Exam Revision Quiz Jan Christensen 2004 IP & M Exam Revision Quiz Jan Christensen 2004

What is DATA? Unprocessed isolated facts.

What is Information? Organised and structured data that create meaning

What is Efficiency? Relates to time, cost and effort associated with completing a task.

What is Effectiveness? Related to the quality of the task (Accuracy or better presentation)

List the 9 stages of Information Processing Acquisition Input Validation Manipulation Storage Retrieval Output Communication Disposal

What is Data Acquisition? Collection of facts from Primary or Secondary Sources

What are the key features of an Organisation? (3) Comprises any group of people who work together towards a goal Can be grouped by their type, size, prime function or goals Have mission statements that represent their broad goals

What is the structure of an Organisation? Profit Based Non Profit

Give 2 examples of an Organisation’s Goal Provide Clients with a fast, efficient service Provide a minimum ten percent return on the owner’s investment

What is Primary Source Data? Collected directly from the person who experienced an event (eg talking to an astronaut to find out what it is like to travel into outer space)

What is Secondary Source Data? Collecting data from someone else’s research or writings (using books, newspapers, Internet)

What are the 2 Sources of Data for an Organisation? Internal External

What are the 8 different data types? Alphabetic Numeric Chronological Oral Graphical Physical Sensory Observed

What are the 8 different forms of Information? Written Numeric Coded Oral Pictorial Audio-visual Sound Video

What are the 3 Characteristics of Information? Nature (formal, Informal, Quality and Quantity) Structure (detailed, summarised, sampled) Purpose (Inform employees, customers or shareholders)

What is Formal Information? Following a prescribed format (ex annual report)

What is Informal Information? Providing assisting (given verbally, via email etc)

What is Detailed Information? Item by item information that is used at the operational level on an organisation.

What is Summarised Information? The main information such as totals, which is used at the middle and senior management levels

What is Sampled Information? A small part of the total information that can be generated on a particular subject. (taken from limited sources)

What determines the quality of Information? Accuracy Clarity of message Completeness and Relevance Presentation Timeliness Validity

What types of decision do Senior Managers Make? Strategic

What types of decisions do Middle Managers make? Tactical

What types of decisions do Operational Managers make?

What type of information do Senior Managers use to make decisions? Highly summarised

What type of information do Middle managers use to make decisions? Summarised, monthly reports etc

What type of information do Operational Managers use to make decisions? Daily/weekly reports

What are the different types of Information Systems? Enterprise System Transaction Processing System Business Support System Knowledge Management System User Productivity System

What is an Enterprise System? Supports an entire organisation’s management needs. Provides data access Facilitates forecasting

Transaction Processing System Process Data generated by the organisation’s Activities on a Daily basis. Can be called Operational Systems Ex Customer Billing Invoicing Point of Sale Processing

What is a Business Support System? Provided Information that is useful to all users. It can examine transaction data and provide information to aid decision-making. Has replaced Management Information Systems

What is a Knowledge Management System? Once referred to as Expert Systems Used in Medical Diagnosis, Locating Faults in equipment. Contains a Large knowledge base (database) Allows users to search for information by asking questions. Does not make decision based on human reasoning.

What is a User Productivity System? Provides all members of organisation with applications, tools, and utilities.

List some Input Hardware Keyboard Pointers (mouse, Pen, Touch Screen) Scanners Digital Cameras Voice Recognition

What is Processing Hardware? Computer system CPU (Central Processing Unit – carries out instructions ). The faster the processor the faster the response time. RAM (Random Access Memory – Short term memory, lost when computer is turned off)

What are 2 types of communication Hardware? Modem (Allows data transmission from one computer to another via telephone cable) NIC

What are the 2 types of Output Hardware? Monitor ( VDU - Higher resolution clearer the image. Usually 800 x 600) Printers (Inkjet, Laser Characteristics of Printers Resolution measured in DPI Print Speed (pages per minute)

What are the 5 common types of Storage Devices? Floppy Disk (1.44 MB) Hard Disk (10GB + High Capacity Disks Zip Disk up to 750 Mb Jaz Disk (1 – 2 Gb) Super Disk (120Mb – 240 MB) CD/DVD (650MB) Tapes (terrabyte)

What is a Network? Connects a number of computers together

What does a network do? Allows the sharing of resources such as printers, plotters, Internet access, servers, scanners.

