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Information Technology for Csec Howard Campbell PDF Free
Information Technology for Csec Howard Campbell PDF Free
Information Technology for Csec Howard Campbell PDF Free
Key features:
• Advance organisers including concept maps and learning objectives at
the beginning of each chapter
• Over 300 exercises including in-text questions, group work, portfolio
work and practical activities
• Easy to understand flowcharts and Pascal programs
• 20 exam-style questions to test and check progress
• A fully worked School-Based Assessment sample
• Online student resources including interactive questions, audio-based
activities, game-based vocabulary builders and a mark book to
track progress
• Online ExamView® test banks for teachers
Howard Campbell
To access all online resources visit www.macmillan-caribbean.com
2nd Edition
CSEC® is a registered trade mark of the
Caribbean Examinations Council (CXC®).
Information Technology for CSEC® Examinations
is an independent publication and has not been
authorized, sponsored, or otherwise approved
by CXC®.
Access code:
CSIT2172858534973
Teacher resources
Teachers can log on to www.macmillan-caribbean.com/resources to find and utilise
ExamView® test banks, a valuable database of questions to create electronic and paper-
based tests for use online and in the classroom to help build students’ confidence in
preparation for the exams.
Howard Campbell
Comparing secondary storage media 23 Career opportunities related to the Internet 127
Career opportunities in IT-related industries 127
3 Input and output devices 28
Computer applications in business and industry 127
Data collection basics 29
Computer-aided design 128
Input, input devices and input media 29
Computers in science and technology 129
Input devices in the home 31
Computers in education 130
Input devices in the retail trade 32
Computer applications in recreation and
Output devices 37
entertainment 131
4 The Internet and communications technology 47
Telework – telecommuting and telemarketing 131
Data communication and networks 48
The World Wide Web (WWW) 55
Part 2: Problem-solving and
Communicating globally using network-based tools 57
programming
5 Data storage and manipulation 62
Number systems 63 10 Problem-solving and program design 135
iii
Part 3: Productivity tools 16 Mastering database management 292
Introduction to databases 293
12 Mastering word processing 195
Creating and populating a database 295
Introduction to word processing 196
17 Information integration 336
Creating a document 199
Using data from Microsoft Access in Microsoft Excel 336
Columns and tables 203
Using data from Microsoft Excel in Microsoft
Working with graphics 206
PowerPoint 338
Document editing 208
Perform a mail merge using an external data source 338
Formatting 216
13 Mastering presentations 231 The School-Based Assessment
Presentations 232
18 Mastering the School-Based Assessment 345
Creating a presentation 235
Requirements of the School-Based Assessment 345
14 Mastering web page design 243
Mark allocation 346
Introduction to web page design 244
Some tips to help you master the SBA 346
Creating simple web pages 244
Practice your way to a high SBA score 346
Creating and hosting your own website 248
Key skills and mark allocation 353
15 Mastering spreadsheets 250
Introduction to spreadsheets 251 Answers to multiple-choice questions 356
Features of spreadsheets 252
Creating and setting up your workbook 254
Glossary 357
iv
Page finder
This page finder gives you Syllabus sections
the page number for all
Section 7: Spreadsheets
section in the new CSEC®
Section 5: Information
Information Technology
Section 8: Database
Section 3: Program
implications of ICT
syllabus at your fingertips.
implementation
management
processing
design
Objective 1 3 137 170 48 92 196 251 293
Objective 2 6 138 169 53 93 208 252 293
Objective 3 16 139 171 53 95 216 267 293
Objective 4 15 140 184 107 97 221 270 295
Objective 5 23 140 173 109 99 201 261 295
Objective 6 18 141 174 127 100 210 262 298
Objective 7 29 145 175 128 100 203 266 319
Objective 8 37 157 180 126 216 267 302
Objective 9 63 159 185 125 215 259 313
Objective 10 8 183 338 262 313
(within the syllabus sections)
v
About this book
This book isn’t just words on a page.
This book contains a range of different features to introduce, teach and highlight key
information throughout the course. These pages explain how to use them. The larger column
contains the main text and diagrams; you can read straight down it without interruption.
The smaller column contains other useful facts, so make sure you use it to check your
understanding. You should remember to spend time studying the figures and diagrams as well as
the text.
This is the style of question you may Examination-style questions TEST BANK
come across in your exam. Your teacher
will suggest how you can use them, but Multiple-choice questions 7 The component that stores the program and data
Instructions: Each of the following questions has four currently being executed is:
they will measure what you have learnt suggested responses labelled (A), (B), (C) or (D). Read (A) arithmetic logic unit
and help to identify any gaps in your each question carefully then select the most suitable (B) floppy diskette
knowledge so you can revisit the relevant response. (C) main memory
1 ____________ is an area of a computer that temporarily (D) secondary storage
sections of the book. holds data that is waiting to be processed, stored, or
8 Which of the rows in the following table does NOT
output.
contain the correct information?
(A) Memory
(B) Storage Computer Hardware component
(C) Input specification
(D) O I l k d
vi
There are a wide variety
The first time an important new word appears in
of activities to complete so
the text, it is highlighted at the side. Sometimes
that you can reinforce and
a short definition is given in the main text. An
extend your knowledge and
in-depth explanation is provided in the glossary
skills that are covered in
at the back of the book.
each chapter.
Summary
Operational procedures • Data security is all about identifying and assessing computer security risks.
Figure 8.11 Windows Firewall is • A computer security risk is any event, action or situation – intentional or not – that could lead to the loss of
implemented as a software-only file security
Backing up data computer systems and the data they contain.
mechanism and is a component of the It is unwise to rely on a single storage device for storing important data. • Data integrity is concerned with ensuring the accuracy, completeness and internal consistency of the data stored in
operating system. The device and the data it contains may fall prey to one of the accidental or a database.
deliberate actions or events mentioned earlier. To safeguard data, it is good • Physical access restrictions can prevent unauthorised personnel from damaging the computer hardware.
ITQ15 practice to copy data to another storage device or media.
• Access to IT systems can be restricted by requiring all legitimate users to input a valid username and password
List THREE potential threats to a backup Adopting a regular backup system such as the Grandfather-Father-Son
before being able to gain access to the system.
media? System means that if disaster should strike the organisation can recover almost
all of its data quickly and business can continue as usual. It is important to • A firewall acts as a barrier between a computer system and an external network.
keep each generation of backup separate from the rest. The son can be kept • Encryption, overwrite protection, password, and making a file read-only access are mechanisms that may be used
in the computer room, the father in a fireproof cabinet and the grandfather to help maintain file integrity.
A backup is a safety copy of files that can be
in another building. For a fast-moving business backups may be taken every • Individual files can be protected using encryption techniques that require the reader to have a correct password to
used to recover data in case of an event that
causes data damage or loss. day rather than every week. If a hard disk drive fails the most recent backup, decrypt the file.
the son, can be used to restore the data. In the event of a fire in the computer
• Viruses, Trojans and worms are malicious program that may infect and do harm to a computer system and its data;
room destroying the son backup and the computer system, the father backup
up-to-date antivirus software can protect computer systems from virus attacks.
can be used to restore the company data. In the worst case, a whole building
may be flooded but the grandfather backup can still be used to restore the data. • Computer fraud involves the use of computers to illegally obtain money, goods or services. There are many types
of computer fraud including identity theft, credit card fraud, electronic eavesdropping and surveillance.
(a) (b) • Backups are copies of files that can be restored in the event that the original files are lost through hardware failure,
accidental deletion or computer fraud whereas an archive comprises the files created, received and accumulated
over time and retained for historical use.
Answers to ITQs ITQ1 The following are SOME ITQ2 (a) The file containing
possible situations: (a) hard disk the credit card details OR the file
failure caused by intermittent power containing the student’s assignment.
outages causes partial data loss; (b) (b) The file with credit card details
hard disk failure caused by a power may have been accidentally selected
surge causes total data loss; (c) laptop and copied to the USB drive; the file
containing the data is stolen from a with the assignment may have been
parked motor vehicle; (d) the file with intentionally copied to the USB flash
the data is copied by an unauthorised drive by the accounting clerk. (c) Any
person without the knowledge of the reasonable explanation consistent
Figure 8.13 (a) The Backup or Restore tool is one of the Windows operating system accessories. (b) A user may choose what to back up and also owner; (e) an employee copies data with the answer in (b).
what device to store the data on. from the file for his/her personal use.
118 119
vii
1 The computer
system
Concept map
General-purpose
Computer Systems
examples
2
1 • The computer system
What is a computer?
The computer has become an indispensable tool in the world of work and play.
Organisations depend on them for communication, document preparation,
record keeping, and a host of other tasks. Whether at school, home or the library,
students use laptops, netbooks and tablets to access interactive content online,
play educational games and conduct research. Computers are also widely used for
leisure activities such as reading, playing games, watching movies and engaging
with friends on different social media platforms (such as Facebook and Twitter).
Figure 1.1 As computer technology has advanced, larger cumbersome machines have made way for lightweight desktop and laptop computers
and today we see a wide range of handheld computers in the form of Kindles, tablets and smartphones.
2 Visit the website of Apple Inc. (www.apple.com) and browse through the
product offerings.
3 In your notebook, complete the table by making a list of one product from each
category that is of interest to you.
Figure 1.2 QR Code for Apple Inc. website.
3
1 • The computer system
• An international business traveller gets a text message from the car rental
company the minute he steps off the airplane to advise him of the location
of his assigned car.
These days, most computing devices are connected to the Internet and
common household appliances such as television sets and refrigerators are
web-enabled. Computers are all around us and are an indispensable part of
modern life.
Activity 1.2 Describe ONE scenario in which computers may be used by EACH of the following
people for record keeping or document preparation.
1 A form 5/grade 11 student preparing 5 A FedEx package delivery person
an SBA (School-based assessment) 6 A dentist
2 A primary school teacher 7 A world-famous entertainer
3 A school principal 8 A professional athlete
4 The receptionist at an organisation’s
front desk
When we browse the web, play games or update our Facebook status, do we give
any thought to what this wonderful machine is, or how it works? Computers have
been programmed to carry out a series of logical and mathematical operations.
The way in which they carry out these operations has changed over time, but,
fundamentally, the computer always accepts input from you (the user), does
something and then shows you the results. So, if you input www.facebook.com
into a web browser’s address bar, the computer processes this information by
locating and retrieving the home page of that website and outputting the results to
the screen when it opens the page. Input, process, output – simple!
computer system ❯ A computer system is a complete computer installation including
hardware, software, users, procedure and data.
4
1 • The computer system
ITQ2
ITQ1
List TWO OTHER consumer devices
that are likely to contain an embedded
computer.
data information
INPUT PROCESSING OUTPUT
data/information data/information
5
1 • The computer system
Central processing Consists of the control unit and ALU. The control unit fetches,
unit (CPU) (also known decodes and executes instructions stored in memory after which
as processor or the arithmetic logic unit performs calculations on the data in
microprocessor) memory.
Main memory (also known as Stores data, instructions and the results being processed by the
immediate access storage) CPU.
Secondary storage Stores data, instructions and the results of processing on a
permanent basis. Examples include flash drives, memory cards,
DVDs and hard drives.
Input and output devices Accepts input from and gives output to the user. Examples of
input devices are the keyboard, mouse and scanner. Examples of
output devices are flat panel displays, speakers and printers.
PROCESSOR
CONTROL ARITHMETIC
UNIT LOGIC UNIT (ALU)
instructions
data
information
instructions
data
Figure 1.5 The CPU, input, output information
and storage devices are in constant
communication with each other; memory
STORAGE
serves as a temporary storage location DEVICES
whilst the computer is in operation.
6
1 • The computer system
hardware ❯ Hardware are the physical parts of the computer system and include
peripherals and core architecture components such as the motherboard, power
supply, processor and memory.
peripheral device ❯ A peripheral device is any hardware component that is connected to and
controlled by a computer, but is external to its CPU.
We will now explore each of the four major components in a little more detail.
motherboard mouse
floppy disk
keyboard
hard disk drive
Figure 1.6 The primary input device is a keyboard and the primary output device is a monitor.
The system unit contains the CPU, main memory and secondary storage devices (CD-ROM, DVD
and hard disk drives). The CPU and main memory are both attached to the motherboard which is
enclosed in the system unit and so are not usually visible from the outside.
7
1 • The computer system
Figure 1.7 The underside of a pinless microchip that houses a CPU unit has hundreds of tiny
contacts that electrically contact with the pins on the motherboard.
Main memory
Like humans, computers are equipped with both short- and long-term
memory.
main memory ❯ Main memory is the space within a computer where data and information
is stored while being actively worked on. Main memory is also known as
immediate access storage ❯ immediate access storage and is installed in computers as RAM (random
access memory). We discuss main memory in more detail in the next chapter.
Main memory has two main functions:
ITQ5
ITQ1
1 it stores data;
State THREE specific functions of main
2 it stores program instructions.
memory.
8
1 • The computer system
Summary
• A computer may be either general-purpose or special-purpose.
• All general-purpose computers usually comprise four major components: CPU, main memory, secondary storage
and input/output devices.
• Computer systems carry out four major functions: input, processing, output and storage.
• The central processing unit (CPU) interprets and carries out the basic instructions that operate a computer; it
contains a control unit and an arithmetic logic unit (ALU), both of which work together to perform processing.
• The control unit directs and coordinates the operations in the computer; the ALU performs arithmetic, comparison
and other operations.
• Computers operate on the machine (fetch–execute) cycle. They fetch the instructions of a program and execute
each instruction in turn.
• Main memory stores data being processed by the CPU, data being retrieved from secondary storage and data being
transferred in and out of the computer via I/O devices.
• Secondary storage holds data, instructions and information that are not currently being processed by the CPU.
• Input devices facilitate the entry of data and instructions whereas output devices produce the results of processing.
Answers to ITQs ITQ1 (a) mobile devices; (b) decodes instructions fetched from
(b) supercomputers. main memory. ALU: (a) performs
ITQ2 (a) DVD player, digital photo arithmetic operations (b) performs
frame; (b) microwave, home security comparison-type operations.
system. ITQ5 (a) store operating system
ITQ3 (a) The eye, ear and skin programs (b) store program
act as input whereas the mouth act instructions (c) store data being
as output; (b) Mouse, microphone, processed by the CPU.
speaker. ITQ6 (a) data; (b) results of
ITQ4 Control unit: (a) fetches processing (information).
instructions from main memory; ITQ7 Audible output (sound).
9
1 • The computer system
IT portfolio
1 Sketch a picture of a desktop computer system you frequently use at home or school or the one you researched in
Activity 1.4. Correctly label the system unit and all attached peripherals. Place the completed sketch in your portfolio.
2 Visit an office, perhaps the school office, and find out about the ways computers are used there. Record the results in
your portfolio.
3 Think about solving a jigsaw problem. Record the inputs, the outputs and the processing in your portfolio.
4 Get hold of a calculator and try the example 5 + 8. Think carefully about what keys you press and what the processor
does in response to your input. Try
5 + 8 – 2. Do you think the processor remembered all three numbers or did it work out the answer to the addition
before going on to the subtraction? Record your thoughts in your portfolio.
5 Interview family and friends and find out the clock speed of their computers. Record the details in your portfolio
under the headings Computer Model, Clock Speed. Hint: if you are using a Windows-based computer, go to Start, All
Programs, Accessories, System Tools, System Information to view this information.
Group activities
1 This activity is for groups of 4–5 students. Each group member is to interview at least three other group members to
find out how they use their computer systems for entertainment. Record these answers in your portfolio. Do any of the
responses surprise you? If so, explain why in your portfolio.
2 This activity is for groups of 3–4 students. Each member of the group is to roll a die (or pair of dice) and the member
with the highest score is to be the group leader. Conduct research and create a list of areas in which robots are used
in life-threatening situations. The group leader is to assign each member a topic at random. (Hint: place the topics on
slips of paper in a box.) Conduct further research and prepare a 3-minute presentation for the rest of the group. Make
sure that you show pictures or videos of the robot in action!
3 This is a group activity for up to six people. This game is called What Am I?
a All members: compare birthdays and select as group leader the member whose birthday is farthest away.
b Group leader: On different slips of paper, write each of the six types of general-purpose computers discussed
earlier.
c Each member: Select one slip of paper and write three clues describing the identity of that particular general-
purpose computer.
d Group leader: Determine the order of the players.
e Each member: When instructed by the leader, read your first clue and field answers from the other group
members. If no correct response is received, give the next clue. Continue this process until a group member
answers correctly or until all three clues are read.
4 This group activity will allow students to demonstrate creative thinking, construct knowledge, and develop innovative
products and processes using technology.
Research how the local police service in your country as well as their counterparts in North America, Europe and
Asia currently access information whilst in the field. Summarise the state of knowledge about a challenge related
to that topic. Analyse existing knowledge and develop an innovative method of accessing information in the field
using tablets and wireless technology. Discuss the feasibility of implementing this method of information access in
your country.
10
1 • The computer system
Multiple-choice questions 7 The component that stores the program and data
Instructions: Each of the following questions has four currently being executed is:
suggested responses labelled (A), (B), (C) or (D). Read (A) arithmetic logic unit
each question carefully then select the most suitable (B) floppy diskette
response. (C) main memory
1 ____________ is an area of a computer that temporarily (D) secondary storage
holds data that is waiting to be processed, stored, or
8 Which of the rows in the following table does NOT
output.
contain the correct information?
(A) Memory
(B) Storage Computer Hardware component
(C) Input specification
(D) Output I 2.4 GHz Clock speed
2 The microprocessor’s ____________ unit fetches each II 2 GB DDR Memory speed and type
instruction. III 500 GB Hard drive capacity
(A) instruction IV 5,400 RPM Hard drive speed
(B) integrated (A) I and II
(C) circuit (B) II ONLY
(D) control (C) II and III
3 Which of the following is likely to have the LEAST (D) IV ONLY
processing power?
9 Specialised computer hardware can be used for home
(A) game consoles entertainment. Which one of the following is NOT
(B) mobile computers specialised gaming hardware?
(C) mobile devices
(D) servers (A) Wii
(C) Xbox
4 In what order do ICT systems deal with data? (B) PlayStation
(A) process, input, output (D) Super Mario Cart
(B) input, output, process
(C) input, process, output 10 Carefully consider the following statements about
(D) input, process, save. printed books and netbook-type computers. Which of
these statements are UNTRUE?
5 The ____________ is dedicated to perform arithmetic
operations, such as addition and subtraction. I A computer and a netbook both store
information.
(A) CPU II Books are portable, netbooks are not.
(B) CU III Computers are programmable, books are not.
(C) ALU IV Computers only store small amounts of
(D) ATA information whereas books store a large amount
6 What is a computer’s main internal backing store? of information.
(A) CD-ROM (A) I and III ONLY
(B) ROM (B) II and III ONLY
(C) hard disk (C) II and IV ONLY
(D) processor (D) I, II and IV ONLY
11
1 • The computer system
Structured questions
1 The diagram in the following figure illustrates the b For EACH place identified in part 4a, describe
major hardware components of a computer system. TWO tasks that a computer system might be
used for in that environment. [8]
Sends data Receives data c State TWO other industries or places where
to CPU from CPU computers are likely to be used within the
A: B: next 2–3 years. [2]
5 General-purpose computer systems are becoming
Fetches and increasingly popular in homes. At the same time, more
Performs
decodes people are opting to work from home. State TWO
calculations
instructions ways that a home PC might be used to:
C: D:
a do office-related tasks; [2]
Stores programs b do school-related tasks; [2]
currently in use c communicate with the outside world. [2]
E: 6 Computers are binary devices, the ‘brain’ of which is a
G: CPU.
a Explain the statement ‘computers are binary
Stores data/instructions devices’. [2]
for future use
b Expand the acronym CPU. [1]
F:
c Name the TWO components of the CPU. [2]
d State TWO functions of EACH component
a Name EACH component labelled A–G in the named in part 6c. [4]
above figure. [6] e Briefly describe the relationship between the
b State TWO examples of the type of device that components named in part 6c. [3]
may be used at EACH of the locations labelled:
i A [1] 7 The execution of a program by a computer involves a
ii B [1] number of components and processes.
iii F [1] a Briefly describe the machine cycle (also
c State whether data, information or instructions known as the instruction cycle or fetch and
flow from the component G to E. Justify your execute cycle). [2]
answer. [2] b Explain the role of EACH of the following
2 A general-purpose computer system is said to have components in the machine cycle.
four major functions. i secondary storage [2]
ii main memory [2]
a Describe what a general-purpose computer iii input/output devices [2]
system is. [1]
b List the FOUR major functions of a general- 8 Consider the following specifications for a computer
purpose computer system. [4] system:
3 Computers are made up of different components and Line1: 2nd Generation Intel® Core™ i5-2467M
the names of the components are often written as processor (1.60 GHz)
acronyms. Write the meaning of EACH of the following Line 2: 4GB Dual Channel DDR3 1333MHz
computer acronyms and state ONE function that is Line 3: 128GB Solid State Drive
performed by the component identified. Line 4: Silver Anodized Aluminium and 13.3’ HD
(720p) Truelife WLED Display
a ALU [1]
Line 5: 1.3MP HD Webcam
b CPU [1]
c CU [1] a Which line number refers to EACH of the
d RAM [1] following components
i Secondary storage [1]
4 General-purpose computers are used in a number of ii RAM [1]
places to accomplish a wide variety of tasks. iii CPU [1]
a List FOUR places where a general-purpose b What is the size of the display? [1]
computer system is likely to be utilised on a day- c What is the speed of the processor? [1]
to-day basis. [4] d What is the speed of the memory? [1]
12
2
By the end of
this chapter
Primary and
secondary storage
define what primary and secondary storage are
differentiate between primary and secondary storage
you should
be able to:
manipulate units of storage: bits, bytes, kilobytes, megabytes, gigabytes, terabytes
outline the functions of primary storage devices such as bistables, ROM, RAM,
PROM and EPROM
outline the uses of primary storage devices
correctly use terms that are associated with storage devices such as read/
write head, tracks, sectors, buffers, cylinders, access time, device interface and
direct access
identify common secondary storage media such as magnetic tape, diskette,
hard disk, optical disks, flash drive and flash memory cards
compare common secondary storage media with respect to portability, speed
and capacity.
Concept map
Storage
laser
is read using is organised using
read/write head
tracks cylinders sectors
may be
fixed moving
2 • Primary and secondary storage
Table 2.1 The differences between primary and secondary storage devices.
We will discuss primary and secondary storage devices in more detail later. In
the next section we will explore the units used to measure storage capacity and
how to manipulate these units.
14
2 • Primary and secondary storage
word ❯ A word is a group of two or more bytes that is stored in one location and
manipulated by the processor in one instruction cycle.
word size ❯ The word size is the number of bits that make up a word. For example, the
AMD Turion™ 64 processor manipulates an 8-byte word and, as such, has a
word size of 64.
ITQ2
ITQ1 Megabyte and gigabyte are popular units used to measure storage capacities
Briefly explain the relationship nowadays. Both of these are used to describe the storage capacities of primary
between a byte and a word. storage devices as well as secondary storage media.
Table 2.2 shows the relationship among the various measurement units.
Example 2.2 Nutcracker Gadget Store has some files stored on thousands
of a particular type of magnetic device, DEVICE A. They plan to transfer the
contents from the batch of DEVICE A to a single DEVICE B for safekeeping. The
capacity of each DEVICE A is 1.44 MB. The capacity of DEVICE B is 4.0 GB.
Assuming that each DEVICE A is full to capacity, determine approximately how
many of these devices can be processed for transfer to DEVICE B.
Since 1 GB = 1,024 MB Capacity of DEVICE B in megabytes
= 4.0 × 1,024
= 4,096 MB
# of DEVICE A that may be transferred = 4,096 MB / 1.28 MB
= 3,200
15
2 • Primary and secondary storage
Activity 2.1 Manipulate the units in the scenario below to solve the problem outlined.
Alexia is shopping online for a 2 MB storage device. She has identified two
devices from the same manufacturer with the following description, capacities and
prices and needs your help to determine which device is the most economical to
purchase.
1 Determine what the price per megabyte is for EACH of the devices.
2 Suggest which device Alexia should purchase.
Device Description
RAM Random access memory
ROM Read-only memory
PROM Programmable read-only memory
EPROM Erasable programmable read-only memory
RAM
random access memory ❯ RAM (random access memory) is the main memory in a computer that
stores instructions that are being executed by the CPU as well as the data needed
for the current operations. RAM is also called immediate access storage. Whilst
a computer is in operation, the CPU can read and write to RAM. However, all
of RAM’s contents are lost when the computer is shut down. RAM is thus said
to be volatile. Computing devices are now sold with varying amounts of RAM.
Some devices are sold with as little as 2 GB installed memory whereas others are
supplied with as much as 12 GB installed. Most devices are upgradable so a user
may purchase additional memory and install it as the need arises.
16
2 • Primary and secondary storage
Each type has unique characteristics but they are all types of memory with two
things in common:
• data stored in these chips is non-volatile – it is not lost when power is
removed; and
• data stored in these chips is either unchangeable or requires a special
operation to change (unlike RAM, which can be changed as easily as it is
read).
This means that removing the power source from the chip will not cause it to
Figure 2.2 Learn ‘How ROM Works’.
lose any data.
read-only memory ❯ Read-only memory (ROM) is a primary storage device that stores data
and programs that cannot be changed. In ROM, the data and instructions are
written permanently into the memory during its manufacture. The contents
are not lost when the power is switched off and the data can never be changed.
ROM is used to form a computer’s permanent store of vital data and programs
that must be readily available but protected from accidental or deliberate
change by a user. ROM is like a textbook, it is already written when you buy it.
You cannot reprogram or rewrite a standard ROM chip.
Creating ROM chips from scratch is time consuming and very expensive
in small quantities. For this reason, mainly, developers created a type of ROM
programmable read-only memory ❯ known as programmable read-only memory (PROM). Blank PROM chips
can be bought inexpensively and coded by anyone with a special tool. Once
programmed, a PROM memory chip behaves like ROM. PROM is used by
small-scale manufacturers of electronic equipment who need to write their
own data and instructions into read-only memory. PROM is like a ruled
notebook; you can write on each line only once.
erasable programmable Even though PROM chips are inexpensive to produce, the cost can add up
read-only memory ❯ over time. Erasable programmable read-only memory (EPROM) addresses
this issue. EPROM chips can be rewritten many times. EPROM can be
ITQ4
ITQ1 programmed and reprogrammed with a special electronic device. EPROM chips
State ONE difference between EACH of are packaged in a clear plastic case so that the contents can be erased using
the following pairs of devices: special ultraviolet light. EPROM is like a blackboard; you can rub out with a
(a) ROM and PROM special eraser and start again, but without the special eraser the data cannot be
(b) PROM and EPROM. deleted.
17
2 • Primary and secondary storage
2 Conduct research to determine some of the more common uses of the primary
storage devices listed in Table 2.5.
3 Record your responses.
18
2 • Primary and secondary storage
(a) (b)
(c)
(d)
Figure 2.3 The external hard drive (a), DVD (b), CD-ROM (c) and flash drive (d) are four of the
most common storage units in use today. USB flash drives have replaced floppy disks as the
medium of choice for transferring files.
Media organisation
Magnetic media needs to be formatted before use. Some magnetic media are
sold pre-formatted, whereas others are sold unformatted and as such need to
be formatted by the user.
formatting ❯ Formatting is a process, facilitated by the operating system, during
which a storage medium is prepared for data storage. A formatted disk has an
arrangement of tracks and sectors.
a track ❯ A track is one of the many concentric rings that are encoded on the disk
during formatting and that define distinct areas of data storage on the disk.
sector ❯ A sector is one of the segments of the concentric tracks encoded on a
diskette or hard disk during formatting.
cylinder ❯ A cylinder is a unit of storage in a disk system consisting of the set of tracks
that occupy the same position on opposite sides of each platter (disk surface).
19
2 • Primary and secondary storage
Figure 2.4 A disk platter is divided into Figure 2.5 Inside a hard disk drive, showing the platters and moving read/write heads. This disk has
tracks (brown) and tracks are divided into four platters, each made of a core of glass or aluminium, covered with a thin layer of magnetic material.
sectors (yellow).
A disk stores data in units called sectors. A fixed number of these sectors are
placed in a concentric circle on the surface of a disk, called a track. The surface
of a disk contains many tracks. To increase the capacity of the disk drive, several
platters can be stacked one above the other. When the read/write heads remain
still the tracks on each platter are accessed and this is known as a cylinder.
ITQ5
ITQ1 Access methods
With reference to a hard disk Data held on storage media may be accessed using either a direct access or a
arrangement, state the relationship sequential access mechanism, depending on the actual physical format of the
between a track and a cylinder. media. A magnetic tape is linear and is accessed sequentially. Both diskettes
and hard disk drives are circular and are referred to as direct-access devices.
direct access ❯ Direct access is an information storage and retrieval technique in which a
storage device allows data to be read from or written to the actual area of the
data storage media without having to interact with any other areas.
sequential access ❯ Sequential access is an information storage and retrieval technique in
which the computer must move through a sequence of stored data items to
reach the desired one.
Direct access media are usually disc-like in appearance, that is, circular and
flat. These storage components of a computer system may have their data read/
written using either magnetic or optical technology. Sequentially accessed
media is usually linear, such as cassette tapes, and access is much slower than
hard disks. These devices are useful in situations where the entire contents of a
disk need to be copied to some other media for storage. This copy operation is
ideal for sequentially accessed devices, hence the popularity of magnetic tape
for backup and restore operations.
Access time
access time ❯ Access time is the time interval between the moment the command is given
to transfer data from the disk to main memory and the moment this transfer is
completed.
Average disk access time = Average seek time + Average rotational delay +
Transfer time
Variable Description
Seek time The time needed to position the read/write head over the correct track.
Rotational delay The time for the beginning of the desired sector to rotate under the read/
write head.
ITQ6
ITQ1
Transfer time The time for the entire sector to pass under the read/write head and have its
Explain how seek time and latency time contents read into or written from memory.
affect the performance of a hard disk
drive. Table 2.7 Components of the access time formula.
20
2 • Primary and secondary storage
Defragmentation
During normal operations, the files on a hard disk eventually become fragmented
as parts of a file are written over multiple spaces on the drive. This slows retrieval
operations because an increase in latency leads to an increased access time.
Defragmentation improves access time as it tends to reduce latency.
defragmentation ❯ Defragmentation is a procedure in which all the files on a hard drive are
erased and rewritten on the disk so that all parts of each file are written to
neighbouring sectors.
Windows 8 includes a tool named Optimize Drives (called Disk Defragmenter
in earlier versions of Windows) that may be used to defragment disks.
Device interfaces
device interface ❯ A device interface is a connection between two systems through which
information is exchanged.
Considering that storage devices are peripherals, they need a means of
communicating with the CPU. Various device interfaces exist that allow
secondary storage to communicate with the CPU via the motherboard. The
motherboard is the main circuit board of the computer and is home to the CPU
and RAM. These are fitted directly onto the motherboard via special-purpose
slots. Secondary storage devices such as hard disks, CD-ROM, DVD and tape
drives are each equipped with an interface. One end of a cable is plugged onto
this device interface and the other end onto the motherboard.
Figure 2.6 The rear view of a typical Table 2.8 Common device interfaces.
desktop computer showing a wide range of
ports and device interfaces. Buffers
Storage devices are slow when compared with the speed of a modern
processor. In order to prevent the processor from continually waiting for
the storage devices, a buffer is used. The CPU writes data to the buffer very
quickly; it is then free to perform other tasks.
buffer ❯ A buffer is a portion of main memory given the task of holding information
temporarily, especially while waiting for slower components to catch up.
The disk drive reads the data from the buffer and writes it onto the platters,
depending on the speed of the disk drive. Buffers are useful in many areas
of life where there is a transfer between a fast device and a slower device. A
rainwater tank is a buffer, it fills up very quickly in a short rainstorm but it
empties slowly as water is used throughout the following days.
21
2 • Primary and secondary storage
22
2 • Primary and secondary storage
Magnetic tape
Magnetic tape is a magnetically coated ribbon of plastic in a small rectangular
plastic housing that is capable of storing large amounts of data at a low cost.
Tape is sequentially accessed and is used by organisations primarily for backing
up and archiving data.
Figure 2.9 Magnetic tape.
Optical disks
Optical disks are secondary storage media that use (laser) light to read the data
stored.
CD-ROM ❯ A CD-ROM (compact disc read-only memory) is a pre-pressed compact
disc that contains data accessible to, but not writable by, a computer. CD-ROMs
ITQ8
ITQ1 are popularly used to distribute computer software. A CD-R (compact disc
Name TWO secondary storage media recordable) is a variation of the CD-ROM that can be written to on a computer
whose data are read using lasers. using a CD writer. Reusable CD-ROM disks (CD-RW) allow a user to erase the
disk and re-use it again.
DVD ❯ A DVD (also known as ‘digital versatile disc’ or ‘digital video disc’) is
a popular optical disc storage media format. Most DVDs have the same
ITQ9
ITQ1 dimensions as compact discs (CDs) but store more than six times as much data.
Which of the following devices have the It is mainly used for video recording/playback and data storage. Because of
highest and lowest data transfer rates: their large capacity, DVDs are also used to back up data stored on hard disks.
CD-ROM, external hard disk, USB flash
drive?
Comparing secondary storage media
Each storage technology has its advantages and disadvantages. Computer users
have a wide range of storage needs and it is important to use objective criteria
in selecting your media. You can use criteria such as versatility, reliability,
cost portability, speed and capacity to judge the suitability of storage. We will
discuss portability, speed and capacity.
portability ❯ Portability is a measure of the ease with which a storage media can
function on different computer systems. This includes both the installation and
removal of the media from a particular computer system.
speed ❯ Speed is a measure of how quickly data is transferred from the storage
media to the computer after a request is made. Speed is based on both access
time and data transfer rate.
23
2 • Primary and secondary storage
storage capacity ❯ Storage capacity is the maximum amount of data that can be stored
on a storage medium; it is measured in bytes and multiples of bytes such as
megabytes, gigabytes and terabytes.
In today’s fast-paced environment where digital data is frequently created,
access to one’s own storage is a requirement. Quick access to all types of data is
important for users, whether it is a document, picture, movie or music. Users
today will almost always prefer higher capacity, faster and highly portable
storage. Table 2.9 compares popular types of secondary storage media with
respect to portability, speed and capacity.
Table 2.9 Comparison of characteristics for various types of secondary storage media.
Summary
• Computers store data and instructions on both primary and secondary storage devices.
• Primary storage is volatile, secondary storage is non-volatile.
• Primary storage media are randomly accessed; secondary storage media are accessed either directly or
sequentially.
• RAM, ROM, PROM and EPROM are types of memory.
• RAM (also known as immediate access storage) is the computer’s main memory.
• Hard disk, CD-ROM, DVD, diskette and flash drives are examples of secondary storage media.
• Magnetic disks, optical disks (CD-ROM and DVD) and diskettes are direct access devices whereas magnetic tape is
sequential access storage.
• Units of storage are byte, kilobyte, megabyte, gigabyte and terabyte.
• Magnetic hard disks may be internal or external. Internal hard disks are of two types: fixed-head or moving-head.
• Read/write heads in disk and tape drives transfer data and instructions from storage media to a computer system’s
memory and vice versa.
• IDE, SATA, SCSI and USB are device interfaces and allow secondary storage devices to communicate with the
computer.
• Secondary storage media can be compared with respect to portability, speed and capacity.
• Magnetic tape is a high-capacity, sequential storage device ideal for backup and archiving applications.
• Flash drives and flash memory cards are small, convenient, removable storage devices with capacities ranging in
the gigabytes.
24
2 • Primary and secondary storage
Answers to ITQs ITQ1 A computer needs fast, ITQ4 (a) ROM is supplied with its
randomly accessible read/write data already ‘burnt in’ whereas PROM
storage to support the processor as it is supplied blank and its contents may
executes programs. Primary storage be programmed by its user; (b) PROM
fills this need. Computer users need may be programmed once whereas
long-term storage for programs, data EPROM may be reprogrammed.
and documents which is provided by ITQ5 A track is the area between
secondary storage. two concentric circles on one disk
ITQ2 A byte is a group of 8 bits surface only whereas a cylinder is all
and is the basic unit of measurement the tracks in the same position on all
for computer storage. A word is a disk surfaces.
group of two or more bytes and is the ITQ6 An increase in seek time
basic unit of data manipulated by the and/or latency increases a disk’s
processor. access time thereby degrading its
ITQ3 Since 8 bits = 1 byte, 30-pin performance, whereas a decrease in
memory provides 8 bits at a time either seek time or latency reduces
to the CPU. Considering that a 32- access time, causing improved
bit machine has a word size of 32, performance.
and that a word is the unit of data ITQ7 Capacity in bytes = bytes per
manipulated by the CPU, this means sector × sectors per track × tracks per
that the CPU must be provided with platter × no. of read/write heads;
all 32 bits of data at once. If we have 512 × 18 × 80 × 2 = 1,474,560 bytes
four memory modules working or 1.4 MB (since 1,024 bytes =
together as a single bank, then we will 1 kilobyte and 1,024 kilobytes = 1,024
be able to provide the CPU with the megabytes).
data needed.
ITQ8 CD-ROM and DVD.
ITQ9 Highest – hard disk, lowest –
floppy disk.
IT portfolio
1 In this activity you will create a storage media photo essay.
a Start off by creating a list of the different types of removable storage media available in your school.
b Locate (or take your own) photographs or images of each of the devices listed.
c Paste the pictures/images in your portfolio along with a brief (20 words or less) narrative about how this device
is used at your school.
2 In this activity you will explore two different access methods. You will need a CD player (as an example of a direct
access device) and an old cassette tape player (as an example of a serial access device).
a Time how long it takes to find and start playing track 2 on each device and make a note of the times.
b Determine which method is the faster one to find a particular track?
c Record the result in your portfolio.
3 In this activity you will explore the capacity of a common storage device – the flash drive.
a Calculate the number of characters on this page by counting the number of characters in a typical line and
multiplying by the number of lines.
b Since one byte can hold one character, determine how many pages of this book will fit on a 1GB USB flash
drive. Remember to manipulate your units correctly.
c Record the result in your portfolio.
25
2 • Primary and secondary storage
Group activity
1 Work on this activity in pairs.
a Arrange with your teacher, computer technician, relatives or friends for you to have
access to secondary storage devices and media that are no longer in use.
b Use the necessary tools to dismantle the items.
c Use a digital camera to take photographs of EACH component.
d Upload the image to your computer and rename them (for example, change the
name 20130504_041.jpg to deviceInterface.jpg).
e Import the images into a new word-processing document; add suitable captions
and lines for labelling the various components. Print two copies of the document as
worksheets.
f With the help of your teacher, label each component. Paste the completed worksheet
in your portfolio.
26
2 • Primary and secondary storage
Structured questions
1 Rhianna bought a notebook computer with the c In reading data from a disk, what are the
following specifications: TWO main components of access time? [2]
d Explain how a fixed-head system on a hard
Intel® Core™ i3-2350M processor (2.30 GHz, 3 M cache,with disk unit can reduce the access time for a
Turbo BoostTechnology 2.0) device. [2]
15.6 inches HD (1,366x768) Anti-Glare LED-backlit 4 Computer systems are usually equipped with a range
2 GB DDR3 SDRAM at 1333 MHz of secondary storage media.
250 GB 5,400 rpm Moving-head SATA HDD a Name ONE direct-access secondary storage
8X DVD device. [1]
Wireless 802.11g Mini Card b Explain why magnetic tape is a sequential
24 WHr Lithium-Ion Battery access medium. [2]
a Using the computer specifications listed above, c Name ONE storage device most suitable for
state the specifications of each of the following use in EACH of the following situations:
components: i transferring a small word-processing
i Capacity and speed of the hard drive [2] document from one microcomputer to
ii Memory capacity [1] another [1]
iii Type of optical drive [1] ii storing a 2-hour digital quality movie [1]
b Indicate the type of interface used to connect iii recording a medley of songs for a dance
the hard disk drive. [1] recital [1]
c Explain why the access time for a moving- iv backing up all the records in an accounting
head disk drive is GREATER than the access department [1]
time for a fixed-head disk drive. [2] 5 Computers rely on a range of devices and media for
2 Computer users have a wide range of options from storing data and instructions.
which to choose for their data storage needs. (i) (ii)
a In relation to capacity, explain ONE difference
between magnetic tape and CD-ROM as
media for storing data. [2]
b A colleague from St Luago is about to visit
you and wants to bring a set of digital
photographs to show you. There are 300
photographs and each is 100 KB. He plans to (iii) (iv)
use a diskette. What advice would you give
to your friend as to the suitability of using a
diskette? [2]
c Suggest TWO alternative removable media
that might be more suitable. a Identify EACH of the devices labelled (i)–(iv). [1]
Justify your recommendations. [4] b Which is a primary storage device? [1]
3 Hard disks are the most popular secondary storage c Which of the devices are non-volatile? [1]
media. d Which device is likely to have the largest
a On a disk’s surface, what is the relationship capacity? [1]
between a track and a sector? [1] 6 Your microcomputer has a 10 GB hard disk of
b A hard disk system has six disk surfaces, with which only 100 MB is empty. You wish to replace
one moving head for EACH surface. A certain that drive with a 30 GB drive. You want to save all
track has ten sectors forming a ring, each the information stored on the hard drive on 3½″
sector carrying ½ KB. How many KB are there floppy disks while the conversion is made. Is this
in the entire cylinder? [2] practical? Explain your answer. [3]
27
3 Input and output
devices
By the end of define the terms input, input device and input media
this chapter
explain the uses of various input devices and media
you should
be able to:
define the terms output and output device
classify output devices as visual display units, printers, plotters and audio
output devices
define common terms such as hard copy, soft copy, human readable and
machine-readable which are used to refer to output devices and output media
state the functions of specified output devices.
Concept map
Recall from Chapter 1 that input devices are peripherals. These special-
purpose hardware devices serve one primary function: to get data and
instructions into the computer system. Input devices depend on input media
to take the data and instructions from outside the computer to the inside. Input
devices connect to the system unit via device interfaces such as a USB port.
Computer systems are usually sold with one or more devices to facilitate input.
Users have the option of purchasing and attaching additional input devices
depending on the function for which the computer system is intended.
Devices that see Devices that hear Devices that sense touch
Biometric systems Microphones Electronic signature capture
Cameras (digital and web) Voice response units devices
Character readers (OCR and MICR) Graphic pads
Light-pens Joysticks
Remote controls Keyboards
Scanners (document scanners and Mice
barcode readers) Touchscreens
Table 3.1 Computing devices that see, hear and sense touch.
29
3 • Input and output devices
ITQ2
ITQ1 (a) (b)
Figure 3.1 Source documents: (a) a handwritten list is a human-readable source document; (b) a
ITQ3
ITQ1 boarding pass issued by an airline contains both machine-readable and human-readable data – the
Which of the source documents shown text may be read by humans and the barcode can be scanned using a bar code reader.
in Figure 3.1(a) and (b) are machine-
readable? Justify your response.
In the next section, we will look at the uses of various input devices. We
have categorised the devices into four groups based on where they are most
likely to be used (Table 3.3). A device that is used in the home may also be
used in industry, but in different ways. Ensure that you understand how input
devices are actually used in the real world.
30
3 • Input and output devices
ITQ5
ITQ1
Outline TWO technologically savvy ways Figure 3.2 A typical keyboard.
that pictures could be shared using the
input devices mentioned in the opening Specialised Keyboard
paragraph on this page.
Braille keyboards are used by computer users with visual impairments. A
standard keyboard would be useless, as the labels on the keys would not be
seen. These special keyboards have raised dots on the key caps, allowing users
with visual impairment to enter data.
Mouse
A mouse is an input device used to manipulate data and program instructions
by pointing, selecting, dragging and clicking. These versatile input devices are
available as different types: corded and cordless, optical and mechanical, radio
and laser. The manuscript for this book was prepared using a battery-operated
Figure 3.3 A corded 2-button mechanical wireless optical laser mouse that communicated with the computer via a USB
mouse. receiver.
Figure 3.4 From left to right, a corded mouse with USB interface, a mini travel mouse with
retractable cord, a wireless mouse on a graphics pad and a cordless optical mouse.
Joystick
A joystick is a point-and-click input device that moves the pointer on the
screen according to the movement of the lever by the user. It is used mainly for
Figure 3.5 Joystick. games.
31
3 • Input and output devices
Microphone
Figure 3.6 Digital camera. A microphone (mic) is a device for inputting audio data into the computer.
A microphone may exist as a stand-alone device or it may be integrated into
another device such as a webcam, monitor or headset. A stand-alone mic
ITQ7
ITQ1 connects to your computer via the ‘mic’ or ‘line in’ port on the computer
Suggest THREE ways in which a system’s sound card or front panel of the system unit. Microphones are
microphone may be used in the home used for real-time person-to-person conversations during online chats and
as an input device. teleconferencing. They are also used in recording audio clips for webcasts,
broadcasting, advertising and filmmaking.
