ICT

Tuesday, May 28, 2024 6:43 PM

• Chapter 1 - Types and components of computer systems

• Chapter 2 - Input and output devices
• Chapter 3 - Storage devices and media
• Chapter 4 - Networks and effects of using them
• Chapter 5 - The effects of using IT
• Chapter 6 - ICT applications
• Chapter 7 - The systems life cycle
• Chapter 8 - Safety and security
• Chapter 9 - Audience
• Chapter 10 - Communication
• Chapter 11 - File management
• Chapter 12 - Images
• Chapter 14 - Styles
• Chapter 15 - Proofing
• Chapter 17 - Document production
• Chapter 18 - Databases
• Chapter 19 - Presentations
• Chapter 20 - Spreadsheets
• Chapter 21 - Website authoring

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Chapter - 1 : Types and components of computer systems
Tuesday, May 28, 2024 6:43 PM

Internal hardware and external hardware

Hardware
• Physical components that you can touch
• Internal
○ Motherboard
○ NIC
○ CPU
○ Graphic Card
○ RAM
○ ROM
• External
○ Monitor
○ Speaker
○ Mouse
○ Keyboard

Software
• Programs that can control the computer
• Application
○ Powerpoint
○ Excel
○ Word
○ VB
○ Office
○ MS Access
○ Photoshop
• System
○ Windows
○ Mac OS
○ Linux
○ Compiler

How to use word processing?

• Can type and insert text into the computer and print out the paper style

How to use spreadsheet?

• Can type and insert text and numbers for calculations using formulas.

Database
• Organize, manipulate and analyze data.

Apps and Applets

• Small applications that perform a single task on a device.

Control and measurement software

• Designed to allow a computer or microprocessor with sensors to measure or control.

Audio editing software

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Audio editing software
• Can edit sound and produce sound.

Video editing software

• Can edit video and produce videos.

Graphic editing software

• Can edit pictures and produce pictures.

System Software
• Compiler
• Linkers
• Device driver
• Utilities
• Operating Systems (OS)

Analogue and digital data

• Computers only understand data in a binary format (digital data)
• Data in the real world is analogue data in nature.
• Physical data changes to digital by using ADC.
• Binary format changes to analogue data by using DAC.

Main components of computer systems (Processing of computers)

Input
• Keyboard
• Mouse
• Microphone

Processing
• CPU
○ ALU (Arithmetic Logic Unit)
○ CU (Control Unit)
○ MU (Memory Unit)

Output
• Speaker
• Monitor
• Projector

Main components of computer system

CPU
• Part of the computer
• Interprets and executes the commands from the computer

ALU
• For calculating in the computer

CU
• Control the flow of data processing

MU
• Saving the data

Internal memory

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Internal memory
• Random Access Memory (RAM)
○ internal chip
○ Temporarily

• Read-Only Memory (ROM)

○ Memory
○ Permanent

Difference between RAM and ROM

• RAM
○ Temporary
○ Volatile
○ Written to and read from
○ Store data, files, programs, part of operating systems
○ Increased in size to improve operational speed

• ROM
○ Permanent
○ Non-volatile
○ Read-Only
○ Store BIOS and other data

Input and Output devices

• Input - Insert data into the computer
• Output - You can see data from the computer

Backing storage - store large amounts of data

• Ram and ROM
• Internal backing storage
○ HDD (hard disk drive)
○ SSD (solid-state drive)
• Key feature of a backing storage - must store data permanently

Operating Systems - to allow users to communicate with computer systems

• General tasks
○ Control input, output and backing storage devices
○ Supervising the loading, running and storage
○ Dealing with errors
○ Maintaining security
○ Maintaining a computer log
○ Allowing communication between user and the computer system

User Interface
• Command line interface (CLI)
• Graphical user interface (GUI)
• Dialogue-based user interface
• Gesture-based user interface

• CLI
○ Type instructions to choose options from menus, open software
○ Number of commands that need to be typed

• GUI

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 • GUI
○ Allows the user to interact with a computer using pictures or symbols (icons). (End User).

Who would use each type of interface?

• CLI - programmers, system analyst, needs direct communication with the computer
• GUI - End user who don’t need to learn coding

Difference between CLI and GUI

• CLI
○ Type instructions to choose options
○ Need to learn coding

• GUI
○ Allows the user to interact with a computer using icons
○ No need to learn coding

Advantages and Disadvantages of CLI

• Advantages
○ User is in direct communication with the computer
○ Not restricted to a number of predetermined options
○ Possible to alter computer configuration settings
○ Can control the computer

• Disadvantages
○ Learn a number of commands to carry out basic operations
○ All commands need to be types in
○ Error-prone
○ Each command must be typed in using the correct format
○ Need to learn coding using correct format to not be error-prone

Advantages and Disadvantages of GUI

• Advantages
○ No need to learn coding
○ User-friendly
○ Can control the pointer and icons

• Disadvantages
○ Cannot control the inside of the computer
○ Slower to execute commands
○ User is limited to the icons provided on the screen
○ Don’t know how to solve errors

Types of computers
• Desktop
• Mobile Computers (Laptop, Smartphone, Tablet, Phablet)

Desktop Computers
• Desktop usually refers to a general purpose computer that is made up of separate monitor,
keyboard, mouse and processor unit.

Advantages of Desktop computers

• Can store large amounts of data
• Can replace the accessories easily
• Spare parts are lower costs

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 • Spare parts are lower costs
• Easier and less expensive to upgrade or expand
• Internet access can be more stable because of wired internet connection

Disadvantages of Desktop computers

• Takes large amount of space on desk
• Not portable because they are made up of separate components
• Harder to copy files

Uses of desktop computers

• At home for entertainment, education and work
• At office for work and organization
• Use as a gaming device

Laptop Computers
• Monitor, keyboard, pointing device and processor are all together in one single unit

Features of Laptop computers

• Lightweight
• Low power
• Low heat output

Advantages of Laptop computers

• Portable
• Takes less space than desktop

Disadvantages of Laptop computers

• Expensive to repair
• Less powerful than desktop
• Limited battery life

Smartphones
• Allow phone calls, have an operating system and allow applications to run on a phone.

Features of smartphones
• High-definition, anti-glare displays
• Front and back-facing cameras
• Lower weight and longer battery life than laptops
• Make use of flash(solid state) memory and cloud storage

Advantages of smartphones
• Lightweight and portable
• Can run computer applications on it
• Connect internet
• Make phone calls
• Reasonable battery life compared to laptops

Disadvantages of smartphones
• Small screen and keyboard
• Can’t open all websites
• Mobile data is slower than wi-fi

Tablets
• Similar to smartphones and can use touch-screen

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 • Similar to smartphones and can use touch-screen

Advantages of tablets
• Very fast to switch on
• Fully portable
• Can use several apps
• Solid-state technology
• Battery life of a tablet is longer

Disadvantages of tablets
• Expensive
• Limited memory or storage when compared to a laptop
• Touch-screen is slow at typing than standard keyboard
• Transferring of files often has to be done through an application software

Phablets
• Larger screens than smartphones
• Latest smartphone
• Can use like a computer style
• Smaller than tablet

Advantages of phablets
• Larger screen
• Can run computer apps

Disadvantages of phablets
• Smaller than tablets
• Can’t store as much as laptops

Artificial Intelligence (AI)

• AI is a machine or application which carries out a task that requires some degree of intelligence.
○ The use of language
○ Recognising a person’s face
○ The ability to operate machinery, such as a car, airplane, train and so on
○ Analyzing data to predict the outcome of a future event, for example weather forecasting

Advantages of Artificial Intelligence (AI) / The Impact of AI

• Robots may not injure a human through action or inaction
• Robots must obey order given by humans without question
• Robots must protect itself unless it conflicts with the two laws above
• Can do 24/7
• No human error

Disadvantages of Artificial Intelligence (AI)

• Setting and maintaining fees are expensive
• Human laziness from depending on technology
• Unemployment
• Can see technological errors
• Loss of skills for human

Extended Reality (XR)

• Refers to real and virtual combined environments
• Term for all immersive technologies

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Augmented Reality (AR)
• Relationship between digital(virtual) and physical(real) worlds.
• Virtual information and objects are overleaf onto real-world situations
• AR world through special goggles or via smartphone / phablet screens.
• Ex. Pokemon Go game

Virtual Reality (VR)

• Real world environment into a virtual(unreal) digital environment
• The user is fully immersed in a simulated digital world
• Must wear a VR headset or a head-mounted display which allows a 360` view of the virtual world
• Technology can be used in medicine, construction, engineering and the military

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Chapter - 2 : Input and output devices
Tuesday, May 28, 2024 7:02 PM

Input
• Keyboard,
• Mouse,
• Webcam,
• Microphone,
• Scanner

Keyboard
• Data entry into applications software
• Typing in commands to the computer

• How to join
○ USB
○ Wireless

• How to process
○ Character on the keyboard is pressed, it is converted into a digital signal in the computer.

• How to use keyboard in tablets and mobile phones

○ Touchscreen technology

• How to prevent from RSI (Repetitive Strain Injury)

○ Ergonomic keyboards can give more support to the wrists and hands.

• How the computer can recognize a letter pressed on the keyboard:

○ A membrane or circuit board at the base of the keys
○ CPU in the computer and determine which key has been pressed
○ CPU refers to an index file to identify which character they key press represents

Advantages of keyboard
• Fast data entry
• User friendly
• Easier to do verification checks

Disadvantages of keyboard
• Can be difficult to use
• User has limited arm/wrist use
• Slow method
• Large device that uses up valuable desk space

Numeric keyboards
• A numeric keyboard is used to enter numbers only
• Use of numeric keypads
○ Automatic teller machines (ATM)
○ Mobile phones to allow phone numbers
○ Point of sale terminals (POS)
○ Chip and PIN devices when paying by credit/debit cards
credit/debit cards

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 ○ credit/debit cards
○ Fast entry of numeric data into spreadsheet

Advantages of numeric keypads

• Faster than standard keyboard
• Easy to carry around

Disadvantages of numeric keypads

• Small keys
• More difficult for input
• Order of the numbers on the keypad is not initiative

Pointing Devices
• Mouse
• Touch Pad
• Tracker Ball

Mouse
• Can control the pointer in the computer
• Included two buttons
• Left button is used to select items by double clicking
• Right button brings up drop-down menus
• Optical mouse
• Cordless
• Wireless

Advantages of mouse
• Faster than keyboard
• Very quick way
• Does not need large desk area

Disadvantages of mouse
• Can be more difficult for people with restricted hand/wrist movement than using a keyboard for
data entry
• Easy to damage
• Difficult to use if no flat surface

Uses of mouse
• Opening, closing and minimising software
• Grouping, moving and deleting files
• Image editing
• Controlling the position of a pointer

Touchpad
• Used as a pointing device in many laptop computers
• Buttons under the touchpad which serve the same function as the left and right buttons on a
mouse

Uses of touchpad
• Uses are the same as those of a mouse

Advantages of touchpad
• Same as mouse
• Integrated into the laptop computer

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 • Integrated into the laptop computer
• Portability
• Big advantage if there are no flat surfaces available

Disadvantages of touchpad
• Limited hand/wrist movement
• More difficult to control the pointer
• More difficult to use drag and drop

Trackerball
• Are similar to a mouse, except that a ball is on the top or the side of the device
• User controls the pointer on the screen by rotating the ball
• Don not physically move, there is no need for a large amount of desk space

Advantages of trackerball
• Easier to use than a mouse if the operator has problems with their wrist or hand
• More robust than a mouse
• Needs less desk space than a mouse or keyboard

Disadvantages of trackerball
• Not supplied with the computer
• User may need training
• More costly
• Not standard equipment

Remote control
• Used for the operation of other devices using infrared signals

Uses of remote control

• Televisions, satellite systems, DVD/Blu-ray players and Hi-Fi systems
• Control multimedia systems
• Industrial applications to remotely control processes, stop and start machinery

Advantages of remote control

• Reasonable distance
• Able to select operations from a distance

Disadvantages of remote control

• Difficult to use if the operator has limited hand/wrist movement
• It is easier to block the signal,for example, the walls in the building are very thick

Joystick
• Similar functions to a mouse and a trackerball
• A pointer on the screen can be controlled

Uses of joystick
• Used in video/computer games
• Used in simulations (for example, flight simulators) to mimic actual controls

Advantages of joystick
• Easier than a keyboard

Disadvantages of joystick
• More difficult to control the on-screen pointer than a mouse

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 • More difficult to control the on-screen pointer than a mouse

Driving wheel
• An input device that is similar to a joystick

Uses of driving wheel

• Used in video/computer games (for example, car racing games)
• Used in simulators (for example, car-driving simulators) to mimic actual vehicle controls

Advantages of driving wheel

• Easier than a keyboard or joystick to control steering movements

Disadvantages of driving wheel

• Expensive input device
• Mouse or joystick

Touch screens (as an input device)

• Users can choose an option by simply touching a button/icon on the screen.

