New Revision Guide For 2514

2514 Revision Cards

These are NOT a rep lacement for your own notes. These are NOT a complete set of notes for the course. They are revis ions cards – the important information from each bullet po int in the specification is listed.

5.3.1 Characteristics of Standard Applications Software and Application Areas a

compare custom-written with off-the-shelf software and evaluate the relative advantages of each; Feature

Cost Support Purpose

Testing Availability Choice

Off-The-Shelf A one-off cost or a yearly rental cost. The cost is split between multiple users. Variety of places to go for support discussion groups, on line help, books and training courses. May have to be altered and edited to fit the purpose. May never meet the purpose. Will have many additional features that may or may not be used. Will have been tested by lots of people. Bug fixes will be released regularly by the company. Immediately available. Can be lots of choice.

Upgrade

Likely to use a standard file format and the company is likely to release upgraded products.

New Staff

May well be familiar with the new software. Large footprint –lots of unwanted extras

Footprint

Custom-Written Need to hire the company/person to write the software. You pay all the costs. You own the software and can sell it on Only likely to get support from the people who wrote the software Will fit the purpose precisely and do exactly what was asked. If it is not specified it will not be there. Will only have been tested by a few people and there may be many bugs. Support issue – who fixes the bugs Will be many months before it is available There is choice of who to get to write the software and choice as to what is included New printers and drivers for peripherals may not be supported. If it does not use a recognised file format the software may not be able to be upgraded. Unlikely to be familiar with the new software. Small footprint – only what is required

b

describe the common features such as wizards, style sheets, help systems, macros, buttons

Common features of wizards: Set of options to choose from Predefined end result Click buttons to progress through wizard Cannot be altered by end user beyond choices Common features of style sheets: Contains different details for different documents Sets out positioning of elements on the page Defines font size, font style, alignment, bold/italic/underline Defines page layout – margins, size Common features of help systems: Ability to search by content or by index Context sensitive help systems Hyperlinks to more information Can contain pictures/text/movies of how to complete task Can print or save the help result Can remember key words and help searched for before Common features of macros: Can be recorded or written A set of repeatable actions that can be replayed again and again Usually written in a language that is part of the program Common features of buttons: Can have macros attached to them Pressed to run an action – can have shortcut attached

b describe the common features such as wizards, style sheets, help systems, macros, buttons, etc. found in each standard/generic application area: word processors, desktop publishers (DTP), presentation software (including multimedia publishing packages and slideshow software), graphics packages, spreadsheets and database software;

Wizards

Macros

Buttons

Word Processor Mail merge Setting up printer

DTP Creating brochures or flyers

Remove double line spacing, attach footer As in icon buttons – can run any command or run a macro

Print certain pages, apply new colour scheme As in icon buttons – can run any command or run a macro

Presentation

Graphics

Template creation, standalone presentation Move to different slide, print presentation Buttons on slides to move, print, close.

Removing red eye from photographs

Creating complex functions

Creating forms, queries and reports

Remove redeye automatically

Button to clear/move, print sheet, recalculate Button to print, clear, format, create graphs, run macro

Perform validation, run queries

As in icon buttons – can run any command or run a macro

Spreadsheet

Database

Buttons on forms to run queries, commands, close forms, print, add records etc.

c identify basic tasks which standard/generic applications software can readily be used for, including letter writing, memos, theses, reports, flyers, brochures, posters, business cards, graphs, data modelling, forecasting and data pattern analysis, data handling, sorting, searching, mail merging, web page authoring, presentations, etc.; Word Processor Letter writing Mail merge Reports Business Cards Memos Theses

DTP Flyers Brochures Posters Business Cards Mail merge Web page authoring

Spreadsheet Data Modelling Forecasting Data Pattern Analysis Mail merge source Graphs

Database Sorting Searching Data Handling Mail merge source

Some tasks are suitable to be created by more than one package. Other applications include presentations, web authoring software and graphics packages – predominantly single use packages. Questions will ask for the most appropriate package to be identified which can fulfil a given task.

d describe the characteristics of common applications found in business, commerce and education, including diary systems, stock control, on-line banking, electronic mail, booking systems, customer records/accounts, school administration, self-paced teaching systems, multimedia training systems, library electronic catalogues, route finders and travel timetables; Think in terms of:

Input

Process

Output

What are the inputs into the system – in terms of data from the end user and data from the system? What processes does the system perform on the data? What is output from the system, screen, printer or to another system? The following is a very simple overview with some examples, it is not complete but a starting point. Diary System Stock Control

On Line Banking

Booking System

Input Date, time, other people, description Amount of stock, supplier, life span, price

Process Check availability, enter details Find stock, remove/add stock to list, highlight if reorder

Account details, payment or deposit, details of above, amount, date, regular or one off Time, date, number, destination, restrictions – must include…

Find account / remove add money from account, stop if overdrawn Find if available, inform price, reserve and confirm

Output Screen output of appointment in diary, printed calendar List of stock required to be ordered, list of stock and current number in stock, list of suppliers Receipt of payment/deposit, account balance and transactions, warning of payments refused/overdrawn List of booking, list of failed bookings, overview of available bookings left

e compare a spreadsheet to a database management system as a means of storing and handling data, highlighting the features of database software which make it more suitable for data handling in certain application areas/tasks; File Handling Graphs Sorting

Searching Reports

Spreadsheet Separate sheets and a row and column format Data can be linked Can create graphs easily through the wizard and stored as an object within the sheet or a separate object Can sort easily and using multiple criteria Can apply filters Can create searches but complex to implement. Searches across sheets are very difficult to create Can be created but difficult to make official – usually exported to word processor

Normalisation

Has to be created and maintained by the user.