Document scanner
Document scanners are used to input text, diagrams and pictures into the
computer. Document scanners are often used in conjunction with specialised
software. For example, a scanner combined with optical character recognition
(OCR) software makes an optical character reading system. Scanners are
available in many shapes, sizes and types and range from small portable
business card scanners to larger desktop scanners with automatic document
feeders. Business travellers sometimes carry portable scanners that enable them
to scan source documents directly into their laptop computers.
Retail business
Touchscreen
Barcode reader
Electronic signature capture device
Magnetic stripe reader
Specialised keyboard
Point-of-sale
Table 3.5 Common input devices likely Figure 3.7 A flatbed document scanner. The image
to be found in retail businesses such as in Figure 3.1(a) was scanned using a flatbed scanner
bookstores, pharmacies and supermarkets. similar to the one shown here.
32
3 • Input and output devices
Touchscreen
touchscreen ❯ A touchscreen is a computer screen that is sensitive to touch, so that the user
can point to things on it by touching the screen itself, without using a mouse.
Touchscreens are used extensively in fast food restaurants, supermarkets
and cinemas. They are commonly integrated into automated banking machines
(ABMs) and in self-service kiosks used in photo labs, phone credit vending
ITQ9
machines and airline check-in. Apple’s iPad and Samsung’s Galaxy tablets both
State TWO ways in which a barcode can feature touchscreens.
be used in a warehouse.
Barcode reader
barcode scanner ❯ A barcode reader (or barcode scanner) is a specialised optical mark reader
that ‘visually’ interprets barcodes. This data capture device scans barcodes and,
with specialised software, converts them into machine-readable data. Barcodes
are the black and white stripes found on many products sold in retail. Barcode
readers are now found in many supermarkets as part of a point-of-sale (POS)
system. Barcode readers allow customers’ purchases to be processed quickly
and because the barcode identifies the product, a receipt showing full details of
the item can be produced.
(b)
ITQ10
Suggest TWO applications of magnetic
stripe card readers in a school setting.
Figure 3.9 (a) A magnetic stripe being read from a credit card; (b) cards issued by banks,
libraries, airlines and hotels (room keys) all have magnetic stripes.
Specialised keyboards
Some applications require specialised keyboards with pre-assigned function
keys. Specialised keyboards generally consist of a flat grid of unmarked
buttons and each key can be programmed with a wide range of different
functions. After the keyboard is programmed, a sheet, called an overlay, is
placed over the unmarked keys to identify each key. The overlay can consist
of any combination of words, symbols, or even pictures. Keyboards that
are components of point-of-sale systems (discussed later in this chapter)
usually require specially labelled keys for particular products. Data entry
Figure 3.10 A cashier using a specialised is quicker for product codes or quantities without having to press multiple
keyboard in a retail store. keys. For example, a point-of-sale system used for selling movie tickets at the
33
3 • Input and output devices
Olympus Theatre in Barbados would have keys for regular priced adult tickets,
discounted adult tickets and so on.
Specialised keyboards are used in retail establishments such as restaurants
as they reduce data entry time and errors. Specialised keyboards are used in
education, particularly in institutions offering special education.
34
3 • Input and output devices
is scanned on arrival using an optical mark reader (OMR) and the data is
Large business/industry
automatically transferred to the company’s stock control system. After all the
Voice response unit cartons are scanned, the Warehouse Manager signs for the shipment on the
Graphic pad tablet provided by the delivery courier. The package delivery company uses
OCR OCR to convert data captured from paper-based documents to text that can
OMR be edited in their billing system. When the accountant receives a bill, he pays
MICR it by cheque that he presents to the cashier at the package delivery company.
The cheque is fed through a magnetic ink character reader (MICR) and within
Table 3.7 Common input devices likely to seconds, all the cheque details appear on a screen.
be found in special-purpose organisations
such as banks and advertising agencies.
Voice response unit (VRU)
voice response unit ❯ A voice response unit (VRU) accepts the human voice as machine-readable
input and produces output using synthesised speech.
This data capture technology is useful in businesses that have to handle
thousands of customer queries every hour. Telecommunication providers use
a VRU to handle requests for directory assistance that are made by callers
who dial 114 or 411. Package delivery companies also use this technology
to provide details of the status of packages when customers call. American
Airlines and other airlines allow customers to conduct a wide range of
transactions via the telephone. To access the service, passengers dial a toll-free
number (free of charge to the customer) and respond to questions asked by a
computer-generated voice. The computer system queries the database storing
passenger and flight data and completes the transaction based on the continued
passenger–computer conversation.
X-G-H-
T-U-B
Figure 3.13 Using a voice response unit to get details on a flight reservation. XGHTUB is the
record locator used by the airline to retrieve the passenger’s reservation.
Figure 3.14 A graphics pad can be used Graphic pads and tablets
with a pen (stylus) or mouse. Writing or drawing on the computer using the mouse is possible, but not as
easy as using a pen on paper. A pad and tablet fitted with a special pen (called
stylus ❯ a stylus) can provide a more natural way of inputting handwriting and
drawings. The surface of the pad has a thin membrane that registers the pen’s
movements.
In advertising agencies and design companies, graphic pads are a common
way to produce artistic material.
35
3 • Input and output devices
ITQ13
Are pages of typewritten text: Optical character reader (OCR)
• machine-readable documents Both OCR and OMR are data capture devices. In fact, an OCR is really a
• human-readable documents specialised OMR. Instead of just reading marks, it reads the shapes of the
• both human-readable and machine characters (letters, numbers and special symbols) and tells the computer what
readable? the characters and numbers are.
Justify your response. OCR can be used to scan whole pages of text into the computer.
Organisations with large amounts of typed paper documents use OCR to
ITQ14 convert paper documents into electronic documents. In a school setting,
an English teacher is able to use OCR technology to scan and convert a
Describe ONE similarity and ONE handwritten essay to editable text. As a learning activity, the spelling and
difference between OCR and OMR. grammar feature of a word-processing package can be used to correct errors in
the document.
36
3 • Input and output devices
Light-pen
A light-pen is in the form of a light-sensitive wand used in conjunction with a
computer monitor. It senses light when placed near the surface of the monitor
and its position is calculated by the software. Because the user was required to
hold his or her arm in front of the screen for long periods, the light-pen never
became popular as an input device. Since the current version of the game show
Jeopardy! began in 1984, contestants have used a light-pen to write down their
Figure 3.17 An operator using a light-pen
wagers and responses for the Final Jeopardy! round.
and monitor.
Remote control
Computers can be used to control digital and analogue devices from a distance.
Using a seamless mix of sensors, communication devices and communication
media, a computer can control devices remotely. Devices such as cameras,
traffic signals and complex equipment such as robots can be controlled in this
way.
In law enforcement, remote controlled equipment is useful in activities
such as bomb detection and intelligent remote surveillance. Web cameras
and microphones can be remotely controlled using private or public network
Figure 3.18 A blood pressure measuring facilities.
sensor.
Sensors
Sensors are devices used to measure physical characteristics such as
temperature, pressure or wind speed. For example, a sensor connected to
a computer could allow the temperature of a furnace to be automatically
monitored. In a hospital, a blood pressure sensor can be linked via a
wireless connection to a computer so that the patient’s blood pressure can
be continuously monitored and alarms automatically sounded if the blood
pressure falls below a safe level.
37
3 • Input and output devices
38
3 • Input and output devices
Figure 3.21 Measuring the size of a laptop screen. The size is measured as the diagonal distance
of the viewable area. Some VDUs are now available in wide-screen versions.
Printers
Nutcracker Gadget Store has four different types of printers installed at their
head office. Heather is responsible for public relations and marketing. She has
two printers connected to her desktop computer – a laser printer and an
inkjet printer. Both of these printers print vibrant colour documents that
illustrate objects very realistically. Tiffany is responsible for the accounting
department and uses a line printer to print thousands of invoices and
statements each month. Alexia in the customer service department has a very
noisy dot matrix printer attached to her PC.
Whilst all printers produce hard copy, they differ in the mechanisms used to
produce it. This forms the basis for classifying printers as impact or non-impact.
These are discussed in the sections that follow.
Figure 3.22 Three types of printer: (a) impact printer, (b) inkjet printer, (c) laser printer.
39
3 • Input and output devices
Impact printers
impact ❯ Impact printers produce output by employing a striking or hammering
mechanism. Because of this, they are noisy but are able to produce multiple
identical copies at the same time. Some impact printers produce their output
a character at a time whilst others do so a line at a time. Most impact printers
print on fan-fold paper (or continuous forms). Dot matrix and chain printers
are two types of impact printers.
dot matrix printer ❯ A dot matrix printer produces one character at a time. It does so by
striking an inked ribbon on paper to create the impression. These printers are
ITQ20 relatively inexpensive to purchase and operate, and very reliable. A dot matrix
Suggest TWO types of commercial printer is suitable for use in situations that require multiple copies of the same
business that would use dot matrix document.
printers for producing multi-copy
output. Non-impact printers
non-impact ❯ Non-impact printers create output on media (paper or plastic) using a range
of different technologies such as:
• laser: a technology used in photocopy machines that utilises heat, light and
photoconductivity
• inkjet: nozzle-like print heads spray ink onto paper to form characters and
images
• thermal transfer and dye sublimation: both beyond the scope of this book.
page-printers ❯ Most non-impact printers are page-printers as they print on cut sheet
paper. Lasers and inkjets are two types of non-impact printers.
inkjet printers ❯ Inkjet printers are inexpensive to buy but expensive to operate as the ink
needs replacing regularly. These printers are very versatile and can produce a
range of documents including high-quality photographs, school projects and
business presentations. Inkjet printers can produce colour photographs (on
glossy paper) of a quality similar to those produced by a professional photo
studio.
laser printers ❯ Laser printers are flexible as they:
• print both text and graphics
ITQ21 • are available in monochrome (black and white) or colour models
Suggest why a laser printer may be • can print on paper of varying sizes and plastic (transparencies).
preferred for printing legal documents. They produce high-quality output, are very fast, and operate quietly. Whilst
laser printers are expensive to buy, they are usually less expensive to operate
than inkjets.
40
3 • Input and output devices
Characteristics
Type Mechanism How output produced Speed Max. resolution (dots per inch) Print buffer memory capacity
Dot matrix Impact Character 1,066 cps/6 ppm 72–360 2–128 KB
Chain Impact Line 1,200 lpm/20 ppm 600 16–256 KB
Inkjet Non-impact Page 4–60 ppm 4,800 × 1,200 256 KB–512 MB
Laser Non-impact Page 10–200 ppm 2,400 16 MB–2 GB
Plotters
plotter ❯ A plotter is a large format hard copy output device that produces high-quality
graphical output on different types of materials, commonly paper and vinyl.
A plotter may be more suitable in some situations than a printer. As plotters
are able to handle output media the size of a large outdoor billboard, they are
invaluable to architects and designers for the production of blueprints and
architectural designs.
41
3 • Input and output devices
Summary
• Input and output devices are peripherals.
• Input devices transfer input into a computer system. Input may be data or instructions in textual, graphic or sonic
form and are held on source documents.
• Source documents may contain input that is human-readable, machine-readable or both. Machine-readable
documents facilitate automated data collection/capture.
• Input media include keystrokes, mouse clicks, voice commands, light beams, barcodes, magnetic stripes, paper and
other mechanisms that store and convey input.
• Data capture increases the accuracy of input and reduces data collection time and cost.
• Character readers (OCR and MICR), light-pens, scanners (document and barcode) and cameras (digital and web) all
sense input based on sight whereas graphic pads and tablets, keyboards, joysticks and mouse input data directly.
• Sensors, remote controls and biometric systems are highly specialised input devices.
• Information produced by a computer must be presented in a useful form to be of value to the user.
• Output is conveyed to the user via output media such as visual images, sound and paper and maybe data,
information or status messages such as beeps and flashing lights.
• An output device displays, plays or prints the results of processing operations.
• Four types of output devices are visual display units, printers, plotters and audio output devices.
• Hard copy output is permanent whereas soft copy is temporary.
• Resolution is a measure of the quality of output based on the number of dots per inch used to make up the picture.
• Devices that produce hard copy output include printers and plotters.
• Printers are of two types: impact and non-impact. Line and dot matrix printers are impact printers, inkjet and laser
printers are non-impact printers.
42
3 • Input and output devices
Answers to ITQs ITQ1 (a)Any two of: keyboard, ITQ11 Sight and touch
mouse, microphone, scanner, ITQ12 Any ONE of the following:
webcam, joystick. (b) Any two of: (a) more accurate billing as products
keyboard, mouse, microphone, are correctly identified (b) faster
webcam, fingerprint reader. checkout means customer spend less
ITQ2 (a) an essay, (b) a speech, time in line (c) improved customer
(c) a grocery list, (d) a traffic ticket. service as a result of faster and more
ITQ3 (a) handwritten list – can accurate checkout
be read and recognised using OCR ITQ13 They can be easily read
technology, (b) Multiple-choice and understood by both people and
answer sheets – read using OMR machines.
technology ITQ14 Both are devices that sense
ITQ4 MICR input using sight. OCR recognises
ITQ5 Any TWO of: (a) scan the characters whereas OMR recognises
product boxes, attach and e-mail the marks.
images (b) do a live video chat using ITQ15 Both sense input using
the microphone and web camera character recognition. OCR ‘sees’ the
(c) take pictures with the digital input whereas MICR ‘feels’ the input.
camera, attach and e-mail the images ITQ16 Both are pointing devices.
ITQ6 Any TWO of the following: A light-pen uses sight technology, a
(a) conduct video interviews; mouse senses touch.
(b) record questions to send to 1TQ17 Any ONE of: (a) faster than
information providers; and a mouse (b) picking up a light-pen
(c) discussions with fellow classmates; and pointing it to where you want the
(d) discussions with teacher. cursor to go is a more intuitive way to
ITQ7 Any THREE of: (a) audio interact with the computer
recordings (b) Internet telephony ITQ18 (a) Automatic standby.
(c) typing with voice recognition (b) Accessed from the display
software (4) PC control properties, activated by checking a
ITQ8 Any ONE from each of the box.
following: BEFORE (a) scan images ITQ19 (a) Mercury or arsenic.
for inclusion in a print-based activity (b) Follow guidelines issued by solid
(b) scan pictures for projection using waste agencies and health authorities.
a multimedia system; (c) scan a map,
ITQ20 Hardware store, computer
reduce it, print note-sized versions of
retailer
it and paste in students’ book for easy
reference; AFTER (a) Scan handwritten ITQ21 Print speed, quality of output
student work for discussion; (b) Scan ITQ22 (a) a full page of text – text
student work and keep in an electronic usually prints faster than graphics;
portfolio (b) black-and-white – prints faster
ITQ9 (a) to identify storage than colour
locations such as shelves and bins ITQ23 (a) dot matrix printer
(b) to identify specific items being (b) chain printer (c) laser or inkjet
warehoused printer
ITQ10 Any TWO of: (a) access ITQ24 A plotter produces large
library services (b) lunch card format output whereas a printer does
(c) identification card that allows door not.
access
43
3 • Input and output devices
IT portfolio
1 In this activity you will explore printers.
a Interview at least five persons and find out the make and model of the printer they use. For example, if you
interviewed me, I would tell you I use a Samsung ML-2165W.
b Conduct research to get more details about each of the printers based on the make and model supplied.
c Copy the following table in your portfolio and complete it. Note that I have completed the first row based on
research done about my printer.
Make & Model Impact or Non-Impact Type Print Speed Print Resolution (dpi)
Samsung ML-2165W Non-Impact Laser 21 PPM 1200
Group activities
1 This is a small-group activity for 3–4 people.
a Each group member should collect at least TWO source documents generated in each of the following scenarios:
• a classroom environment
• a home
• a micro or small business (ask the Principles of Business teacher at your school what this is)
• a meeting of a sports team or co-curricular activity (Cadet, Key Club, etc.)
b Compare the documents collected from each area. Note their similarities and differences.
c Classify all the documents as either human-readable or machine-readable.
d Suggest which device(s) are ideal for reading the documents categorised as machine-readable.
e Paste the documents in your portfolio and record your findings next to each of them.
2 Your local police station has just received a donation of a digital camera and US$800 to purchase a printer suitable for
printing crime-scene photos. The officer in charge of the station has sought your help to select a suitable printer. You
have to co-opt two of your classmates to undertake this task. You are required to:
a Assess the needs of the police station and make a list of the TWO types of printers that the group believe are
most suitable.
b For EACH type, identify TWO named printers available for sale at a local computer store or online retailer.
Complete the table below.
Type 1 Type 2
Printer 1 Printer 2 Printer 3 Printer 4
Brand
Model
Resolution
Print speed
Memory capacity
Price
c Based on your findings, make a recommendation to the officer in charge.
Place a copy of the recommendation in your portfolio.
44
3 • Input and output devices
45
3 • Input and output devices
Structured questions
1 A small advertising agency in St Lucia has just employed 5 PriceSavers, a St Vincent based membership club,
a visually impaired person to develop advertisements for operates over 20 warehouse clubs in 11 Caribbean
poster, newspapers, radio and television. countries. PriceSavers uses point-of-sale terminals to
a Suggest ONE input and ONE output device that manage membership data and stock and to produce
might help a visually impaired person use a receipts for customers at the checkout counter.
computer system effectively. [2] a What is a point-of-sale (POS) system? [2]
b Identify THREE peripherals that might be found b Name THREE input devices that are usually
in an advertising agency that would not normally components of a POS system. [3]
be found in a regular office. For each device, c Briefly describe how any TWO of the devices
outline an example of how it might be used. [4] named in part b function. [4]
2 The devices shown in Figures 1 to 3 are available for sale. d Briefly describe how a product’s barcode is
processed by the computer at the checkout
counter leading to the production of a sales
receipt. [3]
e Is the sales receipt regarded as hard copy, soft
copy or neither? [1]
6 Give ONE situation when it would be better to use
a A laser printer instead of a dot matrix printer.
Figure 1 Figure 2 Figure 3 State ONE reason to justify your answer. [2]
a The table lists two requirements of the St Luago b An earphone instead of a speaker. State ONE
National Bank. In your book, copy and complete reason to justify your answer. [2]
the following table to show which device would best c A plotter instead of a printer. State ONE
meet EACH of the requirements in the table. [2] reason to justify your answer. [2]
7 Describe the use of biometric systems, stating clearly
Organisational Requirements Figure
To make soft copies of hard copy documents a An example of a situation where it may be used [1]
To capture signatures b ONE type of data that is collected [1]
c ONE advantage of its use over a traditional
b Write the general name given to the devices in data collection method. [1]
part (a). [1]
8 Write the letters A–G on separate lines in your book.
3 Mercury Metals uses a personal computer system for Using the information in the following table, match
controlling a number of hazardous processes. The the letter for the person who use the device with the
system has to keep a constant check on the operating number of the device, by writing the number next to
temperature and produce hard copy output showing the correct letter in your book. You may use a device
the changes in temperature over time. In the event of a only once or not at all.
problem, the operator has to be notified immediately.
The system is equipped with a CRT, keyboard, mouse Person who uses the device Device
and printer. A Cashier at a point-of-sale station 1 Bar Code Reader
a Suggest TWO OTHER peripherals that may be B Player in a games arcade 2 Digital Camera
useful attachments for this system. [2] C A visitor at an information kiosk at 3 Joystick
b For EACH peripheral suggested, briefly an amusement park
describe how this would be utilised in the D A bank teller processing cheques 4 Light Pen
situation given. [4]
E A teacher scoring a Multiple-choice 5 OCR
4 The following advertisement for a printer was test
published by a computer retailer:
F A television reporter researching a 6 OMR
PRINTY XJ – 1000 Laser Printer story
USB Interface, 16 pages per minute (ppm) G An expert giving video testimony in 7 MICR
600 dots per inch (DPI) Cartridge yields approx. 3,000 pages a court case
8 Scanner
Briefly explain why it is important to consider EACH of
the following: 9 Touch Screen
a printer interface c dots per inch 10 Web Camera
b pages per minute d cartridge yield [4] [7]
46
4 The Internet and
communications
technology
By the end of define what data communication is
this chapter
define what a network is
you should
be able to:
describe the main types of networks: LAN, MAN and WAN
discuss options for connecting computers in a network
outline common modes of communication such as simplex, half-duplex and
duplex
distinguish among Internet, intranet and extranet
explain concepts associated with the Internet.
Concept map
Internet & Communications Technology
web server
In this chapter, we will explore how computers facilitate the exchange of data
in all its forms: text, images, sound and video. We will look at how computers
can be connected to transfer data from one point to another. Additionally,
we will explore a range of computer-based tools used by individuals to
communicate personally and professionally.
4 • The Internet and communications technology
Types of networks
The three main types of computer networks are local area networks (LANs),
metropolitan area networks (MANs) and wide area networks (WANs).
Type Description
LAN A network that uses cables or radio signals to link two or more computers in a
ITQ1 geographically limited area (generally one building or a group of buildings).
Answer the following questions.
a What is WiMax? MAN Regional computer or communication network spanning the area covered by an average
b Name ONE telecommunications to large-sized city. A WiMax network is an example of a MAN.
provider in the Caribbean that offers WAN A data communication network extending a LAN (local area network) outside its building,
WiMax service. over telecommunication lines or wirelessly, to link to other LANs over great distances.
c Suggest TWO ways in which WiMax The Internet is an example of a WAN.
service is advantageous to specific
user groups. Table 4.1 Types of networks.
48
4 • The Internet and communications technology
Networking hardware
A range of hardware devices are used to connect computers together to create
networks. These include network cards, hubs, switches and routers. Each
network card has a socket into which a special cable fits. A hub is just a device
that connects many cables together and transfers network messages between
those cables. Many homes are now equipped with both a modem and a
wireless router.
hub
ITQ2
ITQ1
What is the difference between EACH of
the following pairs of devices: Figure 4.2 A four-computer local area network using a hub.
(a) hub and switch
(b) switch and router.
If trailing wires around the office are unsightly and dangerous then a
wireless network may be set up, eliminating the need for cables. In this case,
the hub would be replaced with a wireless router (pictured in Figure 4.3).
Figure 4.3 Wi-Fi routers are now commonly found in homes, offices, hotel corridors and a long list
of other places. Multiple antennas ensure increased signal strength.
49
4 • The Internet and communications technology
ITQ3
ITQ1 (a)
(c)
(a) (b)
Figure 4.5 (a) Rear view of a wireless router showing connection ports; (b) twisted pair cables like
these are used to connect the modem to the wireless router.
50
4 • The Internet and communications technology
Bandwidth
Each transmission media has a characteristic that determines the speed at
bandwidth ❯ which data is carried. This characteristic is called bandwidth.
A number of terms have been coined to refer to bandwidth such as
narrowband, voiceband ❯ narrowband, voiceband and broadband.
broadband ❯
Description & Bandwidth Usage
Narrowband A limited-capacity transmission Wide range of uses in aviation, marine
Bandwidth is the amount of data that can be
transmitted via a given communications channel
channel that carry audible signals using activities, telecommunications and
in a given unit of time (generally 1 second). frequencies less than 12.5 kHz broadcasting. For example, some fishing
Bandwidth is measured in bits per second (bps). boats use narrowband sonar to locate
<64 kbps (digital devices) fish. In telecommunications, narrowband
300–3,400 Hz (analogue devices) channels are used for transmitting
telephone calls and faxes. Ocean going
vessels use narrowband frequencies for
ship to shore communications.
Voiceband One of the frequencies, within part of Plain old telephone service. Limited
the audio range of the narrowband frequency range of a signal to carry the
range of frequencies, that is used for the sound of the human voice both ways at
transmission of speech. once.
300 Hz to 3,400 Hz
Broadband The wide bandwidth characteristics of Internet connectivity for residential
ITQ4
ITQ1 a transmission medium and its ability homes and businesses.
Suggest ONE reason why a residential to transport multiple signals and traffic
householder would purchase a pricey types simultaneously. These transmission
8 MB broadband Internet service. channels carry signals using frequencies
greater than 12.5 kHz (or 256 kbits/s)
Communication modes
When computers communicate, they can do so in one of two ways: broadcast
broadcast ❯ or point-to-point. Broadcast means sending out a message to all the other
computers on a network. Radio and television stations broadcast their programs
so that people with a device capable of receiving the signal may do so if they
point-to-point ❯ want to. Point-to-point, however, establishes a direct communication channel
between two computers on a network. When one person calls another on a
mobile phone, a wireless path is created between the two callers. Other people
in the vicinity are unable to receive the call even though they also have mobile
phones.
Data travels over a transmission medium in one of three ways: simplex,
half-duplex or full duplex.
51
4 • The Internet and communications technology
Simplex transmission
Half-duplex transmission
52
4 • The Internet and communications technology
ITQ5
ITQ1 The Internet, intranet and extranet
Suggest THREE ways in which an Some organisations rely on the Internet, intranet and an extranet to meet
extranet may typically be used by an their data communication needs. Whilst all three have similarities, they all
organisation. have features that make them different.
Internet ❯ The Internet is a public, global (wide area) network based on the TCP/
IP protocol. The TCP/IP protocol assigns every connected computer a unique
Internet address, also called an IP address, so that any two connected
computers can locate each other on the network and locate data.
intranet ❯ An intranet is a private computer network designed to meet the needs of a
single organisation or company that is based on Internet (TCP/IP) technology.
It is not necessarily open to the external Internet and definitely not open to
outside users. It utilises familiar facilities such as web pages and web browsers.
extranet ❯ An extranet is an intranet that has been selectively opened to specially
selected individuals or organisations (including customers, suppliers, research
associates). An online banking application is an example of an extranet.
Firefox
https://slb.slbnetbank.com/Login.asp Google
User ID:
<PHOTO>[INSERT IMAGE 063]
Password:
Sign In >
SLB
St. Luago
If you are experiencing problems with St. Luago Bank Internet Bank website
please email us at: support@slbbank.com
Figure 4.7 Online banking is a service facilitated by an extranet and provides customers with
around-the-clock access to their accounts.
Internet concepts
Data communication via the Internet, a global wide area network, is based on
the TCP/IP protocol. Communication with the World Wide Web is based on
another protocol: HTTP. Other popular protocols that we may encounter in
data communication include FTP, VoIP, Wi-Fi and Bluetooth.
HTTP
HTTP ❯ Hyper Text Transfer Protocol (HTTP) is a protocol used to request and
transmit files, especially web pages and web page components, over the
Internet or other computer networks.
FTP
FTP ❯ File Transfer Protocol (FTP) is a protocol used to transfer files between
FTP servers and clients. An FTP site is like a large filing cabinet. With a
53
4 • The Internet and communications technology
traditional filing cabinet, the person who does the filing has the option to
label and organise the files as well as deciding which files to keep in locked
drawers and which files remain available for public access. When using an FTP
client program, users are able to link with FTP sites (on the Internet or other
A protocol is an agreed set of rules that specifies
the format of data as well as the rules to be
networks), and browse the remote directories and files as if they were on a
followed to transmit it. local hard disk.
54
4 • The Internet and communications technology
Bluetooth
Bluetooth ❯ Bluetooth is a wireless protocol for exchanging data over short distances from
fixed and mobile devices, using radio waves. Bluetooth capability is enabled in
a device by means of an embedded Bluetooth chip and supporting software.
The chip enables Bluetooth to be built into a wide range of devices such as
cellular phones and PDAs. Some of the current uses of the Bluetooth protocol
include:
• wireless control of and communication between a mobile phone and a
handsfree headset;
• wireless control of and communication between a mobile phone and a
Bluetooth compatible car stereo system;
• wireless Bluetooth headset and intercom;
• wireless networking between PCs in a confined space and where little
bandwidth is required;
• wireless communication with PC input and output devices, the most
common being the mouse, keyboard and printer;
• transfer of files, contact details, calendar appointments, and reminders
between smartphones.
Wi-Fi
Wi-Fi ❯ Wi-Fi is a marketing term created by the Wi-Fi Alliance, a non-profit industry
group that tests products to ensure that they comply with particular industry
wireless standards. These standards relate to a range of protocols governing
wireless LAN communications.
Figure 4.9 A web page being viewed in a web browser. Each of the items in the red box on the left
are hyperlinks to other pages on the Macmillan Caribbean website.
55
4 • The Internet and communications technology
web page ❯ A web page is a document, written in Hyper Text Markup Language
(HTML), that may contain text, sound, images, video clips, hyperlinks and
other components.
web site ❯ A website is a group of web pages that belong together and are linked to
each other using hyperlinks. Organisations want viewers to be able to find
documents on their website easily so they arrange their website to have a
single entry point from which the rest of the website is accessed; this is the
home page ❯ organisation’s home page.
One of the main features of HTML is the ability to convert an item of text
into a hyperlink. This hyperlink serves as a navigational scheme that allows
users to browse from one web page to another or from one website to the next.
Each hyperlink contains the full address of another web page so clicking on
the hyperlink has the same effect as typing the full address in the web browser.
When a hyperlink is clicked, the web browser downloads and displays the new
web page. Hyperlinks are like shortcuts to other web pages.
hyperlink ❯ A hyperlink is an icon, information object, underlined or otherwise
emphasised word or phrase that displays another document (or resource)
when clicked with the mouse.
web server ❯ A web server is special-purpose application software that accepts requests
for information, framed according to the Hyper Text Transport Protocol (HTTP),
processes these requests and sends the requested document.
web browser ❯ A web browser is special-purpose application software that runs on an
Internet- connected computer and uses the HTTP to connect with web servers.
All web browsers can decode web pages that have been written (marked) with
HTML. A web browser is needed for a web page to be requested, downloaded,
decoded and displayed on a user’s local machine. The most common web
browsers are Internet Explorer, Firefox, Chrome, Safari and Opera.
A uniform resource locator (URL) is a string of characters that uniquely
identifies an Internet resource’s type and location. Consider the following URL:
http://www.amazon.com/Apple-iPad-Mini-Black-16GB/
• http:// – identifies a World Wide Web protocol.
• www.amazon.com – www. indicates a resource on the World Wide Web, amazon
indicates the Internet domain name and .com indicates the domain suffix.
• Apple-iPad-Mini-Black-16GB/ – fully describes the directory structure (where
the document is stored) and includes the document’s name and extension.
Many companies use their company name as part of their Internet domain
name. This makes it easier for users to find the website using search engines.
A top-level domain name is the last part of an Internet domain name, that
is, the group of letters that follow the final dot of any Internet domain name,
‘com’ in our example above.
56
4 • The Internet and communications technology
E-mail
electronic mail ❯ Electronic mail (e-mail) applications allow users to send an electronic
message over a network to anyone with an e-mail address and access to a computer
system. An e-mail address is always in the form username@domain_name, for
example, info@macmillan-caribbean.com.
Common desktop e-mail application programs include Evolution Mail,
Outlook and Outlook Express. Many users have free web-based e-mail
accounts with Gmail, Hotmail and Yahoo Mail provided by Google, Microsoft
and Yahoo respectively.
e-mail message ❯ An e-mail message is usually text-based but may include images, sounds
and video clips as attachments. Unlike regular surface mail (snail mail), we
cannot send physical objects using e-mail. E-mail applications have similar
functionality including the ability to read and store received messages, create
and send new messages. Messages can be sent to one or more recipients.
Facilities to maintain an address book or contacts list are also usually provided.
This makes it quicker and easier to send e-mail to the correct recipients. The
delivery of e-mail usually takes a matter of seconds, and, in the situation where
delivery fails, the sender is advised accordingly.
57
4 • The Internet and communications technology
Blogging
blog ❯ A blog or web log is a diary maintained by its author on the World Wide Web.
It allows people to comment on the posts.
Blogging has become very popular in recent years. People who used to
maintain a diary of their daily activities started to make these entries, or posts,
on their websites. You do not have to have a website to maintain a blog as free
blog hosting sites are available on the Internet.
Podcasts
podcast ❯ A podcast is an audio broadcast using the Internet that can be played back on
an iPod or similar device.
Podcasts have become very popular with radio broadcasters, making their
programs available online so listeners can catch up with any programs they
might have missed. Podcasts have now expanded, with smaller organisations
producing their own podcasts only available on the Internet.
Summary
• Networks can be categorised as LAN (Local Area Network) for computers in close proximity, MAN (Metropolitan Area
Network) for computers connected within a town or city, WAN (Wide Area Network) for computers geographically
separated.
• Network cabling can be coaxial, twisted pair or fibre optic.
• Computers and computer devices can be connected using Wi-Fi, microwave, Bluetooth and satellite technologies.
• Broadband, voiceband and narrowband define the speed of network connections.
• Broadcast communication is messages sent from one computer to many whereas point-to-point communication is
a one-to-one link.
• Modes of communication are simplex, half-duplex and duplex.
• The Internet facilitates a wide range of services including the World Wide Web, e-mail, IRC, and bulletin boards.
• E-mail (electronic mail) applications allow messages to be sent over a network.
• Internet relay chat (IRC) is interactive text chat between people with access to computers on a network.
• Web browsers are programs for viewing web pages made available on the World Wide Web.
• Newsgroups and bulletin boards are older technologies that allow viewers to post and read comments. The
interactive nature of newsgroups and bulletin boards has now largely been replaced by online forums.
• Blogging refers to maintaining an online diary. Blogging software allows readers to comment on diary entries.
• FTP (File Transfer Protocol) is a method of uploading files from a local computer to a remote computer and
downloading files from a remote computer to a local computer.
• Telemarketing and teleconferencing refer to using computer networks, particularly the Internet, to market goods
and services, and to hold meetings, respectively.
58
4 • The Internet and communications technology
Answers to ITQs ITQ1 (a) A telecommunications ITQ3 (a) Fibre optic; (b) fibre optic;
technology providing wireless data, (c) twisted pair.
voice and video over long distances; ITQ4 To download multimedia
(b) Digicel; (c) (i) facilitates more content such as music and movies.
commercial activities as e-commerce
ITQ5 Any THREE of: (a) to
facilities can be made available in
communicate using electronic data
places not served by wired telephone
interchange (b) to publish catalogues
service or wired network; (ii) provides
for wholesalers and trade partners
opportunities for the development of
(c) to share training programmes
more innovative products/services.
(d) to provide team collaboration
ITQ2 (a) A hub is a passive device, environments.
switch is intelligent; (b) switch
ITQ6 Any THREE of: .biz.com, .info,
forwards data packets between
.net, .org, .pro
computers on one network, router
forwards data packets between
computer networks.
IT portfolio
1 This activity will explore the concepts related to data communications and networking.
a Check out the computer lab at school (make sure to get permission from your teacher before you do so); ask the
following questions:
i Are the computers networked?
ii What types of cabling are used?
iii Is there a server?
iv Is the central connecting device a hub, switch or router?
v Is there Internet access?
b Record your findings in your portfolio.
2 In this activity you will explore concepts related to Wi-Fi and the Internet. Conduct research (read books, use search
engines on the Web and interview people) and record your findings in your portfolio:
a What is the name of the organisation that owns the Wi-Fi trademark?
b When was the term ‘Wi-Fi’ first used commercially?
c What wireless networking standard is used by Wi-Fi?
d Describe the THREE most recent variations of the Wi-Fi standard. Ensure that you make mention of distance
limitations.
e What does the logo look like? Have you ever seen the logo on a product or its packaging? Paste an image of the
logo in your portfolio.
f Visit your local Internet café and find out if they offer VoIP telephone calls. What hardware and software
components are required?
g Download Skype and make a VoIP telephone call. How does the cost and call quality compare with a call made
via a fixed line or mobile telephone?
59
4 • The Internet and communications technology
Group activities
1 This activity should be done at the same time as three other classmates using Google’s Gmail.
a Create an e-mail account using your firstname and lastname as username: For example, danielle.sterling@
gmail.com.
b Use the address book to add contact details for at least three of your friends.
c Compose a new e-mail to the first person in your address book. Cc (carbon copy) the second person in your
address book. Bcc (blind carbon copy) the third person in your address book.
d In the body of the e-mail message, distinguish among Internet, intranet and extranet. Attach a text file
containing the definition of ‘data communication’.
e Send the e-mail to all three recipients.
f Retrieve and read the e-mail received from your friends. Observe the names in the To and Cc fields. Why is
there no mention of the person who was blind carbon copied?
g Print copies of all three e-mails and place them in your portfolio.
2 Help your teacher to organise a field trip to your local government (parish council) office. Ask your parent, guardian or
a relative to help, as they may know someone responsible for the network there.
a What type of network is installed there?
b Are the computers within the offices networked?
c Can any of the computers communicate with the regional or national government computers? What type of
network is this?
d Discuss with the staff the advantages of government sharing information and communicating using computers.
Record your findings in your portfolio.
60
4 • The Internet and communications technology
Structured questions
1 Networks provide a range of facilities for data 5 Networks span the globe.
communication. a State TWO advantages and TWO
a What is a network? [1] disadvantages of networking computers. [2]
b In what way does a blog differ from a bulletin b Explain ONE drawback or limitation of linking
board? [1] computers in a network via each of the following
c What is telnet? [1] media:
d Describe the operation of the Internet Relay i satellite [1]
Chat facility. [2] ii microwave [1]
2 Businesses are expanding their activities to exploit iii infrared [1]
opportunities made possible by Internet, intranet and iv fibre optic [1]
extranet technologies. v coaxial [1]
a Clearly distinguish between the Internet and 6 The following questions refer to the illustration below.
an intranet. [2] a Name the THREE types of cabling illustrated. [3]
b Suggest TWO ways in which a company may b Identify which cable is most likely used to
benefit from using an extranet. [2] connect a modem to a wireless router. [1]
c Suggest TWO drawbacks in using electronic
mail as compared with using normal mail A
for day-to-day business communication. [2]
3 A network is a communications, data exchange and
resource-sharing system created by linking two
or more computers and establishing standards, or
protocols, so that they can work together.
a What is meant by the word ‘protocol’? [1] B
61
5
5 • Data storage and manipulation
By the end of describe the binary, octal and hexadecimal number systems
this chapter
convert numbers from one number base to another
you should
be able to:
perform binary addition
perform binary subtraction
describe the sign and magnitude scheme for representing integers
describe the BCD scheme for representing integers
describe the two’s complement scheme for representing integers
describe the ASCII scheme for representing characters.
Concept map
Data
using may be
manipulated using
including
representation schemes:
unsigned binary
sign and magnitude
Binary Coded Decimal
5 • Data storage and manipulation
Number systems
Humans count in the base 10 using what is called the decimal (or denary)
decimal number system ❯ system. The decimal number system uses 10 digits: 0 through 9. The most
positional value ❯ important feature of a number system is the concept of positional value –
the value of a digit in a number depends on its position or place. Recall
from mathematics that the leftmost digit in any number is called the most
most significant digit ❯ significant digit (MSD) and the rightmost digit is called the least significant
least significant digit ❯ digit (LSD).
Consider the base 10 number 132.
We readily recognise this number as one hundred and thirty-two since the
Hundreds Tens Units
first digit, the ‘1’ has a value of 100, the ‘3’ has a value of 30 and the ‘2’ has a
1 3 2 value of 2.
The value of the LSD in the base 10 number 132 is two (2) and the value of
the MSD is one hundred (100).
We will now consider three other number systems. These use the numbers
2, 8 and 16 as their base and are called binary, octal and hexadecimal
respectively.
Binary
binary ❯ The binary number system has only two digits, 0 and 1, and the place values
are 1s, 2s, 4s, 8s, 16s, 32s and so on. The first eight place values are shown in
Table 5.1.
MSD LSD
7 6 5 4 3 2 1
Place values 2 2 2 2 2 2 2 20
128 64 32 16 8 4 2 1
63
5 • Data storage and manipulation
Step 2: Multiply each digit in the bit string by its place value, giving the value of each
column.
Step 3: Sum the values obtained in step 2, giving the decimal value being sought.
ITQ2
ITQ1 8+0+0+1=9 10012 = 910
Convert 111 0012 to decimal. Our conversion is now complete: 10012 = 910
Activity 5.1 Visit khanacademy.org and watch the video ‘Understanding how numbers are
represented’.
1 Write the web page address (URL) of the YouTube video in your portfolio.
2 Complete the following statements in your portfolio:
a One new concept I learned was …
b It is important for us to understand how numbers are represented because …
64
5 • Data storage and manipulation
33 ÷ 2 = 16 remainder 1
16 ÷ 2 = 8 remainder 0
8 ÷ 2 = 4 remainder 0
4 ÷ 2 = 2 remainder 0
2 ÷ 2 = 1 remainder 0
1 ÷ 2 = 0 remainder 1
∴ 6710 = 1 0 0 0 0 1 12
Remainder
2 67
2 33 1
2 16 1
Step 1 2 8 0
2 4 0 Step 3
2 2 0
2 1 0
0 1
6910 69 ÷ 8 = 8 remainder 5
ITQ7
ITQ1
Convert 7510 to octal. 8 ÷ 8 = 1 remainder 0
1 ÷ 8 = 0 remainder 1
∴ 6910 = 1 0 58
65
5 • Data storage and manipulation
82 81 80
Place values
–64 –8 –1
Octal number 1 2 3
(1 × 64) (2 × 8) (3 × 1)
Conversion
ITQ8 64 + 16 + 3 = 83
ITQ1
Convert 1078 to decimal. Our conversion is now complete: 1238 = 8310
Octal 0 1 2 3 4 5 6 7
Binary 0 1 10 11 100 101 110 111
Example 5.9 Convert 768 to binary. Example 5.10 Convert 548 to binary.
ITQ9
ITQ1
Octal 7 6 Octal 5 4
Convert 678 to binary.
Binary (from table) 111 110 Binary (from table) 101 100
ITQ10 Our conversion is now complete: 548 =
Our conversion is now complete: 768 =
Convert 458 to binary. 111 1102 101 1002
Hexadecimal (hex)
hexadecimal ❯ Hexadecimal is a number system whose base is 16. The symbols used are the
digits 0–9 (like base 10) and the letters A–F (which are the equivalent of 10–15
in decimal). The place values increase in powers of 16. A group of binary digits
can represent any value between 0 and 15.
66
5 • Data storage and manipulation
9110 91 ÷ 16 = 5 remainder 11
5 ÷ 16 = 0 remainder 5
∴ 9110 = 5B16
Step 5: Apply rule 4 (1 + 1 + 1 = 1 carry 1) Step 6: Bring down the 1 that was
(carry) 1 1
carried over as there is nothing to add
to it.
1 1 0 1 0
+ 1 1 1 0 0 (carry) 1 1
1 0 1 1 0 1 1 0 1 0
+ 1 1 1 0 0
1 1 0 1 1 0
Our computation is now complete: 11
0102 + 11 1002 = 110 1102
68
5 • Data storage and manipulation
Binary subtraction
Binary subtraction has a set of rules that are more complicated than addition.
Representing integers
integer ❯ Recall that an integer is a whole number that is either greater than zero, zero
negative integer ❯ or less than zero. In the case where it is less than zero we call it a negative
integer. We will discuss three schemes for representing integers:
• binary-coded decimal (BCD) – an early suggestion for storing decimal
numbers using the binary number system; not very useful because we can’t
perform binary addition on the numbers
• sign and magnitude representation – developed to try to overcome the
limitations of BCD; works well for storing negative numbers but it is not
suitable for adding numbers
• two’s complement – the method computers use to represent signed integers.
We will work through each of these schemes in turn.
69
5 • Data storage and manipulation
There are many binary-coded decimal schemes, however, we will use BCD
Digit BCD
8421, a scheme where a digit is usually represented by four bits which, in
8421 general, represent the values/digits/characters 0–9. The bit pattern ‘1010’ and
‘1011’ represent the ‘+’ and ‘–’ signs respectively. Even though we have been
0 0
given the code for ‘+’, it is not common practice to use it.
1 1
2 10 Example 5.18 Express 37 as a binary-coded decimal.
3 11 Step 1: Retrieve the code for first digit in the number
Step 2: Write down this code followed by a space 0011
4 100
Step 3: Repeat steps 1 and 2 until all the digits in the number are 0011 0111
5 101 processed
6 110 The process is now complete: 3710 = 0011 0111BCD
7 111 Alternatively, the representation could be found as shown in the next example.
8 1000
9 1001 Example 5.19 Express NEGATIVE 37 as a binary-coded decimal.
Table 5.6 Binary-coded Step 1: Find the four-bit representation for each digit in the number: 310 = 0011BCD,
decimals using the BCD 8421 710 = 0111BCD
scheme. Step 2: Write out the sequence of BCD codes in the same order as the integers they
represent.
0011 0111
3 7
Step 3: Place the code for negative (1011) to the left of the bit string.
1011 11 111
– 3 7
ITQ20
What is the decimal equivalent of the The process is now complete.
binary-coded decimal 1011 0101 0010? The BCD representation of –3710 is therefore 1011 0011 0111.
70
5 • Data storage and manipulation
Two’s complement
Complements are used mainly for representing negative numbers and for
subtraction. It is a really clever system for storing numeric data so that
numbers with different signs can easily be added. For any binary number the
negative of that number is represented by reversing the bits (1’s complement)
and adding 1 (2’s complement).
