Chapter 3

Chapter 3

1. Standard application software

   • Word processor
     • allows the entry, editing and formatting of text to create a range of documents
     • e.g. memos/letters/reports etc
     • WYSIWYG (What You See Is What You Get
   • Desktop publishing
     • allows users to combine images and text to create publications
     • e.g. flyers/posters/brochures etc
   • Spreadsheet
     • enable the user to produce both mathematical and financial models and to produce graphs that represent the data
     • used for: calculations/'what if' calculations/forecasting
     • e.g. graphs/modelling data etc
   • Database
     • enable user to handle data, such as sorting and searching
   • Web authoring
     • the creation of web pages
     • + wizards for specific tasks are built in
     • + WYSIWYG
     • + a site manager can be used
     • +editing of the page can be done using WYSIWYG or HTML directly
     • - some degree of knowledge is required
     • - often more expensive than other standard applications packages
   • Presentation
     • to produce preentaions to be shown
     • acetate or electronic

2. Systems

   • Personnel
     • provide information about the personnel who work in an organisation and are usually used by the Human Resources department
     • the information collected may include: full name, address, gender etc
     • the information will be confidential and subject to the requirements of the Data Protection Act
   • Stock control
     • knows how much of each item is in stock, when orders are due and how much stock is required on certain days
     • often need to be linked to the sales system
     • may need to know the components required to make a product
     • may need to be linked to the ordering system
     • the system must also have a manual override
   • Invoicing
     • a document issued by an organisation to a customer to show the quantities and agreed prices for goods provided
     • should link to ordering and delivery systems
     • should flag any outstanding payments to the finance department/staff
   • Booking
     • you can book in person/internet/telephone
     • require an event,person and a date/time
   • Timetabling
     • enable an end user to enter data to find transport times which meet specified criteria
     • requires:start and end destination/date of travel/time of departure/single or return
   • Route finding
     • plot routes between two destinations via input information
   • Training
     • the method by which training is delivered
     • self-paced
     • they must provide questions at an appropriate level for the user
     • they should provide cues to highlight mistakes

3. Design considerations for data-entry screens

   • Consistency
     • Buttons should look the same and be in the same place for different forms
     • + speed up data entry time
   • Relevancy
     • the interface should not ask for redundant material
   • Supportiveness
     • balance between too little and too much infromation
   • Visual and audible cues
     • needs to be feedback to confirm actions
   • Intuitiveness
     • interface needs to remember waht the user has done

4. Customising applications

   • Buttons
     • Used to take the user to a specified [age or run commands
   • Forms
     • Assist in the entry of data
     • give guidance on what to input
     • may include: drop-down boxes/option boxes/automatic fill-in boxes
   • Menus
     • enable a user to select actions
   • Form controls
     • increase interactivity with the user
     • option button: options can be selected and given values
     • Check box: the user can tick an option
   • + simplification of user data entry/fewer mistakes
   • + increases productivity
   • + removes complexity

5. House style

   • organisation's standard method of presentation of documents and other forms of communicationg information
   • public will recognise an organisations 'look' immediately
   • tempates and macros can be set up to make it easy to use the house style
   • less likely important information will be missed of documents
   • Master documents/slide
     • shows theme to be used/position of graphics/position of information
     • controls text formatting
   • Styles
     • apply formatting to a document
     • + greater chance document will conform to house style
   • Style sheets
     • the format that should be applied to documents
     • ensures all documents conform to pre-determined layout
   • Templates
     • used to produce different documents that can be used by a company
     • + ensures each instance of the document will look exactly the same

6. Characteristics and purposes

   • Wizards
     • assists the user to produce the final product
     • presents options to the user
     • help with unfamiliar tasks
     • + saves time
     • + ensure important information isn't left out
     • - no individuality in the end result
     • - the end result may not fully meet the needs of the user
   • Style sheets
     • used to set out layouts
     • elements include: font size/style, margin size, alignment etc
     • ensures all documents conform to a pre-determined layout
     • + lack of confusion for documents creators
     • - someone needs to develop the style before it can be used
   • Templates
     • Provides pre set layouts and formats
     • includes: Character formatting/page formatting etc
   • Macros
     • a set of stored commands that can be replayed by pressing a button or a combination of keys
     • Users can automate task performed on a regular basis
     • - complexity of a macro is limited by the task requiremnets and the ability of the user
     • + errors may be reduced
     • + inexperienced users can perform complex tasks
     • - to correct any erroros the user must have knowledge of how it was recorded

7. Different file types

   • operating systems recognise the file extensions and associate them with particular programs
   • knowing the file type can help when searching for files
   • if the data is saved in one application but needs to be used in another the data will need to be converted