Usability

Has forms built in but difficult to use and attach to base data. Has formulas and functions built in, powerful calculating mechanism. Calculations, accounts, graphs, tables of figures

Functions Use

Database Use of fields, records and tables to store data. Data can be related across tables Can create graphs – limited for basic users Difficult to alter underlying data to see different effects Can sort and apply filters Can create subsets of data found Sorting and filtering can be done without altering underlying data Powerful searching mechanism – easy for novice users Can search across tables Creates reports from graphs and queries, can create mailing labels, mail merge letters, and formal reports. Will inform user of break in referential integrity and cascade update/delete. Can automatically suggest normalised tables. Has forms and wizards that can be used to view and manipulate the data Can handle formulas and functions but expert use only. Performs calculations on single fields Handling text, customer data, producing searches.

f

describe and explain the purpose of wizards and macros, discussing their benefits and drawbacks;

Advantages and Disadvantages of Wizards Advantages Speed that items can be created Standard formats to choose from Can be based on corporate image No need to have specialist knowledge Options given – good for non technical users

Disadvantages Will look similar to other companies May have options you do not want May not have the options you do want Removes technical ability Difficult to change end result

Advantages and Disadvantages of Macros Advantages Complex actions can be simplified Can customise features – reports, queries Can maintain corporate identify – house style applied by clicking a button No programming required to run– good for novice users Each item produced is identical

Disadvantages Dependent on macro to work Need same starting point each time What the macro produces may not be what is required If slight changes needed to macro, difficult to implement Technical knowledge required to create macro

f

describe and explain the purpose of style sheets and templates discussing their benefits and drawbacks;

Advantages and Disadvantages of Style sheets Advantages All documents can have the same layout and headings – corporate style and recognition No need to think how to lay out a document – pre set If not on a computer with a template, can still create a document using corporate image Teams of people can work on different parts of a document in isolation but the style is the same

Disadvantages Font may not be on the computer Style needs to be developed initially – time and money No freedom for the end user to tailor document for the end user – e.g partially sighted Documents will look the same – customer might not know it is an invoice or an information letter

Advantages and Disadvantages of Templates Advantages Standard documents preset Layout and format is consistent – nothing left out Corporate identity - recognition Time taken to create is reduced – not developing from scratch Master document produced centrally Templates are read only so there is less chance of user error Inexperienced users can produce documents with less chance of errors

Disadvantages Removes freedom from end user Can be similar to other companies If a central template is used, may not be appropriate for specific requirements If template is changed users will not know – can use wrong template

describe how standard/generic applications software can be tailored using templates and macros to make them easier to use; g

Tailored using Templates Template: a set of defined fonts, sizes, margins and positions for items on pages. To tailor using a template means that: Headings can be set with pre defined fonts, font sizes and effects. The location on the page can also be set. Items which must be filled in can be set – date, address, title and name of person letter is going to etc. An application can have different templates pre set for different situations – for example when creating a word processed document, templates could be created for letters, memo’s, reports, emails, etc. These can then be subdivided – letters for new customers, for lost passwords, for advertising and so on. Tailored using Macros Macro: set of recorded/programmed instructions that can be run by a single click Macros can be used to tailor anything. Any menu option, can be run using a macro. All the buttons in applications are essentially just macros. Examples include: Spreadsheets: To move to a different sheets; to produce a graph; to replicate a function; to sort; to print; Databases: To sort; to populate a form; to print a report; to close a form; to move to the next/previous record Word processing: To print, to spell check, to open a template; to fill in documents; to apply a set of styles; to search and replace Graphics: To remove red eye; to improve the photo with one click; to resize

h

explain the need for a consistent house style in an organisation;

Consistent house style House style is a company’s standard method of presenting itself for communications. It will include colours, logos and corporate branding. The house style can be implemented using templates and macros or a style sheet showing how documents are to be laid out and fonts, font sizes and images to be used, colours etc: Allows corporate identity Remove choices from individuals as to fonts to use etc Allows templates to be preset using identify Allows macros to be created to apply corporate identify Allows multiple users to work on a document in parts – the whole will look the same. Why adopt a consistent approach? Recognition Easily recognisable by people outside the company as belonging to that company Type of document is easily recognisable – memo, report, letter Content If there are placeholders, ensures that content is not missed out. Reduces originality and maintains corporate professionalism Templates Allows templates to be used – generated centrally and control maintained

describe how master documents/slides, style sheets and templates aid the production of documents/presentations and the sharing of a style between a team of people; i

