CHAPTER 1

TYPES AND COMPONENTS OF A COMPUTER SYSTEM

A typical computer system is made up of hardware and software.

1.1. HARDWARE

Hardware devices are physical components of a computer. They are tangible.

There are two (2) types of hardware, including internal hardware devices and external
hardware devices.

1. Internal hardware devices

Are devices that are found inside the computer casing.
a) Motherboard-is a printed circuit board found in all computers. It’s main
function is to act as a kind of ‘hub’ that other computer devices connect to.

b) Internal hard disk drive/solid state drive (HDD/SSD) - is where files (text
,photos ,music n videos) and software is stored.

c) Random access memory (RAM) –is an internal chip where date is temporarily
stored when running applications.

d) Read-only memory-is a memory used to store permanent information.

e) Video card- it allows the computer to send graphical information to a video

display device e.g. monitor, television or projector

f) Sound card-provides the computer with the ability to produce sounds.

2. External hardware devices

Are devices that are found outside the computer casing. E.g. mouse, keyboard,
camera, printer and monitor

Page 1 of 107
1.2. SOFTWARE

These are programs that control the computer system.

Or
Software is a set of instructions that make the computer system do something.
You cannot physically touch software. Without software the hardware is useless.

There are two types of software:

1. Application Software
These are programs that allow the user to do specific tasks.
Examples
a. Word processor-used to manipulate text documents.
b. Spreadsheet-used to organise and manipulate numerical data.
c. Database-used to organise, manipulate and analyse data.
d. Applications
e. Photo/video editing software
2. Systems Software
These are programs that allow the hardware to run properly and allow the user to
communicate with the computer, e.g. operating systems
a. Compiler –is a program that translates a program written in a high level language into
machine code (code that is understood by a computer).

b. Linkers- is a computer program that takes one or more object files produced by a
compiler and combines them in a single program that can be run by a computer.

c. Device driver-is software that enables one or more hardware devices to communicate
with the computers operating system.

d. Operating system- enables users to communicate with computer systems.

e. Utilities- utility programs are software that has been designed to carry out specific
tasks on a computer. They help to manage, maintain and control computer resources.

Page 2 of 107
 Examples include: antivirus, security, screen savers, backup of files and file
management.

1.2. MAIN COMPONENTS OF A COMPUTER SYSTEM

There are four main components of a computer:

INPUT PROCESSOR OUTPUT

DEVICES
& DEVICES

INTERNAL MEMORY

BACKING/SECONDARY
DEVICES

1. INPUT DEVICES-these are devices that are used to enter raw data into the
computer. E.g. mouse ,keyboard, touchscreen

2. CENTRAL PROCESSING UNIT(PROCESSOR) AND INTERNAL MEMORY-

the processor is the brain of the computer. It does the following tasks:

a. It controls the step by step running of the computer system.

b. It performs all the calculations and all logical operations.
c. Deals with the storage of data and programs in memory.

There are different types of memory.

➢ Random Access Memory(RAM)

➢ Read-only Memory(ROM)

Page 3 of 107
 DIFFERENCES BETWEEN RAM AND ROM
RAM ROM

1. Volatile memory, meaning it loses its 1.Non-volatile memory, meaning it does

contents when the computer is turned not lose its contents when the computer
off. is turned off.

2.Stores data temporarily 2. Stores data permanently.

3. Stores applications, programs and 3.Stores the programs needed to startup

data currently being used. a computer.

4.allows users to read and write data 4. Contents can only be read. Cannot be
edited

3. BACKING/SECONDARY STORAGE DEVICES-it is used for the storage of

programs and data that are not needed instantly by the computer.
It is used for long term storage of programs and data. E.g memory stick, external
harddrive .

4. OUTPUT DEVICES-These are devices that are used to display information on the
monitor or these are devices that are used to take out information from the computer.
E.g. monitor ,speaker ,projector.

1.3. OPERATING SYSTEMS

An operating system is system software that manages the general operation of a computer
system.

Operating system are programs that control hardware directly by giving it step by step
instructions that tell the computer what to do.

TASKS OF AN OPERATING SYSTEM

a. Helps the user to interact with the computer through a user interface.
b. Provides security and prevents unauthorized access to a system.
c. Recognizes the input, storage and output devices connected to a computer.
d. Supervises the loading, running and storage of application programs.

Page 4 of 107
 e. Deals with errors that occur in application programs.
f. Helps with saving, organizing, finding and deleting files.
g. Manages computer memory by allocating memory to each task that is carried out in a
computer.

USER INTERFACE

User interface is a way in which users communicate with the computer.

TWO (2) TYPES OF USER INTERFACES

1) GRAPHICAL USER INTERFACE(GUI)

GUI is a user interface built around graphics.

Four features of GUI

a) Windows-screen divided into areas
b) Icons-small images used to represent folders or applications.
c) Menu-list of options or applications users can select from.
d) Pointer-used to select and open files & applications.

ADVANTAGES OF USING GUI

➢ The interface is easier to use.

➢ The user does not need to learn commands.
➢ Less chance of making errors.
➢ More user friendly as it’s more obvious to new users.

DISADVANTAGES OF USING GUI

➢ Takes up more memory than command line interface.

➢ Requires more computer power.

2) COMMAND LINE INTERFACE(CLI)

CLI requires a user to type in instructions to choose options from menus and open software.

ADVANTAGES OF USING CLI

➢ The user is in direct communication with the computer.

➢ The user is not restricted to a number of predetermined options.
➢ It is possible to change computer configuration settings.

DISADVANTAGES OF USING CLI

➢ The user needs to learn a number of commands to carry out basic operations.
➢ All commands need to be typed in, which takes time and can be error prone.
➢ Each command must be typed in using the correct format, spelling and so on.

Page 5 of 107
 ➢ It is more difficult once commands are entered.

Who would use each type of interface?

CLI: a programmer, analyst or technician

GUI: end-user who doesn’t have any great knowledge of how the computer works.

1.4. TYPES OF COMPUTERS

1. PERSONAL COMPUTER(PC) OR DESKTOP COMPUTER
A personal computer is a type of a computer that you are most likely to encounter at
home or at school.
• In many cases personal computers are connected either with wires/cables or
wirelessly to form networks.

ADVANTAGES OF DESKTOP COMPUTER COMPARED WITH LAPTOPS

➢ They usually have a higher specification e.g. (faster processor, more RAM/ROM, a
higher capacity hard disk drive).
➢ The keyboard is separate to the screen and both can be adjusted so the user is less
likely to suffer from backbone or repetitive strain injury (RSI).
➢ They are cheaper to buy, repair or upgrade.
➢ The full sized keyboard and mouse are easier to use compared with the smaller
keyboard used with a laptop.

DISADVANTAGES OF DESKTOP COMPUTER COMPARED WITH LAPTOPS

➢ They are not portable because they are large and consist of separate components.
➢ There are many wires which need to be disconnected when moving the computer and
this takes time.
➢ If office work needs to be done at home then you cannot easily take the PC home, so
you have to spend time copying your files onto removable media.

2. LAPTOPS
Laptop computers are designed to be portable and used while on the move. A
touchpad is typically used instead of a mouse to move the cursor and make selections.
Laptops are often used in public spaces.

Page 6 of 107
 ➢ They make use of liquid crystal display (LCD) which use less power and are
light weight. This is vital because laptops use rechargeable batteries when
used away from a power supply.

ADVANTAGES OF LAPTOPS COMPARED TO DESKTOP COMPUTER

➢ Much smaller and lighter, so it’s easily transportable. It can be used on your
lap when there is no flat surface on which to work on.
➢ They have a battery which enables them to be used when away from the mains
power supply.

DISADVANTAGES OF LAPTOPS COMPARED TO DESKTOP COMPUTER

➢ The smaller keyboards are more difficult to use.

➢ The pointing device is harder to use than a mouse,although a mouse can be connected
to a laptop and can be used where there is a flat surface.
➢ The base(flat surface laptop)becomes hot ,making it uncormfortable when used on
your lap.
➢ They can be easily stolen since they can be used in public places.
➢ They have a limited battery life so you need to carry an adapter so that they can be
recharged.

3. TABLET COMPUTERS
Tablet computers, called tablets in short, are mobile computers with a display, electric
circuits and a battery in a single thin unit.
Tablet computers are usually equipped with some of the following:
➢ A camera which enables still or video images to be recorded as well as photo-
editing software.
➢ Speakers to output music, sound from video recordings, instructions from GPS
(global positioning systems).
➢ A microphone to record voice for the phone facility, the web and for voice
recognition to enable commands to be issued and to enable speech to be
converted to text for documents /emails.
➢ Handwriting recognition enables a user to write on the touch screen using a
stylus and then convert it to text which can be used in email and documents.

Page 7 of 107
 ➢ Bluetooth which allows communication between the tablet and peripherals
such as external speakers and other devices.
➢ Ability to use WIFI
➢ The ability to use 3G/4G telephony to access the internet.

4. SMARTPHONES

Smartphone’s have most of the features of a tablet but their small size limits their use of
certain applications. The following shows some of the features of a Smartphone;

➢ Bluetooth
➢ Applications
➢ Video
➢ Sms messaging
➢ Phone calls
➢ Wifi access
➢ 3G/4G telephony
➢ Clock/alarm/calendar/calculator

5. PERSONAL DIGITAL ASSISTANT(PDAS)

PDA’s are small handled computers that usually come with a touch screen that is
activated using a stylus.
➢ Data (e.g. text) is entered by using a keyboard that appears on the touch
screen. Originally these devices were used as personal organisers but their use
has expanded some want to include new generation’s mobile phones. Many
PDAs now have basic database, word processing and spreadsheet facilities.

6. MAINFRAME
Mainframe computer is a term used for a very large, very powerful computer system.
The name comes from the days when the individual components were housed in
large(often room sized).
Uses
The main purpose is to run commercial applications such as banking and insurance
where huge amounts of data need to be processed each day.
The main features of mainframe computers are as follows:
➢ They have several CPU’s.

Page 8 of 107
 ➢ The have really fast processor speeds.
➢ They can support multiple operating systems.
➢ They have huge internal memories(e.g. several hundred gigabyte of RAM)
➢ They operate using time sharing or batch processing.
➢ They are very expensive to operate and maintain.

1.5. IMPACT OF EMERGING TECHNOLOGIES

Emerging technologies are those that are currently being developed or will be developed in the
next 5 to 10 years, and which will alter the business and social environment.

Some of these technologies include:

1. ARTIFICIAL INTELLIGENCE (AI)

Artificial intelligence is the science of getting computers to behave in a similar way to human
experts.
Examples:
➢ Robotic vacuums can clean floors without help from humans.
➢ Driverless trains already exist in Japan.
➢ Some cars can self-park.
➢ Robots save time in surgeries.
➢ Expert Systems -These are computers that have been programmed to make decisions
based on information they are given. For example: Medical expert systems can diagnose
patient's illnesses based on symptoms entered.

Impacts of AI on everyday life:

a. Accurate prediction of weather- used to sift through weather data more accurately that
humans can and will be used to predict approaching storms and automatically issue
warnings.
b. Increased leisure time-Robotic vacuum cleaners are becoming more and more popular.
These can detect walls and other objects in order to vacuum around them. People can
leave them running whilst they enjoy extra spare time.

Page 9 of 107
 c. Safer transport-Cars that can self-park already exist and it is predicted that cars that
drive themselves will be available soon. These could drastically reduce road accidents.
Driverless trains already exist in some countries!
d. Increased Personal safety-Modern home alarm systems use artificial intelligence
software that can tell the difference between the home owners and intruders. The
software automatically alerts the police when intruders are detected.
e. Improved medical care-Robotic surgery assistants are being used to quickly and
accurately pass the correct surgical tools to doctors.
2. BIOMETRICS
Biometrics is whereby parts of a person's body are used for identification purposes.
Three main properties that are used:
a) Finger prints
b) The pattern on the retina
c) The pattern on the iris
Examples:
➢ Fingerprints –used for recording attendance.
-used for access to buildings and rooms.
-used to restrict access to computers and smart phones.
➢ Eye recognition -Eye scans analyse the iris which is the coloured ring that surrounds
the pupil.
➢ Face recognition -This is where the shapes of individual's faces are analysed.
➢ Voice recognition -Pitch, tone and frequency of voices are unique and can be analysed
to identify people.

Impacts of Biometrics on everyday life:

➢ Better airport security-Iris recognition is already in use in some airports. Travellers have
their eyes and iris scanned into a system and this data is later matched up when the
person is performing airport checks.
➢ Increased building security-Fingerprint access to buildings has been replacing the older
methods of locks and keys. This method ensures that only authorised people can enter
restricted buildings or rooms.
➢ Reduced car theft-Cars already exist that use fingerprints to only unlock their doors or
start the engine for the fingerprint that is registered. This means that the doors will not
unlock for a print that is not recognised and makes the car harder to steal.

Page 10 of 107
 ➢ More secure mobile phones-Mobile phones contain our lives. We used our phones for
everything from social media to shopping online. They need to be as secure as possible
in order to protect the valuable data that they contain.

3. ROBOTICS
There are 4 different types of robots:
a. Manufacturing robots (used to perform repetitive tasks such as welding)
b. Carrier robots (used by the military to carry heavy loads over dangerous terrain)
c. Domestic robots (used in homes to perform cleaning tasks such as vacuuming)
d. Exploration robots (used to visit and send images from places such as Mars)

Some more typical tasks that robots can be used for are described in the table below:
i. Dangerous jobs -E.g. disposing of bombs, spray painting or cleaning up nuclear waste.
ii. Exploring extreme environments-E.g. inside volcanoes, planets or the depths of the
ocean.
iii. Repetitive manufacturing jobs -E.g. production lines, packing and welding etc.
iv. Moving heavy objects -E.g. installing large engines, moving pallets of items etc.

Impacts of Robotics on everyday life:

➢ Increased personal time-If robots can carry out domestic chores, this frees up more time
for us to spend as we wish. This could mean more time spent at work or for more
enjoyable activities such as socialising.
➢ More efficient manufacturing-Robots can manufacturer products such as cars much
faster and cheaper than humans can. This means that companies can make more
products at less cost and this means greater business profits.
➢ Loss of jobs-Due to higher and cheaper productivity, robots are taking over the
manufacturing jobs that used to be carried out by humans. This means that humans are
missing out on employment on assembly lines and factory work.
➢ Safer working environments-Robots can safely carry out tasks that are too dangerous
for humans. For example: spraying cars with toxic paint, defusing bombs on battlefields
and search and rescue operations in buildings destroyed by earthquakes.

4. QUANTUM CRYPTOGRAPHY

Page 11 of 107
Quantum cryptography (encryption) is an emerging technology that allows messages and data
to be sent with complete privacy.

Note: Encryption is where digital data and files are scrambled so that only authorised people
are allowed to read it. There is a need for encryption and decryption key to open the message.
➢ Unauthorised people attempting to read the data would see illegible nonsense instead
of the real information. This makes the encryption impossible to break.
➢ In quantum cryptography, messages are encrypted using photons. These are tiny
packets of light.
Impacts of Quantum Encryption on everyday life:
➢ Completely secure voting- Securing votes with quantum encryption methods ensures
that they cannot be tampered with or changed.
➢ Completely secure communication-Messages sent by the military often include the
locations of squadrons or special op's teams. Using quantum cryptography to secure the
messages would eliminate the risk of them being read or heard by unauthorised ears.
➢ Completely secure bank transfers-Any electronic transfer of money, such as at ATM's
or buying goods online will be completely secure. Some banks are already using
quantum cryptography for the purposes of securing money transfers.
➢ Completely secure personal information-Health records, bank details and other types
of personal information will be absolutely secure from hackers and other people
wishing to commit identity theft crimes.

5. COMPUTER ASSISTED TRANSLATION (CAT)

Computer Assisted Translation is a type of translation from one language into another where
the person doing the translation uses software to aid them with the translation.

Examples of different types of CAT tools are:

• Language search-engine software - These are Internet based systems which allow
translators to enter any text that they want translating and also to select which language
they want the text translating into. E.g.Google translate allows people to quickly
translate text.
• Spell checkers -These are usually built-into word processing software and can
automatically flag-up spelling errors and suggest translations of miss-spelt words.

Page 12 of 107
 • Translation memory software -Translation memory software are databases which store
translated text as the human translator works through it in order to be reused in the
future.
Impacts of Computer Aided Translation on everyday life:
➢ More accurate documents-Spell checkers can quickly scan your word processed
documents and automatically find spelling errors. Miss-spelt words can be quickly
corrected to produce an error-free document.
➢ A more multilingual society-Anyone with an Internet connection can access tools such
as Google Translate and the vast collection of language databases that the tools can
search through.
➢ Quicker and more efficient translations-Foreign visitors to countries can be
communicated with much easier through these CAT tools. They are especially useful
in places like embassies where a wide-range of foreign visitors may need to
communicate with local officials about problems or ask for advice etc.

