Presentation on theme: "Lets test YOUR knowledge!"— Presentation transcript:
1 Lets test YOUR knowledge! Unit 1 RevisionLets test YOUR knowledge!Make sure you understandeach topicand the scenarioCable Ties LtdEnter revision quizExit
2 Pre release – Cable Ties Ltd Read the pre release and be familiar with the scenario.Think of Sky TV or Virgin Technicians that install your cable/skyAnswerMany employees work remotely from their main office with their daily routine organised for them by a manager. This manager will be responsible for scheduling the work of each employee so that the needs of the customer are best met. (Scenario 1)Customer feedback is a useful method of gauging the effectiveness of employees. (Scenario 2)Scenario 1Cable Ties Ltd is a company that specialises in installing and maintaining cable television systems. The company employs seven Cable Technicians and provides each of them with a smartphone to help them complete their work. Each Cable Technician is required to sign an Acceptable Use Policy (AUP) before they are issued with their smartphone. As part of this AUP, each technician has to agree not to download any Apps other than those included with the smartphone when it is issued.At the end of each day, Jackie, the Office Controller, looks at all the jobs that have been booked and creates a work schedule for the next day for each technician. These work schedules are then remotely synchronised with the technicians’ smartphones. At the start of the day, and when a job is completed, each technician contacts the next customer on their schedule to confirm that the planned visit is still convenient. Cable Ties Ltd has some ‘priority’ customers. A call from a ‘priority’ customer must be dealt with within four hours of being received. When such a call is received, Jackie will make any necessary changes to work schedules for the day. Updated work schedules are then sent remotely to the smartphones of any Cable Technicians affected by the change.Scenario 2Jackie, the office controller, wants to collect feedback from customers. She is not sure whether to ask customers to fill in a paper-based form while the technician is at their premises or to ask them to give feedback online after the technician’s visit. Jackie knows that whichever method she chooses, she will receive a lot of feedback. She would like to be able to link the feedback from each customer to the job to which it refers.Marcus has just started working for Cable Ties Ltd as a Cable Technician and his work is being monitored for his first four weeks. When he completes a job, he has to send an SMS message to Jackie, with the word ‘Done’ and the job reference. This information is then used to monitor the time that Marcus takes to complete each job.
3 Teleworking or working together Question: Explain the advantages and disadvantages for the employees of Cable Ties Ltd to work remotely from the main office. Explain how the Manager can communicate with the employees through teleworking.AnswerAnswer:Working in one office (using a laptop)Teleworking - Working from anywhere. Using an internet or wireless connection to work from a place different to the office e.g. train, middle of a field, another company. Remotely connecting to your office. Working from home instead of travelling to a fixed place of work.Advantages of working in one roomWorking in close proximity – increased productivityEase of communicationHot-desking / swappingAdvantages of teleworkingDisadvantage of working in one roomNo need to travel to work – reduced costsLack of space, still need somewhere to rest laptopLess stress and work from comfort of own home, work around family, flexible hoursPotential file transfer issuesPotential incompatibility of software / out-of-date software on laptop compared to school networkUse communication media to contact co workersDisadvantage of teleworkingPotential setup issues in officeNo work/home divide and cant account for hours of workEasily distracted by family, no social interaction and lack of motivationIncreased running costs at homePay for internet connection (to contact work/co workers)
4 ICT PoliciesQuestion: Why is it important for Cables Ties Ltd to have an ICT policy in place? How can an ICT policy prevent computer misuse within Cable Ties Ltd?AnswerAnswer:An ICT policy is a document that outlines how you use a computer and all other technologies within Cable Ties Ltd.It will break down simple rules you have to follow in order not to break and laws and any company regulationsIt contains a company regulations such as :Log on using your own log in detailsDo not give your password to anyone else to usDo not attempt to log in to a computer system which you have no access to (hacking)Always make sure hat you log you user area o before leaving work (or when your away from your PC)Use company smartphone for work related business onlyDo not download any apps onto your smart phone (unless pre installed apps have been put n to help you in your job)If you fail to follow the ICT policy it can lead to:Dismissal without noticeYou can be removed from Cable Ties networkPay for usage of the smartphone that is not work related