The role of the template/style sheet is to enable the user to create a document/presentation that matches a corporate image and requires little thought. If a single document is created using the same style by lots of different people then all the work created will look the same. All items will be included, nothing will be missed out. The document will be recognisable. All users, regardless of how long they have been with the company will be able to produce documents that match the corporate image If all members of a team are using the same style/template then when it comes to putting the document/presentation together then no reformatting will need to be done. If all members of the team had been left alone then they would have used different fonts/sizes etc and when the slides/pages were combined someone would have to go through and reformat them according to a single style. Therefore, one advantage is the saving of time – once the document is combined it requires very little effort to complete it. When answering a question it is important to look at the focus – if it is on the team of people then the answer needs to be given from that point of view, not the generic advantages of templates for a single person.

describe how, through the use of buttons, forms, menus and macros, a system interface can be tailored to meet the needs of the user and explain the benefits and problems associated with doing this; j

How can a system interface be tailored? • By creating menus that are specific and removing any unneeded menus • Icons on the icon bar can be removed/added and linked to written macros • Forms can be created – with macros, menus and icons specific to what the user is doing • Different users can receive customised interfaces based on their job requirements Benefits of tailoring an interface • Reduces the amount of buttons/menus a user can click and play with • Increases validation and all error messages can be specific and referenced to a simple guide • All users get the same interface – no individual tweaks which makes it easier to support • Once change made centrally can update all interfaces at the same time – quicker and less effort – only one interface to support from a technical point of view Problems of tailoring an interface • Options required by the end user need to be on the menu/form – if not, problems as they cannot customize • All eventualities need to be considered • “Power” users may feel limited by the interface • Time taken to create and test an interface may not be paid back by its use

k

explain the need for different file types;

The file type is identified by its extension – the characters stored to the right hand side of the . in the filename, for example .docx, .gif, .dat. The user recognises type of file This gives rise to an expectation about its contents – for example, .xls is likely to be figures, whilst .doc is text based. Computer knows which software to use The file type can be registered so that when the file is opened from its filename, the package that is associated with the extension opens automatically. The user knows which software to use The file extension gives the user an understanding of what software package they can use to open the file - .jpg for example could allow the user to open it in a range of packages, not just the one the computer has associated with it. The user can search for files By knowing the extension, the user can narrow down searches to that file type.

describe how to convert between different file types and import/export files between standard/generic applications. l

Transferring Information One way of transferring information from one document/application to another is to use cut and paste. This is often eliminated in the stem of the question. A second method is to use export import. This is usually the required answer for this sort of question: 1. Find a common format between the documents/applications 2. Open in Application 1 native format 3. Export from Application 1 to the common format 4. Import into Application 2 in the common format 5. Save in Application 2 in native Application 2 format A third method is to use OLE (Object Linking and Embedding) This allows data from one applications to be linked and displayed in another. For example, creating a graph in a spreadsheet and then linking and embedding that graph into a word processing program.

5.3.2 Applications Software used for Presentation and Communication of Data describe the features of word processing (including wordwrap, report layouts, standard formats/templates) and desktop publishing (DTP) software (such as rotate, flip, arrange/layering), explain their relative benefits and analyse a given task to identify which (WP or DTP) package is most appropriate; a

Features of DTP

Rotate: move an object through a certain number of degrees around a point – e.g. 45/90 etc. Flip: create a mirror image – either vertical or horizontal Arrange/layering: Have objects in front of and behind other objects, can increase transparency. Group: link objects together to allow them to be moved as one, or text to flow between objects not immediately together (such as newspaper columns) Benefits Word Processing Uses text based functions effectively – use of auto generated index, table of contents. Breaks document into sections allowing sections to be formatted independently by different teams of people

Analyse Task Word Processing Tasks with lots of words Tables of contents, glossary of terms Usually reports/memos/letters

Desktop Publishing Ability to handle combinations of graphics and text Can move objects – text and images around the page and position them with much more precision and without affecting existing objects Use of an area around the page where objects can be placed Organisation of pages and views of pages much better than word processing Desktop Publishing Heavily graphics based Brochures/flyers/calendars/newspapers/newsletters Particularly where the graphics are within the text itself and the text wraps

There is a lot of overlap between desktop publishing and word processing – it is possible to do everything in either package. Therefore, when looking at and recommending a package, pick the one that is most suitable.

analyse the needs of different users of word processing, desktop publishing (DTP) and slideshow/hypertext tools (e.g. scientific author requires a technical dictionary and Thesaurus, section numbering and automatic indexing and formatting into report style, office secretary requires greater range of fonts, and spelling and grammar checkers); b

Office Secretary Scientific Author Newspaper editor

Word Processing Fonts, font styles, templates, dictionary, headers and footers, grammar checker Technical dictionary, index, footnotes, section breaks,

Desktop Publishing Simple layouts, wizards

Slideshow/Hypertext Presentations – basic tools: slide transitions, animations.

Unlikely to use beyond simple flyers

Text functions only, mostly internal and letter use.

Columns, auto flow, layering and grouping, image manipulation

Links to references and articles, presentations of ideas to conferences Unlikely to use beyond standard presentations

When answering a question of this nature it is important to try and consider the specific elements of the software they will need. There will be items that all users need and use – saving, changing fonts, spelling, but some items are more suited to specific people. This does not mean that other users will not need them.

explain how word processing and desktop publishing (DTP) software can be used with data from a spreadsheet or database for mail merge, and state the benefits of using this technique, particularly with respect to inserting merge fields and the word fields ASK, FILL-IN, IF..THEN..ELSE, NEXT RECORD, SKIP RECORD IF; c

Mail Merge Mail merge is the use of a list and a template letter to create individual personalised letters There are three items that are needed for mail merge to be successful: The main document: This is the standard letter – the letter that contains the bits that will get sent to everyone. The bits incise << >> are called merge fields and are replaced with data from the data source once the merge is completed.