6. 3D AND HOLOGRAPHIC IMAGING (AKA HOLOGRAMS)

This is a technique where images are made to appear three-dimensional and to actually have
depth.
➢ Holograms work by taking two regular two-dimensional images of the same object and
laying one on top of the other.
➢ The two-dimensional images need to have been shot at different angles.
➢ When viewing the image, human eyes see it from slightly different angles. The brain
combines them into a three-dimensional image.

Impacts of 3D Imaging on everyday life:

➢ Improved security-Credit cards, ID cards, software and some bank notes include
holograms as a way of trying to prevent forged duplicates being created.
➢ Better movie experiences-Hollywood have been using 3D imaging within the
production of movies for many years. These provide the viewer with a much more
immersive experience.
➢ Greater data storage- used to provide the means to store large amounts of data.
Companies have already produced discs that use holographic layers that each have the
potential to hold a massive 3.9 terabytes.
➢ Help doctors to create MRI scan images, ultrasound images and 3D views of our
internal organs .

Page 13 of 107
7. VIRTUAL REALITY
Virtual reality is where computers are used to create an artificial environment that users can
interact with as if it were real.
Equipment needed to create the virtual reality experience includes the following:
a) Eye Goggles -These produce the 3D images that make up the artificial world.
b) Special Gloves –The gloves detect your hand and finger movements which are input
into a computer and processed.
c) Headphones & a Powerful Computer

Impacts of Virtual Reality on everyday life:

➢ Improved medical surgeons-Surgeons can be trained using virtual patients. This allows
them to practice over and over until they have perfected a particular surgery without
risk to a real patient.
➢ Larger and stronger buildings-Virtual buildings allow architects to walk around to
experience what the building would look like when completed and check for potential
errors before the actual building is constructed.
➢ More effective treatment of phobias-VR is being used to help patients overcome
phobias and anxieties. People can experience a tame, controlled version of what they
are afraid of. Slowly the person becomes used to the situation and can relax.
➢ Training in dangerous situations-VR can be used for training in dangerous situations
where it is impossible to practice the real thing.
➢ More realistic education-VR can give students the opportunity to learn in a much more
interactive way. For example: Astronomy students can learn about the solar system by
engaging with the objects in the virtual environment. They could look around stars,
move planets and track the orbits of comets.

Page 14 of 107
 CHAPTER 2
2.1.INPUT DEVICES
Input devices are hardware devices that allow data to be input into a computer.

1. KEYBOARD
Keyboards are used to input data into application software. E.g. word processed documents,
text into online forms and typing commands to the computer (Ctrl+P).

Two types of keyboard layouts

➢ QWERTY- layout
➢ Ergonomic- reduces health related problems

Advantages
➢ Enables fast entry of new text into a document.
➢ Well tried technology and well known method of entry.
➢ Most people find them easy to use.
➢ Easy to do verification check as data is entered, as it appears on the screen
simultaneously.

Disadvantages
➢ Users with limited arm/wrist use can find keyboards hard to use.
➢ Entering data is slow when compared to direct data entry (e.g. Optical mark
recognition).
➢ They use up desk space as they are quite large.

Concept keyboard
Uses icons or phrases instead of standard letters.
A single key represents an item on the keyboard.

Uses
Used in: Fast food restaurants, offices and shops

Advantages
➢ Enables fast data entry (there is no need to type in whole commands)
➢ Waterproof, useful in a restaurant environment
➢ They are tamperproof, preventing people from keying in information (which could
corrupt the system) .

2. NUMERIC KEYPADS
A numeric keypad is used to enter numbers only.
Although some have function key to allow input of alphabetical characters .

Uses
➢ Used in Automatic teller machines (ATMs), where customers can key in their
personal identification number (PIN), or an amount of money

Page 15 of 107
 ➢ Used to key in phone numbers into telephones
➢ Electronic point of sale (EPOS) terminals have numeric keypads in case the barcode
reader fails
➢ Used in Chip and PIN devices to key in PIN, or amount of money
➢ Used to enable fast entry of numeric data into a spread sheet

Advantages
➢ Numeric keypads are faster than standard keyboards for entry of numeric data .
➢ Since many are small devices (e.g. mobile phones), they are easy to carry around.

Disadvantages
➢ Can be difficult to use due to the very small keys.
➢ Difficult to use for entering text.
➢ Sometimes the order of the numbers isn’t very intuitive.

3. POINTING DEVICE
Pointing devices are needed to make selections from a graphical user interface.

a. Mouse –the cursor moves in response to the movement of the mouse. The left mouse
button is used to make selections while the right button is used to display a drop-down
menu. A scroll button is used to help move quickly through a long document.

Uses
➢ Used for opening, closing and minimizing software
➢ Used for grouping, moving and deleting files
➢ Useful when editing images (e.g. controlling the size and position of the image)
➢ Used for controlling the position of a pointer on the screen to allow:
o Selection from a menu
o Selecting an icon
o Scrolling up/down and right/left

Advantages

➢ Faster to select an option by a mouse than a keyboard

➢ Enables rapid navigation through applications and the internet
➢ Mice are small and don’t take much area

Disadvantages
➢ People with restricted hand/wrist movement can find it hard to operate a mouse
➢ Easily damaged and can easily be clogged up with dirt
➢ They are hard to use if there is no flat surface available

b. Touchpad
Touchpads are used in many laptop computers as a pointing device.
The pointer is controlled by the user moving their finger on the touchpad.

Page 16 of 107
Uses
➢ Used for opening, closing and minimising software
➢ Used for grouping, moving and deleting files
➢ Useful when editing images (e.g. controlling the size and position of the image)
➢ Used for controlling the position of a pointer on the screen to allow:
o Selection from a menu
o Selecting an icon

Advantages
➢ Faster to select an option by a touchpad than a keyboard.
➢ Enables rapid navigation through applications and the internet.
➢ Since the touchpad is integrated into the laptop computer, there is no separate mouse,
aiding portability.
➢ They can be used when no flat surfaces are available.

Disadvantage
➢ People with limited hand/wrist movement can find touchpads hard to use.
➢ It can be more difficult to control the pointer when compared to a mouse.
➢ They are more difficult when doing operations such as ‘drag and drop’.

c. Trackerball
Tracker balls are similar to a mouse except that it has a ball on the top of the device.
Users control the pointer on the screen by rotating the ball

Uses
➢ Have the same pointing/cursor control capability as a mouse.
➢ Used in applications where the user has a disability (RSI).
➢ Used in a control room environment, where it is faster than a mouse to navigate
through process screens and more robust than a mouse.

Advantages
➢ They allow faster navigation compared to a mouse.
➢ People with limited hand/wrist movement find easier to use than a mouse.
➢ The pointer can be positioned more accurately on the screen than with a mouse.
➢ They take less desk space than mice since they are stationary.

Disadvantages
➢ Tracker balls are not supplied with the computer as standard, so they are more
expensive.
➢ User may need training since they are not standard equipment.

4. REMOTE CONTROLS
A remote control is used to control the operation of other devices remotely by using infra-red
signals.

Uses

Page 17 of 107
 In home entertainment devices such as Televisions, DVD player/recorder and satellite
system
➢ Used to control multimedia systems.
➢ Used in industrial applications to remotely control processes, stop and start
machinery.

Advantages
➢ Enable devices to be operated from any distance, which is useful for people with
disabilities
➢ Some chemical processes are hazardous, so it is safer to operate equipment from a
distance.

Disadvantages
➢ People with limited hand/wrist movement can find them hard to use.
➢ The signal between the control and the device can be easily blocked.
➢ Needs batteries to operate and they need regular replacement.

5. JOYSTICK
Buttons are used to make selections.
Uses
➢ Video/computer games are often controlled by joysticks
➢ They are used in simulators to mimic actual controls

Advantages
➢ Easier to navigate round a screen compared to a keyboard
➢ They can be used by disabled people because they can be operated by foot,mouth,etc.

Disadvantages
➢ More difficult to control the on-screen pointer with a joystick than with other devices
such as mice
➢ You have to purchase them separately from a computer system.

6. TOUCHSCREENS
Touch screens are displays that can detect the presence and location of a touch to the screen.
User can choose an option by simply touching a button/icon on the screen .
he selection is automatically made without the need for any pointing device.

Use
➢ Used for service tills e.g. petrol stations
➢ Used where selections are made on a screen e.g. ATMs, public information systems,
airports and railway stations
➢ Used in PDA’s
➢ Used in Interactive white boards
➢ Used in computer based training (CBT)

Advantages

Page 18 of 107
 ➢ Enable faster entry of options than a keyboard or a mouse
➢ Very easy to choose options
➢ User friendly method for inputting data
➢ They are tamperproof, preventing people from keying in information (which could
corrupt the system)
➢ They are ideal where space is limited such as on a smartphone

Disadvantages
➢ There is a limited number of options available.
➢ Using touch screens often can lead to health problems e.g. (straining of arm muscles
and RSI).
➢ The screen can get very dirty with constant touching.
➢ They cost more than input devices such as keyboard.

7. SCANNERS
Scanners can be used to enter information on hardcopy.

Uses
➢ Used to scan in documents and convert them into a format for use in various software
packages
➢ Old and valuable documents and books can be scanned, protecting the original copies
from damage
➢ Non-digital photographs can be scanned for storing on a computer

Advantages
➢ Images can be stored for editing at a later date
➢ Scanners are much faster and more accurate than typing in documents again
➢ It is possible to recover damaged documents and photographs by scanning them and
then using appropriate software to produce an acceptable copy

Disadvantages
➢ The quality can be limited depending on how good the scanner resolution is
➢ They take up a lot of space
➢ It can take long time to digitize all the pages in a long document

8. DIGITAL CAMERAS
Digital cameras store the digital photographs on an internal memory card and display the
picture on a screen.
Pixels- dots making up a digital image.
Resolution-number of pixels used on an image.

Uses
➢ Digital cameras can produce photographs for direct transfer to a computer or to print
out
➢ Digital cameras allow short video clips to be produced
➢ Photographs can be uploaded directly into application software such as word
processor

Page 19 of 107
Advantages
➢ Easier to produce better quality photographs than with a tradition camera
➢ Easier and faster to upload photographs to a computer
➢ There is no need to develop film and print out photographs (saves paper and no longer
needs the chemicals to produce photographs from films)
➢ Easy to delete an image from the memory if it’s not satisfactory
➢ the memory card can store several hundred photographs
➢ Can use software to improve photos.

Disadvantages
➢ The camera user needs to be computer literate to use the camera properly
➢ There is some artistry lost since clever software corrects errors in the photographs
➢ The resolution is not yet as good as traditional cameras
➢ Images often need to be compressed to reduce the amount of memory used
➢ It is possible to fill up computer memory very quickly with several photos of the same
subject(in order to find the perfect snap shot)

9. MICROPHONES
Are input devices that allow sound signals to be converted into data, so that it can be stored
and processed by the computer.

Uses
➢ Microphones are used to input speech/sounds to be used in various applications
➢ They are used in voice recognition software- for conversion of speech into text, and
recognition of commands

Advantages
➢ They are relatively inexpensive.
➢ Faster to read in text than to type it using a keyboard
➢ Possible to manipulate sound in real time using special software
➢ Can improve safety for car phones

Disadvantage
➢ Sound files can use up a lot of computer memory
➢ Voice recognition software isn’t as accurate as typing in manually
➢ Background noises can cause problems with voice recognition systems.

10. SENSORS
A sensor is a device that converts a real-world property (e.g. temperature) into data that a
computer can process. Sensors are devices that measure physical quantities.

Examples of sensors and the properties they detect are...

Sensor What it Detects Applications

Page 20 of 107
 Temperature To monitor temperature Automatic washing machines,
central heating systems,
automatic green houses, ovens
Light Used to measure light intensity Automatic doors, street
lighting control , Burglar
alarm systems, automatic
greenhouses
Pressure Pressure (e.g. someone standing on Burglar alarm systems ,
it) robotics, environmental
monitoring , Automatic
washing machines

Humidity/Moisture Used to measure the amount of Automatic greenhouses,

moisture in the air or soil. environmental monitoring,
factories where moisture
levels are crucial
Water-Level Used in washing machine to washing machine
measure water level

Proximity Used when parking cars to judge Cars

distance.
Movement Detects movement which could alarms
trigger an alarm

Advantages
➢ Readings by sensors are more accurate than taken by humans
➢ Readings are continuous, there is no break in monitoring
➢ Because it is a continuous process any necessary action or warning will be initiated
immediately
➢ The system can be automatic, removing the need for human intervention, this is
particularly important if the process is hazardous

Disadvantages
➢ Purchase cost.
➢ Faulty sensors can give spurious results.
➢ Dirt and grease may affect performance.

11. GRAPHICS TABLET

A graphic tablet is used with a stylus to produce freehand drawings
Uses
➢ Graphics tablets are used to produce drawings, computer graphics
➢ In countries where characters are complex e.g. japan they are used as a form of input
➢ They are used in computer aided design (CAD) work

Advantages
➢ It is possible to modify drawings before they are input
➢ They offer an accurate method of drawing

Page 21 of 107
Disadvantages
➢ They are more expensive than other pointing devices
➢ Requires more desk space

12. VIDEO CAMERA

Used to record video footage.
Advantages
➢ Can capture both still and moving images
➢ Easy to transfer video to the computer
➢ Can store many images/videos for editing later

Disadvantages
➢ Can erode privacy as CCTV cameras are present in many public places.
➢ It is very difficult to produce a good video without training.
➢ Can be expensive to buy.
➢ The picture quality is determined by the number of pixels used and this may be low.

13. WEB CAM

Are digital cameras that can take both still and video images which can be then transferred to
other computers.

Uses
➢ While chatting online webcams can be used to have conversations
➢ Used to enable video conferencing to take place
➢ Allow people to view the traffic in local road systems

Advantages
➢ Can be left on constantly and activated when required
➢ Allow people to keep in contact with each other without the need to travel,
particularly useful for disabled or elderly people

Disadvantages
➢ Webcams have limited features and the picture is often of poor quality
➢ They need to be connected to a computer

2.2. DIRECT DATA ENTRY DEVICES

Direct data entry devices are devices that read data from a source that’s provided and
transferred it directly to the computer system.

1. MAGNETIC STRIPE READER

Are used to read data found on magnetic stripes found on the back of cards.

Page 22 of 107
The stripe on the cards holds information such as ; Bank account number, name of the card
holder,expiry date of membership.

Data contained on the card’s stripe is read by pulling the card through the magnetic stripe
reader.This is known as swiping.

USE

Bank Cards: Contains Account details

Security/Hotel Rooms: Allows entry to specific room.

Gift Cards (Vouchers) – amount of vouchers

Advantages

• Fast data entry compared to keyboard.You just swipe the card through the machine.
• No possibly of data entry errors as there is no typing involved.
• The stripes are not affected by water and robust if dropped.
• Data held on the card cannot be read by eye so bank details.

Disadvantages

• Stripe could become unreadable – scratched and then the data is lost.
• The cards need to be in contact with the reader in order to be used.Does not work at a
distance.
• The magnetic stripe on cards can only hold a small amount of data.
• Magnetic stripes on cards are easily duplicated/copied.

.2.CHIP AND PIN READER

These allow people to pay for goods and services electronically at electronic funds transfer
point of sale(EFTPOS) terminals.

The chip and pin reader works by inserting a credit/debit card into a slot and then entering a
PIN(personal identification number).

USES

Used to make secure payments for goods and services at superrmarkets,restaurants,cafes and
buying petrol.

Page 23 of 107
Advantages

• More secure than magnetic stripe readers as the user needs to know the correct PIN.
• Information contained on the chip is harder to copy than it is to copy magnetic
stripes.
• Chip and pin readers are portable so they can be brought to you.For example waiter in
a restaurant.
• Chip is less likely to be damaged compared to a magnetic swipe.
• Larger amount of information can be stored on the chip.
• Not affected by magnetic fields.

Disadvantages

• It is possible to forget your PIN which means you cannot make payments with your
card.
• People can look over your shoulder as you enter your pin.This makes it possible to
access your money if they stole your card.
• Hidden cameras sometimes are used to see which keys are pressed for the PIN.

3. RADIO FREQUENCY IDENTIFICATION(RFID) READER

RFID reads information stored on tags (small silicon chip that can be placed on a sticker)
using radio waves.

RFID tags can be attached to objects or animals/people.