5 Smart phonesQuestion: What are the advantages of using a smartphone to communicate when you are away from the office? How can a smartphone benefit Cable Ties Ltd compared to other forms of communications?AnswerAnswer:Advantages of smart phonesGPS so that Jackie can track locationSmart phones have the ability to browse websites with large amount of data – Technicians can access work websiteAlso has QWERTY keyboard which is similar to the computer keyboard.Smart phones have applications that can help you the technicians with their jobsSmart phone also has a GPS which can be used to locate places that are new to you. When traveling to unknown places it is a good idea to have a GPS to help the Technicians find a customer address.When it comes to messaging, a smart phone will send messages and also s.A smart phone can synchronize customer information and use Cable Ties Ltd account. Some smart phone can support multiple accounts depending on the make and model.Disadvantages of smart phonesSmart phones are not durable especially when not taken good care of. For example it can malfunction easily when they come into contact with water.It is very expensive to buy compared to other phones so Cable Ties Ltd will find it hard to replaceMany of the applications which need to be on the smartphone, need to be mastered to avoid confusion when operating it. The Technicians would need training in how to use the appsIt can only work efficiently where there is accessible internet connection when it comes to browsing – technicians can lose connection.Smart phones cannot be used to store large amount of data due to their storage memory – so they might lose information.
6 Smart phones FeaturesQuestion: Name 2 features of a smart phone that the technicians can use as part of their job. How can you ensure that apps are not downloaded onto a smartphone?AnswerAnswer:They can use the text message service to text customers about arrival timesText Jessica the Manager and tell her about job completionAccess GPS to get directionsUse calendar to see customer bookingsUse the internet to access Cable Ties Ltd – website or log onto work user areaApp for an for Cable Ties LtdTake images of job completion and send to managerUse app to manage to do listSave call historyHow can you limit the smartphoneRemove app store facilityRemove apps that are not part of the job
7 Smart phones synchronising Question: How can Jackie ensure that all the smartphones are synchronised with the computer system in the main office. Name 2 ways in which a phone can be synchronised.AnswerAnswer:Synchronise = connecting your smartphone to other devices/software/appsExamplessynchronise your Facebook to work on your PC and your phonesynchronise your Facebook with your calendar (remember birthdays)synchronise your phone to your iTunessynchronise your iCloud to your smartphone, PC and tabletTechnician can synchronize a smartphone so that it can be used alongside a PC , laptop, tablet or softwareThey can synchronize their calendar on the smartphone with a work scheduleThey can synchronize the smartphone to backup to another device or memory card
8 SMS Question: Answer Answer: Name two advantages and two disadvantages of using SMS as a form of communication?How can the Technicians use the SMS feature on their smartphone as part of their job?AnswerAnswer:AdvantagesSMS or Short Message Service can be used to send and receive text – mainly text and numbersSMS can be sent and received by anyone on any networkQuick way of communicating when you cant speakUse pre set messages and send them e.g. ‘Call back later I’m busy’Track date and time of messages to prove contact was made with customersDisadvantagesText messages can be delayed if there is no connectionNot everyone reads their messagesIt is expensive if haven't got an allowanceExpensive to attach to a SMS
9 Scheduling and priority settings Question: Why is it important for the Technicians to have priority settings on their smartphone? Discuss how the calendar on a smartphone can help to schedule priority customers?AnswerAnswer:Scheduling is where you can plan out your day.The technicians need to make sure that they have a set schedule.Jackie needs to make sure that each technician has a set schedule so that each job is done.Priority settings where a app or phone line is linked to your address book.Allows the technicians to put reminders on the smartphone for each customer appointment
10 Data storage on a smart phone Question:Each technician has to keep a record of the work that they have done. This data is vital as part of their daily routine. How can a technician backup the information on their smartphone?AnswerAnswer:Smartphone keeps a log of all calls and textCable Ties can buy a phone with large built in memory or purchase SD Cards () DO STORAGE DEVICESThey can attach phone to PC and backup work from phone to PC.Media / ConnectivityMain FeaturesWho would use it & what for (be specific)Memory CardsLarge capacityCheapSmall and portableUsed in mobile phones, tablets and digital cameras for storing pictures, applications, videos etc.DVDLarge capacity (4-8GB)Good qualityRead only (cannot overwrite)Portable, light, cheap.Movies, Music, Backups.Cloud StorageAccess anywhereRequires an internet connection.Easily share with people.Businesses who work on the move.iPhone/iPad/iPod devices to synchronise data between them.Schools to work online.Families to store data online.External Hard DiskPortableStore a lot of files.Inexpensive.Can be easily brokenMobile users, businesses, teachers, students who need to access all their files on the move without having to rely on an internet connection.