Uses of touch screens

• Automatic teller machines (ATMs)
• Point of sale terminals (POS) in restaurants
• Mobile phones, tablets and satellite navigation systems
• Interactive white boards in education

Advantages of touch screens

• Faster entry than keyboard or mouse
• Very easy method
• User-friendly method

Disadvantages of touch screens

• Limited number of input options available
• Screen can get very dirty

Scanners
• Used to enter information from hard copy into a computer

Uses of scanners
• Scan in documents and convert into a format for use in various software packages.
• Scan in old/valuable documents/books
• Scan in photographs
• Requiring conversion to computer format

Advantages of scanners
• Images can be stored for editing at a later date
• To recover damaged documents and photographs

Disadvantages of scanners
• Quality can be limited depending on how good a resolution the scanner is

Digital cameras
• Largely replaced traditional film-based cameras
• Stored on a memory card(solid state memory)
• Transferred to a computer

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 • Transferred to a computer
• Images are uploaded from camera and stored in a file in the computer
• Can select photos to upload/discard
• Printed out as photos
• Used in slide show
• Imported into software
• Uploaded on the internet

Uses of digital cameras

• Taking photographs
• Data-capture device
• Dentists use digital cameras to take photos of a patient’s teeth
• Creation of virtual reality tours around houses, historical buildings, industrial plants

Advantages of digital cameras

• Easier to produce better quality photographs
• Easier and faster to upload photographs to a computer
• No need to develop film and print out photographs
• Memory cards can store many thousands of photographs

Disadvantages of digital cameras

• Need to be computer literate to use the cameras properly
• Transferring, storing and manipulating images requires computer knowledge
• Some artistry lost because clever software corrects errors
• Images often need to be compressed to reduce the amount of memory

Microphones
How to process
• A microphone can convert sound waves into an electric current
• The current produced is converted to a digital format
• Computer can process it or store it

Uses of microphones
• To input speech,sounds to be used in various applications
• Input in voice-recognition software
• Microphones can also be used as a sensor to pick up sound
• Used in video-conferencing or Voice over Internet Protocol (VoIP) applications

Advantages of microphones
• Faster to read than using a keyboard
• Manipulate sound in real time using special software
• Used in a voice activation system
• Advantage of improving safety

Disadvantages of microphones
• Sound files can use up a lot of computer memory
• Voice-recognition software is not as accurate as typing in manually

Sensors
Uses of sensors
Type of sensor Applications
Temperature Used in automatic washing machines, central heating systems, automatic
glasshouses, ovens

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 glasshouses, ovens
Pressure Used in intruder alarm systems, washing machines, robotics, environmental
monitoring
Light Used in automatic glasshouses, automatic doors, intruder alarm systems, street
lighting control
Sound/acoustic Used in intruder alarm systems, monitoring liquid and powder flow in pipes
Humidity/moisture Used in automatic glasshouses, environmental monitoring, in factories where
moisture levels are crucial
pH Used in automatic glasshouses, chemical processes, environmental monitoring

Advantages of using sensors

• More accurate readings taken when compared to human operators
• Readings are continuous
• Is a continuous process
• Will be initiated immediately
• Systems can be automatic

Disadvantages of using sensors

• Faulty sensors can give spurious results
• Most sensors are analogue
• Require conversion using ADC

Light pens
• Input device
• Contain sensors that send signals to a computer whenever light changes are detected
• Only works with CRT monitors

Uses of light pens

• Selecting objects on CRT screens
• Drawing on screen with CAD packages

Advantages of light pens

• Greater accuracy than touch screens
• Small
• Easy-to-use technology

Disadvantages of light pens

• Problems with lag when drawing on screen
• Only works with CRT monitors
• Not that accurate when drawing
• Rather dated technology

Direct data entry (DDE) devices

• Direct data entry (DDE) devices are used to input data into a computer without the need for very
much, if any, human interaction.

Card Readers
Magnetic stripe readers
• Read information on the magnetic stripe
• Back of a credit or debit card
• Useful information: account number, sort code, expiry date and start date

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Advantages of magnetic stripe readers
• Fast data entry
• Error free
• Secure
• Prevents access to restricted/secure areas

Disadvantages of magnetic stripe readers

• Magnetic stripe gets damaged then data is lost
• Does not work at a distance

Contactless debit card readers

• Allow customers to pay for items worth up to a certain amount of money without entering their
PIN
• All contactless cards have a small chop that emits radio waves embedded in them

Advantages of using contactless cards

• Faster transactions
• Do not have to worry about typing errors
• Chip in contactless card responds to the payment terminal reader
• Unique number used for that transaction only

Disadvantages of using contactless cards

• More expensive than normal credit/debit cards
• Somebody standing behind you could steal your PIN and use it
• Can take money twice if customer uses it as a chip and PIN card
• Transactions are limited
• Transactions have been carried out, in some countries, without the card holder

Chip and PIN readers

• Similar to smart card readers
• Use at EFTPOS(Electronic File Transfer Point Of Sale) terminals
• Has a slot into which the card is placed and the chip is read
• PIN is entered using keypad
• Similar to contactless system except :
○ customer has key in their PIN to make a transaction
○ do not make use of radio frequency technology

Uses of chip and PIN readers

• Restaurants, supermarkets, travel agents

Advantages of chip and PIN readers

• More secure system than contactless payments
• More robust system than magnetic stripe cards

Disadvantages of chip and PIN readers

• Fraud - need to be careful to ensure PIN is not read by somebody else

Radio frequency identification (RFID) readers

• Use radio waves to read and capture information stored on a tag
• Tag can be read from a distance of several metres
• RFID tag is made up of two components:
○ a microchip that stores and processes information
an antenna used to receive and transmit data/information

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 ○ an antenna used to receive and transmit data/information

Uses of RFID
• Livestock tracking
• Retail
• A big advantage is that several tags can be read at the same time
• Admission passes
• Tracking of people : height or age
• Libraries

Advantages of RFID
• Tags can be read from a distance
• Very robust and reliable technology
• Very fast read-rate
• Data transfer allows read and write operations
• Detection is possible

Disadvantages of RFID
• Tag collision from two or more tags overlap
• RFID uses radio waves that are easy to jam or interrupt
• Relatively easy to hack into the data/signal transmitted by the tag
• RFID is more expensive

Optical mark recognition/reader (OMR)

Uses of OMR devices
• Read questionnaires, multiple choice examination papers, voting papers and many other types of
form

Advantages of OMR devices

• Very fast way of inputting the results
• There is no typing, they are more accurate than keying in the data
• More accurate than OCR methods

Disadvantages of OMR devices

• Need to be carefully designed to make sure marks/shading are correctly positioned
• Can be problems if they have not been filled in correctly

Optical character recognition/reader (OCR)

• a device that converts the text on hard copy documents into an electronic form
• OCR software converts this electronic data into a form that is used in various applications

Uses of OCR
• The processing of passports and identity cards
• Converting hard copy documents into electronic form
• Used in automatic number plate recognition (ANPR) in car parks
• Historic newspaper and rare books, preventing damage to the originals

Advantages of OCR
• Much faster data entry system
• No manual data entry
• Number of errors is also reduced

Disadvantages of OCR
• The system still has difficulty reading some handwriting

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 • The system still has difficulty reading some handwriting
• Still not a very accurate technique

Barcode readers
• Used to read information in the form of a barcode

Uses of barcode systems

• Supermarkets and other shops to give information about the product
• Safety function in many companies to ensure that electrical equipment is checked

Advantages of barcode systems

• Much faster than keying in data manually and fewer mistakes will be made
• Way of recording safety testing of components
• Allow automatic stock control
• Tried and trusted technology

Disadvantages of barcode systems

• Expensive system
• Not fool-proof
• Easily damaged than RFID tags or magnetic stripes

Quick response (QR) code scanners (readers)

• Made up of a matrix of filled-in dark squares on a light background

Uses of QR codes
• Advertising to contain data such as business addresses, phone numbers, email addresses and
website addresses
• Contain links to apps
• Wi-Fi authentication used to store Wi-Fi network including passwords and type of encryption
• Deliver augmented reality
• AR system to determine the positions of objects in three-dimensional space
• Establish virtual online stores with a gallery of product information

Advantages of QR codes
• Hold much more information than normal barcode
• Fewer errors than with barcodes
• Easier to read
• Not need expensive laser or LED
• Easy to transmit QR codes as text messages or images
• Encrypt QR codes gives greater protection than traditional barcodes

Output devices and their uses

Monitors
• Cathode ray tube (CRT) monitor
• LCD or TFT(Thin Film Technology)

CRT (Cathode Ray Tubes) Monitors

• Least expensive type of monitor
• Becoming increasingly rare as LCD monitors are taking over
• Various sizes and make use of an electron gun firing against a phosphor screen
• Picture is made up of tiny dots coloured red, green or blue

Uses of CRT monitors

• Only used in specialist areas such as computer-aided design (CAD)

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 • Only used in specialist areas such as computer-aided design (CAD)
• Screens are very large to enable complex diagrams to be created or modified
• Used with light pens to allow designs

Advantages of CRT monitors

• Screen can be clearly seen at a wider range of viewing angles than with most LCD monitors
• Allow the use of light pens in CAD/CAM applications

Disadvantages of CRT monitors

• Tend to be rather heavy and present a weight hazard
• Very large footprint on a desk
• Run very hot and can cause fires
• Consume considerably more power than LCD monitors
• Can flicker which leads to headaches and eyesight problems

LED and LCD screens

LED screens
• Is made up of tiny light emitting diodes (LEDs)
• Red, green and blue in colour
• Brightness can be controlled, producing a vast range of colours
• Many monitors and televisions are advertised as lED when in fact they are LCD screens which are
backlit using lEDs.

LCD screens
• Made up of tiny liquid crystals
• Tiny crystals make up an array of pixels affected by changes in applied electric fields
• LCD screens to work, require some form of backlighting
• Modern LCD screens are backlit using LED technology
• When LEDs are used, a matrix of tiny blue-white LEDs is used behind the LCD screen
• LED backlighting gives a very good contrast and brightness range.
• Before the use of LEDs, LCD screens used cold cathode fluorescent lamps (CCFL)

Advantages of LED screens

• Maximum brightness
• Whiter light
• Produce a brighter light
• Screens using LED technology
• Thinner than screens using CCFL technology
• More reliable
• Very little power

Uses of LCD screens

• Used as the man output device for most modern computers
• LCD screens offer touch-screen input
• Mobile phones, tablets, laptops and portable video games all use LCD screens

Advantages of LCD screens

• Very efficient
• Low power consumption
• Lightweight devices
• Unlike CRT monitors, do not suffer from screen image burn-in
• Screen can be made in large variation of sizes
• Do not suffer from a flickering image, unlike CRT monitors
• Sharp image resolution

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 • Sharp image resolution
• Produce low electromagnetic fields compared to CRT monitors

Disadvantages of LCD screens

• Colour and contrast from various viewing angles can be inconsistent
• Motion blur is a common issue
• Lower contrast than CRT monitors
• LCDs can have weak or stuck pixels
• LCD panel may not be uniformly illuminated by the back light

Touch screen (as an output device)

Uses of touch screens (acting as both input and output)
• Smartphones and tablets
• ATMs at banks
• Ticket collection machines
• Information kiosks

Advantages of touch screens

• Faster entry of option
• Very easy method
• User-friendly method
• Expand the size of the display if necessary

Disadvantages of touch screens

• Limited number of options
• Not very good if large amounts of data are being input or output
• Screen can get very dirty

Multimedia projectors
• Receive signals
• Either analogue or digital
• Source from a computer, television or DVD player
• Image from the source is magnified and projected onto a large screen
• Direct the computer presentation
• Most multimedia projectors take input from various types of video format

Uses of multimedia projectors

• Training presentations
• Advertising presentations
• Home cinema systems

Advantages of multimedia projectors

• Enables many people to see a presentation
• Avoids the need for several networked computers

Disadvantages of multimedia projectors

• Images can be fuzzy
• Expensive to buy
• Setting up projectors can be difficult

Printers
• Laser printer
• Inkjet printer
• Dot matrix printer

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 • Dot matrix printer
• Graph plotter
• 3D printer

Laser printers
• Produce very high-quality hard copy output
• Print per page is very quick if a large number of pages are being printed
• Rely on large buffer memories where the data for the whole document is stored before pages can
be printed out.