USE

• Track movement of animals (livestock) or people

• Stock Control: Scan stock items for quantity
• Airports:- Track Luggage to make sure nothing is lost
o -Read information from the chip in an electronic passport
• Contactless cards to make a payment

Advantages

• Can read objects from a distance.Tags can be read even without a direct line of sight.
This makes them easier to use.
• Information stored on RFID tags can be read much faster than barcodes.

Page 24 of 107
 • RFID tags allows read/write operations to take place.This means that one can add to
or alter information already on the tag.
• Can read biometric readings.The RFID tags can be placed within objects rather than
on their surface.

Disadvantages

• Radio symbols can be jammed or hacked.

• RFID tags and readers are more expensive than a barcode readers.
• Tags could interfere with each other.

4. MAGNETIC INK CHARACTER READER(MICR)

MICR is used to read characters printed on the cheques in a special ink .

Use

Used to process cheques in banking operations – cheque is read using a batch processing
method

ITEMS OF INFORMATION THAT ARE PRE-PRINTED ON THE CHEQUE IN

MAGNETIC INK

• Account number
• Bank/branch sort code
• Cheque number

HOW MICR IS USED TO READ THESE DETAILS FROM THE CHEQUE

• Magnetic Ink Character reader is used to scan details on the scan.

• The magnetic ink on the cheque passes over a magnet in the reader which
charges/magnetises the ink .
• The MICR reader then reads the magnetic signal given out by the magnetic ink
characters on the cheque.
• Each character produces a unique signal which is read and translated by the MICR
reader.

Advantages

• MICR offers great security than OCR since the oriented characters cannot be altered.

Page 25 of 107
 • There is no manual input, thus errors are reduced.
• If somebody writes over the magnetic ink characters it can still be read.
• Cheques can be processed quickly.

Disadvantages

• Only certain characters can be read and the number of different characters is very
limited.
• It is a more expensive method than other methods used for direct data entry.

5. OPTICAL CHARACTER READER(OCR)

OCR scans text from hardcopies and converts it into an editable form which can be used and
edited in a range of software including word processors.

USE

• Used in Self-Immigration System at Airports.

• Read text from Identity Cards
• Students scanning text from books which can be edited.

Advantages

• Much faster data entry system than manually keying in data.

• Since there is no manual data entry, the number of errors is reduced.

Disadvantages

• The system has difficulty reading handwriting.

• It is still not a very accurate technique.

6. OPTICAL MARK READER(OMR)

Optical mark recognition is used to read marks written in pen or pencil.

Uses

OMR devices are used to read

• Questionnaires
• Multiple choice examinations papers
• Lottery tickets

Page 26 of 107
and other types of forms in the form of lines or shaded areas.
Advantages

• Extremely fast way of inputting information into a computer(around 4000 forms can
be read per hour).
• Since there is no typing, it is more accurate than keying in data.
• OMR is more accurate than OCR.

Disadvantages

• Can only read shaded areas.

• If forms have been incorrectly filled in they cannot be read properly.
• Forms can jam in the machine as they are fed through.

7.BARCODE READER

Used to read information in the form of a barcode.

Barcode hold information such as :

• Product ID number
• Manufacturer
• Country of origin
The barcode scanner reads the information stored on the barcode using a visible red light
which is reflected and translated into digital information.
USES

• Used in supermarkets and other shops where the goods are marked with a barcode
• Used in libraries to scan users library card and barcodes on books (in order to keep
track of books on loan).
• Used as a safety function in many companies to ensure that electrical equipment is
checked on a regular basis.

Advantages

• Faster than keying in codes, and fewer mistakes are made.

• Barcodes enable automatic stock control.
• When an item price is changed, only the central database needs to be updated, there is
no need to change the prices individually on each item.

Page 27 of 107
Disadvantages

• Barcode could be swapped around on items.

• Barcode could be unreadable or missing.
• Barcode scanning is an expensive system to administer since every item in the shops
needs a barcode and every barcode needs to be entered on the system. Also there is a
need to invest in the computer technology together with staff training, which can all
be expensive

8. CONTACTLESS CARDS READERS

Contactless Cards Readers are used by customers to pay for products at thePOS without the
need to enter a PIN Number using RFID technology.

How it works
The payment terminal picks up a signal from the chip to process and complete the transaction
when the card is within a few centimetres distance.
Advantages
• Quicker Transaction meaning less time spent at POS.
• Don’t have to use PIN
• Transaction data (account details) is encrypted.
Disadvantages
• Less secure than chip and pin method.
• Anyone could use card if lost.
• It is easer for thieves to copy details of the card.
• Only small payments can be made.

Page 28 of 107
 CHAPTER 3
TOPIC 3.1: STORAGE DEVICES AND MEDIA

STORAGE MEDIA: is the name given to the device that actually holds the data.

STORAGE DEVICE: is the equipment that is used to store the data on the media – eg the
CD writer.
FILE SIZES
Storage devices or files sizes are measured in:

Kilobytes (KB), Megabytes (MB), Gigabytes (GB) and Terabytes (TB).

1 byte=8 bits

1 KB=1000 BYTES

1 MB=1000KB

1 GB=1000MB

1 TB=1000GB

TYPES OF ACCESS

1. SERIAL(SEQUENCIAL ACCESS)
• Files are stored one by one in a sequence.
• Must search through the files one by one until you get to the one you want.
Examples: Cassete Tape ,Magnetic tape

2. DIRECT(RANDOM ACCESS)
• Stores files so that they can instantly be accessed.
• No need to search through to get to the files you want.
Examples:DVD,CD ROM,Blu-ray

TYPES OF STORAGE DEVICES

1. Magnetic storage devices
2. Optical storage devices
3. Solid state storage devices

1. MAGNETIC STORAGE DEVICES

These devices store data in the form of tiny magnetised dots.
• These dots are created, read and erased using magnetic fields created by very
tiny electromagnets.
• Data is read from and written to using read/write heads.

Page 29 of 107
EXAMPLES
a) MAGNETIC TAPE
– Stores data on a plastic tape coated with a magnetic layer.
– Commonly used for large scale storage especially at the banks' when batch
processing bills and invoices.
Advantages
• Generally, less expensive and very robust technology
• Data transfer rate is fast
Disadvantages
• Access time is very slow
• When updating another tape is needed

b) FIXED HARD DISK

– Disk fixed in the computer storing data, operating systems and application
software.
Advantages
– Very fast data transfer rate and fast access times to data
– Have very large memory capacities
Disadvantages
– Can be easily damaged
– They lack portability

c) PORTABLE HARD DISK

– Store very large files which need to be transported from one computer to another
or removed each night.
Advantages
– Data access time and transfer rate is very fast.
– Large memory capacities.
– Can be used to transfer information between computers.
Disadvantages
– Can be easily damaged.
2.OPTICAL STORAGE DEVICES
These are devices that operate using a laser beam.
• The laser reads from and writes to the disk. It etches the data onto the surface as
microscopic pits.

EXAMPLES
a) CD/DVD RW(Compact disk/Digital Versatile Disk Rewriteable)
– CD-RWs and DVD-RWs are used to record radio and television programs
– They are used in closed circuit television (CCTV) systems
Advantages
– Can be re used many times
– Different file formats can be used each time

Page 30 of 107
 – Less wasteful than R format since files or data can embedded at a later stage
Disadvantages
– Relatively expensive media
– Possible to accidentally overwrite

b) CD ROM(Compact Disk Read Only Memory)

Used for distributing software.
Advantages
– Holds more data than floppy disks
– Less expensive than hard disk drives
Disadvantages
– Data transfer rate and data access time are slower

c) DVD ROM((Digital Versatile Disk Read Only Memory)

used for the distribution of films and multimedia encyclopaedias.
• Has high storage capacity than CD ROM.

d)CD-R(Compact Disk Recordable)

The disc is recordable only once.
• They are used for home recording of music (CD-Rs) and films (DVD-Rs).
Advantages
– Cheaper than RW disks
– Once burned (and finalized) they are like ROM
Disadvantages
– Can only be reordered once
– Not all CD/DVD players and can read CD-R
d) DVD RAM(Digital Versatile Random Access Memory)
DVD-RAMs are used in recording devices such as satellite receivers to allow
simultaneous recording and playback
They are used in camcorders to store films
Advantages
– Have a long life (30 years)
– Can be re written on more than the DVD-RWs(100,000 times)
– Very reliable as they have built in verification software to ensure accuracy of data
– Access is very fast
– No need to finalize the disk
– Very large capacities
– Ability to read and write data at the same time
Disadvantage
– DVD-RAMS are not as compatible as R or RW, many systems will not recognize
this format
– More expensive than DVD-RW
e) BLU-RAY DISCS

Page 31 of 107
 • Used for storing and playing back high definition films.

Advantage
– Very large storage capacity
– Data transfer rate is very fast
– Data access speed is faster than with other optical media
Disadvantage
– Disks are relatively expensive
– Blu-ray disks still have encryption problems

3. SOLID STATE STORAGE DEVICES

The smallest form of memory and is used as removable storage. Because there are no moving
parts and no removable media to damage, this type of storage is very robust.

EXAMPLES
a) Memory stick
Used to transfer files/backup (work) between computers.
Advantages
• Portable & Small
• Robust
• large capacities
• No need for additional drivers/software
Disadvantages
• Easy to loose
• USB could be damaged if not ejected correctly.

b) Memory cards
Used to store files on digital cameras, mobile phones and mp3 players.
• Very small and can be removed and placed in other devices.
• Robust
Disadvantages
• Smaller storage capacities.
• Quite expensive.

BACKUP
A backup simply means making one or more copies of your data.
For example, if you have a folder of photos stored on the hard-drive of your laptop, you
might back them up by copying them to a CD-R.

WHY BACKUP YOUR DATA?

• If you delete a file by accident,
• In case your computer breaks,

Page 32 of 107
• In case your laptop is stolen
• In case your business burns to the ground,
Having a backup copy means that you have not lost your precious data. You can recover your
lost files and continue working.

HOW ARE BACKUPS CREATED?

Personal backups of the data on your hard-drive can be made by…
• Burning files to a CD-R
• Copying files to an external hard-drive
• Copying the files to another computer on a network
• Keeping backup media off-site (in case of fire or theft)

Page 33 of 107
 4.1NETWORKS

What is a computer network?

A computer network consists of 2 or more computers or electronic devices that have been
linked/ joined together to share resources.

• Networks can vary in size, for example:-school networks can consist of only few linked
computers and huge networks can consists of billions of computers.

STAND-ALONE COMPUTERS-these are computers that are not connected to a network.

What do networks enable us to do?

Networks allow users to:
• Share files
• Send emails to each other
• Share resources(like printers or scanners)

How are networked computers joined together?

Computers on networks are usually connected using:
• Cables
• Radio signals
• Telephone lines and satellites

Page 34 of 107
 TYPES OF COMPUTERS FOUND ON A NETWORK

There are two types of computers that make up a network.

• Servers
• Clients

WHAT IS A SERVER COMPUTER?

Servers are powerful computers that provide services to the clients in a network.
• Servers control the network and tell the client computers what to do.

Services provided by servers

1. Provides central storage where all users of the network can access the same data.

2. Sharing of devices such as scanners and printers.

3. Provides network security by making sure that only people with valid usernames and
passwords can log onto client computers on the network.

4. Sharing of internet connections among client computers using a router.

Types of servers
1. File servers-gives network users a place to save and load their data files.

2. Application servers-allow computers on the network to run and use applications

software that are stored.

3. Printer servers-control how printing on the network takes place.

4. Proxy servers-used a s a kind of security device between client computers and network.

Page 35 of 107
WHAT IS A CLIENT COMPUTER?
A client computer is an individual computer that is used to perform everyday tasks to access
information and programs from the server.

NETWORK DEVICES

There are seven main devices that are used to build a network.

1. ROUTER
Router is used to connect the LANs together and also connect them to the internet.

• Internet Protocol Address (IP address)-a unique number that is assigned to each
computer connected to the internet.
• Router stores IP addresses in a routing table.

How does a router send data between computers?

• Routers send packets of data between computers on different networks.
• Each data packet contains the IP address of the computer/network that the data is being
sent to.
• The router will use the IP address to work out the best route in which to send the data
to its destination.
• The data will be received by routers on other networks which will read the IP address
and re-route the data until it ends up at the exact device it was intended for.

2. NETWORK INTERFACE CARD(NIC)

Network Interface Cards are used to connect individual computers to a network.
• They have ports which allow network cables to be plugged in and connect the computer
to the network.

3. NETWORK CABLE
Network cables are plugged into computers wired network interface card and
connects it to the network.
• Cable holds advantages over wireless connections for two reasons:
Page 36 of 107
 o Cables can transfer data faster than wireless
o Data transferred over cables is more secure than over wireless(Hackers cant
intercept data easily)

4. HUBS
A hub enables computers on the network to share files, data and resources.
• Broadcasts data passing through it.
• Contains multiple ports

5. SWITCH
Switches connect computers to form a local area network.
• They transmit data around the network more efficiently.
• Learns which devices are connected to which ports.

How do switches manage network data?

• Each device has a Media Access Control(MAC) address which identifies it
uniquely.
• Data packets sent to the switch contains the MAC address of the sending device and
receiving device.
• The switch will inspect these addresses and only send the data to the relevant device
rather than to all devices.

6. BRIDGE
Bridges are network devices that connect a LAN to another LAN using the same
protocol.
• Can connect different types of networks so that they act as one single LAN and
thus can communicate with each other.

7. MODEMS
Modem stands for ‘Modulator Demodulator’.

• Modem is used to connect computers to the internet.

How do modems work?

• Most connections are made over telephone lines.
• The modem converts the digital data into sound (analogue data) so it can be sent
over the analogue telephone.

TECHNOLOGIES THAT ALLOW WIRELESS COMMUNICATION

A. WI-FI

WiFi is a wireless technology which enables computers and other devices to communicate.

• WiFi is more suited to full scale networks.

• WiFi has a larger range.

Page 37 of 107
 • WiFi has better security than Bluetooth
• WiFi do not necessarily use batteries
• WiFi needs a WiFi adapter, a wireless router and a wireless access point.
• WiFi setup is more complex.
• WiFi range is approx. 100m
B. BLUETOOTH
Bluetooth is a wireless technology used to exchange data over shorter distances.

• Bluetooth is more useful when transferring data between two devices.

• The devices connected via Bluetooth should be near to each other.
• Less data tends to be transferred with Bluetooth.
• Bluetooth uses a lower bandwidth.Eg sound data (phones) or file transfer (computers).
• Cost of Bluetooth is cheaper than WiFi.
• Bluetooth has a shorter password.
• Bluetooth devices are battery operated which needs to be replaced or recharged.
• To connect to the network need a Bluetooth adapter.
• Bluetooth range is approx. 20m
• Bluetooth is simple to use and setup.
• Bluetooth is more energy efficient than wifi in some cases 3% of the energy.

SIMILARITIES BETWEEN WIFI AND BLUETOOTH

• Bluetooth/Wifi are both wireless can’t fall over the wires/move around the house
• Saves money (on cables) as both do not require wires.

HOW TO SET UP AND CONFIGURE A SMALL NETWORK

1. Choose an Internet Service Provider(ISP),pay them a subscription charge and get a

router,often provided by the ISP.
2. Connect the router to the telephone line or cable point.
3. Connect any cabled devices to the router using wires between the ports on the router
and the network interface card on the device.
4. Connect any wireless devices.e.g laptops,tablets
5. You will need a browser on each device to access the internet.

Page 38 of 107
 Web Browser Software-a web browser is a program that allows web pages stored on
the internet to be viewed.

INTERNET
Internet is a huge group of worldwide networks joined together.

ADVANTAGES OF THE INTERNET DISADVANTAGES OF THE INTERNET

a) Huge amounts of information can a) Misinformation-there are many fake

be accessed almost anywhere. sites so one needs to check the
information they obtain carefully or
use reliable sites.
b) Improved communication systems. b) Increased problems due to hacking
This includes the use of text and viruses.
messages,emails,instant messaging
etc
c) Changes the way we shop-many c) Addiction to gambling,as there are
people prefer to shop online. many casino and horse racing betting
sites.
d) Can help people with disabilities to
be more independent because they
can order goods and services
online.

DIFFERENCE BETWEEN INTERNET AND WWW

1. Internet is huge network of networks whereas World Wide Web is the way of
accessing the information on all these networked computers.
2. Internet connects millions of computers globally and allows them to
communicate with each other.
3. World Wide Web makes use of web pages and web browsers to store and
access the information.

INTRANET
An intranet is a private network that is used inside an organisation and makes use of web
pages, browsers and other technology just like internet.
• It is used within school with limited resources.

