SECONDTERME-LEARNINGNOTE

SUBJECT:COMPUTERSTUDIES

CLASS:SS2

SECONDTERMSCHEMEOFWORK

WEEKTOPIC
THEME:HANDLINGCOMPUTERFILES
1. Revisionoflastterm’swork.
2. ConceptofComputerFiles:(a)Definitionofsometerms:
(i)Computerfile(ii)Record(iii)Field(iv)Dataitem(b)Typesofdata
item:(i)Numeric(ii)Alphabetic(iii)Alpha–
numeric(c)Filestructureorganization(fromdataitemtofile)(d)Typesoffile
organization:(i)Serial(ii)Sequential(iii)Indexed(iv)Random.
3. ConceptofComputerFiles(cont’d):(e)Methodsofaccessingfiles:
(i)SerialAccess(ii)SequentialAccess(iii)RandomAccess
(f)Fileclassification:(i)Masterfile(ii)Transactionfile(iii)Referencefile(g)Criteriaforclassifyingfiles:
(i)Natureofcontent
(ii)Organizationmethod(iii)Storagemedium.
4. HandlingComputerFiles:(a)Basicoperationsoncomputerfiles:
(i)creation(ii)Deletion(iii)Retrieve(iv)Copy(v)View
(vi)Update(vii)Open(viii)Close(b)Stepsinvolvedincreatingsequentialfile,e.g.EXAMFILEwithMath
$Hands-on-experience(H-O-E)usingBASICfileprocessingstatements.
(c)StepsinvolvedinaccessingsequentialfileaboveusingBasicfile
processingstatements(d)BasicfileprocessingstatementstoreadanddisplayEXAMFILEabove.
(e)Effectsoffileinsecurity:
Dataloss&itscauses.(ii)Overwriting.
5. HandlingComputerFiles(cont’d):(f)Methodsoffilesecurity(i)Useofbackups(ii)UseofAnti–
Virus(iii)Password
(iv)Properlabelofstoreddevices,etc.(g)Advantagesofcomputerizedfiles:
(i)moresecured(ii)Fasttoaccess(iii)Less
 laborious(iv)Morereliable(vi)Neatlymodified(h)Limitations(i)Experiencetosetitup(ii)Irregularpo
wersupply,etc.
THEME:COMPUTERAPPLICATIONS
6. WordProcessing:(a)Definitionof:
(i)WordProcessing(ii)textdocument(b)ExamplesofWordProcessors(i)Microsoft
Word(ii)WordPerfect(iii)CorelWordperfect(iv)WordStar(c)ApplicationAreas:
(i)Offices(ii)Publishing(iii)Journalism(iv)Education(v)Articles,etc.
(d)Facilitiesavailableinawordprocessor:
(i)typedocument(ii)Editdocument(iii)Storedocument(iv)Move,copy,paste(v)type,usingdifferen
tfonttypesandsizes(vi)Insert,removewords,sentencesor
paragraphs,etc.(e)Features:Editing,Formatting,justification,searchandReplace,Spell-check/
ThesaurusandFilemerging.
THEME:DEVELOPINGPROBLEM-SOLVINGSKILLS
7. SystemsDevelopmentCycle:
(a)DefinitionofSystemDevelopmentCycle(b)DescriptionofSystemDevelopment
DevelopmentCycle(c)StagesinSystemDevelopmentCycle:
(i)Preliminarystudy(ii)Feasibilitystudy(iii)Investigativestudy
(iv)Analysis(v)Design(vi)Implementation(viii)Studyreview(d)Descriptionofeachstageofsystemd
evelopmentcycle.
8. Revision.
9. Examination.

REFERENCES:

1.EVANSComputerScienceforSeniorSecondaryschools2

2.HiiT@School,ComputerStudiesforSeniorSecondaryEducation

3.OnlinewithCOMPUTERSforSeniorSecondarySchools2byAdedapoF.O.

4.MELROSEComputerstudiesforSeniorSecondarySchools2byO.BAjayietal

WEEK1 Revisionoflastterm’swork.

WEEK2
SUBJECT:COMPUTERSCIENCE
CLASS:SS1
TOPIC:CONCEPTOFCOMPUTERFILES
CONTENT:
 DefinitionofTerms
  Typesofdataitem
 Filestructureorganization
 Typesoffileorganization

Sub-Topic1: DEFINITIONOFTERMS
 ComputerFiles
 Record
 Field
 Dataitem

COMPUTERFILES:Thisisanentityofdataavailabletosystemusersthatiscapableofbeingmanipulatedasane
ntry.Computerfilesarethemostbasicunitofdatathatuserscanstoreonadisk.Everyprogram,image,video,s
ong,anddocumentisstoredasafile.

RECORD:ARecordisacollectionofrelateddataitemsorfields.Eachrecordusuallycorrespondstoaspecificun
itofinformation,e.gEmployeenumber,Employeename,Basicsalary,etc.Theelementsofrecordsareusuall
ycalledfieldsormembers.

FIELD:Thisisportionwheredataitemsarephysicallyarrangedinacomputerfile.Itiscommonlyusedtorefert
oacolumninadatabaseorafieldinadataentryform.Itisaspaceallocatedforaparticularitemofinformation.T
helengthofafieldmaybefixedorvariable.

DATAITEM:Dataitemisthesmallestunitofinformationstoredincomputerfiles.Incomputing,dataisinform
ationthathasbeentranslatedintoaformthatismoreconvenienttomoveorprocess.Datacanexistinavariety
offorms–
asnumbersortextonpiecesofpaper,asbitsandbytesstoredinelectronicmemory,orasfactsstoredinaperso
n’smind.

Therearefourtypesofdataitems,whichare;
(i)Numeric
(ii)Alphabetic
(iii)Alpha-numeric
(iv)Boolean
FILESTRUCTUREORGANIZATION

DATA

FIELD

RECORD

FILE
Representedaboveisthestructureofafileinasystematicorderfromtoptobottom,i.e.fromDATAtoFILE.
Dataitemisthesmallestunitofinformationstoredincomputerfile.
Afieldisacollectionofrelateddataitems
Arecordisacollectionofrelatedfields.
Thecollectionofrecordsiscalledfile.