Uses of laser printers

• Used where low noise is required
• Fast, high-quality, high volume printing

Advantages of laser printers

• Printing is fast
• Can handle very large print jobs
• Quality is consistently high
• Toner cartridges last for a long time

Disadvantages of laser printers

• Only really fast if several copies are being made
• Produce ozone and volatile organic compounds because of their method of printing and type of
toner/ink used
• Linked to health hazards in the office

Inkjet printers
• Used to produce good-quality hard copies

Uses of inkjet printers

• Low-output volumes are required
• Very good at producing photo-quality printouts

Advantages of inkjet printers

• High quality output
• Cheaper to buy than laser printers
• Very lightweight
• Small physical footprint
• Do not produce ozone and volatile organic compounds unlike laser printers

Disadvantages of inkjet printers

• Slow output if several copies are needed
• Cannot do large print jobs
• Printing can ‘smudge’ if the user is not careful
• Can be expensive if used a lot

Dot matrix printers

• Type of impact printer
• Print head presses against an inked ribbon
• Slow, noisy and the output is not that good compared to inkjet and laser printers
• Multipart stationery

Uses of dot matrix printers

• Can be used in noisy or dirty environments

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 • Can be used in noisy or dirty environments
• Used in applications where multipart stationery

Advantages of dot matrix printers

• Used in environments which would be a problem for inkjet or laser printers
• Carbon copies or multipart outputs can be produced
• Very cheap to run and maintain
• Easy to use

Disadvantages of dot matrix printers

• Very noisy
• Cost more than inkjet printer to buy
• Very slow, poor-quality printing

Graph plotters
• Use a pen, pencil or marker pen to draw multiple continuous lines
• Size of paper can be anything from A4 up to several metres
• Produce vector graphic drawings
• CAD and CAM

Uses of plotters
• Architecture drawings
• Engineering drawings
• Drawing animation characters

Advantages of plotters
• Very high quality output
• Produce large, monochrome and colour drawings
• Print on a variety of materials

Disadvantages of plotters
• Very slow at printing
• Expensive
• Very large physical footprint compared to a printer

3D printers
• Used in computer-aided design(CAD)
• Solid object id built up layer by layer using materials such as powdered resin, powdered metal,
paper or ceramic

Advantages of 3D printers
• Manufacturing of items has become easier than before
• Manufacture any product a user wants using only a 3D printer
• Medical benefits are emerging
• Producing artificial organs, prosthetics and precision-made items for reconstructive surgery

Disadvantages of 3D printers
• Potential to make counterfeit items or items that infringe others copyright
• Technologies in the hands of the wrong people can lead to dangerous or illegal activities
• Technology could be used to manufacture dangerous items by almost anyone
• Job losses
• Technology takes over from some types of manufacturing

Speakers

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Speakers
• Output devices that produce sound
• Digitised sound stored on a file needs to be converted into sound

Uses of speakers
• Used in all phones
• Built into most computers
• Outputs sound from multimedia presentations
• Visually impaired people
• Reading aloud texts from the screen
• Downloaded sound files

Advantages of speakers
• Sounds amplified through speakers can be much louder than the original
• Create a good atmosphere
• Help visually impaired people
• Very simple technology

Disadvantages of speakers
• Can be disturbing to others
• High-quality sound, the required speakers can be quite expensive
• Speakers can take up a lot of desk space

Actuators
• A computer used to control devices
• Mechanical or electromechanical device
• Relay, solenoid or motor

Uses of actuators
• Used to control motors, pumps, switches and buzzers
• Allow a computer to control physical devices

Advantages of actuators
• Allow remote operation
• Relatively inexpensive devices

Disadvantages of actuators
• Additional device in the system
• Usually analogue devices, computer signals need to be converted using DAC

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Chapter - 3 : Storage devices and media
Tuesday, May 28, 2024 8:51 PM

Magnetic media and magnetic storage devices

Magnetic tape drives
• Very thin strip of plastic
• Coated in a magnetic layer (iron oxide)
• read/write head
• Data is stored as a magnetised area(represents a 1) or demagnetised area(represents a 0)
• Vast storage capacity
• Magnetic tapes are still used on large industrial or university computers.

Uses of magnetic tape

• Use in applications - clearing bank cheques, billing(gas, electricity, water), payslips
• Used as a backup media where vast amounts of data need to be stored
• Long-term archiving
• Huge data storage capacities
• Very stable
• Long-term storage

Advantages of magnetic tape

• Less expensive than HDD
• Very robust technology
• Huge data storage capacity
• Data transfer rate is fast

Disadvantages of magnetic tape

• Very slow data access times
• Use serial access
• When updating, another tape is needed to store the final updated version
• Requires use of a master tape(the original tape)

Hard Disk Drives (HDD)

• Most common methods used to store data on a computer
• Data is stored in a digital format on magnetic surfaces of hard disks
• Will very often have more than one platter depending on its capacity
• read/write heads can move very quickly
• 50 /s
• How HDD works:
○ Actuators are used to move the read/write heads
○ these are similar to the electromagnets used in speakers - hence the name
○ platter is rotating at up to 10000 rpm
○ read/write head contains a tiny magnet which allows the data on the platter to be read
○ platters are made from glass, ceramic or aluminum which are coated in iron oxide
○ data is stored in concentric, circular tracks
○ known as a file allocation table (FAT)
• Have much faster data access times than magnetic tape
• What is latency?
○ Latency is defined as the time it takes for a specific block of data on a data track to rotate
around to the read/write head

Uses of fixed hard disk drives

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Uses of fixed hard disk drives
• To store the operating systems software and working data/files
• Used in real-time systems
• Used in file servers for computer networks

Advantages of fixed hard disk drives

• Very fast data transfer rate and fast access times of data
• Very large memory capacities

Disadvantages of fixed hard disk drives

• Easily damaged
• Many moving parts which can affect their overall reliability
• read/write operation can be quite noisy when compared to solid-state drives

Portable hard disk drives

• HDDs external to the computer and can be connected to the computer using one of the USB ports

Uses of portable hard disk drives

• Can be used as backup systems to prevent loss of data
• To transfer data/files/software between computers

Advantages of portable hard disk drives

• Data access time and data transfer rate are very fast
• Have a large memory capacity
• Used as a method of transferring information between computers

Disadvantages of portable hard disk drives

• Be easily damaged if the user accidentally drops it or does not correctly shut down the drive after
use
• Data transfer rate is not as fast as for fixed hard drives

Optical media and optical storage devices

CD/DVD optical disks
• Are read from or written to by optical storage devices
• Can be built in to a computer or connected externally via a USB cable
• Optical properties of laser light, which is used to read data and to write data on the surface of the
disk
• CDs and DVDs can be designated as:
○ ‘R’ (write once only)
○ ‘RW’ (can be written to or read from many times)
○ ‘ROM’ (read only)
• Use a thin layer of metal alloy or a light-sensitive organic dye coating to store the data
• Data is stored in pits and lands on the spiral track
• A red laser is used to read and write the data

Uses of CD-R and DVD-R

• Home recording of music (CD-R) and films (DVD-R)
• Used to store data to be kept for later use or to be transferred to another computer

Advantages of CD-R and DVD-R

• Cheaper medium than RW disks
• Once burned (and finalised) they behave like a ROM

Disadvantages of CD-R and DVD-R

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Disadvantages of CD-R and DVD-R
• Can be only be recorded once; if an error occurs then the disk has to be thrown away
• Not all CD/DVD players can read CD-R/DVD-R

Uses of CD-RW/DVD-RW
• Used to record television programs which can be recorded over, time and time again
• Used in CCTV systems
• Can be used as a backup device for files and data

Advantages of CD-RW/DVD-RW
• Can be written over many times
• Can use different file formats each time it is used
• Not as wasteful

Disadvantages of CD-RW/DVD-RW
• Can be relatively expensive media
• Possible to accidentally overwrite data

Uses of CD-ROM/DVD-ROM
• Optical disks are read-only memory (ROM) which means they cannot be written over and can only
be read
• Are permanent method of data storage
• Used to store music files and to store software, computer games
• DVD-ROM has much larger storage and is used to store films
• CD-ROMs and DVD-ROMs are used in applications where there is a real need to prevent the
deletion or overwriting of important data

Advantages of CD-ROM/DVD-ROM
• Less expensive than hard disk drive systems

Disadvantages of CD-ROM/DVD-ROM
• Data transfer rate/data access time is slower than for hard disks

Blu-ray discs
• Different to DVDs in their construction
• Carry out read/write operations
• Differences between DVD and Blu-ray:
○ a blue laser, rather than a red laser is used to carry out Blu-ray read and write operations;
the wavelength of blue light is only 405 nanometres
○ Blu-ray can store up to five times more data than normal DVD
○ Blu-ray discs use a 1.2 mm thick disk however dual-layer Blu-ray and normal DVDs use 0.6
mm thick disks
○ data transfer rate for DVD is 10 Mbps and for Blu-ray disc is 36 Mbps

Comparison of the capacity and interactivity of DVDs and Blu-ray discs

• Single layer DVD has a storage capacity of 4.7 GB
• Single layer Blu-ray disc has a storage capacity of 27 GB
• Dual layer Blu-ray disc has a storage capacity of 50 GB

Advantages of Blu-ray compared to DVD

• Record high definition television programmes
• Skip quickly to any part of the disc
• Create playlist of recorded movies and television programmes
• Edit or re-order programmes

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 • Edit or re-order programmes
• Automatically search for empty space on the disc to avoid over-recording
• Access websites and download subtitles

Uses of Blu-ray discs

• Home video consoles
• Storing and playing back movies
• Computers can use this technology for data storage or backing up hard drives
• Camcorders can use this media

Advantages of Blu-ray discs

• Very large storage capacity, therefore ideal for storing high definition movies
• Very fast data transfer rate
• Data access speed is also greater than with other optical media
• Secure encryption system

Disadvantages of Blu-ray discs

• Expensive
• Encryption problems when used to store video

Solid-state media and solid-state storage devices

• Latency is a major issue in HDDs
• Solid-state technology removes this issue
• Most common type of solid-state technology stores data by controlling the movement transistors
within the chip

Floating gate and control gate transistors

• Floating gate and control gate transistors use CMOS(complementary metal oxide semi-conductor)
NAND technology
• Floating gate transistor has a value of 1 when it is charged and a value of 0 when it is not

Solid-state drives (SSD)

Uses of SSDs
• Use solid-state media
• Can be used in the same way as an HDD
• Have enabled laptop computers to become thinner and much lighter

Advantages of SSDs
• Main benefits of using an SSD rather than HDD are :
○ more reliable
○ lighter
○ a lower power consumption
○ run much cooler than HDDs
○ no moving parts, they are very thin
○ data transfer speed for SSDs is also much faster than for HDDs

Disadvantages of SSDs
• Most solid-state storage devices are conservatively rated at only 20 GB write operations per day
over a three-year period
• SSD technology is still not used in all servers

Pen drives
• Small portable devices that make use of solid-state technology
• Small, lightweight portable devices

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 • Small, lightweight portable devices
• Suitable method for transferring files between computers
• Small backup devices
• USB flash drives which draw their power from the computer via the USB connection
• Portable media player
• USB flash storage
• Any device that uses solid-state flash drive with a USB connector
• Pen drive is a type of flash drive with a particular purpose

Uses of memory sticks/pen drives

• Transporting files between computers
• Backing store
• Security device to prevent software piracy

Advantages of memory sticks/pen drives

• Compact and portable media
• Robust
• Does not need additional software
• Not affected by magnetic fields

Disadvantages of memory sticks/pen drives

• Cannot write protect the data/files by making it ‘read-only’
• Easy to lose
• Incorrect removal will corrupt data and make it useless

Memory cards
• Solid-state technology
• Can be inserted into a device which can read the card or allow data to be written to the card
• SD cards (secure digital card)
• XD cards (extreme digital card)
• CFast card (compact fast card)
• The XD card is a type of removable memory card designed for use in digital cameras
• The SD card is a type of very small card with a very high-capacity memory
• The CFast card is a memory card format which was developed to allow solid-state technology to
be used in a very small portable device

The future of storage devices

• Using the cloud to store all their files
• By streaming their music from the internet

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Chapter - 4 : Networks and the effects of using them
Tuesday, May 28, 2024 8:52 PM

Network
• Can connect to two or more devices to transfer data

Network devices and terms

• network interface card (NIC)
• media access control (MAC) address
• internet protocol (IP) address
• data packet

Classify the address name

• 00-B0-D0-63-C2-26 —> Media Access Control (MAC) address
• [Link] —> IPv4
• A254:A025:28A7:A077:A564:A234:A875:A034 —> IPv6

Network interface card (NIC)

• turns binary data into an electrical signal
• integrated into the motherboard on most modern computers
• unique hardwired
• Wireless network interface card(WNIC) use wireless connectivity
• plug into the USB port

Data packets
• Data is moved around networks in the form of data packets
• each packet is transmitted separately
• Packets of data contains:
○ the sender’s IP address
○ the receiver’s IP address
○ the sequence/identity number of the packet
○ the packet size
○ how many data packets make up the whole message

Hubs
• Hubs are hardware devices that can have a number of other devices connected to them
• used primarily to connect devices together to form a local area network (LAN), often in the same
building
• not very secure because every device will receive every data packet
• unnecessary traffic on the network

Switches
• ‘intelligent’ versions of hubs
• connect a number of devices together to form a LAN
• a switch stores the MAC addresses of all devices on the network

In summary:
• both a hub and a switch are used to connect devices in a LAN
• both hubs and switches use data packets
• hubs send data packets to every device on the network; whereas switches send data packets to a
specific device only

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Differences between hubs and switches (4M)
• Switches are more secure than hubs because they can choose the receiving computer.
• Switches store the MAC addresses of all devices on the network.
• Hubs are not very secure because every device will receive every data packet.
• Hubs have unnecessary traffic on the network, which results in reduced bandwidth.

