1. INFORMATION MANAGEMENT Module 7.1 1

2. INFORMATION MANAGEMENT Module 7.1 2

3. Content Introduction Gathering data and information Creating questionnaires Create electronic forms and questionnaires with form fields Create electronic forms and questionnaires with form fields The storing of data from electronic forms Importing from text files into Excel or Access Importing from text files into Excel or Access The creation of a formal report Structure of a report Use of spreadsheets and databases in professional reports Use of spreadsheets and databases in professional reports 3

4. INTRODUCTION 4

5. The role and use of data, information, knowledge, and conclusions or decisions as part of information management: DataInformationKnowledgeDecision 5

6. The role and use of data, information, knowledge, and conclusions or decisions as part of information management: 1. Clearly identify a problem or task 2. Gather as much relevant data as efficiently as possible Collection of data – data has no meaning on its own. Store data in a spreadsheet or database table. 3. Process that data into information Obtaining information by processing data Detect patterns and relationships – usable information. Produce information – spreadsheets and databases to process data. Interpret data graphically – produce charts in a spreadsheet. 6

7. The role and use of data, information, knowledge, and conclusions or decisions as part of information management: 4. Combine the information and knowledge gained into a report or presentation Application of data and information (Acquiring knowledge) Gather, integrate and analyse applicable information (processed data), - see relationships between the various bits of information. These relationships help us obtain ‘new’ information and to develop the knowledge to allow us to answer the ‘higher-level’ questions such as ‘how’ and ‘why’. 5. Allow the decision makers to make an informed decision based on an accurate, comprehensive and relevant repor t Decision making Understand the knowledge which we obtained, obtain answers to assist us to make decisions and solve problems 7

8. GATHERING DATA AND INFORMATION 8

9. Creating questionnaires Designing the questions: Closed questions Multiple choice Use effective layout: Instructions on what to do with the completed survey. Adequate space for respondents to give their responses. 9

10. Activity 1 10

11. Possible solution for No. 1 11 Activity 1

12. Create electronic forms and questionnaires with form fields Create forms in Word Filled in directly on a computer. Store the data recorded on these forms electronically. Instead of using controls as placeholders (Grade 11), we are going to make use of form fields. Developer tab in the Controls group – Legacy Tools. 12

13. Create electronic forms and questionnaires with form fields The Developer tab doesn’t appear by default. If you cannot see the Developer tab: Click on the File tab and choose the Options button. Click on Customize Ribbon and select Developer in the list (on the right). 13

14. Form Fields IconType of fieldFunction Text Form FieldA field where text can be typed in Check Box Form Field A box where an item can be chosen or ‘ticked’ Drop-Down Form Field A field where you can choose a single item (from a list) 14

15. Form Fields We place a form field on an electronic form as follows: Place the cursor where the form field must be added. Go to the Developer tab, Controls group. Click on the Legacy Tools icon and choose a Form Field. Select Restrict Editing icon under Protect on the Developer tab. 15

16. Activity 2 16

17. The storing of data from electronic forms Open completed electronic form in Word. Click on the File tab, Options, Advanced. Scroll down until you see Preserve fidelity when sharing this document and ensure that the Save form data as delimited text file box is ticked. Now save the completed form under a different name. 17

18. Activity 3 18

19. Importing from text files into Excel or Access Combine the data from the various text files into one text file Open a new, ‘blank’ Word document. Use Insert, Object (in the Text group), Text from file to add the text from each text file below one another. You can select all the text files simultaneously! Now save the document as a text file. (It is this text file which you will import into Excel or Access.) 19

20. Importing from text files into Excel or Access Importing the data into Excel or Access In Excel: Data tab, Get External Data group, From Text. Select the text file containing all the data and click on Import. Follow the steps of the Text Import Wizard. Remember to tick the Comma option as a Delimiter in the second step of the wizard. Note the representation of the data in the Data preview section. 20

21. Importing from text files into Excel or Access Importing the data into Excel or Access In Access: External Data tab, Import & Link group, Text file. Follow the prompts (the default values set for each step should be fine) to import the data. Note that you will have to give names to the fields that have been created in the new table that was created with the imported data. 21

22. Activity 4 22

23. THE CREATION OF A FORMAL REPORT 23

24. Structure of a report Introduction General background information. What led to this investigation? What is the report about? What can the reader expect? Main body (Discussion) Use the information that that you have gathered to analyse, interpret and explain. Use headings to group related information. Ensure that paragraphs are in a logical order. Use diagrams and graphics to support and reinforce information. Conclusions Summarise the main points. Describe what you have learned (new knowledge and insights) about the problem. Don't add new information here. Include recommendations. The preceding discussion must support the conclusions. 24

25. Structure of a report Round off your report with a cover page with the title of the report, the author’s name and a short extract or summary of the report a table of contents with the main points (headings/subheadings) as well as a list of any diagrams or tables a list of references with details of the sources you used appendices, e.g. the questionnaire that was used. 25

26. Use of spreadsheets and databases in professional reports Spreadsheet or database? Spreadsheets Statistical & Mathematical functions Analyse data Produce graphs Databases Large amounts of data Data to relate or link Queries and Reports 26

27. Use of spreadsheets and databases in professional reports The results of calculations and other data processing done in spreadsheets and databases can be included in professional reports: Graphs – from spreadsheet Statistics – averages, minimum, maximum, mode and median values from spreadsheet Access reports that can be converted to RTF files and added as appendices in a report, etc. 27

28. Activity 5 28