EVALUATION
1. Definethefollowingkeyterms;
(i)Computerfile (ii)Record (iii)Field (iv)Dataitem
2. Highlightthetypesofdataitem

Sub-Topic2:TYPESOFFILEORGANIZATION
Therearealargenumberofwaysrecordscanbeorganizedondiskortape.Themainmethodsoffileorganizatio
nusedforfilesare;
 Serial
 Sequential
 Indexed
 Random(orDirect)

SERIALORGANISATION:Serialfilesarestoredinchronologicalorder;thatis,aseachrecordisreceiveditisstor
edinthenextavailablestorageposition.Itisonlyusedonserialmediumsuchasmagnetictape.Thistypeoffileo
rganizationmeansthattherecordsareinnoparticularorderandthereforetoretrieveasinglerecord,thewhol
efileneedstobereadfromthebeginningtotheend.

SEQUENTIALORGANIZATION:Sequentialfilesareserialfileswhoserecordsaresortedandstoredinanascen
dingordescendingorderonaparticularkeyfield.Inasequentialfileorganization,recordsareorganizedinthe
sequencebywhichtheywereadded.Recordsinthesefilescanonlybereadorwrittensequentially.

INDEXEDORGANIZATION:Anindexedfileorganizationcontainsreferencenumbers,likeemployeenumber
s,thatidentifyarecordinrelationtootherrecords.Thesereferencesarecalledtheprimarykeysthatareuniqu
etoaparticularrecord.Thisallowsgreaterflexibilityforuserstorandomlysearchthroughthousandsofrecor
dsinafile.However,itemployscomplexprogramminginordertobeimplemented.
RANDOMFILEORGANIZATION:Thisisafilearrangedphysicallywithoutregardtothesequenceoftheprimar
ykey.Itisalsocalleda‘directfile’ora‘directaccessfile’,itenablesquickaccesstospecificrecordsorotherelem
entswithinthefileratherthanhavingtoreadthefilesequentially.

EVALUATION:
(i)Highlightthevariousmethodsoforganizingfiles
(ii)Explainanytwo

GENERALEVALUATION
(i)Withtheaidofadiagram,systematicallyillustratethestructureofcomputerfile
(ii)Enumeratefourwaysoforganizingfiles

READINGASSIGNMENT
Studythetopic‘METHODSOFACCESINGFILES’usingyourstudents’textbook
WEEKENDASSIGNMENT
1. Recordsina..............................fileareinsertedastheyarrive
(a)serial (b)sequential (c)indexed (d)random
2. ................isthecollectionofrelateddataitemsorfield.
(a)Dataitem (b)Field (c)Record (d)File
3. ...................isthesmallestunitofinformationstoredincomputerfile
(a)Dataitem (b)Field (c)Record (d)File
4. .........................fileisreferredtoasdirectaccessfile
(a)Random (b)Indexed (c)Serial (d)Sequential
5. Thelengthofafieldmaybe............................or...................................

ESSAYQUESTION
1. Clearlydistinguishbetweensequentialandrandomfileorganization

WEEK3
CLASS:SS2
SUBJECT:COMPUTERSCIENCE
TOPIC:CONCEPTOFCOMPUTERFILES(cont’d)
CONTENT:
 Methodsofaccessingfiles.
  Fileclassification.
 Criteriaforclassifyingfiles.

Sub-Topic1:METHODSOFACCESSINGFILES
Anaccessmethoddefinesthewaythecomputerprocessthereadandwritefiles.Eachfileorganizationcanbe
accessedorprocessedindifferentways,themethodsofaccessingfilesincludethefollowing:
 SerialAccess
 SequentialAccess
 RandomAccess

SerialAccess
Thisisamethodofstoringorretrievingdataorinformationthatrequirestheprogramtostartwritingorreadin
gatthebeginningandcontinuesuntilitfindsthedesireddata.Theonlywaytoaccessaseriallyorganizedfileiss
erially,forinstance,thetape.

SequentialAccess
ThemethodofaccessusedisstillSERIALbutofcourseinanorganizedway,thatis,intheorderinwhichtheyarep
hysicallyarranged.Itisimportanttonotethattoprocess(e.gupdate)asequentialmastertapefile,thetransac
tionfilemustalsobeinthesequenceofthemasterfile.Also,iftherecordrequiredisthetwentiethrecordonthe
file,inordertogetitintostoragetoprocessitthecomputerwillfirsthavetoreadinallnineteenprecedingrecor
ds.
Thisispossiblewithfilesorganizedsequentiallyorindexed-sequentially.

RandomAccess:
Thisisamethodofretrievalorstorageofdatathatdoesnotrequireanyotherstoreddatatobereadfirst,thatis,
thestoragelocationscanbeaccessed(readorwrittento)inanyorder,withthehelpoftherecordkey.Itisalsoca
lled‘directaccess’.Thistypeofaccessispossibleonafilewithindexed-sequentialorrandomorganization.
EVALUATION
Statethethreemethodsofaccessingfiles

Sub-Topic2:FILECLASSIFICATION
Computerfilescanbeclassifiedasfollows:
 Masterfile
 Transactionfile
 Referencefile

MasterFile:
Thisisafilecontainingrelativelypermanentinformation,usuallyupdatedperiodically,e.gcustomerledger,p
ayroll,inventory,etc.itisafilethatcanbeusedasanauthoritativesourceofdatawhencarryingoutaparticularj
obonthecomputer.Masterfilescontaindescriptivedata.

TransactionFile:
Thisisacollectionoftransactionrecords.Thedataintransactionfileisusedtoupdatethemasterfilethatconta
insthedataaboutthesubjectoftheorganization.
(customers,employees,vendors,etc.).Transactionfilesalsoserveasaudittrailsandhistoryoftheorganizatio
n.
ReferenceFile:
Incomputerscience,areferenceisavaluethatenablesaprogramtoindirectlyaccessaparticulardataitem,su
chasvariableorarecord,inthecomputer’smemoryorinsomeotherstoragedevice.Referencefilecontainsd
atathataretobepermanentlystored.Amendmenttorecordsonitareusuallynotfrequent.Itstoresdatathata
reusedasreferenceforprocessingoftransaction

CRITERIAFORCLASSIFYINGCOMPUTERFILES
Computerfilescanbeclassifiedaccordingtothefollowingcriteria:
(i)NatureofContent:Filesofsimilarcontentsareclassifiedtogether.Examplesaeredatabasefiles,workshee
tfiles,etc
(ii)Organizationmethod:Theorganizationmethodsincludesequentialmethods,randommethods,etc.
(iii)Storagemedium:astoragemediumisanytechnologyusedtoplace,keepandretrievedata.