Bridges
• Bridges are devices that connect one LAN to another LAN that uses the same protocol
• Unlike routers, bridges cannot communicate with other external networks, such as the internet

Routers
• Routers are used to route data packets from one network to another network, based on IP
addresses.
• each router has its own IP address

Wi-Fi and Bluetooth

• Wi-Fi and Bluetooth offer wireless communication between devices
• use electromagnetic radiation as the carrier of data transmission
• Bluetooth sends and receives radio waves in a band of 79 different frequencies
• spread-spectrum frequency hopping
• Bluetooth uses key encryption to create a secure wireless personal area network (WPAN)
• Bluetooth is useful when:
○ transferring data between two or more devices which are very close together
○ the speed of data transmission is not critical
○ for low-bandwidth applications
• Wi-Fi sends and receives radio waves in several different frequency bands – 2.4 GHz and 5 GHz
• Wi-Fi is best suited to operating full-scale networks because it offers much faster data transfer
rates
• better security than Bluetooth
• access point (AP) or ‘hot spot’ up to 100 metres away

Difference between bridges and routers (2M)

• Bridges cannot communicate with other external networks unlike routers.
• Routers are used to route data packets from one network to another network, based on IP
addresses which they have their own.

Difference between bluetooth and wifi for transferring data (3M)

• Wifi offers much faster data transfer rates, better range and better security than Bluetooth.
• Bluetooth sends and receives radio waves in a band width of 79 different frequencies whereas
Wifi sends and receives radio waves in 2.4 GHz and 5 GHz.
• Bluetooth can only send and receive data when two devices are very close together unlike Wifi
which can send and receive data between two devices which are further away.

Cloud computing (storage)

• Cloud computing is a method of data storage where data is stored on remote servers
• may be thousands of servers in many different locations
• same data is stored on more than one server in case of maintenance or repair
• data redundancy
• common cloud storage systems:
○ Public cloud – this is a storage environment where the customer/client and cloud storage
provider are different companies.
○ Private cloud – this is storage provided by a dedicated environment behind a company
firewall; customer/client and cloud storage provider are integrated and operate as a single

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 firewall; customer/client and cloud storage provider are integrated and operate as a single
entity.
○ Hybrid cloud – this is a combination of the two previous environments; some data resides in
the private cloud and less-sensitive/less-commercial data can be accessed from a public
cloud storage provider.

Advantages of cloud computing (storage)

• Customer/client files stored in the cloud can be accessed at any time, from any device, anywhere
in the world, as long as internet access is available.
• There is no need for a customer/client to carry an external storage device with them, or even use
the same computer, to store and retrieve information.
• The cloud provides the user with remote backup of data, with obvious advantages in the event of
data loss/disaster recovery on their own computer.
• If a customer/client has a failure of their hard disk or backup device, cloud storage will allow
recovery of their data.
• The cloud system offers almost unlimited storage capacity (at a price!).

Disadvantages of cloud computing (storage)

• Security aspects of storing data in the cloud (see comments later on).
• If the customer/client has a slow or unstable internet connection, they could have many problems
accessing or downloading their data/files.
• Costs can be high if a large storage capacity or high download/upload data transfer is required.
• The potential failure of the cloud storage company is always possible – this poses a risk of loss of
all backup data.

Advantages of Cloud Storage (3M)

• Files in the cloud can be accessed anywhere and anytime
• No need to carry any external devices
• Provides remote backup data to prevent data loss

Disadvantages of Cloud Storage (3M)

• Need to pay money for exceeding set limit
• Cannot access files without internet access
• Can be hacked by anyone

Data loss
• Actions from hackers could lead to loss or corruption of data

Network types
• local area network (LAN)
• wireless local area network (WLAN)
• wide area network (WAN)

Local area network (LAN)

• within one building or geographically near each other
• consist of a number of computers and devices
• connected to hubs or switches
• hubs or switches will usually be connected to a router to allow the LAN to connect to external
networks, such as the internet

Wireless local area network (WLAN)

• no wires or cables
• wireless network communications over fairly short distances using radio or infrared signals instead
of using cables

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 of using cables

Wide area networks (WANs)

• computers or networks are situated a long distance from each other geographically

Advantages of wire and wireless communication (4M)

• Wire
○ More stable so better connection
○ Data transfer rate s faster than wireless
• Wireless
○ Easier to connect devices from a far area
○ No cabling, so there is more safety and increased flexibility

Which areas should use passwords? (4M)

• Email account
• Online banking
• Social networking sites
• Mobile phones

How to create a strong password (3M)

• At least one capital letter
• At least one numerical value
• At least one other keyboard character (@,*,&,...)

Other types of authentication:

• zero login
• biometrics
• magnetic stripes
• smart cards
• physical tokens
• electronic tokens.

Zero login and biometrics

• biometrics
• behavioural patterns
• Biometrics is already used on many smartphones as a way of logging into the phone. By placing
your finger on the screen, a fingerprint recognition system recognises the user and unlocks the
phone
• Behavioural patterns include: how you walk, your typing speed, your normal location, how you
swipe the screen, and so on. These behavioural patterns, coupled with biometric data, should be
enough to uniquely identify a user
• advantages of zero login are fairly clear: enhanced security (it is difficult to copy biometrics and
behavioural patterns) and an easier and much quicker way to login to a system

Magnetic stripe cards

• The stripe is read by swiping it through a card reader. Data such as name, ID number, sex, and
date of birth may be contained on a magnetic stripe when used as a security device to allow entry
to a building
• Advantages of magnetic stripe cards »
○ They are easy to use. » It is not an expensive technology.
○ Magnetic cards can be remotely deactivated (if lost or stolen).
○ The cards can be multi-purpose (for example, door key cards, network access cards or used
in vending machines to buy food or drink).
• Disadvantages of magnetic stripe cards

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 • Disadvantages of magnetic stripe cards
○ Less secure than, for example, biometric methods (no encryption is used and the stripe
contents can be copied fairly easily).
○ The cards wear out with a lot of use.
○ Magnetic readers often fail to read the cards on first attempt.

How to enter the building using magnetic stripe card (3M)

• First, you place your magnetic stripe card against the reader.
• Then the reader will read the information on the card to decide if you can enter the building or
not.
• If the information is correct, you can enter the building

Advantages of magnetic stripe card (3M)

• Easy to use
• Inexpensive technology
• Can be used for multi-purpose uses

Disadvantages of magnetic stripe card (3M)

• Less secure than other methods, such as biometric
• Can wear out after a lot of use
• Often fail to read the cards on first attempt

Smart cards
• Inserting a tag (chip and antenna) into a security card, it can act as a smart contactless card
• chip on the smart card can store data such as name, security number, sex, date of birth and a PIN
• user will then be invited to enter a PIN on the keypad

Physical tokens
• physical (or hardware) token is a form of authentication in the form of a physical, solid object
• login system is used to prove that the user has possession of the token
• one-time password (OTP)

Electronic tokens
• Electronic (software) tokens are software installed on a user’s device, such as a smartphone.

Anti-malware software
• a type of anti-malware software, known as anti-virus software, to protect devices against a
potential virus attack
• Anti-virus software should be loaded onto a computer and then run to allow all software and
devices to be scanned for viruses

Electronic conferencing
• video conferencing
• audio conferencing
• web conferencing

Web conferencing
• uses the internet to permit conferencing to take place
• business meetings to discuss new ideas
• presentations
• online education or training.

What is the virus for your devices? (2M)

• Virus is a man-made software created to attack your computer system

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 • Virus is a man-made software created to attack your computer system

What is an anti-virus? (2M)

• A type of anti-malware software to protect devices against a potential virus attack

How to use an antivirus? (2M)

• Download and install the antivirus software into the computer and update regularly to prevent
potential virus attack

Which devices are needed for video conferencing? (Any four)

• Webcams
• Large monitors
• Tv screens
• Microphones
• Speakers

Advantages of Video Conferencing (any five)

• better for the environment
• Connects people in an organisation even when some are left out
• Reduce travel costs
• Reduce postal costs
• Possible to hold conferences at short notice

Disadvantages of Video Conferencing (any five)

• Potential time lag
• Images can jerk
• Can be expensive to set up
• Time zone differences can be a problem
• Need a good network connection

Which devices are needed for audio conferencing? (Any four)

• Standard phone
• Monitor
• Speaker
• Microphone

Advantages of Audio Conferencing (any five)

• Better for the environment
• Reduce travel costs
• Reduce postal costs
• Can be called anywhere

Disadvantages of Audio Conferencing (any four)

• Cannot see who is calling
• Need a good network connection
• Can receive unknown calls
• Time zone differences can be a problem

ICT Page 33
Chapter - 5 : The effects of using IT
Thursday, May 30, 2024 8:27 PM

5.1. Microprocessor-Controlled Devices

• A microprocessor-driven labour-saving machine enables users to focus on other activities while
the machine completes its work.
• The second generation of devices containing microprocessors is more user-friendly and has more
functionality, such as "intelligent tuning" in television sets.

Advantages of microprocessor-controlled labor-saving devices:

• no need to do manual tasks at home more time for leisure activities
• no need to stay home while chores are being done
• web-enabled devices allow devices to be switched on or off while the owner is out
• automated burglar alarms give a higher sense of security
• well-being smart fridges and freezers prevent food waste by keeping track of products’ expiry,
availability, etc.

Disadvantages of microprocessor-controlled labor-saving devices:

• unhealthy lifestyle due to inactivity caused by devices doing all tasks
• tend to make people lazy potential deskilling
• any device containing a microprocessor and can communicate using the internet displays a threat
of cybersecurity breaches

General advantages of using a microprocessor-controlled device:

• save energy due to being efficient, as well as turning off after inactivity
• can be easier 'programming' these devices to perform tasks rather than turning knobs and
pressing buttons manually

General disadvantages of microprocessor-controlled devices:

• lead to more wasteful devices
• can be more complex to operate for technophobes
• leaving devices on standby is wasteful

Data Security Issues

• Any home appliance managed remotely could provide hackers access to your personal
information.
• These devices frequently have default (or no) password settings, which makes it simple for
attackers to get sensitive information.
• For instance, it is easy to discover holiday dates by hacking into a central heating controller (or the
software used to interface with it), making a home an obvious target for break-ins.
• It is likely for a hacker to obtain important information, such as credit card numbers, if the
refrigerator or freezer automatically orders goods from a retailer.

Social Interactions
• The positive aspects include:
• easier to make new friends using chat rooms
• easier to find people who share similar interests/hobbies
• less expensive to keep in touch using VoIP technology.

The negative aspects include:

• people do not meet face-to-face as much (social isolation)

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 • people do not meet face-to-face as much (social isolation)
• a lack of social interaction may make people more anxious about meeting people in real life
• When communicating online, people can act less politely or more harshly, and cybercrime is a
serious issue, especially for teenagers.

Monitoring and Controlling Transport

Uses:
• monitoring traffic on motorways congestion zone
• monitoring automatic number plate recognition (ANPR)
• automatic traffic light control
• air traffic control systems
• railway signalling systems

Advantages of transport monitoring and control systems:

• smart motorways keep updating according to changing traffic conditions
• more efficient traffic offences can be remotely penalized using ANPR
• car thefts can be spotted using ANPR
• minimizes human errors, reducing the rate of accidents

Disadvantages:
• If a hacker breaches security, the vehicle could be controlled by them.
• The system might come to a halt if it malfunctions.
• Systems with a poor design could compromise safety.
• The easy tracking of harmless people's movements is made possible by ANPR equipment. Who can
access such data?

Autonomous vehicles in transport

• To properly execute their activities, autonomous cars require sensors, cameras, actuators,
microprocessors (along with very complex algorithms).
• Automobile control systems can accomplish essential tasks by sensing information from cameras
and ultrasonics.
• Consider an autonomous vehicle approaching a set of red lighting traffic signals.
• The vehicle's control system must first recognize the road sign before consulting the database to
determine the appropriate action.
• The CPU must instruct the actuators to apply the brakes and put the gear in "park" since the traffic
light is red.
• The light must be continuously watched until it turns green.
• After that, the CPU will again tell the actuators to engage first gear, let go of the brakes, and open
the throttle (accelerator).