PURPOSE OF AN INTRANET
➢ Private/confidential data stays within a company/organisation/school.

Page 39 of 107
 ➢ To store relevant/up to date information about the organisation available to workers.
➢ To facilitate communication/collaboration between workers/students/teachers.
➢ Make it easier to access company specific applications.
➢ Restrict access to certain sites of the internet/regulate access to the internet.
➢ Restrict access for certain employees.

DIFFERENCE BETWEEN INTERNET AND INTRANET

INTERNET INTRANET
Internet stands for INTERnational Intranet stands for INTernal Restricted
NETwork Access NETwork.
Contains information about everything. Contains only information concerning a
particular organisation that has set it up.
Can be used by anyone. Only used by the employees of a particular
organisation.
It is difficult to block sites. Simple to block certain websites using a
proxy server.

TYPES OF NETWORKS

There are three types of Networks:

a) LAN – Local Area Network
b) WLAN – Wireless Local Area Network
c) WAN – Wide Area Network

Difference between LAN and WAN

LAN WAN
a. LAN is confined to a very small area. WAN covers wide geographical areas.
E.g. Between cities, countries and even
continents.
b. Usually located in a single building. Usually located between many buildings and
countries.
c. Uses cables, wireless, infra-red which are It uses wireless, satellite links, which are
usually owned by the organisation. globally organised.

Page 40 of 107
d. Less expensive to build as equipment is owned More expensive to build as complicated
by the organisation which is cheaper than renting communication systems are used involving
lines and equipment. rental of communication lines.

WLAN-WIRELESS LOCAL AREA NETWORK

Wireless Local Area Network is a LAN where the computers are able to communicate with
each other wirelessly.

• They provide wireless network communication over very short distances (a few metres)
usually radio or infra-red signals instead of cables.
• Devices known as access points are connected into the wired network, at fixed
locations.
• Because of the limited range, most commercial WLANs need several access points, to
permit uninterrupted wireless communication.
• The access point receives and transmits data between the WLAN and the wired
network structure.
Advantages
• All computers can access the same services and resources. E.g., printers, scanners,
internet access, etc.
• There is no cabling to individual computers and devices so safety is improved.
• The system is more flexible since, users can move their laptops from their desks.
• Adding new computers and devices is a very easy task and costs are reduced, since no
extra cabling is needed.

Disadvantages
• Security is a big issue, since anyone with a WLAN enabled laptop or computer, can

access a network if it can pickup a signal.

• There may be problems of interference, which can affect the signal.
• Data transfer is slower than LAN.
• Not reliable, since the data transfer speed is not high.

DIFFERENT COMPUTERS TO ACCESS THE INTERNET

1. Mobile phone and Smartphone

Page 41 of 107
2. Laptop

Page 42 of 107
 3. Desktop/Personal computer

4.2 NETWORK ISSUES AND COMMUNICATION

4.2.1 NETWORK SECURITY
Once computers are networked together the security risks increase and if the network is
connected to the internet.

WAYS IN WHICH SECURITY OF A NETWORK CAN BE BREACHED

I. Password interception-here a person’s password which should be kept secret to them

becomes known to others.
This means that other people can now gain access to their files.

II. Virus attack

A virus is a program that replicates itself automatically and may cause damage.
Virus can:
• Display annoying messages on the screen.
• Delete programs or data.
• Use up resources, making your computer run more slowly.
• Spy on your online use.

HOW TO PREVENT VIRUSES FROM ENTERING THE NETWORK

Page 43 of 107
 • Install anti-virus software.
• Do not open emails from unknown sources.
• Keep anti-virus up-to-.date.
• Do not allow games, videos or movies to be downloaded.
• Do not open file attachments to emails unless they are from a trusted source.
• Always can unknown storage media.
• Do not visit fake websites.

HOW TO RECOGNISE FAKE/BOGUS WEBSITES

A fake website can be used to distribute viruses. Things to look for if a site is fake:
• Fake sites are often incomplete which means not all the links work, so check some of
the links.
• Check if the URL is correct.
• Check for mistakes in spelling /grammar.
• Check for padlock symbol and the web address starting with https:// security indicators
before entering personal information. Bogus sites do not have these indicators.

III. Hackers accessing the network

Hacking is a process of accessing a computer system without permission.

Hackers access a network using the internet. In most cases the hacker will try to guess the
users password or obtain the password another way.

HOW TO PROTECT A NETWORK FROM HACKERS

✓ Use a firewall
A firewall is hardware, software or both that will look at the data being sent or received by
the computer either to allow it through or block it.

▪ It prevents access to the network from unknown IP addresses.

▪ It can prevent users from accessing unauthorized sites.
▪ It also warns a user if software is trying to run a program on the computer without users
permission.

✓ Use anti-spyware
Anti-spyware is special software that you run on your computer which will detect and remove
any spyware programs that have been put on your computer without your knowledge.

Spyware purpose is to collect passwords and other personal information.

✓ Change passwords regularly

WAYS OF PROTECTING ACCESS TO A COMPUTER SYSTEM

Page 44 of 107
 1. USER-ID
A user-id is a name or number that is used to identify a certain user to the network. It
is also used by the network to give the user access to certain files.

2. PASSWORDS
A password is a string of characters (letters, numbers, punctuation marks and other
symbols) that the user can select.

Difference between a strong password and weak password

• A weak password is very easy to crack and guess. It has numbers only or letters only.Eg
mypassword

• A strong password contains symbols, capitals, numbers and letters.e.g.4Hp!94R

AUTHENTICATION TECHNIQUES

1) BIOMETRIC SYSTEMS
• Retinal scanning uses unique pattern on the back of the eye to recognize a
person.
• Fingerprint scanning uses the unique pattern on a person’s finger to identify
them.
• Face recognition
• Iris scanning uses the coloured area of the eye surrounding the pupil for
identification.
•
2) ID CARDS
ID cards are small credit card sized cards used to verify a person’s identity.

Typically the ID card would contain:

• Photograph of the person
• Unique identification number
• Their date of birth
• Address
• Religion
• Profession

3) ENCRYPTION
Encryption is the process of scrambling files before they are sent over a network to protect
them from hackers.
• It requires the encryption and decryption key.

Encryption should be used for:

• Sending credit card details
• Online banking
• Sending payment details
• Confidential emails

Page 45 of 107
 • Sending data between computers.

DATA PROTECTION ACT

A data protection act is a law that protects individuals by placing obligations on the
organizations who collect and process the data.

PERSONAL DATA -data about a living identifiable person which is specific to that person.

Examples: date of birth, age, medical records, religion, political beliefs, criminal record and
address.

DATA PROTECTION PRINCIPLES

1. Personal data shall be processed fairly and lawfully.

2. Personal data shall be obtained only for specified purposes.
3. Personal data shall be adequate, relevant and not excessive in relation to the purpose
for which they are processed.
4. Personal data shall be accurate and kept up to date.
5. Personal data shall not be kept for longer than is necessary for that purpose.
6. Personal data shall be processed in accordance with the rights of data subjects under
this act.
7. Personal data shall be kept secure.
8. Personal data shall not be transferred to a country unless if they have adequate level
of protection.

4.2.2 NETWORK COMMUNICATION

1. PHYSICAL FAXING
A dedicated machine connected to a telephone line; requires the number of the
recipient to be dialed before the document is scanned and then sent.

2. ELECTRONIC FAXING
It uses internet technology to send a fax.

Differences between electronic faxing and physical faxing

• Electronic faxing requires the use of a computer network whereas physical
faxing does not.
• No additional line is required for electronic faxing.
• All physical faxes are printed.

3. EMAIL
An email is an electronic message from one communication device (computer,
telephone, mobile phone or tablet) to another.

Page 46 of 107
Advantages of using an email compared to faxing

• Speed of sending and receiving replies is quick.

• Low cost (no stamps, paper etc.).
• Not needing to leave home to send the mail.
• An email can be edited by the viewer.

Disadvantages
• Possibility of virus threats and hacking.
• Need for the email address to be correct.
• Inability to send bulky objects via emails.

4. VIDEO-CONFERENCING
Video conferencing is the use of telecommunication technologies e.g internet to allow people
in two or more locations to communicate.
• Allows long distance communication
• Using simultaneous two-way communication
• Uses video and audio transmissions/streaming
• They are also able to exchange electronic files with each other and also pass electronic
documents around rather than paper based documents.
• If meetings need to be conducted between people in different countries, a WAN is used
such as the internet.
• Desktop video conferencing, in addition to PC, includes video compression card, sound
card, microphone, web camera and special software.

Advantages of using video conferencing

• Saves money as business does not have to spend money on travelling, hotel rooms,
meals, etc.
• Less stress as employees don’t have to experience delays at airports, accidents, road
work, etc.
• Meeting can be called at very short notice without too much planning.
• Improved family life as less time spent away from homes, staying in hotels.
• Improved productivity of employees as they are not wasting time in travelling.
• More environment friendly as there are people in smaller numbers travelling to
meetings, this cuts down carbon dioxide emission.
• Few journey means few traffic jams and hence less pollution.

Disadvantages of using video conferencing

• Needs good, powerful connectivity of internet, otherwise output would not be as
desired.
• Needs good quality camera or else output would not be of desired quality.
• Also needs good microphone for high quality sound.
• All the above mentioned points will need extreme expenditure.

5. WEB-CONFERENCING

Page 47 of 107
Web conferencing (sometimes called a webinar) uses a stable internet connection and remote
computers with microphones and webcams to allow real-time conferencing to take place.

✓ To take part in a web-conference, web conferencing software needs to be downloaded

on all the computers used.

6. AUDIO-CONFERENCING
Audio-conferencing (sometimes called a conference call) uses a telephone call that allows a
caller to talk to several people at the same time.

ADVANTAGES OF USING AUDIO-CONFERENCING RATHER THAN VIDEO-

CONFERENCING
• Audio-conferencing does not have time lag
• Lip sync errors cannot occur on audio-conferencing
• In video-conferencing sound quality can be poorer
• Video-conferencing needs expensive / extra hardware
• Video-conferencing requires the internet
• In video-conferencing there is a lack of stability of the system / communication as there
is more chance of it disconnecting / hanging
• In audio-conferencing only voice is sent / received in video-conferencing sounds and
vision is sent / received this can cause issues.

POLICING INTERNET

YES, the internet should be policed:

➢ Since it is too easy for children to access pornography.
➢ Films,TV & radio programmes are regulated so the internet should be regulated as
well.
➢ There is a lot of misinformation. Wrong information about a person could potentially
ruin their life.
➢ People can hide through the anonymity of the internet and say things that they would
not say to someone’s face.
➢ There are many undesirable sites which tell you how to make explosives, produce
illegal drugs.

NO, the internet should not be policed:

➢ To police the internet would require resources no law enforcement agency has.
➢ It is up to people to decide what they want to read or look at.
➢ Free speech is a fundamental right and should not be removed.

Page 48 of 107
 CHAPTER 5

5.THE EFFECTS OF USING IT

ICT has had many effects upon our lives for the better and for the worse. The same goes for
employment.

5.1 EFFECTS OF IT ON EMPLOYMENT

Workers jobs that have been replaced and increased by computers include;

REDUCTION OF EMPLOYMENT
• Payroll workers
• Typing pools
• Car production workers
• Checkout operators
• Bank workers

INCREASE IN EMPLOYMENT

- Network managers/technicians

- Website designers

- Systems analysts: they design new ICT

systems

- Computer programmers

- Computer engineers

- Delivery drivers for retail stores.

Page 49 of 107
5.2 THE EFFECTS OF IT ON WORKING PATTERNS

Traditionally, people work 1 to 40 hours a week. The introduction of IT to workplace brought

many changes in the working patterns for staff or employees.
The 9 to 5 working day (normal-working day) has led to more flexible working patterns
which are:

WORKING DESCRIPTION EXAMPLE

PATTERN
Part-time When a person is employed to work fewer Five days a week, four hours a day,
working hours than the normal working week. 10 AM to 2 PM

Flexible hours When employees work the full normal hours Five days a week, eight hours a day,
in a week but work at times which suit them 4PM to 12AM
and the employer.
Job-sharing Two or more employees doing the same job Five days a week, 20 hours each
but working at different times. worker
Worker 1: 9AM to 5PM, Monday to
Tuesday, 9AM to 1PM Wednesday
Worker 2: 1PM to 5PM,
Wednesday, 9AM to 5PM Thursday
to Friday
Compressed When an employee works the full normal Four days a week, ten hours a day,
hours hours in a week but works fewer days. 8 AM to 7PM

5.3. MICROPROCESSOR-CONTROLLED DEVICES IN HOME

Microprocessors (aka Micro-controllers) are tiny computer chips embedded in household

items, such as televisions, washing machines, burglar alarms and greenhouses.

ANALOGUE DATA- values that change very smoothly. They are continuous.

DIGITAL DATA- jumps from one value to the next in a step by step sequence.

WHY DATA NEEDS TO BE CONVERTED BEFORE IT IS READ BY THE

MICROPROCESSOR?
Sensor reads analogue data. Microprocessor reads digital data. Data needs to be converted
using analogue-to-digital converter so that the microprocessor can understand/read the data.

POSITIVE EFFECTS OF MICROPROCESSORS

• Do not need to be in the house when food is cooking or clothes are being washed.
• More time to spend with family and friends.
• More time for leisure activities or to complete work.

Page 50 of 107
 • Can encourage a healthy lifestyle because of smart fridges analysing food
ingredients and also re-orders stock automatically.
• Do not have to leave home to get fit.
• Burglar alarm provides a sense of security.
• Smart washing machines stop washes if incorrect materials present in the wash.
• If new materials are produced then the washing machine can analyse the materials
and tell you the correct dose of powder.
• If you want to watch up to date films then TV can connect to the internet.

NEGATIVE EFFECTS OF MICROPROCESSORS

• People can become over reliant on these devices and can become lazy.
• Can lead to unhealthy eating due to dependency on ready meals.
• Manual household skills are lost
• Over reliance on technology; if the device breaks down then it is difficult to use
alternatives
• If the device breaks it is more difficult to repair
• Personal data can easily be hacked through internet connected devices
• If controller/smart phone lost/stolen the devices may not work in the home
• New technology is expensive
5.4: POTENTIAL HEALTH PROBLEMS RELATED TO THE PROLONGED USE
OF IT EQUIPMENT
A health aspect is more generally how to stop people becoming ill or being affected by daily
contact with computers. The table below shows common safety risks.

ISSUE CAUSE PREVENTION

Eye strain Staring at computer • Look away from the monitor at
screen too long. regular intervals – re-focus on
distant or close objects to exercise
the muscles in the eye.
• Take regular breaks.
• Use an anti-glare filter in front of
the monitor to cut down on screen
reflections that can also tire the eyes
Back and Neck Bad sitting posture. • Use an adjustable, ergonomic chair,
Ache and take the time to set it up
properly.
• The computer keyboard and monitor
should be at the correct height for
the seated person (keyboard lower

Page 51 of 107
 than the elbow, top of monitor at
eye level).
• Take regular breaks: get up, walk
around, and stretch your muscles.
Repetitive Strain typing and using a • Use a wrist-rest to support the wrists
Injury (RSI) in mouse for long periods while typing and when using the
Wrists and mouse.
Hands • Take regular breaks from typing or
using the mouse.
• Maintain correct posture.
Headaches Incorrect lighting, screen • Use an anti-glare screen.
reflections, flickering • Take regular breaks.
screens.

Page 52 of 107
 TOPIC 6.1:COMMUNICATION APPLICATIONS
TOPIC 6.2:DATA HANDLING APPLICATIONS
TOPIC 6.3.MEASUREMENT APLICATIONS
TOPIC 6.4:MICROPROCESSORS IN CONTROL
APPLICATIONS
Microprocessors (aka Micro-controllers) are tiny computers embedded in household items,
such as televisions, washing machines, burglar alarms and greenhouses.

They can monitor and control the devices in real time.

TURTLE GRAPHICS

This is based on the computer language called LOGO and is now usually known as turtle
graphics.

It is essentially the control of the movement of a ‘turtle/cursor’ on a computer screen by a

number of key instructions which can be typed in.