EVALUATION
(i)Listandexplainthemethodsofclassifyingfiles
(ii)Highlightthecriteriarequiretoclassifyfiles

GENERALEVALUATION
(i)StatethedifferencebetweenMasterfileandTransactionfile
(ii)Listtwoclassesofcomputerfiles
(iii)Whichisthebestmethodofaccessingthefollowingtypesoffile;
 Serialfiles=................................................Access
 Sequentialfiles=............................................Access
 Indexedfiles=........................................Access
 Randomfiles=........................................Access

READINGASSIGNMENT
Studythetopic‘HANDLINGCOMPUTERFILES’usingyourstudents’textbook

WEEKENDASSIGNMENT
1. Acomputerfilethatisusedasanauthorityinagivenjobthatisrelativelypermanentiscalled.................
(a)transactionfile(b)referencefile(c)masterfile(d)randomfile
2. Acomputerfileofdatathatiskeptsothatitcouldbereferredtoiscalled....................
 (a)transactionfile(b)referencefile(c)masterfile(d)authorityfile
3.

Thedataina..................................fileisusedtoupdatethemasterfile,whichcontainsthedataaboutt
hesubjectoftheorganization.
(a)transactionfile(b)referencefile(c)masterfile(d)authorityfile
4. WhichofthefollowingisNOTamethodofaccessingfiles?
(a)Random (b)Selection (c)Serial (d)Sequential
5. Whichofthefollowingisnotacriteriaforclassifyingfiles?
(a)Natureofcontent(b)Organizationmethod(c)Storagemedium(d)Correctionmethods
5. Whichoneoftheseisnotadataitem?
(a)Numericdata (b)Alphabeticdata (c)Letterdata (d)Alphanumemericdata

ESSAYQUESTIONS
1. ListandExplainthemethodsforclassifyingfiles
2. StatethesimilaritybetweenMasterfileandReferencefile.

WEEK:4
CLASS:
SUBJECT:COMPUTERSCIENCE
TOPIC:HANDLINGCOMPUTERFILESI(PRACTICAL)
CONTENT:
(a)Basicoperationsoncomputerfiles(b)Stepsinvolvedincreatingsequentialfiles(c)Stepsinvolvedinaccessi
ngsequentialfile(d)basicfileprocessingstatements(e)effectsoffileinsecurity:datalossandinsecurity.

Sub-Topic1:BASICOPERATIONSONACOMPUTERFILE.

Thefollowingaresomeoperationsthatcanbeperformedonacomputerfile;

(i) Filecreation:Creatingafilewithagivenname
(ii) FileDeletion:Deletingfilesthatarenolongerwanted
(iii) Fileretrieval:Retrievingalosefileorstoredfile.
(iv) Filecopy:Copyingacreatedfiletoeitheranexternalorin-builtstoragedevice.
(v) Fileview:Viewingacreatedfileorgrantingprivilegeofviewing.
(vi) FileUpdate:Readingorchangingthecontentofafile.
(vii) FileOpen:Openingthecontentofafileonthescreen.
(viii) FileClose:Losingaccesstoafilebyclosing,untilitisopenedagain.

EVALUATION:
1. Outlinefive(5)basicoperationsonacomputerfile.

Sub-Topic2:STEPSINVOLVEDINCREATINGANDACCESSINGSEQUENTIALFILES.
MeaningofSequentialFile:Asequentialfileisafilethatisreadfromstarttofinish,characterbycharacterorlin
ebylineinachronologicalorder.

Thefollowingarestepsinvolvedinthecreationofsequentialfiles:
1. OpenthefileinOutput(0)modei.e.OPEN“0”#1”filename
2. OPEN
3. TheOPENcommandisusedtoopenfiles-
thatis,itmakesfilesavailablesothatBasiccanreadorwritetothem.Thegeneralformofthecommandis
OPEN"filename"FORmodeAS#filenumber.

4. WritedatatothefileusingthePRINT#orWRITE#statements:
PRINT#1,A$
PRINT#1,B$
PRINT#1,C$
5. Toaccessthedatainthefile,youmustclosethefileandreopenitininputmode:CLOSE#1
OPEN“I”,#1,”filename
6. UsetheINPUT#orLINEINPUT#statementtothereaddatafromthesequentialfileintotheprogram:
INPUT#,X$,Y$,Z$

Theexamplebelowcanhelpusaccessasequentialfile:
10OPEN“I”,#1,“DATA”
20INPUT#1,N$,D$,H$
30IFRIGHT$(H$,2)=”78”THENPRINTN$
40GOTO20
50CLOSE#1
RUN
JOHNAYO
SUPERMANN
Inputpastendin20
OK

EVALUATION:
1. Listthestepsinvolvedincreatingsequentialfiles.
2. Whatisasequentialfile?

Sub-Topic3:EFFECTSOFFILEINSECURITY
FileInsecurityreferstotheconceptsthatacomputersystemisvulnerabletoattack,therebyaffectingthefilesi
nthesystem.
Effectsoffileinsecurityinclude;
1. DataLoss:Thisreferstotheunforeseenlossofdataorinformation.
Causesofdataloss:
(i) Humanerror
(ii) Computervirus
(iii) Naturaldisaster
(iv) Hardwareorsystemproblem
(v) Softwarecorruptionorprogramproblem.
 2. Overwriting:Thisisaprocessofwritingabinarysetofdataonamemory.Overwritinggenerallyoccurs
whenunusedfilessystemclustersarewrittenuponwithnewdata.Ingeneralitwritesoverthepreviou
sdata.

EVALUATION:
1. Explainanytwoeffectsoffileinsecurity.