11 Wireless TechnologyQuestion: How will Cable Ties Ltd benefit from installing a wireless system? What type of wireless system will the technicians connect to in order to communicate with the main office?AnswerAnswer:Uses of wireless technology Technicians can use:WIFIHotspotsInternet allowance with contractTetheringWireless communications can be available all of the time, almost anywhere.They have several advantages over wired communications. These include:no wires need to be run through buildings, over ground or undergroundwireless devices can be portableMany devices can connect using one providerIt can be free for all to useDoes not rely on physical connection
12 Wireless connectionQuestion: Explain how The Technicians can connect to a wireless system.AnswerAnswer:To use Wi-Fi you will need certain equipment:A wireless transmitter, also known as a Wireless Access Point (WAP)A Wi-Fi adapter on every computer that will use Wi-FiYou may find that you already have a Wi-Fi network, as many ISPs (internet service providers) are setting up new customers with Wi-Fi from the outset.If not, you could call your ISP and ask to upgrade. They might even upgrade you for free - and send you some or all of the equipment. If not, you might consider checking whether other ISPs are offering Wi-Fi to new customers.Many ISPs will supply you with a router, modem and wireless transmitter combined in one device, which it calls ‘the router’. To make your Wi-Fi set-up as simple as possible, you should consider using a similar device.The router plugs directly into a phone socket and doesn’t need a computer to run it, so you don’t have to set up your computer next to the router.Computers – mainly laptops – increasingly have built-in Wi-Fi receivers. If not, the simplest method of installing a receiver is a dongle - a little device that plugs into a USB port and transmits between your PC and wireless router.
13 Data Loss/Backup/archives Question: How can the Cable Ties Ltd prevent data loss? Why would the technicians need to backup/archive the data on their smartphone? Why would Jackie need to backup/archive her work?AnswerAnswer:Backing up and archiving data - Data needs to be backed up for many reasons:a user may delete an important filehard disks can faila virus can wipe out dataa fire may destroy the building where the data was being stored (businesses will often store their backups off-site)If the data wasn’t backed up then the consequences could be disastrous depending on what data was lost. If a business lost details of all the payments it had yet to receive the business could go bankrupt as they wouldn’t know what was owed to them or by who.Frequency of back upSome data is more valuable than other data and some data is changed more frequently than other data. These are the kind of issues that must be taken into account when deciding how often to backup data.The value of the data should determine how frequently it is backed up.If the data doesn’t change often then it doesn’t need to be backed up as often, maybe just after each change. If the data changes frequently then it should be backed up frequently (maybe every evening).ArchivingSome data may not be being used very often but it may still be useful or needed in the future. In this case data can be archived. Archived data is copied to a suitable storage medium (perhaps DVDs, magnetic tape, external hard drive) then it is stored safely and securely. The original data is then deleted from the computer system. This is done to free up storage space for new data. It means that any old customer details is kept but away from normal system.
14 Dairy ManagementQuestion: How can the Technicians use Diary Management software are part of their job? Give an example of how the technicians/Jackie could use DM software to manage their workload/AnswerAnswer:Diary management softwareDiary software allows us to have a digital calendar. The major benefit is that it can be accessed on a range of devices by multiple people. The key features are:Creating appointments / meetings (Jackie will be scheduling appointments and sending these to each technician)Invite people to the meetings/appointments (Allow customers to book appointments that suit them)Create a task or to-do lists (which can be synchronised to database, priorities can be set for priority customers – 4 hour limit)Set reminders of daily appointmentsYou can then:Be alerted on your computer or mobileChange appointments dynamicallyShare your diary with other peopleChange/move appointments quicklyAlert your invited people quickly.Access it anywhere, any time.Let’s have a look at one.