Recall that 15 – 7 is equal to 15 + (–7). If we were to do this computation in
binary, we would:
1 Compute the binary equivalent of 15.
2 Compute the binary complement of 7.
3 Add the binary equivalent of 15 to the binary complement of 7.
The procedure to find the binary complement of an integer is:
1 Ignoring the sign, convert the decimal value to its binary representation.
2 If necessary, extend the bit string to 8 bits.
3 Flip the bits (change all the zeros to ones and the ones to zeros) giving the
one’s complement value.
4 Add one, giving the two’s complement value.
The best way to master this is by working through an example.
Example 5.22 Using 8-bit strings, compute the 2’s complement of NEGATIVE 7.
Step 1: Ignoring the sign, convert 7 to its binary equivalent
111
Step 2: Extend the bit string to 8 bits
0000 0111
71
5 • Data storage and manipulation
To prove that the above computations are correct, we can convert the 2’s
complement back to decimal. This computation will be based on positional
values once again. An important fact to remember is that the most significant
bit position in a 2’s complement storage has a negative value.
Now that we have verified that the conversion was a success, we can
complete our subtraction computation. In the next exercise, we will compute
15 MINUS 7.
0 0 0 0 1 1 1 1
+ 1 1 1 1 1 0 0 1
Step 3a: Perform the computation on the column with the least significant digits.
ITQ23 (carry) 1
Using 4-bit 2’s complement arithmetic, 0 0 0 0 1 1 1 1
compute 01112 MINUS 710.
+ 1 1 1 1 1 0 0 1
0
ITQ24 0 0 0 0 1 1 1 1
Using 8-bit 2’s complement arithmetic, + 1 1 1 1 1 0 0 1
compute 11 1112 MINUS 1510. 0 0 0 1 0 0 0
72
5 • Data storage and manipulation
Step 3c: Perform the computation on the column containing the most significant digits.
ASCII Symbol Decimal
(carry) 1 1 1 0 1 1 1
1000001 A 65
1000010 B 66 0 0 0 1 1 1 1 1
+ 1 1 1 1 1 0 0 1
1000011 C 67
1 0 0 0 0 1 0 0 0
1000100 D 68
Step 4: The final step in the computation is to discard the carry (circled for emphasis).
1000101 E 69
We are working with an 8-bit store and already have all the digits that we need. The
1000110 F 70 final answer should be 8 bits long.
1000111 G 71 (carry) 1 1 1 1 1 1 1 1
1001000 H 72 0 0 0 0 1 1 1 1
1001001 I 73 + 1 1 1 1 1 0 0 1
0 0 0 1 1 0 0 0
1001010 J 74
The answer is 0001 10002
1001011 K 75
1001100 L 76 Storing text data
1001101 M 77 To be useful a computer also needs to be able to manipulate text. Characters
1001110 N 78 are held in the computer using binary numbers according to the ASCII
(American Standard Code for Information Interchange) code. To represent
1001111 0 79 textual material in binary, the system assigns a unique binary number to each
1010000 P 80 printable letter, numeral or symbol. ASCII is the most widely used code for
representing characters in computer system. Eight bits are used to represent
1010001 Q 81 each character, allowing it to encode 28 (256) unique characters.
1010010 R 82 The text BYE! can be encoded in ASCII as:
73
5 • Data storage and manipulation
Summary
• Number systems: decimal (base 10), binary (base 2), octal (base 8) and hexadecimal (base 16).
• BCD, sign and magnitude and two’s complement are methods of representing integers. ASCII is a method of
representing characters.
• In BCD (a four-bit code), each code is the numeric value of the decimal digit it represents; the code 1011 is used to
represent the negative sign.
• In the sign and magnitude method of storing numeric values the first binary digit (bit) represents the sign of the
number and the remaining digits represent the size of the number.
• Two’s complement is a powerful method of storing integers in a way that makes subtraction of binary numbers
easy.
• Characters are stored as binary numbers according to the ASCII code.
IT portfolio
1 Write a message in your portfolio using the ASCII numbers to represent the characters.
2 Here is a message to you: 71, 111, 111, 100, 76, 117, 99, 107, 33. Decipher this message using the ASCII code and
write the result in your portfolio.
3 An interesting property of binary numbers is what happens when a zero is put on the right hand side of the number. If
we are working in base 10 (decimals), when you put a zero on the right hand side of a number, it is multiplied by 10, for
example, 10 becomes 100, 71 becomes 710.
We now need YOU to explore what happens when you put a 0 on the right hand side of a binary number.
a Try the following and record your findings in your portfolio:
i 0111 01110
(7) (?)
ii 10100 101000
(20) (?)
b Complete the following statement in your portfolio:
As a general rule, when a zero is put on the right hand side of a binary number …
74
5 • Data storage and manipulation
Group activity
Number of group members: 3–6
Resources required: A timer or stopwatch
Multiple-choice questions 4–9 (on next page)
a Each person in the group should take turns at keeping time. For each round, the timekeeper selects a problem
involving computations and records the time it takes him or her to calculate the result.
b The other group members are given an opportunity to solve the problem. If one of them correctly solves the
problem in less time than that taken by the timekeeper then they win the round, otherwise the timekeeper wins
that round.
c Repeat steps (a) and (b) until each person gets an opportunity to be the timekeeper.
Multiple-choice questions 6 In a certain number system, the number 110 011? has
Instructions: Each of the following questions has four a decimal value of 1 114 129. What is the base of the
suggested responses labelled (A), (B), (C) or (D). Read number system?
each question carefully then select the most suitable (A) 2
response. (B) 8
1 In the binary number system, what is the value of the (C) 10
leftmost digit in the number 1012? (D) 16
(A) 0 7 What is the value of x in the equation x2 + 11012 =
(B) 1 10012 + 10112?
(C) 2 (A) 111
(D) 4 (B) 101
2 ____________is the most widely used coding scheme (C) 1001
used to represent data in personal computers. (D) 100 001
(A) 2’s complement 8 What representation scheme represents NEGATIVE 2
(B) ASCII as the bit pattern
(C) BCD 1011 0010?
(D) binary (A) sign and magnitude
3 In the sign and magnitude representation of a number, (B) one’s complement
if the ____________, the number is negative. (C) two’s complement
(D) binary-coded decimal
(A) first bit is 1
(B) last bit is 1 9 Using 8-bit two’s complement arithmetic, what is the
(C) first bit is 0 result of 16 MINUS 17?
(D) last bit is 0 (A) 0111 1111
4 In the hexadecimal number system, what is the value (B) 1111 1111
of the leftmost digit in the number 10116? (C) 1000 0000
(D) 1000 0001
(A) 1
(B) 16
(C) 64
(D) 256
5 In a certain number system, the number 1101? has a
decimal value of 577. What is the base of the number
system?
(A) 2
(B) 8
(C) 10
(D) 16
75
5 • Data storage and manipulation
Structured questions
1 An 8-bit machine uses the binary number system. 5 Compute the following:
Clearly show how this machine would perform the a The eight-bit binary representation of the
calculations below. decimal number 23. [2]
a 1102 + 0112 [1] b The sign and magnitude representation of the
b 01012 + 11012 [1] decimal number NEGATIVE twenty three. [2]
c 11012 – 00112 [2] c The result of 57 − 27 using eight-bit, two’s
d 1102 – 0112 [1] complement representation and express your
e 50 MINUS 30 [2] answer as an eight-bit binary number. [2]
2 Express NEGATIVE 58 in EACH of the following d The decimal equivalent of the binary-coded
representations. decimal 1011 0001 0011 0101. [1]
a sign and magnitude [2] 6 Carry out the following computations.
b two’s complement [2] a Convert the decimal number 21 into the
c binary-coded decimal [1] following forms:
3 Express the decimal value 234 as i Binary [1]
ii Octal [1]
a a binary-coded decimal [1]
iii Hexadecimal [1]
b a hexadecimal number [1]
iv Sign and magnitude [2]
c an octal number [1]
v BCD [1]
4 Numbers and characters are stored by computer b Add 110112 to 1012 [1]
systems in a variety of formats. c Subtract 1012 from 110112 [2]
a Describe ONE way in which characters are 7 Copy and complete the following table with the
stored. [2] equivalent values in the representations indicated.
b Name TWO schemes used for representing
integers. [2] Binary Octal Decimal Hexadecimal
c Using an example, explain ANY ONE of the 0010 1101
schemes named in part b. [2] 1278
d State ONE advantage and ONE disadvantage 87
of the scheme explained in part (c) compared 1E
with the other scheme named in part (b). [2]
99
1438
0110 0011 [20]
76
6 System programs
and application
programs
Concept map
Software
processing modes: user interface: purchased custom- application software system software
batch command driven off the shelf written
on-line graphic user
real-time menu driven customised types include such as
time-sharing
operating translators:
systems compiler
general-purpose: special-purpose: interpreter
word processor media player
spreadsheet web browser functions examples execution utilities:
database management photo-editing modes antivirus software
backup software
packaged as file management multitasking disk cleanup
memory management multiprocessing disk defragmenters
security multiprogramming file compression
integrated software software suite device management
(such as Microsoft Works ) (such as Microsoft Office ) input/output management
user interface
process management
Windows 8
Apple Mac OS X
Android
Blackberry OS
6 • System programs and application programs
Software is a general term for the various kinds Software is the name given to programs that run on a computer. Software
of programs, installation files and documentation performs the useful jobs that people want the computer to do such as working
that together are used to operate computers and
out people’s pay. It also helps to keep our computer systems healthy. In this
related devices.
chapter, we will explore software – the non-hardware component that makes a
computer system work.
Software
System Application
System software
system software ❯ System software is the category of software used to operate and maintain a
computer system including the operating system, utility programs and program
language translators.
There are three major categories of system software – programming
language translators, utility programs and operating systems.
Translators
Language translators are specialised system software that are used in program
implementation. We will discuss these in Chapter 11 when we consider
program implementation.
78
6 • System programs and application programs
Utility programs
A utility program is a program that assists in maintaining and improving the
efficiency of a computer system.
Utility Function
Backup Archives data to protect it from accidental loss.
Disk defragmenter Organises files on the disk drive so that the computer runs faster and more
efficiently.
Disk error checker Examines files, folders and the platter surfaces of the specified disk drive
and corrects any errors found.
Disk cleanup Clears a disk of unnecessary files.
Antivirus Checks for and removes viruses infecting the system and also prevents viral
infections.
Operating systems
operating system ❯ An operating system (OS) is a collection of software that manages computer
hardware resources and provides common services for computer programs.
ITQ1
What is the function of EACH of the A family of operating systems that includes Windows XP, Windows Vista
following utility programs supplied as Microsoft Windows and Windows 8, the latest member of the Windows family, was released in
a part of the Windows XP operating October 2012.
system: Another family of operating systems. Mandriva, Ubuntu, Knoppix, Linspire
(a) system restore Linux and Suse all belong to this family. These operating systems have similar
(b) narrator functionality but vary considerably in the way they look.
(c) magnifier?
A series of GUI-based operating systems developed by Apple Inc. for their
Mac OS
line of Macintosh computers.
ITQ2
ITQ1 Table 6.2 Most personal computers are sold with a pre-installed operating system. Windows had
just over 91% of the desktop operating system market share as of May 2008.
Name TWO popular antivirus programs
that may:
(a) be bought online or in a computer
store Functions of an operating system
(b) be downloaded free of cost from the
Internet. Operating systems have seven primary functions.
1 Establish basic elements of a user interface
2 Maintain a secure computing environment
3 Manage files and folders
4 Manage storage devices
ITQ3
ITQ1 5 Manage input and output operations
6 Manage memory
Some computers have two operating
7 Manage processor resources.
systems installed, for example, Linux
and Windows XP. Suggest ONE reason
why a computer user may opt for dual
installation of operating systems.
79
6 • System programs and application programs
Manages files
and folders.
80
6 • System programs and application programs
ITQ5
ITQ1
Briefly explain the relationship between
Windows the operating system and a Figure 6.4 Two overlapping windows. The window on the left is a document window in a word
window. processer while the other is a listing of files in a folder.
81
6 • System programs and application programs
Figure 6.6 The operating system provides a way for the computer user to safely remove storage
devices such as USB flash drives, external hard drives and memory cards.
82
6 • System programs and application programs
Figure 6.7 A print dialogue presented to a user by Figure 6.8 Many applications provide features for running processes in
the operating system. the background. Printing and saving documents are two such processes.
83
6 • System programs and application programs
Batch processing
Batch processing is a mode of computer Batch processing systems were common in the early days of computing when
operation in which program instructions are organisations had only one powerful mainframe computer managed by a
executed one after the other without human
intervention. command driven OS. The huge cost of operating a mainframe meant that they
had to be used efficiently. Users would prepare their programs and data away
from the computer on punched cards, paper tape or using key-to-disk systems
and then submit them to the computer operator to be run by the computer
in one batch. All data must be provided with the programs because in batch
processing there is no interaction with the user when the program is running.
Nowadays, financial institutions, telecommunication and utility companies
use batch processing to produce customer statements and bills.
Online
Online processing is a mode of computer Online processing systems allow users to interact with the program when it is
operation in which the data input device running.
is connected to the computer (online) and
processes the data received to produce output
with relatively very little delay in the processing. Real time
At its core is an online system that processes input as it is made available to
Real-time processing is a mode in which the produce output that could serve as feedback to control or affect the outcome of
timing that constrains a computer system’s
processing originates from the ‘real world’
an ongoing activity or process. The SABRE airline reservation system, created by
outside the computer instead of the computer’s American Airlines over 50 years ago, uses real-time processing. So too do life-
internal timing mechanism. support systems, systems managing power generation and distribution systems.
Time-sharing
Time-sharing is a processing mode employed
by multi-user systems that gives each user the
We have already introduced time-sharing as the idea that the operating system
impression that he is the only person using the can control the CPU in such a way that each program is given a share of the
system. CPU time.
With the rise of micro computing in the early 1980s, time-sharing faded
ITQ7
ITQ1 into the background because the individual microprocessors were sufficiently
inexpensive that a single person could have all the CPU time dedicated solely
Amazon made headlines on the night to their needs, even when idle. The Internet has brought the general concept of
of Sunday, 1 December 2013, when it time-sharing back into popularity.
announced it was working on small Fast-forward to 2009 and well-known companies like HP, IBM and
drones (unmanned aerial vehicles) Amazon have started to offer time-sharing services under a new name – cloud
that could someday deliver customers’ computing. Under this Internet-based time-sharing scheme, expensive corporate
packages in half an hour or less. The server farms costing millions now host thousands of customers all sharing the
world’s largest parcel service, UPS, has same common resources. This means that a company such as Nutcracker Gadget
also been experimenting with its own Store does not have to invest in expensive hardware when expanding as they
version of flying parcel carriers. Which can simply time-share and feel as if they are on their own system.
processing mode would most likely
be used by the computer system that
operates these drones? Application programs
According to a Wikipedia entry retrieved in early March 2009, ‘the exact
delineation between system software such as operating systems and application
software is not precise, however, and is occasionally subject to controversy. For
84
6 • System programs and application programs
Application software is the category of software example, one of the key questions in the United States v. Microsoft antitrust
that performs specific end-user tasks to solve trial was whether Microsoft’s Internet Explorer web browser was part of its
everyday problems, inform and entertain.
Windows operating system or a separable piece of application software’.
The entry continued:
There are many subtypes of application software. This is not a complete list but
an indication of some of the categories that you are likely to meet:
enterprise software ❯ • Enterprise software addresses the needs of organisation processes and
data flow, often in a large distributed environment.
information worker software ❯ • Information worker software addresses the needs of individuals to create
and manage information, often for individual projects within a department.
Content access software is software used primarily to access content without
editing, but may include software that allows for content editing. Such
software addresses the needs of individuals and groups to consume digital
entertainment and published digital content.
educational software ❯ • Educational software is related to content access software, but has
distinct requirements for delivering evaluations (tests) and tracking progress
through material. It is also related to collaboration software in that many
educational software systems include collaborative capabilities.
media development software ❯ • Media development software addresses the needs of individuals who
generate print and electronic media for others to consume, most often in
a commercial or educational setting. This includes graphic art software,
desktop publishing software, multimedia development software, HTML
editors, digital animation editors, digital audio and video composition, and
many others.
We have been building the foundations of an efficient computer system and
have already discussed the hardware components and the operating system.
There is a huge selection of competing application programs and it can be
difficult to select from the choices presented.
We will now discuss applications in terms of their purpose, their acquisition
and bundling for distribution. With this knowledge, we can make a good
choice.
85
6 • System programs and application programs
86
6 • System programs and application programs
and as such may purchase Word, Star Office Writer or WordPerfect. Similarly,
an accountant may only need spreadsheet software and may acquire and
install Excel or Lotus 1-2-3.
A software suite is a set of application programs When the manufacturer provides a collection of individual programs (e.g.
that can be purchased together. Word, Excel, PowerPoint and Access) as a single package, we refer to this as a
software suite (Microsoft Office). A user may opt to install any combination of
components from a software suite on his microcomputer. These software suites
can often be cheaper to purchase than the separate individual programs.
Integrated software is a single program that A small business operator or a home user, on the other hand, may only
contains a range of different functionalities. need basic functionality of each of the three applications: word processor,
spreadsheet and database management. To suit the needs of these users,
manufacturers usually integrate all three applications into a single program and
sell it (or give it away free) as one package.
Microsoft Works is an example of such an integrated package. A user who
has obtained an integrated package may not opt to install one component – it’s
all or nothing.
Some advantages of purchasing and using integrated software rather than
using multiple single-purpose applications include:
1 It needs less space for installation as the software is installed as one
application.
2 Data can be easily shared among applications using a range of built-in
features.
3 Users get value for money as it costs less to purchase the integrated
application rather than multiple packages.
Disadvantages include:
1 The integrated software does not have all the features of the individual
single-purpose applications.
2 Some integrated software packages do not include all the applications that
may be required.
Activity 6.1 1 Make a list of all the applications installed on the computer you most often use.
2 Carry out investigations to determine how acquired.
3 Categorise each item in the list based on Figure 6.1.
Summary
• Software is a key component of information systems. It consists of executable instructions, stored on secondary
storage media that can be executed by the CPU.
• Two main categories of software are system software and application software.
• Application software may be bought off the shelf or may be custom-written and may be stand-alone, integrated or
bundled into a software suite.
• System software includes operating systems, program language translators and utility programs.
• Operating systems perform seven main functions.
• Operating system modes include batch, online and real time.
• Users interact with computer systems via a user interface. Interface types include command driven and graphical
user interface (GUI).
• GUI is based on windows, icons, menus and pointers (WIMP).
• Application software performs common tasks such as word processing and web page design.
87
6 • System programs and application programs
Answers to ITQs ITQ1 (a) used to restore a computer become more experienced with it
to a previous state if an error occurs (4) computer system can be booted in
during start-up or operation (b) a one OS and used to fix a problem in/
text-to-speech utility for users who with the other OS.
are blind or have impaired vision (c) ITQ4 (1) the oNLine System (1965–
a display utility that makes the screen 1968) (2) the Star (1981)
more readable for users who have (3) Macintosh (1984).
impaired vision.
ITQ5 Windows is an operating
ITQ2 (a) Norton Antivirus or system that allows a user to work
McAfee (b) AVG or Clamwin. simultaneously (multitask) with
ITQ3 Any ONE of: (1) user may applications each running in separate
have a need to run a range of windows.
programs, some of which may operate ITQ6 Online.
only on a particular operating system
ITQ7 Real-time processing.
(2) user may be a ‘power user’ and
like the flexibility of having dual ITQ8 A piece of software that can
operating systems installed (3) user be added to a computer program to
may use the second operating system give extra features or functions.
as a training facility in an attempt to
IT portfolio
1 Visit your local computer store and look at the range of off-the-shelf software they have for sale. Record the name
of 10 software titles in your portfolio. Indicate whether each is an operating system, utility program, general-purpose
application or special-purpose application.
2 Visit an online retail store such as staples.com, officedepot.com or officemax.com. In your portfolio, record the name
and price of TWO products in EACH of the following categories:
a software suite
b integrated software
c stand-alone software
d productivity tool
e operating system
f utility program
Group activity
This game is called ‘What Am I?’ and is ideal for 3 to 6 players.
a Select a group leader who will determine the order of the players and keep score.
b Group leader: On different slips of paper, write types of software discussed earlier such as specialised, customised,
custom-written, general-purpose and utility.
c Each member: Select one slip of paper and write three clues describing the identity of that particular software type.
When instructed by the leader, read your first clue and field answers from the other group members. If no correct
response is received, give the next clue. Continue this process until a group member answers correctly or until all
three clues are read. The person who answers correctly gets one point.
88
6 • System programs and application programs
89
6 • System programs and application programs
Structured questions
1 When upgrading an old computer system, a 3 Computers utilise different processing modes.
businessperson is given a command driven interface a Clearly differentiate between real-time
and a graphical user interface as options. processing and online processing. [2]
a Describe how the user interacts with each of b For each of the processing modes give an
the two interfaces. [2] example of when that type of processing
b State ONE advantage and ONE disadvantage mode is most suitable. [2]
of using a graphical user interface as compared c Explain the concept of time-sharing as it
with a command driven interface. [2] applies to a multi-user system. [2]
2 The operating system is critical to the smooth running 4 Most operating systems now utilise a graphical user
of a computer system. interface which is often thought of as being user
friendly.
a Describe the relationship between the operating
system, the hardware and the application a State TWO ways in which a user can input a
programs. [3] command using a graphical user interface. [2]
b Clearly explain the difference between files and b Explain why a graphical interface is
folders. [2] considered to be user friendly. [2]
c Microsoft Windows 98 is one example of an c Name THREE main components that are
operating system. Name TWO other desktop features of a graphical user interface. [3]
operating systems not supplied by Microsoft. [2]
5. Possibility High School recently acquired three software packages described below:
Developed by a past student, which automates the process of registering new
Package 1:
students in July of each year.
Purchased online and downloaded to the school’s file server and used to keep
Package 2:
computer virus free.
Came pre-installed on a new computer. A single file, which when executed, allows the
Package 3:
user to access a database, spreadsheet and a word processor.
a Complete the table below. Write ‘Yes’ in a cell to indicate whether the package belongs to that category of
software. [3]
Application Integrated
System program Software suite General-purpose Special-purpose
program software
Package 1
Package 2
Package 3
90
7
By the end of
Information
processing
distinguish between data and information
this chapter
explain the characteristics and functions of information processing
you should
be able to:
describe methods of validation and verification of data
identify the sources of data in specified application areas
distinguish between data and information
explain the characteristics and functions of information processing
describe methods of validation and verification of data
identify the sources of data in specified application areas
identify appropriate verification and validation checks given a particular scenario
describe how files are organised and accessed
select appropriate forms of file organisation for particular applications.
Concept map
Data
errors: directly
typographical index-sequentially
transposition randomly
sequentially
7 • Information processing
Information
information ❯ Information is data – whether in the form of words, numbers, graphics or
sound – that has been organised and presented so that underlying patterns
become clear.
92
7 • Information processing
Data Information
• Raw facts • Data with context
• No context • Processed data
• Plain numbers, text, images, sound clips and • Value added to data through
codes – analysis (comparisons
– organisation (sorting, ranking)
– computations (counting, totals, averages)
Table 7.3 Data versus information.
Information processing
information processing ❯ Information processing is the acquisition, recording, organisation, retrieval,
display, and dissemination of information. It is the application of structure (or
order) to data in an attempt to communicate meaning.
Information processing systems are used to carry out tasks such as:
i capture data from a bar code on a product label and retrieve the
discounted selling price
ii process a series of images in real time using facial recognition software
ITQ2
ITQ1
iii search a database of fingerprints for a particular fingerprint
For EACH item labelled (i)–(vi), suggest iv update data in a file
an actual scenario in which that type of v display a particular image on a screen
task is likely to be carried out. vi sort vast quantities of data in a particular order
Information processing systems can take many forms depending on
the environment in which they are deployed. There are many examples
of information processing systems in everyday use in our homes, schools,
churches and communities.
ITQ3
ITQ1
• In our homes, web-based information retrieval and management systems
State ONE example of how information
are used on a daily basis. Facebook, Twitter, Flickr and YouTube are all
retrieval and management systems
examples. Each of these manages millions of items of data and allows its
are used in EACH of the following
users to retrieve information when required.
institutions in the city closest to where
you live: • In our schools, information processing systems are used to manage records
(a) public libraries for staff (administrative, academic and ancillary) and students
(b) tax office • In our churches, computer-based records of events such as baptisms,
(c) health centre weddings and burials are kept.
93
7 • Information processing
94
7 • Information processing
Departure
Please retain Departure Record for presentation upon departure
ITQ6
ITQ1 DEPARTURE RECORD (B)
Examine the departure record shown 1. Flight / Vessel Name 2. Port of Final Destination
in Figure 7.1. Observe that the area for
Departure no. at top right is incomplete. 3. Last Name
Suggest:
(a) how this data will be supplied; 4. First Name 5. Middle Name
(b) how it is likely to be used by the
person/organisation collecting the 6. Date of Birth 7. Sex 8. Passport #
data. M
F
D D M M Y Y
9. Nationality 10. Country of Birth
Signature Date
B CUL DIP E H NE PR RR RRV S T UL UN V
Figure 7.2 A Departure Record Card completed by a passenger leaving St Luago by air. This is an
example of a source document that is human readable. This data will be manually entered into an
information retrieval and management system by an immigration officer at the airport.
95
7 • Information processing
ITQ7
ITQ1
Identify THREE items of data in
Figure 7.4.
ITQ8
ITQ1
Identify THREE items of information in
Figure 7.4.
ITQ9
ITQ1
Suggest THREE other data items that
are likely to be encoded in the bar code
in Figure 7.3.
Figure 7.3 A product label. This source document is both human readable and machine readable.
ITQ10 A human data entry operator can read the label and enter the relevant details in a database. The QR
code in the top left corner can be read using a smartphone whereas the bar code in the lower left
Suggest TWO ways in which the
corner can be read using a bar code scanner.
bar code could be used to support
information retrieval and management
activities. Review the definitions for source documents and machine-readable
documents on page 30.
Service Name/Address:
Ms Lyrita Preglaglass Due Date 28-MAY-2012
33 Luago Court
St. Luago Utility Service St. Luago Statement Date 11-MAY-2012
Electricity provider Rate RT 10
Page 1 of 1
since 1939
TAX INVOICE
CUSTOMER # – PREMISES #
ACCOUNT SUMMARY 012345 - 90025
Here are some ways to achieve KWH Actual 7397 7103 Energy 1st 100 6.280 $628.00
this: Energy Next 194 14.360 $2,785.84
Change to fluorescent
Cust Charge $300.00
lighting where possible.
SUBTOTAL $3,713.84
Turn on the water heater
one hour before using it. F/E Adjust @ 0.747% $27.59
Turn your television set Fuel & IPP Charge 294 24.055 $7,072.17
off if it is not being
Total Current Electricity Charges Before Tax $10,813.60
watched.
Use your AC unit wisely. Non Taxable Charges (up to 200 KWH) $7,192.56
Taxable Charges $3,621.04
For further information, please visit
GCT @ 10% on Electricity Charges $362.10
your nearest customer service
office or contact us at
TOTAL CURRENT CHARGES $11,175.70
1-888-215-6692.
Figure 7.4 This electricity bill has is both human readable and machine readable. The bar code at top right is encoded information
such as the customer number, premises number and meter number. Items of data are shown in red, information in green.
96
7 • Information processing
Turnaround documents
turnaround document ❯ A turnaround document is a document that has been output from a
computer, some extra information added to it, and then returned to become an
input document.
In summary, a turnaround document is:
• created by a computer
• filled in by users
• input back into the computer.
Student ID Number
2 2 2 2 2
Marking instructions Example
ITQ11 • Use a No. 2 pencil (do not use pen) T F
3 3 3 3 3
• Fill the circles in completely 4 4 4 4 4
The questions below all refer to • Erase completely to change your answer
5 5 5 5 5
• Make no stray marks
Figure 7.5. 6 6 6 6 6
Score
(a) Suggest TWO benefits of pre- 7 7 7 7 7
slugging the student information 8 8 8 8 8
sheet. T F T F
1 16
(b) Is the document human-readable or
T F T F
machine-readable or both? Justify 2 17
your response. T F T F
(c) Is the document a turnaround 3 18
T F T F
13 28
T F T F
Figure 7.5 A turnaround document used 14 29
for capturing and scoring examination T F T F
responses. The student ID number has been 15 30
97
7 • Information processing
A transposition error is a computing error caused Validation and verification checks are used to minimise or eliminate data
by switching the position of two adjacent digits in capture errors. Verification is performed by a human whereas validation can be
a number.
carried out by the information processing system.
typographical error ❯ A typographical error is a typing error, for example a missing letter or
typing an extra letter.
validation ❯ Validation is a process that ensures that data entered into a database form,
a web form, or a computer program conforms to a set of validation rules.
Any invalid data is rejected by the validation process.
Data verification
verification❯ Verification is a process during which data that has already been inputted or
captured is checked to ensure that it matches the data on the source document.
One way to eliminate typographical and transposition errors is to have two
different people enter the data. The computer then compares the two versions.
If the two versions are identical then no errors have been made. When data is
entered twice and compared by the computer double-entry verification has
been performed.
A simpler method of verification is visual verification where one person
enters the data but another human looks at the data on the computer and the
original source documents and checks that they are the same.
3. Last Name
Signature Date
B CUL DIP E H NE PR RR RRV S T UL UN V
Figure 7.6 During visual verification, a person will look on the (a) source document and compare it with the (b) data on the computer screen.
Observe that the data at items 3 (last name) and 8 (Passport #) were incorrectly transcribed.
98
7 • Information processing
(a)
(b)
Figure 7.7 Software programs such as Microsoft Excel can (a) automatically check for validation errors and (b) give the user a friendly message
indicating that a possible error has occurred and asking them to retype the data.
99
7 • Information processing
A data file (that contains records) is the simplest form of a database. Most
information processing systems store their data in a database that contains
Field
names
more than one data files. For example, the Immigration Department at the
St Luago International Airport will have a database with two files – one for
arrivals and the other for departures. We will focus on the Departures file.
Departure # Last Name First Name A record is a collection of all the data collected from the Departure Record
95 Berry Garlin card. Observe in Figure 7.1 that there are 10 data items. The data about each
96 Penn Redd departing passenger will be stored under a set of headings called fields. The
101 Jones Marsha
field names are similar to the field labels on the Departure Record cards.
102 Augustine Sue
104 Wood Alan
300 Preglaglass Lyrita File Organisation and Access
A column File sizes vary. A student may have a contacts file on their mobile phone with
A record up to a few hundred contacts. The customer file at a mobile phone company
Figure 7.8 A portion of the Departure like Digicel may have more than 10 million! A company like Facebook will
Records file showing three of the nine fields have a user database with a few hundred million users. Over ten years ago,
and six of the thousands of records. Amazon.com, the world’s largest e-tailer, reported its record sales day, tallying
2.8 million items sold, an average of about 32 items sold every second.
Whether large or small, an information processing system must store
all these records in a manner that retrieval and management is efficient. A
company like Amazon or Facebook has to ensure that the method of storage
and retrieval that they choose is the most efficient available. The storage media
that is used will impose limitations on the file organisation method chosen.
100
7 • Information processing
devices. Direct access has the advantage over sequential access because data
can be accessed quickly in any order.
Table 7.9
We will now describe four types of file organisation: serial, sequential,
index sequential and direct access.
Departure # Last Name First Name
97 Rosem Darlene
Serial access files
104 Wood Alan When the amount of data in a file is small compared with the amount of main
101 Jones Marsha memory available, serial access is appropriate. This means that the complete
96 Penn Redd contents of the file can be read into main memory, processed and then the
95 Berry Garlin updated data can be written back to the file.
102 Augustine Sue Serial access is the easiest type of file organisation to understand. In a serial
223 Guiness Jenn access file, all the data is read from the file in the order it was written to the
300 Preglaglass Lyrita file. If we write ABCD … XYZ to a file and then close the file, when we open
the file and read we will get ABCD … XYZ.
Figure 7.9 Serial storage of records.
A serial access file can be stored on a sequential access device or a direct
access device.
In our Departure Records example, the data will be stored in the order that
Departure # Last Name First Name the passengers are processed at the immigration counter: Darlene Rosem, Alan
95 Berry Garlin Wood, Marsha Jones, Redd Penn … and finally Lyrita Preglaglass.
96 Penn Redd
97 Rosem Darlene Sequential access files
101 Jones Marsha In sequential access files, data is stored in an ordered way or in sequence.
102 Augustine Sue In the case of our Departure Records, they will be ordered by the departure
104 Wood Alan number.
223 Guiness Jenn
300 Preglaglass Lyrita Indexed-sequential access files
Figure 7.10 Sequential storage of records. You may already be familiar with the idea of indexed-sequential access if you
have ever used the school library. When searching for a particular book we first
look in the card index. It is easy to find the correct card because the cards are
kept in alphabetic sequence. When the correct card is found, it directs us to the
position of the book on the shelves.
ITQ16
An indexed-sequential access file should be considered if:
List TWO real-life places you might find
1 the amount of data is too great to reasonably fit into main memory;
an index.
2 it is not possible to arrange the records so that they can be sequentially
accessed.
An indexed-sequential access file has two parts:
1 an index of where each record of data is stored;
2 the data file itself which is stored sequentially.
An indexed-sequential file is ideal for storing the departure records.
With approximately 1,000 passengers departing daily, the file will store
approximately 250,000 records by the end of a year.
101
7 • Information processing
Summary
• Data is the plural form of the word datum, however, data is commonly used to represent both singular and plural.
Data may exist in one of the following forms: text, numbers, sounds and images.
• Data is generally considered as the raw material needed to produce information.
• Information is data – whether in the form of words, numbers, graphics or sound – that has been organised and
presented so that underlying patterns become clear.
• Information processing is the acquisition, recording, organisation, retrieval, display, and dissemination of
information.
• Data sources may be machine readable, human readable or both.
• In order to be processed by a computer, data needs first to be manually entered into the computer system or
captured automatically using a data capture device.
• A turnaround document is a document that has been output from a computer, some extra information added to it,
and then returned to become an input document.
• Errors can occur during both the data collection and data capture phases.
• A typographical error is a typing error, for example, a missing letter or typing an extra letter.
• A transposition error is a computing error caused by switching the position of two adjacent digits in a number.
• Validation and verification checks are used to minimise or eliminate data capture errors. Verification is performed
by a human whereas validation can be carried out by the information processing system.
• Validation is a process that ensures that data entered into a database form, a web form, or a computer program
conforms to a set of validation rules.
• Verification is a process during which data that has already been inputted or captured is checked to ensure that it
matches the data on the source document.
• A file is a collection of data or information that has a name, called the filename, and exists permanently on a
secondary storage media.
• There are three main methods of organising a file: sequential, indexed-sequential and random
102
7 • Information processing
Answers to ITQs ITQ1 (a) Text: name of your best class tests, home work assignments
friend, month you were born, country and examinations; report cards.
you live. (b) Images: photograph ITQ6 (a) The departure number
of the house in front of your own, will be automatically assigned by the
a picture of yourself, a picture of information processing system. (b)
Miss Universe 2013. (c) Sound: The departure number will serve as a
voice recording of an interview, a key to uniquely identify the record in
baby’s first words, sounds from a the file.
surveillance microphone. ITQ7 ANY THREE of the following:
ITQ2 (a) In a supermarket, hardware service name, service address, due date,
store or pharmacy, a bar code scanner statement date, rate, previous balance,
may be used to scan a product label payments, number of days, billing
and retrieve the discounted selling exchange rate, deposit, multiplier, rate –
price. (b) In an airport or seaport, Energy 1st rate – Energy next, customer
facial recognition software may be charge, GCT rate.
used for border control activities. (c) ITQ8 ANY THREE of the following:
The investigative unit of a police force current usage, current period charges,
may search a database of fingerprints subtotal, F/E adjustment, Fuel and IPP
for fingerprints collected at the scene Charge, non-taxable charges, GCT on
of a crime. (d) A utility company electricity charges.
(electricity, telephone, water or cable ITQ9 Rate code, statement date,
TV) may update a customer’s record total current charges, account status
with payment data. (e) A security and due date.
camera may display a particular image
on a screen based on a monitoring ITQ10 To retrieve the customer’s
program. (f) A national researcher account to (i) provide account details
may sort vast quantities of data in a (ii) to update account with payment
particular order to aid in the process of details.
data analysis. ITQ11 (a) (i) Eliminates data
ITQ3 (a) Public libraries: to keep collection errors (ii) eliminates data
records of book, their loans and capture errors. (b) Both. The data can
returns. (b) Tax office: to manage be read by humans and the bar codes
records of tax payers and their may be read by machines. (c) Yes.
payments. (c) Health centre: to It was generated by a computer to
manage patient records (visits, capture data that will be returned to
complaints, treatments). the computer as input. (d) (i) Optical
mark reader (ii) bar code reader.
ITQ4 (a) CIBC First Caribbean
Bank: automated teller machines ITQ12 (a) Typographical errors.
(ATM) that allow customers to get (b) Verification check: re-read the
cash at any time without having data on the source document and
to deal with a human teller. (b) double-check what was typed on the
American Airlines: self-service check- screen.
in kiosks at many airports in the ITQ13 (a) Consistency: Flight/vessel
Caribbean. These allow passengers name should be consistent with a list
to scan their passport and print of flight numbers received from the
their own boarding pass. (c) Digicel airport traffic department. (b) Data
has an Automatic Top Up service, type: For item 2, ensure that all data is
which lets users schedule future Top character type, for item 6 ensure data is
Ups that will automatically be sent a date. (c) Range: Dates should be in the
to a specified phone number at a range of 1 day to 100 years in the past
designated time and date. from current date. (d) Reasonableness:
ITQ5 Your answer may include any Names are reasonably expected to be at
three of the following: Visitor log from least two characters long.
the security post; daily class attendance ITQ14 (a) Shoe sizes: use a range
register; school fee payment vouchers; check to ensure sizes are between 4.5
103
7 • Information processing
and 12.5. (b) Stock codes: use a data (b) Sequential access; the buses come
type check that conforms to the data past in the order dictated by the
type of the stock code. (c) Quantity timetable you have to wait for the
of shoes sold to a customer: a range correct bus. (c) Direct access; you go
check could be used to check if the the direct route to room P12.
value is one as customers do not ITQ16 (a) Index in the back of a
usually purchase multiple pairs of the book that helps you quickly find the
same shoes. page on which a specific word occurs.
ITQ15 (a) Direct access; you go (b) Index cards in a library that help
straight to the book you require. you quickly locate a book.
Multiple-choice questions
(C) It always occurs in a hard copy format
Instructions: Each item in this test has four suggested
(D) It is sometimes both human-readable and
responses labelled (A), (B), (C) or (D). Read each question
machine-readable
carefully then select the most suitable response.
1 Consider the electricity bill in Figure 7.3. Which of the
MEMBER REGISTRATION FORM
following do NOT represent data?
(A) The cost for each kilowatt of electricity Title: Ms Miss Mrs Mr
(B) The date on which an electricity meter was read
(C) The amount of electricity used during the Firstname:
current month Lastname:
(D) The amount of money to be paid for electricity
this month Sex: Male Female
104
7 • Information processing
5 Double entry is a type of 8 Which of these refers to typing a word with missing
(A) range check (C) consistency check letters?
(B) verification check (D) reasonableness check (A) syntax error (C) typographical error
(B) semantic error (D) transposition error
6 Which of the following is true?
9 When we want to find individual records of different
(A) Sequential access files must be stored on a
length efficiently the best file access method is
sequential storage media.
(B) Direct access files can be stored on sequential or (A) index sequential (C) direct access
direct access storage media. (B) serial (D) sequential
(C) Index sequential files must be stored on direct 10 If records are the same length and the key field
access storage media. contains small integer values, which is the most
(D) Serial access files cannot be stored on a suitable file access method?
sequential storage media. (A) serial access (C) index sequential access
(B) sequential access (D) direct access
7 Direct access files are suitable when records are the
same length and 11 A payroll system results in two files, one containing
the employee’s details and another smaller file
(A) there is no unique key field
contains the hours worked this week. Which file type
(B) the key field is Boolean
is most suitable for processing the payroll?
(C) the key field is character
(D) the key field is an integer (A) serial access (C) index sequential access
(B) sequential access (D) direct access
Structured questions
1 Suggest an appropriate method of file organisation for used as the storage media. Another suggestion is that
storing and retrieving records related to: magnetic hard disks be used.
a a collection of books in a home library [1] a Suggest the best file organisation method for
b a collection of books in a school library [1] storing the data on each of the media
c a collection of books, journals and suggested. Give reasons for your choice. [4]
newspapers in a national archive. [1] b State ONE similarity and ONE difference
2 When creating a user-friendly program validation between sequential file access and indexed-
techniques can be used to ensure that only correct sequential file access. [2]
data is input to the system. Suggest the most c Describe how data is stored and accessed
appropriate type of validation test for the following efficiently in a direct access file. [2]
scenarios. 5 Provide answers to the following questions.
a Inputting a day of the week. [1] a Clearly differentiate between direct access and
b Inputting the number of days in a month. [1] sequential access as they relate to file access. [2]
c Inputting the age of a person applying for a b A stock control system is arranged as a sequential
licence to sell alcohol. [1] access file system.
d Inputting the number of oranges purchased. [1] Describe how the master file, containing details
3 Double-entry verification and visual verification are of all items stocked, and the transaction file,
two methods that can be employed to ensure that containing the number of each item sold this
there is no transposition or typographical errors when week, can be used to create a new master file. [3]
inputting data. c Suggest one reason why this company might
a What is a transposition error? [1] be using magnetic tapes instead of hard disk
b What is a typographical error? [1] drives to store their stock system. [1]
c State ONE advantage and ONE disadvantage of 6 Consider the following forms and documents that are
using double-entry verification when compared used to order stationery for an office.
with visual verification. [2] Step 1: The receptionist in the attorney’s office
d With the aid of an example, explain a problem submits request on a stationery request form
that may occur if validation and verification (W) to the admin manager.
checks are not present. [3] Step 2: The admin manager collates the request
4 An organisation is responsible for storing the large and creates a document called a request
amount of census information of the Caribbean island for quotation (X) which is sent as an e-mail
of St Luago. It is suggested that magnetic tapes be attachment to an office supplies dealer.
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7 • Information processing
Step 3: The office supplies dealer, using data from the 8 Consider the illustration shown in the following figure.
attachment, creates a file for the attorney’s 95 Berry, Garlin
office on his computer hard drive and prints 96 Penn, Redd
Index Highest
and sends a copy of a document called a 97 Rosem, Darlene
Key
quotation (Y). 101 Jones, Marsha
1 100 102 Augustine, Sue
Step 4: This quotation is returned by bearer to the
2 200 104 Wood, Alan
admin manager.
3 300 223 Guiness, Jenn
Step 5: The admin manager reviews the quotation, 225 Cox, Suetania
4 400 300 Preglagass, Lyrita
signs the quotation and returns the signed
quotation (Z) to the supplies dealer. The index file 301 Campbell, Alicia
302 Harris, Duane
a Using the letters W, X, Y or Z above, identify 305 Jones, Terique
THREE forms or documents that are in hard The sequential file
copy format [3]
a State the type of file access that is illustrated in
b Using the letters W, X, Y or Z above, identify ONE
the diagram.
document that is an example of a:
b Write the index and keys that are used to locate
i source document [1]
EACH of the following:
ii soft copy document [1]
i Wood, Alan iv Penn, Redd
iii turnaround document [1]
ii Harris, Duane iv Penn, Redd
c Give ONE example of a piece of data found on:
iii Augustine, Sue v Berry, Garlin
i Document W but NOT form Y [1]
9 The St Luago Department of Statistics conducted
ii Documents X, Y and Z [1]
their national census, during which data was
iii Document X but NOT Z [1]
collected on paper forms by interviewers. Data
from the forms are then captured by data entry
7 The data from an IT test done by students were stored
personnel using a custom-built application. Data
on two devices. The table below show the scores
from the files will be used to produce a range of
obtained:
reports for the Minister of Health.
Device A: 87 73 94 28 20 67 98 a Identify ONE error that can occur during the data
Device B: 20 28 67 73 87 94 98 collection phase.
b Identify one error that can occur during the data
a State which of the devices has the test data capture phase and describe a method that may be
ordered sequentially, and explain your choice. [2] used to minimise the occurrence of this type of error.
b Name the type of media most suitable for c The software system is designed to perform
storing data sequentially. [1] validation checks as data is entered. State the
c You have just scored another test which has a meaning of the term ‘data validation’.
score of 46. Rewrite the two lists showing the d Name and describe ANY TWO checks that may be
result after saving this test to both devices. [2] used to perform this data validation.
10 The document in the following image was received in the mail by a customer of the St Luago Utility Service.
106
8 Data security
Concept map
Data
misuse:
computer fraud laws software restrictions: hardware access procedures:
credit card fraud encryption restrictions: archiving
electronic eavesdropping firewall biometric systems backup and recovery
identity theft overwrite protection guards disaster recovery mechanisms
industrial espionage passwords locks
propaganda read-only access fire/waterproof cabinets
software piracy restricted access
storage of inaccurate information virus protection
surveillance
violation of privacy
computer security risk ❯ A computer security risk is any event, action or situation – intentional or
not – that could lead to the loss of computer systems and the data they contain.
