A

Detailed examination of something for a specific purpose.

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32
Q

Questionnaire:

A

Questions with a choice of answers to carry out a survey.

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33
Q

Documentation:

A

Written or printed information like a presentation, spreadsheet, report, database.

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34
Q

Requirement specification:

A

A document listing to all the functions the system is expected to do.

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35
Q

System specification:

A

List of all the software and hardware required by the new system.

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36
Q

Design:

A

Process of defining the elements of a system.

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37
Q

File/data structure:

A

The way in which the different data items will be stored.

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38
Q

Input format:

A

How data will be entered into the system.

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39
Q

Output format:

A

How the results of processing a data will be presented.

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40
Q

Validation rules:

A

Routines to check if data entered by user meets specific requirements.

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41
Q

Top-down design:

A

Decomposition of a system into smaller parts in order to comprehend its compositional sub-systems.

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42
Q

Bottom-up design:

A

Smallest sub-systems are designed first then combined into progressively larger units.

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43
Q

Data structure:

A

A way of sorting and managing data.

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44
Q

Record:

A

Consists of all the field about an individual instance of an entity in a database.

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45
Q

Entity:

A

A thing recognized as being capable of an independent existence which can be identified uniquely.

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46
Q

Field:

A

The item of information about an entity.

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47
Q

Table:

A

A collection of rows and columns forming cells that are used to store data in a structured manner.

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48
Q

Data capture form:

A

A document used for capturing data.

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49
Q

Transcription:

A

The transfer of data from one medium to another.

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50
Q

Database queries:

A

Searches made on the data held in a database to find one with a particular specification.

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51
Q

Valid:

A

Data that has passed validation test.

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52
Q

Validation routines:

A

Routines to check that the data entered meets the specified requirements.

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53
Q

Range check:

A

A validation rule to ensure the data is between a minimum and maximum value.

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54
Q

Character check:

A

Validation rule to ensure that only certain characteristics are entered.

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55
Q

Length check:

A

Check which ensures that the data entered is no longer than a specified maximum number of characters.

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56
Q

Type check:

A

A validation rule to ensure that the correct data type has been entered.

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57
Q

Format check:

A

A validation rule to ensure the characters entered are in a particular order or pattern.

58
Q

Input mask:

A

A string of characteristics that indicates the format of valid input values.

59
Q

Presence check:

A

A validation rule to ensure that data is entered.

60
Q

Check digit:

A

An extra value that is calculated from the entry and is sometimes added to it.

61
Q

Testing:

A

Checking and using samples and ensuring things are as they should be.

62
Q

Test strategy:

A

A set of guidelines explaining how the testing will be carried out.

63
Q

Modules:

A

Part of a computer program that carries out a particular function.

64
Q

Functions:

A

A self-contained section of code with a module.

65
Q

Final testing (terminal testing):

A

Tests carried out on the whole system has been completely developed.

66
Q

Test plan:

A

A detailed document on how testing will be carried out.

67
Q

Test design:

A

Detailed description of a particular task listing test data.

68
Q

Normal data:

A

Data that would normally be expected to be entered.

69
Q

Remedial action:

A

Steps taken to correct an error.

70
Q

Test data:

A

Data that will be used to test a system.

71
Q

Extreme data (boundary data):

A

Minimum and maximum values that should be accepted by the system.

72
Q

Abnormal data:

A

Data that should normally not be accepted by the system.

73
Q

Live data:

A

Real life data that has been used when the old system was running.

74
Q

Live system:

A

A system tha is being used in real life.

75
Q

Implementation:

A

The act of starting to use a new system.

76
Q

Direct changeover:

A

Implementation where old system is shut down and new system is started up.

77
Q

Phased implementation:

A

Where one part of the system is changed but some parts continue to function with the old system.

78
Q

Pilot running:

A

New system is trialed in just one part of the organization.

79
Q

Parallel running:

A

Both new and old systems running at the same time.

80
Q

Documentation:

A

Official information about a system.

81
Q

Technical documentation:

A

Documentation about details about structure of the system and required software and hardware.

82
Q

System manager:

A

The person who oversees the system and is responsible for ensuring it works correctly.

83
Q

Programming language:

A

The language used to make commands for the system.

84
Q

Program code:

A

Sets of commands and instructions and the rules of how to use them.

85
Q

System flowchart:

A

Diagrams using symbols to display how data flows in a computer system.

86
Q

Variable:

A

A section of computer memory used to store data.

87
Q

Technical documentation:

A

Information about the system that a technician or future developer needs.

88
Q

User documentation:

A

Information about the system that is needed by people that will use the system.

89
Q

Evaluation against original task requirements:

A

If the system does not live up to the tasks that it was made for, that means the problem has not been solved.

90
Q

Limitations:

A

Restrictions that prevent something from working correctly.

91
Q

Efficiency:

A

The amount of work that has to be done to carry out a particular task.

92
Q

Ease of use:

A

How easy it is to perform a task.

93
Q

Appropriateness:

A

How suitable or fitting something is.

94
Q

Explain technical documentation content: Purpose of system.

A

the problem that the system will solve.

95
Q

Explain technical documentation content: Limitations of system

A

what the system is not able to do.

96
Q

Explain technical documentation content: How to install and run system

A

how to install, run and restart system.

97
Q

Explain technical documentation content: Program language and listing

A

language used and functions explained.

98
Q

Explain technical documentation content: File structure.

A

define the data types, and show the files used by system.

98
Q

Explain technical documentation content: List of variables used

A

include the names of all variables.