Advantages of an autonomous car, bus, or van:

• safer due to the removal of human error
• due to the more efficient operation of vehicles,
• it is better for the environment
• reduced traffic congestion
• increased lane capacity
• reduced travel times
• stress-free parking for motorists

Disadvantages:
• very high installation prices
• driver and passenger reluctance of the new technology
• reduction in taxi requirements could lead to unemployment
• maintenance of the sensors and cameras is crucial

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 • maintenance of the sensors and cameras is crucial
• the ever-present fear of hacking into the vehicle’s control system

Advantages of an autonomous train:

• improved punctuality
• reduced running costs due to fewer staff
• no human error
• minimized energy consumption
• possible to increase the frequency of trains as the possibility of delays is removed
• more straightforward to update changes in train schedules

Disadvantages:
• fear of the system being hacked into
• initial instalment costs are very high
• ensuring passenger behaviour is vital, especially during rush hours.
• human reluctance to new technology without drivers,
• CCTV monitoring will be continuously required

Advantages of autonomous aeroplanes:

• improvement in passenger comfort
• reduced running costs,
• fewer staff as most accidents are due to pilot-induced errors,
• safety is improved
• improved aerodynamics as an outcome of the removal of the cockpit

Disadvantages:
• security aspects due to the absence of pilots
• emergencies may be challenging to deal with
• hacking into the system
• passenger reluctance
• software glitches can be catastrophic

5.2. Potential Health Problems related to the Prolonged use of IT Equipment

• Long-term exposure to computing devices may affect user well-being.
• Mentioned below are some of the health issues, accompanied by their causes and prevention
tactics:
1. Repetitive strain injury (RSI): A condition affecting the muscles and nerves
Cause: repetitive movements and overuse of muscles, such as wrists
Minimizing health risks: regular breaks, ergonomic equipment, correct typing techniques.

2. Back and neck strain: Back pain and other related issues.
Cause: due to prolonged use of monitors
Minimizing health risks: use adjustable chairs, footrests, and tiltable screens.

3. Eyestrain: strain and fatigue, unwanted harm to vision.

Cause: due to bad lighting and prolonged screen usage.
Minimizing health risks: use LCDs instead of CRTs, take regular breaks, use anti-glare screens, and
do regular eye testing.

4. Headaches: pain or discomfort in the head or face area.

Cause: incorrect lighting, screen reflections, flickering screens, etc.
Minimizing health risks: use anti-glare screens, take regular breaks, regular eye-testing.

5. Ozone irritation: inflammation and irritation of the tissues lining human airways

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5. Ozone irritation: inflammation and irritation of the tissues lining human airways
Cause: inhalation of ozone released by laser printers in an office.
Minimizing health risks: proper ventilation, laser printers should be housed in a separate room,
replace laser printers with inkjet printers, if possible.

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Chapter - 6 : ICT applications
Tuesday, June 4, 2024 2:32 PM

6.1. Communication
• Newsletters and posters
• Paper-based communication is used to inform people about their interests
• Schools use these to inform parents about events/dates

Advantages
• Released regularly
• The recipients have a permanent copy

Disadvantages
• Requires distribution
• There are no special effects, sound/video/animation
• There are printing costs, paper/ink
• The targeted audience may or may not receive the information

Websites
• Collection of webpages, text, graphics, video, and sound
• Hosted on a web server on the internet
• Need to write code or use a web authoring application
• Hyperlinks to other pages can be added
• Interactive websites require programming knowledge
• Can use a camera, scanner, and microphone to input data
• Usually, hire space from the web hosting company

Advantages
• Ability to add sound/video/animation Links to other websites/hyperlinks
• The use of hot spots
• Buttons to navigate/move around the website
• Hit counters to see who has visited the websites
• worldwide advertising capability

Disadvantages
• Can be hacked and modified, or viruses introduced
• Need for a computer and internet connection
• Lack of portability compared with the paper-based system
• Need to maintain the website once it is set up

Multimedia Presentations
• Uses a mixture of media to present information: animations, video, sound, transitions, hyperlinks
• Produced using software packages
• Used with a projector so a large audience can view

Advantages
• Use of sound and animation/video effects
• Interactive/hyperlinks built into presentations
• More likely to hold the audience’s attention

Disadvantages
• Need for special equipment – expensive

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 • Need for special equipment – expensive
• It may require internet access
• Distracts the audience from the sole content of the presentation
• It is very easy to make a presentation with too many features

Media streaming
• Real-time transition of audio and video files over the internet
• allows users to access content without downloading it to their devices
• popular services include Spotify, YouTube, and social media websites
• uses buffering, which makes sure the video plays back smoothly without freezing.
• While the buffer receives data packets, it sends previously received ones to the playback device so
that there are no gaps in the played data

Advantages
• Users can access any information at any time and from any location
• Offers an extensive library of content
• Compared to traditional cable or satellite TV subscriptions, media streaming can be more cost-
effective

Disadvantages
• Heavily relies on a stable and high-speed internet connection.
• Not all content is available on every streaming platform due to licensing agreements and
exclusivity deals.
• You don’t own the media when streaming media, so if the streaming service removes a movie or a
TV show from its library, it may no longer be accessible to you.

ePublications
• digital versions of printed materials, such as eBooks, eMagazines, and eNewspapers.
• It can be read on electronic devices.

Advantages
• aid portability they are often more affordable than paperback books.
• Offer interactive elements that enhance the reading experience.

Disadvantages
• reading from an electronic device for a prolonged time can cause eyestrain
• ePublications lack the tactile experience and physical presence that some readers enjoy
• compatibility issues can arise if the ePublications is in a format that is not supported by the
reader's device or software

Mobile Communication
• Mobile devices support many forms of communication, such as:
1. Short message service (SMS) messaging: permits extremely quick communication with another
person via typing on a keyboard (a mobile phone or tablet's keyboard is frequently virtual). Its
benefit is that the recipient can get the text whenever they choose without being available.

2. Phone calls: Making calls while on the go is among the most fundamental applications of a mobile
phone. Mobile phones are the perfect method to stay in correspondence anywhere there is a
network signal because they are compact and have an independent battery.

3. Voice over Internet Protocol (VoIP): a communication technique for Internet users. VoIP
transforms sound captured by the built-in mic of the cell phone into individual data packets that
may be transmitted via the internet to their intended recipient.

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 4. Video calls: enables real-time video conversing between multiple participants with a camera-
enabled device. Uses an internet connection or cellular data. Software that may be used for video
calling includes FaceTime, Skype, and Zoom.

5. Accessing the Internet: Another helpful feature is accessing the net from a mobile device. Any
mobile device with a wireless broadband connection or a mobile phone network can link to the
internet.

6.2. Modelling Applications

Advantages of using models:
• using models is less expensive than having to build the real thing
• safer to use
• a computer model allows you to try out various different scenarios in advance
• nearly impossible to try out some tasks in advance in real life due to high risk
• faster to use a computer model than to do the real thing

Disadvantages of using models:

• a model can’t be completely reliant as the output is entirely based on the input
• frequently, computer modelling can be a very costly option
• human reluctance is a common problem in this technology

Some of the applications of computer modelling include:

1. Personal finance: Computer modelling involves using mathematical algorithms and data analysis
to simulate various financial scenarios, such as investment strategies, retirement planning, and
risk assessment, aiding individuals in making informed decisions and optimizing their financial
goals.

2. Bridge and building design: Computer modelling is crucial in bridge and building design. It allows
engineers to simulate and analyze structural behaviour, assess load capacities, and predict the
response to external forces. It aids in optimizing designs, ensuring structural integrity, and
minimizing potential risks before construction begins.

3. Flood water management: Computer modelling plays a vital role in flood water management by
simulating water flow behaviour, predicting flood extents, and assessing potential flood risks. It
helps design and optimise flood mitigation measures, such as levees and floodplain zoning,
allowing authorities to make informed decisions, develop effective emergency response plans,
and minimize the impact of flooding on communities.

4. Traffic management: Computer modelling simulates and analyses traffic flow, predicts congestion
patterns, and optimises traffic control strategies. It aids in designing efficient road networks,
optimizing signal timings, and evaluating the impact of transportation infrastructure projects. This
enables authorities to make informed decisions, alleviate congestion, and improve overall traffic
efficiency for better urban mobility.

5. Weather forecasting: Computer modelling plays a pivotal role in weather forecasting by simulating
the Earth's atmosphere, oceanic conditions, and other environmental factors. These models use
complex algorithms to predict weather patterns, including temperature, precipitation, wind
speed, and storm systems. By assimilating real-time data, computer models provide forecasts that
aid meteorologists in predicting weather conditions, issuing warnings, and helping society prepare
for potential hazards.

Advantages of using computer modelling rather than humans:

• It can provide more precise and accurate results than human-based methods, minimizing errors

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 • It can provide more precise and accurate results than human-based methods, minimizing errors
and increasing reliability.
• Can analyze large amounts of data and perform complex calculations faster than humans
• It can be reused and updated easily, reducing the need for repetitive manual analysis and
potentially lowering costs in the long run.

Disadvantages of using computer modelling rather than humans:

• It may overlook nuanced factors or intangible elements that humans can consider, leading to
potential gaps or inaccuracies in the analysis.
• Based on assumptions and simplifications, introducing a level of uncertainty.
• Their programmed algorithms and data inputs bind models.
• They may struggle to adapt to unforeseen circumstances or rapidly changing conditions that
humans can more readily navigate and respond to.

6.3. Computer-controlled Systems Robotics in manufacturing:

• involves using automated machines to perform tasks such as assembly, welding, and packaging.
• These robots are designed to mimic human actions with precision and speed, increasing
productivity and quality control.
• They offer benefits like enhanced worker safety, improved efficiency, and the ability to handle
repetitive tasks, revolutionizing the manufacturing industry.

Advantages:
• can work in environments that may be harmful to humans
• can work non-stop low running costs, majorly due to reduced employees; thus less wages need to
be given
• have higher productivity
• provide greater consistency
• can do long, boring, tedious tasks
• can carry out different tasks by fitting them with different-end effectors

Disadvantages:
• robots find it difficult to do unusual tasks
• can cause higher unemployment
• robots do many of the tasks once done by humans, leading to deskilling
• robots are independent of the skills base; factory headquarters can be moved internationally
• initial set-up and maintenance of robots can be expensive

Production line control:

• Computer-controlled systems in production line control involve using computers and software to
monitor, coordinate, and optimize manufacturing processes. These systems ensure efficient
coordination of machinery, manage inventory, track production metrics, and automate tasks. They
enable real-time data analysis, error detection, and adjustment, improving productivity, reducing
downtime, and enhancing overall operational efficiency in the production line.

Autonomous vehicles: Self-driving cars and drones guided by computer algorithms.

• enhance safety
• reduce traffic congestion
• increase fuel efficiency

Advantages of using computer-controlled systems rather than humans:

• increased efficiency and productivity greater consistency ability to work in any environment
• reduced human error
• can work with large or delicate items

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Disadvantages of using computer-controlled systems rather than humans:
• very high instalment costs
• very high maintenance costs
• dependency on reliable
• lack of flexibility
• requires costly backup systems

6.4. School Management Systems

• Computer-controlled School Management Systems:
• Comprehensive software applications that automate administrative tasks, such as attendance
tracking, grading, scheduling, and student information management, improving educational
institutions' efficiency, accuracy, and organization.

Advantages:
• Absenteeism can be addressed more quickly.
• Parents are kept updated.
• Reduced workload for teachers.

Disadvantages:
• Operating the software will require training.
• The initial cost of the software is very high.
• Unauthorized access will have to be prevented as there is lot of personal information

Learner registration and attendance

• ID cards with magnetic tapes: The students will have to swipe their ID cards, which contain the
student’s name, school’s name, date of birth and the registration ID when they enter and leave
the school; this way, time is saved, and the attendance is more accurate.
• Biometrics: Every student’s fingerprint is stored on a database along with their personal
information, the students must put their finger on a fingerprint scanner to enter or leave the
school premises.

Advantages of biometrics over magnetic ID cards

• Unique fingerprints disable attendance forgery
• Portability makes them easy to lose
• Easy to be stolen due to small size
• ID cards can be easily cloned

Disadvantages of biometrics over magnetic ID cards

• It is time-consuming for all fingerprints to be individually collected
• Expensive equipment is required to read fingerprints If the finger is cut/damaged, the fingerprint
won’t be readable, and access will be denied.
• There is an invasion of privacy in storing fingerprints on a school database.

Learner’s performance
• Spreadsheets can be used to record students’ performances.
• It is easier to compare each other’s performances and an individual student’s performance over
the academic year.

Computer-aided learning
• The use of computer-based technologies to help students acquire academic material is known as
computer-aided learning (CAL). They are meant to supplement classroom instruction, not serve its
purpose. Students will take online assessments to track their progress while learning on
computers. Although CAL cannot consistently assist a student with an issue, in certain

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 computers. Although CAL cannot consistently assist a student with an issue, in certain
circumstances, students would need to get other aid.