Data security allows individuals and organisations to assess the risks
to which their computer systems and data is exposed, and determine and
implement suitable countermeasures. It is important that an organisation
protects its data adequately. Data that is damaged, lost, stolen or misused can
cost the business money, its reputation or even the life of the business itself.
The business may eventually have to close!
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8 • Data security
others, to her USB flash drive. Later that day, she hands over her flash drive
to a lab attendant to get her files printed. The attendant opens the folder and a
particular file catches his attention.
ITQ2
ITQ1 Similar scenarios happen daily. A series of activities and events, some
(a) Suggest, with reasons, which file accidental, others deliberate, may break the integrity of a file in a filing system.
may have caught the lab attendant’s The scenario above could also have played out in the following ways:
eye. • The accounting clerk opens the file with the credit card details and copies
(b) Describe how the file ended up on some of the data to a piece of paper.
the USB flash drive.
• The accounting clerk accidentally deletes the file with the credit card details.
(c) Suggest, with reasons, whether the
action described in part (b) was • Someone could have slipped in when the office was empty, opened the file,
deliberate. changed some of the numbers, saved the file and slipped out unnoticed.
There are many possibilities, all of which have the same consequence – the
loss of the data’s integrity. In some cases, the integrity breach may be noticed.
In other cases, data that has had its integrity breached may be used and may
have disastrous consequences.
ITQ3
ITQ1 Accidental Deliberate
State THREE threats to which data are Accidents Hacking
exposed.
Hardware malfunction/failure Malware
Power-related problems Fraud and theft
Natural disasters Revenge
Fire
Environmental factors
Accidental
Accidents
Accidental damage can be caused by events as simple as:
• an inexperienced office attendant unplugging a computer to plug in a
vacuum cleaner;
• liquid, such as coffee, spilling on a laptop computer;
• an external hard drive falling from a desk.
Hardware malfunction/failure
ITQ4
ITQ
Hardware failure is another common cause of loss of data. We saw earlier how
Suggest TWO other accidents that may hard disk drives work so it should come as no surprise that they sometimes
result in data loss. fail. Hard disk drives fail; it is not a question of if they will fail it is a question of
when they will fail. Removable storage such as CD-ROMs, floppy diskettes and
magnetic tapes are also prone to failure. In some cases, devices like floppy disk
drives and magnetic tape drives may damage the media.
ITQ5
ITQ1 Power-related problems
Allison is making some final changes to Power surges, which are often caused by weather conditions, power
the last page of her 30-page document outages and fluctuations in electrical current can destroy sensitive electrical
when the power goes. Suggest TWO components. Motherboards, memory, hard drives and communication
possible outcomes. equipment are often affected.
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8 • Data security
Natural disasters
In the Caribbean, tropical storms and hurricanes occur every year. In some
cases, these natural disasters cause wind and water damage. In some cases,
flooding occurs whereas in others, equipment is damaged from water that has
leaked through roofs.
Fire
Computer systems are frequently lost due to fires. Fires can damage electronic
equipment and storage media. Additionally, equipment and media that was
spared by the fire is often damaged by water being used to put out the fire.
Environmental factors
Excessive heat, direct sunlight and humidity may damage magnetic storage
media.
Deliberate
Hacking
Hacking is a process during which a person or persons with an advanced
understanding of computers and computer networks finds out weaknesses in
a computer or computer network and exploit them for reasons such as profit,
protest, or challenge.
Infected storage
media Computer 1 Computer 2
V V
V V
Infected
ITQ6
ITQ1 computer
V
V
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8 • Data security
Computer fraud/theft
computer fraud ❯ Wherever there are computers there is likely to be computer fraud. Computer
fraud is the use of computers to illegally obtain money, goods or services.
Some examples of computer fraud:
• Breaking into a bank’s network to gain access to funds.
• An employee that creates fictitious transactions and benefits from the
proceeds.
• An e-commerce website that advertises goods/services, collects payment and
fails to deliver as promised.
Revenge
A disgruntled employee or personnel from a rival business who would benefit
if the computer system was to fail, might physically damage the computer.
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8 • Data security
Identity theft
identity theft ❯ Identity theft is when criminals obtain and use someone else’s personal
details to impersonate them.
Criminals target computers that store personal records because these can
contain the information required for identity theft deception. As more personal
data is being stored on computers, computer-related identity theft is increasing.
They can also do this by targeting garbage and discarded material with personal
information on it.
Violation of privacy
In 1928, US Supreme court Judge Justice Louis Brandeis defined privacy as
‘the right to be left alone’. Privacy refers to an individual’s ability to restrict or
eliminate the collection, use, and sale of confidential personal information.
ITQ9 In many countries:
Suggest how an extreme case of • it is illegal to store personal information about individuals on a computer
violation of privacy could lead to without their explicit permission;
identity theft. • it is a legal requirement that personal data kept in electronic format must be
kept confidential;
• data can only be used for the purpose for which it was collected;
• any computer system containing sensitive personal data such as medical
records, credit history or criminal records must ensure the privacy of this
information is adequately protected.
With the increasing popularity of social media, hundreds of millions of users
provide websites with personal data on a daily basis. The Terms of Service
agreed to on sign-up contains the details of what rights the user is granting to
the website operator. In most cases, the user simply clicks the ‘I Agree’ button
without reading the lengthy legal agreement. On one very popular social
network, users ‘click away’ their rights for the website operators to use their
name, likeness and image for any purpose, including advertising. Consider
the situation in which it is alleged that a user’s 2-year-old daughter’s picture
was downloaded and used (without permission) in an advertisement. Is this a
violation of the user’s privacy?
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8 • Data security
Activity 8.1 Consider the statement ‘Electronic eavesdropping is legally hard for the
government, but technically easy’. Do you agree? Conduct research on the Web
and write an expository essay.
Propaganda
propaganda ❯ Propaganda is a form of communication that is aimed at influencing the
attitude of a community towards some cause or position.
Propaganda is usually repeated and dispersed over a wide variety of media
in order to create the desired result in audience attitudes. The Internet, the
World Wide Web, electronic mail and services such as YouTube, Facebook,
Twitter and BlackBerry Messenger has made it easy for this form of
communication to spread rapidly.
Software piracy
According to the business Software Alliance, voice of the world’s commercial
software industry, ‘more than 1 of every 3 copies of software installed
software piracy ❯ worldwide is pirated. Software piracy is not only a crime, but it can harm
those who use it’.
Software piracy involves the following:
• Unauthorised copying or distribution of copyrighted software.
• Purchasing one single copy of software and installing it on multiple
computers.
• Copying, downloading, sharing, selling or installing multiple copies onto
personal or business computers is software theft.
Copyright Laws exist to protect the owners of proprietary software from
piracy and other abuses.
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8 • Data security
A good physical access restriction policy will include most or all of the
following:
• Locked entrance doors. Use locks and keys, whether manual or electronic.
This measure will keep unauthorised persons out. See Figure 8.4(a).
• A good location. Situate sensitive computer equipment in locations that
are out of the way. A room on the top floor of a building or at the end of a
passage is likely to be more secure than a room on the ground floor near the
main entrance. Notice the location of the door in Figure 8.4(b).
• Controlled access to sensitive areas. Security may be used to physically
prevent persons from going to the area containing computer equipment.
Biometric systems are much more effective than security guards as they do
not exercise discretion. See Figure 8.4(c).
• Secured ceilings, floors, air conditioned ducts and windows. If unauthorised
persons, such as skilled burglars are kept out then it is likely that computer
equipment can be kept in. See Figure 8.4(d).
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8 • Data security
Figure 8.5 Some data centres are protected by many layers of physical security. (a) Starting right at the front door, card key access is required
to enter the building. (b)The second layer of security is inside the building, the first door of the ‘man trap’ leading to the data centre floor. This door
requires card key access and must be closed before the next door can be opened. (c)The second door leading to the data centre floor is equipped
with a hand scanner and cannot be opened until the previous door is securely closed. (d)The fourth layer of physical security is the locked cage
surrounding all of the equipment. This cage requires card key access.
Figure 8.6 (a) A security slot on the side of a netbook; (b) a security cable; (c) a security cable attached to the security slot on a laptop.
ITQ12
Measure Example
Examine the photographs in figures
8.5(a)–(d). Explain the likely operation Security guards All visitors must report to the security guard on duty. The security guards
of the ‘man trap’ mentioned in Figure exchanges the visitor’s identification card (driver’s license or national
8.5(b). ID) for a colour-coded visitor badge that provides electronic access to a
designated area. See Figure 8.9
Electronic access All doors are fitted with electronic access systems that use a proximity
systems also known card (a plastic card with an embedded radio frequency transmitter). An
as key card access authorised person will simply wave the card near to the reader to gain
access. The system records details of the access: who, where and when.
Biometric systems Entrance doors to sensitive areas are fitted with a fingerprint reader which
is one type of biometric system. An authorised person will gain access only
after placing their finger on the reader and the system confirms that the
person should be granted access.
Equipment locks All computer systems and their associated peripheral equipment are locked
in place on the computer desk. The computer desks are bolted to the floor.
Fireproof cabinets All disks, tapes and optical media (CDs and DVDs) are kept in a fireproof
cabinet.
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8 • Data security
(a) • Equipment locks. System units, external hard drives and other removable
media should be secured using an appropriate locking system. Most
peripherals are manufactured with a security slot (see Figure 8.6(a) that
allows the equipment to be securely fastened to an item that cannot be
easily moved.
• Fireproof and waterproof storage. Filing cabinets that are both fireproof and
waterproof are used to store disks, tapes and optical media (CDs and DVDs)
that constitute a set of backup files.
Figure 8.8 (a) A proximity card reader; (b) proximity cards are widely used.
Software restrictions
A desktop computer equipped with a CD writer or a DVD burner is a rare sight
St. Luago National Bank
039 in most companies. A much larger security threat is posed by the open USB
AUTHORISED ports where mischievous office workers can just plug in a flash drive, external
VISITOR hard disk or their music player and transfer corporate data or even copy
licensed software to their storage media in seconds.
ESCORT REQUIRED Also, in addition to being a popular way to sneak data out from companies,
USB devices may be used by unhappy employees to deliver Trojans or spyware
Figure 8.9 Visitor badges similar to into the company networks. Luckily, operating systems may be configured in
the one shown here are usually issued at such a way that USB ports are disabled.
a security post manned by one or more Most general-purpose software applications like word processors,
security officers. spreadsheets and databases have built-in security that can prevent
unauthorised users from viewing protected data. Specialised software and off-
the-shelf packages usually have built-in software restrictions as well.
116
8 • Data security
Firewall
firewall ❯ A fi rewall is a program that restricts access to a computer from a network.
The firewall acts as a barrier between an outside network and the local
ITQ14 computer or network. It allows you to select which network services you want
Discuss the difference between to use on your computer and, perhaps more importantly, those that you want
antivirus and firewall software. to bar from accessing your computer. A firewall helps to protect a network
from certain threats.
Internet
Corporate
your organisations PCs
network
firewall
117
8 • Data security
User ID:
Password:
Sign In >
Figure 8.12 Passwords are a sequence of letters, numbers and special characters that must
be supplied to access a resource. Passwords and usernames can be used so that only authorised
users can log on to the system. In a secure system each individual user or group of users will be
allocated privilege to access only the files and resources they need to perform their jobs.
Operational procedures
Figure 8.11 Windows Firewall is
implemented as a software-only file security
Backing up data
mechanism and is a component of the It is unwise to rely on a single storage device for storing important data.
operating system. The device and the data it contains may fall prey to one of the accidental or
deliberate actions or events mentioned earlier. To safeguard data, it is good
ITQ15 practice to copy data to another storage device or media.
List THREE potential threats to a backup Adopting a regular backup system such as the Grandfather-Father-Son
media? System means that if disaster should strike the organisation can recover almost
all of its data quickly and business can continue as usual. It is important to
keep each generation of backup separate from the rest. The son can be kept
in the computer room, the father in a fireproof cabinet and the grandfather
A backup is a safety copy of files that can be
in another building. For a fast-moving business backups may be taken every
used to recover data in case of an event that
causes data damage or loss. day rather than every week. If a hard disk drive fails the most recent backup,
the son, can be used to restore the data. In the event of a fire in the computer
room destroying the son backup and the computer system, the father backup
can be used to restore the company data. In the worst case, a whole building
may be flooded but the grandfather backup can still be used to restore the data.
(a) (b)
Figure 8.13 (a) The Backup or Restore tool is one of the Windows operating system accessories. (b) A user may choose what to back up and also
what device to store the data on.
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8 • Data security
Archiving data
archive ❯ An archive comprises the files created or received by an institution or
organisation during the course of routine business that are stored because of
their value.
Depending on the nature of the data, some companies may archive data
monthly, others quarterly or annually. These files are usually stored on
removable media such as DVDs or magnetic tapes and kept in a secure location.
Files in an archive will be kept for a period of time and then destroyed.
Summary
• Data security is all about identifying and assessing computer security risks.
• A computer security risk is any event, action or situation – intentional or not – that could lead to the loss of
computer systems and the data they contain.
• Data integrity is concerned with ensuring the accuracy, completeness and internal consistency of the data stored in
a database.
• Physical access restrictions can prevent unauthorised personnel from damaging the computer hardware.
• Access to IT systems can be restricted by requiring all legitimate users to input a valid username and password
before being able to gain access to the system.
• A firewall acts as a barrier between a computer system and an external network.
• Encryption, overwrite protection, password, and making a file read-only access are mechanisms that may be used
to help maintain file integrity.
• Individual files can be protected using encryption techniques that require the reader to have a correct password to
decrypt the file.
• Viruses, Trojans and worms are malicious program that may infect and do harm to a computer system and its data;
up-to-date antivirus software can protect computer systems from virus attacks.
• Computer fraud involves the use of computers to illegally obtain money, goods or services. There are many types
of computer fraud including identity theft, credit card fraud, electronic eavesdropping and surveillance.
• Backups are copies of files that can be restored in the event that the original files are lost through hardware failure,
accidental deletion or computer fraud whereas an archive comprises the files created, received and accumulated
over time and retained for historical use.
Answers to ITQs ITQ1 The following are SOME ITQ2 (a) The file containing
possible situations: (a) hard disk the credit card details OR the file
failure caused by intermittent power containing the student’s assignment.
outages causes partial data loss; (b) (b) The file with credit card details
hard disk failure caused by a power may have been accidentally selected
surge causes total data loss; (c) laptop and copied to the USB drive; the file
containing the data is stolen from a with the assignment may have been
parked motor vehicle; (d) the file with intentionally copied to the USB flash
the data is copied by an unauthorised drive by the accounting clerk. (c) Any
person without the knowledge of the reasonable explanation consistent
owner; (e) an employee copies data with the answer in (b).
from the file for his/her personal use.
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8 • Data security
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8 • Data security
IT portfolio
1 Visit a computer store or look on the Internet and list 5 different anti-virus software packages in your portfolio.
2 Watch a film such as Net 2.0, Firewall or Hackers for examples of computer fraud, espionage, identity theft, electronic
eavesdropping or surveillance. Discuss these elements of the film with your friends. Record your ideas in your
portfolio.
3 In December 2013, Target, the third-largest US retailer, said the theft of a vendor’s credentials helped cyber criminals
steal about 40 million credit and debit card records and 70 million other records with customer information such
as addresses and telephone numbers. The Target data theft is the second-largest credit card breach in US history,
exceeded only by a scam that began in 2005 involving retailer TJX Cos. That incident affected at least 45.7 million
card users. The companies and federal investigators are still trying to figure out how hackers stole the data. Experts
testified that the malware used in the massive thefts was so complex and customised that common network security
systems could not detect it.
a Use the Web to research the Target data security breach.
b Construct a timeline of the activities commencing with the date the theft may have taken place.
c Create an electronic document in your portfolio that contains the hyperlinks to all the sources that you have
used.
Group activities
Each of the following activities is suitable for groups of 3–4 students.
1 Do students, teachers and personnel in administrative offices use similar mechanisms to safeguard their files?
a Investigate how each of the following individuals protect the files on their computer systems to maintain their
integrity and to keep them secure:
i a classmate;
ii a teacher;
iii a staff member in the school’s Bursary;
iv a staff member in the school’s students records office.
b Describe the measures used by the individual selected.
c Collaborate on the preparation of a report that compares the mechanisms used and how the mechanisms are
implemented. Ensure that any differences are clearly highlighted.
2 Each group member should carry out web-based research to determine a mechanism to create a strong password.
As a group, develop a set of guidelines that employees in the school’s administrative office could use to create strong
passwords. The guidelines should include at least three items that MUST be done as well as three that MUST NOT be
done.
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8 • Data security
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8 • Data security
Structured questions
1 Jaimie has just started an online business. She is b Describe TWO problems that may occur when
very conscious about the security of transactions legitimate users in other departments copy
done online with her suppliers and fearful of being the data onto their own computers. [4]
subject of electronic eavesdropping. She often sends c Suggest two software solutions for protecting
password-protected encrypted files via e-mail. a computer connected to the Internet. [2]
a Explain the term ‘electronic eavesdropping’. [2] d State ONE advantage and ONE disadvantage
b In the case of an encrypted file, what is the of this government department relying on
purpose of a password? [1] computer systems to store data in this way. [2]
2 The Government of St Luago has recently announced 7 The Bridge View Hotel offers free transportation or
new policies governing the backing up and archiving a transportation allowance to its 40 employees. The
of data in all government offices. Human Resources Department has access to a list of
names and addresses of the employees which it uses
a Explain the difference between ‘backing up’
to determine the areas to which the company bus will
and ‘archiving’. [2]
travel. Staff living in areas not served by the bus will
b Suggest ONE reason why EACH of the
be given transportation vouchers.
operations is important in the daily operations
of the Government. [2] a In addition to names and addresses, suggest
ONE other item of information that might be
3 Computer systems are vulnerable to a wide range
desirable in this case. [1]
of threats.
b Explain ONE way in which the information
a Describe THREE ways to protect a computer collected here might be misused. [2]
system’s hardware components. [3]
8 A rural community college keeps all student records
b Describe THREE ways to protect the data
on a computerised database. The building housing
stored in a computer system. [6]
the college is destroyed by fire, along with all
c Explain the importance of making regular
computerised records.
backups. [2]
d Describe a backup regime to ensure that a a Suggest TWO methods that might have been
system can always be restored in case of used to allow access to student records
data loss. [3] immediately after the fire. [2]
b Briefly explain how ANY ONE of the methods
4 The St Luago Statistical Department has recently
would work. [2]
collected a large amount of vital and sensitive
information. Describe THREE steps that should be 9 A private secondary school has installed a computer
taken to protect the data against deliberate theft or in each classroom which is used by both teacher and
corruption. [6] students.
a Suggest TWO threats to the data stored on the
5 Computer viruses are very common in secondary
computer. [2]
schools, especially around the time when school-
b Describe TWO measures which should be
based assessments are being prepared.
taken to lessen the chances of the threats
a What is a computer virus? [1] identified in (a) being realised. [4]
b Suggest TWO possible negative impacts of a
10 An insurance company gathers medical data on its
viral infection. [2]
clients from the computer systems of some of its
c State THREE measures a lab technician could
participating providers (pharmacies, doctors and
take to ensure that the computer systems in a
dentists). The insurance company increases the cost
computer lab are protected from viruses. [3]
of insurance premiums according to the number of
6 A government department stores confidential visits. State with reasons, whether this involves:
information about businesses operating on its
a Electronic eavesdropping [2]
territory. This information is made available to other
b Electronic surveillance [2]
departments via the Internet; anyone with a computer
c Computer fraud. [2]
and a modem can potentially access this data.
a State TWO methods that can be used to
prevent unauthorised users from accessing the
confidential information. [2]
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9 The impact of ICT
on jobs, skills and
careers
By the end of discuss how computerisation affects people’s jobs
this chapter
list common IT skills useful to office employees
you should
be able to:
describe the role of computer professionals
list jobs available in industries that support Information Technology
discuss the use of computers in a wide range of application areas.
Concept map
Information Technology
We have seen that computers are used in a vast range of application areas.
This has changed how we prepare for jobs, apply for jobs and even perform
these jobs. In this chapter, we will explore a wide range of computer-related
professions including systems analysts and web designers. We will explore the
ITQ1
impact of Information Technology on the computer skills used by workers in a
Select any ONE of the following range of jobs and occupational areas. Finally, we will examine a range of ways
professions: how information technology impacts employees.
• Engineers
• Medicine The impact of Information Technology on jobs
• Teaching
For the profession selected: The introduction of computers has led to a change in the way people work.
Describe ONE positive and ONE negative Being able to use the computer has become an indispensable skill.
impact that Information Technology has • In offices, typists have had to retrain to become skilled word processing
had on that profession. clerks.
9 • The impact of ICT on jobs, skills and careers
Activity 9.1 Over the past 10 years, computer technology has increasingly impacted the job
skills and careers of many Caribbean nationals. Conduct research to determine how
EACH of the following technological changes has impacted a named occupational
area. For example, for item (a), you may choose to discuss how mobile Internet
access has changed the way that mass media personnel carry out their jobs.
a Mobile Internet access
b Electronic banking
c Online learning
d Paperless offices
e Internet telephony (for example, Skype)
Computer-related professions
Some organisations base their business on their computer systems: for
example, banks, online retailers and insurance companies. These organisations
have large dedicated IT departments employing hundreds of staff. Table 9.1 on
page 126 summarises the types of staff found in a typical IT department.
125
9 • The impact of ICT on jobs, skills and careers
Activity 9.2 Occupational Standards define the knowledge, skills and attitudes required for
effective workplace performance. They specify what a person should know and do
in order to effectively carry out the functions of a particular job in the context of the
work environment. The Occupational Standards used for the award of Caribbean
Vocational Qualifications (CVQs) are agreed on by The Caribbean Association of
National Training Agencies.
a Visit the website of The Caribbean Association of National Training Agencies at
http://cantaonline.org/
b Navigate to the section of the home page titled ‘Occupational Standards’.
c Make a list of all the Regional Occupational Standards available in the
Information Technology category.
d Carry out further research to determine what skills an employee must possess to
be certified as competent in Data Operations Level 1.
126
9 • The impact of ICT on jobs, skills and careers
Electronic point-of-sales
Supermarkets have specialised EPOS (electronic point-of-sales) hardware
and software. EPOS is a combination of hardware and software used in retail
outlets to improve service to customers and to control stock.
127
9 • The impact of ICT on jobs, skills and careers
Activity 9.3 1 Find and visit an online retail store and browse through the pages on their website.
2 Make a list of the different industries and the categories of products that the
company serves.
3 Assuming that you have US$2,000, make a list of the items that you would
purchase to use at the checkout counter of a coffee shop that is located on the
waterfront in your country.
Computer-aided design
In computer-aided design, CAD, computers are used to help design and draw
plans for new products.
Buildings, roads, bridges, cars, cookers, rockets and radios are all designed
with the help of CAD software. Draughtspersons no longer work with pencils
Go to the Airbus Video Gallery and set squares to produce drawings, instead they use computer systems and
(http://videos.airbus.com) and search for ‘wind plotters. CAD programs include the functionality required to manipulate
tunnel test’. View the video that shows how wind technical drawings, for example, we often add a dimension to line to indicate
tunnels and computers are used in the aircraft
design and certification programme. to the engineer the exact length of an object. If we modify the length of the
line in a CAD package the dimension line is automatically updated.
One of the main advantages of using CAD, compared with pencil and drawing
board, is that the final drawing is perfect because all errors can be corrected
before printing. Another advantage is the ability to easily reuse designs or parts
of a design. For example, an architect designing a new house may choose to use
the same design of doors and windows from an earlier house design.
Computer-aided manufacture, CAM, is closely related to CAD. In suitable
cases the output of the CAD design stage can be automatically fed into the
CAM stage.
Modern motor manufacturers design their cars using computer-aided design
(CAD) software. Stylists and engineers use powerful computers equipped with
graphics tablets and a high-resolution monitors to design cars.
A computer model of the new design is tested and refined without the need
to build prototypes to be tested in expensive wind tunnels.
Computer-aided manufacturing (CAM) machines can automatically produce
Figure 9.2 A computer-controlled cutter many of the parts that are needed and take the design from the CAD software
operating from a design created by a CAD to produce the finished items with little need for human intervention. The
system. individual parts are then assembled by robots.
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9 • The impact of ICT on jobs, skills and careers
Robots
Robots are computer-controlled machines that are accurate, strong and
reliable; they never get tired and never make mistakes. Robots assemble
better cars than human workers ever could and are used in the heavy work of
welding body parts together when even the strongest human would soon tire.
With the computerisation of the manufacturing process, factories can
now build cars to order. The showroom has a computer terminal and special
software that allows the customer to customise their new car choosing style,
colour, internal trim, accessories, etc. and then to view a model on the screen
before placing their order.
Expert systems
expert systems ❯ Expert systems are application programs that perform tasks usually
undertaken by human specialists. Expert system programs are at the forefront
ITQ4
ITQ1 of developments when computers are used in science and technology
List THREE categories of problem areas organisations.
that make extensive use of expert Tasks performed by expert systems include:
systems. • advising on the diagnosis of medical systems
• analysing geological data to predict the most favourable locations to drill
when exploring for oil
• playing chess (through a computer system called Deep Blue).
Groups of human experts in a specialist field collaborate to create a set of
WebMD (www.webmd.com) is an expert complex rules about their subject. All these rules are then entered into the
system that provides a web-based health expert system so the system actually contains more knowledge than any of the
service as well as a mobile app that allows individual experts.
users to check their symptoms and determine
what might be ailing them. The main advantage for using expert systems is that they apply their
knowledge and rules to large amounts of data very quickly.
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9 • The impact of ICT on jobs, skills and careers
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9 • The impact of ICT on jobs, skills and careers
131
9 • The impact of ICT on jobs, skills and careers
Summary
• Office productivity tools: word processors, spreadsheets and databases, have affected the way many people work. Teachers,
lecturers, doctors, nurses, journalists and policemen all regularly use office productivity tools in their everyday activities.
• Specialist applications such as CAD, photo-editing, music consoles and desktop publishing are used in professions from
architects to photographers.
• Using IT systems usually means retraining for staff and leads to efficiency gains. Jobs become more highly skilled, interesting
and better paid.
• Large organisations may have dedicated IT departments with hundreds of specialist professionals.
• Some of the career opportunities available in an IT department are: IT manager, systems analyst, applications programmer,
operations manager, systems programmer, computer operator and data entry clerk.
• There are an increasing number of career opportunities related to the Internet including web developers, web masters and
multimedia artists.
• Specialist IT staff include database administrators, computer engineers and network engineers.
• The IT industry has spawned many support industries: computer sales, stationery suppliers, Internet service providers (ISPs) and
telephone companies all require staff.
• Electronic point-of-sales (EPOS) systems are used by retailers such as supermarkets to improve the service to their customers
and also to control their stock effectively.
• Computers take a large role in production environments. Many motor manufacturers use computer-aided design (CAD) systems to
design and test new models. Computer-aided manufacture (CAM) is the use of computer-controlled robots to assemble and test
vehicles to a very high standard.
• Expert systems are complex computer programs that embed the knowledge of many human specialists. In well-defined areas
such as prospecting for oil these systems can perform better than their human counterparts.
• Computers have been able to recognise individual spoken words for several years but the emphasis is now on adding natural
language processing abilities so that systems can be developed to recognise sequences of words spoken in a natural way.
• Computer-aided learning (CAL) is helping students master a range of skills. The multimedia features of the computer system
make CAL a better tool for learning than simply reading a book.
• Computers are now widely used in leisure, entertainment and sport. E-commerce makes booking tickets for flights easy.
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9 • The impact of ICT on jobs, skills and careers
IT portfolio
1 Try to interview workers from the categories discussed 5 When you are out, keep your eyes open for computers
in the chapter. List in your portfolio all the types of in action. For each computer you see, ensure that you
software that they use while at work. find out what it is being used for. Does its use fall into
the four categories given here?
2 Interview someone you know who uses a computer.
Identify all the hardware and the software that they used a computer applications in commerce
during a typical working day. List them in your portfolio. b industry
c education
3 Try to visit a large computer installation. Interview as d recreation and entertainment
many of the staff as you can. Record the results of the
Write these headings in your portfolio and try to
interviews in your portfolio.
find at least one example for each category. Briefly
4 Next time you are in a big supermarket take some record where each computer was seen and what it
time to watch shoppers process their items at the was being used for.
checkout. Record your observations in your portfolio.
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9 • The impact of ICT on jobs, skills and careers
Structured questions
1 Computers are often used in schools and universities 6 A factory designing and building cars claims to use
and usually requires specialist support staff. CAD, CAM and robots.
a List FIVE ways that computers could be used a What do CAD and CAM stand for? [2]
in a school or university. [5] b State THREE advantages of using robots to
b A large university will require IT support staff. build cars. [3]
Name FOUR job titles that you will likely find c The company is going to introduce a new model
in a university IT department. [1] of car and is thinking of developing an expert
2 A data processing department employs a wide system to assist in this task.
variety of personnel. For each of the following, briefly i What is an expert system? [2]
describe their role within the department. ii Discuss the limitations of trying to use an
a systems analyst [2] expert system to design a car. [3]
b web master [2] 7 The table below lists titles of computer professionals
c computer operator [2] and tasks. Write the job titles of the computer
d network manager [2] professionals in your book. Identify and write the task
e computer engineer [2] performed by EACH professional next to the correct
3 An IT consultant has recommend that a St Luago Hotel job title. You may use a task once or none at all. [7]
computerise their booking, advertising, payment and Computer Professional Task
payroll operations. Explain the following statements Job Title
that were included in the consultant’s report. a systems programmers Tests network access
a Retraining of receptionists may be required to b computer technicians Write XHTML code
avoid job losses. [2] c web developer Sets access rights to data
b The finance manager may have the opportunity d software trainer Debugs programs
to telecommute on quiet midweek days. [2] e software testers Corrects hardware malfunction
c You will need a DTP package to create f file librarians Manages collection of programs
brochures. [2] and data on removable storage
d Initially, a web developer will be needed to media
take charge of the online components. [2] g database administrators Develop end-user documentation
4 Supermarkets often use electronic point-of-sale Write program code for utility
(EPOS) systems to serve customers better. software
a Name the components that make up an 8 The table below lists types of technology and
electronic point-of-sale station. [2] professions.
b Describe what happens when an item is
a Write the professions in your book. Identify and
scanned by the system. [2]
write the technology MOST CLOSELY associated
c State THREE advantages to the supermarket
with EACH profession next to the correct
of operating an EPOS system. [3]
profession in your book. [6]
5 A university conducts research on Caribbean weather
patterns at remote weather stations. They have Profession Technology
developed complex computer models to simulate the i mass media CAM
environment and will present a paper at an upcoming ii teaching intranet
conference.
iii medicine CAI
a Suggest THREE sensors that might be used at
iv musicians CAE
the weather stations. [3]
b Explain how the remote weather stations v engineers multimedia
might be connected to the university. [2] vi law enforcement robots
c The university has developed a complex extranets
model to simulate the atmosphere. What type
b Justify EACH of the selections made in (a). [6]
of computer is most suitable for large-scale
modelling of this type? [1]
d A researcher is preparing the results of his
research for an upcoming conference. Identify
TWO office applications that may be use for
this task. Justify your choices. [4]
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10 Problem-solving and
program design
Concept map
Problem-solving
We have already been using programs and we know that there are a wide
range of application programs available. However, sometimes we just cannot
find an application that can solve a particular problem. In this situation we
need to write our own program.
Introduction to problem-solving
In some cases, problems are just opportunities for organisations to perform
tasks more efficiently. This is often the driving force when a company
introduces computers to replace their manual data processing systems.
problem ❯ A problem is a discrepancy between what is required and what exists.
Problems can range from simple to complex. A simple problem usually involves
only one main task such as computing the tax on an item. As the number of
tasks to be done increases, so too does the complexity of the problem.
PROBLEM
SOLUTION
LREAM SOLV
M -DEVELOPIN
MEG
NTPPR
RB
PO OG ROOCC
HER
TP ESES
E
SS
TH
Figure 10.1 The problem-solving process starts with a problem and ends with a solution.
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10 • Problem-solving and program design
Table 10.2
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10 • Problem-solving and program design
Activity 10.1 Draw I-P-O charts for EACH of the following problems
1 Read three numbers and compute and output their average.
2 Convert pounds to kilograms. Assume 1 pound = 0.4536 kilogram.
3 Read two numbers and compute and output their sum, product and difference.
4 Read an employee’s hourly pay rate as well as the number of hours worked and
Input Processing Output compute and output the employee’s pay.
What is ALL the The expected
given instructions that results
must be executed For further practice, complete Question 1 on page 166.
to transform what
is given into the Constants and variables
expected results
A recipe is an everyday example of a program design. It has ingredients,
Table 10.4 A 3-column input–process– a method and expected results, similar to the inputs, processing tasks and
output (I-P-O) table is used to decompose a expected outputs that are in the I-P-O chart. Recall that we can break down a
problem into its significant parts. problem into its significant parts: input, process and output.
Look carefully at the I-P-O chart below (Table 10.5). Note that the
ingredients are shown as inputs.
Literals
In some cases, programmers literally write the values required in the programs
without storing them in containers. These values are called literals.
literal ❯ A literal is a notation for representing a fixed value in source code.
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10 • Problem-solving and program design
Identifiers
identifier ❯ An identifier is the name given to variable or a constant by the programmer.
It is good practice to develop a system for creating identifiers. In this book:
• each identifier provides the reader with a very good idea of what data is
being stored
• all identifiers begin with a lowercase letter
• no underscores are used, instead of total_cost we write totalCost.
Activity 10.2 Suggest suitable identifiers for the data items identified in the program narrative
below.
Susan owns and runs ‘BVI Boat Hire’ that specialises in renting out boats. She
needs a program that reads in the number of hours that a boat is rented, calculates
the total cost and prints out the cost.
Constants
constant ❯ A constant is a named location in memory whose value remains the same
during program execution.
Constants are useful when storing:
• conversion rates
• tax rates
• discount rates
Before a constant can be used in a program it must be declared. To declare a
constant, the programmer must provide:
• an identifier
• a value
There is no need to provide a data type for a constant as the program
language translator will automatically determine the data type.
Activity 10.3 Look back at the I-P-O chart for BVI Boat Hire (Table 10.4) and suggest a suitable
identifier for the constant that will store a value for price per hour.
Variables
variable ❯ A variable is a named location in memory whose contents can be changed.
Variables are needed for storing:
• All data that will be provided by the user
• All computations that take place during processing
Before a variable can be used in a program it must be declared. To declare a
ITQ3 variable, the programmer must provide:
State ONE major difference between a • an identifier
variable and a constant. • a data type
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10 • Problem-solving and program design
Activity 10.4 Our BVI Boat Hire example uses two variables to store number of hours that a boat is
rented and the total cost of the rental.
1 Copy the following table into your notebook.
Description of data being stored Identifier Data type
Number of hours that a boat is rented
Total cost
2 Complete the table with the identifiers you created in Activity 10.2 as well as the
data types for each variable.
Data types
data type ❯ A data type is a classification or category of various types of data that states
the possible values that can be taken, how they are stored, and what range of
operations are allowed on them.
The three main data types that are used for writing simple programs are:
• Integers: whole numbers such as 0, 5, 10, 1,024 and –50 (negative 50)
• floating point (real): numbers with a decimal point such as 0.2, 1.5 and
–50.4 (negative 50.4)
• characters: units of data such including letters, numbers and symbols such
as A, a, 9, $ and @.
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10 • Problem-solving and program design
Step 4 develops and represents the algorithm, and will plan the journey in
detail. It will create and document the step-by-step road map that will lead to
the solution. This road map is an algorithm.
algorithm ❯ An algorithm is a set of instruction that if followed in sequence will lead to
a solution for the problem.
All algorithms
ITQ5 1 have a set number of steps,
State ONE key difference between a 2 are precise,
program and an algorithm. 3 are unambiguous,
4 have instructions that pass the flow of control from one process to another,
5 eventually terminate.
An algorithm is precise when it is strictly defined and accurately stated. It is
ambiguous when it is open to multiple interpretations or is vague and unclear.
An algorithm must be expressed very precisely. An ambiguous algorithm, if
misinterpreted, might be ineffective at solving the problem for which it was
designed.
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10 • Problem-solving and program design
Flowcharts
flowchart ❯ A flowchart is a pictorial way of representing an algorithm using a set of
standard symbols.
Flowcharts use different symbols (geometric shapes) to represent input,
processing and output operations. Operations are connected with arrows which
ITQ7 serve as flow lines.
Which is the only flowchart symbol
which MUST be used at least twice in
Correct use of symbols
every flowchart? Flowcharts are usually drawn from top to bottom or left to right. It is important
that the symbols are used as intended so that the completed flowchart conveys
the intended meaning. Examples of correct and incorrect usage of the five
standard flowchart symbols are shown in Figures 10.4 to 10.7.
Terminal symbols
Each flowchart should have only two terminal symbols. The first one should
be labelled either ‘Begin’ or ‘Start’ and the other labelled either ‘End’ or ‘Stop’.
‘Begin’ and ‘End’ will be used in all flowcharts in this chapter. This will help to
easily convert the algorithms to program code later.
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10 • Problem-solving and program design
A flowchart should never have two or more terminal symbols labelled ‘End’.
This is incorrect because a flowchart can only have one end. Multiple flow
lines may converge, but only one should lead to a single terminal symbol.
a
Begin
b
input Begin
name, age
input
name, age
Yes No
age > 21?
No Yes
output age > 21 ?
You can output
vote No vote
output output
No vote You can
vote
Figure 10.3 (a) A flowchart showing the correct usage of the symbols. (b) A flowchart showing
incorrectly used symbols; a flowchart should have only one symbol labelled ‘End’.
Input/output
The input/output symbol is used to document data that is coming in or going
out of the program. If multiple data items are being inputted or outputted one
after the other, then it is okay to include them in the same symbol. The correct
usage of this is shown in Figure 10.4a.
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10 • Problem-solving and program design
output writeIn
name, age name, age
(name, age)
Figure 10.4 (a) A data (input/output) symbol must be labelled with either input or output as well
as the literal and/or variable. (b) Do not label a data symbol with a keyword used by a programming
language. (c) The label ‘input’ or ‘output’ must be included.
Process symbol
Process symbols are used to show variables being initialised to starting values
as well as variables being assigned new values provided by an arithmetic
operation. The following are all valid labels:
STORE 1 TO X
X=1
X←1
We will use the arrow as our assignment symbol in all our flowcharts.
Figure 10.5 Correct labelling of the process symbol. Note that each symbol has only one flow line
entering and one leaving.
Whilst there is no very firm rules governing the labelling of the symbols,
good practice suggest that you should label the:
ITQ9 • decision symbol with the question being posed rather than if…then
List THREE keywords (verbs) that may considering that the symbol itself already represents if…then,
be used as instructions for outputting • left branch of a decision symbol with ‘No’ and the right branch ‘Yes’ (since
information when writing pseudocode. we read from left to right, we will naturally read the question in the symbol
then process what is on the right as ‘Yes’).
(a) (b)
(c)
age > 21 ?
Figure 10.6 (a) A correctly drawn decision symbol is labelled with a question and has two labelled
arrows leaving it. The task sequence flows to the right if the decision is no, or down if the decision is
yes. (b) It is redundant to label a decision with ‘if…then’. (c) The flow lines leaving the symbol must
be labelled, one with ‘Yes’ and the other with ‘No’.
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10 • Problem-solving and program design
Sequence
Instructions are executed one after the other, in sequence. In pseudocode, we
represent this structure as a set of statements, written one after the other, in a
top to bottom fashion.
output
‘Hello’,
name
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10 • Problem-solving and program design
conversionFactor ← 2.54
ITQ12
Identify ONE constant and ONE variable
in Example 10.3. input measurement
inchMeasure ← measurement
* conversionFactor
output measurement,
inchMeasure
End
Activity 10.5 Develop an algorithm for BVI Boat Hire. Document it using both pseudocode and a
flowchart.
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10 • Problem-solving and program design
Begin
ITQ13
Develop an algorithm to compute the
area, A, of the geometric shape shown output
‘Please enter length and
below. width of football field’
a
Area A = (a + b) h or A = 1 (a + b) h
2 2
output
‘The area is ’, area
End
Activity 10.6 Each boat rented by BVI Boat Hire may be fitted with a radar system that has a
circular surface. Radar systems are available in a range of surface areas. However,
they are rented based on their radius.
Develop an algorithm to compute the area A, of a radar system, given its radius.
Recall that the value of A = πr 2 and the value of π is 3.142.
Computing averages
An average is the result obtained by adding several amounts together and then
dividing this total by the number of amounts. As a student, you should be
familiar with averages, especially when it comes to the end of the school term,
semester or school year.
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10 • Problem-solving and program design
output
‘The average is ’, average
End
Figure 10.11 Flowchart to compute average (Example 10.5).
Activity 10.7 Susan, the owner of BVI Boat Hire, is reviewing the performance of her business
over the past month. She needs to know the average dollar value of the weekly
rentals over the past month. Develop an algorithm that will accept the total hours
rented for each of four weeks and compute the average amount earned per month.
ITQ15
For further practice, complete Question 6 on page 166.
Research whether any THREE Caribbean
countries of your choice currently Computing taxes and discounts
collect any of the following taxes. Taxes and discounts are very common in the retail trade. Tax is an additional
(a) Hotel Guest Tax amount of money that is usually computed as a percentage of the total
(b) Hotel (bed per night/room) Tax transaction amount.
(c) Restaurant and Catering Services Tax A discount, on the other hand, is an amount of money that is subtracted
(d) Passenger Departure Tax from the total transaction amount.
(e) Telecommunication Tax. The governments of most Caribbean countries collect a sales tax each time
a consumer purchases goods or services. The name of this tax varies from
country to country; common names include sales tax, consumption tax and
Begin
value-added tax.
End
Figure 10.12 Flowchart to compute average (Example 10.6).
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10 • Problem-solving and program design
Activity 10.8 BVI Boat Hire is having a March Madness Sale. They are offering a 50% discount
on all boat hires for the month of March.
1 Develop an algorithm that will accept the number of hours that a boat is rented
and compute the discount offered as well as the final price.
2 BVI Boat Hire collects an Environment Tax of 2% on all its rentals. Modify the
algorithm developed in Activity 10.5 to show the tax charged on the final price of
the rental as well as the final price after tax.
output
‘Hours:’, numHours,
‘Minutes:’, numMinutes
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10 • Problem-solving and program design
Activity 10.9 BVI Boat Hire has listened to its customers and is planning on introducing a new
system where it will start charging by the half hour. A customer can therefore hire a
boat for 1½, 2, 2½, 3 hours and so on. The hourly rate will remain unchanged.
Develop an algorithm for BVI Boat Hire that will accept the number of hours a boat
is rented as a decimal and compute the total cost of the rental. Recall that
60 minutes = 1 hour.
Selection
temp ← numX
The selection construct is used to evaluate a condition (ask a question) and
carry out one or more actions based on the result of the outcome. It is also
called the decision construct.
numX ← numY
In pseudocode, we represent this structure as a question followed by one or
two alternate actions:
There are two types of decision controls structures:
numY ← temp
1 null IF – has no alternate action to do if the condition is false;
2 IF…THEN…ELSE – has an alternate action to do if the condition is false.
output The table below shows you how to structure your decision statements.
numX, numY
Table 10.11 The syntax of the two forms of the IF…THEN statement.
Note that the verbs IF, THEN, ELSE and ENDIF are used. Look closely at
the indentation. Note that the statements are indented. Using indentation
appropriately will help you easily identify errors in the logic or the flow of your
algorithm.
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10 • Problem-solving and program design
(a) (b)
Begin Begin
output
score passed
End End
Figure 10.15 Two types of decision constructs: (a) the null IF decision construct has only one
branch of the decision symbol in use; (b) the IF…THEN…ELSE has two branches of the decision
symbol in use.
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10 • Problem-solving and program design
39 45 45
Box 1 Box 2 Box 3
Based on the values shown in Box1, Box 2 and Box3, the statement:
ITQ18
i ‘Box1 = 39’ is TRUE
Based on the values shown in Box1 ii ‘Box 1 < Box 2’ is TRUE
and Box2, state whether EACH of the iii ‘Box1 = Box2’ is FALSE
following statements is TRUE or FALSE. iv ‘Box 2 = Box 3’ is TRUE
v ‘Box2 <> Box3’ is FALSE
vi ‘Box2 > Box1’ is TRUE
17 21 vii ‘Box2 <= 60’ is TRUE
Box 1 Box 2 For further practice, complete Questions 11 and 12 on page 166.
(a) Box1 = 17 Identifying conditions in problem statements
(b) Box1 <= 18
(c) Box2 > Box1 A very important skill that you will need to develop is being able to correctly
(d) Box1 < Box2 identify a condition in a problem statement. The table below lists five steps you
(e) Box1 = Box2 can take to formulate a condition. An example has been included based on the
(f) Box1 <> Box2 following problem narrative:
(g) Box2 < 50 A certain night club has a strict ‘18 years and over’ admittance policy.