The database: This contains the data that is going to be included in the mail merge. The field headings are the headings used for the merge fields. The form letter This is the letter that is produced as a result of merging the main document with the database. It contains all the standard bits from the main document along with personalisation. Each line in the data source (except the heading) becomes a separate letter once merged.

Merge Fields and Word Fields It is very important to differentiate between a merge field and a word field. They are not the same. A MERGE field is a placeholder. It is a position on the page where text or graphics can be inserted. In mail merge this will be fields from the database. Merge fields contain the bits of information from the database. Represented as <> A word field is an instruction that can be added to a mail merge document. Word fields allow the user to filter out unwanted fields, to insert specific information (such as the date and time), to ask for input from the user and to determine if a letter is to be generated. Examples of WORD fields: WORD FIELD ASK FILL IN IF THEN ELSE NEXT RECORD SKIP RECORD IF

Action Prompts the user for information – response used in many locations in the document Prompts the user for information – used only in the one place where asked for Decision structure used to make choices – IF Male then title = MR else title = MRS Move to the next record in the data source Skip the next record in the data source if it meets a criteria, for example, if amount owed = 0 then skip record

Benefits of Mail Merge Allows one letter to be created and the rest automatically generate – faster to produce mass mailing Only one letter needs to be error checked – less chances of mistakes Data source can be reused/used for different purposes Data source only needs checking for accuracy once

d describe the attributes of documents, including character, paragraph, sections, frames, headers, footers, footnotes and pages and describe how page formatting (size, style, position) may be modified to suit the needs of a given application; Parts of documents Part of Document Character Paragraph Pages Header/Footer Frame

Section Footnotes

Description Individual letters/numbers and symbols (including space) on a keyboard. Collection of text/sentences separated by a carriage return. Single sheet – can be different sizes, A4, A5 etc. Top and bottom of page. Can be applied to whole document or sections, can have different front page Used to position text and graphics. Can be moved independently around the page. Can be linked to flow from one to the other Part of a page or group of pages – treated as a separate document (even though within a document). Numbers in the text that lead to a paragraph/reference for further reading

Use To present words and numbers To present a single idea or thought. Name, Title, Page Number, Date. Hold photographs and pictures Hold small boxes of informative text Can apply specific formats, page layouts etc to a section To give additional information without breaking the flow of the text – e.g. book references

e evaluate how the reformatting of text and images within a document may better meet the needs of a task or user, describing how, for example, the grouping of text frames and picture frames facilitates easy re-arrangement of objects on a page; Modifying a Document To make a document appear on a singe page you can: Increase margins Reduce font size Change font to a smaller one Group items together – can resize and move as one Fit to page size Kerning – reduce space between characters Reduce line spacing and paragraph spacing Layering – placing on top of each other Turn numbers into graphs Grouping and layering Allows objects to be treated as a single item – can be moved and resized without altering the relationship of one image to another. Text can be flowed round the group making it easier to read.

f

discuss the merits and drawbacks of using clip art and image libraries;

Clipart Advantages Readily available Do not need to buy expensive software It can be used by most users You do not have to employ designers Choice - most categories are available No need to buy special equipment such as scanner or digital camera

Disadvantages Can be copyright, you need to check with originator Image may be poor quality May not be unique, other company may have used the graphic Clip art is limited, you have to use what is available May not have specific images required May not be able to change the image

Image Libraries Advantages Fit lots on a page Quick to load Large number of images can be shown at once

Disadvantages Small image – need good eyesight Image quality is poor – difficult to see detail Too much choice – difficult to decide what to use

Can be selected to provide bigger image Less memory space is used Be careful when answering questions on image libraries – these are collections of images, not individual images.

g

analyse graphic images and explain how they are created;

How Images Created A range of tools would be used to create an image. The following give an indication of the items to be considered when describing how an image has been created: Borders: Colours, thickness line style Colour: Shading Alignment: Centre, left, right, justify Text: Word art, alignment, style, size, bold/italic/underline Positioning: Move around page, layering, grouping, resizing, cropping Insert: Text, clipart, shapes, wordart

h describe the difference between vector and bitmap graphics and evaluate their suitability for given applications; Vector and Bitmap Vector Mathematically calculated by equations Objects described by length, thickness and colour Pictures can be scaled up without distortion All points described by distance from origin Takes CPU processing power Shapes can be ungrouped and edited individually Easy to convert vector to a bitmap

Bitmap Made up of pixels – each pixel is a colour More pixels, better quality When made larger – pixelates Large disk space Can easily convert between bitmap formats Difficult to convert bitmap to a vector

Suitability Vector Used for architectural diagrams and diagrams with lots of individuals shapes that can be edited individually – e.g. maps. Bitmap Used for photographs

i

explain how graphic libraries are used in applications such as kitchen design, cartography, PCB design;