Why have a network? Easier to communicate between computers. People can work on the same project at the same time. Saves resources

What are the different types of Networks? LAN (connect computers in close geographical areas) WAN (Communication is carried by a medium owned by someone else) MAN (Covers a single city) State-wide network National Area Network WWW

List some of the Network Hardware Hub (transmits a signal from one computer to another) Switch (allows several computers to send information over a network simultaneously) Server (allows for software and files to be stored centrally and shared) Router (determines the correct path for packets to take between networks) Transmission Media (Cabling, wireless transmission)

What are some of the Improvements in Efficiency with Networks? Save time (users are connected to share resources) Save Money (single resource can be shared between many) Improve communication (simple and faster, chat programs, email etc)

What are some of the Improvements in Effectiveness with Networks? Make communication easier and faster therefore people are more likely to communicate. Quality of communication Allows multiple users access to the same file at the same time

What is a NIC? Network Interface Card (connected to the network by wires, radio waves, infrared, microwave or fibre optic cable.

What are the two types of network arrangements? Client server Client requests data or files Server shares or sends data and files to those who ask for it. Peer to Peer All devices are able to share files and resources. Each computer must wait to get the resources.

What are Protocols? Rules that must be followed by network devices when building the packets of data that travel around a network.

What is TCP/IP? Transmission Control Protocol/Internet Protocol The Internet is based on this protocol Has a small packet size

What is a Network Operating System? Software that controls traffic on a network and defines how devices will communicate with each other.

What are the four types of Network topologies? Star (All components are connected to a central hub. The hub takes the signals from each computer and sends them simultaneously to all others. Each device must wait to send). Costly to install Easily Expanded Limited to cable lengths of 100 m using UTP or 2 Km using Fibre Optic.

What are the four types of Network Topologies (2) Bus (The wires run from one device to the next device and so on until all devices are connected. The cables are terminated at the end of the run). Cheaper to install than Star, less cabling, no hubs. Can only operate at 10 MB per second on coaxial cabling.

What are the four types of Network Topologies (3) Ring Network (All computers are connected in a ring and messages travel around the ring to the other computers) Token ring is an improvement on the ring. (must hold the token to speak) Only operate at 10 MBps coaxial

What are the 3 types of Transmission Media? Coaxial Cable Uses 2 wires Carry data over 185 metres at 10 MBps UTP Eight wires Cat 3 = 10 Mbps Cat 5 = 100 Mbps Cat 5a = 260 Mbps Fibre Optic Glass strand that transmits light pulses 100 Mbps

What is a Hub? Takes incoming signal and re-broadcasts it down all of the outgoing wires connected to it. Only used on star networks Sends data to all devices

What is a Switch? Stores addresses of every device down each wire leading from itself. Sends the packet only to the right address Reduces Network traffic.

What is a Router? Decides what is the best path for a packet to travel between networks. Holds a routing table showing which route to take to a destination.

Define the 3 types of Software? System Programs which control the operation of the hardware resources (Windows etc) Application A computer program custom written or pre-packaged that performs certain tasks (Word, Excel) Utility Diagnostic tools (Scan Disk, Defrag etc)

What is a Procedure? Instructions or rules that are followed by personnel in the organisation.

What are some of the threats to data? Accidental Loss or damage Deliberate loss or damage (viruses, computer crime, hackers, vandalism) Internal (dissatisfied employees, viruses, inappropriate file deletion, copying of files) External (viruses, hackers, power fluctuations, computer crime)

What are some physical security measures? Keyboard locks Security Cameras UPS Surge Protectors Restricted Access (key locks, swipe cards, finger print scans etc)

What are the logical security measures? User names and passwords Access restrictions (access to certain areas of the network (Vlans), time restriction access) Audit Trails (record of who was logged in) Encryption (coded text) Firewalls (blocks entry to an organisation’s network from outside) Anti-virus software

What is a Disaster Recover Plan? A strategy employed by an organisation to ensure that, whatever occurs, it can recover records as quickly as possible. It addresses all risks and plans provide the strategy to include checks, media to be used and storage requirements.

What steps are in a Problem Solving Methodology? Analysis Design Development Testing Documenting Evaluation

What are the Design Tools that an organisation could use? IPO Chart Data Structure Table Flow Chart Layout Storyboard Data Flow Diagrams Decision Tables Data Dictionaries Organisation Charts

How do you test a solution? Create test data Test the limits of ranges, types of data, and formulas Test the message Test the interface User friendly

What are the different types of User Documentation? Quick Start guide User Manual Technical guide or Software Reference Manual On-line help

How can you evaluate solutions? Surveys/questionnaires Comparisons Observations

What does Project Management Involve? Planning, organising and monitoring a task undertaken by an organisation.

What is Contingency Planning? Allowing some scope within the time frame of the project for some difficulties or unforeseen circumstances, without affecting the end date of the project.