Develop an algorithm to prompt for, and accept, the age of a person and, if
the age is under 18, print ‘sorry – no admittance’.
Step 1 Identify keywords such as equal to, The keyword ‘IF’ has been identified, it appears
greater than, less than, if, then, until in italics.
and while.
Step 2 Identify variables and values that The variable age of a person and the value 18
appear close to the keywords identified all appear. Both appear close to the keyword.
in step 1.
Step 3 Formulate a condition. You may want The condition formulated is Is the person’s age
to state it as a question. less than 18?
Step 4 Read the condition (out loud) and listen You should now read the condition (shown in
if it makes sense. italics above) out aloud.
Step 5 Write down the condition; ensure that Write the condition as personsAge < 18?
you have used the correct relational
operator.
Activity 10.10 Susan, the owner at BVI Boat Hire, is offering a 10% discount on all boat hire
longer than 5 hours. Write the condition that will form the logic of the decision
statement to be used in the algorithm.
Boolean operators
Boolean operator ❯ A Boolean operator is a word used to operate on the truth value of one or
more conditions.
The Boolean operators are AND, NOT and OR.
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10 • Problem-solving and program design
A B A OR B A B A AND B
TRUE TRUE TRUE TRUE TRUE TRUE
TRUE FALSE TRUE TRUE FALSE FALSE A NOT A
FALSE TRUE TRUE FALSE TRUE FALSE TRUE FALSE
FALSE FALSE FALSE FALSE FALSE FALSE FALSE TRUE
Table 10.14 Truth table Table 10.15 Truth table Table 10.16 Truth table for
for the OR operator. for the AND operator. the NOT operator.
Based on the values shown in Box1, Box2 and Box3 on page 152, the statement:
i (Box1 = 39) AND (Box2 = 45) is TRUE (since both conditions are true; look
at row 1 in Table 10.14)
ii (Box2 = Box3) OR (Box2 = 45) is TRUE (since both conditions are true;
look at row 1 in Table 10.15)
iii NOT (Box1 > 100) is TRUE (since the expression was originally false; look at
row 2 in Table 10.16)
iv (Box2 < 45) AND (Box3 = 45) is FALSE (first expression is false and second
expression is true; Table 10.15, row 3)
Activity 10.11 BVI Boat Hire has modified its discount policy and will now offer a 10% discount
on rentals longer than 5 hours AND the customer is a repeat customer.
Construct the truth table to reflect the new discount policy.
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10 • Problem-solving and program design
Yes
output totalPrice
End
Figure 10.17
Activity 10.12 BVI Boat Hire offers a 10% discount on all boat hires longer than 5 hours.
Develop an algorithm to show the logic involved. Review the work you have done
in the previous activities as this may help. Document your algorithm using both
pseudocode and a flowchart.
Begin
Figure 10.18 Flowchart solution for Example 10.10 that compares and displays the larger of two
End
values.
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10 • Problem-solving and program design
Activity 10.13 BVI Boat Hire is having a summer sale. They are offering a 25% discount on all
boat hire if the rental period if 6 hours or more and 15% otherwise. Develop an
algorithm that will accept the number of hours that a boat is rented and compute
the discount offered as well as the final price.
End
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10 • Problem-solving and program design
Begin
counter ← 1
No
output
All scores accepted
End
Activity 10.14 The summer period is very busy for BVI Boat Hire as they usually have to process
up to 10 customers each day. Develop an algorithm that will accept the number of
hours that a boat is rented and compute final price for 10 customers. The price per
hour is $100.00. Output the details in a table form, similar to the format below:
Customer # No. hours Final price
1 5 $500.00
2 4.5 $450.00
Condition-controlled loops
There are two types of condition-controlled loops: pre-test (WHILE…DO) and
post-test (REPEAT…UNTIL).
The WHILE…DO loop is a pre-test loop because it evaluates the condition
ITQ22 before the loop entry. The loop will not be entered if the condition is false.
Using a condition-controlled loop, Loops require that:
modify the algorithm shown in Example 1 the value being read is included in the condition that controls the loop
10.12 to compute the average of the 10 2 you read this value for the first time immediately before the loop entry
scores entered by the user. 3 you read this value again immediately before the loop exit.
Activity 10.15 Rewrite the algorithm developed for Activity 10.14 by using a WHILE…DO loop.
The loop should terminate when the phrase ‘LAST CUSTOMER’ is entered.
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10 • Problem-solving and program design
Begin
input score
Yes output
score <> –99 ? input
‘Please enter
next score’ score
Begin
No
output ‘All
counter ← 0 scores accepted’
End
input score
Figure 10.21 WHILE…DO loop that accepts 10 scores.
No
counter ← counter + 1 For further practice, complete Question 24 on page 167.
The REPEAT … UNTIL loop is a post-test loop because it evaluates the
condition after the loop entry. The loop will always be executed once and will
be terminated as soon as the condition becomes true.
counter = 10
?
Syntax Example 10.14
Yes
REPEAT counter ← 0
output statement(s) REPEAT
‘All scores accepted’
UNTIL condition becomes true INPUT score
counter ← counter +1
End
UNTIL counter =10
Figure 10.22 REPEAT…UNTIL loop that Table 10.19 Syntax and example for a post-test loop.
accepts 10 scores.
Activity 10.16 Rewrite the algorithm developed for Activity 10.14 by using a REPEAT…UNTIL
loop. The loop should terminate when the phrase ‘LAST CUSTOMER’ is entered.
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10 • Problem-solving and program design
trace ❯ A trace is a testing technique used to observe the program flow and its
impact on variable values.
trace table ❯ A trace table is a grid used to record the variables, test data and results
obtained during the dry run or testing.
test data ❯ Test data is a set of carefully selected data values used to determine
whether an algorithm or program works as intended.
Constructing a trace table.
Step 1 Count the number of variables that are to be tested. This will determine
the number of columns.
Step 2 Draw a table with the number of columns identified in Step 1 and
three rows. Always give yourself plenty of room for the trace table to
expand downwards.
Step 3 Label the first row of your table with the names of the variables
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10 • Problem-solving and program design
BEGIN
STORE 0 TO total
INPUT score
WHILE score <> –99 DO
total ← total + score
INPUT value
ENDWHILE
average ← total/10
OUTPUT average
END
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10 • Problem-solving and program design
Some of the above steps need no further refinement as they each represent a
single actionable item but we can refine the problem further.
For 1000 customers:
a Get phone number and credit amount.
i Get customer phone number.
ii Get credit amount.
b Compute total credit.
i Compute the bonus
1 Compute bonus if amount is less than $100.
2 Compute bonus if amount is $100 or more but less than $200.
3 Compute bonus if amount is $200 or more but less than $500.
4 Compute bonus if amount is more than $500.
ii Add the bonus to the credit amount.
c Display information message.
i Display customer phone number.
ii Display credit including bonus.
The above steps need no further refinement as they each represent a single
actionable item. We have broken the problem down into actionable items.
Remember that an actionable item is when we can see at least one solution to
the problem.
Using a combination of decomposition diagram and top-down stepwise
refinement, we now have a clear understanding of the problem – the inputs,
the outputs and the intermediate goals that must be met in order to achieve
the required result. We also have clear idea as to the procedures to be executed
to achieve each intermediate goal, a solution for each sub-problem. The result
of this step, ‘define the problem’, is the problem statement.
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10 • Problem-solving and program design
SUMMARY
• A problem is a discrepancy between what is expected and what exists.
• A program is a sequence of coded instructions that a computer can interpret and execute.
• A solution is developed for a particular problem by engaging in a five-step problem-solving process.
• Problems may be partitioned into their component parts (input, process, output, storage) using an I-P-O chart.
• Variables and constants provide storage for program data: the value held by a variable can be changed whereas the
value held by a constant remains fixed for the life of the program.
• A variable has both a name and a data type.
• Integer, real and character are data types.
• Pseudocode is a method of documenting algorithms using simple structured instructions.
• Flowcharts are a pictorial way of representing algorithms using a standard set of symbols.
• Flowcharts symbols: parallelogram – input/output, rectangle – processing, diamond – decisions and ellipse – start/
end.
• The keywords READ, INPUT and GET are used to accept data, WRITE, PRINT and DISPLAY to output results.
• Algorithms may be designed using a combination of three flow control structures (constructs): sequence, selection
and iteration.
• Boolean expressions facilitate decision-making capabilities. Two simple conditions may be combined to form a
compound condition.
• The IF…THEN…ELSE control structure implements decision-making logic.
• Iteration (looping) is implemented in various ways: counting-controlled loops, pre-test condition loops and post-test
condition loops.
• The FOR…DO control structure implements count-controlled loops.
• The WHILE…DO control structure implements pre-test loops.
• The REPEAT…UNTIL control structure implements post-test loops.
• It is important to test an algorithm thoroughly.
• Construct a trace table and identify the variables in the pseudocode as the column headings.
• Dry run an algorithm by playing the part of the processor and executing the sequence of instructions given by the
algorithm and recording interim results in the trace table.
• Select appropriate data to ensure that all paths through the algorithm are tested.
• Top-down design is a methodology for solving a problem.
• Stepwise refinement refers to the systematic breaking down of tasks into sub-tasks.
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10 • Problem-solving and program design
162
10 • Problem-solving and program design
ITQ23 REPEAT
SET loopCounter TO 0 OUTPUT ‘Please enter the
SET runningTotal TO 0 denominator, B’
SET largestNumberSoFar TO 0 INPUT B
Read in the first number, num UNTIL (B > 0
Start of while (num not equal to 0) result ← A/B
loop OUTPUT ‘The result of A/B is ’, result
Add the number to the ITQ25 Any logic errors that may
runningTotal have existed would have been
Add 1 TO the loopCounter identified in the set of test data.
IF num is greater than Expected values will be available to
largestNumberSoFar THEN test the program when implemented.
SET the largestNumberSoFar to this
ITQ26 If the algorithm includes
number, num
conditional statements, then multiple
End of while loop
test values will be required to test all
Calculate the average equal
the branches of the algorithm.
runningTotal/loopCounter
Print the average ITQ27 A trace table is used to
organise the test data used during a
ITQ24
dry run, and it also records the test
OUTPUT ‘Please enter the numerator,
results obtained.
A’
INPUT A
IT portfolio
1 Ask your parent/guardian for a telephone, electricity, water or cable bill. Considering that these bills were produced
using computer programs:
a Identify at least two items of each type of program data (constants, literals and variables).
b Suggest suitable names for the constants and variables.
c Paste the bill in your portfolio and label the program data items appropriately.
2 Draw a flowchart in your portfolio to determine the action a driver should take when arriving at a set of traffic lights
for each of the possible colours: green, amber and red.
3 You solve problems all the time – the problem of how to get to school for example. How did you get from inside your
house to inside school today? Would this have been different if it had been raining? As you encounter problems
today, use top-down stepwise refinement to solve them. What are you going to do tonight? How will you achieve
this? Record your results in your portfolio.
4 We often use a dry run in real-life situations. Surgeons dry run complex surgical procedures before they start
working on the patient. When giving a presentation we may first rehearse it in front of a mirror. It is important to step
through our instructions to make sure they work. In your portfolio, describe four more situations when we might use
a dry run.
Group activity
This activity is ideal for groups of three students and should be completed over a 1-week period. Each group member
should identify one problem that exists in his or her school environment (classroom, cafeteria, club or society). The
group should select one of the three problems and:
a Develop a problem statement.
b Decompose the problem using stepwise refinement.
c Identify all program data items requiring storage. Decide whether these data items will be variables or constants.
Provide each of these variables (and constants) with appropriate names and data types.
d Present your work to your fellow group members and have them comment on your work.
e Place all the documents in your portfolio after you have made the necessary corrections.
163
10 • Problem-solving and program design
164
10 • Problem-solving and program design
Structured questions
1 Briefly outline what happens at each of the steps of 7 The author of this book believes that exam success
the problem-solving process. [10] will happen if an exam candidate has or possess
knowledge of the relevant syllabus, has mastered
2 Consider the following program:
exam-writing skills and has a good attitude.
Line 1 STORE 1.00 to pricePerMinute
Line 2 OUTPUT ‘Please enter phone card price’ a Copy and complete the following table where 1
Line 3 INPUT phoneCardPrice represents ‘Possess the’ and 0 represents ‘Does
Line 4 STORE phoneCardPrice DIV pricePerMinute not possess the’. [8]
TO talkTime Knowledge Skill Knowledge Attitude Knowledge
Line 5 OUTPUT talktime AND AND
a Identify ONE example of EACH of the following: Skill Skill
i A variable iii An output statement AND
ii A constant iv An input statement [4] Attitude
b Explain what is accomplished by line 4 of the 1 1 1
program. 1 0 1
3 A program is needed to read in the current year and 0 1 0
your year of birth and calculate and display your age. 0 0 0
a Propose suitable names for any variables and b In the column for ‘Attitude’ explain what
constants needed. [3] the ‘0’ represents. [2]
b Suggest the data type for any variables 8 A programmer wrote the following code segment
identified. [1] to operate a device that automatically opened and
c Develop an algorithm and document it using closed a gate:
pseudocode. [5] IF X>Y
d What will be the output of the algorithm if the THEN G = X – Y
following data is entered: current year = 2015; ELSE R = Y – X
year of birth = 1984? [2]
a Draw a flowchart to illustrate the code
4 Consider the types of looping structures described segment shown above. [5]
below:
b Copy and complete the following table based
TYPE 1 Execute its statement(s) a fixed number of on the code above. [4]
times
X Y X > Y? G R
TYPE 2 Execute its statement(s) at least once
(Y or N)
TYPE 3 May never execute its statement(s) at all
1 1
a Identify EACH type of loop described above. [3]
b Using pseudocode, illustrate how each type may 1 0
be used to sum values from 1 to 10 inclusive. [15] 0 1
5 The IF statement comes in two forms IF…THEN and
0 0
IF…THEN…ELSE.
a Draw flowcharts to demonstrate both forms 9 Consider the following algorithm.
of IF statement. [10] READ a
b Tabatha is a mobile chiropodist who visits clients READ b
in their own home in Rodney Bay. Tabatha c=a*b
usually charges EC$20 per visit but clients over IF (c >= 200) THEN WRITE c
the age of 60 receive a 10% discount. Tabatha ELSE
needs an algorithm to help automatically calculate d = c * 0.9
how much to charge. Create a flowchart solution WRITE d
for this problem. [6] ENDIF
6 The OLYMPUS EXPO cinema in Christ Church, a Dry run the algorithm with the following test data
Barbados charges admission as follows: i a = 50; b = 5 [4]
Adults $15.00 ii a = 50; b = 3 [4]
Seniors 65 and over $12.50 b Explain why at least two different sets of test
Kids 12 and under $8.00 values are needed to test this algorithm. [3]
Represent the logic expressed above using a
flowchart as well as pseudocode. [10]
165
10 • Problem-solving and program designing
166
10 • Problem-solving and program design
15 The Higher Heights Academy has established the portion of their monthly salary that is greater than
following rules for passing a course: $2000. Employees that earn more than $20,000 pay a
• Rule 1 Pass both tests: Awarded Grade P luxuryTax.
• Rule 2 Pass any one test: Awarded Grade F
Prompt for the name of an employee and his/her
• Rule 3 Fail both tests: Awarded Grade R
annual salary. Compute and print the employee’s
a Copy and complete the following table: name, their monthly salary and the amount(s)
Test 1 results Test 2 results Award deducted for tax.
Pass Fail 21 Savings accounts at the St Luago National Bank earn
Fail Pass compound interest on a yearly basis and have no
Fail Fail deposits or withdrawals. The balance after a year has
Pass Pass passed is given by the formula:
b State the TWO Boolean values that are used to This year’s balance = last year’s balance * (1 + interest
test the rules in part (a). rate)
c Write pseudocode to represent Rule 1 and Rule 3.
Where the interest rate is given as a decimal fraction
16 Develop an algorithm to prompt the user to enter a (for example, 25% must be entered as 0.25)
value which is stored as variable X. If the value entered
is greater than 100, subtract 20 from it and print the Develop an algorithm that prompts for, and accepts,
remainder. the interest rate as a decimal, the number of years
to compute interest for, and the starting balance. It
17 A nightclub has a strict ‘18 years and over’ admittance should compute and display the balance, including
policy. Develop an algorithm to prompt for and accept the interest, after N years have passed.
the age of a person. If the age is under 18 print
22 Big Driver Trucking Company charges clients based
‘SORRY – No admittance’.
on the volume of the cargo it transports from one point
18 Develop an algorithm to prompt for and accept two to another. A customer intends to move some goods,
test scores (testScoreA, testScoreB) and compare packed in a number of boxes given by S. Develop an
them. If both scores are equal, then a message should algorithm to find the total volume of a set of boxes, S.
be displayed to indicate this, otherwise the higher
You should prompt for and receive S. For EACH
score should be printed.
box, the algorithm should prompt for and receive
19 Write pseudocode to represent the logic shown in the the length, width and height of the box. Compute
flowchart below. and output the total volume of the set of boxes.
23 Develop an algorithm to print a list of all numbers
Begin between 1 and 1,000 that are divisible by BOTH 4 and
8.
24 The following data represents some sample score
input originalPrice
obtained by students in a test.
5, 4, 7, 10, 0, 6, 0, 1, 0, 9, 8, 999
20 Develop an algorithm based on the following: 27 Construct a trace table for the algorithm developed in
Activity 10.15 with the following test data:
Company ABC deducts tax from their employees at
a rate of 25% per month. Employees pay tax on the 4, 6, 8, 10, 5, 7, 9, 5.5, 6.5 and 8.
167
11
11 • Program implementation
Program
implementation
By the end of distinguish among the different generations of programming languages
this chapter
distinguish between low-level and high-level programming languages
you should
be able to:
explain the need for language translation
list the sequence of steps associated with implementing a program
write documented programs using Pascal
perform checks and tests on programs to verify correctness
explain the concept of an array
declare one-dimension arrays in Pascal
read and write to array elements
use the loop construct to access array elements
perform a linear search on data in arrays.
Concept map
Problem implementation
Recall that the Central Processing Unit (CPU) is a binary device that is capable
of fetching and executing binary instructions very quickly. In Chapter 10,
we created algorithms to solve problems. It is now time to consider how the
algorithm may be implemented as a computer program that can be run by the
CPU. Looking at the history of how programming languages have developed
will help us to understand how pseudocode can be turned into a working
program.
169
11 • Program implementation
Fifth generation
Fifth generation languages are still in the future and represent the possibility
that one day we will be able to specify the problem to the computer without
having to instruct the computer how to solve the problem.
170
11 • Program implementation
Step 3: Linking
Because applications programs work closely with the operating system, our
program has to be linked to the operating system before it can be executed.
linking ❯ Linking is a process during which a system software component, a linker,
builds a complete executable program from component object programs. In
integrated development environments or programming platforms linking is
often combined with compilation into a single ‘compile & link’ operation.
171
11 • Program implementation
Figure 11.1 An annotated program showing the features of internal documentation in use.
172
11 • Program implementation
Program structure
Pascal programs are written in a structured way. They all follow the same basic
structure: 1) a name (or header), 2) one or more declarations, 3) the program
statements (or body) that does all the work.
Table 11.4 contains some important points about the three main sections of
a program.
Figure 11.2 Sample Pascal program showing the different program sections.
173
11 • Program implementation
BEGIN
READ(x, y, z);➋
WRITE(x, y, z);
WRITELN(‘Value of x ’,x)➌
END.
All sections Semi-colon ; To terminate statements within a program, such as: Example 11C
➊ a program name PROGRAM example3;➊
➋ a variable declaration
➌ an input statements VAR myAge : INTEGER;➋
➍ an output statements
➎ conditional statements. BEGIN
READLN(myAge);➌
IF myAge > 18 THEN WRITE
(‘Can vote’);➍,➎
END.
Declaration section Equal sign = ➊ To provide a value for a constant being declared. Example 11D
and program body ➋ To test the equality of two operands in a conditional PROGRAM example5;
statement.
➌ Used alongside a colon to form the assignment operator. CONST WinValue = 100;➊
BEGIN
READ(x);
IF x = WinValue THEN➋
X := winValue *2;➌
END.
Program body Period . Used after the keyword END to indicate the end of the program. See last statement in Examples
11B, 11C and 11D.
Table 11.5 Punctuation marks and their usage in the Pascal language.
174
11 • Program implementation
Table 11.6 Using the WRITE, WRITELN and READLN reserved words.
175
11 • Program implementation
Chapter 10 Chapter 11
Example Page Problem type Example Page
10.1 145 Basic input/output 11.1 177
10.2 146 Adding two integer values 11.2 177
10.3 147 Arithmetic computations using constants and variables 11.3 177
10.4 148 Arithmetic computations including area and perimeter 11.4 178
10.5 148 Computing averages 11.5 178
10.6 149 Computing discount and tax 11.6 179
10.7 150 Integer division using the DIV and MOD operators 11.7 179
10.8 154 Exchanging values in variables 11.8 180
10.9 154 IF…THEN with no ELSE 11.9 180
10.10 154 IF…THEN…ELSE 11.10 181
10.11 155 IF…THEN…ELSE with compound conditions 11.11 181
10.12 155 Count-controlled (FOR…DO) loop 11.12 182
10.13 156 Condition-controlled (WHILE…DO) loop 11.13 182
10.14 157 Condition-controlled (REPEAT…UNTIL) loop 11.14 183
Table 11.8 Summary of algorithms developed in Chapter 10 and their corresponding Chapter 11
programs.
176
11 • Program implementation
Activity 11.1 Write a program to accept your first name, last name and age and output the
statement ‘Hi, my name is Firstname Lastname and my age is xx’.
Note that the variables to be outputted are underlined, so make sure your output
includes the data that was entered when the program was run.
Activity 11.2 Susan owns and runs BVI Boat Hire, which specialises in renting out boats at
US$50 per hour. She needs a program that reads the number of hours that a boat
is rented for, calculates the total cost and prints out the total cost of the rental, all
with suitable labels.
177
11 • Program implementation
Activity 11.3 A food distributor in St Luago imports rice pre-packaged in 1 lb., 2 lb. and 5 lb.
packages. The Ministry of Commerce has issued a directive that requires all labels
to display the weight of products in both pounds and kilograms.
Write a program that outputs a table showing the conversions. For example, the
first line of output should read: 1 lb. = 0.45 kg.
Activity 11.4 1 Implement the program based on the algorithm developed in Activity 10.6.
2 Develop an algorithm and implement the program based on the narrative in
Further practice Question 1 on page 193.
Activity 11.5 1 Write a program to accept the age of three of your classmates and print the
average age. Perform all computations using the integer data type.
2 Implement the program based on the algorithm developed in Activity 10.7.
3 Implement the program for ITQ 16 in Chapter 10.
4 Develop an algorithm and implement the program based on the narrative in
Further practice Question 2 on page 193.
178
11 • Program implementation
Activity 11.6 1 A company is having a sale on widgets. A discount of 25% is offered off the
regular sale price of $50 each. Write a program that:
a accepts the quantity of widgets being purchased
b computes the discount
c prints the original price, discount and discounted price with appropriate
labels.
2 Implement the program based on the algorithm developed in Activity 10.7.
3 Develop an algorithm and implement the program based on the narrative in
Further practice Question 3 on page 193.
Example 11.7 Integer division using the DIV and MOD operators
Pseudocode Pascal code
START PROGRAM example11_8;
STORE 60 TO conversionFactor { Using integer division to display time in hours and
INPUT time minutes }
STORE time DIV conversionFactor TO numHours
CONST conversionFactor = 60;
STORE timeInHours MOD conversionFactor TO
numMinutes VAR minutes, hours : integer;
OUTPUT ‘Hours’, numHours, ‘Minutes: ’, BEGIN
numMinutes WRITE(‘Enter time in minutes’);
END READLN(minutes);
hours := minutes DIV conversionFactor;
WRITE(minutes, ‘minutes is equal to ’);
WRITE(hours, ‘hr and ’);
WRITE(minutes MOD conversionFactor, ‘min’);
READLN
END.
Activity 11.7 1 Implement the program based on the algorithm developed in Activity 10.9.
2 Develop an algorithm and implement the program based on the narrative in
Further practice Question 4 on page 193.
179
11 • Program implementation
Activity 11.8 Your Mathematics teacher made a mistake and he mistakenly swapped the scores
for three students: Tiffany, Alexia and Abbi. Tiffany has Alexia’s score, Alexia has
Abbi’s score and Abbi has Tiffany’s. Write a program to swap the scores so that the
scores display against the correct student name.
Activity 11.9 Susan, the owner at BVI Boat Hire, is offering a 10% discount on all boat hire
longer than 5 hours. Write the program that she will use to compute the discount,
if applicable, for anyone renting boats.
180
11 • Program implementation
Activity 11.10 1 Develop an algorithm and implement the program based on the narrative in
Further practice Question 5 on page 194.
2 Develop an algorithm and implement the program based on the narrative in
Further practice Question 6 on page 194.
3 Develop an algorithm and implement the program based on the narrative in
Further practice Question 7 on page 194.
4 Develop an algorithm and implement the program based on the narrative in
Further practice Question 8 on page 194.
5 Develop an algorithm and implement the program based on the narrative in
Further practice Question 9 on page 194.
Activity 11.11 Modify the program you wrote in Activity 11.9. Use the truth table created in
Activity 10.11 to provide the decision logic.
181
11 • Program implementation
Loops
Pascal implements loops using three constructs:
1 FOR…DO
2 WHILE…DO
3 REPEAT…UNTIL
All three of these loops will be explored using the same problem: compute the
average score of a set of scores supplied by the user.
Activity 11.12 Implement the program based on the algorithm developed in Activity 10.14.
182
11 • Program implementation
Activity 11.13 Implement the program based on the algorithm developed in Activity 10.9.
Activity 11.14 Implement the program based on the algorithm developed in Activity 10.15.
Object code test.obj Syntax During translation Error message generated by compiler or
interpreter
Executable test.exe
Logic During dry run Actual results and expected results differ
Table 11.9 The filename extensions Run-time During program execution Program terminates abnormally or actual results
associated with the source code, object code differ from test results
and executable code help programmers
keep track of the files. Table 11.10 Summary of error types indicating when and how identified.
183
11 • Program implementation
Syntax errors
During program development, a complier checks through the source code
to ensure that it strictly obeys the rules of the programming language. It
syntax error ❯ will report any syntax error it finds, making it easy for the programmer to
correct the error. The programmer must correct the errors and re-compile the
Syntax errors are errors in the way we use the program. Only when the source code is completely free of syntax errors will
programming language.
object code be produced.
Syntax errors are easiest to understand by looking at examples in English.
Logic errors
logic error ❯ Logic errors are easily corrected at the design stage but more difficult to
correct when the program has been written. Logic errors need to be detected
and eliminated as early in the development process as possible. That is why it
is important to dry run the algorithm using appropriate test data and then test
the program thoroughly.
A logic error is a mistake in the design of the program, such as a branch to
a wrong statement, or the use of an incorrect or inappropriate mathematical
formula. A logic error will be recognised because the program produces wrong
results or an incorrect display. It is unlikely to produce an error message
because the error is in the program design.
Run-time errors
run-time error ❯ A run-time error is a program flaw detected during program execution,
which may or may not cause the program to terminate abnormally. An attempt
to divide by zero will usually cause a run-time error.
184
11 • Program implementation
Create
Compile Link Execute Maintain
source code
S L
Syntax errors are detected during
compilation. The programmer must Logic errors are detected during execution.
go back to the source code and Unlike syntax errors that cause the compilation
correct the statement containing the process to be aborted, a logic error has no
error before the process can continue such effect. The programmer will detect that
through to the end. a logic error exists when the program produces
results that are unexpected. He/she must go
back to the source code and locate and correct
the statement containing the error before the
process can continue through to the end.
Figure 11.3
Testing our program involves:
• selecting appropriate test data
• using the test data to conduct a dry run on the algorithm
• using the test data to test the program after it has been converted to an
executable form.
During testing, we may discover that we have a logic error or a run-time
error. Both of these can be corrected by debugging our program.
Debugging is the detection, location and Debugging our program starts at the design stage. We must try to eliminate
correction of faults (bugs) causing errors in a logic errors and introduce validation rules to make sure our programs are
program. The errors are detected by observing robust and user friendly.
error messages or by finding unexpected results
in test output. An example of a logic error is:
Arrays
What exactly is an array? To understand what an array is, consider a cup
holder. A cup holder is a container. It is a specialised container that is made
for holding cups. Recognise that the cup itself is a container whose purpose is
Figure 11.4 A cup holder in an example of to hold a beverage, whether hot or cold. A cup holder is therefore like a super
an array. container – a container that holds other containers.
size, type ❯ The holder has a size, 4 in this case. It has a type, in this case it is a soda
locations ❯ cup holder. It has multiple locations, each of which is identified by a unique
index ❯ number, called an index. The first index starts at one, and increases by one
until the index equals the size of the array.
A cup holder is an example of an array.
185
11 • Program implementation
'H¿QLWLRQRIDQDUUD\
An array is a collection of data items of the same type.
'HVLJQLQJ\RXURZQDUUD\
In creating an array to hold data we need to know three things:
array name ❯ 1 what we are going to name it (array name);
size ❯ 2 how big it is going to be (size);
data type ❯ 3 what type of data it will store (data type).
Let us consider that you want an array to store the amount of money you
spent last week for lunch at school. Your array design would look something
Data items are stored in the locations like this:
1 name of array could be lunchMoney;
2 the size needs to be 5 as there are five school days in a week;
3 the type of data is real because we are storing money which has dollars and
cents.
1 2 3 4 Declaring an array in Pascal
To declare an array we have to tell the computer three things about the array:
1 the name or identifier;
Index used to specify particular locations
2 the size of the container;
Figure 11.5 An array has multiple 3 the data type of the container will hold.
locations which it uses to hold data items of
the same type. location
ARRAY lunchMoney: 10.50 9.50 10.50 8.50 values are of data type REAL
1 2 3 4
index
Figure 11.6 Make sure you have all the information needed about an array before you set out to
declare one.
The format of an array declaration in Pascal is:
Var arrayName : ARRAY[1..size] of dataType;
The declaration for our array named lunchMoney would be
Example 11.15 You require an array to store the letter grade you received for
Mathematics, English and Information Technology on your report last year.
In designing our array, we will consider the usual three things:
1 the name or identifier – subjectGrades;
2 the size of the container – 3 as there are three subject grades to store;
3 the data type of the container will hold – type of data is character
because we are storing single letters such as ‘A’, ‘B’ and ‘C’.
The declaration for our array named subjectGrades would be
186
11 • Program implementation
Example 11.16 You have been asked to collect data from each member of
your IT class indicating the number of FaceBook friends that each person has.
In designing our array, we will consider the usual three things:
1 the name or identifier – faceBookFriends;
2 the size of the container – 25 as this the number of students in the class;
3 the type of data the container will hold – the type of data is integer
because we are storing a count of the number of friends that each person
has, whole numbers, such as 50, 515 and 1875.
The declaration for our array named faceBookFriends would be
VAR faceBookFriends : ARRAY[1..25] OF INTEGER;
Example 11.17 Declare an array to store the names of the days of the week.
1 the name or identifier – daysOfTheWeek;
2 the size of the container- 7 as there are seven days in the week;
3 the data type of the container will hold – type of data is string because
we are storing text such as ‘Thursday’.
The declaration for our array named daysOfTheWeek would be
daysOfTheWeek: ARRAY[1..7] OF STRING;
%DVLF2SHUDWLRQVRQ$UUD\V
Now that we are able to declare one-dimension arrays, let us explore some of
the basic operations we can do with them.
187
11 • Program implementation
NameOfArray[index] := value
Activity 11.17 Write a section of pseudocode that uses a 10-element array and a loop to initialise
the array so that the first element contains 1, the second element contains 2, the
third element contains 4, the fourth element 8, the fifth 16 and so on to the end of
the array. Each array element is double the value of the previous array element.
READLN (NameOfArray[subscript])
Examples:
READLN (lunchMoney[2])
READLN(faceBookFriends[5])
READLN(subjectGrades[2])
WRITELN (lunchMoney[2])
Examples:
WRITELN (‘Amount of lunch money for today is ’, lunchMoney[2])
WRITELN(‘Number of friends on facebook is ’, faceBookFriends[5])
WRITELN(‘Grade is ’, subjectGrades[2])
Activity 11.18 Write a program, using a one-dimension array called dayNames, which accepts
an integer day and returns the name of the day. For example, if the number 5 is
entered, ‘Thursday’ should be printed. If an invalid value is entered for day, the
program should print the error message ‘Invalid day entered’.
Traversing an array
To traverse an array means to visit each array location and to carry out an
operation on the value stored there.
When we traverse an array, we travel through the array, visiting each
element from start through to end. A FOR…DO loop is ideally suited for
traversing an array because the counter in the loop can be used as the index to
access each array element.
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11 • Program implementation
Example:
To accomplish this, we will need to declare a loop counter variable that is the
same size as the upper bound of the array. Here is our array lunchMoney:
FOR counter := 1 TO 5 DO
WRITELN(lunchMoney[counter]);
Activity 11.19 A local book club has 10 members. It wants to keep a track of the number of books
read by each member. A program is required to read the name and number of
books read by each member into two one-dimension arrays. The program should
print out a list of members who have read more than 10 books.
Searching an array
Considering that an array is used to store a list of information, it is not a
surprise that there may be a need to search for an item in the list. For example,
an array may store a list of the names of all the persons in your class. We could
search the list for a classmate named Apryl and make a note of the position
that it occupies in the list.
A sequential search may be used to find an element in an array.
sequential search ❯ A sequential search is a method for finding a particular value in a list, that
consists of checking every one of its elements, one at a time and in sequence,
until the desired one is found.
To carry out a sequential search:
1 traverse the array (using a FOR…DO loop)
2 check the necessary condition(s) as the loop statement (using a IF…THEN)
Example:
Assuming that an array named LETTERS is already declared and initialised
with the 26 letters of the alphabet, the following code segment would search
the array and return the position of the letter ‘M’:
FOR index:= 1 TO 26 DO
IF LETTERS[index] = ‘M’ THEN
WRITELN(‘The letter M was found at position ’, index);
Example:
Write a program that searches the array lunchMoney for values greater than
10.00.
PROGRAM printBigValues;
VAR
lunchMoney: ARRAY[1..5] OF REAL;
counter: INTEGER;
BEGIN
lunchMoney[1] := 10.50;
lunchMoney[2] := 9.50;
lunchMoney[3] := 7.00;
lunchMoney[4] := 12.50;
lunchMoney[5] := 8.50;
FOR counter := 1 TO 10 DO
IF (lunchMoney[counter] > 10) THEN
WRITELN(‘On day ’, counter, ’ you spent ’, lunchMoney[counter]);
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11 • Program implementation
Example:
Write a program that stores the values 1 to 100 inclusive in an array, and then
print out all the even numbers.
Program printEvenNumbers;
VAR
numStore: ARRAY[1..100] OF INTEGER;
counter: INTEGER;
/* Array traversed twice, the first time to write the value to the array, */
/* the second time to read the value and print the even numbers. */
BEGIN
FOR counter := 1 TO 100 DO
numStore[counter] := counter;
FOR counter := 1 TO 100 DO
IF (numStore[counter] MOD 2 = 0) THEN
WRITELN(numStore[counter]);
END.
Activity 11.20 Write a program that checks for a sequence of values within an array. For example,
given the word TOPOLOGY, the program should check whether the characters ‘LO’
are in the word and if so, should print the index number of the characters.
Summary
• There are five generations of programming languages.
• The binary machine code that the processor understands is the first generation.
• assembly language is the second generation.
• Pascal is an example of high-level third generation language.
• Fourth and fifth generation are languages that focus on specifying the problem rather than how it will be solved.
• A program is compiled by eliminating all the syntax errors so that the compiler can convert the high-level language
into machine code known as the object code.
• Linking the object code with the operating system features produces the executable code.
• Loading the program from backing storage, the hard disk drive, into memory is performed by the operating system.
• The processor then executes the program.
• Test data is selected to check the program produces correct result in all situations.
• Program documentation consists of internal documentation and external documentation.
• Internal documentation is used by other programmers who may need to understand the program.
• External documentation is used by end users of the program.
• An array is a collection of data items of the same type.
• Every array has a name, size and data type.
• Arrays are declared in Pascal: Var arrayName : ARRAY[1..size] of dataType.
• Element in an array can be accessed individually by using an integer index.
• In a program a FOR loop can be used to traverse through the elements of an array.
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11 • Program implementation
Answers to ITQs ITQ1 First generation machine code. and translate it into machine code but
ITQ2 Any THREE from: Fortran, a compiler does this only once and
ALGOL, COBOL, Pascal, C, C++, C#, produces object code. An interpreter
Java, BASIC and Delphi. translates the source code into
machine code every time the program
ITQ3 In a high-level language one
is run.
instruction is translated into many
machine code instructions, a low- ITQ5 Linking and loading.
level language one instruction is, ITQ6 Computer programmers who
or converts into, one machine code have debug, maintain or extend the
instruction. functionality of the program.
ITQ4 Both interpreters and ITQ7 Syntax errors will be
compilers take correct source code identified during compilation.
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11 • Program implementation
10 Which of these statements about 1-dimensional arrays 13 Is the process of finding errors in pseudocode,
is true? understanding why they occurred, and correcting them.
(A) Elements in the array must all be of the same (A) compiling
type. (B) debugging
(B) Elements in the array must all be integer. (C) dry running
(C) Elements in the array must never contain 0. (D) testing
(D) Elements in the array can be of different types. 14 ____________ is the process of manually tracing
11 If age and rate are numeric variables and dept is a through an algorithm to check for logical correctness.
character variable, which of the following statements (A) compiling
is invalid? (B) debugging
(A) age = 23 (C) dry running
(B) dept = ‘A’ (D) testing
(C) dept = ‘Sales’ (E) running a program that converts pseudocode
(D) rate = age into a flowchart.
12 Which data type is MOST appropriate for storing a 15 The first row in a trace table contains:
value representing the weight of a bag of rice? (A) the names of the variables
(A) character (B) the name of the algorithm
(B) integer (C) the name of the author of the algorithm
(C) real (D) your name and today’s date
(D) Boolean
Structured Questions
1 There are five generations of programming languages. d Write the order of index numbers that would
For each generation, state TWO features that output the letters LUBE. [1]
distinguishes it from the others. [10] e Write a fragment of code to search the array
for the letter ‘U’, and return the index
2 Many problems can occur when writing a program.
location. [3]
a Programmers often say that they had to debug
5 Write a program to declare a 6 index array named
a program. What is debugging? [2]
SPECIAL. The program should:
b Use examples to explain the difference
between syntax errors and logic errors. [4] a initialise the array to store empty spaces; [2]
c What is the role of the compiler in program b store # in locations 2 and 3; [2]
implementation? [1] c store $ in location 4; [1]
d Name the program implementation step that d count the number of empty spaces in the
occurs immediately before program execution. [1] array; and [3]
e print the number of empty spaces to the
3 Documentation for a program is important.
screen. [1]
a Suggest FOUR items that might be included in
6 State what is accomplished by the following program
the internal documentation of a program. [4]
segment:
b Describe TWO features that can be incorporated
into source code to improve its readability. [4] PROGRAM sample;
4 Parts (a) to (e) are based on the following array called VAR square : ARRAY [1..100] OF integer;
LETTERS. count : integer;
BEGIN
CONTENTS B L U E FOR count := 1 TO 100 DO
INDEX 1 2 3 4 BEGIN
a State the size of the array. [1] square[count] := sqr(count);
b What is the data type of the array? [1] WRITELN(square[count]);
c Write the statement that would change the END
contents of the array at index number 1 to ‘G’. [1] END
192
11 • Program implementation
7 What is the output of the following program? [6] 9 An array, MONTHS, contains the names of the 12
months and another array, DAYS, contains the number
PROGRAM Simple_Arrays;
of days in each month (31, 28, 31, 30, 31, 30, 31, 31,
VAR count,index : INTEGER;
30, 31, 30, 31).
automobiles : ARRAY[1..12] of INTEGER;
BEGIN FOR counter := 1 TO 12 DO
FOR index := 1 TO 12 DO IF DAYS[counter] = 31) THEN
automobiles[index] := index + 10; WRITE (MONTHS[counter]);
WRITELN(‘This is the first program with an array’); ENDIF
WRITELN; END
FOR index := 1 to 12 DO
a What is the data type of the array DAYS? [1]
WRITELN(‘automobile number’,index:3’, has
b What is the data type of the array MONTHS? [1]
the value’,automobiles[index]:4);
c What is the output of the section of
WRITELN;
pseudocode algorithm given above? [1]
WRITELN(‘End of program’);
d Discuss the advantages of using arrays instead
END
of individual variables in this context. [3]
8 Arrays are often used when writing algorithms. e Give the correct term for looking through an
a Explain the advantages of using an array array selecting particular items in this way. [1]
instead of individually named variables. [2]
b Write a program segment to perform a linear
search of a 12-element, 1-dimensional array
named ‘TIMES’ searching for a value of 27. [5]
Further practice
1 You are employed at General Painters as their A by xx marks’, where xx represents the difference
estimator and are required to prepare quotations for between 80 and the average marks obtained.
painting jobs.
3 The St Luago Micro Finance Company (SLMFC)
a You have been asked to create a program that provides loans to small business operators at an
will: interest rate of 5.25%. All loans are given for a period
i set the rate ($ per square foot) that will be of 2½ years. You are required to:
charged for painting a write a program to compute the total interest to
ii set the rate (minutes per square foot) at which be paid as well as the monthly payment (principal
one painter works + interest), assuming that the amount is repaid
iii accept the total length and total width of the in equal instalments over the life of the loan.
area to be painted Interest is computed using the formula (principal
iv compute the price and time to paint the area * rate * time)/100 .
b The output should read: b test your program with loan amounts (principal)
Estimated cost to paint 9999 square feet is of $1,000, $15,000 and $17,500.
$999.99.
The job is estimated to take 99 hours and 9 4 A program is required to simulate the divide function
minutes. of a calculator that will carry out computations on
Thank you for the opportunity to quote. integers only. The program’s header and declaration
section appears below:
(Note: In the output above, 9999, $999.99, 99
and 9 are all used as placeholders for the area to PROGRAM calculator;
be painted, price charged for painting, and time VAR num1, num2, result : integer;
to paint (in hours and minutes) respectively. Your operation : char;
output should include the actual values.) a Write a program to:
c Modify the program to accept the number of i accept and store integer values in variables
painters that will complete the job and re- num1 and num2
compute the time taken to complete the job. ii accept a character, ‘D’, to represent the
2 Write a program to prompt for and accept three test operation DIV, or a character ‘M’ to represent
scores and compute their average. If the average the operation MOD
is greater than or equal to 80, print the message, iii perform the operation indicated
‘Congratulations: you scored an A this term’, iv print the output using the format:
otherwise, print the message, ‘Sorry, you missed an num1 operation num2 = result
193
11 • Program implementation
b Test the program using the following data: e If the topUpbonus > 0, print the following
statement as well:
num1 num2 operation result output Congratulations! You received <<topUpBonus>>
6 2 D 3 6 DIV 2 = 3 in bonus credit.
4 2 M 0 4 MOD 2 = 0 (Note: Replace <<topUp>> and <<topUpBonus>>
7 2 D 3 7 DIV 2 = 3 with the actual values.)
10 3 M 1 10 DIV 3 = 1
9 Students at Possibility High School can graduate with
11 2 D 5 11 DIV 2 = 5
an Honours Diploma if their overall score is greater
7 2 M 1 7 MOD 2 = 1
than 80% and their attendance is 75% or higher. Write
9 2 D 4 9 DIV 2 = 4
a program to accept a student’s name, their overall
5 Write Pascal code to implement the following score and their attendance. The program should print
algorithm: a statement in the following format:
START Possibility High School
READ a, b *********************
IF a * b > 100 THEN Name: Xxxxxxxxxxxx
WRITE ‘product is greater than 100’ Score: 90%
ELSE Attendance: 85%
WRITE ‘product is less than or equal to 100’ Status: Okay to graduate
END IF 10 The Double Secure Security Company pays an hourly
END rate to its security guards. Guards who are paid time
6 Write a program to: and a half (1.5 times the hourly rate) for all hours
a prompt for and accept integer values into they work in excess of 40 hours. No security guard is
variables numX and numY allowed to work more than 60 hours per week. Write a
b subtract numY from numX and store the value program that:
obtained in a variable named difference a sets the hourly rate to $7.25
c display the message ‘Both values are equal’ if b accepts and validates the number of hours worked
difference = 0. Otherwise, display ‘The values are c computes the pay due for the month
not equal’. d prints a pay slip for the security guard showing:
7 Write a program to accept two real number values i name
from the user and compute and print their sum, ii total hours worked
product and absolute difference. For example, if the iii a breakdown of the hours worked as regular
values 8 and 9 are entered, the program should print: and overtime
iv the total pay due
The sum of 8.5 and 9.5 is 18
v a breakdown of the pay as regular pay and
The product of 8 and 9 is 80.75
overtime pay.