Graphic libraries are collections of images all related to the same topic. For example, in Visio there are collections of images relating to specific items – network components, database diagram boxes. In kitchen design, companies can supply graphic images of their sinks, cupboards and appliances and then the end user can get a very good idea of what the kitchen will look like. Cartography (map making) – there are set symbols used in map making and a graphic library can present these and allow the end user to select which one they want. The advantages are that the final result will contain the proper symbols and look like the finished article. If the known symbols are used then more people will recognise and understand the picture.

describe the following features found in graphics software: fill, shade, layering, brightness, contrast, size, orientation, negative, soften, sharpen; j

Orientation This is the direction of the canvas – portrait (longer length that width) or landscape (longer width than length). Soften Soften decreases contrast by averaging the pixels next to hard edges of defined lines and areas where there are significant colour transitions. It is used for photo retouching. Sharpen Sharpen produces the opposite effect of soften by increasing the contrast between adjacent pixels where there are significant colour contrasts, usually at the edges of objects. They lighten the light pixels and darken the dark pixels. Negative Each pixel colour is replaced with its opposite on the colour wheel. The brightness value of the pixel changes to 255 minus the original value. Zero becomes 255, and 30 becomes 225. Contrast The difference between the light and dark areas of an image. It is a measure of difference between light and dark values in an image, expressed as a ratio (difference in brightness)/(average brightness) between adjacent regions in the image. Layering Objects that can be placed on top of or behind other objects. The transparency can be altered to allow the bottom object to be seen. A layer is usually part of the overall shape/diagram/picture – for example, foreground, background Brightness The amount of light in a hue-- how light or dark it is. It is also used to describe differences in the intensity of light reflected from or transmitted through an image independent of its hue and saturation. In its simplest form it is how bright or dark a colour is, and is normally measured in percent between 0% (black) and 100% (white). Fill The placing of colour inside an enclosed object. The colour can be a single colour or a gradient. Shade This is a colour that has been darkened by the addition of black – for example, Navy is a shade of Blue. Shade is also known as the brightness or luminance of an image when compared to a gray scale.

describe the features of presentation software, including sound, video, animation, slide transition, hyperlinks, hotspots; k

Features of Multimedia/Web Pages Sound Forms Hyperlinks

Animation/Video

Slide Transition

To announce a page Sound for company/signature tune/description of product Confirmation of action/error To order products Can be printed out and distributed to potential customers in the workplace. For navigation To go to other company products Hotspot is a part of an image that has a hyperlink attached to it. Several different hyperlinks can be created on the same image. To demonstrate a product. To clarify the ordering/web site use process To make site more interesting/user friendly Corporate animation/video to increase corporate/brand recognition Can be the same to stop the customer losing focus Or different to try and maintain their interest The age group will determine how much and the type of transition

l

describe the use and purpose of multimedia presentations in a range of applications;

Multimedia – the combination of images, sound and movement (animation or video). Use of Multimedia • To enhance the users’ experience – the “wow” factor when watching a presentation • To link the application with the corporate image – to associate what the user is seeing/hearing with the corporate logo/sound • To attract the attention of the user – during a presentation their attention may be dwindling – use of sound/video to make them look again

• • •

To demonstrate – a process, such as the manufacturing process – easier to explain through images not text To give assistance – video of how to complete a process such as online ordering Sound for error messages

Purpose of Multimedia • A different method to get the message across • Can be done without user intervention • Appeal to people with different styles of learning • To attract the audience

describe the difference between use of overhead projector transparencies (OHTs) and use of presentation software, explaining the relative benefits of their characteristics when making presentations such as slide transition effects, combining different types of media e.g. video and text, use of consistent layout/background, use of sound, etc; m

Overhead Transparencies vs Slideshow Software OHT Fingerprints on slides Non linear order – can go backwards, forwards and out of order Manually controlled Less equipment required - OHP Less risk of equipment not working Static presenter – needs to be at front Static presentation

Slideshow Good quality Linear progression – can go back but untidy Can be automatic Requires laptop and projector Lot of equipment – projector computer, risk of some not working Can move around the room and run by remote control Sound, animation and movies included

This focuses on the use of not the creation of. It is possible to use presentation software to create a presentation and then to print it out on acetate rather than showing it directly from the laptop. The question is not then about the use of templates or changing items on the presentation but the technical aspects relating to the use of the two methods.

n compare web authoring software with standard applications software (e.g. word processing, spreadsheet) for creating web pages; Two main methods of creating web pages / web sites: • Dedicated HTML Authoring Package, e.g. FrontPage, Dreamweaver • Standard Applications Package, e.g. Word, Excel, WordPerfect

Specialist Authoring Software

• • • • •

•

Advantages Wizards for specific tasks are built in, e.g. creating HTML tables It has WYSIWYG (What You See Is What You Get) – the layout on the screen is what will appear Some can manage the web site, including uploading pages and checking versions of pages. If you use a site manager and change the name of a page, all links to that page within the site are automatically updated. You can integrate and test code samples (scripting language) and integrate other packages into the authoring software – into Dreamweaver you can integrate Ultradev, Coursebuilder, Flash and Fireworks. With authoring packages you have the choice of how to edit the code – by WYSIWYG or the HTML directly.