GENERALEVALUATION:
1. Whatis‘overwriting’?
2. Definefileinsecurity.

READINGASSIGNMENT:
Studentsareexpectedtoread‘methodsoffilesecurity’ofHandbookonComputerstudiesforSS2.

WEEKENDASSIGNMENT:
1. Allthesecanbeperformedonanexistingfileexcept
(a) Copy(b)View(c)Delete(d)Creation
2. ‘EOF’statementisusedin-------file.
(a) Creating(b)Reading(c)Closing(d)Deleting
3. Writingofbinarysetofdataonamemoryiscalled--------
(a) Computerfile(b)Manualfile(c)dataloss(d)Overwriting
4. Afilethatisreadfromstarttofinishiscalled--------
(a) Logicfile(b)sequentialfile(c)dottedfile(d)overwritefile.
5. ------------isnotabasiccomputerfileoperation
(a) Delete(b)Open(c)View(d)Pause

WEEK:5
CLASS:SS2
SUBJECT:COMPUTERSCIENCE
TOPIC:HANDLINGCOMPUTERFILESII
CONTENT:(a)Methodsoffilesecurity:(i)Useofbackups(ii)Useofanti-
virus(iii)Passwording(iv)Properlabelofstoreddevices,etc.(b)Advantagesofcomputerizedfiles.

Sub-Topic1:METHODSOFFILESECURITY
1. Backups:Theprocessofbackingupafilereferstomakingcopiesoffilesothattheseadditionalcopiesm
aybeusedtorestoretheoriginaldataafteradatalossevent.Twodistinctpurposeofbackupare;
(i) Primarypurpose:Thisistorecoverdataasareactiontodataloss,beitdatacorruptionordeleteddata.
(ii) SecondaryPurpose:Thesecondarypurposeofdataistorecoverdatafromahistoricalperiodoftimew
ithintheconstraintsofauser-defineddataretentionpolicy.
2. Anti-virus:Ananti-
virusprogramprotectsacomputerfilefrommaliciousvirusattack,detectsandhealsfilesthathavebe
enattacked.Itisaprogramwrittentofightcomputervirus.Theyareselfreplicatingprogramthatcopie
sthemselvesandcaninfectotherprograms.Thereareanumberofantiviruspackagesavailableinthe
market,somemajoronesareNortonantivirus,McAfeeScan,Karspasky,Avast,etc.
 3. Password:Apasswordisasecretwordorstringofcharactersthatisusedforauthentication,toprovei
dentityorgainaccesstoaresource.Thispreventspeoplefromdamagingfilesorgettingintoe-
mailsaccountanddisruptingthem.Itisastandardsecurityprecautiononmanycomputersystems.
4. Storagedevicelabelling:StoragedevicessuchasFloppies,CD’sDVDs,Flashdrivesneedstobelabelle
dsothatoneknowswhatislabelledinthem,soasnottoaccidentallydeletethemorformatthem.

EVALUATION:
1. Statetwo(2)Filesecuritymethodsandexplainthem.
2. Whatarethetwopurposesoffilebackup?.

Sub-Topic2:ADVANTAGESOFCOMPUTERIZEDFILESANDLIMITATIONS

Thefollowingaresomeadvantagesofacomputerizedfile;
1. Computerscanformcalculationsquicklyandeffectively
2. Theyuseuplessroom
3. Datacanberetrievedeasilyandquickly
4. Securityisoftentightanddifficulttobreakinto.
5. Documentsthatarelostcanberetrieved
6. Mistakesandchangesmadecanbecorrected.
7. Quickertofindthingsandeasiertosort.
8. Makesworkeasier
9. Searchtoolscanenableworktobefoundeasily.
10. Transactionsandaccountscanbehandledmoreproperlybycomputersthanmanually.
11. Computerscanpresentinformationthroughgraphsandbars
12. Theyaremorereliable.

LimitationsofComputerizedFiles:
1. Theyareexpensivetosetup
2. Theyrequireskilledlabourwithproficiencytosetup.
3. Theyarenoteffectivewherethereisirregularpowersupply.
4. Theyareproneto‘hacking’

EVALUATION:
1. Stateten(10)advantagesofacomputerizedfile.
2. Statethree(3)limitationsofacomputerizedfile.

GENERALEVALUATION:
1. Whatisanantivirusprogram?
2. Listfive(5)antivirusknowntoyou.

READINGASSIGNMENT:
Studentsareexpectedtoread‘ComputerApplications’onthenextpageofHandbookonComputerstudi
esforSS2.

WEEKENDASSIGNMENT:
1. -----------isaselfreplicatingprogramthatcopiesitselfandthatcaninfectotherprograms
(a) Virus(b)Actors(c)pseudocodes(d)Trojanhorse
 2. -----------isasoftwaretoprotectcomputerfromviruses
(a) Fileguide(b)Antivirus(c)Format(d)Upgrade
3. ----------Meanstomakecopiesofdata
(a) Backup(b)Backing(c)protection(d)storage
4. Whichofthefollowingisnotandadvantageofcomputerizedfiles
(a) Fasttoaccess(b)Lesslaborious(c)Neatlymodified(d)Lessreliable.
5. Oneoftheseisnotalimitationofcomputerizedfiles
(a) Expensivetosetup(b)Irregularpowersupply(c)Pronetohacking
(d)Doesnotrequireskilledlabour.

WEEK6
CLASS:SS2
SUBJECT:COMPUTERSCIENCE
TOPIC:WORDPROCESSING
CONTENTS
i. Definitionof(i)WordProcessing(ii) Textdocument
ii. Examplesofwordprocessors
iii. ApplicationAreas
iv. Facilitiesavailableinawordprocessor–
typedocument,editdocument,storedocument,move,copy,paste,etc
v. Features:Editing,Formatting,Justification,searchandreplace,spell-checketc

Sub-Topic1:Definitionof(i)WordProcessing(ii) Textdocument

WordProcessing
Thisisanactofusingthecomputerorotherelectronicequipmentsforthemanipulationoftextwhichinvolves
creation,editing,storageandprinting.Otherelectronicdevicesthatcanbeusedtoachievethisaremobileph
ones,personaldigitalassistant(PDA),electrictypewriters,computeretc.