The difference between 8 and 9 is 1
11 Julie teaches Principles of Business at Possibility High
(Note: The absolute value (or modulus) |x| of a real
School. The number of students in any given year
number, x, is the non-negative value of x without
ranges between 20 and 30. She requires a program to
regard to its sign.)
compute the class average for each test, as well as
(Hint: Use a conditional statement to output the the highest and lowest score gained. Write a program
absolute difference.) that:
8 Caribbean Cellular gives each customer 20% more a accepts and validates the number of students in
credit (topUpBonus) with every phone credit (topUp) the class
over $20. Write a program that will: b accepts the score on a test for each student in the
a set the topUpBonus to 20% class
b accept the topUp amount c determines the lowest score, highest score and
c compute the topUpBonus, if applicable average score
d print the following output for all customers: d prints the lowest score, highest score and average
Your top up was successful. Your account was score, complete with suitable labels.
credited with <<topUp>>.
194
12 By the end of
Mastering word
processing
Concept map
Word processing
page formats:
background
margins to pages
headers & footers
gutter
12 • Mastering word processing
A word processor is a text manipulation tool and this makes it one of the main
applications used on personal computers worldwide. From letters and reports
to stories and books, a word processor is a flexible and powerful tool when you
need to create great looking documents.
In this chapter, we will help you to master word processing. You will need
to spend a considerable amount of time practising at the computer. To help
you, we have included numerous practical exercises that will help you develop
all the skills needed.
Document Creation
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12 • Mastering word processing
Table 12.1 Some basic word processing features. These terms are common to all word-processing programs including Microsoft Word and Open
Office Writer.
Prepares letters,
envelopes and labels
for mass mailing
Find and replace is
Creates bullets a powerful text
and numbered lists editing feature
Bulleted list
Character formatting
features such as bold may
be used for text emphasis
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12 • Mastering word processing
Figure 12.3 When you open Word, you see two things, or main parts: (1) The ribbon, which sits
above the document, and includes a set of buttons and commands that you use to do things in and
with your document (like save it); and (2) a blank document, which looks like a white sheet of paper
and takes up most of the window.
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12 • Mastering word processing
Drop-down
list
Figure 12.4 The Ribbon is new to Microsoft Office 2007 and Microsoft Office 2010. The buttons
and commands are arranged in groups and the groups are arranged in tabs.
Creating a document
After opening a new document in Microsoft Word, there are three basic ways
to get text and illustrations into your document:
1 Using the keyboard and mouse to type text or to manipulate graphic objects;
2 Importing content from an existing document; and
3 Copying text and illustrations from a website or another application.
We will explore each of these.
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12 • Mastering word processing
If you make a mistake while typing, just press the BACKSPACE key to
‘erase’ the incorrect characters or words.
Microsoft Word is an example of a WYSIWYG (What You See Is What You
Get) so what you see on the screen is what the final document will look like.
WYSIWYG works best in Print Layout.
How to change to print layout view
View ❯ Document Views ❯ Print Layout
1 Click on the View tab.
2 Click the Print Layout button in the Document Views group.
2 Observe how the text wraps to the next line as the insertion point approaches
the margin.
3 Save your document as Rationale Part 1 using the File ❯ Save command (see
Figure 12.5).
STEP 1
Activate the
File tab.
STEP 2
Click the
Save As
button.
STEP 3
Select the location
where the file will
be saved
STEP 4
Type the
filename.
STEP 5
Click Save.
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12 • Mastering word processing
Microsoft Word will automatically wrap onto the next line when necessary so your version may
not look exactly like this.
Importing a document
In many cases, some of the text needed to create a document already exists
in one or more documents. Since the text already exists, there is no need to
retype it.
For example, a publisher working on a dictionary may have a team of
26 people, one for each letter of the alphabet. Just before publication the 26
individual documents will need to be combined into the final dictionary.
There are two options to import from a document created in another
program. The option that you choose depends upon how much text you want
to import. The options are described in Table 12.2.
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12 • Mastering word processing
STEP 1
Select the
location where
the file is saved.
STEP 2
Select the file
to insert.
STEP 3
Click insert
Figure 12.7 This is what the new document looks like after importing the file Rationale Part 2.
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12 • Mastering word processing
(a)
Figure 12.8 (a) A two-column format has been applied to selected text; (b) the Columns dialogue box shows the setting in effect for the diagram.
It is sometimes necessary to make one column shorter than the other. This
is done by inserting a column break.
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12 • Mastering word processing
Local student James Jones who attends Trinity High School had an
accident last week. On Thursday last week James was cycling home from
school in a high wind when a sudden gust blew him into a dustbin on
Main Street. Although James was unhurt, the contents of the bin were
spilled onto the pavement. The wind immediately caught the rubbish and
swept it down the street. James made it home safely.
To make amends James and his friends are planning a litter pick on
Main Street to clear up all the rubbish on Saturday. If you would like
to help James out, meet at the bus stop on Saturday at 10 o’clock.
Refreshments will be provided compliments of the St. Luago National
Bank and TV7 will be on hand to capture the events.
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12 • Mastering word processing
Tables
Tables are useful for organising data. A table consists of rows and columns. The
intersection of a row and a column is called a cell. Text is written in the cells
and these cells may be resized, merged, coloured or may even have borders
added to them.
How to insert a table
Insert ❯ Table ❯ [select number of rows and columns]
Figure 12.10 The Insert table command. 1 Position your cursor where you would like to insert the table.
2 Open the Insert ribbon.
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12 • Mastering word processing
3 Click the button and drag the cursor onto the grid that is displayed.
4 Move the cursor over the grid until you highlight the numbers of rows and columns
required.
5 Release the mouse button and the table will appear in the document.
For more control over the table size, click the Insert tab, click Table, and then click Insert Table.
You can then set the exact number of rows and columns. Use the AutoFit behaviour options to
adjust the table’s size.
Figure 12.11
Once a table is selected the Table Tools Design and Layout tabs also appear,
with options for choosing different colours, table styles, and borders.
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12 • Mastering word processing
Clip art
Inserting Clip Art
A piece of clip art is a ready-made computerised graphic that can be used to
decorate a document.
The Clip Art button is located in the Illustration group on the Insert tab.
When an object is selected, eight small black squares, called handles, appear
around the border of the object. These may be used to reposition the object.
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12 • Mastering word processing
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12 • Mastering word processing
Alternatively, you can check ‘Use the Insert key to control overtype mode’.
This allows you to toggle (change) between insert and overtype mode using
the Insert or Ins key on the keyboard.
How to use insert key to control overtype mode
File ❯ Options ❯ Advanced
1 Click the File tab to see the Backstage view.
2 On the menu, click Options.
3 On the Word Options dialogue box, click Advanced.
4 In the Editing section check the:
a ‘Use overtype mode’ box; and
b ‘Use insert key to control overtype mode’ box.
5 Click OK.
Figure 12.12 Editing options for working with Word: (1) drag-and-drop editing is turned on and
(2) overtype mode is turned off.
Figure 12.13 The Insert indicator appears on the taskbar when the type-over mode is on.
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12 • Mastering word processing
Activity 12.9 1 Turn on the overtype mode from the Advanced Options dialogue.
2 Type the following passage:
Block operations
An advantage of word processing is the ability to move sections of text – a
block operations ❯ block – from one part of the document to another. Block operations allows
you to be more creative and flexible with your documents. For example, you
may have a collection of poems in a document but would like to experiment
with their order to see which sequence is most effective. Simply dragging and
dropping a line from one place to the next is likely to be more effective than
retyping. Block operations include the cutting, copying and pasting. Word-
processing packages use the clipboard to manage the cut, copy and paste
operations.
The clipboard is a temporary area where applications can store items for
future use.
Selecting text
Text to be edited must first be selected. It is customary for word processor users
to call this activity ‘highlighting’. This is incorrect as highlighting is a formatting
feature. When text is selected, it appears highlighted, hence the confusion.
Whereas the highlighting of selected text is temporary (it is removed as soon as
the editing operation is complete). When the text highlight feature is used, the
text remains coloured until the format is removed.
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12 • Mastering word processing
Operation Icon How to use the tool to carry out the operation
Cut After selecting some text, choosing Cut causes it to be sent to the
clipboard. The selected text disappears from its current position.
Copy After selecting some text, choosing Copy causes an identical copy
of the selected text to be sent to the clipboard. The selected text
remains where it was and the Paste icon is enabled.
Paste The contents of the clipboard can be pasted by first clicking the
location where the text should appear, and then choosing Paste.
Using drag-and-drop
drag-and-drop ❯ When we want to move some text, an alternative to cut-and-paste is drag-
and-drop text editing. The drag-and-drop text editing feature may be turned
on/off by checking the ‘Allow text to be dragged and dropped’ option in the
Advanced Word Options menu (see Figure 12.12).
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12 • Mastering word processing
➀
There was a student from St Lucia
Who worked all day on a computer.
She worked so hard to produce a card,
She really impressed her tutor.
ITQ3 ➁
Explain how you would move limerick There was a teacher from Montserrat
3 and place it above the first limerick. Who used a blackboard in his act.
He became such a bore until he changed to use a projector.
Now his lessons have a great impact.
➂
There was a girl from Tobago
Who had to design a new logo.
The computer was the tool, the logo was so cool,
So why don’t you have a go?
3 Highlight the first limerick and then select Home ❯ Clipboard ❯ Cut (this moves
the first limerick onto the Clipboard)
4 Move the insertion position to the end of the document and select Home ❯
Clipboard ❯ Cut (the first limerick has now become the last limerick in the
document)
5 Do NOT close or save the document as it is needed for the next exercise.
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12 • Mastering word processing
Undo Repeat
ITQ4
Your cursor position is just past the
last letter of a word. What combination
keystrokes can you use to delete the
entire word?
Colour Meaning
Red underline This indicates either a possible spelling error or that Word doesn’t recognise a
word, such as a proper name or place.
Green underline Word thinks that grammar should be revised.
Blue underline A word is spelled correctly but does not seem to be the correct word for the
sentence. For example, you type ‘too’, but the word should be ‘to’.
Table 12.5 Microsoft Word warning system for spelling and grammar mistakes.
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12 • Mastering word processing
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12 • Mastering word processing
Figure 12.16 The Find and Replace feature may be used to replace all occurrences of Eastern Caribbean Dollar with
$ECD.
Anguilla: The small island of Anguilla only covers 35 sq. miles. The
currency of Anguilla is the Eastern Caribbean Dollar.
Antigua and Barbuda: Keen bird watchers may want to visit Barbuda.
The currency of Antigua and Barbuda is the Eastern Caribbean Dollar.
Grenada: Along with Grenada itself, tourists may take the opportunity
to visit Carriacou and the small island of Petit Martinique. The
currency of Grenada is the Eastern Caribbean Dollar.
Saint Lucia:7KHFDSLWDORI6DLQW/XFLD&DVWULHVKDVD¿QHFDWKHGUDO
The currency of Saint Lucia is the Eastern Caribbean Dollar.
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12 • Mastering word processing
Formatting
The format of a document refers to the way all the elements of a document –
text, pictures, title, headers and footers – are arranged on a page. The final
format of a document depends on how and where a document will be
used. Committee documents will be formatted in a different way from legal
documents and also from documents such as technical reports, newsletters and
memoranda.
formatting ❯ Formatting is a process during which the layout and appearance of
elements in a document are changed.
Three types of formatting may be applied to a document – character,
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making the text italic);
Web:
dǁŝƩĞƌ͗
macmillan-caribbean.com
ƚǁŝƩĞƌ͘ĐŽŵͬŵĂĐĐĂƌŝďďĞĂŶ
4 make information technically correct (for example, where subscripts and
Facebook: ĨĂĐĞŬ͘ĐŽŵͬŵĂĐŵŝůůĂŶĐĂƌŝďďĞĂŶ
superscripts are needed);
Figure 12.17 A well-formatted document. 5 facilitate their use (for example, printing a document with a 0.5 inch gutter
to facilitate binding).
Now look at the list presented above. Observe that the use of a numbered
list makes it easy to determine the number of reasons. Selections and use of
appropriate formatting features help a document to communicate with its reader.
Without the numbers, the text would look like this:
We format documents to improve their readability; improve their overall
appearance; add emphasis (for example, the word ‘emphasis’ has been
emphasised by making the text italic); make information technically correct
(for example, where subscripts and superscripts are needed); facilitate their use
(for example, printing a document with a 0.5 inch gutter to facilitate binding).
Can you tell just by glancing at the paragraph how many reasons have been
put forward for formatting documents?
Formatting features may be applied in a variety of ways including the use of
the Menu tab and keyboard shortcuts. Before a format is applied, the element
to be formatted must first be selected.
Character formatting
Most or all documents are likely to contain at least one element – text. Text is
ITQ5 written using a font or typeface, which is a set of letters that share a unified
What will be accomplished by pressing design. Font size is measured as point size, abbreviated pt. The main portion of
Ctrl + spacebar? text in a document is called the body. Body text is usually written in 8, 10 or
12 pt. Titles are usually either a few point sizes bigger than body text or, if it is
the same size, the title is emboldened.
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12 • Mastering word processing
Paragraph formatting
Paragraph formatting is used to change the appearance of body text on a page.
Whether you are producing a one-page letter, a 10-page Principles of Business
SBA or a club newsletter, formatting may include one or more of the features
listed in Table 12.6.
Figure 12.19 The word processor allows you to use many different characters attributes.
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12 • Mastering word processing
ITQ6
Titles sometimes look better when centred!
Alignment is important in helping text convey meaning. Usually, body text
The heading of your document is
is left aligned. There are, however, some special cases, especially when doing
‘THE IMPORTANCE OF DOCUMENT
display work (such as programmes, menus and posters cards) when body text
FORMATTING’. In addition to bolding
has to be centred. Note that the spacing of this paragraph is 1.0 (single line
and italicizing, state TWO other
spacing). An easy way to set the spacing to single is to press Ctrl+1.
formatting features that may be applied
to the heading to emphasize it. This paragraph is left aligned and justified. Look at how the text is aligned on
both left and right margins. The spacing on this paragraph is 1.5 (line and a half
spacing). An easy way to set this spacing is to press Ctrl+5. The next paragraph is
centred and has a border around it. Borders are very handy and may be used in
a wide variety of ways to make a document look better. Add shading to an area
enclosed by a border and your document begins to pop!
Just to recap, the formatting features used so far in this chapter are shown
as a sorted, bulleted list below:
• alignment • font style
• bold • shading
• border • strikethrough
• double strikethrough • subscript
• font colour • superscript
• font size
Check the list. Have we missed any? Yes, we have. We did not include
bullets or sorting. Because the list is sorted in alphabetical order, it makes it
easy for a reader to check whether an item is in the list. A numbered list was
used earlier in this chapter.
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12 • Mastering word processing
Page formatting
Word processors now provide a wide range of features for formatting pages.
Page Setup Page Background These features are arranged in two groups on the Microsoft Word Page Layout
tab – Page Setup and Page Background.
Margins Watermarks One of the first steps in creating a document is to set up your page. Start by
Orientation Page colour selecting your page size, after which you set the orientation, followed by the
margins. If you need multiple columns, ensure that this is set after the size,
Size Page borders orientation and margins.
Column Page background features should be set after you have edited your
document. Watermarks are useful for identifying documents as ‘DRAFT’,
Table 12.7 Page formatting features. ‘CONFIDENTIAL’ or as an ‘ORIGINAL’.
Activity 12.17 1 Look at a magazine and list all the word-processing functions that have been
used to create an article. For example, font style, multiple columns and page
numbers.
2 Record the results in your portfolio.
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12 • Mastering word processing
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12 • Mastering word processing
Applications are invited for the following positions for the upcoming school year:
Chef
A valid Food Handler’s Permit is a requirement
Must have a valid driver’s license
The Chairman
c/o The Principal
Possibility High School
39 Can Do Drive
St Augustine
Trinidad
221
12 • Mastering word processing
2 3 4
ITQ9
Your word processor assumes a paper 1
222
12 • Mastering word processing
223
12 • Mastering word processing
Font size 22
Text centre
Font style: bold
Title case
Bottom border
National Shrimp Day
Dateline – May 10, 2012
First line indented
Font style: italic
Line spacing: single While you’re frying up shark and bakes (in Trinidad), ackee and salted fish (in Jamaica)
Alignment: left or even roasted breadfruit and fried Jack fish (St. Vincent and the Granadines), Americans
were busy cooking up something else – shrimps.
Grab some fresh fruit of the sea, today is May 10 – National Shrimp Day!
First line indented Whether you bake, boil, fry, grill, put ‘em in a stew, serve ‘em Southern-style with grits,
Font style: regular stir into a scampi or stick on top of a cocktail, shrimp can be served so many ways, you’ll run
Line spacing: single out of daylight first.
Alignment: justify
• Shrimp is at the heart of Asian cooking, at the base of soups or used for flavouring
• In Spain, folks like to toss them in with paella
Bulleted list
Line spacing: 1.5 • Italians include shrimp in their pasta dishes
Font style: bold
Underline • Coconut shrimp is a favourite in Caribbean cuisine
• Curried shrimp is alive and well in Southeast Asia.
• Fried shrimp is king here in the U.S.
But no matter where you are, you’ll have to peel and devein those little beauties first.
Alignment: justify 1. The shell is easy to detach – just hold the tail and peel away.
Numbered list
Lines spacing: double 2. To get rid of the digestive tract, just cut a slit in the back of the shrimp and remove
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12 • Mastering word processing
Summary
• A word processor is a computer application used for the production (including composition, editing, formatting, and
possibly printing) of any sort of printable material.
• Default settings are a standard set up for font size, font type, page size, margins and other features.
• Word processors allow you to divide your document into columns to enhance the formatting of your document.
• Tables, consisting of rows and columns, are useful for organising data.
• Graphic elements include charts, clip art, pictures, shapes, SmartArt and WordArt.
• Graphic elements may be inserted, resized, repositioned and formatted so they interact with text in a range of ways.
• Editing is the process used to prepare a document for publication or presentation by correcting, revising or adapting
text.
• Microsoft Word has two typing modes: insert mode and overtype mode.
• The clipboard is a temporary area where applications can store items for future use.
• Spelling and grammar is a feature that Microsoft Word provides to automatically detect and suggest corrections for
spelling and grammar mistakes in a document.
• The format of a document refers to the way all the elements of a document – text, pictures, title, headers and
footers – are arranged on a page.
• Paragraph formatting is used to change the appearance of body text on a page.
• Headers and footers may include both text and graphics.
• An endnote is a note at the end of the document, often used for references.
• A footnote is a portion of text in the footer area of a page, often used to clarify or comment on the text on the page.
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12 • Mastering word processing
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12 • Mastering word processing
Structured questions
JAM CELLULAR
Front Street, St. Phillipsburg, St. Maarten
Tel: 702-2700 ■ sales@jamcellular.net
Mr Dempster Mouse
12 Redcliffe Boulevard
St. Phillipsburg
Dear Mr Mouse:
We are in receipt of your complaint dated October 17, 2014. We apologise for the
inconvenience caused and assure you that we have been doing everything possible to minimise
the disruptions to your business. I have instructed my service team to:
Please feel free to contact me at ANY TIME from 8:00 AM – 8:00 PM by dialling 791-2386.
Yours sincerely,
Michelle Ollivierre
Technical Services Manager
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12 • Mastering word processing
2 Look carefully at the document below and answer the 3 Look carefully at the document below and answer the
questions that follow. questions that follow.
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12 • Mastering word processing
Further practice
1 Possibility High School has redesigned its permission slip. All students who intend to leave the school compound
during the school day must take a signed permission slip to the school office. Save the document as Permission Slip.
If you would like your child to participate in this event, please complete, sign and
return the following statement of consent and release of liability.
✁
I hereby consent to participation by my child/guardianship, _______________, in
the event described above. I understand that this event will take place away from the
school grounds and that my child/guardianship will be under the supervision of the
designated school employee on the stated dates. I further consent to the conditions
stated above on participation in this event, including the method of transportation.
Address
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12 • Mastering word processing
2 Design an application form as follows. 1979 under Lome II, many years before it became
a Design an application form for the St Luago a member of CARICOM in July 1995’.
Housing Construction Corporation on letter size f Underline the phrase ‘observer status’ in the
paper (8½” × 11”) using suitable features of a paragraph below the membership list.
word-processing application. g Insert the following as the second paragraph.
b The left and right margins of the form must be All Participating States, with the exception
0.8” The top and bottom margins must be set to of Cuba, are signatories to both the ACP/
1.0”. European Union Cotonou Agreement and the
c The following information must be included: CARIFORUM-European Community Economic
Header Company name, address, telephone number and Partnership Agreement (EPA). In this regard,
e-mail address they benefit directly from regional resources
under Caribbean Regional Indicative Programmes
Body Section A: Applicant data − name (first, middle
financed by the European Development Fund
and name), full address(street and parish), contact
(EDF) and also belong to the preferential trade
details (landline, mobile and e-mail)
arrangement with the European Union.
Section B: Employment History (must capture h Spell check the document.
dates of employment, place of employment and i Change your margins to 2.54 cm (1.0 inch) all
job title/position for the past 10 years) around.
j Bold and italicise every reference to the word
Section C: Banking Information (bank name, CARIFORUM.
address, account type and account number) k Change the line spacing to 1.5. Keep the bulleted
lists to single spacing.
Footer Enter the following text ‘Last revised 04/2013’ l Justify the document.
m Enter your name, form and date in the header at
d There should be a space for the applicant’s right.
signature. n Save your work and print your document.
e Save the document as AppForm.
4 Reproduce the following table.
3 You have been asked to prepare a report on
CARIFORUM. The report should be produced using a Greenhouse Molecular Contribution Global Warming
word processor and should be formatted according to Gas Formula To Greenhouse Potential (GWP)
the requirements below. You are required to: Effect
a Type the passage in the figure using Garamond Water Vapour H2O 36–70% N/A*
size 12. Save the document as FinalReport.doc Carbon Dioxide CO2 9–26% 1
b Insert the title ‘Caribbean Group of African, Methane CH4 4–9% 25
Caribbean and Pacific States (CARIFORUM)’. Nitrous Oxide N2O 3–7% 298
c Centre the title, increase its font size to 16 and *A GWP cannot be applied to water vapour because the
apply the bold font style. amount of water vapour in the atmosphere is determined by the
d Sort the membership list in alphabetical order. atmospheric temperature.
e Insert the following as a footnote reference to
Suriname − ‘Suriname joined the Convention in
5 Use appropriate features of a word processor to recreate the table shown below.
February
January
March
June
Total
April
May
TOTAL ➢
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13 By the end of
Mastering
presentations
Concept map
Presentations
which allows creation of which contain are efficiently navigated using either
new presentations using
which have
which are
which contributes to
effective communication
13 • Mastering presentations
Presentations
presentation ❯ Presentation is a practice of showing and explaining the content of a topic to
an audience or learner.
A presentation is a set of visuals prepared using special-purpose software.
Notice that we have two definitions above for presentation. The first
definition refers to an activity whereas the second refers to a document
prepared using application software such as Microsoft PowerPoint or
OpenOffice Impress. PowerPoint is the most widely used presentation software
so we will use it in this chapter for our activities.
In the old days, presentations were done using either a 35 mm projector
or an overhead projector. Nowadays, presentations are usually done using a
notebook computer connected to a multimedia projector. Presentations are
used to enhance a public address by letting the audience see text and images
that promote what the speaker is saying. Presentations are also used in
lectures, to present project reports and effectively present sales and marketing
ideas. The inclusion of multimedia elements such as animations, sound and
video enhances the experience of the persons viewing the presentation.
(a) (b)
(c)
Figure 13.1 (a) Overhead projector; (b) 35mm projector; (c) multimedia projector.
ITQ1
A new slide may be inserted from the
New Slide drop-down list in the Slides
group on the Home tab. In addition to a
Title Slide, and a Blank, list THREE other
slide designs that may be inserted into
a presentation.
Figure 13.2 (a) A title slide showing placeholders for a title and subtitle; (b) a slide with
placeholders for bulleted text and content.
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13 • Mastering presentations
placeholder ❯ A placeholder is anything that shows the space reserved on a slide for a
piece of text or artwork.
slide layout ❯ A slide layout (or slide type) is the arrangement of placeholders on a blank
slide in preparation for a combination of a title, text and content. Content
includes tables, images, media clips, WordArt and organisation charts and other
graphic elements.
It is important for you to carefully plan your presentation on paper before
you attempt to create the presentation using PowerPoint. When you adopt this
approach, you will be able to select the most appropriate slide types and this
will make the process easier. Additionally, your presentation will appear well
designed and will be well received by those viewing it.
Depending on the type of presentation you are creating, you may use
several different slide layouts or just keep repeating the same few. A popular
slide type is the bulleted list slide, used to enter key points or statements about
your topic. When creating the list, pressing the Enter key on the keyboard adds
a new bullet for the next point you want to add.
A design template is a file that contains the styles in a presentation,
including the type and size of bullets and fonts; placeholder sizes and
positions; background design and fill colour schemes. These are similar to the
Figure 13.3 Some useful slide layouts.
presentation wizards you might find in earlier versions of the software as they
help you to build a suitable presentation.
design template ❯
PowerPoint provides design templates that you can apply to a presentation
to give it a fully designed, professional look. Using the Themes section of the
Design tab, you can preview and apply a design template to your presentation.
The template can be applied to all slides or selected slides, and you can apply
more than one type of design template in a single presentation. You can save
any presentation you’ve created as a new design template, and it will be
available in the Slide Design task pane.
transitions ❯ Slide transitions are the visual movement as one slide changes to another.
animations ❯ In PowerPoint, animations are visual effects applied to individual items on
the slide such as graphics, titles or bullet points, rather than to the slide itself.
PowerPoint offers a variety of animation tools, all of which add impact to a
particular presentation. These include effects that decide how text and images
ITQ2
ITQ1 enter and leave the screen (fly in, drive in, flash once, typewriter, drop in). It
What is the main difference between also includes a series of additional effect that add emphasis to element of your
slide animations and slide transitions? presentation (camera effects, laser, reverse text). These elements are all part of
the PowerPoint custom animation tools that can be found on the Animation
ribbon. Custom animation also allows you to add timing to the presentation
and sound effects.
header and footer ❯ Text may be added to the header and footer area of each slide in a
presentation. It is recommended that you include a slide number and the date
of the presentation in the footer. To access headers and footers, use the options
located in ‘Text’ group of the ‘Insert’ Ribbon.
slide master ❯ A slide master stores information about the theme and slide layouts of a
presentation, including the background, colour, fonts, effects, placeholder sizes,
and positioning.
Every presentation contains a slide master that allows you to make style
changes to every slide in your presentation from one place.
You can access the slide master in the ‘View’ ribbon in PowerPoint.
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13 • Mastering presentations
speaker notes ❯ Speaker notes are notes added to the presentation slides as a reference
for the presenter. An area of a PowerPoint or OpenOffice Impress slide that
is hidden during the presentation is reserved for notes for the speaker. Here
the presenter will jot important key points that he wishes to cover during the
presentation.
Figure 13.4 A PowerPoint window in Normal view showing (a) Outline tab; (b) Slide pane; (c) notes
area; (d) drawing toolbar; and (e) task pane.
The speaker can print these notes out, accompanied by a thumbnail version
of the appropriate slide, to keep as a handy reference to use when he is making
his oral presentation.
For example, you can have your text bullet points fly in from the left, one
word at a time, or hear the sound of applause when a picture is uncovered.
Presentation views
PowerPoint has three main views:
• Normal view is the main editing view, which you use to write and design
your presentation. It is also commonly known as Slide view. The view has
three working areas: on the left, tabs that alternate between an outline of
your slide text (Outline tab) and your slides displayed as thumbnails (Slides
tab); on the right, the slide pane, which displays a large view of the current
slide; and on the bottom, the notes pane.
slide sorter view ❯ • Slide Sorter view is an exclusive view of your slides in thumbnail form.
When you are finished creating and editing your presentation, Slide Sorter
gives you an overall picture of it – making it easy to reorder, add or delete
slides and preview your transition and animation effects.
slide show ❯ • Slide Show view takes up the full computer screen, like an actual slide
show presentation. In this full-screen view, you see your presentation the
way your audience will. You can see how your graphics, timings, movies,
animated elements and transition effects will look in the actual show.
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13 • Mastering presentations
Creating a presentation
The New Presentation task pane gives you a range of ways with which to start
creating a presentation.
ITQ3
ITQ1
Which view is most useful for carrying
out EACH of the following tasks?
(a) Rearranging slides in a
presentation.
(b) Editing a presentation.
(c) Testing animations and transitions.
Figure 13.5 The New Presentation task pane provides a range of options.
On many occasions you will need to insert, duplicate or delete a slide. One
of the easiest methods to delete a slide is to switch to Slide Sorter view, select
the slide to be deleted, then press delete. A slide has a blue border around it
when selected in Slide Sorter view.
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13 • Mastering presentations
Placeholders are boxes with dotted or hatch-marked borders that are part
of most slide layouts. These boxes hold title and body text or objects such as
charts, tables and pictures.
AutoShapes are a group of ready-made shapes that includes basic shapes,
such as rectangles and circles, plus a variety of lines and connectors, block
arrows, flowchart symbols, stars and banners, and callouts.
A text box is a movable, resizable container for text or graphics. Use text
boxes to position several blocks of text on a page or to give text a different
orientation from other text in the document.
WordArt is text objects you create with ready-made effects to which you
can apply additional formatting options.
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13 • Mastering presentations
Printing a presentation
A hard copy of a PowerPoint presentation is often required for various reasons:
• as a reference for the speaker during a live presentation;
• as handouts for the presentation audience;
• for record-keeping or despatch.
PowerPoint offers a range of output options in the Print what section of the
Print dialogue:
Figure 13.7 You can insert a wide range • Slides;
of images into your presentation. • Handouts;
• Notes Pages;
• Outline View.
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13 • Mastering presentations
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13 • Mastering presentations
You can print the entire presentation or specific slides in colour, grayscale,
or black and white. Most presentations are designed to be shown in colour,
but slides and handouts are usually printed in black and white or shades of
grey (grayscale). When you choose to print, PowerPoint sets the colours in
your presentation to match your selected printer’s capabilities. For example, if
your selected printer is black and white, your presentation will automatically
be set to print in grayscale. Slides print one per page and can be sized to fit a
variety of paper sizes. Slides can also be sized to fit standard transparencies (for
overhead projectors).
Print preview is a view of a document as it will With print preview you can see how your slides, notes and handouts will
appear when you print it. look in black and white or in grayscale, and adjust the look of objects before
your print.
You can also make certain changes when you preview before printing. You
can select:
• A layout for handouts.
• To add a frame around each slide for print out only.
• The orientation (portrait or landscape) for handouts, notes pages or an
outline.
• Header and footer options.
ITQ5
PowerPoint allows a user to print Full
Page Slides, Notes Pages, Outlines or
Handouts. For EACH of the following
scenarios, indicate which of the
formats is most suitable.
(a) The presenter wants to give each
participant a printed copy of a
36-slide presentation.
(b) A conference organiser requires a
printed copy of the presentation.
(c) The speaker requires a printed
document that will be used at the
podium during a live presentation.
Figure 13.8 The Print dialogue showing the Print Layout drop-down list.
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13 • Mastering presentations
Summary
• A presentation is a set of visuals prepared using special-purpose software.
• Microsoft PowerPoint is the most popular presentation software.
• Creating a presentation in PowerPoint involves starting with a basic design; adding new slides and content;
choosing slide layouts; modifying slide design; and creating effects such as animated slide transitions.
• A slide layout is the arrangement of placeholders on a blank slide in preparation for a combination of a title, text
and content.
• A presentation may include several different slide layouts.
• It is important for you to carefully plan your presentation on paper before you attempt to create the presentation
using PowerPoint.
• There are four types of text you can add to a slide: placeholder text, text in an AutoShape, text in a text box, and
WordArt text.
• To insert a new slide, press Ctrl + M.
• To delete a slide, switch to Slide Sorter view, select the slide to be deleted, then press delete.
• PowerPoint allows you to insert a wide range of pictures directly into your presentation including clip art, images
from a scanner or camera, AutoShapes, WordArt or an organisation chart.
• PowerPoint allows the printing of slides, handouts and note pages in colour, grayscale or black and white.
Answers to ITQs ITQ1 Any THREE of the following: ITQ3 (a) Slide sorter; (b) Normal;
title and content, section header, (c) Full screen.
two content comparison, title only, ITQ4 Any THREE of the following:
content with caption, or picture with Windows Enhanced Metafile,
caption. Windows Metafile, JPEG or Portable
ITQ2 Slide animations affect items Network Graphics.
on one slide whereas transitions ITQ5 (a) Handouts; (b) Full Page
involve pairs of slides. Slides; (c) Notes Pages.
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13 • Mastering presentations
Multiple-choice questions 6 The area where you create, edit and display
Instructions: Each item in this test has four suggested presentation slides is called the ____________ pane.
responses labelled (A), (B), (C) or (D). Read each question (A) Notes;
carefully then select the most suitable response. (B) Outlines;
(C) Slide;
1 Which of the following statements is NOT true about
(D) Task.
presentation software?
7 In PowerPoint, animations are ____________.
(A) It uses slides as a container for the content.
(B) It allows the addition of new slides and content. (A) the visual movements as one slide changes to
(C) It provides an assortment of preset design another;
templates that cannot be changed. (B) visual effects applied to individual items on the
(D) Slide shows may be viewed on screen, delivered slide;
over the Web or printed on transparencies. (C) visual effects applied to the slide itself;
(D) cartoon-like video inserted on a slide.
2 If your text exceeds the size of the placeholder,
PowerPoint: 8 When you start a new organisation chart, you begin
with a default arrangement of ____________.
(A) keep increasing the width of the placeholder;
(B) truncates the text that is longer than the (A) two boxes;
placeholder; (B) four boxes;
(C) wraps the text and increases the height of the (C) two circles;
placeholder; (D) four circles.
(D) reduces the font size and line spacing 9 You’ve put a layout on your slide that contains a
incrementally as your type, to make the text fit. placeholder for a picture but you’d rather use the
3 You can insert a new slide after the current slide in a clip art task pane to insert the art than the options
presentation by pressing: you get when you click the Insert Clip Art icon in the
placeholder. What do you do?
(A) Ctrl + M;
(B) Alt + M; (A) Apply a Blank layout instead, and then use the
(C) Ctrl + Alt + M; Insert tab (point to Picture, and then click Clip
(D) Ctrl + Shift + M. Art) to open the Clip Art task pane and insert
the picture.
4 Which of the following statements is NOT true about
(B) Select the placeholder on the slide, and then
design templates?
press Delete. Then use the Insert tab (point to
(A) They give presentations a fully designed, Picture, and then click Clip Art) to open the Clip
professional look. Art task pane and insert the picture.
(B) The template can be applied to all slides or (C) Make sure the picture placeholder is selected,
selected slides only. and then use the Insert tab (point to Picture,
(C) You can preview a design template before you and then click Clip Art) to open the Clip Art
apply it to your presentation. task pane and insert the picture.
(D) You can apply only one type of design template (D) None of the above.
in a single presentation.
10 You can press ____________ to move forward through
5 A content layout is a slide layout that contains one or slides as an alternative to clicking the left mouse
more content ____________. button.
(A) charts; (A) N;
(B) diagrams; (B) P;
(C) placeholders; (C) Tab;
(D) tables. (D) Enter.
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13 • Mastering presentations
242
14 By the end of
Mastering web page
design
Concept map
Web page design
planning the website creating a creating testing the website publishing & maintaining
simple page hyperlinks the website
involving uses
is done by that link to includes tasks such as
Consider reasons for the website: another web page a web a test registering a domain name
the intended audience an email address browser audience locating a hosting company
number of web pages desired user-created files use FTP to upload file
content of each page a location within the web page
layout of the web pages
In this chapter you are going to master creating an effective website. A website
is a collection of web pages linked together with hyperlinks. You will need to
spend a considerable amount of time practising at the computer. To this end
we have included numerous practical exercises that show you all the skills you
will need in an easy-to-follow, step-by-step format.
Web page design packages allow us to create websites. All web page design
packages have similar features. In the introduction to web page design below
we discuss the general functionality available in all web page design packages.
14 • Mastering web page design
244
14 • Mastering web page design
3 Save document as a web page. In the Save as: type box select Web Page
(*.htm, *.html). Use the filename index.
(The home page of a website is usually named index as this allows the web
browser to know which file to display as the home page.)
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14 • Mastering web page design
Using hyperlinks
We already know that hyperlinks allow the author of a website to join one web
page to others. The person viewing a page can simply click on a hyperlink to
view the next page. In our web pages we have already created the text that we
Link to … Useful when … are going to use as hyperlinks.
existing file or you want to link to
web page. another web page.
place in this a web page is long and
document. contains many topics.
e-mail address. you want the web page
user to send you an
e-mail without having
to type the address.
Table 14.1 Hyperlinks are not restricted to
jumping to another web page, although this
is their most common use.
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14 • Mastering web page design
Testing a website
It is important to test your website thoroughly. The last thing that visitors to
your site want is to click on a hyperlink that leads them nowhere.
Publishing a website
Having been thoroughly tested, your website is ready to be uploaded onto the
World Wide Web.
When we considered web browsers we saw that each web page has a
unique uniform resource locator (URL) which we use to access the document.
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Hosting
The final element to getting your website onto the WWW is to locate a hosting
company.
hosting ❯ Hosting is the act of making a website available on the World Wide
Web. The best way to identify a suitable hosting company is by personal
recommendation but you will find adverts for hosting companies in computer
magazines or by searching the WWW. Levels of service and prices vary
considerably so you should compare several hosting companies before making
a choice. Hosting companies will register your chosen domain and provide you
with space for your files on one of their computers. Once the hosting setup is
complete, whenever anyone types your URL into their web browser they will
be automatically directed to your website files.
One easy way to upload your files onto the hosting company’s computer is
using file transfer protocol (FTP) but your hosting company will provide you
with instructions on their preferred way for you to upload your files.
There are numerous spam-free and advertising free website building and
hosting services available on the web. One of these that I often recommend is
Webs.com. Webs’ drag-and-drop SiteBuilder requires no technical knowledge
and their three-step process will literally have your website up and running in
minutes.
Before you get started at Webs.com, ensure that you ask yourself the six
Figure 14.2 Make a free website. Get free questions that we explored at the start of the chapter. Have fun building your
hosting at Webs.com website!
Activity 14.7 Webs, Weebly and Wix are three websites that provide users with templates to
design their own websites. They also provide free hosting. In this activity, you will
review and rate each of these websites. Use a rating based on a five star rating
system where more stars indicates a better quality offer. Some features you may
want to use in your rating are ease of use, availability of online technical support
and restrictions on the use of a free account.
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Summary
• When considering a website, always think about the intended audience, number of web pages desired, content of
each page and layout of the web pages.
• Choosing an appropriate design for a page is an important first step in the web page design process.
• Hyperlinks may link to another web page, a location within the web page, an e-mail address or link to user-created
files.
• When testing a website, designers should use a web browser, verify that all the hyperlinks work correctly and use a
test audience.
• To make a website available on the Web, designers should register a domain name, locate a hosting company and
set up an account, then use the file transfer protocol (FTP) to uploading files to the hosting company’s server.
Structured questions
1 Hyperlinks are an important feature of all web pages. 2 To make a website available on the WWW, we need
a Explain the importance of thoroughly testing a the files that make up the website, a registered domain
website before uploading the files to a hosting name and a hosting company.
company. [3] a What is a registered domain name? [2]
b Why is it important to include at least one b What is the role of the hosting company? [2]
hyperlink on every web page of a website? [1] c Suggest ONE method of uploading the files
c Briefly describe what happens when a user that make up the website. [1]
clicks on a hyperlink to an e-mail address. [2] d Suggest TWO ways of identifying a suitable
d Hyperlinks can have a target which is an hosting company. [2]
e-mail address. Give TWO other targets to e Why is it considered important to thoroughly
which a hyperlink might point. [2] test a website before uploading to the hosting
e How are viewers of a web page able to company? [2]
recognise which text is a hyperlink? [1]
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Mastering
spreadsheets
By the end of explain the purpose of a spreadsheet
this chapter use appropriately the terminology associated with spreadsheets
you should
efficiently navigate the worksheets contained in a workbook
be able to:
create a spreadsheet containing labels, values and formulas
create advanced arithmetic formula
use appropriately the following functions: sum, average, date, maximum,
minimum, count, if, Vlookup and rank
manipulate cells containing formula
apply formatting to a spreadsheet
sort data in a spreadsheet
find a record matching a given criterion or criteria
use graphs and charts to represent spreadsheet data.
Concept map
Spreadsheets
facilitates creation of
on intersect at
Introduction to spreadsheets
Whereas a word processor is used for processing text, a spreadsheet is used
for processing numbers. That is not to say that text cannot be typed in a
spreadsheet! Spreadsheets allow you to do anything that you would normally
do with a calculator, pencil, paper and a set of numerical data. They are usually
used for the following purposes:
• preparing financial statements: trial balance, balance sheet and profit & loss
statement;
• preparing documents such as invoices, credit notes and cash receipts;
• preparing budgets and examining ‘what-if’ scenarios;
• keeping records of financial and transactions involving numeric data.
The software suite includes Excel as a spreadsheet application. Another popular
spreadsheet program is Microsoft Works which also includes a spreadsheet
program.
We will use Microsoft Office Excel 10 for all our examples in this chapter. If
you prefer to use OpenOffice, we have provided step-by-step solutions on the
CD-ROM.
A single spreadsheet can contain a number of related worksheets just like
pages in the accountant’s ledger. Consider the advantages of a spreadsheet
package when compared with a human and calculator.
spreadsheet ❯ A spreadsheet is a table consisting of cells (the intersection of a row and
column) that hold accounting or financial data and simulates the traditional
physical spreadsheet. It is used to capture, analyse, display and sharing data.
worksheet ❯ A worksheet is a single working area in a spreadsheet file, consisting of a
grid of lettered columns and numbered rows. Each worksheet has a tab that
may be renamed. It is a good idea to give your worksheet descriptive names.
Each row and column is made up of a series of cells. Cells can be identified by
cell address ❯ their cell address. The cell address is the column letter and row number for
that cell. The first cell in each worksheet is A1, named such as it is in Column
A and Row 1.
Cell references are relative by default, this means that as a formula or
function is copied and pasted to other cells, the cell references in the formula
or function change to reflect the function’s new location. An example of a
relative cell reference is C4 and G15.
absolute cell address ❯ An absolute cell address does not change when a formula is copied and
pasted to other cells. An example of an absolute cell reference would be $C$4
and $G$15.
workbook ❯ A workbook is a collection of related spreadsheets that are saved as one
file. A new workbook contains three worksheets – Sheet1, Sheet2 and Sheet3.
Sheet1 is the active worksheet. More sheets can be added if required. When a
new workbook is created in Excel, it is given the name Book1.xlsx (see Figure
15.1).
The file extension ‘.xlsx’ refers to an Excel file.
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Term Definition
Label A label is information typed into a cell to describe the values that will appear in other cells. The label ‘Expenses’ might indicate the
values below are a series of expenses payments.
Value Value refers to the numerical quantity placed in a cell. A cell value can also be a date of a True/False statement.
Template A template is a partially completed spreadsheet that can be edited to fit your needs. Common templates in Excel include invoices and
budget reports.
Range A range is a group of cells that have been selected to edit or calculate. The range A1:A10 is the first 10 cells in column A.
Title A title is a body of text that describes the purpose of the spreadsheet.
Record A record is a row of data where each cell in the row contains an element of information.
Formula A Formula is a basic mathematical operation used to perform a calculation. The formula ‘=A1+B1’ will add the values in cells A1 and
B1 and place the answer in the cell where the formula is written.
Function A Function is a preset formula which performs a set operation on the listed cells. The formula ‘=Sum(A1:A10)’ will add the values in
each of the cells in the listed range. The following is a list of common Excel functions.
Sum Add the values in a range of cells.
Average Find the average of the values of a range of cells.
Date Date functions allow you to make calculations involving dates. For example, The number of days that has elapsed between
two dates.
Max Find the highest value in a range of cells.
Min Find the lowest value in a range of cells.
Count Count functions allow you to count the number of cells or the values in a range of cells.
If If functions (or If statements) allow to make decisions about what happens in spreadsheets.
Vlookup Vlookup stands for ‘Vertical Lookup’ and allows you to look for specific information in large tables of data.
Rank Ranks the size of a number compared to other numbers in a list.
Table 15.1 Common spreadsheet terms. During this chapter, all the activities you do will be saved in one workbook
named ‘Macmillan Ch15 Activities’. Each activity will be saved as a new
worksheet in this workbook. By doing this, you will have a single file to
manage instead of a whole lot of files. Also, it will be easy for you to redo an
activity.