Common turtle graphics commands

EXAMPLE
50

Starting
position 30
30

15

The list of instructions that would draw this shape is as follows:

Page 53 of 107
FORWARD 50 FORWARD 30
RIGHT 90 LEFT 90
FORWARD 30 FORWARD 15
RIGHT 90

USES OF COMPUTER CONTROL IN APPLICATIONS

1. AUTOMATIC WASHING MACHINE
Inputs
➢ Water sensors – to check if the watch has drained / has filled to the correct
level
➢ Temperature sensors – to see if the water has heated up to the required
temperature for the wash.
➢ Vibration sensors – if the machine is incorrectly loaded and vibrates too much,
the machine will switch off to avoid damage to the machine and avoid a
potential leak.
Outputs
➢ Turn on the motors that spin the machine
➢ Turn on the draining pumps
➢ Turn on the heating coil that heats the water
Preset Values
The dial on the front of the machine has a number of preset values:
➢ The washing temperature
➢ The cycle type (eco, intense, soak)
➢ The spin speed

2. AUTOMATIC COOKERS
They can be used to cook a variety of meals and foods, including:
• Slow-cooked stews
• Pies, Pastries and Bread
• Rice
Inputs
➢ The cookers have temperature sensors to detect when the cooker has reached
the desired temperature
Output
➢ The cookers turn on and off the heating elements
➢ The cookers often also output a sound or tune when the food has finished
cooking
Preset Values
➢ The cooking temperature
➢ The programme type ( what type of meal is being cooked)
➢ Start time / delay so food only starts cooking at a certain time.

Page 54 of 107
 3. COMPUTER CONTROLLED HEATING SYSTEMS
Heat sensor measures the current temperature and sends this data to the computer
where the analogue data is changed to digital data using the analogue to digital
converter. The computer will compare the sensor heat data against the pre-set value
stored in its memory. If the heat is high the heating is switched off else switched off.

4. BURGLAR ALARMS
Infra-red sensor detects movement when the sensor is broken and this information is
sent to the computer where the analogue data is changed to digital data using the
analogue to digital converter. Computer makes the decision to switch on the alarm.
The output is that the alarm is activated.

5. COMPUTER CONTROLLED GLASSHOUSE

Inputs

• Temperature sensors
• Soil moisture level sensors
• Humidity Sensors

Outputs

• Motors to open and close the windows to the glass house in order to control the
temperature
• Motors to pump water from storage containers into the soil to water the plants

Page 55 of 107
 TOPIC 6.5:MODELLING APPLICATIONS
A computer model tries to simulate something in the real world.

Computer simulations are computer generated.

Examples of computer models include:

• Spreadsheets to model personal or business finances

• Traffic light simulations to model traffic on the road
• Pilot training simulation – to model flying conditions
• Weather forecasts to model the weather patterns
• Crash testing cars to see how the car behaves in an accident

WHAT ARE THE BENEFITS OF COMPUTER MODELS?

• Cheaper -Modeling a situation is often much cheaper than carrying out the task for real.
For example, architects can make and solve design errors on simulated buildings rather
than waiting until the real thing is constructed before realizing.
• Safer - Flight simulators mimic the skills needed to fly a plane. Novice pilots
are likely to crash the plane whilst they are learning. This could be fatal if piloting a real
aircraft. If a simulated plane is crashed, they just reload the simulation and try again.

• Saves Time -Simulations can produce results faster than the real thing. For
example, global warming models can predict the temperature of the earth in 50 years
time without actually having to wait that long.

• Greater Range of Situations -Simulations can be programmed to mimic a wide range

of extreme situations. For example, pilots can be exposed to storms, volcanic ash
clouds, high winds etc. In real life these conditions cannot be guaranteed.

Page 56 of 107
DISADVANTAGES OF USING COMPUTER MODELS

• Accuracy -Modeling a situation can never perfectly mimic real life. There will always be
some difference between the model and reality.

• Initial Expense -Simulators require sophisticated hardware and software. For example,
high powered processors and lots of RAM. The simulation software (program) can also
be expensive.

• Programmer Error -If the simulation's programmer has made errors whilst creating the
program, the simulation outcomes will be more inaccurate.

TOPIC 6.7:SCHOOL MANAGEMENT SYSTEMS

TOPIC 6.8: BOOKING SYSTEMS

ONLINE PROCESSING
This is whereby the system is automatically updated when a change /transaction are made.

Online booking systems use real time processing which allows users to make and confirm
bookings instantly.

Online booking systems can be used to book:

• Holidays
• Flights
• Train tickets
• Cinema tickets
• Theatre seats
• Tickets for sporting events

STEPS FOR ONLINE BOOKING

➢ Find the booking website using a search engine or type in the web address.
➢ Search the online booking database using dates, times.
➢ Make your selection (in many cases you can choose where you sit from a plan).
➢ The seats are now held for you so no one else can book them.
➢ Enter your details(names, address)
➢ Select a payment method (credit card, debit card) and enter the card details.

Page 57 of 107
 ➢ A confirmation appears on the screen telling you that the seats/holiday have been
successfully booked.
➢ A confirmation email is sent to you, which in many cases can be printed out as it acts as
your ticket.

ADVANTAGES OF ONLINE BOOKING

➢ You can book from the comfort of your home at any time.
➢ There is more time to look for holidays, flights than when at travel agents.
➢ You can make savings for flights when you book direct as there is no travel agent
commission to pay.
➢ You can read reports from people who have been on the holiday, seen the same concert.
➢ There is no need to pick up tickets as you often print this yourself.

DISADVANTAGES OF ONLINE BOOKING

➢ People could hack into the site and know you were away and burgle your house.
➢ There is no personal service like with a booking agent.
➢ You could easily enter the wrong information and book the wrong flights/performance on
the wrong day.
➢ You have to enter credit/debit card details and these may not be kept safe.

TOPIC 6.9:BANKING APPLICATIONS

1. ELECTRONIC FUND TRANSFER (EFT)
EFT is a method of transferring money from one bank account to another electronically.

ADVANTAGES OF EFT
• You can transfer money between accounts on any device with internet access.
• The transfer of money is fast.
• Funds can be sent to anyone who has a bank account anywhere in the world.
• The transfer is secure as the data is encrypted. Hackers won’t be able to understand the
data.

DISADVANTAGES OF EFT
• There is a danger that hackers could intercept the transfer.
• The charges for the service can be high especially when the accounts are in different
countries.
• A mistake in the entry of one of the very long account numbers could result in the money
being transferred to the wrong account.

2. AUTOMATED TELLER MACHINE (ATM)

Page 58 of 107
 ATMs commonly called cash points are the hole in the wall cash dispensers that many people
use when banks are not open or when they do not want to queue inside the bank.

They can be used for a range of banking services…

o Withdrawing cash
o Depositing money
o Checking the balance of accounts
o Transferring money between accounts
o Paying bills

ATMs use real-time processing. This means that as soon as a customer gets money out of their
account, their balance is updated.

ATM Process

Sequence for withdrawing cash What goes on behind the scenes

Customer puts card into ATM Contact made with bank’s computer
PIN is entered using the keypad PIN is checked to see if it is correct
A number of options are given:
• Change PIN
• Top up mobile phone
• See account balance
o On screen
o Printed out
• Pay in cheques
• Receipt required?
• Get a mini statement (e.g transactions over the last
week)
• Pay a bill
• Make a money transfer
• Withdraw cash
The customer selects the cash option
A number of cash amounts are shown Card is checked to see if card expiration
date is exceeded or card is reported stolen
The customer accepts one of the options or types in a Customer’s account is accessed to see if
different amount they have sufficient funds
Check is made to see if daily limit is
exceeded
The customer is then asked if they want a receipt
The card is returned Transaction is OK

Page 59 of 107
Money is dispensed

Benefits to customers in using ATMs

• Cash can be withdrawn at any time; day or night.
• Convenience: ATMs are placed in multiple locations.
• ATM card is protected by a PIN, keeping money safe.
• No need to fill out withdrawal and deposits slips as is required at the bank.
• Faster than going to the bank.

Benefits to the bank in using ATMs

• A 24 hour service is provided to satisfy their customer demands.
• Fewer staff is needed, since the computer does much of the routine work.
• Staffs are freed from performing routine transactions so that more profitable sales-
oriented work can be done.

Disadvantages of ATMs
• PIN can be forgotten
• There are additional charges for using the ATM by some banks
• ATMs can be placed in places where theft can happen at night
• No help of bank representatives.
• ATM can be offline
• ATM can break down or run out of cash

3. CREDIT CARD
A credit card is a payment card that is issued to the cardholder/customer to enable the
cardholder to pay a merchant for goods and services.

Credit/ Debit card Process

Sequence for payment of goods/services What goes on behind the scenes
Customer/cardholder swipes or presents their
card to the merchant as payment for goods or
services
Merchant uses their credit card terminal to Processor captures the transaction information
transmit the cardholder’s information and details communicates with card network.
of the transaction to their acquiring bank or
processor
Card network sends authorization to customer’s
bank

Page 60 of 107
 The customer’s bank receives the transaction
information from the acquiring bank (or its
processor) through card network.
Customer’s bank responds by approving or
declining the transaction after checking to ensure,
among other things, that the transaction
information is valid, the cardholder has sufficient
balance to make the purchase and that the account
is in good standing.
Customer’s bank sends approval to card network
Card network relays approval to acquiring bank
(processor)
Processor sends approval to the merchant’s
terminal
Sale is complete

4. CLEARING OF CHEQUES
A cheque is a document that orders a bank to pay a specific amount of money from a person’s
account to the person in whose name is on the cheque.

Cheque clearing is the process of moving a cheque from the bank it was deposited to the bank on
which it was drawn, and the movement of its face amount in the opposite direction. This process

Page 61 of 107
normally results in a credit to the account at the bank of deposit and an equivalent debit to the
account at the bank on which it was drawn.

FORMS OF CLEARING CHEQUES

Using standard paper cheques

• The cheques are sent to the clearing bank/centre
• The amount is read using OCR (Optical Character Recognition)
• The city code/bank code/branch code/sort code/cheque number/account number is read
using MICR (Magnetic Ink Character Recognition)
• Sort the cheques into bank code order
• The cheque is scanned using OCR and stored
• Amount is written onto the cheque using magnetic ink

Using digitally image/scanned cheques

• The cheques are sent to the bank clearing system/centre from a smartphone/ATM
• Details of the amount and payee are sent electronically
• The sort code/account number/unique coding number/UCN is encoded as text
• The cheque details and encoded MICR are read using OCR and stored

For both methods

• Check signature correct/cheque correct
• Date of cheque is checked
• Amount is checked
• Payer recognised

A cheque may be returned unpaid if:

• There is not enough money in the customer’s account to pay the cheque
• It has not been signed, dated or written correctly
• It is fraudulent for some reason

5. PHONE BANKING
A service provided by the bank to allow customers to perform financial transactions which do
not involve cash over the phone.

Phone banking process

1. The customer calls the bank
2. The customer keys in their account number
3. The customer is then requested to enter a four-digit PIN
4. The customer will then hear various options, which might include
• Press ‘1’for your balance
• Press ‘2’’ to carry out a money transfer

Page 62 of 107
 • Press ‘3’to pay a bill
• Press ‘4’to talk to one of our representatives
5. The customer chooses one of the options

Advantages of phone banking

• The service is available 24/7 in some banks
• Customers can perform financial transactions without interruptions/suggestions from
anyone, waiting time and quick turnaround on request
• Ability to talk to another human being than a machine
• Calls are recorded so identity fraud is reduced

Disadvantages of phone banking

• It can be slow as there may be a long queue before a customer can talk to somebody
• Not all banks offer 24 hour service
• It is not active over bank holidays like Christmas day and New Years day

6. ONLINE BANKING

Online banking uses the internet to enable a customer to connect to the banks ICT system and
interact with them.
They can pay for goods and services, apply for loans, manage their bank accounts, book for
holidays, etc.

Advantages to the bank of online banking

▪ The bank can reduce the number of branches, which will reduce costs.
▪ Fewer bank workers are needed and this means lower total wage bill.
▪ The bank staff can be less qualified so this reduces the wage costs.

Disadvantages to the bank of online banking

▪ Customers may feel lack of personal contact and this may cause some customers to move
their account to a different account.
▪ It is easier to sell products such as loans face to face and this can reduce bank profits.
▪ Have to spend out large amounts of money on new systems to perform the online
banking.
▪ Have to pay out large amounts of money on redundancies, when staff lose their jobs.
▪ Have to employ and train staff with skills in computer/network development and
maintenance.

Advantages to the customer of online banking

▪ Banking services are available 24 hours a day, 365 days a year.

Page 63 of 107
 ▪ Statements can be viewed online so there is no need to keep the paper statements
▪ People who suffer some disability which makes travelling to the bank difficult can do the
banking from the comfort of their homes
▪ No need to travel to the banks and wait in queues to perform routine transactions
▪ No need to travel to the town centres hence cost reduction in fuel, bus fares, no time
wasting and reduced congestion and pollution.
▪ Money can be moved between accounts quickly to get the best interest rates.
▪ It is less embarrassing for some people to ask for a bank loan using the internet rather
than doing it face to face with the bank stuff.

Disadvantages to the customer of online banking

▪ It requires the computer and internet access to access the services
▪ It requires good security as the bank accounts could be hacked and customer’s money be
stolen
▪ You cannot get cash so you will still need to visit the ATM
▪ Elderly people may prefer the personnel service offered at the bank
▪ The possibility of isolation and lack of socialization is high as people will not find a
reason to leave their homes.
▪ Sometimes it becomes difficult to note whether transactions were successful or not. It
may be due to the loss of internet connectivity in between, or due to a slow connection, or
the bank’s server is down.

7. INTERNET/ONLINE SHOPPING
Internet shopping means purchasing goods and services using the internet.

Advantages and disadvantages of internet shopping to customers

ADVANTAGES DISADVANTAGES
Goods/services are cheaper because of lower Hidden costs of postage and packing.
costs of internet business.
Cost savings are passed to customers with Lack of personal service you get in a store.
cheaper goods.
One can order goods from anywhere in the One can get wrong size or faulty goods.
worls.
No travelling costs to go shopping. Harder to access the quality of the goods
before ordering.
Wider range of goods to choose from. Loss of social pleasure of going shopping.
Goods are delivered to your home. Ideal for Problems with bogus sites where you pay for
disabled or elderly people who cannot get goods that never arrive.
out.

Page 64 of 107
Advantages and disadvantages of internet shopping to the store
ADVANTAGES DISADVANTAGES
Can sell goods 24 /7 Not everyone has access to the internet so
you will lose some customers.
Can sell goods to anyone in the world. Specialist ICT knowledge is needed to set up
the site.
Less shoplifting. Networks can fail and this means customers
cannot access the store.
Cheaper to keep in touch with customers as Postage charges can put people off.
they can be emailed.
No expensively fitted out high street stores to Dangers of hackers accessing your banking
pay for. details.
Personal data is kept about customers and
this could be targeted by hackers.

TOPIC 6.10:COMPUTERS IN MEDICINE

ICT is used extensively in medicine in the following ways:

INFORMATION SYSTEMS IN MEDICINE

a. Medical databases-patient records are stored on a database and can be accessed from
different places.
b. Patient identification using bar codes.The barcodes are on patient wristbands so these can
be scanned and obtained at the bedside.
c. Hospital intranets
d. Patient monitoring to measure vital signs such temperature,blood pressure,pulse and
blood sugar.
e. Expert systems are used by doctors to make more accurate diagnosis.
f. Computerised reporting of laboratory tests.
g. Pharmacy reports-to generate labels for prescribed medicines,recording patient
prescriptions.

3D PRINTERS

3D printers are printers that can print 3D models.They can be used in medicine to produce;

Page 65 of 107
 • Artificial body parts such as false teeth,teeth implants,artificial limbs and hearing aids.
• Artificial blood vessels
• Tissue Engineering
• Medical tools and equipment

TOPIC 6.11:COMPUTERS IN LIBRARIES

Computers are used in libraries to keep a track on which books have been borrowed by which
members.

Books are barcoded with a unique number.

FILES USED IN LIBRARIES

1) BOOK FILE
This consists of all data on the book in the library.
• Book ID (number / text)
• Title (text)
• Author (text)
• Publisher (text)
• ISBN (number)
• Fiction / non-fiction (boolean)
• Genre / category (text)
• Cost (number)
• Date of purchase (date)

2) BORROWERS FILE
This contains all the details of the borrower.
• Borrower ID (number / text) • Address (text)
• Name (text) • E-mail address (text)
• Phone number (text) • Date of birth (date)

3) LOANS FILE
It contains the details of the date borrowed and return date.This acts as a link between the
book and borrowers file.
• Book ID (number / text)
• Borrower ID (number / text)
• Date of loan (date)
• Due date (date)

Page 66 of 107
COMPUTER PROCESSING INVOLVED IN ISSUING BOOKS

• The books database is searched to find the book number.

