ICT - Unit IT1

ICT - Unit IT1

1. DATA, INFORMATION AND KNOWLEDGE

   • DATA is a set of raw facts and figure: 10.2 seconds 12.6 seconds 11.3 seconds
   • INFORMATION is data after it has been processed by the computer to give it meaning: In order, times are 10.2 s, 11.3s, 12.6s
   • KNOWLEDGE is derived from information by applying rules to it: The winner is the shortest time:10.2s
   • Data is sometimes coded when it is input into a computer system
     • Encoding data can be beneficial because: less storage space is needed for the database so more data can be stored. Money is saved because less time is spent keying in data
     • A problem with coded data is that it is reliant on VALUE JUDGEMENTS and subjective opinion

2. THE VALUE AND IMPORTANCE OF INFORMATION

   • GOOD QUALITY INFORMATION AND THE COSTS OF GETTING IT
     • UP TO DATA: If someone has died,the last thing a relative wants is a letter for that person.Data should be time stamped to be useful
       • If sales figures are accurate and up to date, it is easier to monitor the progressof the company and look at how many staff are hitting targets
     • COMPLETE: If someone forgets to add the postcode to a parcel,then delivery is delayed.All information is needed
       • A complete set of information aids decision-making
       • Companies are able to TARGET RESOURCES TO GAIN A COMPETITIVE ADVANTAGE.By having a complete set of data about a person's previous purchases, companies are able to send marketing letters only to the people who are most likely to purchase certain products
     • ACCURATE: If a company has the wrong address, then the customer wont receive their items.Information must be error free
     • The process of obtaining good quality information comes at a cost.This cost is not just financial: it also takes time and human resources (people) too
       • DATA COLLECTION: Its costs money for the ink and paper if giving out paper forms. Marketers will travel to interview people ,which takes time.Staff like marketers will need training oninterview techniques,which requires human resources

3. QUALITY OF INFORMATION

   • FINDING INFORMATION AND MAKING DECISIONS
     • Information can be found in several different ways:
       • CD-ROMS allow access of very large files, like databases of customer addresses, a lot more quickly than if they needed to be downloaded
       • The INTERNET provides up to date information such as the product lines being launched on competitors' website
       • INTRANETS are internal networks viewable only by staff at the company. Staff can share information they don't want competitors to see
       • NON-ICT sources of information, such as magazines or newspapers, can let managers know how their company is being perceived in the media
       • Improving the quality of information within a company can improve the decision making hat takes place by managers in an organisation
         • WAYS OF IMPROVING INFORMATION QUALITY
           • Complete: Leaving out certain data from a sales chart will make it harder to spot trends
           • Up to Date: If a customer's address details are wrong, they will not receive marketing mail
           • Accuracy: Information must be accurate. If a wrong address is typed in to an e-commerce site, then delivery of items paid for cannot be completed

4. VALIDATION AND VERIFICATION

   • HOW DATA ERRORS OCCUR AND VERIFICATION
     • Data errors can occur at four stages of a computer system
       • Input: Transposition errors can occur when typing in data using a keyboard by accidentally hitting the key in the wrong order
       • Transcription: Transcription errors can occur when copying data from one medium to another.E.g. the inability to read a customers writing
       • Processing: Incorrect programming, such as wrong formulas in a spreadsheet, can lead to incorrect processing
       • Transmission: Data can become corrupt when it is transferred over a communications line or via the internet
   • VERIFICATION
     • Checking that data has been copied from one medium to another .E.g.. a verification check ensures that the details of a hand written order form have been keyed in correctly when it is copied to the computer via a keyboard
       • Double entry - Used when signing up to websites for the first time
       • Proofreading - Double checking through data that has been keyed in to make sure it has been input accurately
       • Sending back printouts - Companies often give a printout of a holiday after it has been booked so that it can be checked by the customer
   • VALIDATION
     • Used to ensure that only sensible or reasonable data is entered into a computer system
     • PRESENCE CHECK: Checks that a field is not just left blank
     • FORMAT CHECK: Checks that the correct combination of letters and numbers is entered
     • RANGE CHECK: Ensures that numbers are between certain amounts
     • DATA TYPE: Makes sure that the correct kind of data is entered
     • FIXED VALUE: Only data within a certain list can be entered E.g. shoe size
     • CHECK DATA: An extra number is added to the end of barcodes to check that they are read correctly. Used for ISBN numbers on books

5. CAPABILITIES AND LIMITATIONS OF ICT

   • ADVANTAGES OF ICT
     • Repetitive processing
     • Speed of processing
     • Data storage capacity
     • Accutacy
     • Speed of searching
     • Speed of data communications
     • Different output formats
   • FACTORS AFFECTING EFFICIENCY
     • HARDWARE: A lot of RAM (memory) is needed for large volume of processing
     • SOFTWARE: Software must be fully tested or 'debugged' to make sure it is free of errors
     • OPERATING SYSTEM: Some software will not work if you try to use it with different versions of operating systems (E.g. operating system is too old or new)
     • GIGO: Garbage in garbage out ( if a human programs the software incorrectly, then an appropriate output will not be produced