•

• •

Disadvantages You need to have a degree of technical ability as not all concepts from word processing will apply – e.g. changing the size of the font. The costs of the package needs to be looked at – they can be expensive. May need additional training – time and cost implications

n compare web authoring software with standard applications software (e.g. word processing, spreadsheet) for creating web pages;

Standard Applications Software

•

•

Advantages If you can use a standard word processor then you can create a web page in standard applications software. It does not require any technical ability. It is likely that you already have a standard applications package so there will not be an additional cost.

• • • •

•

Disadvantages It is very difficult to get the page to look exactly how you want it as it is not true WYSIWYG. The code that is created is “messy” – it is bloated and often not very good or compatible with all browsers. Large code means longer download times You have limited tools – you are unlikely to have a site management or uploading tool, very few wizards and no tools to assist you in script generation. Additional tools required mean extra expense

o describe different modes of navigation (using buttons, automatic and manual transition from slide to slide) and identify when each method is more suitable. Transition methods Manual Needs human intervention Slides clicked to go to next one Does not have to be linear – can jump around Access to settings – not locked down

Automatic Slides loop continuously No humans need to be present Timings created and left Settings hidden May join halfway through

Manual • Used where there is a speaker – may slow down or speed up so needs control over the presentation. • Where there may be interruptions/questions affecting the timings between slides Automatic • Places where there is a flow of people – trade fairs, foyers, lobbies so that they can dip in and out, particularly if set to start again • Where the presentation is self contained – no external speaker

5.3.3 Standard/Generic Applications Software for Modelling Data a

describe the characteristics of modelling software and give reasons why a model might be used;

Two types of modelling software: a. Object modelling (buildings, cars, aircraft, animated films, computer games) b. Financial modelling (test results, business income and expenditure) What makes a spreadsheet suitable for modelling Ability to ask what if questions – predict possibilities/outcomes (includes goal seeking) Different sheets – different user access to different sheets – protection/security Graphs – show data in a different format, easier to see trends Functions/formulae – make calculations examples – sum + - average Automatic recalculation – make a change and all related formulae and values change Variables and constants – used in functions and formulas Spreadsheet part of standard “office” software – no need to additional expense Spreadsheet used by most people – no additional training/new skills Conditional formatting – changing appearance of sheet/cells based on values in cells Macros – to code actions which can be attached to buttons or toolbars, includes clearing entries, printing and moving to different area/sheet Control objects – buttons, drop down boxes, tick boxes etc – used to create usable interface, allows validation

b

explain how variables, formulae, rules and functions are used in modelling software;

Modelling Difference between a function and a formula: A formula is a simple calculation that involves either *, /, +, -; entered by the user A function contains a built in set of commands that can be run by a pre defined keyword – such as average, sum etc. Functions, formulas and rules Formula Typed into formula bar Used to calculate the values / perform calculations Use of mathematical operators, e.g. + - / *

Function Standard routines (inbuilt) Used to perform common tasks, e.g Sum, Average

Rules Decision structures, e.g If Then Sequence of events that must be followed

Formulas and functions based on variables and constants: =sum(NET_Sales_In_January) =Sum_of_NET_Sales_In_January * VAT_RATE Advantages: If the variables and constants change, the function/formula will update itself. The cells containing functions/formulas can be protected from the end user Exam technique: Apply to situation given in the question Get the written function/formula correct

describe how a data model may be used for answering ‘what-if?’ questions and explain the benefit of being able to answer such questions using a data model; c

Ability to ask what if questions – predict possibilities What do I have to change variable XZ by for variable Y to equal Z? In English: How much do I need to charge for each ticket to the ball for my overall profit to be £2,500? Functions and formulae are set up which ultimately are based on values that are entered by the end user. The results of these are the answers to the ‘what if’ questions. All of the cells except those that the end user needs to enter values in can be locked and protected meaning that functions and formulae cannot be changed. This allows single values to be changed and all related cells to automatically update themselves. The same functions are used which allows results to be compared.

explain the purpose and use of worksheets, workbooks, rows, columns, cells and ranges in spreadsheet software; d

Parts of a Spreadsheet Part Description Worksheet Is part of a workbook which can be stored and accessed as single unit Can perform calculations based on data from multiple worksheets Can enter and edit data on several worksheets simultaneously Workbook Keeps data in one file Collection of worksheets Can apply security to individual sheets Row Single line across – identified by a number. Column

Single line down – identified by a letter.

Cells

Where a row and a column intersect – identified by column then row, e.g. C14. Cells can be named and referred to in calculations by name rather than column and row reference. A group of selected cells – can be given a name. Can be adjacent or non-adjacent Can have a validation check applied e.g to ensure within a max-min selection

Range

How Used To store related items, for example in a garage, one worksheet may store parts, another may store customers, a third may store invoices.

All the information related to the business in one file – income and expenditure for a year in one workbook. Tie into scenario in answer. Used to detail all information about one thing – e.g. all details about a single car. Tie into scenario in answer. Used to list identifying features of a car: Power Steering, Electric windows etc. Going down the column – get all the information on one feature for all the cars Contains individual pieces of information, such as whether a particular car has a CD player. Can contain text, numbers or function/formulae Used in functions, e.g. =SUM(A14:B23) Can be used as a selection of cells containing the values for a drop down list. Could be the selection of cells used to create a graph.

e

describe absolute and relative replication, and give examples of typical uses of each method;

Absolute vs Relative replication Absolute – when you copy a cell, the cell reference does not change – used if there is a reference to an external variable such as VAT Relative – when you copy a cell, the cell reference changes relative to the cell – copy down, row changes, copy across, column changes. Absolute vs Relative replication Absolute Absolute – when you copy a cell, the cell reference does not change. Used if there is a reference to an external variable such as VAT

Relative Relative – when you copy a cell, the cell reference changes relative to the cell Copy down, row changes, copy across, column changes.