Features of spreadsheets
All spreadsheets provide the basic functionality to:
• perform error-free automatic calculation and recalculation every time the
worksheet is changed;
• format the contents of a worksheet into a professional-looking document;
• include data from another source such as a table in a word-processing
document;
• move or copy sections of the worksheet to another area of the worksheet or
to another worksheet;
ITQ1 • insert or delete rows, columns or cells at any position in the worksheet;
• lock parts of the spreadsheet, such as the column headings, so that they are
A computer user opens the Excel
always in view;
application and a new workbook
appears on screen. What name is likely • sort the entries in a worksheet ready for printing;
to be displayed in the title bar if there • select entries to be displayed using powerful searching functionality;
is already a file saved as Book1.xlsx in • create graphs and charts from the data;
the MyDocuments folder? • link data in two or more worksheets.
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Figure 15.1 When you open a new Excel workbook the first sheet of the workbook is displayed:
(a) The ribbon, appears above the worksheet, and includes a set of buttons and commands that
you use to do things in and with your document (like save it); and (b) a blank grid, which looks like
a ruled sheet of paper and takes up most of the window. The sheet tabs (c) may be used to switch
easily between sheets.
Figure 15.2 The Ribbon in Microsoft Excel 2010. The buttons and commands are arranged in
groups and the groups are arranged in tabs. Some commands expand into a drop-down list or a
dialogue box.
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Renaming a worksheet
By default, sheets are named Sheet1, Sheet2 all the way through to Sheet256.
Each of these sheets may be renamed. Renaming sheets makes them easier to
manage.
How to rename a sheet
1 Open the workbook Macmillan Ch15 Activities.
2 Double-click on the sheet tab that you wish to rename.
3 Type the new name.
4 Press enter when complete.
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Reference on
Term Description
Figure 15.4
1 Active cell The cell at the cursor location, bounded by a heavy border; when data is entered, it is placed in the active cell.
2 Cell A box at the intersection of a row and column that can hold one data item.
3 Cell range Two or more adjoining cells.
4 Cell reference The coordinates of a cell; for example, the reference of the cell that appears at the intersection of column A and
or cell address row 1 is A1. The cell reference of the active cell is always displayed in the Name Box.
5 Constant A value that is not calculated and therefore does not change. Examples include 2, 12.5 and 12-Jun-2010.
6 Formula An equation that performs a calculation on values in your worksheet. A formula starts with an equals sign (=).
7 Formula bar The place where a formula is shown when the active cell contains a formula. It is also the place where data may
be typed for entry to a cell. Observe the green tick and the red cross to the left of the bar. These may be used to
accept or discard a cell entry, similar to what the ENTER and ESC keys do.
8 Function SUM (∑) is an example of a pre-written formula. It adds a set of numbers.
9 Label A descriptive name that indicates what data is in a cell, row or column.
10 Oblique A column heading oriented at 45 degrees. Notice the different orientations used for the other column headings.
heading
4 7
10
3
9 5
Figure 15.4 An annotated Excel Worksheet showing some key elements. Table 15.2 explains each
numbered element.
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A
ITQ3
ITQ1
In Figure 15.5, what is:
(a) the cell reference for the cell
containing the label ‘Lilies’; C
Figure 15.5 An incomplete worksheet showing different types of labels already entered and some
of the areas that may be clicked to activate commands.
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Entering labels
Labels may be used as worksheet titles, column headers, row headers or as a
label for a particular cell. Figure 15.6 shows a two-line worksheet title ‘Flowers
by Howard: Price List and Order Form for 2012’. It also shows a column header
(flowers) and nine row headers (Rose, Chrysanthemum … Daffodils).
It is sometimes necessary to enter a label on two or more lines when it is
being used as a worksheet title. Also, for a well-presented worksheet, you may
need to merge and centre your labels across two or more columns.
If you are entering a set of numbers, such as 2014, as a label you will need
to enter ‘2014 instead of 2014. The spreadsheet treats the quotation mark as an
instruction to convert the number to text.
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200.00 200
200.25 200.25
10.5% 10.50%
Sep 10 Sep-10
10/9 Sep-10
10/9/12 10/09/2012
10/9/00 10/09/2000
10/9/30 10/09/1930
Figure 15.7 Worksheet showing title locking. The top pane (rows 1 to 5) and left-hand pane
(columns A) are frozen.
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In this next activity you will practice locking the titles so that you can
always see the column headings.
3
2
Figure 15.8 Price List and Order Form with text and cell formatting.
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Figure 15.9 The Format Cells dialogue box may be activated using the Ctrl + I shortcut.
Figure 15.10 Labels for column headings for the Price List and Order Form worksheet.
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Figure 15.11 The order form so far. Check to ensure that your order form resembles the one
above. Feel free to redo one or more activities to get your sheet correct.
ITQ7
ITQ1 Making it compute: Using formulas
What would be the result of EACH Recall that a formula is an equation that performs calculations on values in a
of the following formulas using the worksheet.
spreadsheet below? Spreadsheets are frequently used for financial information because
(a) =2 they allow you to write formulas for the spreadsheet to do computations
(b) =A1 automatically. Additionally, the entire sheet is recalculated automatically after
(c) =(A1 + A2) a change to a single data item is made.
(d) =(A1 + A2) – (A3 + A4)
(e) =(A1 + A2) – (A3 + A4) + A5 Creating simple arithmetic formulas
A simple formula may include one or more of the following components:
• A constant (for example, the value 5, 2.5 or 12%)
• A cell reference
• Arithmetic operators
Figure 15.12 The formula will be displayed in both the formula bar and the cell as long as the cell
is in edit mode. Once Enter is pressed, the result of the computation is displayed in the cell.
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Fill handle.
Figure 15.13 The fill handle is used to fill data in adjacent cells. When you point to the fill handle,
the pointer changes to a black cross.
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addressing. Using relative addressing allows formulas to change when they are
copied or moved simply because any two cells can be related by position.
For example, consider the cells shown in Figure 15.14.
• D5 is related to the cell E5 because they are next to each other and on the
same row (to get from D5 to E5 go right 1).
• C4 is related to E6 by ‘Left 2, Up 2’ (to get from cell E6 to C4 go left 2 and
up 2)
• G6 is related to cell D5 by ‘Right 3, Down 1’.
Any cell can be identified by its relative position to another. In a formula, if
you do not express otherwise, all addresses are relative.
ITQ10
What formula would be displayed in D5
if the formula from cell D2 is copied to
that location?
Figure 15.15 An example of relative addressing. If you copy the formula in cell D2 to cell D3 it
automatically becomes =B3*C3.
Using functions
function ❯ A function is a pre-defined formula. It returns (or gives) a single value (as
an answer). Microsoft Excel has approximately 400 functions in a standard
installation! We will use nine of the more popular ones. These are introduced
in Table 15.6.
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DATE Date combines a day, month and year into a complete date. DATE(C3, C4, C5) where cell C3 contains
the year, C4 the month and C5 the day
MAXIMUM Maximum finds the biggest of all the numbers in the given cell range. =MAX(T2:T124)
MINIMUM Minimum finds the smallest of all the numbers in the given cell range. =MIN(R44:R45)
COUNT Count counts the number of numbers that appear in the given cell range. =COUNT(C6:F10)
RANK Rank is a powerful function. Imagine you scored 85 in a test, a good mark. =RANK(85,A5:A104) would find the position
in the class of a student who scored 85
IF If allows a decision to be made. For example if the value in cell A5 is greater than 50
then the word ‘pass’ appears in this cell, otherwise the word ‘fail’ will appear.
VLOOKUP Vlookup is another very powerful function that searches through a column of values and =VLOOKUP(75,A5:B104,2) would find the
finds the value closest to the given value. This identifies a row in the spreadsheet. If the name of the student who scored nearest
cells A5:A104 contain test marks and B5:B104 contain the student names then 75.
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In this case we might use the formula =C3*G2 in cell D3 which works well.
But look what happens when we copy this formula into cell D4.
Remember, relative addressing allows the spreadsheet to update the formula
when it is copied or moved which is what happened here.
The calculation of the formula in D4 results in 0 which is not what
we want.
Figure 15.17 Copying the formula containing relative addressing has produced an undesired
result.
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The St Luago National Bank is preparing interest payments for its account
holders. As an Account Manager, you are required to complete the Second
Quarter Interest Computations for the ten accounts assigned to you.
1 Prepare a worksheet showing the data and layout below. Save the
worksheet as Interest2Qtr2012.
2 Interest will be paid at the rate of 6.25%. Insert this value in cell A20.
Name this cell InterestRate.
3 In G5, compute the interest to be paid using the following formula:
Interest = (Opening Balance + Deposits – Withdrawals) * InterestRate
4 Copy the formula in G5 to cells in the range G6:G13.
5 Write a formula to compute the Closing Balance in column H.
Closing Balance = (Opening Balance + Deposits – Withdrawals) + Interest
6 Sort the data on account number in ascending order.
7 In an appropriate cell, insert a formula to compute the total interest.
Ensure that the cell is properly labelled.
8 During your quality control checks, you observed that you omitted data for
the tenth customer. Insert a row in the correct position to correct the entry
for this customer:
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Sorting data
It is sometimes necessary to sort data in a spreadsheet.
sorting ❯ Sorting is an operation that rearranges data so that it is in a specified
ascending or descending order, usually alphabetical or numerical.
When the spreadsheet contains more than one column of data, you must
select all the data (including row and column labels where possible). In the
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example that we have been using, you would select A7:E16. Merged cells
should never be included in a sort range. Sorting is a very powerful feature and
mistakes can easily be made. Beware the following common errors.
• Selecting a small range of cells instead of the full rows of data. The
spreadsheet will only sort the selected cells. Always select complete rows.
• The spreadsheet may try to identify a column heading in your selection. If
your spreadsheet does this, include the column headings in the selection.
When sorting more than one row it is possible to sort on more than one
condition. For example, a list of student Christian and surnames might be
sorted by surname. Where there are more than one student with the same
surname they would be sorted by their Christian name. You can also sort in an
ascending (1–10, A–Z) or descending (10–1, Z–A) order.
Figure 15.19 Spreadsheet showing complete row and column headings being selected ready for
sorting.
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Figure 15.20 The completed spreadsheet with the Price List and Order Form. The list of items has
been sorted alphabetically in ascending order.
Creating graphs
It is often said that ‘a picture is worth a thousand words’. Spreadsheets allow
us to create pictures called charts (or sometimes graphs) to tell the story behind
our data. Microsoft Excel allows us to create ten different chart types. We
describe four of the more commonly used types in Table 15.7.
50
40
30
20
10
0
Akeem Alexia Tiffany
Names of Siblings
Bar chart Chart that plots data using horizontal Example: Weekly attendance at a school for one month.
bars, often used to illustrate
comparisons among a group of items.
Week 4
Week 3
Week 2
Week 1
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$1,700, 9%
5A
5B
5C
5D
$7,250, 39%
$5,800, 31%
$3,900, 21%
Line chart Chart that uses a line to show the Example: Average test scores for a class of 30 Biology students over a 10-week period.
variations of data over time or to show
Class Average for Biology for Term 1
the relationship between two numeric 90%
variables.
80%
70%
60%
50%
40%
30%
20%
10%
0%
Week 1 Week 2 Week 3 Week 4 Week 5 Week 6 Week 7
Inserting a chart
When using a graphical representation, select the type of graph carefully.
Bar charts, pie charts and line graphs are all easily created in a spreadsheet
application but consider carefully the best way to present the data. Always be
ready to answer the question ‘Why did you use an XYZ chart to present this
data?’
How to insert a column chart
1 Select the range of cells containing the data to be charted.
2 Select the chart type from the Charts group on the Insert tab.
3 Use the Charts Tools tab to edit the design, layout and format of the chart.
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Figure 15.21 Examples of a column chart, showing the Chart Tools tab.
To ensure that you convey the full story that your chart should tell, ensure
that your chart is appropriately labelled. The following labels may be added:
• chart title
• axis titles (vertical and horizontal)
• legend
• data labels
• data table
At minimum, ensure that your chart includes a chart title and both axis titles.
We are now going to create a column chart that compares the regular
price for all large flowers. Our chart title will be ‘Flowers by Howard – Price
Comparison’ and both the X and Y axes will be labelled.
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Data extraction
A very important aspect of working with data in a list is the ability to find a
record matching a given criterion. Recall that a list consists of a header and one
or more rows of data and may contain hundreds of records. A filter may be
applied to a list to extract the rows that meet a criterion, allowing us to view
only a portion of such a list.
Three methods provided by spreadsheet packages are:
1 Record – find command
2 Simple criterion (Filter)
3 Complex criterion (Advanced Filter)
Using Filters
Following our Flowers by Howard activity, Howard may need to identify
all flowers with retail prices over $300 so that he may review the price
computations. Microsoft Excel allows us to filter entries according to one or
more criteria and display only those records that meet the criteria. The Filter
dialogue located on the Data ribbon will help us to get the answers we need.
filtering ❯ Filtering is a process that allows us to select rows in a spreadsheet that
meet a given criterion.
criterion ❯ A criterion is a condition you specify to limit which records are included in
the results of a query.
When a list is filtered based on one criterion, we call this a simple criterion.
Where two or more criteria are used, we call this complex criterion.
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STEP 4
Activate the
Advanced Filter
feature.
STEP 1
Create the STEP 2
criteria range. Enter the criteria.
STEP 3
Click on any cell STEP 5
within the list Select where you
to be filtered. want the filtered
records to appear.
STEP 6
Click ‘OK’ to
proceed with
the sort.
You may also filter the list ‘In Place’ by choosing this option at step #8. Note
though, that as long as the list is filtered you will not be able to see the records
that did not meet the criteria. You will observe that the numbers on the row
header has changed from black to blue, a sign that the list is filtered.
To clear a filter, simply click the ‘Clear’ button on the Sort & Filter section of
the Data ribbon.
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6 Format your entire worksheet so that it looks like the portion shown below:
7 Plot an appropriate (bar or column) chart comparing the usage among the
top five countries.
8 Place the chart two rows below the worksheet. Resize the chart and/or
adjust the column widths so that both table and chart have the same width.
9 Centre-align the following statement in the footer of your worksheet ‘Data
retrieved from WorldInternetStats.com’ in Arial size 8 font.
Importing files
Sometime the data we want to insert into a worksheet is already available in
another electronic format.
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(b)
(c)
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Summary
• A spreadsheet is a table consisting of cells (rows, column locations) that hold accounting or financial data and
simulates the traditional physical spreadsheet; it captures displays and manipulate.
• A worksheet is a single working area in a spreadsheet program, consisting of a grid of lettered columns and
numbered rows whereas a workbook is a collection of related worksheets that are saved as one file.
• Spreadsheets are flexible and cells, rows and columns may be inserted in an existing worksheet to facilitate
changes.
• Most spreadsheets provide basic pre-defined systems functions such as sum, average, date, maximum, minimum,
count, if, vlookup, rank.
• Formulas can be written to allow a spreadsheet to do computations automatically.
• Row/column title locking (freezing panes), relative addressing and absolute addressing are commonly used
spreadsheet features.
• Data in a spreadsheet table may be sorted to arrange the data in a pre-determined order or the data may be filtered
to show only the relevant records.
• Spreadsheets use pictures called charts to illustrate the data used to create them.
• A worksheet must be prepared for printing based on the specific instructions provided.
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Paper 1: Multiple-choice questions (MCQs) 5 The Freeze Panes feature allows a spreadsheet user to
Instructions: Each item in this test has four suggested freeze which of the following spreadsheet areas?
responses labelled (A), (B), (C) or (D). Read each question I Top row
carefully then select the most suitable response. II First column
III Both top row and first column simultaneously
1 Which of the following is NOT a purpose of a
(A) I ONLY (C) III ONLY
spreadsheet?
(B) II ONLY (D) I, II and III
(A) To create simple tabulations such as invoices
6 A spreadsheet contains the formula =$A9/B$25 in cell
and price lists.
C1. What will be the contents of cell D2 if the content
(B) To hold accounting or financial data.
of C1 is copied there?
(C) To perform advanced text processing.
(D) To capture, manipulate and display numeric (A) =B$9/C$25
data. (B) =A$9/B$25
(C) =$A9/B$25
2 B5:D9 is best described as a:
(D) =B$9/C$25
(A) cell range;
7 The text ‘Total Amount’ in a cell is best described as a
(B) row range;
____________.
(C) column range;
(D) cell reference. (A) value;
(B) formula;
3 Which of the following functions should be selected to
(C) label;
count the number of flowers in column A?
(D) function.
8 A cell contains the formula ‘=SUM(A5:A10)+17’. Which
of the following statements is UNTRUE?
(A) 17 is a constant.
(B) A5:A10 + 17 is a formula.
(C) SUM is the name of a function.
(D) The result will be the sum of the values in A5
and A10 plus the value 17.
9 Which samples will be filtered for height > 1.5 AND
(A) COUNT weight < 2.0.
(B) COUNTA
(C) COUNTIF
(D) COUNTIFS
4 Which of the following formulas would produce the
result shown in cell D2?
I =(A2+B2+C2)/3
II =AVG(A2:C2)
III =SUM(A1:C1)/3
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1400
exam. 1200
1000
800
600
400
200
0
P Q R S T
Production Lines
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Further practice
1 You are completing a research assignment for Information Technology titled ‘The Top Ten’. You are required to extract
data from the table provided below and use it to plot an appropriate chart comparing the Internet usage among the top
ten countries.
Population
Country or region Internet users (2009 est.)
a Reproduce the worksheet shown above, taking e Apply the following character formats:
care to format your titles, column headings and i Wrap the title text and make it three point
data as shown. Save your worksheet as TopTen. sizes larger than the point size used for your
b In a new column, compute the percentage of data.
the population of each country that are Internet ii Wrap the label in the heading of column B.
users. Label this column appropriately and format iii Place a thick box border around the criteria
the data as a percentage with one decimal. range and fill it with yellow.
c Extract data for all countries where the usage f Ensure that your chart is adequately labelled.
percentage is greater than 82%. g Print the worksheet.
d Using the extracted results, create a bar chart
using the country name and usage percentage
only. Place the chart immediately below the
criteria range.
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2 Your IT teacher has asked you to help Mrs King-Son, the chemistry teacher at Possibility High School, complete her
Christmas Term Grade Report. She needs your assistance to compute the final score and grade. You will need to use
appropriate functions to get the task done efficiently.
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3 Use the following spreadsheet to work through the tasks: 4 As one of the top students in Information Technology,
the principal at Possibility High School has asked for
your help to solve a problem. He needs to determine
the top overall student in the graduating class so that
this person may receive the Chairman’s Award.
The principal has a list of all the CSEC results for
each student arranged as shown below:
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5 Students preparing for a regional culinary examination 6 The spreadsheet shows the population of retired
must pass an internal assessment (IA) component to persons in St Luago for the year 2013. Use it to answer
be eligible to sit the final examination. The IA consists the questions that follow.
of one assignment worth 20 marks, one test worth 20
marks and one practical exercise worth 20 marks. To
pass the IA, students must obtain 60% or above out of
a total of 60 marks. The marks earned by five students
for the IA are shown in the following spreadsheet.
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7 The following spreadsheet contains data relating to the results of the semi-finals of the men’s 100 m at the Beijing 2008
Summer Olympics.
a How many records are in the list?
b What is the data range that contains the
countries?
c The time run by Usain Bolt was 9.85 s
and not 9.58 s as recorded. How would
you change the data?
d What formula would you write to
compute the average time run by all the
athletes in the semi-finals?
e The formula 4=J6-$J$5’ was inserted in
a cell and copied to the other cells in the
same column. What is the purpose of the
4$J$5’ in the formula?
8 Your form teacher has asked for your help in completing the worksheet shown. Your help is required to complete some
computations that will provide her with some well-needed summary data.
a In cell A2, use a function to insert the current d Use the VLOOKUP function to assign a letter
date. Format it so that it is similar to Friday, grade, in Column H, to each student based on the
31 May 2013 and merge and centre across all table below:
columns used in the spreadsheet. A 80–100
b In column E, compute the Total Test Score as the
B 65–79
total of Test 1, Test 2 and Test 3.
C 50–64
c In the column G, compute the Final Score as the
F 0–49
average of the Total Test Score and Exam Score.
Upgrade all Final Scores greater than 79.5 and less e In column I, rank the students based on their final
than 80 to 80. scores.
f Use the MAXIMUM, MINIMUM and COUNT
functions appropriately to complete the shaded
section in Column B.
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Mastering database
management
By the end of explain the concept of a relational database
this chapter
use terminology commonly associated with a database
you should
be able to:
distinguish among terminology associated with files and databases
outline the advantages and limitations of databases
create a database consisting of two tables
modify a table structure
establish relationships
create calculated fields
query a database
sort records in a database
create professional-looking reports.
Concept map
Databases
facilitates creation of
tables reports
also known as
records fields
ITQ3
What is the name of the table shown in
Figure 16.1?
ITQ4
How many rows of data are displayed
in the table?
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Each table can contain many fields of different types of data, such as text,
numbers, dates and hyperlinks. For example, in our Customer table, the
lastname might be stored in a 15-character text field. Before you create fields,
try to separate data into its smallest useful parts. It is much easier to combine
data later than it is to pull it apart. In our example, instead of using a single
Customer Name field, we created separate fields for Last Name and First Name.
This will allow us to easily search or sort by First Name, Last Name later.
Similarly, instead of a single field for address, we separated it into the street
address, postal code and parish. The rule of thumb is: if you plan to perform a
query on an item of data, put that item in a field by itself. A field is also known
as an attribute.
For example, when adding a new phonebook contact, users are presented
with fields for Title, First, Last, Nickname, Picture, Company, Job title, E-mail,
Phone, Pager, Fax, Mobile and almost 10 other fields.
2 Open the Phonebook or Contacts on your phone (and select ‘New Contact’).
Write the names of the first 10 fields in column one. If you are using a
BlackBerry smartphone, the first two field names are Title and Firstname.
3 We will complete the table later.
Data types
A data type is a field property that indicates the
kind of data that the field stores. It must be set in Setting Type of data
the Table Design grid when you create the field.
See Figure 16.3. Text Text or combinations of text and numbers, as well as numbers that don’t require
calculations, such as phone numbers.
Memo Lengthy text or combinations of text and numbers.
Number Numeric data used in mathematical calculations.
Date/Time Date and time values.
Currency Currency values and numeric data used in mathematical calculations involving
data with one to four decimal places.
AutoNumber A unique sequential (incremented by 1) number or random number assigned by
Access whenever a new record is added to a table.
Yes/No Yes and No values and fields that contain only one of two values (Yes/No, True/
False, or On/Off).
Hyperlink Text or combination of text and numbers stored as text and used as a link to
another object or location.
Table 16.1 Data type settings and the type of data that may be stored.
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Figure 16.2 The Backstage View in Access 2010. This is where you create a new file, save, print
and set options for a file.
Creating a table
When creating a table, you will need to know the table name as well as the
field properties (name, data type and size) for each column in the table.
How to Create a table in an existing database
1 Click the File tab.
2 If the database that you want was recently created, click Recent; or click Open.
3 Select the database that you want to open, and then click Open.
4 On the Create tab, in the Tables group, click Table Design. A new table is inserted in
the database and the table opens in Design View.
5 Type the first field name in the Field Name box.
6 Select the field type from the Field Type list.
7 Type the field size in the Field Size text box.
8 Repeat steps 5, 6 and 7 for each field in the table.
9 Save the table: click Save on the File tab and provide the table name (Customers)
when prompted. Press OK to complete the save operation.
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Each row
contains data
about one
customer.
ITQ7
Examine the CustomerNo data carefully
in Figure 16.4.
(a) Suggest whether the data type used
is text or number. Data may be added to a table whilst it Each field
is in Datasheet View. Change to Design contains one type
(b) Justify your answer. View to make changes to the table structure. of data only.
Modifying a table
During the lifetime of a database, it is usual for changes to be made to a table.
Common changes include:
1 the inclusion of additional fields;
2 the deletion of one or more field that are no longer needed;
3 changing field definitions (field size mostly, field type sometimes);
4 adding/removing a primary key.
In some cases, a user may be required to change the data type of a field.
Changing data types may have an impact on calculations, queries and reports
in the following ways:
• Calculations – if a Numeric field is changed to a Text field, you can still enter
numbers but the DBMS won’t perform calculations for these numbers.
• Queries – conditions that work with a numeric field may not work with a
text field.
• Reports – formatting issues may arise.
For example, suppose we wanted to add the following data to the Customer
table.
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Joining tables
A database is a set of related tables. The power of a relational database system
comes from its ability to quickly find and bring together information stored in
queries, forms, reports ❯ separate tables using queries, forms, and reports.
So far, we have been working with one table. Later in this section, we will
create a second table named TRANSACTIONS to store the date, transaction
amount and a field indicating whether the goods have been delivered. We
will then establish a relationship between our two tables – CUSTOMERS and
TRANSACTIONS. As you may have imagined, CUSTOMER will be the parent
in the relationship and TRANSACTIONS will be the child!
Exploring keys
A well-designed database will store data efficiently (without duplication),
eliminate inconsistent updates, and will provide accurate, speedy responses
to queries. Pairs of tables are joined or linked using a field that is common to
both tables – a primary key. Whilst the primary key is the most often used key
in a database, it is important that you know what the other keys are, and the
function they serve.
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Let us now work our way through identifying our candidate, primary,
composite and foreign keys.
ITQ8 1 Candidate keys. All the fields with the exception of CreditLimit and
Suggest why CreditLimit and Country Country are candidate keys. As candidate keys, they could uniquely
have not been named as candidate identify the record of which it is a part. Whilst it is possible that each of
keys. the 100+ customers of Nutcracker Gadget Store has a different firstname,
the possibility exists that this may not be so. A similar situation exists with
lastname. Similar to a telephone number, driver’s licence number or even a
passport number, a customer number is unique, making it the perfect choice
for a primary key.
2 Primary key. Having reviewed the possibility of each of the candidate keys
remaining unique, CustomerNo is the only field that will remain unique for
the life of the database (however long that is!). We have decided to choose
CustomerNo as our primary key.
3 Alternate key(s). All the candidate keys that remain after the selection of
the primary key are alternates – Firstname, Lastname and Address.
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STEP 3
Click the ‘Primary
Key’ button.
STEP 2
Select the field
that you want to
make Primary Key.
Figure 16.5a Another way to set the primary key using the Ribbon tools.
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Figure 16.6c Before clicking the create button, ensure that all the Figure 16.6d The line joining the two tables indicates a 1-to-many
boxes are checked; this will ensure that your database maintains its relationship between the CUSTOMER and TRANSACTIONS tables; each
integrity. Customer may have many transactions.
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Figure 16.7 Microsoft Access provides a safe and easy way to add records to the child table
when using related tables.
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Calculated fields
A calculated field is a field that is the result of a In Access 2010, you can create a calculated field in a table. This eliminates the
calculation using one or more existing fields.
need for a separate query to do calculations.
For example, each sales transaction attracts a sales tax which is computed at
a rate of 10%. A calculated field is ideal for computing this sales tax.
Note the following points about calculated fields:
1 The calculation cannot include fields from other tables or queries.
2 The results of the calculation are read-only.
How to create a Calculated Field
1 Open the table by double-clicking it in the Navigation Pane.
2 Scroll horizontally to the rightmost column in the table, and click the Click to Add
column heading.
3 In the list that appears, click Calculated Field, and then click the data type that you
want for the result.
a Access displays the Expression Builder.
b Begin typing the calculation that you want for this field, for example: [TrxAmt] *
0.1
c Note It is not necessary to precede the expression with an equal sign (=).
4 Click OK.
a Access adds the calculated field, and then highlights the field header so that you
can type a field name.
5 Type a name for the calculated field, and then press ENTER.
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Querying a database
The query feature of a database is one that provides it with its immense
capability to extract meaningful information from the data stored in related
tables.
On a daily basis, various members of staff of Nutcracker Gadget Store query
the company’s database to get answers to a range of questions. Some of these
queries include:
1 What is the full name and the address of the customer that has a specified
CustomerNo.
2 Which customers with addresses in Kingston?
3 Which transactions made after a certain date are yet to be delivered?
4 What is the total value of the transactions made during a particular period?
5 What is the value of the tax collected during a particular period.
Without the use of a query, it is tedious to get information from a database.
A query is a request for data results, for action on If a query is not used, database users will spend a lot of time extracting
data, or for both.
information that may end up having inaccuracies or may be incomplete.
Queries may be used:
1 to view data in a particular way;
2 to update a database;
3 to delete one or more records from a database; and
4 as a source of (data) records for reports.
select queries ❯ There are several types of queries; two of the most common being select
action queries ❯ queries and action queries.
Queries that are used to retrieve data from a table or to make calculations
A select query retrieves data from one or more are called select queries whereas queries that add, change or delete data are
tables and displays the results in a datasheet.
called action queries. Most of the queries that you will be asked to perform
during your studies will be select queries.
A select query may also be used to group records and calculate sums, counts,
averages, and other types of totals. Results from queries may also be sorted.
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Double-clicking any
item in this list will
add it to the Field
row. Add the asterisks
only if you want all
the field in the
current table to be
added.
The criteria that will be used to determine which rows are These checkboxes are automatically checked once a field
returned in the result set goes in these rows. Use only the is added to the column. Sometimes you may need to
row labelled ‘Criteria’ when performing a one-criteria query. uncheck a particular box so that the field will not show.
STEP 1
Click the Query
Design button. This
will activate the
‘Show Table’ dialogue.
STEP 2
Double-click the
name of the required
table to add it to the
query design area.
STEP 3
Close the dialogue
box after you have
added the table(s)
needed.
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3 Add the fields whose data you want to show to the design grid.
4 Indicate whether you want your data to be sorted or grouped (using the drop-down
list in the row labelled ‘Sort’).
5 Type in any criteria that you want the DBMS to use to restrict the data (the ‘result set’)
that will be presented (as rows of data).
Figure 16.10c The Results group on the Query Tools tab of the Ribbon is used to view the
results in a wide range of ways.
7 Run your query and view the results in Datasheet View (see Figure 16.10c). If the
result does not appear correct, review steps 3–5 then step 7.
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Activity 16.10 Using a query to show all the data contained in a table
1 Open the MailingList database.
2 Design the query as shown in Figure 16.10b.
3 Save the query as ‘Customer Data’.
4 Run your query. Your results should look similar to the table in Figure 16.4.
In the next activity, we will restrict the number of fields that are displayed.
We will accomplish this by adding only the fields that we want to see to the
grid – firstname and lastname. Note that all the rows will still be presented in
the result set.
Now that we know how to perform basic select queries where all the rows
ITQ11 in the table are shown in the result set, we will now perform a query that
Write the SQL statement for the query in restricts the number of rows that we see. We will do this by adding a criterion
Activity 16.11. to the design grid. We will design a query that lists the first and lastname of the
customers whose lastname begins with the letter ‘H’.
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Figure 16.11 In this query, the Lastname field appears twice in the grid. Note that that we have
cleared the ‘Show’ check box in the Lastname that has the criteria.
Our next query will be somewhat similar to the one we completed in
ITQ12 Activity 16.12. In some cases, we want to list all the data that is available about
a particular customer. In this case, we want to see the data for the customer
Write the SQL statement for the query in
whose customer number is 95505. As you can imagine, only one row of data
Activity 16.12.
will be presented.
Activity 16.12 Perform a select query to list all customers whose last
name begins with ‘H’
1 Design the query as shown in Figure 16.11.
2 Save the query as ox, type ‘Customers lastnames with H’.
3 Run your query. Your results should look similar to the table in the figure below.
All our queries so far have involved text fields. In the next query, we will
design a query using a criterion that involves a numeric field. We will show
(the rows of data for) customers with credit limit greater than $50,000.
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In the next activity, we want to list all customers with credit limits
(CreditLimit) greater than $50,000 OR transaction amounts (TrxAmt) less than
$500.00. Note carefully how we have used the ‘or’ row in the query design
grid.
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2 Save the query as ‘Outstanding Kingston deliveries for week ending 19 June 2016’.
3 Run the query.
4 Record the results in your notebook.
5 Is your result similar to the one shown below?
Exercise 16.1 Design and run queries for each of the following:
1 List customer names and addresses (Firstname, Lastname, Address and
PostCode) for customers that made purchases (TrxAmt) of less than $500
between the dates (TrxDate) 15 June 2016 and 18 June 2016.
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2 All the customers who are NOT located in Kingston (PostalCode) with
outstanding deliveries (Delivered).
(To get started with an update query, (i) change the query type to Update,
observe that (ii) the usual rows (iii) change and the Sort row is replaced by
‘Update to’. The ‘Show’ checkboxes have disappeared as there is no need to
show anything because this is an action query – changes will be made to the
actual data in the Transactions table.)
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4 Add the TrxAmt field to the first column of the Query Design grid.
5 In the ‘update to’ row, write the expression that will be used to compute the
new values for each record in the table: [CreditLimit] * 1.1.
6 Run the query ONCE. A dialogue box will ask you to confirm that you want to
update the rows.
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3 Click the Totals Show/Hide button to show the Total row for each column in the
Query Design grid.
ITQ13
List ANY FIVE items in the ‘Group by’
drop-down list.
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Sorting
It is sometimes beneficial for us to present our query results in an organised
manner.
To list the records in a query’s results in a particular way, the records need
to be sorted. The field on which records are sorted is called the sort key.
Records may be sorted on more than one field – the more important field is
called the primary sort key and the less important field is called the secondary
sort key.
In Access, the user only needs to specify the sort order (in the Sort row
of the design grid) for the sort key fields. When using multiple sort keys in a
query, the sort key on the left in the design grid will be the major (primary)
sort key and the sort key on the right will be the minor (secondary) sort key.
In the next activity, we will add three new customers to our Customer table
then sort the list on two sort keys – first by Lastname, then by Firstname.
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Secondary
sort key
Primary
sort key
Note that all the lastnames are sorted in alphabetical order and that all the
firstnames within a particular lastname (Hosein) are also sorted alphabetically.
Exercise 16.2
a Create a database named ASSIGNMENT1 containing a single table named
STUDENTS based on the following structure:
Fname Type Size Description
Lname Text 15 Student’s last name
Fname Text 12 Student’s first or given name
DOB Date Student’s data of birth
Siblings Number Number of brothers and/or sisters the student has
b Enter the following data into the table.
STUDENTS
Fname Lname DOB Siblings
Amelia Morris 30/01/1997 1
Candy Maitland 18/08/1997 2
Casper Wickham 06/03/1998 3
Denice Miller 22/09/1998 4
Eldon Liddle 10/04/1999 0
Eric Ferron 27/10/1999 4
Ikwo Campbell 29/02/2000 3
Jayde Jovan 03/07/2000 2
Jheanell Kay 05/11/2000 1
Kemar May 10/03/2001 2
Lanesa June 26/09/2001 3
Marc Tomlin 14/04/2002 4
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STUDENTS
Fname Lname DOB Siblings
Nigel Neil 31/10/2002 5
Rashid Cawley 19/05/2003 4
Rochelle Gee 21/09/2003 3
Sasha-Gay Webster 08/04/2004 2
Shari-Ann Revise 25/10/2004 1
Stephanie Faith 13/05/2005 0
Terron Biggs 29/11/2005 1
Trudi-Anne Moodle 03/04/2006 2
Generating a report
Reports are a great way to organise and present data from your Microsoft
Access database. A report is made of a title, one or more report headings and
data. Reports enable you to format your data in an attractive and informative
layout for printing or viewing on screen.
Reports provide many ways to organise, categorise, and even summarise
your data. Reports range in complexity from a simple list – such as a customer
list – to a detailed sales transaction report, complete with data grouping and
summary data such as total sales. When developing a report, the first question
you need to consider is, what do you want the report to do? Having answered
this question, you will be better able to determine:
1 what fields will be included in the report;
2 which table(s) must be used to supply the fields required;
3 whether grouping and/or sorting is required;
4 what summary data to include; and
5 how best to lay out the report – page orientation, report title, headings, etc.
Like queries, Microsoft Access allows you to create a report using either the
design tool or the wizard.
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We will use the wizard because it will guide you, step by step, through the
process of creating a full-featured report. The wizard provides facilities for:
1 Selecting a group of fields from one or more tables/queries (the data
source).
2 Adding grouping levels.
3 Sorting the records.
4 Adding summary statistics (Sum, Max, Min and Average).
5 Presenting the report in various formats.
After you have generated your report using the wizard, you may fine-tune
aspects of it in Design View. For example, you may choose to
1 add a second line to the report title;
2 change the size, spacing and positioning of the objects.
The resulting report may be viewed on screen, sent to a printer or exported
to a file.
In the next activity, we will create a report titled ‘Customer Listing’, which
lists each customer’s name, customer number and address. The list will be
sorted in alphabetical order by lastname, then by firstname.
Click ‘Next’.
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Click ‘Next’.
Click ‘Next’.
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4 Type the title of your report – ‘Customer Listing’ – then click ‘Finish’.
5 Check to ensure that your report looks like the one shown below.
Congratulations! You have created your first Microsoft Access report.
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• Group by TrxDate
• Sort data on Lastname then Firstname, both in ascending order
• Provide a subtotal on TrxAmt (for each day) and a GrandTotal for the entire
report
• Use a two-line report title:
Weekly Sales by Transaction Date
Week ended 19 June 2016
a Note that the order in which the fields are selected is important; this is the
order they will be placed on the report.
b Select TrxDate from the Transactions table, then Firstname, Lastname
and CustomerNo from the Customer table. Finally, select TrxAmt from the
Transactions table then click ‘Next’.
3 Choose to view your data by ‘Transactions’ then click ‘Next’.
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d Click ‘Next’ to move on to the ‘Sorting and Summary Information’ dialogue box.
5 Retain all the defaults for the layout of the report then click ‘Next’.
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6 Type the first line of the title of your report – ‘ Weekly Sales by Transaction
Date’ – then click ‘Finish’
a The report will open in Design View. Type the additional line(s) of text
required to make your report title complete.
7 Check to ensure that your report looks like the one shown below.
Congratulations! You have created your second Microsoft Access report.
Multi-line
report line.
The information
in the report is
grouped by day.
Summary data
Data within each in the form of
group sorted a sum of the
by lastname. transaction
amounts for
each day.
Exercise 16.3 You have been given an Economics assignment to compare the
per capita GDP in CARICOM member states and produce a report.
You are required to:
1 Create a database named EXERCISE 2 containing two tables: MEMBERS
and CODES. You are expected to select appropriate field names, data
types and sizes for your fields. You should also identify and use appropriate
primary keys where necessary.
2 Establish a relationship between the two tables.
3 Enter the data shown above into the tables created.
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MEMBERS CODES
Country Member Population GDP Country Country
Code State Code
AI No 11,430 AI Anguilla
AG Yes 63,863 1579.8 AG Antigua and Barbuda
BB Yes 268,792 5628.6 BB Barbados
BZ Yes 232,111 2046.8 BZ Belize
BM No 62,059 BM Bermuda
VG No 16,115 VG British Virgin Islands
KY No 39,020 KY Cayman Islands
DM Yes 69,625 595.7 DM Dominica
GD Yes 102,598 864.9 GD Grenada
GY Yes 751,223 1649.0 GY Guyana
HT Yes HT Haiti
JM Yes 2,607,632 21538.4 JM Jamaica
MS Yes 4,517 77.1 MS Montserrat
LC Yes 157,490 1490.2 LC Saint Lucia
KN Yes 46,325 777.9 KN St Kitts and Nevis
VC Yes 106,253 761.2 VC St Vincent and the
Grenadines
SR Yes 492,464 1964.5 SR Suriname
BS Yes 303,611 13618.8 BS The Bahamas
TT Yes 1,262,366 23025.1 TT Trinidad and Tobago
4 Design queries to accomplish the following:
a List the Member States of CARICOM. Save this query as Member
States. Only the following fields should included: Country, Population
and GDP.
b Using Member States query, create a calculated field that stores the
per capita GDP for each country. Note that per capita GDP = GDP /
Population. Sort the query on the calculated field in descending order.
5 Create reports based on the following specifications:
Report 1 Report 2
Report title: CARICOM Member Listing CSEC Ecomomics Assignment
Per Capita GDP of CARICOM Member States
Fields to show: Country, Member State Country, Population, GDP, Per Capita GDP
Group by: Member State None
Sort on: Country Per Capita GDP (descending)
Group by: Count Average
Exercise 16.4 The Biology teacher at Possibility High School has asked you to
create a database to be used to handle the reporting requirements for her termly
projects. The data to be used to test the database is given on the next page.
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ASSIGNMENT STUDENT
Assignment Assignment Maximum Student name Assignment ID Assignment Submission Date Score
ID Due Date Score Ula Upchurch B101 13/03/2013 69
B101 13/03/2013 100 Muriel Marotta B102 14/03/2013 72
B102 14/03/2013 100 Adriene Albury B103 12/03/2013 75
B103 15/03/2013 100 Chad Courtois B101 13/03/2013 78
Cindi Clevenger B102 14/03/2013 81
Astrid Alejandre B103 15/03/2013 84
Evelynn Courtois B101 12/03/2013 87
Melda Mcdonalds B102 13/03/2013 90
Hassan Holoman B103 14/03/2013 74
Jeffie Jung B101 12/03/2013 77
Alphonse Avant B102 16/03/2013 80
Elfrieda Earle B103 13/03/2013 83
Randy Rozell B101 12/03/2013 86
Trudie Trivett B102 14/03/2013 89
Marquerite Mohan B103 16/03/2013 92
Myrtle Mire B101 14/03/2013 76
Brandie Berg B102 14/03/2013 79
Carin Casper B103 13/03/2013 82
Kristi Knoles B101 12/03/2013 85
Latonia Lomas B102 14/03/2013 69
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16 • Mastering database management
VEHICLES FEES
Vehicle Registration Vehicle Make Registration Taxpayer Vehicle Registration
Number Type Expiry Date ID Type Fee
A101 Car BMW 09-Apr-13 1101 Bike 100.00
A107 Car Honda 04-May-13 8808 Car 250.00
A194 Car Audi 29-May-13 4404 Truck 500.00
B101 Car Nissan 23-Jun-13 7340
CC558 Truck Isuzu 18-Jul-13 5569
CC788 Truck Mack 12-Aug-13 1101 OWNER
CC369 Truck Leyland 06-Sep-13 8808 Taxpayer Last Government
First name
004B Bike Honda 01-Oct-13 4404 ID name Employee
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16 • Mastering database management
Summary
• A database is collection of data stored in a set of related tables. A Microsoft Access database stores tables,
relationships, forms, queries and reports all in the same file.
• When compared to traditional files (which keep data in separate, unrelated tables), databases offer a few
advantages but also has some limitations.
• A table is a database object that stores data about a particular subject. A table is also known as an entity.
• Each table can contain many fields of different types of data such as text, numbers, dates and hyperlinks.
• A record is a collection of related data items whereas a field is a portion of a record in a database table, containing
one piece of information.
• Each has to be of a particular data type that indicates the kind of data that the field stores.
• When creating a table, you will need to know the table name as well as the field properties (name, data type and
size) for each column in the table.
• Microsoft Access uses forms to put data into its tables, queries to extract data from tables and reports to allow
users to view data.
• A query is a request for data results. Queries that are used to retrieve data from a table or to make calculations are
called select queries.
• A pairs of tables is joined or linked using a primary key, a field that is common to both tables.
Answers to ITQs ITQ1 Additional answers should aligned indicating; numeric values
be accepted where correct. Record- would have been right aligned.
keeping in relation to: (a) attendance ITQ8 Many customers can have
registers and gradebooks (b) financial the same credit limit and it is likely
records (c) performance of athletes, that all the customers may be from
equipment, training roster. the same country. A field that stores
ITQ2 STUDENT (student ID, last similar values will not be useful as a
name, first name, date of birth, sex, primary key.
date of admission) and TEACHER ITQ9 When unchecked, the DBMS
(teacher ID, last name, first name). will not check to ensure that each
ITQ3 Customers. child record has a parent record.
ITQ4 9. ITQ10 A user may enter incorrect
ITQ5 Lastname, Firstname, data; by not allowing this data to be
CustomerNo, Address and PostCode: entered, the integrity of the database
text; Creditlimit: currency. is maintained.
ITQ6 (i) In a school setting, the ITQ11 SELECT Customers.
form teacher could update a student’s Lastname, Customers.Firstname
attendance record at the same time FROM Customers.
the record is being viewed by the ITQ12 SELECT Customers.
vice principal; and (ii) during online Lastname, Customers.Firstname
shopping, the quantity of an item that FROM Customers WHERE
the buyer has in his shopping cart (((Customers.Lastname) Like ‘H*’)).
may change to reflect that the item is ITQ13 ANY FIVE from the
no longer in stock. following: avg, count, exp, first, last,
ITQ7 (a) The data type is text. max, min, stdev, sum, var.
(b) The values in the table are all left
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16 • Mastering database management
Group activities
1 You and three of your best friends have been employed for the summer at Nutcracker Gadgets Store. Your first task is
to conduct a customer satisfaction survey at the recently opened branch in Rodney Bay, St Lucia.