6.5. Booking Systems

• These web-based platforms and applications allow users to reserve and purchase tickets or
services for various events and industries.
• Some of the applications for online bookings include:
1. Travel industry: Booking flights, hotels, and holiday packages provides a convenient platform for
travellers to plan and book their trips.

2. Concerts: Reserving tickets for live music events allows music fans to secure their spot at popular
concerts.

3. Cinemas: Booking movie tickets in advance enables cinema-goers to reserve seats and avoid
queues.

4. Sporting events: Purchasing tickets for sports matches and competitions offers sports enthusiasts
an easy way to attend their favourite events.

Advantages:
• convenience and accessibility
• instant confirmation and ticketing ability to compare prices and options
• promotions and personalized offers
• faster to change/update
• automated reminders via email/text
• repeated bookings can be easily made
• cost-saving as there are fewer wages due to reduced staff requirements

Disadvantages:
• potential for technical issues
• possible security and privacy concerns
• transaction and booking fees
• impersonal customer service
• dependent on a stable internet connection
• can lead to unemployment

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 Chapter - 7 : The systems life cycle
Wednesday, November 13, 2024 8:33 PM

7.1. Stages of Sytem's Life Cycle:

1. Analysis
2. Design
3. Development & Testing
4. Implementation
5. Documentation
6. Evaluation

Analysis of the Current System

The current system is studied using four different methodologies. These are the four techniques:
• Observation:
○ involves watching users interact with the system to figure out its workings
○ it is used for understanding how users interact with the current system
○ Advantages: provides first-hand, unbiased information
○ Disadvantages: can be time-consuming, may not reveal all issues
• Interviews:
○ direct one-to-one conversations with users on their experience with the current system
○ used to gather comprehensive information about individual users
○ Advantages: allows for in-depth exploration of issues
○ Disadvantages: relatively expensive, time-consuming, no user-anonymity, which may affect
the response
• Questionnaires:
○ set of predetermined questions is given to the users to complete and give their opinion on
the current system
○ it is majorly used in collecting data from a larger group of people
○ Advantages: allows for quantitative analysis, efficient data collection, questions can be
answered quickly
○ Disadvantages: limited by predetermined questions, may suffer from low response rates,
users may exaggerate answers due to anonymity
• Examination of existing documents:
○ reviewing system documentation, user guides, or reports
○ understanding the current system's design and any known issues
○ Advantages: provides insights into the system's history, can reveal previously unknown
issues
○ Disadvantages: it may be outdated, incomplete, time-consuming, and rather expensive.

Record and Analyse Information about the Current System

Identifying key aspects of the current system
• Data inputted, processed, and outputted into the system are identified.
• Problems with the current system are identified. What could be improved?
• The requirements of the user and the potential new system are identified. What is the new system
meant to do?
• Problems: issues that users face with the current system
• User requirements: what needs to be added to the new system
• Information requirements: data or information the new system must process

New System Requirements Specification:

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 New System Requirements Specification:
• Once the systems analysts have completed the systems life cycle analysis stage, they should be fully
aware of the current system's limitations.
• The next step will be to design a new system (normally computer-based) to resolve the problems
identified by the users and the systems analyst.
• The Requirements Specification will be created, outlining the required improvements and expectations
for the new system.

System Specification
Hardware and Software Selection
• It is vital to identify the suitable hardware needed for the new system
○ contemplating system requirements, compatibility, costs
○ justifying choices based on user needs and system performance

• Hardware that needs to be considered:

○ barcode readers,
○ scanners,
○ touch screens,
○ 3D printers,
○ monitors,
○ speakers.
• Identifying suitable software needed for the new system
○ considering functionality, compatibility, and ease of use
○ justifying choices based on user requirements and system efficiency

• Software that needs to be considered:

○ operating system,
○ applications software,
○ size of storage,
○ type of storage.

7.2. Design
Once the analysis has taken place and the systems analyst has some idea of the scale of the problem and
what needs to be done, the next stage is to design the critical parts of the recommended system.

File/Data Structures
• Field length: number of characters allowed in a field
• Field name: an identifier for the field in the data structure
• Data type: specifies the kind of data that can be stored in a field, e.g., text, numbers, dates
• Coding of data: using codes to represent data, e.g. M for male, F for female

Input Formats
• Data capture forms: These are designed to collect data from users in a structured format. They come in
two types: paper-based and electronic-based. Paper-based data-capturing forms must be carefully
designed with headings, concise instructions, character and information fields, checkboxes, and
enough writing space. Text boxes, on-screen help, drop-down menus, radio buttons, automatic
validation, and control buttons for data entry are all features of computer-based forms.
Consider a user-friendly layout, clear instructions, and appropriate data fields.

Output Formats
• Screen layouts: how information is presented to users on a screen
• Report layouts: how information is organized in a printed or digital report
• Consider readability, visual appeal, and efficient use of space

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 Validation Routines
It is a method of examining data submitted to a computer to determine if it meets specific
requirements. It is a routine check that the computer does as part of its programming.
1. Range check: ensures data is within a specified range of values
2. Character check: ensures data contains only allowed characters
3. Length check: ensures data is of a specified length
4. Type check: ensures data is of the correct data type
5. Format check: ensures data conforms to a specific format
6. Presence check: ensures data is present and not left blank
7. Check digit: a digit added to a number to verify its accuracy

7.3. Development and Testing

• Guarantees the system's functionality before it is put into use.
• Identification and removal of errors, thus improving system reliability and performance.
Test Designs
• Test data structures, file structures, input formats, output formats, and validation routines
• Ensure all components function correctly and interact seamlessly
Test Strategies
• Test each module: verify individual components function as intended
• Test each function: ensure all features work correctly
• Test the whole system: confirm overall system performance and integration
Test Plan
• Test data: specific data used for testing purposes
• Expected outcomes: predicted results based on test data
• Actual outcomes: results obtained from testing
• Remedial action: steps taken to fix identified issues
Test Data Types
The following data types will be explained using the example of months in a year.
• Normal data: valid and expected data values within the range of acceptability have an expected
outcome. E.g., any whole number between 1 and 12.
• Abnormal data: invalid or unexpected data values. This can either be:
○ Data outside the range of acceptability or
○ Data that is the wrong data type
○ In this case, examples could be…
▪ any value less than 1 (i.e. 0, -6, etc.)
▪ any value greater than 12 (i.e. 13, 15, etc.)
▪ letters or nun-numeric data (i.e. July, etc.)
▪ non-integral values (i.e. 3.5, 4.2, etc.)
• Extreme data: values at the limits of acceptability (E.g. 1 or 12)

What is live data?

• Data that has been used with the current system
• Hence, the results are already known

7.4. Implementation
The system must then be fully implemented after it has been thoroughly tested.
We will now think more carefully about switching to the new system. Four popular techniques are
utilized to transition from the old system to the new one.
Before selecting the approach best suited for a given application, the pros and cons of each must be
carefully considered.

4 Methods of Implementation
1. Direct changeover:

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 1. Direct changeover:
• The old system is replaced by the new system immediately
• Used when quick implementation is necessary
• Advantages
○ fast implementation
○ cost-effective as only one system is in operation
• Disadvantages
○ High risk of failure
○ no fallback
○ users can’t be trained on the new system

2. Parallel Running
• Both current and new systems run simultaneously for a period before the old system is phased out
• Used when a smooth transition with minimal risk is required
• Advantages
○ Lower risk
○ easy system comparison
• Disadvantages
○ Time-consuming
○ resource-intensive

3. Pilot Running
• The new system is implemented in a small, controlled environment before full-scale implementation
• Used when testing the new system in a real-world setting
• Advantages
○ Low risk as only trialled in one department/centre/branch
○ allows for fine-tuning
○ staff have time to train with the new system
○ few errors as it's fully tested
• Disadvantages
○ Slower implementation
○ potential inconsistencies
○ confusion as there are two systems in use
○ There is no backup for the department/center/branch using the new system

4. Phased Implementation
• The new system is implemented in stages, with each stage replacing a part of the old system
• Used when a gradual transition is preferred to minimize disruption
• Advantages
○ reduced risk
○ easier to manage
• Disadvantages
○ Takes longer
○ potential compatibility issues

7.5. Documentation
• In the life cycle of a system, documentation enables the correct recording of design, implementation,
testing, and maintenance data, facilitating effective communication, troubleshooting, and potential
future improvements.
• Technical documentation: detailed information on the system's inner workings and programming for
developers and IT staff
Used to maintain, repair, and update the system with improvements
• Purpose of the system/program: Explanation of the system's intended function and goals
• Limitations: Known constraints or issues with the system

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• Limitations: Known constraints or issues with the system
• Program listing: The code or scripts used in the system
• Program language: The programming language used to develop the system
• Program flowcharts/algorithms: Visual representations or descriptions of the system's logic and
processes
• System flowcharts: Visual representations of the interactions between system components
• Hardware & software requirements: Necessary equipment and software to run the system
• File structures: Organization and layout of the system's files and data
• List of variables: Collection of variables used within the system, including their names and purposes
• Input format: Structure and format for entering data into the system
• Output format: Structure and format for presenting data generated by the system
• Sample runs/test runs: Examples of system operation, including input and expected output
• Validation routines: Techniques used to check and confirm the accuracy of data entered into the system
User Documentation
Instruction and guidance for end-users on how to operate the system. Used to help users effectively use
the system and overcome problems
• Purpose of the system: Explanation of the system's intended function and goals
• Limitations: Known constraints or issues with the system
• Hardware & software requirements: Necessary equipment and software to run the system
• Loading/running/installing software: Instructions for setting up the system on user devices
• Saving files: Procedures for storing data within the system
• Printing data: Steps to produce hard copies of system data
• Adding records: Instructions for creating new entries in the system
• Deleting/editing records: Guidelines for modifying or removing existing entries in the system
• Input format: Structure and format for entering data into the system
• Output format: Structure and format for presenting data generated by the system
• Sample runs: Examples of system operation, including input and expected output
• Error messages: Explanations of system warnings and error notifications
• Error handling: Steps to resolve issues and errors within the system
• Troubleshooting guide/helpline: Assistance for diagnosing and addressing common problems
• Frequently Asked Questions: Answers to common user inquiries
• Glossary of Terms: Definitions of key terms and concepts related to the system

7.6. Evaluation
It measures a system's productivity, efficiency, and compliance with its goals to identify its strengths,
shortcomings, and potential development areas. This assessment informs decision-making and improves
overall performance over the course of a system's life cycle.

Assess the Efficiency of the Solution

• Analyse the system's efficiency in time, money, and resource use. Examine whether the system is
performing at its best or if its efficiency could be increased.
○ Provide examples of specific aspects that contribute to the system's efficiency
○ Identify areas that may be consuming excessive resources or time and suggest ways to optimize
them
• Questions to ask:
○ Does it operate quicker than the previous system?
○ Does it operate by reducing staff time in making bookings?
○ Does it operate by reducing staff costs?

Evaluate the Ease of Use

• Look at the solution's usability and accessibility for the target market. Check to see if the system is
simple to understand and use and if users have no trouble completing their jobs.
○ Describe the user interface and how it facilitates interaction with the system
Mention any feedback from users regarding their experience with the system and address any

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 ○ Mention any feedback from users regarding their experience with the system and address any
issues they encountered
• Questions to ask:
○ Are all the users able to use the system and make bookings easily?
○ Are all the users able to change and cancel bookings easily?
○ Can all staff understand how to use the system with minimal training?

Determine the Suitability of the Solution

• Examine how well the implemented solution satisfies the desired outcome by contrasting it with the
original task criteria.
○ Outline the initial objectives of the system and discuss how the solution addresses each one
○ Highlight any requirements that may not have been fully met and discuss possible reasons for this
• Questions to ask:
○ Is the system suitable for each of the departments?
○ Does it meet the needs of the customers?
○ Does it meet the needs of the staff?
○ Does the solution match the original requirements?