15 Backup and Recovery Systems Question: Jackie is not clear on how often a backup of the data is needed. Explain the reasons for backup and its frequency.AnswerAnswer:When using a computer system, companies need to be able to backup and restore data in case there are any problems with the system. Apart from the data being really important, it is also a legal requirement. Things to consider when backing upStorage MediaWhat will you back up on to (see storage media section). If you have a handful of documents, would a USB stick do? If you have 100s of gigabytes of data, would cloud or magnetic tape be better?Backup FrequencyThis is all about how often the data changes. For example a builder may only update his customer file once a month so he doesn’t need to backup every day. A bank might make lots of changes to peoples bank balances every day, so they need to backup constantly. In a school, student work changes every day, so we need to do a backup at least once a day.ArchivingHow important is it to keep old information? E.g. does a small shop need to keep records of customers from 20 years ago? Probably not. A bank will need to keep information about all transactions so customers can see bank statements. A school may keep leavers work for two years before they delete it. The police will keep archives permanently in case they ever need information again.Automated vs ManualThis goes back to the size of the data. If you are only backing up the odd file, then it may be quicker to just do this yourself, but it relies on you being able to remember to do this.If you have a lot of data which MUST be backed up regularly, it may be worth making the computer system do It automatically for you. It is important though that the automatic backups are checked to ensure they were successful.
16 Data Security - threats Question: What threats can The Technicians face when working with personal information? AS part of the ICT Policy the Technicians need to make sure that they follow the Data Protection Act. List 3 rules they must follow.AnswerAnswer:Data security is about keeping data safe. Many individuals, small businesses and major companies rely heavily on their computer systems.If the data on these computer systems is damaged, lost, or stolen, it can lead to disaster.Key threats to data securityData may get:lost or damaged during a system crash - especially one affecting the hard diskcorrupted as a result of faulty disks, disk drives, or power failureslost by accidentally deleting or overwriting fileslost or become corrupted by computer viruseshacked into by unauthorised users and deleted or altereddestroyed by natural disasters, acts of terrorism, or wardeleted or altered by employees wishing to make money or take revenge on their employer
17 Data securityQuestion: The Technician/Jackie are working with sensitive data that belongs to customer. How can The Technicians/Jackie keep information secure?AnswerAnswer:Keeping data secureMeasures that can be taken to keep data secure include:making regular backups of files (backup copies should be stored in fireproof safes or in another building)protecting yourself against viruses by running anti-virus softwareusing a system of passwords so that access to data is restrictedsafe storage of important files stored on removable disks, e.g. locked away in a fireproof and waterproof safeallowing only authorised staff into certain computer areas, e.g. by controlling entry to these areas by means of ID cards or magnetic swipe cardsalways logging off or turning terminals off and if possible locking themavoiding accidental deletion of files by write-protecting disksusing data encryption techniques to code data so that it makes no apparent sense
18 Data transferQuestion: The Technicians need to be able to transfer data between desktop computers and their smart phone. Suggest one method of data transfer that would make this possible.AnswerAnswer: From time to time, businesses need to transfer data from one place to another; either between computers, or even to other destinations. To do this, there are various different technologies to consider.Wired Transfer0The most secure way of sending files – down a private line.Wireless (Wi-Fi, Bluetooth)Sending through the air, either by Bluetooth or a shared wireless connection. This is worth doing if the data is not that important and security isn’t a major issueMobile (3G, 4G, HSDPA)Using mobile technology – e.g. sending an with an attachment. Again this is worth doing when security is not a major concern and speed is not important as the file size is small.Internet ( , Cloud, P2P, Torrents)Files can be sent across the internet:– small files and data where you are not worried about security.Cloud – Larger files which can be accessed anywhere.P2P/Torrents – where you need to share data between lots of people. Very insecure but a fast way of sending and receiving data.