You are expected to:
a Design a database table to store the following data:
i date of visit to the store;
ii client’s name;
iii customer service ticket number;
iv amount of money spent;
v number of minutes it took for job to be completed.
b Write queries to list:
i the names of all customers who spent over $500;
ii the ticket number of all customers whose job took more than 60 minutes to complete.
2 The 4-H Club at your school has asked your group to design a database to store its membership records.
Each member of the group should:
a Interview one member of the executive (President, Vice-President, Secretary and Treasurer) to determine what
data they need to store to get their duties done.
b Develop a list of fields (field names, data types and sizes) for storing the data needed by the person they have
interviewed.
As a group:
i Collaborate to design a table using Access.
ii Develop a list of AT LEAST THREE queries that may be answered from the database.
iii Enter AT LEAST 20 sample records.
iv Write the queries listed in (d) above and run these queries.
3 Your friend Jada has designed a database table in Access consisting of three fields as described in the table below:
Field name Data type Size
Name Text 30
Phone number Number
Twitter user name Text 20
She intends to use a query to extract data about her friends as the need arises. For example, she wants to find the
Twitter user name for a friend by searching for that friend’s phone number. Jade is not sure whether her table design is
suited to the purpose and she now seeks the assistance of you and your pair.
a Examine the table structure and think about what you intend to say to Jada.
b Discuss your thoughts with the other group members.
c Collaborate to write a response to Jada that will be sent via SMS text message.
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16 • Mastering database management
Multiple-choice questions (MCQs) Questions 5–9 are based on the following table.
Instructions: Each item in this test has four suggested
responses labelled (A), (B), (C) or (D). Read each question
carefully then select the most suitable response.
1 Which statement best describes a database?
(A) A collection of tables
(B) Tables that are in sequence
(C) Tables of related information
(D) A collection of related tables
2 Possibility High School maintains a database
containing tables related to its students and the
subjects offered. Which of the following represents a 5 In what view is the table being displayed?
table within the database? (A) Design
(A) A student’s name (B) Datasheet
(B) A student’s record (C) Normal
(C) All the personal data on students (D) Print preview
(D) The age of a student 6 How many records are displayed in the table?
3 Which is ONE difference between the alphanumeric (A) 6
and numeric data types? (B) 7
(A) Alphanumeric represents quantities, unlike (C) 8
numeric, which represents labels only (D) 9
(B) Alphanumeric represents labels and quantities, 7 How many fields are in the table?
unlike numeric, which represents labels only (A) 6 (B) 7 (C) 8 (D) 9
(C) Alphanumeric does not represent quantities,
8 How many different field types are used to store the
unlike numeric, which represents quantities
data?
(D) Alphanumeric represents labels, unlike
numeric, which represents quantities only (A) 2 (B) 3 (C) 4 (D) 5
9 Consider the following statements and state which are
4 Which is ONE difference between a logical and an
TRUE.
alphanumeric data type?
I The CustomerNo field type is Text
(A) Alphanumeric can represent data from an
II The CustomerNo field type is Numeric
unlimited set, unlike logical, which can
III Data in text fields is left aligned
represent one of two values only
IV Data in numeric fields is left aligned
(B) Alphanumeric can represent composite data,
(A) I and III.
unlike logical, which can represent single data
(B) I and IV.
values only
(C) II and III.
(C) Logical can represent data from an unlimited
(D) II and IV.
set, unlike alphanumeric, which can represent
one of two values only 10 How many records would be selected if the query
(D) Logical can represent composite data, unlike ‘Select * FROM Customers WHERE CreditLimit >=
alphanumeric, which can represent single data 40000’ is run?
values only (A) 6 (B) 7 (C) 8 (D) 9
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16 • Mastering database management
Structured questions
1 The trade promotion agency in St Luago uses a database named INVESTMENTS to store data related to applications
for licenses to operate in the country. The database contains two tables: COUNTRY and APPLICATIONS.
Ccode Cname
BB Barbados
TT Trinidad and Tobago
SV St Vincent and the Grenadines
SL St Lucia
Table 1 COUNTRY
AppID Ccode ProjectType InvestmentAmt Duration ForeignStaff
A100 TT Agriculture $10,000,000 16 No
B200 BB Mining $4,000,000 4 Yes
C325 SV Retail $1,500,000 8 No
D450 SL Financial $8,000,000 12 No
Table 2 APPLICATIONS
a Copy and complete the following table to state the data types of the fields indicated: [4]
Fieldname Data type
AppID
InvestmentAmt
Duration
ForeignStaff
b Name the primary key for the country table. [1]
c Name the field that would be used to join the two tables. [1]
d State the technical term for the field referred to in part (c). [1]
e Write queries to:
i List ALL projects with investment amounts greater than two million dollars. [2]
ii List the country that submitted the application that requires foreign staff. [2]
iii Create a calculated field to store an ApplicationFee which is 0.5% of the InvestmentAmt. [2]
iv List the following fields: Cname, ProjectType and InvestmentAmt. [2]
2 The Department of Motor Vehicles (DMV) maintains a database with two tables (shown below) to store information
about vehicles and their manufacturers.
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16 • Mastering database management
d Suggest a reason for the inclusion of the Mid-field in the VEHICLE table. [1]
e Write queries to:
i List all manufacturer’s names and VehicleID for vehicles with fuel tank capacities > 50 litres. [3]
ii List all VehicleID for vehicles with fuel tank capacities <= 70 litres and type of fuel used is Diesel.
f Each vehicle that uses diesel fuel is entitled to a discount of $0.10 for each litre of fuel purchased. Assuming
that four full tanks of fuel are purchased monthly, write a calculated field to compute the rebate due to each
eligible driver. [3]
g If the vehicle table is sorted on the VehicleID field in DESCENDING order, what is the fuel capacity of the
vehicle at the bottom of the sorted list? [1]
h A report was generated for the VEHICLE table and the records grouped by the Mid-field. State the name of
ANOTHER field that could be used to group the records. [1]
3 The table below shows the structure of a table named PHONE.
335
17
17 • Information integration
Information
integration
Concept map
Information integration
2 On the Home tab, click View, and then click Datasheet View.
3 Select the records that you want to copy.
4 On the Home tab, in the Clipboard group, click Copy.
5 Start Excel, and then open the worksheet into which you want to paste the data.
6 Click in the upper-left corner of the worksheet area where you want the first field name
to appear.
7 On the Home tab, in the Clipboard group, click Paste.
Figure 17.1 A customer table in Access showing data selected and ready for copying.
Figure 17.2 Data has been copied from an Access table, sorted and then functions used to count
the number of customers and compute the average credit limit.
Activity 17.1 Copy the table created in Figure 17.2 to Excel. Create a graph comparing
CreditLimit of all the customers.
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17 • Information integration
338
17 • Information integration
‘Dear Kevin’ or ‘Dear Miss O’Connor’. This might involve many customers so
writing each individual name would take a long time. A Mail Merge can be
used to import the required information from a database or spreadsheet into
the correct place in a letter. So a letter written ‘Dear <Customer_Name>‘ will
be converted into a personal message for each customer on the list with just
the click of a button.
mail merge ❯ Mail merge is a word processing tool that facilitates the creation of
form letters, mailing labels, envelopes, directories, and mass e-mail and fax
distributions.
You use mail merge when you want to create a set of documents, such as
a form letter that is sent to many customers. Each document has the same
kind of information, yet some of the content is unique. For example, in letters
to your customers, you can personalize each letter to address each customer
by name. The unique information in each letter comes from entries in a data
source.
main document ❯ A main document is the file that contains the text and graphics that are
the same for each version of the merged document.
merge field ❯ A merge field is a placeholder that you insert in the main document.
data source ❯ A data source is a file that contains the information to be merged into a
document. For example, the list of names and addresses you want to include
in a mail merge. A data source must be connected to a source document before
ITQ2 you can use the information in it. A data source may be:
Briefly describe TWO mistakes that • created by typing a new list in a word processor document
could be made by a clerical assistant
• selected from Microsoft Outlook contacts
who is manually addressing hundreds
of form letters for transmittal by • selected from an existing list in a database (Access) or spreadsheet (Excel).
postal mail.
(a)
(b)
Figure 17.4 (a) Main document with merge fields, numbered 1–6, as placeholders for the data
that will appear when the individual letters are produced. (b) This Access table is the data source.
ITQ3
How many recipients are in the data file
shown in Figure 17.4b?
Activity 17.2 Create a data source based on the information in Figure 17.4b.
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17 • Information integration
A B C D E
1 Title Lastname Firstname Address Postcode
2 Mr Douglas Akeem 1 Itsy Road Kingston 10
3 Ms Castille Jasmine 15 Elgin Road Kingston 17
4
5
6
7 Mr Akeem Douglas
1 Itsy Road
8
Kingston 10
ITQ4
Name the three documents associated
with a mail merge.
Dear Mr Douglas,
Figure 17.5 Data from the data source is merged with the form letter to produce a set of merged
documents.
340
17 • Information integration
341
17 • Information integration
Figure 17.6 The letters that will be mailed to Mr Ventura and Dr Wilson.
Summary
• You may want to work with Access data in an Excel workbook in order to take advantage of features offered in
Excel that are not available in Access.
• One of the easiest ways to integrate information in Microsoft Access into Excel is by copy and paste.
• Mail merge is a word processing tool that facilitates the creation of form letters, mailing labels, envelopes,
directories, and mass e-mail and fax distributions.
• You use mail merge when you want to create a set of documents, such as a form letter that is sent to many
customers.
• Each document has the same kind of information, yet some of the content is unique.
• The unique information in each letter comes from entries in a data source.
• External data sources include Microsoft Access databases and Microsoft Excel workbooks.
•
Answers to ITQs ITQ1 Any TWO of the following ITQ2 (i) the name/address may
reasons: (i) to take advantage of the be incorrectly written, for example,
data analysis features (ii) to use the writing 25 instead of 52; (ii) recipients
charting feature (iii) to take advantage may be duplicated/omitted.
of the flexibility in data arrangement ITQ3 Main document, data source,
and layout (iv) to use the many merged document.
functions that are not available in
ITQ4 Nine.
Access.
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17 • Information integration
Multiple-choice questions (MCQs) 5 Based on the figure and the items labelled I–IV below,
Instructions: Each item in this test has four suggested which of the following statements are true?
responses labelled (A), (B), (C) or (D). Read each question
carefully then select the most suitable response.
1 The mail merge component that serves as a
placeholder for unique data is called a ____________. Address
(A) data source Block
2
(B) merge field
Dear Name
(C) merge document
(D) source document
2 Which of the following are valid reasons to integrate
information from Microsoft Access into Microsoft
Excel?
I To perform complex queries
II To perform complex computations 1
III To utilise advanced formatting capabilities
IV To create graphs and charts
(A) I, II and III only
(B) II, III and IV only
(C) III and IV only I The document shown is a merged document.
(D) I, II, III and IV II The block of text identified as ‘1’ will appear the
3 All the following are external data sources for a mail same in all documents.
merge EXCEPT ____________.
III The data items identified as ‘2’ will be different
in each merged document.
(A) a table in an Access database IV The data items identified as ‘2’ should never
(B) a query in an Access database appear within the block of text identified as ‘1’.
(C) a Word table (A) I and IV only
(D) an Excel worksheet (B) II and III only
4 The correct sequence that will result in a mail merge (C) III and IV
being accomplished is: (D) I, II, III and IV
I Set up the main document 6 Which paste option should you use if you want to copy
II Add mail merge fields the data as a PowerPoint table but want it to assume
III Preview and complete the merge the appearance of the PowerPoint presentation?
IV Connect the document to a data source (A) Keep Source Formatting
V Refine the list of recipients or items (B) Use Destination Styles
(A) I, II, III, IV, V (C) Embed
(B) I, II, IV, V, III (D) Keep Text Only
(C) IV, I, II, III, V
(D) I, IV, V, II, III
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17 • Information integration
Structured questions
The Purchasing Manager of Pattern and Gain Food Store is sending off Request for Quotations to its suppliers. Use the
mail merge feature of your word processor to prepare letters for each supplier.
1 Create the following data source. Save it as SupplierList. [6]
CompanyName Address City Country StockCode
Beans and Peas Limited 24 First Street Belmopan Belize AX-2158
Sanjay’s Rice Processors 35 Second Avenue Georgetown Guyana HJ998
Bara Trading 46 Third Place Arima Trinidad TY-9000
Seal Seafood 57 Fourth Way Castries St Lucia K-123
Island Spices Plus 78 Jing Street St George’s Grenada 4099
2 Create the following main document, taking care to insert the merge fields where indicated. Save the document as
RequestForQuotes. [6]
<<Company Name>>
<<Address>>
<<City>>
<<Country>>
Dear Sirs:
Please provide the price per case for your product identified in your
catalogue as <<StockCode>>. Also, kindly indicate the quantity or net
weight per case as well as the shipping dimensions. Please quote all
prices in United States dollars.
Sincerely,
Mutu K. Baruk
Purchasing Manager
344
18 Mastering the
School-Based
Assessment
By the end of describe the requirements of an SBA
this chapter
outline the distribution of marks for components of the SBA
you should
be able to:
practice the skills that must be demonstrated in the SBA
assemble documentation for your SBA.
Concept map
School-based assessment
Word processing
✓ No more than two word processed documents.
✓ One document must be a letter for mass mailing, the other may be
chosen from but not limited to reports, faxes, simple brochures, flyers and
newspaper articles.
18 • Mastering the School-Based Assessment
Spreadsheet
✓ A maximum of THREE major tasks consisting of no more than THREE
requirements.
✓ The creation of no more than TWO charts.
Database Management
✓ THREE tables or files.
✓ FOUR queries including TWO calculations within queries.
✓ ONE report, with grouping and sorting involving TWO or THREE tables.
Mark allocation
The Project will carry 90 marks which will account for 30% of the final
grade. Your teacher will assign the project for your SBA which will include a
programming element (30 marks) as well as database (20 marks), spreadsheet
(20 marks) and word processing (20 marks) elements.
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18 • Mastering the School-Based Assessment
BACKGROUND
National general elections have been a recurring feature among the democratic territories of the
Caribbean. Every year, in one territory or another, citizens exercise their right to elect a government of
their choice. However, the exercise is not without its attendant challenges of data management.
Thousands of votes are cast on the day of the elections and an anxious, waiting public demands speed,
efficiency and accuracy in the determination of results.
Four parties contest the elections: the New Nation Party (NNP), the Luago Labour Party (LLP), the
United Democratic Movement (UDM), and the National Coalition for Reconstruction (NCR).
Elections are contested to determine representatives in six constituencies (East, West, Central, North-
west, South-west and Luago Bay). The representative being the candidate who gets the most votes in
his/her constituency. The parties field candidates in every constituency except for the NCR, which
fields candidates in just three of the six constituencies.
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18 • Mastering the School-Based Assessment
SPREADSHEET ASSIGNMENT
You are required to design a spreadsheet that will store data on the parties, constituencies and candidates’ votes and
generate information that would enable the efficient and timely processing of the election results.
Test data:
9 Number of electors registered in each constituency ranges from 5,125 to 11,250.
9 Percentage of spoilt ballots varies; assume between 0.5% and 2.5% for each constituency.
9 Voter turnout in each constituency projected to be between 41% and 84%.
Computations:
9 number of votes cast = number of electors * % voter turnout
9 spoilt votes = percentage of spoilt ballots * number of votes cast
9 general votes = votes cast – spoilt votes
9 total votes received = general votes + special votes
Additional information
A noted pollster supplies a rating which is a value from 1 to 4 and is determined by the results of a recent poll
conducted in each constituency. Apart from the candidate’s rating, the pollster also supplies the
per cent (%) of votes each candidate is likely to receive, based on the popularity rating. The actual number of votes
received is that percentage of the general votes.
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18 • Mastering the School-Based Assessment
You are asked to use a suitable application to manage data on candidates nominated to contest seats in the general
elections. Three tables/files must be used to store the data. Relevant personal data on each candidate should be
stored, including name, address, date of birth, sex, profession, constituency, party acronym and total votes received.
Each candidate pays a deposit of $5,000. (This deposit is refunded should the candidate garner 20% or more of the
votes cast in his constituency.)
Task B Queries
You should test your database by generating queries to find the following.
1) The candidate name, party acronym, number of electors and number of votes received for candidates in
constituencies with more than 6,500 voters and where the candidates received less than 500 of the votes cast.
2) Special votes expressed as a percentage (with 2 decimal places) of the overall number of voters in each
constituency. Show constituency name, special votes and the calculated field.
3) All male candidates who are less than or equal to 40 years old and who received more than 40% of the votes
cast in their respective constituencies. You must also show the dates of birth, name, number of votes received
as well as the number of voters.
4) Calculate the sum of the deposits to be refunded to each party (only candidates who received 20 percent or
more of votes are eligible for refund). List the party name, call letters and sum refunded to each party.
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18 • Mastering the School-Based Assessment
Task C Reporting
Generate a report which lists the final results of the election based on the following specifications:
1) Fields: constituency, party acronym, number of votes received, name and sex of candidates.
2) Sort order: constituency (primary), number of votes received (secondary).
3) Summary data: total number of votes and average number of votes cast in each constituency.
4) Title: ‘St Luago Electoral Commission: Official Results of the National Elections’ on two lines.
WORD-PROCESSING ASSIGNMENT
You are required to prepare three documents for use before, during and after the elections. These include:
x a letterhead to use for all official correspondence
x a nomination form to be completed and submitted by each candidate
x an official business letter containing the official election results which must be dispatched to
each candidate.
Task B Letter
1) Using a suitable feature of your word-processing application, and data from the database section of your
project, create a letter for mailing to candidates. The letter should be done on the commission’s letterhead
which should have the name of the Electoral Commissioners in the footer. The text in the footer must be
centre aligned.
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18 • Mastering the School-Based Assessment
2) Print the name of the winner and the number of votes received.
Note: The table should have at least ten iterations and should end when a specific value is entered.
351
18 • Mastering the School-Based Assessment
SUBMISSION GUIDELINES
Database Programming
(i) Database table listings (i) Pseudocode
(ii) Queries in SQL view (ii) Flowchart(s)
(iii) Output of queries (iii) Trace table
(iv) Report (iv) Fully documented source code
(v) Database documenter report showing (v) Test data
table structures and relationships (vi) Screen shot(s) showing output
352
18 • Mastering the School-Based Assessment
353
18 • Mastering the School-Based Assessment
Spreadsheet
Database management
354
18 • Mastering the School-Based Assessment
Programming
355
Answers to multiple-choice
questions
Chapter 1 Chapter 10
1 A 2 D 3 C 4 B 5 C 1 B 2 D 3 A 4 B 5 A
6 D 7 C 8 B 9 C 10 C 6 C 7 D
Chapter 2 Chapter 10 (program design)
1 D 2 D 3 D 4 C 5 A 1 B 2 A 3 A 4 B 5 D
6 B 7 B 8 B 9 C 10 B 6 C 7 B
Chapter 3 Chapter 11
1 D 2 D 3 D 4 C 5 A 1 C 2 D 3 A 4 C 5 B
6 C 7 C 8 C 9 A 10 B 6 C 7 C 8 B 9 C 10 A
11 C 12 C 13 B 14 C 15 A
Chapter 4
1 B 2 C 3 A 4 A 5 D Chapter 12
6 B 7 D 8 D 9 B 10 A 1 C 2 D 3 B 4 D 5 A
6 D 7 C 8 A 9 C 10 D
Chapter 5
1 D 2 B 3 A 4 D 5 B Chapter 13
6 D 7 A 8 D 9 B 1 C 2 D 3 A 4 D 5 C
6 C 7 B 8 B 9 C 10 A
Chapter 6
1 D 2 B 3 B 4 C 5 D Chapter 14
6 D 7 D 8 D 9 B 10 B 1 B 2 D 3 C 4 B 5 D
Chapter 7 Chapter 15
1 D 2 B 3 B 4 C 5 D 6 D 1 C 2 A 3 B 4 A 5 D
7 D 8 C 9 D 10 B 11 B 6 D 7 C 8 D 9 D 10 A
Chapter 8 Chapter 16
1 C 2 B 3 C 4 D 5 C 1 D 2 C 3 C 4 A 5 B
6 B 7 A 8 D 9 B 10 C 6 D 7 A 8 A 9 A 10 B
Chapter 9 Chapter 17
1 D 2 C 3 A 4 C 5 D 1 B 2 B 3 C 4 D 5 B
6 C 7 B 8 A 9 C 10 A 6 B
356
Glossary
.htm / .html file extensions that tell operating bit string a group of ordered binary digits such as
systems that a document is a web page. A web ‘0001 1001’ which could represent a number, a
browser should be used to view these files. character or a string of characters
8-bit store a 1-byte word, which has a word size of 8 block operations the ability to move sections of text
from one part of a document to another
absolute cell address a cell address that does not blog a diary maintained by its author on the World
change when a formula is copied and pasted to other Wide Web. Also called a web log
cells Bluetooth a wireless protocol for exchanging data
access time the time interval between the moment over short distances from fixed and mobile devices,
the command is given to transfer data from the disk using radio waves
to main memory and the moment this transfer is Boolean expression an expression that evaluates to
completed either true or false
action queries queries that add, change or delete data Boolean operator a word (AND, NOT and OR)
add-ins the addition of components that allows used to operate on the truth value of one or more
software to be customised to a user’s preference conditions
add-on card a separate card that can be connected broadband technology that provides bandwidth
to or installed on a motherboard to enable more greater than that provided by ordinary telephone
features, for example a sound card lines, i.e. greater than 64 kilobits per second
algorithm a set of instructions that, if followed in broadcast sending out a message to all other
sequence, will lead to a solution of a problem computers on a network
animation (presentation) visual effects, such as buffer a waiting area for data being transferred
graphics, titles or bullet points, applied to individual between a very fast processor and a slow device
items on a slide rather than to the slide itself bulletin board an electronic forum that hosts posted
application software the category of software that messages and articles related to a common subject
performs specific end-user tasks to inform, entertain byte a collection of eight bits
or solve everyday problems
archive files created or received by an institution or cables media used to connect all computer
organisation that are stored because of their value components together. Also known as wired media,
assembly language a second generation program coaxial, twisted pair and fibre optic
language that used short words to represent an cathode ray tube (CRT) a type of monitor where
operation to be performed. The memory address an electron beam moves through a vacuum tube to
is expressed as decimal numbers instead of binary display information on the screen
numbers CD-ROM (compact disc read-only memory) a
assignment operator code used to store a value to pre-pressed compact disc that contains data accessible
an array location to, but not writable by, a computer
automated data capture a process where data is cell address the column letter and the row
directly entered into a computer with little or no user number can be used to uniquely identify a cell in a
intervention spreadsheet
central processing unit (CPU) part of the computer
backing storage see secondary storage that interprets and carries out the basic instructions
bandwidth the speed at which data can be that operate a computer
transmitted over a communications channel clipboard a temporary area where applications can
barcode scanner a specialised optical mark reader store items for future use
that ‘visually’ interprets barcodes. Also called a command-driven interface a user interface that
barcode reader requires the user to type command statements to
binary number system a number system with the access the access system resources
base of 2 numbers computer a machine capable of executing
bistable devices a simple electronic device that has instructions on data
only two states, 1 or 0 computer-aided instruction (CAI) see computer-
bit a binary digit, taking a value of either 0 or 1 aided learning
357
Glossary
computer-aided learning (CAL) the use of device driver a small program that contains specific
computers in the classroom to teach, or assist in details about the printer
teaching, a subject device interface a connection between the rest of
computer fraud the use of computers to illegally the system and the device itself. IDE, SATA, SCSI
obtain money, goods or services and USB are popular device interfaces used in
computer security risk any event, action or general-purpose computer systems to attach
situation, intentional or unintentional, that could lead storage devices
to the loss of data and computer systems direct access an information storage and retrieval
computer system a complete computer installation technique in which a storage device allows data to
including hardware, software, users, procedure and be read from or written to the actual area of the data
data storage media without having to interact with any
condition an expression that includes a relational other areas of memory
operator and the two operands on which it operates diskette a 1.44 megabyte storage device where the
constant data item with a name and a value that data in stored on a magnetised platter protected with
remains the same during the execution of a program a hard outer case
criterion A Boolean expression used to filter records DIV the integer division operator that discards the
in a database to be included in the results of a query fractional part (remainder) of the result
customised software software that can be dot matrix printer produces one character at a time
customised to a user’s liking through the selection of by striking an inked ribbon on paper to create the
options or preferences, or the addition of components impression
custom-written software software that is created downloading the transfer of a copy of a file from
by programmers on behalf of a company to meet its a distant computer to a local computer using data
unique requirements. Also called custom software communication links
cylinder a unit of storage in hard drives consisting drag-and-drop an alternative to cut-and-paste when
of the set of tracks that occupy the same position on move text from one place to another
opposite sides of each disk surface dry run a way to demonstrate that the algorithm
works with a given set of input data
data facts about people, places, things and events DVD (digital versatile disc) a popular optical disc
that have been collected through observation or storage media format. Also called a digital video disc
measurement
database a collection of data stored in a set of related educational software software that has distinct
tables requirements for delivering evaluations (tests) and
data communication the transfer of information tracking progress through material
from one computer to another electronic eavesdropping the act of illegally
data integrity ensures the accuracy, completeness and intercepting electronic messages as they are being
internal consistency of the data stored in a database transmitted over a computer network
data security the identification and assessment of electronic mail (e-mail) an application that allows
computer security risks users to send an electronic message over a network
data type a classification or category of various to anyone with an e-mail address and access to a
types of data that states the possible values that can computer system
be taken, how they are stored and what range of e-mail message an electronic message that is usually
operations are allowed on them text-based but may include images, sounds and video
data source a file that contains the information to be clips as attachments
merged into a document endnote a note at the end of the document, often
decimal number system a number system that uses used for references
10 digits: 0 through 9 enterprise software addresses the needs of
defragmentation a procedure in which all the organisation processes and data flow, often in a large
files on a hard drive are erased and rewritten on distributed environment
the disk so that all parts of each file are written to erasable programmable read-only memory
neighbouring sectors (EPROM) a chip that can be programmed and
delete query a query run to delete a group of records reprogrammed with a special electronic device
from one or more tables expert systems application programs that perform
design template a starting point for a slide or tasks usually undertaken by human specialists
document with some pre-defined items already in external documentation written text that
place accompanies computer software
358
Glossary
extranet an intranet that has been selectively opened HTML (HyperText Markup Language) a language
to strategic allies (including customers, suppliers and that includes a set of tags that can be added to the
research associates) text in a web page that enables a web browser to
display the web page correctly
fibre optic a type of cable that transmits data using HTTP (HyperText Transfer Protocol) a protocol
light used to request and transmit files, especially web
field part of a record which contains a single piece of pages and web page components, over the Internet or
information other computer networks
filtering selecting rows in a spreadsheet that meet a human-readable document a document that is
given criteria easily read by the user but is not in a form that a
firewall a program that restricts access to a computer computer can automatically accept as input
from a network connection hyperlink an icon, information object, underlined or
fixed-head disk a disk storage device in which the otherwise emphasised word or phrase that displays
read–write heads are fixed in position, one to a track. another document (or resource) when clicked on
The arms to which they are attached are immovable with a mouse
flash memory cards/flash drives small, convenient,
portable storage devices with a capacity of 2 to 64 identifier the name given to variable or a constant by
gigabytes the programmer
flowchart a pictorial way of representing an identity theft when criminals obtain and use
algorithm using a set of standard symbols someone else’s personal details to impersonate them
footnote a note at the end of the page, often used to immediate access storage see main memory
clarify or comment on the text on the page impact printer employs a striking or hammering
form a document with a prearranged structure where mechanism to produce output
information can be entered in the specified blank fields information data that has been organised and
formatting (storage) a process, facilitated by the presented so that underlying patterns become clear
operating system, during which a storage medium is information processing the acquisition, recording,
prepared for data storage organisation, retrieval, display, and dissemination of
formatting (word processing) a process during information
which the layout and appearance of elements in a information worker software software that creates
document are changed and manages information, often for individual
FTP (file transfer protocol) a protocol used to projects within a department
transfer files between FTP servers and clients inkjet printer a versatile printer that uses ink to
function a formula can include functions that perform output high-quality documents
specific mathematical calculations, e.g. square root input data entered into the computer via some form
of input device such as a keyboard, microphone,
general-purpose computer a computer that consists mouse, or scanner
of hardware and software suitable for undertaking a input device any peripheral that facilitates the entry
wide range of tasks of data and instructions into a computer
general-purpose software software that is flexible input media the material, means or mechanism used
and can be used for a variety of different tasks to convey the data from its source to the computer
system
hard copy a permanent printed output from the integer a whole number that is either greater than
computer zero, zero or less than zero
hardware the parts of the computer we can feel and internal documentation a set of notes included
touch with the source code as comments
header and footer an area at the top and bottom of Internet a public, global (wide area) network based
a page containing text or pictures, repeated on every on the TCP/IP protocol
page in the document intranet a private computer network designed to
hexadecimal (hex) a number system with a base of 16 meet the needs of a single organisation or company
high-level language a machine-independent, that is based on Internet (TCP/IP) technology
problem-oriented language where the source code is I-P-O chart a table that shows the inputs, the
written in statements that closely resemble English processing steps and the outputs related to a
home page an initial page designed to greet viewers particular problem
of a website IRC (Internet relay chat) a messaging system
hosting making a website available on the World that allows users to ‘chat’ with other people on the
Wide Web Internet using text messages
359
Glossary
Label (spreadsheet) a set of alphanumeric characters multimedia artist someone who works with text,
used to identify the content of one or more cells still images and moving images and provides creative
language generation programming languages that input into the process of creating effective web pages
allow computer systems to understand instructions.
There are five language generations narrowband communication technology that
language level a rough measure of the ratio of source provides bandwidth less than or equal to 64 kilobits
code to machine code per second
laser printer a printer that utilises heat, light and natural language processing uses grammar and
photoconductivity to output high-quality semantic rules to improve the accuracy of speech data
documents entry systems
least significant digit (LSD) the rightmost digit in negative integer an integer that is less than zero
any number network a communications, data exchange and
linking a process during which a system software resource-sharing system created by linking two
component, a linker, builds a complete executable or more computers using established standards or
program from component object programs protocols so that they can work together
liquid crystal display (LCD) a flat panel display that newsgroup an online discussion group or forum
uses a liquid crystal solution and an electrical signal to specifically focused on a particular area of interest
display information on the screen non-impact printer a printer create output on
literal a value written exactly as it is meant to be media (paper or plastic) using a range of different
interpreted technologies such as: laser inkjet, thermal transfer
logic error a mistake in the design of the program, and dye sublimation
such as a branch to a wrong statement, or the use of
an incorrect or inappropriate mathematical formula object code the executable code produced by a
low-level language a machine-dependent language compiler
where the source code is written in machine code or octal number system a number system where the
assembly language base is 16
ON-bits the binary digit 1 or 1-bit. See bit
machine code the first generation of computer operand a data value that is provided as a part of
language which is understood by computer systems. a processing operation and may be a literal value,
It is considered their native language variable or constant
machine-readable documents documents that can operating systems a group of programs that work
be read directly and understood by the computer interactively to manage the resources of a computer
mail merge the facility that allows organisations to system
create mail shots output device any device that displays, plays or
main document the file that contains the text and prints the results of processing operations or status
graphics that are the same for each version of a messages related to that processing
merged document
main memory the functional unit of a computer that packaged software mass-produced, copyrighted
stores data being processed by the CPU. Also known software that meets the needs of a wide variety of
as memory, immediate access storage and primary storage users, not just a single user or company
manual data entry a process during which data is page-printer a printer that uses pre-cut sheets of
entered into a computer by a user paper
mass storage see secondary storage Pascal a third generation language that supports
media development software software that structured programming and algorithm concepts
generates print and electronic media for a commercial peripheral device computer devices that are not
or educational setting essential to the operation of the computer, such as
merge field a placeholder that is inserted in a main printers, CD-ROM drives, external hard drives, etc.
document pixel a picture (pix) element (el) is an individual dot
MOD the integer remainder operator that gives the of colour. A computer screen is made up of thousands
fractional part (remainder) of the result of pixels of colour that make up the picture
most significant digit (MSD) the leftmost digit in placeholder anything that shows the space reserved
any number on a slide for a piece of text or artwork
moving-head disk a disk storage device in which plotter printer a large-format hard copy output
one or more read–write heads are attached to a device that produces high-quality graphical output
movable arm that allows each head to cover many on different types of materials, commonly paper and
tracks of information vinyl
360
Glossary
podcast an audio broadcast using the Internet that the power is switched off. Also known as backing
can be played on an iPod or similar device storage, mass storage or storage
point-to-point a direct communication channel sectors a section of a disk that stores hundreds of
between two computers on a network bytes of information
pop-up menu a menu that appears on your display select queries queries that are used to retrieve data
screen at the point where your mouse is positioned. It from a table or to make calculations
is usually activated by a right-click sequential access an information storage and
portability a measure of the ease with which a retrieval technique where the computer must move
storage media can function on different computer through a sequence of stored data items to reach the
systems desired one
positional value the value of a digit in a number sequential search a method for finding a particular
depending on its position or place value in a list until the desired one is found by
presentation a set of slides that are displayed in checking every one of its elements, one at a time and
order in sequence
problem a discrepancy between what is required and slide layout template a pre-defined layout of items
what exists on a slide
problem solving the thought process that requires slide master stores information about the theme and
a critical analysis of the situation (the problem) and slide layouts of a presentation
careful consideration of possible ways of overcoming slide show the view that takes up the full computer
the problem screen, like an actual slide show presentation
processes an independently executing program and slide sorter view an exclusive view of your slides in
its data thumbnail form
processor see central processing unit (CPU) slide transition the way one slide replaces another
program a sequence of instructions that a computer soft copy a temporary form of output, as produced by
can interpret and execute a visual display unit or audio output device
program execution the process during which a software package a set of application programs that
computer performs the instructions of a program can be purchased together
programmable read-only memory (PROM) a software piracy the unauthorised copying and/or
read-only memory (ROM) chip programmed at the distribution of copyrighted software. This includes
factory for use with a given computer copying, downloading, sharing, selling or installing
propaganda a form of communication that is aimed multiple copies onto personal or business computers
at influencing the attitude of a community towards software program a general term for the
some cause or position various kinds of programs, installation files and
pseudocode a way of documenting the solution to a documentation that together are used to operate
problem using simple structured instructions computers and related devices
solution a procedure consisting of a set of instructions
query a question that can be answered by using the that, if followed in order, achieve the required result
data stored in the database source code the original program code, written by
the programmer, and input to the compiler
READLN the term used to read data from the source documents original documents that contain
keyboard into an array input data
read-only memory (ROM) a primary storage device speaker notes notes added to the presentation slides
that stores data and programs that cannot be changed as a reference for the presenter.
record (database) contains information about a specialised applications applications that perform
particular individual, item or entity uniquely designed tasks
relational operator ‘greater than’, ‘greater than or special-purpose computer a computer that
equal to’, ‘equal’, ‘not equal’, ‘less than or equal to’ performs a small range of tasks and contains features
and ‘less than’ uniquely designed for use in a particular industry or
report an easy and elegant way to present the contents application
of a table or the result of a query as a document speed a measure of how quickly data is transferred
run-time error a program flaw detected during after a request is made
program execution, which may or may not cause the spreadsheet an application program that performs
program to terminate abnormally automatic calculations, often used for accounting
storage see secondary storage
secondary storage a non-volatile storage medium storage capacity the maximum amount of data that
which stores program instructions and data even after can be stored on a storage medium
361
Glossary
stylus a special pen, usually used with a pad and value (spreadsheet) data in the form of
tablet, to provide a more natural way of inputting alphanumeric characters that may be manipulated
handwriting and drawings variable a named storage area where the contents
surveillance computer fraud that involves can be changed
electronically observing a user’s activity on the verification checking that the data has been
computer input correctly to ensure that the data entered in
syntax the rules of the computer language the computer system matches that on the source
syntax errors errors in the way we use the document
programming language visual display unit/monitor (VDU) the hardware
system software the category of software used to component of a computer system that handles the
operate and maintain a computer system, including display of information that users see
the operating system, utility programs and program voice band a communication channel that allows the
language translators transmission of human spoken communication
voice response unit (VRU) accepts the human voice
test data a set of carefully selected data values used as machine-readable input and produces output using
to determine whether an algorithm or program works synthesised speech
as intended VoIP (voice-over IP) the use of Internet-based
title locking (freeze panes) when window panes technologies to transmit voice-grade data over the
are frozen so that selected rows and columns remain Internet
in view.
touchscreen a screen that is operated by touching the web browser special-purpose application software
surface to select an option or icon that runs on an Internet connected computer and
trace a testing technique used to observe a program uses the HTTP to connect with web servers
flow and its impact on variable values web developer a person who creates web sites, often
trace table a grid used to record the variables, test using a web-authoring package
data and results obtained during a dry run or testing web log see blog
track a fixed number of sectors that are placed in a web master the person responsible for maintaining
concentric circle on the surface of a disk and updating existing websites
translator a system’s program that converts a program web page a document written in HyperText Markup
written in source code to machine code. Compilers, Language (HTML) that may contain text, sound,
assemblers and interpreters are all translators images, video clips, hyperlinks and other components
Trojan horse a stand-alone malicious file or program web server a special-purpose application software that
that often masquerades as a legitimate file or accepts requests for information, framed according to
program. It does not attempt to inject itself into other the HyperText Transport Protocol (HTTP), processes
files these requests and sends the requested document
truth table a table that shows all possible truth- website a group of web pages that belong together
values for an expression, derived from the truth- and are linked to each other using hyperlinks
values of its components Wi-Fi a marketing term created by the Wi-Fi Alliance,
turnaround document a document that has been a non-profit industry group that tests products to
output from a computer, extra information added to ensure that they comply with particular industry
it, and then returned to become an input document wireless standards. These standards relate to a range
typographical error a typing error, for example a of protocols governing wireless LAN
missing letter or an extra letter communications
wireless media radio waves (wireless transmissions)
update query (database) a function that makes that include satellite, microwave and infrared
global changes to a group of records in one or more word a group of two or more bytes that represents
existing tables the size of a unit of information that is stored in one
uploading transferring a file from one computer location and manipulated by the processor in one
to another computer on a network using data instruction cycle
communication links word size the number of bits that make up a word
user interface the combination of hardware workbook (spreadsheet) a collection of related
and software that helps people and computers spreadsheets that are saved as one file
communicate with each other worksheet a single working area in a spreadsheet
file, consisting of a grid of lettered columns and
validation a process that ensures that data entered numbered rows
into a database form, a web form or a computer WRITELN the term used to write data from an array
program conforms to the correct data type location to an output device
362
Index
363
Index
364
Index
365
Index
366
Index
placeholder 232, 233, 236, 339, 340, 341 queries involving dates 312–13
plotter 41, 128 School-Based Assessment 349–50
podcast 58 single table query 306–11
point-of-sale (POS) systems 33, 34, 83, 127–8 sorting queries 319–21
point-to-point communication 51
pointers 81 radiowave communication 49
pop-up menu 80 random access memory (RAM) 8, 14, 16, 17, 18, 82
portability (storage) 23, 24 read-only memory (ROM) 16–18
positional value 63 READLN 175, 177–8, 188
Possibility High School SBA Project 346–52 real time processing systems 84
power surges 109 record (database) 293
presentations recreation, computers in 3, 6, 131
concept map 231 relational operator 151–2, 153
creating a presentation 232, 235–9 relative cell address 266–7
description 130, 232–4 remote control 37
presentation views 234 Repeat feature 212–13
printing a presentation 237–9 report (database) 299, 321–31, 350
using Microsoft Excel data in Microsoft PowerPoint 338 reserved words, programming 175, 180
primary key, database 298, 299, 300–1, 302 resolution, VDU 38–9
primary storage robots 129
description 14, 15 routers 48, 49
versus secondary storage 14 run-time error 183, 184, 185
types of devices 16–18
printers 39–41 Safari 56, 247
printing a presentation 237–9 SATA (Serial Advanced Technology Attachment) 21, 22
privacy, violation of 112 satellite transmission 49, 50
problem 136 School-Based Assessment
problem-solving 135–6 concept map 345
algorithm see algorithm key skills 353–5
constants and variables 138–40 mark allocation 346, 353–5
problem partitioning 137–8 practice exercises 346–52
School-Based Assessment 351 requirements 345–6
steps in 137, 140 tips for mastering the SBA 346
process symbols 143, 144 science, computers in 129–30
processes 83 SCSI (Small Computer Systems Interface) 21, 22
processor see central processing unit (CPU) secondary storage
program 78 accessing 20–1
program design 136, 137, 138–9, 145–61 buffer 21
program execution 83, 158, 171, 184 comparing technologies 23–4
program implementation defragmentation 21
checking and testing programs 183–90 description 6, 8, 13
concept map 168 device interfaces 21, 22
five steps 171–2 media 18–20, 22–3
program documentation 172 versus primary storage 14
School-Based Assessment 351, 355 sectors (storage) 19, 20, 22
writing programs in Pascal 173–83, 351 select queries 305, 308–9
programmable read-only memory (PROM) 17, 18 selection construct 145, 150–1
programming languages sensors 37
language generations 169–70, 171 sequence instructions 145
language levels 169, 170 sequential access (storage) 20, 100–1
propaganda 113 sequential search 189
pseudocode 137, 141–2, 145, 150, 170, 176–83, 351 serial access files 101
punctuation marks, programming 174 sign and magnitude integer representation 69, 70–1
simplex transmission 51–2
QBASIC (Quick Beginners All-purpose Symbolic Instruction size, array 186, 187
Code) 170 Skype 32, 54, 86
query (database) 299, 305–17 slide 130, 232–4, 235–7, 239, 338
action queries 305, 316–17 slide layout 232, 233, 236
grouping results 317–19, 324–31 slide master 233
multi-table query 311 slide show view (presentations) 234
multiple search conditions 313–16 Slide Sorter view (presentations) 234, 235
367
Index
slide transition 232, 233, 234 text messages (SMS) 3, 4, 48, 57, 149
smartphones 3 time-sharing processing systems 84
soft copy 38 title locking (freeze panes) 262
software package 78, 85, 86 top-down stepwise refinement 159, 160
software piracy 113 top-level domain name 56–7
software program 78 touchscreens 33
software suites 87 trace 157, 158
solution 136 trace table 158–9, 183, 351
Sony PlayStation 6, 131 track (storage) 19, 20, 22
sorting (data) 274–6, 281, 319–21 translator, programming language 78, 170, 171
source code 170, 171, 172, 184–5 Trojan horse 110, 111
source documents 30, 32, 36, 96 truth table 153
speaker notes 234 Turbo Pascal 171, 176
special-purpose computer 4, 6 turnaround document 97
specialised applications 85, 86 twisted pair cable 49, 50
speed (data transfer) 23, 24 two’s complement integer representation 69, 71–3
spelling and grammar checking 213–14 typographical error 98
spreadsheets
data extraction 279–84, 349 Undo feature 212–13
description 251–3, 255 uniform resource locator (URL) 56–7, 247
School-Based Assessment 346, 348–9, 354 update query (database) 316
software for 85, 86, 251 uploading 48
using Microsoft Access data in Microsoft Excel 336–7 USB (Universal Serial Bus) 21, 22, 82
using Microsoft Excel data in Microsoft PowerPoint 338 user interface 80–1
workbook, creating and setting up 254–78, 336–7 utility programs 79
see also workbook; worksheet
spyware 110 validation 98, 99
SQL (Standard Query Language) 170, 305 value (spreadsheet) 258
storage 8 variable 138, 139–40, 144, 146, 150, 151, 157–8, 177, 180
concept map 13, 62 verification 98
manipulating units of 15–16 viruses 110–11, 117
of text data 73 visual display unit/monitor (VDU) 38–9
see also primary storage; secondary storage voice response unit (VRU) 34, 35
storage capacity 14–15, 24 voiceband 51
storage device 14, 16–18 VoIP (Voice-over IP) 54
storage medium 14, 18–20, 22–3 volatile memory 16, 18
stylus 35
surveillance 113 web browser 4, 56
symbols, flowchart 142–4 web cameras 32, 37
syntax 150, 171, 175–6 web developers 127
syntax errors 174, 180, 183–4, 185 web log 58
system software 78–9 web master 127
versus application software 84–5 web page
description 55, 56, 243
tables, databases designing 244–7
calculated fields 304, 328, 329 web server 56
creating 296–7 website 56
description 293–4 creating and hosting 248
joining tables and setting relationships 299, 302–4 publishing 247
modifying 298–9 testing 247
populating 297–8 WhatsApp messaging 3, 57
tables, word processing 205–6 Wi-Fi 48, 49, 55
taxes, computing 148–9, 179 wide area networks (WANs) 48
TCP/IP protocol 53 WIMP (windows, icons, menus and pointer) interface 80
technology, computers in 129–30 wireless media 49, 50, 55
telework 131 word 15, 63
terminal symbols 142–3 word processing/processors
test data 137, 157, 158, 184, 185 advantages of using 198
text columns and tables 203–6
adding to a presentation 236–7 concept map 195
selecting 210–11 definition 196
storing as data 73 document creation 199–202
368
Index
369