Collect and Examine User’s Feedback

• Collect users' responses to the results of testing the system. Their feedback can provide insights into
potential issues and improvements and help determine overall user satisfaction.
○ Summarise the testing process, including test data expected and actual outcomes.
○ Discuss users' reactions to the system, addressing any concerns or suggestions they may have
Identify Limitations and Suggest Necessary Improvements
• Based on the analysis of efficiency, ease of use, appropriateness, and user feedback, identify any
limitations in the system and suggest necessary improvements
○ List the limitations and provide explanations for each one
○ Recommend specific changes or enhancements for these issues

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 Chapter - 8 : Safety and security
Wednesday, November 13, 2024 9:07 PM

8.1. Physical Safety

1. Electrocution: ICT devices require electrical power to charge or run; the electrical device can cause
electrocution, caused by the electric current moving through a body, causing fatal injuries and/or death.
There are multiple causes for electrocution, including:
• Contact between liquid substances and electronic devices: Keep liquids away from electrical
equipment.
• Open cables: Ensure that cables are entirely insulated and packed, and use circuit breakers or fuses to
prevent electrical overload.
2. Fire: ICT devices require electricity to charge or run; too many devices using a single socket can cause
the plug socket to overload, and heat is generated by too much electricity, causing the wiring to degrade
and ignite a fire.
The causes and reduction tactics for fire include:
• Socket overload: Ensure enough plug sockets in the room, don’t plug too many devices into the same
socket, and don’t leave devices plugged in and unattended.
• Overheated equipment: Ensure that equipment is properly ventilated and not obstructed, keep
flammable materials away from heat sources, regularly check equipment for signs of wear or damage,
use fire extinguishers in case of emergencies, turn off or unplug devices when away from the location,
do not cover any air vents on devices.
3. Trailing cables: Devices can be plugged in using cables. Cables that are protruding can cause an
accident; you can trip over a cable left out in a location, and body damage can occur during a fall, for
example, breaking bones, ligament damage, bruising, sprains, etc. depending on the area fell on
Trailing cables causes and prevention strategies:
• Unorganized/insecure cables: use cable ties to secure cables, keep cables packed correctly in, let’s say,
a table, therefore not coming in the way of walking paths, use wireless devices where possible, and
regularly inspect cables for signs of wear or damage.
4. Heavy falling equipment: Devices have varying levels of weight, and if a device falls on you, it could
cause injury; any device should be placed in a secure location, like a PC on a solid desk and not near the
edge.
Causes and reduction tactics for falling equipment:
• Improperly secured equipment: Ensure that equipment is properly secured and stable. Regularly check
the stability of locations containing devices.
• Equipment on unstable surfaces: Keep equipment away from edges and other potential hazards, and
regularly inspect equipment and locations containing devices for signs of wear or damage.

8.2. eSafety
Data Protection
The Data Protection Act (DPA) controls personal data collection, storage and processing.
• In the UK, the European Union’s General Data Protection Regulation (GDPR)
• Protects personal data, whether stored on paper or a computer system
Principles of the Data Protection Act
• Data must be processed lawfully, fairly, and transparently, with clear consent from the individual.
• Data should only be collected for specific, explicit, and legitimate purposes.
• Organizations should only collect and retain the minimum personal data necessary for their stated
purpose.
• Data should be accurate and up-to-date, and reasonable steps must be taken to rectify or erase
inaccurate information.
• Personal data should not be kept longer than necessary and should be securely deleted when no longer
needed.
• Organizations must protect personal data against unauthorized or unlawful processing, accidental loss,

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• Organizations must protect personal data against unauthorized or unlawful processing, accidental loss,
destruction, or damage.

Why is data protection legislation required?

• Protecting Individual Rights: Data protection legislation safeguards individuals' right to privacy and
control over their personal information.
• Preventing Misuse of Personal Data: It helps prevent unauthorized access, identity theft, fraud, and
other forms of data misuse.
• Promoting Trust: Data protection laws build trust between individuals and organizations by ensuring
their personal information is handled responsibly.
• Encouraging Responsible Data Handling: Legislation promotes responsible data collection, storage, and
processing practices among organizations.
• Enabling Data Subject Rights: Legislation grants individuals rights such as access to their data, right to
rectification, erasure, and objection to processing.

Personal Data
• Refers to information that can be used to identify an individual
• Examples
○ Personal Name
○ Address
○ Date of birth
○ A photograph in school uniform
○ Medical history
• Threats that can be avoided by protecting personal data:
○ Identity theft
○ Privacy breaches
○ Misuse of the information
○ Data be sold to third-party companies
○ Individuals could be held to ransom over personal data gathered
○ could be used to commit a physical crime
• How to avoid inappropriate data disclosure:
○ Personal data must be kept confidential and protected through privacy settings on websites such
as social media or strong passwords on websites where personal data is held or used
○ Access to personal data should be limited to authorized individuals
○ Think before you post - consider what information could be gathered from your image or content
○ Check website details about the collection, storage, and use of personal data
○ Only access websites where personal data is used or viewed when on a secure, encrypted
connection

eSafety
• E-safety is knowing about and using the internet safely and responsibly.
• It refers to when an individual is using the internet, email, social media, or online gaming.
• E-safety refers to the individual knowing how to protect themselves from potential dangers and threats.

The Need for eSafety

• Awareness that personal information should not be shared freely
• Awareness of how to act online and avoid falling victim creates a safe and respectful environment.
• Identify and avoid online scams, phishing attempts, and fraudulent websites that may try to trick them
into sharing personal or financial information.
• Mindful of online behaviour and interactions, protecting your digital reputation, which can have long-
term consequences in your personal and professional life.
• Control privacy settings on social media platforms, limiting who can access/view personal information
and posts.
• Avoid encountering explicit or harmful content online, reducing the risk of exposure to inappropriate

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• Avoid encountering explicit or harmful content online, reducing the risk of exposure to inappropriate
material or online predators.
• Engage in online gaming responsibly, avoid sharing personal details, and behave respectfully towards
other players.
• Protecting devices from malware, viruses, and other online threats, preventing data loss, privacy
breaches, or device damage.
• Develop responsible online behaviours, promoting respectful conduct while interacting with others
online.
• Maintain a healthy balance between online and offline lives, reducing the risk of addiction, mental
health issues, or negative impacts on relationships and self-esteem.

Safety Suggestions
• The internet:
○ Use trusted websites recommended by teachers or reputable sources
○ Utilize search engines that only allow access to age-appropriate websites and use filters to ensure
inappropriate content is not seen
○ Never reveal personal information
• Email:
○ Be aware of the potential dangers of opening or replying to emails from unknown people,
including attachments; potential dangers include phishing, spam
○ Ensure you know who the email is for when considering sending personal data or images via
email, only with people you know and not with identifiable content like school photos
• Social media:
○ Know how to block and report people who send content or messages that are unwanted
○ Know where the privacy settings are to reduce the number of people who can see your posts or
images
○ Be aware of the potential dangers of meeting online contacts face to face; do not meet anyone
you do not know; if you do, take an adult and meet publicly.
○ Do not distribute inappropriate images and inappropriate language
○ Respect the confidentiality of personal data belonging to other people
○ Only accept friend requests from people you know
○ Parents should be aware of what you are doing online, discuss what you are doing online
○ Do not post images or details that can be used to locate you
• Online gaming:
○ Do not use real names as usernames
○ Never share personal or financial details with other players
○ Know how to block and report players for inappropriate messages or comments

• Sensitive Data is data that might result in loss of an advantage or level of security if disclosed to others.
I.e., ethnicity, religion, criminal record, etc. At the same time, personal data can be used to identify the
user, i.e., passport number, name, age, etc.

8.3. Security of Data

Threats
There are multiple methods by which data can be threatened, including:
• Hacking: Unauthorized access to computer systems or networks to gain control, steal information, or
cause damage, thus leading to identity theft, privacy breaches, and misuse of data
• Phishing: Deceptive emails or messages that are received from trusted sources to trick individuals into
revealing personal data
• Pharming: Manipulation of DNS (Domain Name System) to redirect users to fraudulent websites, often
to steal personal data
• Smishing: Phishing attacks carried out through SMS or text messages
• Vishing: (aka voicemail phishing) Phishing attacks carried out through voice messages to trick users into
calling the telephone number contained in the message

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 calling the telephone number contained in the message
• Viruses and malware: Viruses are program codes that can replicate/copy themselves to cause data loss
or corruption. Malicious software designed to disrupt, damage, or gain unauthorised access to computer
systems or networks
• Card fraud: Unauthorized use of credit or debit card information for fraudulent purposes caused by
shoulder surfing, card cloning, or keylogging.

Protection of Data
Multiple techniques are implied for the protection of data, inclusive:
1. Biometrics:
• Individuals' distinctive physical or behavioural traits, such as fingerprints, faces, or irises, can be used for
access control and verification. Since biometric data is hard to fake or duplicate, it offers a more secure
form of identification.
2. Digital certificate:
• A digital record that attests to a website's reliability and integrity. A digital certificate is used to provide
safe communication and to build confidence between parties. Identifier data, the entity's public key, and
a third party's digital signature are frequently found in digital certificates.
3. Secure Socket Layer (SSL):
• A protocol that creates a secure connection between a client computer and a server. SSL ensures that
information communicated between a server and client stays private and cannot be intercepted or
changed by unauthorized parties. A website's identification for it is the S at the end of HTTP.
4. Encryption:
• It is creating data in a format that cannot be read without a decryption key. Data on hard drives, emails,
cloud storage, and secure websites (HTTPS) are all protected by encryption. Without a decryption key, it
assures that even if unauthorized people obtain data, it cannot be decoded.
5. Firewall:
• A firewall is a network security device that monitors and manages incoming and outgoing network
traffic. Its goal is to separate an internal network from other networks by filtering data according to
established criteria. It assists in preventing malware, unauthorized access, and other network risks.
6. Two-factor authentication:
• A security mechanism that requests two different kinds of identification from users to confirm their
identity. To provide additional protection outside of just a username and password, 2FA was created.
Typically, it combines something that uniquely identifies a user, like biometric data, with something the
user has, like a smartphone and a token or something they know, like a password.
7. User ID and password:
• A typical authentication technique uses a password plus a secret code (user ID) to identify. To
strengthen data security, user IDs and passwords restrict access to only authorized users. Using secure
passwords and changing them frequently is critical to ensure security. When creating passwords, it is
advised to utilize a mix of uppercase, lowercase, digits, and special characters.

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 Chapter - 9 : Audiences
Wednesday, November 13, 2024 9:11 PM

9. Audience
9.1. Audience Appreciation
To express gratitude and value for the users by providing helpful and relevant information, fostering
positive experiences, and contributing to their understanding and learning.
Planning ICT Solutions
• The first step to building effective ICT solutions is identifying and understanding the intended audience's
needs. These needs can be functional, like processing information, or aesthetic, like a visually appealing
interface.
• After identifying the needs, select the appropriate technology and tools to create a solution. This choice
depends on factors like the complexity of the task, the budget available, and the technical expertise of
the users.
• An essential aspect to remember while designing ICT solutions is to ensure they are user-friendly. This
means they should be intuitive to use, require minimal training, and have easy-to-understand
instructions.
• Additionally, ICT solutions should be accessible to all users, including those with disabilities. This could
involve adding features like voice commands, larger text options, or compatibility with assistive devices.
• Once the solution is created, it is crucial to test it to ensure it functions as expected and fulfils the users'
needs effectively.
Analysing Audience Requirements
• Designing an ICT solution requires an understanding of the target audience. The study should consider
elements affecting the audience's capacity to use the solution, like age, technical proficiency, and
expertise.
• The solution creator should know the audience's requirements for information. This could serve as a
design cue for the data processing elements and the information architecture.
• How the audience utilizes and consumes the content also influences the design. For instance, the
answer should be mobile-friendly if the audience accesses it mostly through mobile devices.
• Finally, the designer should consider any unique requirements of the audience, such as visual or
auditory impairments. These requirements should be taken into account when designing the solution
ensuring inclusivity.

9.2. Copyright
What makes Copyright Necessary?
• Copyright regulation is crucial to safeguard the rights of developers and innovators.
• It stops software piracy, which is unauthorised use, replication, or distribution.
• It guarantees developers receive compensation for their efforts, fostering additional innovation and
development.
Principles of Copyright in a Computer Software
• Copyright law prohibits the unauthorized copying, distribution, or modification of software.
• It also includes the End-User License Agreement (EULA), which outlines what the software can and
cannot be used for
• Violations of these principles, such as software piracy, can lead to legal consequences.
Preventing Software Copyright Violation
• Software developers employ various copyright protection strategies, such as Digital Rights Management
(DRM).
• Due to DRM methods and systems, copyrighted works are subject to usage, modification, and
distribution restrictions.
• Other techniques include software product activation, which needs a unique code to be fully functional.
• Given that pirated software frequently cannot receive automatic upgrades, which renders it less
effective and secure over time, automatic updates may also serve as a kind of copyright protection.

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 Chapter - 10 : Communication
Wednesday, November 13, 2024 9:14 PM

10.1. Communication with Other ICT users Using E-mail

E-Mail
Uses:
• Email is a technique of sending and receiving messages and files via the Internet.
• It is employed in personal communication, business communications, and marketing.
• Acceptable language must be used based on the email's recipient, for example, professional when
composing a work-related email.
• Employers frequently establish requirements for professional language, substance, and email frequency.
• Email security is critical to preventing sensitive data from being accessed or manipulated.
• Netiquette is the proper conduct and politeness when using email.
○ Don’t be abusive
○ Don’t send spam
○ Be clear and concise with your message
○ Remember that posts are usually public and can be read by anyone.
○ Always check your spelling and grammar.
○ Respect people's privacy and do not discuss or publish information that might embarrass
somebody.
○ Forgive people’s mistakes
○ Do not use CAPITAL LETTERS to highlight comments
○ Do not plagiarize
○ Do not use too many emoticons, as they might annoy your readers.
• Email groups enable mass communication to a specific group of subscribers.