19 Data security - Password Question: The Technicians are working with sensitive data that belongs to customers. Can you advise the Technician/Jackie on how to set a suitable system password. How can Jackie monitor access to the Management Information System?AnswerAnswer:Companies store a lot of data about us when we make purchases or register on their websites. It is important that they keep data secure and protected both from people outside and so that only required people can use the data inside the company. Measures which could be taken are discussed below.Access Levels – give different people different levels of access. For example, someone may be able to see customer records but not change them. A senior manager may have a higher level of access where they can change them. Firewalls – prevent unauthorised access from outside. Audit Transaction Logs – these are files which keep a record of everything is done on a computer system. Should anything be changed, the log file can be checked.What makes a good password?What makes a bad password?Mixture of CaSeSymbols and characters *&(^Longer than 8 characters.Changed regularly.Not related to you.One word simpleAll one case.Something which relates to you.One which is written down.Never changed.
20 Threats to Data Question: List and explain 3 threats to data that can affect a Management Information System.Discuss how the above threats can be prevented.AnswerAnswer:Computer VirusWormTrojan HorsePhishingAdwareHackingDenial of Service AttackPhysical Threats
21 Data Protection ActQuestion: What are the 8 principles of the Data Protection Act?AnswerAnswer:1.It must be collected and used fairly and inside the law.2.It must only be held and used for the reasons given to the Information Commissioner3.It can only be used for those registered purposes and only be disclosed to those people mentioned in the register entry. You cannot give it away or sell it unless you said you would to begin with.4.The information held must be adequate, relevant and not excessive when compared with the purpose stated in the register. So you must have enough detail but not too much for the job that you are doing with the data.5.It must be accurate and be kept up to date. There is a duty to keep it up to date, for example to change an address when people move.6.It must not be kept longer than is necessary for the registered purpose. It is alright to keep information for certain lengths of time but not indefinitely. This rule means that it would be wrong to keep information about past customers longer than a few years at most.7.The information must be kept safe and secure. This includes keeping the information backed up and away from any unauthorised access. It would be wrong to leave personal data open to be viewed by just anyone.8.The files may not be transferred outside of the European Economic Area (that's the EU plus some small European countries) unless the country that the data is being sent to has a suitable data protection law.
22 Data Protection Act Question: Describe one legal implication for Cable Ties Ltd if this data is stolen.Explain one possible implication for a customer/technician if their personal information is stolen.AnswerAnswer:Legal implicationFor serious breaches the organisation can be made to pay up to £500,000The school could be prosecuted/fined/sued because they have not kept the data securelyData held has to be protected from loss so if the data is lost, an offence has occurred / the school has to inform those whose data has been lost (that it has been lost)The Information Commissioner can issue the school with an undertaking to comply to force the school to improve their data securityThe Information Commissioner can serve an assessment notice on the school and investigate its data security.Implication on individualsThe individual would need to change some of their details because the personal data that is lost may allow access to private and personal information / other named security breachIndividuals and/or family/parents may get money taken out the bank as personal details allow others to impersonate them.Someone might create false accounts (Fraud), send and receive calls on their behalf.
23 Copyright LawQuestion: How does this apply to: Technicians? Jackie? Explain three actions that Jackie must take in order to comply with the Copyright, Designs and Patents Act when doing thisAnswerAnswer:Copyright gives the creators of some types of media rights to control how they're used and distributed. It applies to music, books, video and software can all be covered by copyright law.The technicians/Jackie can not use any material that belongs to others without:• Checking whether copyright applies to a picture / photo as many pictures / photos are not covered/copyright free• Seeking permission to use the resource (before using it) from the copyright holder• Acknowledging the source/original producer of the resource any acceptable method• Paying a fee if requested• Purchasing the resource ensuring it’s a legal copy• Finding out if the Copyright holder has placed conditions/may say no which the students would have followThis applies to taking photos of customer jobsDownloading apps for free without permission (onto smartphone)
24 Computer Misuse ActQuestion: Jackie has access to the MIS and all its functions. Identify two ways in which the Computer Misuse Act may be breached.AnswerAnswer:Hacking - Unauthorised user who attempts to or gains access to an information systemVirus - A virus is a program written to cause mischief or damage to a computer system.The Computer Misuse Act (1990) was developed to cope with the problems of computer hackers and viruses.There are three principles to the actIt is illegal to access unauthorised data e.g. Hacking.It is illegal to access unauthorised data with the intent to commit a crime.It is illegal to access unauthorised data and change it e.g. Planting viruses and deleting files.