Why Used It is used to allow functions and formulae to be copied down and across. This allows one function/formulae to be entered and this to be replicated to thousands of other cells. Saves time and reduces the possibility of mistakes – if a complex function is created it only needs to be done once before being replicated. If the function/formulae contains a reference to a single cell where the cell reference does not change, you need to make the function/formulae absolute.

Example Spreadsheet to show total price. There is one delivery charge per “row”. Example below shows the price calculated using an absolute reference with the $ signs, one using a named cell (B1 is named delivery) and one without to show the error. The formulas are shown underneath.

This cell is named “delivery”

The C4 is relative, the $B$1 is absolute

The C4 is relative, the The C4 and the B1 relative. The B1 reference to the named cell changes as you drag down pointing to the is absolute wrong cell causing an error.

A cell reference that changes is relative, one that does not change is absolute.

describe the ways in which numerical data can be presented graphically and match the appropriate types of chart to a given task; f

Types of graphs Questions on types of graphs will focus on selecting the best graph for the job. Type Of Graphs Column Chart Bar Chart Line Chart Pie Chart Scatter

Description Shows data changes over a period of time or illustrates comparisons among items. Categories are organised horizontally, values vertically, to emphasise variation over time. Illustrates comparisons among individual items. Categories are organised vertically, values horizontally, to focus on comparing values and to place less emphasis on time. Shows trends in data at equal intervals. Shows the proportional size of items that make up a data series to the sum of the items. Either shows the relationships among the numeric values in several data series, or plots two groups of numbers as one series of xy coordinates.

Do not give more than one graph type in your answer – only the first one you put will be marked.

describe ways in which worksheets in spreadsheet software can be customised using form controls and macros, giving examples of use. g

Spreadsheets can be customised – the user interface can be improved to assist the end user in entering/changing data and viewing the results. Buttons – these are linked to events/macros, such as clearing cells, moving to a different sheet, printing or closing the application. Check box – options can be ticked – invoice paid for example. These can be set individually so multiple check boxes can be selected at a time Option button – options can be selected and given values for example choice of car to hire or type of house. You can set them up so only one option can be selected. Text box – This allows text to be written and picked up and used in the spreadsheet. A text box can be validated to only allow specific input. Combo box – items can be selected from a drop down box. The list of items can be typed in or reference other cells on the spreadsheet. This is a form of validation as you can only select from the list. List box – this gives a list of items. Either single or multiple items can be selected. Like combo boxes, the list can be typed or referenced to a range of cells. Image – a picture can be inserted Label – Instruction labels or titles can be added. Macro

Macros are small pieces of code that can be attached to an event. An event can be opening a sheet, clicking a button or a value appearing in a cell. Macros include clearing cells, moving to a different sheet, printing or closing the application.

5.3.4 Relational and Online Database Management Systems a

identify tables, records, fields, primary keys and foreign keys and define relationships between entities;

Different types of Keys: Primary Key Unique identifier for a record A primary key makes each record different to any other record. Usually the key with ID on the end of it! Foreign Key A key in a second table that is a primary key in a linked table Used to link tables together Look for a key in a table that is a primary key in another table – that is likely to be the primary key Composite Key A primary key made up of more than one field Key field A field which is used as an Index – used to sort the table (sometimes called a secondary key or indexed)

Degree of Relationship There are three types of relationships: 1. One to One 2. One to Many 3. Many to Many This is to do with the relationship between the records in the tables. A one-to-one relationship is where one record in the entity on one side of the relationship can have only one record in the entity on the other side. A one-to-many relationship is where one record in the entity on one side of the relationship can have many records in the entity on the other side. A many-to-many relationship exists where there are many records on one entity that are related to many records in the other entity. Symbols to use (others are available): One

Many

b

identify the characteristics of data in first normal form, second normal form and third normal form;

First Table must have a primary key All data atomic (split to lowest possible form – e.g. not Name but forename and surname) No repeating data Second Must be in first normal form Have all non key fields fully functionally dependent on the primary key (means you need to use the primary key to work out the value of the other fields in the table). Usually means taking composite keys and splitting them into tables with one key in each. Third Must be in second normal form (and therefore in first normal form) Have all non key fields non transitively dependent on the primary key. This will be asked two ways – either as a straight theory question requiring a learnt response, or by giving a set of data and asking why it is not in 1st, 2nd etc. with you having to apply your knowledge of the characteristics. You will NOT be asked to normalise a set of data.

c

describe the advantages of normalisation;

Normalisation is the process of taking a database that is in 0NF and applying the rules until it reaches 3NF. Having gone through the steps, the advantages of having a database in 3NF are the benefits of normalisation. •

Removes data duplication – each item of data only needs to be stored once.

•

Which in turn removes data inconsistencies as the data is only updated in one location and stored in one location.