• The fingerprint scan is converted into digital data patterns.
• The computer then maps points on the fingerprints and uses those point to search for
similar patterns in the (borrower) database.
• When the matching record is found ,the membership number is retrieved.
• Record is checked to see if number of books allowed is not exceeded/are fines due?.
• The membership number is written to the file against the accession number in the
books database.
• The book number is written against membership number in the borrower file.

COMPUTER PROCESSING INVOLVED IN RETURNING BOOKS

• Book number is compared with those on book file.

• If a matching record is found,the record is flagged as returned/changed to returned.
• The book number is deleted against membership number in the borrower
file/borrower and is recorded as having borrowed one less book.
• Computer calculates if book has been returned overdue.

COMPUTER PROCESSING INVOLVED IN ISSUING REMINDERS FOR

OVERDUE BOOKS

• The library’s database is checked on a daily basis to check which books are overdue.
• When a late record is found, the borrower ID can be used to link to the borrower's
record.
• The borrower's address / e-mail can then be used to send out an automatic reminder
letter.
TOPIC 6.12:EXPERT SYSTEMS
An expert system is an ICT system that uses artificial intelligence to make decisions based on
data supplied in the form of answers to questions.

COMPONENTS OF AN EXPERT SYSTEM

1. User Interface- an interactive scren to present questions and information to the

operator and receives answers from the operator.
2. Knowledge base – a huge organised set of knowledge about a particular subject.
3. Rule base- thi is made up of series of IF,AND,OR and THEN statements that form a
set of rules to closely follow human-like reasoning.
4. Inference engine- this uses rule base along with the knowledge base to make a
decision based on the facts being entered by the user.

Page 67 of 107
STAGES OF DESIGNING AN EXPERT SYSTEM

1. Data is gathered/collected from experts to create a knowledge base.

2. The rules base is designed/created based on the information from the knowledge base.
3. A user interface screen is designed/created which would provide the user with the ability to
interact with the system.
4. The inference engine is designed/created as link between the user interface and the
knowledge base.
5.The system is tested.

HOW AN EXPERT SYSTEM IS USED TO SUGGEST DIAGNOSES

1.An interactive screen appears and asks the user questions.

2. Answers are typed in or options are selected on a touch screen.

3.The inference engine matches the data input with the knowledge base,using the rules base
until matches are found.

4.The system suggests the probable diagnosis and suggests treatments.

EXAMPLE: Expert systems are used by doctors. Describe how an expert system can be used
to diagnose illnesses.

• An Interactive user interface appears

• Questions are asked about the illness, Yes and No type answers to the questions
• Answers lead to other questions.
• The inference engine searches the knowledge base using the rules base.
• Probabilities / possibilities of diagnoses and treatments are displayed.
• Displays the ways it achieved the solutions / conclusions / explanation system.

APPLICATIONS WHICH USE EXPERT SYSTEMS

• Medical diagnoses
• Mineral prospecting
• Car engine fault diagnosis
• Chess games
• Tax queries
• Careers recommendations

Page 68 of 107
 6.13 COMPUTERS IN THE RETAIL INDUSTRY
POINT OF SALE (POS)

Point of sale terminals are the computerised tills where you take your goods for payment in a
shop.

SYSTEMS CONNECTED TO POS

1. Loyalty card systems- where customers are given loyalty points according to how
much they spend.
2. Account systems- where the money coming into the shop is accounted for.
3. Automatic stock control systems

PROCESSES THAT TAKES PLACE IN AN AUTOMATIC STOCK CONTROL SYSTEM

When stock is purchased at the POS and the amount is automatically deducted from the
overall stock level. If the stock level falls below (lower) than the pre-set value then an
automatic delivery request is sent to the supplier. A preset value will be reordered and will
arrive in the next delivery. The stock levels will automatically update.

ELECTRONIC FUND TRANSFER POINT OF SALE (EFTPOS)

These terminals allow payment to be made by a customer using their bank card.

PROCESSES INVOLVED

1. Customer gives bank card to cashier at POS.

2. The cashier enters the card in to the chip and pin reader and confirms the value of the
purchase.

3. The customer is requested to enter their pin. If Pin matches the Pin stored on the chip then
the transaction can continue.

• Pin entered has to be correct for the transaction to continue. The card will also be
checked for validity (expiry date/stolen).

4. The shops computer will use the account details on the chip to connect to the customer’s
bank account and check the balance.

• If funds are not available a declined message will be sent to the stores computer. The
cashier will then request for another method of payment.

5. If funds are sufficient then the transaction will be approved.

6. The purchase amount is subtracted from the customer’s account and deposited into the
shops banks account.

Page 69 of 107
7. Once the transaction is complete receipt will be printed. The cashier will give the card and
receipt to the customer.

POS/EFTPOS terminals consist of the following hardware:

• Barcode reader
• Swipe card readers
• Chip and pin reader

6.14.& 6.15. RECOGNITION SYSTEMS

A recognition system is a computer application that can automatically identify an object or
person.

DEVICES USED TOGETHER WITH RECOGNITION SYSTEMS

✓ Optical Mark Recognition(OMR)

✓ Optical Character Recognition(OCR)
✓ Magnetic Ink Character Recognition(MICR)
✓ Radio Frequency Identification Device(RFID)

TYPES OF MONITORING AND TRACKING SYSTEMS

A. AUTOMATIC NUMBER PLATE RECOGNITION (ANPR) SYSTEM

ANPR systems are used to read the number plates on cars in a number of applications
including car parks to enable entry and exit to be automatically controlled by a computer
system.

Processes Involved In ANPR

1. A sensor detects a vehicle and sends a signal to a microprocessor to instruct a camera to

capture an image of the front of the vehicle.

2. i. An algorithm is used to locate and isolate the number plate from the image taken by the
camera.

ii. Each character on the number plate is then segmented.

iii. Each character is then recognized using OCR software.

iv. This text string is then stored on a database.

3. The car park barrier is raised and a ticket showing the date and time of entering is issued

4. When the driver returns to the car park, the ticket is inserted into a machine which
calculates the car park charges.

Page 70 of 107
5. The payment is registered on the database. If the number plate is recognized and payment
has been made, the exit barrier is raised.

APPLICATIONS OF ANPR

✓ Road enforcement
✓ Car park management
✓ Electronic toll collection

B. MONITORING/TRACKING A MEMBER OF THE PUBLIC

There are a number of reasons why a person may need to be tracked:

✓ the person may be an offender who is released from prison and his whereabouts is
to be known at all times
✓ an elderly person may need to be tracked to ensure their safety
✓ somebody taking part in a marathon to determine their position and their time to
complete the race.
✓ Internet service providers monitor web browsing activities for people. Usually the
web browser use cookies to capture user preferences.

C.WORKER MONITORING

Some employees keep a constant check on their employees. This monitoring is usually for
commercial purposes but it can be used to check up on their employees which can be used
to discipline employees if they have not obeyed company rules.

For example;

• Internet use monitored by network managers. They can record what sites are
visited and how long an employee spent on them. Therefore they can spot
employees who are spending too much time browsing the internet when they are
supposed to be working.
• Delivery drivers can have their location tracked by their employees using a
GPS(global positioning systems).

D. CALL MONITORING

Call monitoring allows managers to listen in to employees’ telephone calls for the
following reasons:

✓ to improve the employees performance (e.g. at a call centre)

✓ allows the manager/supervisor to join in a call where necessary
✓ can be used as a training tool
✓ it allows a company who are concerned about security to monitor all calls

Types of call monitoring:

1. monitor: allows the manager to listen in on calls. The line is muted.

Page 71 of 107
 2. whisper: allows the manager to speak to employees to help them with a call. Only the
employee can hear the manager’s voice.

3. barge: allows the manager to be heard by both the employee and the other person in the
call.

E. KEY LOGGING

Key logging is the process of someone recording the keys you press when you are using your
computer using a key logger.
• A keylogger software is a program that is designed to record and store every
keystroke made on the computer.
Key logging software monitors which keys have been pressed.
✓ Passwords and personal details can be obtained for malicious purposes by hackers.

6.16. SATELLITE SYSTEMS

1. GLOBAL POSITIONING SYSTEM (GPS)

Global Positioning System is used to determine the exact location of a number of modes of
transport.

Cars usually refer to GPS as satellite navigation systems

HOW DOES IT WORK?

• Satellites surrounding the Earth transmit signals to the surface

• Computers installed in the mode of transport receive and interpret these signals
• Knowing their position on the Earth depends on very accurate timing – atomic clocks
are used in the satellites which are accurate to within a fraction of a second per day
• Each satellite transmits data indicating its position and time
• The computer on board the mode of transport calculates its exact position based on
the information from at least three satellites

Advantages:

• The driver does not have to consult paper maps while driving – far safer
• Removes errors as it can warn drivers about one way streets
• System can warn driver about location of speed cameras
• System can estimate time of arrival
• Possible to program in the fastest route
• System can give useful information

Page 72 of 107
Disadvantages:

• If maps are not up to date, can give incorrect instructions

• Unless system is sophisticated road closures can cause problems
• Loss of satellite signals can cause problems
• If incorrect start point or end point keyed in, system will give wrong information

2. GEOGRAPHIC INFORMATION SYSTEMS (GIS)

A geographic information system is a computer system that is used to capture,manage

,analyse and display geographically referenced information.

Uses

• Determine the distance between two places.

• find the nearest petrol station or restaurant.

Examples of GIS

• Satellite navigation systems-used to get navigation instructions as you drive.

• Google earth
• Multimap-useful for maps and aerial view
• The AA-useful for finding route details from one place to another.

SATELLITE NAVIGATION SYSTEMS

Satellite navigation systems make use of GIS and a map to accurately position a car on
the road in order to issue traffic directions.

Advantages of Satellite navigation systems

• Reduces fuel consumption which is therefore greener because you do not get lost.
• Can save money by choosing the shortest route.
• You can find where the nearest petrol station is.
• You can arrive at your destination without delay, as you can be warned in advance
of road works and so take an alternative route.

Disadvantages of Satellite navigation systems

• They can send you down to very small and winding roads.
• They are sometimes difficult to use.
• Sometimes the information is out of date.
• They can cause accidents if people start using them while driving.

3. MEDIA COMMUNICATION SYSTEMS (GIS)

Are systems that use satellite signals to communicate. They are used by media companies e.g
TV to send stories, pictures and video from remote locations such as up a mountain.

Page 73 of 107
 TOPIC 7:THE SYSTEMS LIFE CYCLE
Systems life cycle is a series of stages that are worked through during the development of a
new information system.

STAGES OF SLC

7.1 ANALYSIS

Analysis is where the current system is looked at in detail in order to figure out what changes
need to be made to make the system better than the old one.

STEPS THAT WOULD BE CARRIED OUT IN THE ANALYSIS

1. Collecting data about the current system.

2. Find out problems with the current system.
3. Establish the problem that the customer needs solving.
4. Identify inputs,processing and outputs of the current system.
5. Identify the requirements of the new system.
6. Producing a cost-benefit analysis
7. Producing a data flow diagram

Page 74 of 107
METHODS OF RESEARCHING AN EXISTING SYSTEM

SYSTEM SPECIFICATION- is the document that lists all of the improvements that we
hope the new system will bring.It includes the hardware and software that will be needed for
the new system.

Page 75 of 107
7.2 DESIGN

It involves planning for the proposed new system.

A list of tasks include:

• Designing data capture forms/input forms

• Designing user-interface layouts
• Designing output forms and reports
• Producing systems flowcharts and/or pseudo code
• Selecting and designing validation rules that need to be used
• Selecting the most appropriate data verification methods
• Designing and agreeing the file structures and tables
• Selecting and designing the hardware requirements
• Selecting and designing the software requirements
• Producing algorithms or program flowcharts
• Designing a testing strategy/plan

DATA CAPTURE FORMS

Forms can be either paper-based or computer-based forms.

Paper Based Forms mustinclude:

• Clear heading and instructions.

• Use of text boxes to collect information such as name,DOBetc.
• Use of tick boxes to make choices easier(Gender).
• Not too much text.
• Appropriate white space/fills the page.
• Adequate space for response/individual character boxes.
• Clear fonts and text styles

Computer-based data capture form often have the following features:

• Use of text boxes to capture key data clearly.

• Use of on-screen help when completing the form.
• Use of drop-down/combo boxes where there are limited choices.
• Use of radio buttons/tick boxes.
• Control buttons such as add new record,clear entry,save and delete.

Example of a computer-based form.

Page 76 of 107
VERIFICATION

A way of preventing errors when data is copied from one medium to another.

Two common ways verification checks are carried out:

➢ Double entry: in this method, data is entered twice, using two different people.
The computer compares the two entries, either after data entry or during the data
entry process, and identifies any differences
➢ Visual check: this is the checking for errors by comparing entered data on the
screen with the data in the original document (not the same as proof reading)

VALIDATION

Process where data is checked to see if it satisfies certain criteria when input into a
computer, for example to see if the data falls within accepted boundaries .

VALIDATION DESCRIPTION EXAMPLE/S

CHECK

Range Check Checks whether data is A person’s age should be in the

within given/acceptable range > 0 but < 150
values

Length Check Checks if the input data If a field needs six digits then
contains the required inputting a five- or seven-digit
number of characters number, for example should cause
an error message.

Character/Data Checks that the input data A person’s name should not contain
type Check does not contain invalid any numbers but a person’s height
characters should only contain digits.

Format/picture Checks that data is in a Date should be in the form

Check specific format dd/mm/yyyy

Page 77 of 107
 Presence Check Checks if data is actually In an electronic form, a person’s
present and has not been telephone number may be a required
missed out field and if no data is present this
should give rise to an error message.

Limit Check Similar to range check Input data must be > 10

except that only one of the
limits (boundaries) is
checked

Consistency Checks if fields correspond If ‘Mr’ has been typed into a field
Check (tie up) with each other called title then the gender field
must contain either ‘M’ or ‘Male

Check Digit Look at an extra digit Check digits can identify three types
which is calculated from of error:
the digits of a number and
then put on the end of the • If two digits have been
inverted during input.e.g
number
13597 instead of 13579
• An incorrect digit entered
twice.e.g 13559 instead of
13579
• A digit missed out
altogethere.e.g. 1359 instead
of 13579

7.3 DEVELOPMENT AND TESTING

This stage involves creating the new system and testing it. It is broken in four parts;

1. Creating a file structure to store data (tables, fields, field properties).

2. Creating validation rules to make sure data entered is sensible.
3. Creating a user-interface to allow data to be input into the system.
4. Create output formats(reports,payslips)

TESTING

• Testing individual modules (parts) of the system. It is known as unit testing.

• Using a test plan

Test plan lists all of the different tests that will be carried out.

A good test plan includes:

Page 78 of 107
 ➢ A list of tests that are to be performed.
➢ The data to be used in the best.
➢ The type of test(normal/extreme/abnormal/live)
➢ The expected outcome of the test.
➢ The actual outcome of the test.

TESTING STRATEGIES
1. ABNORMAL DATA

Testing modules with data that is outside the range.Testing modules with data that is of the
wrong type/format/length.

2. NORMAL DATA

Testing modules with data that is within the range.Testing modules with data that is of the
correct type/format/length.

3. EXTREME DATA

Testing modules with data that is at the boundaries/ends of the range.

4. LIVE DATA

Testing the system with the data that has already been used in the previous system and the
data has known results.

How it is used?

A table of expected results is drawn up.Live data is input to the system and actual results are
recorded.Then the results are compared.Any resulting differences will highlight limitations of
the system.

Sample of a test plan

• Testing the system as a whole is known as Integration testing.Its done after testing
individual parts of the system.

7.4 IMPLEMENTATION

It involves replacing the old system with the new system.

Page 79 of 107
TYPES OF IMPLEMENTATION

1) DIRECT CHANGEOVER IMPLEMENTATION

The existing system is stopped and replaced by the new system immediately.

IDEAL USE
It is suitable to be used in the following situations.
• A small organisation which can afford to lose data.
• where system needs to be up and running very quickly
• where the new system has been thoroughly tested

ADVANTAGES
• The fastest way of changing from one system to another.
• The new system can be used immediately after installation.
• Cheap method of changeover as you don’t pay ofr two sets of staff.
• Less chance of the new system being faulty as it will already have been fully tested
and checked.

DISADVANTAGES
• Staff have to be trained and fully ready to use the new system before it is installed.
• It is time consuming since all of the old systems data needs to be uploaded into the
new systems database before it is installed.
• If the new system fails,there is nothing to go back to since the old system is
completely removed.Data can be lost permanently.

2) PARALLEL RUNNING IMPLEMENTATION

The old and new systems are run side by side for a time before the new system takes over
altogether.

