LO6

Question	Answer
The two types of software you can use to analyse data	Databases Spreadsheets
How do you know what software to use	Depends on the type of data being processed
A spreadsheet can be used to	Store text and numerical data Process and manipulate numerical data Produce graphs Set data types Create formula and use built-in functions Carry out modelling using What-If Analysis
Workbooks consist of	Many different worksheets
Spreadsheets are good for	Calculating invoices Finding out the effect of price changes Producing a graphs Showing a business’s accounts over a year with each month in a different worksheet Importing data
Data in databases are called	Records
Records are stored in	Rows
Validation rules and input masks can be used to help	inputting of valid data
A query is	A tool within a database that sorts and searches for specific data
Databases are much better than spreadsheets at	Storing and processing large amounts of data
What tool do you use in order to form personalised letters, emails and business cards	Mail Merge
Spreadsheet Advantages	Formulas can be used to calculate totals What-If Analysis can be carried out using different values Data modelling can be carried out Worksheets can be used to separate different sets of data Data can easily be presented Data can be presented in graphs and charts to spot trends in data Columns, rows and cells can be locked Absolute and relative cells can be included in formulas Data can be formatted in different ways
Spreadheet Disadvantages	If a model is created, the results might not be realistic# Can take a long time to create Some of the functions and formulas can be confusing Errors in formulas can be difficult to spot and correct If you don't spot any errors in formulas, the results will be incorrect Text data cannot be manipulated easily
Database Advantages	Lots or records can be stored Data can easily be added, edited and deleted Data can be filtered and queried Queries can be saved and used again Passwords can be used to keep the data secure Databases can be used with word processors to send personalised letters Validation rules and input masks can be used Reports can be created to show the results of queries
Database Disadvantages	Need the knowledge and skills Need to be able to set up relationships Queries can get complicated You need to be able to put the correct security in place Validation rules and input masks won't spot inaccurate data
Advantages for Both	Data can be imported into different software Data can be saved and backed-up Data can be shared
Disadvantages for Both	Errors might not be spotted
Examples of use- Spreadsheets	Calculating invoices Finding out the affect of a price change Producing graphs Showing business accounts Importing data Showing financial data
Examples of use- Databases	Holding personal data Making suggestions Tracking stock levels
What needs to happen when data has been processed	The results need to be presented to an audience
Tools and techniques used to present the information will depend on	What information needs to be presented How it is to be presented The objectives that were defined during the initiation phase The software needed to to present the information
5 main tools you can use to present data	Word Processors Spreadsheets Databases Desk Top Publishing Presentation Software
Purpose of Word Processing software	Produce, edit and format documents which are mainly text-based
Advantages of using Word Processors	Documents can be saved and retrieved Spelling/grammar checkers Mail merge can be used to create personalised documents.
Disadvantages of using Word Processors	A limited choice of symbols Need a device with word-processing software installed
Purpose of Desk Top Publishing	Arrange text and images into publications
Advantages of using DTP	Frames can be used to place text and images Drag and drop can be used Uses WYSIWYG (What You See Is What You Get)
Disadvantages of using DTP	Can have compatibility issues Can be difficult to create precise layouts
The purpose of Presentation software is	To create a slideshow to present information
Why might you use presentation software	Create an interactive presentation to convey information
Advantages of using presentation software	Slides can include a range of different components A template can be used A slideshow can have links to other resources/files
Disadvantages of using presentation software	Presentations may become unprofessional if too many features are used Too much text on a slide can make the information difficult to read
Factors that need to be considered when selecting the presentation method	Target audience Visibility Content limitations The availability of information The impact of distributing the information
Factors that need to be considered about the target audience	Gender Age Ethnicity Income Location Accessibility
Visibility	Information can be shared in different ways. Information can be public facing or targeted If the information is public facing, it can be can be presented on a website or presented in a meeting If the information is targeted, it is shared with a specific group of people
Content limitation	During the initiation phase the client may define how the information is to be presented
Content limitations can include	Using a pre-defined house style What information must be included Word limits
Examples of real time data	Travel Reports Updates Weather reports
Hardware	The physical components that a computer system requires to function
Software	The entire set of programs, procedures, and routines associated with the operation of a computer system
Connectivity	The ability to connect systems or application programs

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	Created by Thomas Duff over 2 years ago