What is a milestone? Points throughout the project where components of the task should be completed and allow the project manager to evaluate the success of the project to date. They are shown as a diamond in a Gantt Chart.

What is Slack Time? Slack time occurs when several tasks are done simultaneously and the shorter tasks are completed and therefore there is spare time while the longest task is completed. They are shown as dotted lines on a Pert diagram.

What are Predecessors? Tasks that must be completed before the next task can start.

What is the Critical Path? The longest route through the project and any task on this path that is not completed on time affects the completion date. It is shown in red on a Pert Diagram.

Identify the Critical Path A, B, D, F, I

What are the factors that cause Change in an Organisation? Government Policy (GST) Legislation (OH&S laws) Market Trends Community Attitudes & Values Cost/benefits Health & Safety (RSI) Competitiveness

What are 6 Social Issues of Change? Job Enrichment Deskilling (less skills needed) Health & Safety (less exposure to risk) Invasion of Privacy (Database details) Depersonalisation (ATM’s) Alienation (Powerlessness of people who lack the skills and knowledge needed to successfully use computer systems)

What are 4 Economic Issues Causing Change? Costs Productivity Profits Obsolescence

What is a Health & Safety Issue related to change? Ergonomics

What is Ergonomics? The study of how humans and machines interact. It has led to the development of recommendations of how humans and computers should interact.

What are the Physical Injuries that a worker can sustain? RSI (Repetitive Strain Injury – caused by repeating the same task over and over) Sprains & Strains (Incorrect posture can lead to back, neck and muscle strain) Eye Problems (Incorrect lighting or over-bright screens can lead to eye strain)

What are three Safety Concerns When Managing Change? Radiation Long Hours Stress

What are the Legal & Ethical Issues when Managing Change? Software Piracy Electronic Monitoring Intellectual Property (Ownership of data) Environmental Issues (Old Equipment to be disposed of)

What steps are in the SDLC? Analyse Design Develop Implement Evaluate

Analysis Involves 4 things. What are they? A feasibility Study (identifies nature and scope of the problem, proposes alternative solutions, describes costs/benefits and makes recommendations). Data Gathering (on how the system currently operates via interviews, observation, research, questionnaires etc)

Analysis (2) Data Analysis (Graphical representation of how the system works) A Written report (Definition of the problem, how the system works, what needs to be changed and the recommended preferred solution).

What does Design Involve? Draw up actual designs Process design (the planning and monitoring of the project – PM) Solution Design (Input/Output requirements).

What does Development Involve? Coding of the program or purchasing the S/W or H/W as well as testing. Components include: Software Hardware Unit Testing System Testing Internal & External Documentation

What are the 4 ways to implement a change? Direct Conversion Turn off Old system, start new Parallel Conversion Old and new working together Phased Conversion Only some parts of the system are changed over at any one time. Implemented in stages. Pilot Conversion Entire system implemented in one department or user group.

How can users be trained? External Courses In-house training Train the trainer Textbooks Computer based tutorials Help-lines User Manuals User groups

How can a system be evaluated? Checking that the system meets the stated objectives. Surveying employees or customers Observing the system Timing how long a task takes Recording any errors or faults Evaluating the accuracy of the output

When is the best time to evaluate a new system The best time to evaluate most information systems is between three and six months after implementation. Some systems, however, need to be evaluated after every cycle of information is produced.

What do project resources consist of? Project resources consist of money, personnel and the equipment required to complete a particular task.

Is it illegal to forward an email? Yes An e-mail can be protected by copyright just like, for example, an instruction booklet can

Copyright Amendment (Digital Agenda) Act 2000 the Act aims to update the Copyright Act 1968 to take account of technological developments such as the Internet and cable TV. New right of communication for owners gives copyright owners the right to control how their work is electronically transmitted to the public or made available online.

Copyright Amendment (Digital Agenda) Act 2000 (2) It encourages copyright owners to 'help themselves' to enforce their rights in the online environment by using technological copyright protection devices, such as access codes, encryption and software locks.

Copyright Amendment (Computer Programs) Act 1999 On 12 August 1999 Australia's copyright law was changed to allow users to decompile or reproduce computer programs in certain circumstances without breaching copyright. What do the new laws allow me to do? allows you to reproduce a computer program ·     as part of the normal running of the program; ·         in order to study how it functions; ·         to make a back-up copy of the program; ·         to make an interoperable product; ·         to correct errors in the program; or to test its security.

When is the IP&M Exam? Tuesday, 9th November 3:00pm – 5:15pm

What do you need to pass? Determination Study As many practice questions as you can A positive outlook