25 Health & Safety Act at Work Question:The technicians are unaware of the Health and Safety issues. Discuss the importance of the Health and Safety Act and how they can comply to the rules. (when using a smartphone)AnswerAnswer:Repetitive Strain Injury (RSI)Back problemsEye strain and headachesRepeated movement of wrists and fingers over a long period of time Too much force when using keyboard/mouse (Aches + pains from muscle damage)Caused by sitting in an awkward position at a computer.Sitting too close to the monitor (VDU) Bad lighting Spending too much time on the PC Flickering screenPrevention Keep good posture Use an adjustable chair to allow a good position Sit with your back straight and head up Adjustable monitor so you don’t have to bend your neckPrevention Sit at arms length Not too light or dark Regular breaks (15 minutes per hour) New Monitor Anti Glare screensPrevention At least 5 minutes break every hour Mouse bags Keyboard rests Wrist supports Keep elbows close to your side
26 Databases Question: Answer Describe three features of database software that make it suitable for storing and analysing customer appointments.Jackie needs to find a list of customers who live in one area, which database feature could they use and why?Jackie would like to produce a document to show the results of the above search, which database feature would be most appropriate for this task?AnswerAnswer:Answers must relate to database software and not database facilities or other types of software. DO NOT MENTION SPREADSHEETS!Fields-to store each category of informationRecords -to enable each student’s information to be storedKey field-to ensure each student record can be identifiedTables-to store sets of related information e.g. student’s tutor group, attendance/ that are linkedQueries/searches-enable information in tables to be interrogatedReports-to produce visual displays of queriesSwitchboard-to enable access to the main parts of a database/user interfaceForms-to enter data instead of into tables (better user interface)Sort-so that data can be put in order (ascending or descending)Easy to edit-so records can be updated, deleted or inserted.
27 Data validation and verification Question: Jackie is entering data into the system individually. What validation/verification can be put into place to avoid incorrect data entry?AnswerAnswer: Format Check – checks what is entered is of the correct structure. E.g. Postcode (LLNN NLL) E.g. TS23 3DX. E.g. a phone number is STD: NNNNN Num: NNNNNNValidation and verification are two ways to check that the data entered into a computer is correct. Data entered incorrectly is of little use. Length Check – Ensures that information is of a specified length. For example a name field may be more than 2 characters. If it is less it would not be accepted.Types of validationType Check – checks something of the correct type is entered. E.g. a date in a date field, a number in a number field etc.Range Check – checks something is within a specific range. E.g. an order quantity is between 1 and 10, > 18years old, or <21 etc. Verification Checks:Entering the data twice.Checking the data on the screen against the original paper documentPresence Check – checks that something is there. E.g. Mandatory field. Makes sure REQUIRED fields are entered.Printing out a copy of the data and comparing the printout to the original paper document.