TextDocument
Thisisacollectionofdatathatiswritten,typed,printedonpaper,orcreatedwithaComputerapplicationandu
sedtoprovideinformationforfutureuse.Atextdocumentcouldcontainsingleormultiplepages.

ExamplesofWordProcessor
Therearemanywordprocessorsavailableforusetoday;someofthesearegivenbelow:
- MicrosoftWord
- WordPerfect
- Corelwordperfect
- Wordstar
- AmiPro
- iStudio
- Kingsoft

- MarinerWrite

- Mathematica

- Mellel

- MicrosoftWord

- MicrosoftWorks

- MicrosoftWrite

- NisusWriter

- NotaBene

- PolarisOffice

- PolyEdit

- QuickOffice

- Scrivener

- TechWriter

- TextMaker

- ThinkFree

- WordPad,

EVALUATION
1. Definethefollowingterms:
a.Wordprocessing50th
b.Textdocument

Sub-Topic2:APPLICATIONAREAS

1. Offices:

Wordprocessingplaysavitalroleintherunningofoffices.Itisusedintheproductionofletterheads,me
mowriting,circulars,etc.
2. Publishing:

Inpublishing,typesettingprocesshasbeenreplacedbydesktoppublishingsoftware(DTP).Thisisthe
useofcomputerswithgraphicscapacitiestoproduceprintedmaterialsforpublicconsumptionsucha
 snewspapersandmagazines.DTPismuchfasterandmoreflexiblethantypesetting.Publisherscanea
silymakelastminuteschanges.
3. Journalism:

Thisistheprofessionofreportingoreditingnewsstoriesforthemass.Journalistsgetinformationnote
ddownonpaperorthroughsomeothermeanslikeaudiorecordingdevice.
4. Education: Wordprocessingoffershighversatilityandflexibilitytoeducation.Itisalsomodel-
freeinstructionalsoftware,i.e.itprovidesmanygeneralrelativeadvantagestoteachersandstudent
s.Wordprocessinghelpsteachersusereparationtimemoreefficientlybylettingthemmodifymateri
als(lessonplan,lessonnoteanddiaries)insteadofcreatingnewones.
Enhancesdocumentappearanceandallowssharingofdocuments.
5. Articles:

Wordprocessinghasreducedthestressinvolvedinarticlewriting.Thefeaturesofmodernwordproc
essingsoftwaresuchasSearchandReplace,Goto,Filesharingetc.havemadearticlewritingmoreflexi
bleunlikewhentypewriterwasused.
6. Home:

Wordprocessinginthehometendstobeeducational,planningorbusinessrelated,dealingwithassig
nmentsorworkbeingcompletedathomeoroccasionallyrecreational,e.g.writingshortstories,lette
rwriting,resumecreationandcardcreation.

EVALUATION
1. Mentionthreeexamplesofwordprocessorsinusetoday.

GENERALEVALUATION
1. Explainhowwordprocessorfacilitatesoperationsinthefollowingareas:
a. Offices
b. Home
c. Journalism
d. Education

READINGASSIGNMENT
Readandsummarizethefollowingweektopic.

WEEKENDASSIGNMENT
1. Thetermtextdocumentmeans:
(a)asoftware(b)anapplication(c)awindow(d)awrittenandaprinteddocument
2. ___isaprogramusedfortheproductionofdocuments

ESSAYQUESTIONS
1. a.Whatiswordprocessing?
b.Definetheterm‘textdocument’.
2. Listandexplainfourapplicationareasofwordprocessing.

Sub-Topic3:FACILITIESAVAILABLEINAWORDPROCESSOR
1. TypeDocument
Thekeyboardisusedtotypeadocument.Youtypeadocumentbypressingtherelevantkeysonthekey
boardinordertoarriveatthedesiredword.Youdonothavetoworryaboutoverflowingthetextlinebe
causetheprogramwilltakecareofbreakingitupappropriately.Thisautomaticlinebreakingfeaturesi
scalledwordwrapping.

2. EditDocument
Thisistheabilitytochangetextbyadding,deletingandre-
arrangingletters,words,sentencesandparagraph.Texteditingisthemainoperationusersperformi
nwordprocessing,whichalsohandlesgraphicsandothermultimediafiles.

3. StoreDocument
Wordprocessorgivestheopportunityofaccessingapreviouslysavedfileordocumenteitheronthec
omputeroronexternalstoragefacility,e.g.flashdisk,DVD,diskette,etc.thefollowingarethethreew
aysofsavingadocument:
(a) ClickonFileonthemenubar,thefilemenulistappears,clickonthe‘SAVE’command
(b) Clickonthesavebuttononthestandardtoolbar.
(c) PressCTRL+Sonthekeyboard.Ifyouaresavingthedocumentforthefirsttime,the‘SaveAs’dialogbox
willappearafteryouhaveusedanyofthethreemethodsabove.
Thentypethefilenameinthespaceprovidedinadialogwindowinfrontof‘FILENAME’(thefilenamem
ustbeanamethatreflectsitscontentsforeasyandquickretrieval).
Clickonthe‘SAVE’button.

4. Move,CopyandPaste
Anotherfantasticfeatureofthewordprocessoristheabilitytomakechangestotexteasilywithoutha
vingtocancelorrewrite.Youcanmoveaselectedtextfromoneplacetoanother,andaswellcopy.Thed
ifferencebetweenMoveandCopyistheMovedeletestheselectedtextfromtheinitiallocation,while
copyretainsthetext.ToPasteistoplacethecopiedormovedtextintodesiredlocationinthedocumen
t.

5. Usingdifferentfonttypeandsizes
Severalfontsizesandtypeareavailableinmodernwordprocessor.Thefontsizecanbeincreasedorde
creasedanytime.Thefonttypecanalsobechangedanytimetheneedarises.Followthestepsbelowto
increasethefontsize:
(a) Highlighttheword,textorparagraph
(b) Clickthedownarrownexttothesizeontheformatbar.Oftenthedefaultsizeis12
(c) Clickonthedesiredfontundersize
(d) ClickonOK

ChangingFontType
i. Selectthetextyouwishtochange.
ii.