•

Having the data stored once speeds up the database as searches and sorts are performed on smaller tables and there is no redundant data.

•

It also gives more efficient and flexible database structure allowing changes to occur in the future without having to redesign the database.

d

describe the components of a data dictionary;

The data dictionary is a database about a database. It contains metadata. If you were given the data dictionary you would be able to recreate the database structure. Listed below is the basic data that would be expected in a data dictionary. Data Table Name Field Name Field Data Type Field Length Field Default Value Field Validation Table Security Keys Indexes Relationships

Description The name of the table – a unique name for each table in the database, e.g. STUDENT Each field is identified, e..g Forename, Surname The data type allocated to each field – text/string/date/Boolean etc/ The number of characters allocated for the contents of the field for example, Student Forename – 20 If a field has a default value that automatically appears on the creation of a new record, for example, Country – UK Any validation applied to the field – length, presence, type, range. Who has access to write, update, edit, delete etc values to and from the table. Which field(s) is the primary key and foreign key Any field which is indexed (secondary key) Relationships between tables identified – one-one etc.

e explain the use and design considerations of tailored data-entry screens, tailored reports and queries for meeting user requirements Appearance: Colour Make sure it does not clash, can be used for long periods of time (not fluorescent) and takes into account colour blindness – not red/green. Font (style and size) Readable font but not too large so it all fits on the page; use of style – sans serif v serif, use of Bold Italic and Underline White space Make sure it is spread out and easy to see but not too much white space that you need to scroll Organisation Consistency of layout If copying from a paper based document, should match its layout. Questions should be grouped by type – e.g. personal, then work etc. Tab order When you press the tab key the cursor should move in an organised fashion through the questions and not jump around. Navigation Use of buttons to submit and clear, and navigate – next previous etc. Other Validation Types of validation used – drop down list, check box etc to limit mistakes Instructions Written instructions on what to do – maybe with examples e.g. dd/mm/yy e.g. 21/07/2005 Error messages Useful error messages – could be written or sound – use of red as a colour to represent danger/something wrong.

describe different types of queries and explain when they might be used, including cross-tab queries, parameter queries, complex queries; f

Query Simple Complex Parameter

Cross Tab

Description Matches field value to ONE parameter Matches field value to MORE than ONE parameter – uses AND, OR, NOT. Data value used to search for. The parameter is the actual text you are trying to match within the database.

Example Surname = Jones Surname = Jones AND Overdue = Yes Town = Ashford OR Town = Chatham Overdue = Yes Yes is the actual text that we are trying to match.

Value can be form the user (dynamic) or hard coded (static).

Town = Ashford OR Town = Chatham Ashford and Chatham are the actual data items we are trying to match.

Simple and complex are types of parameter query Calculate a sum, average, count etc for a group of data.

Total number of orders by an individual for a type of plant.

Two fields used to group information – side and top. Values matched by two fields.

Count number of orders placed on a Sunday for Roast Dinner Always two fields and a calculation

Static Dynamic Action

Summarises data. Where the parameter is hard coded – can only be changed by the designed Where the parameters are entered by the user. Usually done via a dialog box. Changes the underlying data

Overdue = Yes Common report run regularly Reports that change: Surname = ?????? Allows you to search for different people Append (adds new records), Delete, Update, Make Table

evaluate the use of static information sources (for example CD-ROM) compared to dynamic sources (for example, the World Wide Web), including use of indexes and keyword searches; g

CD-ROM There is a limited amount of information available No Internet access required More reliable source of information – has been checked CD-ROM drive required Data cannot be upgraded very quickly/never upgraded The CD can be scratched/broken or lost/stolen All software required included on the CD There is a cost involved in making and sending the CD-ROMs – limited circulation CD-ROMs can take time to arrive if sent Fast to access data on the CD

The Internet The WWW has a large volume of information – however possible restrictions on amount you can download per month Internet access required – cost implications The information is not always reliable – anyone can post No CD-ROM drive required Data can be upgraded very quickly/the data is up to date Internet pages can be moved/removed May have to fund/buy the software Can reach a large variety of people People visit the website rather than waiting for it to be pushed to them Internet may slow down under heavy use

Indexes vs Keyword Index search – use of a web directory that lists entries. May be under subsections (use of drill down). Websites in index will meet the purpose and contain the information on the general heading Keyword – use of one or more words to find information – OCR + Exams for example. Site catalogued by a ‘bot’ – may not be exactly what you are looking for, the words on the page may not be relevant to what you want.

h

explain the purpose of filtering access to information that can be obtained over the Internet.

Filtering – restricting access to information Three main reasons why information is filtered: 1. Audience 2. Content of information 3. Potential Revenue Audience The information on the web site may not be suitable for all age groups – for example pornography – filter programs will restrict what can and cannot be seen. Sometimes companies will place filtered versions of information onto the internet – for example company reports. The audience the full information is intended for is different to the filtered. Content The content of some websites can be filtered, for example, some countries may filter information that it considers seditious. Information on topics such as bomb making or hacking may be filtered from within schools. Potential Revenue Some sites can generate revenue from information, therefore they allow the user to see some of the information they have, filtering the rest until a fee for entry is paid. The purpose of filtering is to protect – the young, the impressionable or the company itself.