28 Electronic feedback Question: Answer Answer: Jackie wants to make the feedback from each customer hassle free.Suggest one device that she could buy for the technician that would allow online feedback on a job.How can Jackie make it easier for customers to fill in a online form?AnswerAnswer:Create an app for the technicians so that customers can fill in a form using the smart phoneProvide access to online form via smartphone internetJackie could buy the technicians a Tablet (Customer could also use this give feedback)Using a PDA the customer can fill-in answers and sign after job has been completed.Advantages of a tablet (as a way to get feedback)One screenEasy accessDisadvantagesExpensive to provide a tablet
29 Online formsQuestion: Discuss how an online form could be designed to allow for information to be easily captured about an appointment. In your answer make sure to explain any appropriate data validation which could occur when they submit the completed form.AnswerAnswer:Validation rules to make sure the data meets the requirements or that all specific questions have to be answers before the user can press submit.Error message or dialogue box appears if fields are missed out or filled in incorrectlyAreas for consideration may include:Form should have a title and make it clear to users what online form they are about to fill inMandatory fields: Full name, address, night of performance, no of tickets should be highlighted by using a (*) or user can not continue unless it is filled inForm should have clear instructions so users can fill the form in with little confusionOther sensible fields e.g. address is a sensible size and shows errors if correct symbols not usedOnline data capture forms can limit the type of data entered to make sure the data is entered by the user in the correct format:Text box for “other general” comments should be limited to the amount of characters is can containDrop down menus: to force a pre-set selection of choices (performance night, no. of tickets)Submit button – once form is filled in user can submit the form.Boxes to force a yes or no responseA pre-set format for a date so that all forms are completed in the same wayMessage should appear to acknowledge if online form has been successfulRadio buttons forcing a single choice from several options (performance night, no. of tickets)
30 Benefits of eforms Question: Answer Discuss how eForms can help Cable Ties Ltd gather feedback from customers.What are the benefits of using eForms over paper-based feedback forms.Answer
31 Paper Based Forms versus Online Forms Question:Jackie is going to adopt a online forms system to get feedback for each technician.Can you compare a paper based form and online formGive three reasons why an online form is more favourable over a paper based oneAnswerAnswer:Paper-based formsMeans they are more accessible than having to log onPeople who are not familiar with computers may prefer paper basedEasy to monitor and collectMore likely to be seen by customer f they are filled in whilst on jobOnline registration forms can help you reduce costWeb-based registration forms are eco-friendlyTracking and reporting on the registration process is easier and more efficient onlineOnline registration forms will increase registration numbersWeb-based registration forms allow you to customise your form.Insert option (radio button), dropdown list, check box and text boxes
32 Storing feedback from forms Question:Jackie needs to make sure that the feedback from the eForms is stored securely, suggest a way she can store feedback.Which law would apply toAnswerAnswer:Areas for consideration may include:Using a database linked to the online formSave forms on a secure driveSave feedback onto online storage (cloud)
33 Utility softwareQuestion: Jackie needs to make sure that the Management Information System is well maintained. Can you suggest suitable utility features that can be used and how they can benefit the system?AnswerAnswer:A firewall is a piece of software which controls what information comes in to your computer and also what leaves your computer based on a series of rules.To prevent nasty spyware or hackers trying to get in to your computer.To stop viruses which may infect your computer from sending personal information out of your computer.Anti-virus software - Software which checks files and programs to ensure you do not get infected with a virus.To ensure your computer is protected from viruses.You must update it and scan your computer on a regular basis for it to be effective.System updates - Software which updates your operating system or other programs with the latest updates.Software can have ‘bugs’ or issues which need to be fixed. These issues could cause security problems for you. Keeping your computer up to date ensures issues do not affect you.Disk clean-up - A utility which scans your computer and allows you to remove files/software which you have not used in a long time.Removing software and files keeps your computer running efficiently and ensures you save disk space.Spyware is software which monitors what you do on a computer and reports it to someone. Anti-Spyware removes any spyware issues and protects your computer from these threats.If you do not use this, your computer could be at risk and you could be being watched. Your personal information may be stolen or your computer severely slowed down as a result.
34 ConnectivityQuestion: When buying a computer system, there are lots of different add-ons that the Technicians/Jackie could use to connect by. Discuss 2 connection methods that would speed up data transfer.AnswerAnswer:Peripherals e.g. printer, scanner, camera, keyboard, mouse, monitor etc. These things are all called peripherals and they can connect in lots of different ways. These can all be connected by:Bluetooth - A wireless technology which allows one device to talk and connect to another. It can be used in anything (phones, computers, even TVs!). It is secure and has a long battery life. Uses: Bluetooth headset, Sending/Receiving files on phones, Car-Phone connection, Wireless games controllers.USB - This is a standard technology on most computers that allows lots of different things to connect to a computer. Examples include printers, mouse, keyboard, cameras etcFirewire / Thunderbolt - Some devices have a lot of data, for example a video camera might have hours of film footage from a family day out. Firewire is like a really fast USB connection that allows you to transfer multimedia really quickly. Thunderbolt is a new version which is really fast!HDMI or VGA - These are the two current main ways to connect a screen to a computer. VGA is an older standard connection for normal quality screens. HDMI allows for much clearer quality pictures and is high definition. It is used for computers, TVs and things like games consoles.Infra-Red - A bit like Bluetooth you but the two devices connecting together have to be close next to each other. It is really slow. It’s an old technology now and is used in things like your remote control for your TV. You will notice that it does not work around corners or too far away from your TV.Cloud Technology – Use this to send updates of information to other portable devices.