Clickthedownarrownexttothefontontheformatbar.Ifyouwanttochangethefonttobold,it
alicorunderlined,clickontheB,I,orUontheformatbar
iii. Clickthefontyouwishtouseandthehighlightedtextwillchange.
EVALUATION
1. Mentionthreeexamplesoffontsinwordprocessor
2. WhatarethedifferencesbetweenCutandCopyinwordprocessor

Sub-
Topic4:FEATURES:EDITING,FORMATTING,JUSTIFICATION,SEARCHANDREPLACE,SPELL-
CHECK,ETC.

1. Editing:

Thisistheabilitytomakecorrectionsbychangingtext,byadding,deletingandrearrangingletters,wor
ds,sentencesandparagraphs.

2. Formatting:

Formattingadocumentmeansmakingthedocumentappearsthewayyouwantit.Thisreferstothestr
ucture,organization,presentationandappearance(colours,size,fontsizeandfontface)ofasetofdat
ainadocument.

RemoveExtraSpacebetweenparagraphsinword2007
i. Onthehomeribbon,findtheParagraphsection
ii. Inthebottomrightcornerofthesection,clickthebuttontoshowtheparagraphdialogbox
iii. Select“Don’taddspacebetweenparagraphsofthesamestyle”
iv. ClickOK

Youcanremovethespacebetweenparagraphsyouhavealreadytypedinyourdocument.Simplysele
cttheparagraphsandthenfollowtheabovesteps.

InsertingColumninyourworddocument
i. Positionyourcursorwhereyouwouldliketoinsertthecolumns
ii. OpenthePageLayoutribbon
iii. InthePageSetupsection,clickColumns
iv. Fromthedropdownmenu,selectthenumberofcolumnsyouwouldlikeoinsert.
v. Wordwillautomaticallyinsertthecolumnsinyourdocument.

InsertingaColumnBreakinyourWordDocument
i. Positionyourcursorwhereyouwouldliketoinsertthecolumnbreak
ii. OpenthePageLayoutribbon
iii. InthePageSetupsection,clickBreaks
iv. Fromthedropdownmenu,selectColumn
v. Anytexttypedwillbegininthenextcolumn

3. Justification
Justificationinwordprocessormeanstoadjusthorizontalspacing,sothattextisalignedevenlyalongboththe
leftandrightmargins.Justifyingtextcreatesasmoothedgeonbothsides.
Steps
i. Highlightthetext
ii. PressCtrl+JonthekeyboardOR

i. Highlightthetext
ii. FromtheHomebutton,takeyourcursortotheparagraphribbonandclickondesiredjustification.

4. SearchandReplace
Thismeanslookingforaparticularword/
phraseinadocumentandreplacingitwithanotherwordorphrase.E.g
i.

Intheworddocument,selecttheword(orgroupofwords)thatyouwishtobereplaced.ClicktheRepla
cebuttonfoundintheEditinggroupundertheHometaboptionintheofficeRibbonmenubar.
ii.

Inthedisplayeddialogbox,youwillthattheselectedwordisalreadyintheFindwhattextboxasshowbe
low:

ii.

IntheReplacewithtextbox,typethewordyouwillliketousetoreplacetheexistingonesinthedocume
nt.
iv. ClickReplacetoreplaceonlythatword.
v. ClickReplaceAlltoreplacealltheoccurrenceoftheword.

5. SpellCheck/Thesaurus
Thisisthecapabilityofthewordprocessortocheckthecorrectnessofspellingorthegrammarofadocumentu
singaparticulardictionary;itcouldbeBritishorAmericandictionary.
Typethetextexactlyasseenandobservehowthewordprocessorunderlineswordsandsentences.Takeyour
cursorovertheunderlinedtextsandright-clicktoseethecorrectoptions.

6. FileMerging
Modernwordprocessorshavetheabilityofjoiningtwoormoredocumentsfromone.Thesedocumentscanb
etextsorgraphics.Steps:
i.

Createanewblankdocumentandthensetthepagelayouttobesimilartothedocumentsthatyouareg
oingtomerged.
ii. ClickInserttaboptionintheOfficeribbonmenubar

iii. IntheTextgroup,clickonthedownarrowattherightsideofobject.

iv. SelectTextfromFile….option
v.

Inthe‘InsertFile”dialogwindow,selectallworddocumentsthatyouwanttomergeandcombineinto
one.
vi. ClickonInsertbutton

EVALUATION
1. Whatdoesitmeantojustifytext?
2. Whatistheuseofformattingmarksinwordprocessors?
GENERALEVALUATION
1. Whatfeaturesinwordprocessorsenablesautomaticlinebreaking?
2. Mentionthreeotherautomaticfeaturesinwordprocessors.
3. Statethecommandthatyouwilluseinwordprocessorstodothefollowing:
i. Saveadocument
ii. Copytext
iii. Pastetext
iv. Openafile

READINGASSIGNMENT
Readthenexttopicandsummarizethem

WEEKENDASSIGNMENT
1.

InMicrosoftwordenvironment,‘File’islocatedexcept(a)changingoffontsize(b)deletingaword(c)a
ddingaword(d)rearrangingparagraph
2.

Ctrl+Vistheshortcutfor__(a)savingadocument(b)anapplication(c)awindow(d)awrittenandaprint
eddocument
3. Editingofdocumentinvolvesthefollowingexcept.
(a)changingoffontsize(b)deleting(c)addingaword(d)rearrangingparagraph
4. Thesavecommandcanbefoundunderthe___menu.(a)edit(b)format(c)View(d)File
5. CTRL+Jistheshortcutfor(a)joiningtexts(b)justifyingtexts(c)formattingtext(d)filesharing

Theory
1. Highlightthestepsinvolvedinfindingandreplacingatext.
2. Listandexplainfourapplicationareasofwordprocessing.

WEEK8.
CLASS:SS2
SUBJECT:COMPUTERSCIENCE
TOPIC:SYSTEMDEVELOPMENTCYCLE
CONTENT:
(a)DefinitionofSystemDevelopmentCycle
(b)DescriptionofSystemDevelopmentCycle
(c)StagesinSystemDevelopmentCycle:
(i)Preliminarystudy(ii)Feasibilitystudy(iii)Investigativestudy(iv)Analysis(v)Design(vi)Implementation(vii
i)Studyreview
(d)Descriptionofeachstageofsystemdevelopmentcycle.

