Transformation of data into Information By Dominique Stainton

Transformation of data into Information We have already considered what is often called the data processing cycle. Data Information Processing This diagram represents this activity and shows how data collected or gathered will need to be processed into information

Transformation of data into Information In reality the transformation of data into information is much more complex than the diagram shows.

Transformation of data into Information - Collection Data can be collected in many ways. It can be collected physically, in paper form or electronically through a computer. The following are data collection techniques: Application form (for a job, library card, credit card etc) Registration form – (for a course) Questionnaire – (you might create one or be asked to complete one) Interview (this could be recorded on paper or using an electronic device such as a tape recorder or video camera) Observation (where you watch to gain information) Discussion (where you gain information through participation)

Transformation of data into Information - Storage Once the data has been collected, it will need to be organised in some way so that it can be stored. Failure to organise data successfully could lead to difficulties in processing and manipulating the data. Data can be stored electronically in files, in paper-based archives such as A4 folders or on video tape or cassette. How data is stored is important not only in terms of how it will later be used but also how it will be protected. The main advantage of data stored electronically is that it can be copied and stored elsewhere. At St Clement’s we do this by taking regular ‘back-ups’ of all the data stored on the network. We do this so that should we have a system failure, we can still go back to the ‘back-up’ to retrieve data stored.

Transformation of data into Information – Processing & Manipulation How data is processed will depend on the data type (what it is) and also what the data will be used for. Numerical data may need to be used to carry out calculations, it may need to be stored and manipulated. This can easily be done using software such as Microsoft Excel (spreadsheets). Text based data can be processed by sorting or categorising it (schools sort students in classes alphabetically). This is usually done with records in a database (Microsoft Access)

Transformation of data into Information – Retrieval Once the data has been manipulated, it needs to be retrieved. Database information is retrieved using filters and queries. Information will be searched using key words and he relevant information copied and pasted into the relevant documents. (an example of this at St Clements is when teachers input comments into a database program and this information is then retrieved and copied and pasted into the student reports)

Transformation of data into Information – Presentation All information that has been retrieved from a system must be presented. There is many different types of presentation software available today the following table highlights some of the software that can be used to help you present information

Transformation of data into Information – Presentation Software manufacturer Application purpose Microsoft Word Word-processing package for presenting text Corel Wordperfect Microsoft Excel Spreadsheet package for working with and presenting numbers, charts and graphs Trius Inc As Easy As Similar to Excel but requires an MS-DOS operating system IBM Lotus 1-2-3 A third spreadsheet package Microsoft Publisher Presentation package used to create leaflets, newsletters, advertisements, menus, business cards etc Microsoft PowerPoint Presentation software used to create slide shows, often used to present information to large groups of people Harvard Graphics Advanced Presentations An alternative to PowerPoint OpenOffice A multi-platform open-source free product that has some similarities to Microsoft Office

Transformation of data into Information – Presentation Whichever software is used to present information, the user should endeavour to make the information as professional as possible!!!!!