98
Q

Explain technical documentation content: Program flowchart

A

logical structure of the system.

99
Q

Explain technical documentation content: System flowchart

A

how data flows through system.

99
Q

Explain technical documentation content: Hardware and software requirements.

A

hardware required to run the system properly.

100
Q

Explain technical documentation content: Input and output format.

A

types of data acceptable by the system.

101
Q

Explain technical documentation content: Validation routines.

A

information about different validation rules used to test the system.

102
Q

Explain technical documentation content: Sample and test runs

A

details and information about tests and sample runs.

103
Q

Explain the importance of validation routines.

A

Invalid data may lead to a system to behave unexpectedly or may even cause the system to stop working.

104
Q

Explain the functionality of validation routines.

A

It ensures that the data is reasonable and matches the criteria.

105
Q

What is the importance of validation routines?

A

Invalid data may lead to a system to behave unexpectedly or may even cause the system to stop working.

106
Q

What is the functionality of validation routines?

A

It ensures that the data is reasonable and matches the criteria.

107
Q

What are the types of validation rules?

A

(1) Range check.
(2) Character check.
(3) Length check.
(4) Type check.
(5) Format check.
(6) Presence check.
(7) Check digit.

108
Q

What is the functionality of test strategy?

A

The approach to be taken for testing can be selected during the development or after completion, the test strategy needs to be able to check each function, module and the whole system with different types of information. The test strategy ensure that all data flows properly and smoothly without errors and makes it easier to solve errors.

109
Q

What are the factors tested by validation routines?

A

(1) Data and file structures such as tables and fields.
(2) Input formats.
(3) Output formats.
(4) Validation routines.

110
Q

What are the details to show for each test?

A

(1) What is being tested.
(2) The test data being used.
(3) Expected outcomes.
(4) Actual outcomes.
(5) Space to describe remedial actions.

111
Q

What are the types of data that can be used for tests?

A

(1) Normal data.
(2) Extreme data.
(3) Abnormal data.
(4) Live data.

112
Q

What are the methods of system instillation?

A

(1) Direct changeover.
(2) Phased implementation.
(3) Pilot running.
(4) Parallel running.

113
Q

How to properly install system with direct changeover?

A

All workers must be trained, system must be fully tested and all files must be uploaded.

113
Q

How to properly install system with phased implementation?

A

Implementation different parts and units of the system gradually until it has all been replaced or implementing the new system in different parts of the organization until the entire organization is using the new system.

113
Q

What are the advantages of direct changeover?

A

(1) Quick to do.
(2) Little time and effort.

114
Q

What are the disadvantages of direct changeover?

A

Upon failure, normal work will not happen until issues have been resolved.

115
Q

What is the functionality of evaluation?

A

If the system does not satisfy requirements, the problem has not been solved.

116
Q

What are the limitation and improvement from evaluation?

A

Evaluations will lead to a list of required changes and fixes in the system that will need to be implemented in the next version of the system.

117
Q

What is the importance of proper system?

A

Proper system justifies the use of proper and more expensive components along with memory requirements.

118
Q

What is the importance of design stage?

A

Overall structure of the system with details of the software are specified and planned.

119
Q

What are the things to be planned in designed stage?

A

(1) File and data structure.
(2) Input format.
(3) Output format.
(4) Validation routine.

120
Q

Explain the importance of file and data structure in a system

A

Files are stored in memory and storage devices and the data needs to be structured properly so that it can be accessed by the system and relationships can be found between the data.

121
Q

What are the things that need to be prepared before implementing a new system?

A

(1) Hardware.
(2) Data files.
(3) Training.

122
Q

What is the importance of ensuring proper hardware before changeover?

A

Check if the old hardware is good enough.

123
Q

What is the importance of ensuring data files hardware before changeover?

A

It may be necessary to employ data entry staff temporarily to ensure data is being entered properly.

124
Q

What is the importance of ensuring proper training before changeover?

A

Staff may need to be trained to ensure they can use the new system properly.

125
Q

What are the methods of training staff for new system?

A

(1) Tutor.
(2) Online.

126
Q

What is the advantage of using tutor to train staff for new system?

A

(1) Staff can ask questions.
(2) Organization can ensure staff has done training.

127
Q

What is the disadvantage of using tutor to train staff for new system?

A

Staff are not working while training sessions are held.

128
Q

What is the advantage of using internet to train staff?

A

(1) Firm can run normally.
(2) Staff learn at their own time.
(3) Staff learn at their own speed.
(4) Staff can skip lessons they know.
(5) Staff can redo lessons they are confused in.

129
Q

What is the disadvantage of using internet to train staff?

A

(1) Takes up the time on staff.
(2) No proper way to ensure all staff members have done training.

130
Q

How to properly install new system with pilot running?

A

System is trialed in a single part of the organization and if successful, it is then used in the entire organization.

131
Q

What is the advantage of pilot running?

A

(1) Problems can be more easily identified.
(2) Staff from trail can train other staff.

132
Q

What is the disadvantage of pilot running?

A

(1) Expensive to run two systems at once.
(2) Difficult to keep both systems synchronized.

133
Q

How to properly implement with parallel running?

A

Old system runs alongside the new one until there is confidence in the new one.

133
Q

What are the advantages of parallel running?

A

(1) If the new system shows errors, the old one can be used.
(2) Outputs from both systems can be compared.

134
Q

What are the disadvantages of parallel running?

A

(1) May be expensive to run both systems at the same time.
(2) Difficult to keep systems synchronized.

ICT (20 decks)

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