Sub-Topic1: DEFINITIONOFSYSTEMDEVELOPMENTCYCLE
Thesystemdevelopmentlifecycle(SDLC)followsaprojectthroughfromtheinitialideaorinnovationtothepo
intwhereitbecomesafunctionalsystem.Itisacoreaspectofthemethodologywhichisusedwhendefiningapr
oject.

DescriptionofSystemDevelopmentCycle
TheSystemDevelopmentLifeCycle(SDLC)processappliestoinformationsystemdevelopmentprojectsens
uringthatallfunctionalanduserrequirementsandagencystrategicgoalsandobjectivesaremet.TheSDLCpr
ovidesastructuredandstandardizedprocessforallphasesofanysystemdevelopmenteffort.Thesephasestr
ackthedevelopmentofasystemthroughseveraldevelopmentalstagesfromfeasibilityanalysis,systemplan
ningandconceptdevelopment;toacquisitionandrequirementsdefinition;design;development;integrati
onandtesting;deploymentandacceptance;thoughdeploymentandproduction;andfinallytosystemretire
mentormaintenance.

StagesinSystemDevelopmentCycle
(i) Preliminarystudy
(ii) Feasibilitystudy
(iii) Investigativestudy
(iv) Analysis
(v) Design
(vi) Implementation
(vii) maintenance
(viii)Studyreview
Sub-Topic1:DESCRIPTIONOFEACHSTAGEOFSYSTEMDEVELOPMENTCYCLE
(i) Preliminarystudy:Preliminarysystemstudyisthefirststageofsystemdevelopmentlifecycle.Thisis
abriefinvestigationofthesystemunderconsiderationandgivesaclearpictureofwhatactuallythephysical
systemis.Inpractice,theinitialsystemstudyinvolvesthepreparationofa Systemproposal whichliststhe
ProblemDefinition,ObjectivesoftheStudy,TermsofreferenceforStudy,Constraints,Expectedbenefits
ofthenewsystem,etc.inthelightoftheuserrequirements.ThesystemproposalispreparedbytheSystemA
nalyst(whostudiesthesystem)andplacesitbeforetheusermanagement.Insummary,wewouldsaythatsys
temstudyphasepassesthroughthefollowingsteps:
 problemidentificationandprojectinitiation
 backgroundanalysis
 inferenceorfindings

(ii) Feasibilitystudy:Afterthesystemproposalisacceptedbythemanagement,thenextphaseistoexamin
ethefeasibilityofthesystem.Thefeasibilitystudyisbasicallythetestoftheproposedsysteminthelightofits
workability,meetinguser’srequirements,effectiveuseofresourcesandofcourse,thecosteffectiveness.T
hesearecategorizedastechnical,operational,economic,scheduleandsocialfeasibility.Themaingoaloff
easibilitystudyisnottosolvetheproblembuttoachievethescope. Inshort,followingdecisionaretakenind
ifferentfeasibilitystudy:

Economicfeasibility- Thelikelybenefitsoutweighthecostofsolvingtheproblemwhichisgenerallydemonst
ratedbyacost/benefitanalysis.

Operationalfeasibility- Whethertheproblemcanbesolvedintheuser’senvironmentwithexistingandpropo
sedsystemworkings?

Organizationalfeasibility– Whethertheproposedsystemisconsistentwiththeorganization’sstrategicobje
ctives?
Technicalfeasibility- Whethertheproblembesolvedusingexistingtechnologyandresourcesavailable?

Socialfeasibility– Whether theproblembesolvedwithoutcausinganysocialissues?

Whetherthesystemwillbeacceptabletothesociety?

(iii) Investigativestudy:Thedetailedinvestigationofthesystemiscarriedoutinaccordancewitht
heobjectivesoftheproposedsystem.Thisinvolvesdetailedstudyofvariousoperationsperformedbyasyst
emandtheirrelationshipswithinandoutsidethesystem.Duringthisprocess,dataarecollectedontheavaila
blefiles,decisionpointsandtransactionshandledbythepresentsystem.Interviews,on-
siteobservationandquestionnairearethetoolstobeusedfordetailedsystemstudy.Usingthefollowingstep
sitbecomeseasytodrawtheexactboundaryofthenewsystemunderconsideration:
 Keepinginviewtheproblemsandnewrequirements
 Workouttheprosandconsincludingnewareasofthesystem
Allthedataandthefindingsmustbedocumentedintheformofdetaileddataflowdiagrams(DFDs),datadictiona
ry,logicaldatastructuresandminiaturespecifications.Itincludesplanningforthenewsystem,analysisofrequi
rement,systemconstraints,functionsandproposedsystemarchitecture,prototypeoftheproposedsystemandi
tsanalysis.

(iv) Analysis:Systemsanalysisisaprocessofcollectingfactualdata,understandtheprocessesinvolved,id
entifyingproblemsandrecommendingfeasiblesuggestionsforimprovingthesystemfunctioning.Thisinv
olvesstudyingthebusinessprocesses,gatheringoperationaldata,understandtheinformationflow,finding
outbottlenecksandevolvingsolutionsforovercomingtheweaknessesofthesystemsoastoachievetheorga
 nizationalgoals.SystemAnalysisalsoincludessubdividingofcomplexprocessinvolvingtheentiresystem,
identificationofdatastoreandmanualprocesses.
Themajorobjectivesofsystemsanalysisaretofindanswersforeachbusinessprocess:
Whatisbeingdone?
Howisitbeingdone?
Whoisdoingit?
Whenishedoingit?Whyisitbeingdone?
Howcanitbeimproved?
ItismoreofathinkingprocessandinvolvesthecreativeskillsoftheSystemAnalyst.Itattemptstogivebirthtoane
wefficientsystemthatsatisfiesthecurrentneedsoftheuserandhasscopeforfuturegrowthwithintheorganizati
onalconstraints.Theresultofthisprocessisalogicalsystemdesign.Systemanalysisisaniterativeprocessthatc
ontinuesuntilapreferredandacceptablesolutionemerges.