35 File typesQuestion:State a suitable file type for Jackie to save her database.Explain why the file type you listed in part (a) would be appropriateAnswerAnswer:Proprietary File Formats: created and owned by a company and can only be used properly in the software they create.Open File Formats: general formats which do not need one specific software package and can be adopted and used by any developerFileFormat.doc.docx.xls.xlsx.ppt.pptx.fla.wma.aacCreatorMicrosoftAdobeAppleUsed forWord processing documents made in Word.Spreadsheets made in ExcelPresentations made in PowerPointAnimation files made in Flash.Music to be played back in Windows Media Player.Music to be played back in Apple iTunes.File Format.rtf.pdf.csv.exe.txt.mp3.wavUsed forBasic text with pictures.Read only files for people to see but not change.Transferring data from one system to another.Programs on a Windows computer.Plain text files.Compressed music.Full high quality sounds.
36 CommunicationQuestion: State one type of application software Jackie could use to send information on appointments to a technician. Discuss one way in which Jackie could use ICT in order to help receive feedback from technicians on job completion.AnswerAnswer:Communication application softwareCommunication software, File transfer applications, Instant messaging clients, clients, video and audio ‘chat’ applications / VoIPUsing ICT to communicateeach other and comment on changes in communication, group , reply/forward. attachmentsUse built in review functions of programs such as word processers, text boxes, commentsUse online collaboration systems – blogsUse cloud based systems – upload and download from anywhereRing each other and give direct feedback verbally or video call (depends of provider/contract)Any other form of remote voice communication (VoIP)Chat clientsRemote desktop viewing / interaction – video conferencing
37 Collaborative working Question:Jackie needs to be able to collaboratively work with the technicians. Name 2 ways in which they can work together.AnswerAnswer:Shared DrivesFiles can be placed on a shared drive on a network allowing multiple people to read the files, or even write to them, so everyone can work on a central document.CloudCloud allows people to work together in real time on a file. Changes people make instantly appear on everyone’s screen who are using the file. People can be working from anywhere.Track ChangesThis can be switched on in a document. Any changes somebody makes (e.g. deletes, changes, adds) are added in a different colour. This is handy when sending a file for someone to proof read or check for you.CommentsWhen people review a document, they can also insert comments. Comments appear down the side of the document for the creator to read and respond to.ReviewingOnce comments or changes have been made with track changes on, a user can then review each change using software. The user can then accept or reject changes and even delete comments after reading them in a fast and simple way.
38 Exam TerminologyQuestion:You need to make sure that you understand what the question is asking you.What do I need to do?AnswerAnswer:AnalyseExamine and explain the relationships between various parts of a topic. Assess Use evidence to estimate the value or importance of somethingCompareConcentrate on those aspects which two or more things have in common although it would be wise to deal with any differences as well. ContrastConcentrate on the differences - but do mention any similarities. DefineState precisely the meaning of somethingDescribeRelate what something looks (or sounds, feels, smells) like, how a sequence of events happened or what are the main characteristics of a topic. DiscussAnother word open to various interpretations - similar to 'comment on' but you are usually expected to write a logical argument about the subject. EvaluateThis is similar to 'assess' but, in this case, you should be weighing up the performance of something which has already happened.
39 Exam TerminologyQuestion:You need to make sure that you understand what the question is asking you.What do I need to do?AnswerAnswer:ExplainRelate how things work, how something happened or give reasons for certain actions.IdentifySingle out the main features of something.IllustrateYou are required to give examples, statistics, diagrams, sketches, etc. to support your statements. JustifyState valid evidence for accepting a statement or conclusion (similar to 'argue'). List An item-by-item record of relevant items. This would normally be in note form without any need to describe - but do check if you are unsure. OutlinePoint out the main features of a topic or sequence of events.
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