IDEAL USE
It is suitable to be used in the following situations.
• An organisation with large amounts of data which would take too long to re-enter /
cannot afford to lose data/where time taken/cost to implement is not an issue/where
the new system needs to be thoroughly tested.
ADVANTAGES
• No data is lost if the new system fails since theold system is still avilable.
• Staff can be trained in the new system gradually as the changerover doesn’t happen
immediately.

DISADVANTAGES
• It is more expensive than direct changeover, since extra staff are needed to run both
systems together.

Page 80 of 107
 • Tasks will be duplicated as data is inputted into both systems.

3) PHASED IMPLEMENTATION
New system is implemented part by part.

IDEAL USE
It is suitable to be used in the following situations.
• An organisation where there are clearly defined separate processes/where the new
system needs to be thoroughly tested.

ADVANTAGES
• It is easier to find system errors as you are dealing with only one part at a time.
• If one part of the new system fails,it is possible to access the parts of the old system
that are still in use.
• Staff can be trained gradually as they only need to train in the part of the system that
is currently being phased in.

DISADVANTAGES
• More expensive as you ave to test each phase separately before moving onto the next.
• It can take long time to implement the whole system because the system is installed in
separate phases.
• Only suitable for systems that can be split into separate parts.

4) PILOT RUNNING IMPLEMENTATION

Whole system is implemented in one branch / one office at a time.

IDEAL USE
It is suitable to be used in the following situations.
• An organisation where there are several branches all doing the same work)/where the
new system needs to be thoroughly tested.

ADVANTAGES
• If the new system doesn’t work correctly,it only affects one part of the company.
• The implementation is on a smaller scale and is easier to manage than direct
changeover.
• Staff can be trained gradually from department to department.

DISADVANTAGES
• It takes longer to implement the new system across the new system across the whole
company.

COMPARISON OF PILOT IMPLEMENTATION AND PHASED IMPLEMENTATION

Page 81 of 107
 • Neither introduce the system as a whole new system (across the company) /both
introduce system in parts.
• Both allow for the performance of the new system to be thoroughly assessed /tested.
• Both allow gradual training.
• Both take time to introduce the whole of the new system (to the whole company)
• Only one distinct part is being used so safer to implement.

7.5 DOCUMENTATION

System documentation explains how the system was created and also how to use it.

There are two types of documentation.

1. TECHNICAL DOCUMENTATION
The technical documentation is intended to help the system analysts, designers and
programmers to maintain/improve/repair the system.

• Program listing
• Programming language
• Flowchart/algorithm
• List of variables
• File structure
• Purpose of the system/program
• Input format or example
• Output format or example
• Hardware requirements
• Software requirements
• Sample runs/test runs
• Known bugs/possible errors
• Validation rules
• Limitations of the system

2. USER DOCUMENTATION
The user documentation is intended to help the users of the system.The users are usually non-
technical people, who don't need to know how the system works. They just need to know
how to use it.
It usually includes:
• How to load software/install/run software
• How to save a file
• How to search
• How to sort
• How to print
• How to add records
• How to delete/edit records

Page 82 of 107
 • Purpose of the system/program (only if not mentioned in technical documentation)
• Input format or example (only if not mentioned in technical documentation)
• Output format or example (only if not mentioned in technical documentation)
• Hardware requirements (only if not mentioned in technical documentation)
• Software requirements (only if not mentioned in technical documentation)
• Sample runs (only if not mentioned in technical documentation)
• Error messages (only if not mentioned in technical documentation)
• Error handling
• Limitations of the system
• Tutorials
• Troubleshooting guide/Contact details/help line/FAQ
7.6 EVALUATION

EVALUATION STRATEGIES

➢ Compare the final solution with the user requirements

➢ Identify any limitations of the new system
➢ Identify any further improvements to the new system
➢ Analyse feedback from users of the new system. Interview users of the system about
the performance of the new system.
➢ Compare test results from the new system with the old system
QUESTIONS THAT COULD BE ASKED IN ORDER TO EVALUATE THE NEW
SYSTEM

1. Efficiency
• Does it operate quicker than the previous system?
• Does it operate by reducing staff time in making something? // Does it reduce the time
to make a something?
• Does it operate by reducing staff costs? // is it more cost effective than the old
system?

2. Ease of use
• Are all the users able to use the system easily/effectively?
• Are all the users able to change and cancel things easily/effectively?
• Can all staff understand how to use the system with minimal training?

3. Appropriateness
• Is the system suitable for each of the departments?
• Does it meet the needs of the users?
• Does the solution match the original requirements?

Page 83 of 107
 TOPIC 8.1:PHYSICAL SAFETY
Physical safety is all about ensuring that you do not suffer any harm whilst working with
computers.

It is concerned about dangers that could lead to serious injury or even loss of life. The table
below shows common safety risks.

ISSUE CAUSE PREVENTION

1. Electrocution Spilling drinks over Do not allow any drink near computers.
electrical equipment.

Bare/exposed wires Make sure wires are insulated.

2. Fire Sockets being Make sure the room has plenty of sockets
overloaded. and don’t plug too many devices into the
same outlet.

Equipment Turn off and unplug devices if going

overheating. away.

Covering air vents on Make sure air vents are uncovered.

devices like laptops.

3. Tripping over Cables trailing across Encase the wires in cable covers.
wires a floor.
Tuck trailing wires under desks or carpets.

4. Heavy Equipment not Make sure the equipment is positioned

equipment positioned securely away from the edge of desks.
falling on you onto desks.

Poor quality desks. Use strong tables that support

TOPIC 8.2:E-SAFETY
PERSONAL DATA
Personal data is any data regarding a living person who can be identified against the data.

EXAMPLES OF PERSONAL DATA

• Family name • Address
• Gender • Phone number
• Nationality • date of birth
• Religion • Email address

Page 84 of 107
• Bank details
• Medical history
• Ethnic origin
• Membership of a political party
• Criminal activity
• Membership of a trade union

Page 85 of 107
WHY PERSONAL DATA SHOULD BE CONFIDENTIAL?
• Users can be stalked or even kidnapped –status updates can alert people of your
location at a particular time.
• Details can be stolen, copied or pass on.
• Users could be blackmailed/ threatened into doing inappropriate things.
• Customer details could be sold onto a third party.

WHY E-SAFETY NEEDED?

These days youngsters are not fully aware of the dangers the internet poses and the potential
risks they may put themselves under. For that reason eSafety lessons are taking place in
schools to educate young people about the potential risks of using the internet appropriately
so that they know how to stay safe whilst being online.

WAYS OF PROTECTING YOUR PERSONAL DATA WHEN USING THE INTERNET

• Use of strong passwords.
• Regularly changing passwords
• Not replying to emails where personal data is asked for unless you are sure of the
recipient.
• Use of different passwords for different emails/logins.
• On social media not giving full name, picture etc.
• Setting social media to private.
• Use an alias(assumed name) on online gaming.
• Only send personal data on protected sites using https.
• Using encryption techniques/TLS/SSL/Digital certificates.

STRATEGIES THAT YOU COULD USE TO PROTECT YOURSELF AND YOUR

COMPUTER WHILST USING EMAILS
• Never open/download attachments/links from people you do not know as they may
contain viruses/allows others to know the email address is live.
• Never open emails from unknown sources as they may contain viruses.
• Scan all emails using an up to date anti virus as new viruses are always being created.
• Keep the number of contacts to a minimum as some viruses send emails to all names
in your contacts list.
• Do not use auto reply to emails, it allows others to know the email address is live. As
the email may be sent to people who should not see it.
• Do not use reply all. Check names that you are replying to.
• When replying always use a subject as people may not open emails without this as
they think they are spam.
• When replying remove extra information that was sent to stop others seeing things
they shouldn’t.
• Watch sarcasm as it is not conveyed on the messaging.
• Use netiquette.
• Use a spam filter and clear SPAM regularly.
• Do not reply to spam emails as the spammer can see that your email address is live.
• Do not give personal details in the email.

Page 86 of 107
 • Do not reply to emails from unknown sources.

STRATEGIES THAT YOU COULD USE TO PROTECT YOURSELF AND YOUR

COMPUTER WHILST USING SOCIAL NETWORKS
• Know how to block and report unwanted users.
• Never arrange a meeting with strangers.
• Meet people in public place.
• Avoid misuse of images.
• Use appropriate language.
• Respect confidentiality.

MEASURES THAT SHOULD BE TAKEN TO ENSURE THAT PLAYING ONLINE

GAMES IS SAFE

• Be vigilant of others attempting to gain access to your data

• Use up to date internet security software antivirus, anti-spyware, firewall
• Avoid giving out personal data (not name)e.g. password, home address, email, age,
(mobile)phone number
• Be aware of addiction e.g. playing for too long.
• Be aware of hidden costs read terms and conditions.
• Play authorised games that have a licence/trusted sites.
• Choose a user name that does not contain personal information.
• Use strong passwords.
• Keep the game up to date.
• Do not use identifiable images.

TOPIC 8.3:SECURITY OF DATA

HACKING

To gain unauthorised access to a computer system without the user knowledge or permission.

EFFECTS OF HACKING

• To delete, corrupt, copy and edit files. Sensitive Data could be sold to competitors.
• Identity theft to steal users identity.
• To expose a company (for example wiki leaks).
• To cause disruption and stop production.

STRATEGIES TO PREVENT HACKING TO PROTECT DATA

• Use of firewalls sometimes part of the operating system.

• Use of strong passwords which are frequently changed.
• Use of protection software to detect and block possible hacking attempts.
• Hire a professional hacker to test the weaknesses of your system.

AUTHENTICATION TECHNIQUES TO PREVENT HACKING

Page 87 of 107
Authentication is a method that is used to check that a person accessing a computer system or
a network is allowed to do so.

a) USERID & PASSWORD

A user-id is usually a word or a number that identifies particular users as they log onto
a computer system or network.
Passwords should be combinations of letters,numbers and symbols.It should be only
known by the user who owns it.

Features of a good password

• Include a mixture of letters,numbers and symbols.
• Include a mixture of upper and lower case letters.
• Don’t use personal information about yourself that would be easy to guess.
• Don’t use obvious combinations.(e.g. abcd)

b) BIOMETRIC DATA

Biometrics is a method of authentication. It relies on unique characteristics of human beings.

Biometrics data is difficult to copy and requires the user to be present so that this method of

authentication can be used.

EXAMPLES

a) Fingerprint Scans:Users will have press their finger against the scanner. Finger prints
are compared against those stored in the database.
b) Retina/Iris Recognition:Scans use infrared light to scan unique patterns of blood
vessels in the retina.
c) Face Recognition:Physical facial features are scanned and compared to the
information held in the database.
d) Voice Recognition:User will use speak which will compare the voice to one held on
the database.

SECURITY OF DATA ONLINE

DIGITAL CERTIFICATE

An attachment to an electronic message used to verify the identity of the sender.

Allows people/organisations/computers to exchange secure information over the

internet.Uses a PKI (Public Key Infrastructure).The Unique key used by the sender and
receiver.

SECURE SOCKET LAYER(SSL)

An internet protocol for delivering private messages using cryptography.

Page 88 of 107
 • Communication protocol
• Security technology
• Encrypted link between the server and the client.

FEATURES IN A BROWSER TO INDICATE IT HAS A SECURE CONNECTION

TO A WEBSITE

• The URL will start with HTTPS.

• A padlock appears as an icon on the web page.
• SSL security certificate warning.
• The background colour of the URL is set to green.

PHISHING

This is a scam involving emails whereby a legitimate looking email is sent containing a link.

• The user clicks the link and is sent to a website where personal details are asked for.
• The email asks for details of your (bank) account/personal details.

Effects of Phishing

The user will be tricked into entering their details into a fake website. The sender of the initial
email will have gained personal details from the user. These details can be used fraudulently
or for identity theft.

Strategies to prevent Phishing

• Use a filter on your email account so that only emails from an allowed users appear in
your inbox.
• Always double check the URL and email address

PHARMING

A virus is sent containing malicious code.The virus downloaded/installed into the

computer.When the user types in the URL (of the bank) it directs a user to a fraudulent
website.As the user enters details they are copied to the criminal’s website.

Effects of Pharming

The fake website will look like the real website (websites tend to look like a trusted websites
to deceive the user). Users will betricked into entering their personal details. Like Phishing
this can lead to fraud or identity theft.

Strategies to prevent Pharming

• Anti spyware software could eliminate pharming code from a computer.

• Always double check the URL to see if is the same one you typed in.

Page 89 of 107
SMISHING

A text message (SMS) is received/sent and it contains a link or phone number. When the user
phones or taps links and asked for personal information/details of
the account.

Effects of Smishing

The effects are very similar to Phishing and Pharming where personal details will be obtained
from users. However users could incur additional costs when they ring the premium number
to claim a prize.

Strategies to prevent Smishing

• Double check the SMS message

• check for spelling mistakes.
• Check the link of the website to see if it is legitimate
• Contact your bank directly If you are requested to change some details.

MODERATED AND UNMODERATED FORUMS

A moderated forum refers to a forum in which the administrator checks the posts before
they are allowed to be posted.

ADVANTAGES

➢ The moderated forum does not allow inappropriate comments to be posted on the site.
Examples of inappropriate language: racist, offensive, swear words, phishing
attempts, spam, abusive, unrelated comments.

➢ In a moderated forum those who continually break the rules are banned

DISADVANTAGES
➢ Moderated forums can reduce freedom of speech/can be biased.

➢ Moderated may be more expensive as they have to appoint a moderator.

➢ Posting of moderated comments are delayed as they have to be checked.

Unmoderated forum allows people to post what they like.

DISADVANTAGES
➢ Un-moderated tend to be used for spam attacks or phishing attacks
➢ High chance of being exposed to offensive content.

Page 90 of 107
SIMILARITIES
➢ Both are interactive websites
➢ Both are discussions
➢ Both require networked computers

SPAM
Spam refers to unwanted emails that are automatically sent out to a random mailing group.

These emails are obtained from chat rooms, websites, newsgroup, and even certain viruses
that harvest contacts.

HOW TO RECOGNISE SPAM MAIL

- You don't know the person who sent the email.
- You are being asked to buy something/ send money.
- You are being asked to send passwords, bank details, or other personal data.
- Email is full of grammar or spelling errors.
- You are asked to carry out the task immediately (as spam emails have to be changed
frequently so they don't get caught).
- Email contains a link you have to click on (re-direct you to pharming website).
- Addressed by 'Dear Customer' or 'Valued.
- Member' instead of your actual name (spammers don't know your name).

HOW TO PREVENT SPAM MAIL?

- Use the junk email filter.
- Block images (web beacons) in HTML messages, linked to an external web server that is
placed in a HTML-formatted message and can be used to verify that your email is valid when
downloaded.
- Look out for check boxes when buying items online (e.g. agreeing to sell or give email
address to third party users).
- Do not sign commercial mailing lists.
- Do not reply to an email or unsubscribe from a mailing list that you did not sign up for in
the first place.

ENCRYPTION
Encryption is the process of converting information into a form that is meaningless to anyone
except holders of a ‘key’.
Encryption is used to stop unauthorised people from reading your data in the following ways:
• Any files containing bank account or credit card data.
• When buying items on the internet using credit/bank cards.
• Emails that you wish to remain private.

Page 91 of 107
 USING CREDIT CARDS ONLINE
Credit card details are very attractive to hackers, fraudsters and cyber criminals. They use the
information to withdraw your cash, make purchases online and apply for more credit cards in
your name.

How can cyber criminals obtain your credit card details

a) They can secretively install key logger software into your system and then logs every
key press that you make. The key press log is sent back to the fraudster who can then
look for your credit card details.
b) They can also hack into e-commerce websites and steal customer information. This
information would include credit card details.
c) Fraudsters often send out emails in order to trick you into giving up your credit card
details.
d) Fraudsters also set up fake websites that look just like the real thing. They are hoping
that you enter your credit card details into the fake site so that they can steal and use
them.

Page 92 of 107
 COMPUTER VIRUS
A virus is a piece of software/program code that infects a computer by replicating itself
,attaches itself to files and transfer itself from computer to computer through network.

EFFECTS OF VIRUS
➢ Causes computer to crash/shut down
➢ It can delete/corrupt data/files
➢ Causes the computer operations to run slowly/become unusable
➢ Makes software/OS unusable
➢ Fills up the computer memory/hard disk
➢ Can corrupt/erase contents of hard disk

HOW TO PREVENT COMPUTER FROM BEING AFFECTED BY VIRUSES?

There are some simple things you can do to help prevent a virus infecting your computer:

➢ Install anti-virus software and keep it up-to-date (this is the most important
thing you can do!)