(v) Design:Basedontheuserrequirementsandthedetailedanalysisofanewsystem,thenewsystemmustbe
designed.Thisisthephaseofsystemdesigning.Itisthemostcrucialphaseinthedevelopmentofasystem.T
helogicalsystemdesignarrivedatasaresultofsystemanalysisandisconvertedintophysicalsystemdesign
.InthedesignphasetheSDLCprocesscontinuestomovefromthe,whatquestionsoftheanalysisphasetot
he how. The logicaldesign producedduringtheanalysisisturnedintoa physicaldesign -
adetaileddescriptionofwhatisneededtosolveoriginalproblem.Input,output,databases,forms,codific
ationschemesandprocessingspecificationsaredrawnupindetail.Inthedesignstage,theprogrammingla
nguageandthehardwareandsoftwareplatforminwhichthenewsystemwillrunarealsodecided.Inthede
signstage,logicaldesignistranslatedintocomputerprogrammingcodesafterwhichtestingisdonetoens
ureaworkablesystem
Coding
Thesystemdesignneedstobeimplementedtomakeitaworkablesystem.Thisdemandsthecodingofdesigni
ntocomputerlanguage,i.e.,programminglanguage.Thisisalsocalledtheprogrammingphaseinwhichthepr
ogrammerconvertstheprogramspecificationsintocomputerinstructions,whichwerefertoasprograms.Iti
sanimportantstagewherethedefinedproceduresaretransformedintocontrolspecificationsbythehelpofa
computerlanguage.Theprogramscoordinatethedatamovementsandcontroltheentireprocessinasystem
.

Testing
Beforeactuallyimplementingthenewsystemintooperations,atestrunofthesystemisdoneremovingallthe
bugs,ifany.Itisanimportantphaseofasuccessfulsystem.Aftercodifyingthewholeprogramsofthesystem,at
estplanshouldbedevelopedandrunonagivensetoftestdata.Theoutputofthetestrunshouldmatchtheexp
ectedresults.Sometimes,systemtestingisconsideredasapartofimplementationprocess.
Usingthetestdatafollowingtestrunarecarriedout:
 Programtest
 Systemtest

Programtest:Whentheprogramshavebeencodedandcompiledandbroughttoworkingconditions,theym
ustbeindividuallytestedwiththepreparedtestdata.Allverificationandvalidationbecheckedandanyundesi
rablehappeningmustbenotedanddebugged(errorcorrected).

SystemTest: Aftercarryingouttheprogramtestforeachoftheprogramsofthesystemanderrorsremoved,t
hensystemtestisdone.Atthisstagethetestisdoneonactualdata.Thecompletesystemisexecutedontheact
ualdata.Ateachstageoftheexecution,theresultsoroutputofthesystemisanalyzed.Duringtheresultanalysi
s,itmaybefoundthattheoutputsarenotmatchingtheexpectedoutputofthesystem.Insuchcase,theerrorsi
ntheparticularprogramsareidentifiedandarefixedandfurthertestedfortheexpectedoutput.
(vi) Implementation:Afterhavingtheuseracceptanceofthenewsystemdeveloped,theimplementationph
asebegins.Implementationisthestageofaprojectduringwhichtheoryisturnedintopractice.Themajorst
epsinvolvedinthisphaseare:
 AcquisitionandInstallationofHardwareandSoftware
 Conversion
 UserTraining
 Documentation
Thehardwareandtherelevantsoftwarerequiredforrunningthesystemmustbemadefullyoperationalbefo
reimplementation.Theconversionisalsooneofthemostcriticalandexpensiveactivitiesinthesystemdevelo
pmentlifecycle.Thedatafromtheoldsystemneedstobeconvertedtooperateinthenewformatofthenewsy
stem.Thedatabaseneedstobesetupwithsecurityandrecoveryproceduresfullydefined.
Duringthisphase,alltheprogramsofthesystemareloadedontotheuser’scomputer.Afterloadingthesyste
m,trainingoftheuserstarts.Maintopicsofsuchtypeoftrainingare:
 Howtoexecutethepackage?
 Howtoenterthedata?
 Howtoprocessthedata(processingdetails)?
 Howtotakeoutthereports?
Thedocumentationofthesystemisalsooneofthemostimportantactivityinthesystemdevelopmentlifecycl
e.Thisensuresthecontinuityofthesystem.Generallyfollowingtwotypesofdocumentationsarepreparedfo
ranysystem.
 UserorOperatorDocumentation
 SystemDocumentation

(vii) Maintenance:Maintenanceisnecessarytoeliminateerrorsinthesystemduringitsworkinglifeandt
otunethesystemtoanyvariationsinitsworkingenvironments.Itmustmeetthescopeofanyfutureenhan
cement,futurefunctionalityandanyotheraddedfunctionalfeaturestocopeupwiththelatestfuturenee
ds.Ithasbeenseenthattherearealwayssomeerrorsfoundinthesystemsthatmustbenotedandcorrecte
d.Italsomeansthereviewofthesystemfromtimetotime.Thereviewofthesystemisdonefor:
 knowingthefullcapabilitiesofthesystem
 knowingtherequiredchangesortheadditionalrequirements
 studyingtheperformance.
 Ifamajorchangetoasystemisneeded,anewprojectmayhavetobesetuptocarryoutthechange.Thenew
projectwillthenproceedthroughalltheabovelifecyclephases.

EVALUATION
1. BrieflygiveadescriptionofSystemdevelopmentcycle.
2. Listvariouslevelsoftesting.

READINGASSIGNMENT
ReadonChangeoverduringimplementationstageandbrieflydescribethreechangeovermethods.

WEEKENDASSIGNMENT
1. Asystemanalystidentifiestheneedforachangeinapproachinacompanyduring________
2. Thenewsystemistestrunduring___________
3. Thefirststagetoconsiderinsystemdevelopmentis______________
4. Thesystemdevelopmenthas_______________phases.
5. Thenewsystemwillstillbesubjectedto_________eventhoughitisworking.
ESSAYQUESTIONS
1. BrieflygiveadescriptionofSystemdevelopmentcycle.
2. Listvariouslevelsoftesting.