Page 93 of 107
 ➢ Install anti-malware software (stops software installing without your
knowledge)
➢ Never download and install software from the Internet unless you are certain it
is from a source you can trust.
➢ Don’t open e-mail attachments unless you have scanned them (even a file that
seems to be a picture can contain a virus)
➢ Don’t click links in websites that seem suspicious (if a site is offering prizes /
free stuff / etc. be suspicious!)
➢ If someone gives you a memory stick or CD-ROM, run a virus scan on it before
opening any files.
➢ Don’t trust cracked versions of software from file-sharing sites (often these
have viruses and other malware added to them - a Trojan horse)

CLOUD COMPUTING
“The Cloud” is what we refer to storing data on the internet.

Cloud computing is where users store their documents, programs and data on the internet
rather than on their own computers.

USES OF THE CLOUD

1. Streaming music is where users play the audio directly from the internet server where
it is stored. The music file is not downloaded onto the user’s computer.E.g. Spotify,
Jango
2. Google docs offer users the ability to use free software such as spreadsheets, word
processors and drawing. The software is stored on the internet.
3. Online storage-you can store your documents and files in the cloud. E.g. Dropbox,
Google drive

THE SECURITY RISKS OF STORING DATA IN THE CLOUD

Page 94 of 107
 ➢ You have no control over the physical security of the data since your data is stored
remotely not on your computer.
➢ If the online storage company go out of business, there is a chance that you could
lose all of data.
➢ If the online storage company don’t have adequate online security, your data could
be at risk of hackers stealing it.

THE BENEFITS AND DRAWBACKS OF USING THE CLOUD FOR STORING DATA
RATHER THAN OTHER METHODS

BENEFITS
• The data is accessible anywhere
• Helps to migrate data from one device to another
• Helps to synchronise data
• Don’t have to buy storage devices,some devices do not have hard discs/storage
• Cheaper than buying storage devices
• The cloud can be used for all storage requirements
• More storage space than using physical devices as the cloud has lots of storage
• Don’t have to manage the storage as the service provider manages the storage
• User does not have to worry about security measures as service provider secures data.
• Allows many users to access the data as the data is stored centrally.only pay for the storage
you use
• Much of the space on the hard disc may be wasted
• The data is regularly backed up

DRAWBACKS
• Loss of control of the data as the data is controlled by a data storage provider.
• The user needs to be able to trust the service provider and its staff.
• Security issues with the storing of the data with the provider.
• Fire/flood/electricity spikes can affect data without the user knowing.
• If data is not encrypted can lead to security issues due to loss of control/hacking.
• If connection is lost then the cloud cannot be accessed,data could be lost due to this.
• If there is a mass/lot of data the data could be split over several servers may have problems
retrieving the data and may lead to security issues.
• Data may be lost during the saving process
• Cost of storing data may be higher than physical methods since most computers have storage
so don’t need to purchase one

Page 95 of 107
 • Private clouds can be expensive
• Difficult to delete all copies of a file as the data is stored/backed up several times

FIREWALL

A firewall is a program or hardware device that filters the information coming through the
Internet connection into your personal computer or into a company's network

Why is it Used

•Firewall provides security to a computer or network.

•Is located between the computer and internet connection.

•Firewalls will examine network traffic and block and alert users to potential risks.

Page 96 of 107
 9. AUDIENCE
An audience is who the product is aimed at or who is going to use the product.

CHARACTERISTICS OF AUDIENCE

• Age
• Gender
• Income level
• Interests.

TYPES OF AUDIENCE

TYPE NEEDS

Young children • Bright and cheerful colours

• Animations and sounds
• Lots of pictures
• Less text
• Simple wording
• Large text fonts
• Games/activities for content
• Easy to use (click buttons rather than type)

Teens/Adults • Attractive colours (not bright)

• Interesting content (school work, hobbies, social media)
• Balance of pictures and text
• Uncluttered (use white space)
• Don't use childish language
• Clear fonts
• Use bullet points (easier to absorb information)

Seniors • Contrasting colours (easier to read)

• Include clear instructions
• Use larger font sizes than normal
• Minimise the use of technical terms
• Consistent design (navigation buttons in the same place etc.)
• Easy to use (click buttons rather than type)

WHY SOLUTIONS MUST MEET THE NEEDS OF THE AUDIENCE

1. Reading Fonts-if the audience is senior citizens then we use a small font, they won’t be able
to read what is written since they might have eye sight problems.
2. Wording-if one uses complex and ambiguous words, children won’t be able to understand
how the product works and it will be useless for them.
3. Content-if the content is not interesting to the audience they wont use the product.
4. Attraction-when developing an ict solution for children one has to consider colour schemes
they are using. If colour is not attractive to kids, they won’t use it.

SOFTWARE COPYRIGHT

Page 97 of 107
Software copyright is the protection of software from being downloaded, copied, or borrowed without
the owner’s consent and protects the author of the software.

Software copyright laws are used by companies to try to prevent the unauthorised copying of their
software.

These laws state that:

1. Software should not be copied, sold or given away to other people.

2. Software should not be used on a network of more users than you have paid for (e.g. 20 users
instead of 10).

3. Renting out software without permission is illegal.

4. Stealing code from software and then using it in your own software product is illegal.

5. Using the name of copyright software on your product is illegal (Passing off your product as
Microsoft Word for example).

WAYS SOFTWARE CAN BE PROTECTED FROM PIRACY

• When the software is bought it comes with a unique activation code. This can only be used
once and has to be typed in on a limited number of machines.
• Use of holograms- this shows that the software is a real copy. Holograms cannot be
photocopied.
• Use of licence agreements- The purchaser fills in a licence agreement and agrees to abide by
the rules
• Execution of the encryption code requires a key to run.
• Use of a dongle
• Guards hardware / software modules that have not been tampered with in any way.
• Digital signature on the CD.

LEGAL, MORAL, ETHICAL AND CULTURAL APPRECIATION

When creating an ICT solution consideration also has to be taken regarding legal, morality, ethics and
cultural issues.

Legal: Ensure copyright laws are abided by including not using any coding or branding from existing
copyrighted software.

Morality: To distinguish from right or wrong. Sometimes it may not be illegal to carry out an act
however it could be against your morals. For example setting up a fake website to deceive is not
illegal but questions your level of morality.

Ethics: Is to break a code of conduct. One example could be to leak information to a rival software
publisher or to the press about new software ideas.

Culture: When software is released in different cultures then care must be taken so that people are not
offended. For example certain use of words could be offence to one culture and not to another. If
certain computer games mock religion or cultural beliefs then again this could cause offence.

Page 98 of 107
 10.1 COMMUNICATE WITH OTHER ICT USERS USING
EMAIL
Emails are electronic messages that are sent between computers or devices either on a
network or over the internet.

Email Groups
Email Groups are list of contacts which are grouped together so that emails can be sent to
multiple recipients.
When sending an email to a group you would just have to write the name of the group rather
than writing everyone's email address.

Carbon Copy (Cc)

Cc is where you send an email to someone but also want other people to see a copy of the
email as well.

Blind Carbon Copy (Bcc)

Bcc emails are similar to carbon copies but any email addresses entered are hidden from the
view.

CONSTRAINTS THAT AFFECT THE USE OF EMAILS

i. Copyright
ii. The need for security
iii. Password protection
iv. LAWS FOR GENERAL USE OF EMAILS

Below are some laws which companies and individuals have to follow when using email:
• Ensuring emails do not have false or misleading subject lines.
• Organisations must include valid postal address.
• Organisations are not allowed capture and store lists of email addresses.
• Organisations are required to ask for permission before they can send emails to
individuals.
• There should be a clear way for recipients to “optout”(unsubscribe) from receiving
email.
• Organisations must ensure privacy policy is clear and that subscribers are made aware
of such policies.

v. ACCEPTABLE LANGUAGE
When sending an email the language and content within the email needs to be appropriate.

Page 99 of 107
 • If the emails is being sent to an employee within a business then the language should
be formal
vi. NETIQUETTE
Netiquette is a set of rules that users of email should try and follow when sending emails.
These rules include:
• Do not type all in capital letters. This is seen as being aggressive.
• Only use reply to all if absolutely necessary.
• Fill in the subject line with something meaningful. Gives the reader an idea what the
content is.
• Do not email any personal information.
• Keep emails short and to the point.
• Use bcc: to ensure privacy. Bcc hides email addresses from recipients.
• Compress files attachments so that larger files can be sent quicker.

10.2 EFFECTIVE USE OF THE INTERNET

INTERNET TERMS
1. HTTPS(HyperText Transfer Protocol Secure)
a. Secure version of HTTP
b. All data is encrypted
c. Secure protocol identifier

2. FTP (File Transfer Protocol) is used to transfer files from one computer to another.

DIFFERENCES BETWEEN HTTPS AND FTP

• HTTP is used to access the world wide web/web sites

• FTP is used to download from file servers whereas http is used to download from web
servers
• FTP – files are transferred from one device to another and copied into memory
• HTTP transfers the contents of a web page into a browser for viewing.
• FTP upload is used in cases when the file size is very large
• HTTP upload is used for smaller files.

3. ISP(Internet Service Provider) provides Internet access.

WHAT ISP OFFERS ITS CUSTOMERS

• Often offers web space to create own website.
• Provides email address.

Page 100 of 107

 • Router to connect to the internet.
• Domain name to have own website.
• Storage space to save data in the cloud.
• DNS service to convert URLs to IP addresses.

4. URL-A URL is a Uniform Resource Locator is the unique address for a file that is
accessible on the Internet.

It consists of a;

• protocol usually http or https

• domain name that identifies a specific computer on the Internet
• pathname that specifies the location of a file in that computer.

STRUCTURE OF A WEB ADDRESS

https://www.hothouse-design.co.uk/portfolios

https:// - This is the hypertext transfer protocol secure. Set of rules/protocol.

hothouse-design - this shows the domain name that the company have purchased.

.uk - The company/domain is registered in the UK.

/portfolios - The folder in which the work is stored on hothouse’s server.

WEB BROWSER
A web browser is a software application that provides a way to view and interact with pages
on the World Wide Web.

SEARCH ENGINE
A Search engine is a database on the World Wide Web that helps us to quickly and easily
find the web pages we want.

The user enters 'key words' or phrases on the subject that they are interested in. The search
engine searches its database looking for references to the key words. It then returns web
pages with links to the relevant websites it found.

The most popular or most visited websites are usually put near to the top of the results page.

Some examples of search engines are:

• Google
• AltaVista
• Yahoo

Page 101 of 107

BLOG
A regularly updated website or web page run by an individual or small group.

The owner can only edit it. It is written in an informal or conversational style and it’s an
Online journal/diary for writing personal opinions.

WIKI
A website or database used for collaboration by a community of users/members of a group

-Allowing any member to add and edit content.

VOIP

Voice Over Internet Protocol is a method for the delivery of voice communications over
Internet /Internet.

-Protocol/ IP networks.Examples: IP/internet/broadband telephone/broadband phone service.

WAYS YOU COULD MINIMISE THE CHANCE OF FINDING

UNRELIABLE INFORMATION WHEN SEARCHING THE INTERNET
• avoid using information from sites that have excessive advertising
• avoid using sites where the information from sites where advertising is related only to
its own products.
• avoid sites where the date of the last update was a long time ago.
• avoid using wikis/sites which the user can edit.
• avoid using blogs/sites which are clearly the owner’s point of view/social networking
sites.
• Avoid using sites which have grammatical/spelling mistakes
• Don’t just rely on using first website you come to in the results of using a search
engine
• use information from sites where responsible bodies have endorsed the site/sites
which have links to other reliable sites/sites which have testimonials.
• use sites where the author’s credentials are good
• use sites which have .ac… , .gov, .edu as the final part of the URL/only use
government/academic sites.
• Compare information from different sites/ reliable/authenticated text books to see if
the results are similar.
• Ask teachers for advice on a site.

HOW YOU WOULD EVALUATE THE RELIABILITY OF

INFORMATION FOUND ON THE INTERNET
• Internet is not policed so information is not necessarily reliable.
• Anybody can have a website so information is not necessarily reliable.

Page 102 of 107

• Anybody can publish their understanding of a topic so information is not necessarily
reliable.
• If site has excessive advertising it could be unreliable.
• If the advertising is related only to its own products it could be unreliable.
• The final part of a URL can help to identify reliability. e.g. ac, .gov, .org
government/academic sites are usually fairly reliable.
• If site is endorsed by reliable/reputable people/organisations it can be accepted as
being reliable.
• If it has links to other reliable sites/ sites which have testimonials it is usually reliable.
• If it has testimonials it is likely to be reliable.
• If the author’s credentials are good it is likely to be reliable.
• If information is comparable to information from reliable/authenticated text books it
is likely to be reliable.
• If the date of the last update was a long time ago it is likely to be unreliable.
• Sites which have grammatical/spelling mistakes are likely to be unreliable.
• Compare information from different sites/text books to see if the results are similar. If
it has been recommended by teachers it is likely to be reliable.

Page 103 of 107

 11. FILE MANAGEMENT

GENERIC FILE TYPE

Generic file formats allow you to save files so that they can be opened on any platform.

Platforms can be either on hp, apple Mac.

Common generic text files

➢ Text (.txt extension)-can be opened in any word processor. A .txt file can be imported
into any text editor/ word processing/DTP package.
➢ Rich text format (.rtf)-is a text file type that saves some of the formatting within the
text. A .rtf can be used in any word processor and retains some formatting.
➢ Comma separated values (.csv)-takes a form of tables and saves it in text format,
separating data items with commas.A .csv file can be imported into any spreadsheet.

DIFFERENCE BETWEEN .TXT AND .RTF FILE

➢ .txt is a text (file) used by a variety of text editors.

➢ .rtf is rich text (format) for a rich text file that is readable by most word processing
software.
➢ RTF has many more features than TXT.
➢ RTF is capable of basic font formatting while TXT isn’t.
➢ RTF is capable of paragraph formatting while TXT isn’t.
➢ RTF is capable of creating bulleted lists while TXT isn’t.
➢ RTF files can include images while TXT cannot.
➢ TXT takes up less memory.

Common generic image files

➢ Portable document format (.pdf)-a document that has been converted into an image
format.One can stop others from editing. A .pdf can be used in any document format
reader.
➢ Graphics interchange format (.gif)-stores still or moving images. It’s an efficient
method of storing images using a smaller size.
➢ Joint photographic expert group (.jpg)-stores still images only. A .jpg/.gif/.png file
can be used in most bitmap image editing software.

Page 104 of 107

 ➢ Moving picture experts group layer 4(.mp4)-it is a multimedia container that is used
to store video files,still images,audio files and subtitles.

Common generic audio files

➢ Moving picture experts group layer 3(.mp3)-compressed file format used for
storing audio files.

Common generic files used for website authoring

➢ Cascading stylesheet(.css)-is a stylesheet that is attached to one or more web pages to

define the page color scheme,fonts. A .css can be opened in any text editor .
➢ Hyper text markup language(.html)-is used to create markup that a web browser will
be able to display information as web page. A .htm can be opened by any web
browser.

Common generic compressed files

➢ Zip(.zip)-used to reduce the number of bytes needed to save a file.

➢ Roshal archive(.rar)

WHY REDUCE FILE SIZES?

➢ Computers have a limited storage capacity so the most efficient use of that
storage space is important.
➢ To increase transmission speed between computers and devices. The larger the
file size, the more it takes to transmit files.

HOW TO REDUCE FILE SIZES?

➢ Resize an image.
➢ Resample an image by reducing the number of pixels.
➢ Compress the file.

Page 105 of 107

 WORD PRODUCTION TERMS

GUTTER – A margin placed on the fold of a book // A margin between the page margin and
the fold of a book.

HEADER – This is an area at the top of every page.

FOOTER – This is an area at the bottom of every page.

WIDOW – When the last line of the paragraph is the first line of a new page.

ORPHAN- When the first line of a paragraph appears as the last line of a page.

WRAPPING – Text is written around an image in a word processed document.

SECTION BREAK

Section break is used to split areas of a document with different layouts.

Why would you want to insert a section break?

➢ When you want to apply different formatting in the same page without disrupting the
formatting of the whole page.
➢ When you want to use columns in a page, and have different amounts of columns on
the same page.
➢ When you want to use a heading across the whole page but the text below is in several
columns.
➢ When you don't want headers on pages with a title, but you do want them on other
pages. If you didn't have them, each page would have the same header.
➢ To enable page orientation to change between 2 pages.

IMAGE EDITING TECHNIQUES

CROP: Remove unwanted parts of an image.

RESIZE: Make an image larger or smaller.

TEXT WRAPPING: Format the text so that it flows around an image.

ROTATE: Turn an image a number of degrees clockwise or anti-clockwise.

Page 106 of 107

Page 107 of 107