Guidelines set by employers:

• It is up to companies to decide if personal emails should be permitted on their systems
• Companies may specify which company devices are allowed to be used
• There needs to be a company standard style when sending emails
• It must be made clear what email content is not permitted
• Employees should be told only to use their accounts when sending emails
• There must be clear rules regarding the confidentiality of information
• Staff need to be aware of the method and duration of storing emails
• Incoming emails should only be read by the recipient
• Company policy on how to deal with and prevent viruses must be laid out
• Monitoring of emails may be carried out, and staff must be aware that the company has the right to
read all emails
• Suitable ongoing training will take place to ensure staff follow company policy at all times
Carbon Copies (Cc) and Blind Carbon Copies (Bcc)
• Carbon copies are used to send the email to multiple recipients.
• Blind carbon copies are made to send the email to multiple recipients without them acknowledging that
it has been sent to other recipients.
• Forward enables users to send an already existing email to a new recipient.
• To attach files to be sent with an email, we make use of Attachments.
Spam
It is defined as any unwanted email delivered via the Internet. These can range from annoying to
genuinely harmful, as they may contain viruses.
The main disadvantages are:
• wasting time
• annoying people

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• annoying people
• using up valuable bandwidth on the internet, thus slowing it down
• may have viruses or be a part of a phishing scam
• can take up significant space in user inboxes
To minimize the spam you receive:
• use spam filters
• avoid disclosing your email address publicly
• don’t click on links in spam emails or reply to them

10.2. Effective Use of the Internet

Characteristics of the Internet:
• Allows individuals from all around the world to connect and chat with one another instantaneously
• It runs on a distributed network design, which means a single central authority does not control it.
• It is mainly used for transmitting data in a variety of formats, such as text, photos, audio, and video.
Uses of the Internet:
• A vital communication tool that allows people to communicate via emails, instant messaging, and other
means.
• It acts as a massive database of information on almost any subject
• The Internet has transformed business by offering a platform for online purchasing, electronic
payments, and digital transactions, allowing enterprises to reach global consumers.
Advantages of the Internet:
• users have access to an incredible amount of information, empowering them to learn
• enables individuals and businesses to connect and communicate with people from different parts of the
world in real-time
• the Internet has made many things easier to complete, thus providing simplicity and effectiveness
Disadvantages of the Internet:
• Raises data security and personal privacy hazards through the possibility of identity theft, data breaches,
and online monitoring.
• The spread of propaganda, fake news, and misinformation due to the simplicity with which content can
be created and distributed online.
• The digital divide resulting from unequal Internet access threatens to widen existing disparities.
The differences between the internet, intranet, and extranet:
• Definition:
○ The Internet is a vast network of linked computer networks and gadgets that communicate with
one another using the Internet Protocol Suite (TCP/IP).
○ The intranet is a secure network that operates within an organization using internet technologies
and protocols, such as TCP/IP.
○ Extranets are managed private networks that can give access to third-party users and give users,
such as partners, suppliers, or clients, safe access to a portion of the intranet.
• Accessibility:
○ The Internet is open and accessible to the public, allowing users to access a wide range of
information, services, and resources worldwide.
○ Intranets are restricted to internal users and typically secured by firewalls and other security
measures to maintain the security of critical corporate data.
○ Extranet provides authorized external users only limited access, in contrast to the internet, which
is public, or the intranet, which is entirely restricted. To access the extranet, these users need a
secure login.
• Purpose:
○ The Internet acts as a hub for intercultural dialogue, the sharing of knowledge, and access to a
range of Internet resources, including websites, email, social media, online shopping, and more.
○ An intranet's main goal is to make it easier for employees to communicate, work together, and
share information.
○ Extranets make it easier for external stakeholders to collaborate and communicate with a
company. It enables the organization and its reliable clients or partners to share information,

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 company. It enables the organization and its reliable clients or partners to share information,
documents, and resources securely.
Many use the terms “Internet” and “World Wide Web” interchangeably. However, they can’t be used in
the same context:
- The internet refers to the global network of computers and other devices connected through routers
and servers. However, the World Wide Web is a collection of websites and webpages accessed via the
Internet.
The Functionality of the Internet
• Internet service providers (ISP): A company that provides internet access. Typically, a monthly fee is
charged for this service. Users' accounts are created when registering with an ISP and acquiring login
information such as user ID and password.
• Uniform Resource Locator (URL): The address of a web page on the WWW. It is a text-based address
that uniquely identifies the location of any resource available on the internet. The three main
components are:
• Protocol:
○ It is the communication protocol used to transfer data between the client and the server
○ E.g. HTTP, HTTPS, FTP, and others
• Domain:
○ it is the name of the server where the resource is located
○ it can be a name or an IP address
• Webpage/file name:
○ it is the location of the file or resource on the server
○ it can contain the name of the file or directory where the resource is located
• A URL looks like this:
○ protocol://domain/path/filename
○ E.g. [Link] is a URL that consists of the HTTPS protocol,
the domain name "[Link]", the path is “IGCSE” and the filename is “ICT”
• A hyperlink is a word/phrase/image which references data that the reader can follow by clicking or
tapping, usually taking you to another web page
• A web browser is a software application used to locate, retrieve, and display content on the WWW,
including web pages, images, video, and other files

Use of Search Engines

There are two fundamental methods for obtaining information via the Internet. The first method is to
enter the URL if you know the website's address. If you don't know where to look, the second option is
to employ a search engine to locate the information you seek.

• Advantages of using the Internet to find information

○ information tends to be up to date because it is quicker and easier to amend
○ The Internet has vast amounts of information
○ searching for information using a search engine is fast and easy
○ people can look for information in the comfort of their own home
○ information on the internet is essentially free of charge
○ webpages may have multimedia elements, making learning more interesting

• Disadvantages of using the Internet to find information

○ it isn’t regulated; anything can be posted
○ always the risk of accessing inappropriate websites
○ too easy to be distracted by the many distractions available on the internet
○ Some research skills are lost when using the internet, as search engines do all the work for you.

Speed of Searching
• Search engines may scan billions of online pages to locate matches to your search query in a fraction of
a second.

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 a second.
• Your internet connection and the effectiveness of the search engine's algorithms influence the speed.

Amount of Information
• Because search engines can deliver a deluge of information, utilising particular and relevant search
phrases is critical.
• Adding quotation marks for specific phrases, "+" signs for required terms, and "-" signs for omitting
terms can help narrow the search.

Finding Relevant and Reliable Information

• The search engine algorithm determines the relevancy of information by considering parameters such as
keyword frequency & page quality.
• Reliable information is often obtained from recognized sources such as educational, government, or
well-known industry websites.

Evaluating Information Found on the Internet

• Although the internet provides much information, not all are genuine or dependable.
• Consider the source's reputation and trustworthiness when determining the information's
dependability.
• Check the accuracy of information by comparing it to other reliable sources.
• Assess whether the information is skewed, keeping an eye out for views pushing a particular point of
view.
• Check if the material is current, as obsolete information might be deceptive.

Internet Protocols
Protocols are rules on which the sender and recipient agree when data is exchanged between devices.
1. Hypertext transfer protocol (HTTP): when a web page is being accessed, entering http:// at the front
of an address tells the web browser that ‘HTTP rules’ for communication are to be obeyed.
2. Hypertext transfer protocol secure (HTTPS): A secure version of HTTP that encrypts data for security.
3. File transfer protocol (FTP): network protocol used when transferring files from one computer to
another over the internet. It is similar to HTTP, but the protocol specifically transfers files.
4. Secure sockets layer (SSL): a protocol that allows data to be sent and received securely over the
internet.

Risks of Using the Internet

• Inappropriate and unlawful content: The internet may attract people to potentially dangerous or illegal
materials.
• Data restriction: Parental, educational, and ISP restrictions can all be used to restrict access to specific
information or websites.

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Chapter - 11 : File management
Tuesday, June 4, 2024 3:00 PM

File formats
• The need for characteristics and uses of generic file formats
• A generic file format can be opened in suitable software on most platforms
• Some file types used by Microsoft Office, such as Excel spreadsheets (.xlsx), Word documents
(.docx), and Access databases (.accdb) are not generic

Generic file formats

generic text files
Comma separated values:
• .csv
• takes data in the form of tables
• saves it in text format, separating data items with commas
Text:
• .txt
• text file is not formatted and can be opened in any word processor
Rich text format:
• .rtf
• text file type that saves some of the formatting within the text

generic image files

Graphics interchange format:
• .gif
• stores still or moving images
• efficient method of storing images using a smaller file size
• widely used in web page
Joint photographic expert group:
• .jpg
• .jpeg
• stores still images, but does not store moving images
• efficient method of storing images using a smaller file size and is widely used in web pages
Portable document format:
• .pdf
• a document which has been converted into an image format
• can contain clickable links and buttons, form fields, video, and audio
• can protect a document to stop others from editing it
Portable network graphics:
• .png
• compresses graphics (image) files without any loss of image quality

generic video files

Moving pictures experts group layer 4:
• .mp4
• not a single file format
• a multimedia container which is used for storing video files, still images, audio files, subtitles, etc

generic audio files

Moving pictures experts group layer 3:
• .mp3
• compressed file format used for storing audio files

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 • compressed file format used for storing audio files
• cannot store still or moving images

generic files used for website authoring

Cascading Style Sheets:
• .css
• a style sheet which is saved in cascading style sheet format
• attached to one or more web pages
Hypertext Markup Language:
• .htm
• .html
• a text-based language used to create content that a web browser can display as a web page

Generic compressed files

Roshal archive:
• .rar
• container which can hold almost any file type in a compressed format
• reduce the number of bytes
Zip:
• .zip
• a container which can hold almost any file type in a compressed format
• to reduce the number of bytes needed to save a file

1. How to create the New folder in your computer? 2M

- Right click anywhere in your computer screen, Select New, Select Folder.

2. How to find the software in your computer? 2M

- Type the software name in the Search Box

3. Which areas can you store the file in your computer? 2M

- My document, Local Disk D:

4. How many ways for taking screen shoot? Explain. 4M

- Window+Shift+S, Printscrn, snipping tool

5. Write down the meaning for the following. 4M

- Save - saves the current file with the same filename
- Save as - saves the current file with a new name, and/or new file type, and/or in a new location
- Print - print the current file
- Export - export, save a copy in .pdf format, or to change the file type in some packages

ICT Page 60
Chapter - 12 : Images
Wednesday, November 13, 2024 10:07 PM

12.1. Editing Images

• To save a picture with 8 bits - of colour depth, save it as a gif
○ Open it in Paint and save it as
• To compress the size of a picture, open it in the picture manager
○ Edit picture
○ Compress pictures
○ Choose the most suitable option
• To change the colour options of a picture, use picture manager
○ Edit picture
○ Colour

ICT Page 61
Chapter - 14 : Styles
Wednesday, November 13, 2024 9:58 PM

14.1. House Styles

• Remember to follow all the instructions given to avoid losing easy marks
• Type in the name of the style exactly as it is in the paper
• Click on the drop-down arrow in the Styles section → select Create a new style
• Always base your styles on the Normal font
• Setting the line spacing → click on format → then paragraph → select required options
• From the same tab, you can change the spacing before and after the paragraph
• Setting all capital letters → click on format → font → tick the option All Caps

• To set certain bullets to a list style → click on format → click on Numbering → Bullets tab → choose the required
option
• To indent text for a style → click on format → Paragraph and input required indents under the Indentation section.
Choose hanging indents to indent the whole paragraph and the first line indents to indent only the first line of a
paragraph.

ICT Page 62
Chapter - 15 : Proofing
Wednesday, November 13, 2024 10:00 PM

15.1. Mail Merge

• Create a master document, which is mainly given as a source file
• In the master document, click on the Mailings tab
• In the start mail merge section, click on select recipients → select use an existing list →
choose the source file
• Select records to be used, filter if necessary

• Insert merge fields where indicated with chevrons, i.e.

• Place automated current date and/or time, as well as your name, centre number and
candidate number where specified. Ensure the date is in the correct format specified.

• Spell-check and proofread the document.

• Save the master document, and click finish and merge. Preview results and ensure that
they look as required.
• While printing:
○ Check all merge fields are placed
○ Field codes are visible if necessary. (Go to Advanced settings so they are displayed
when printing. Proof of date inserted may be asked, right-click and toggle field codes,
or just use the shortcut Alt+F9.)

ICT Page 63
Chapter - 17 : Document production
Wednesday, November 13, 2024 9:56 PM

1.1. Word Processing (MS Word)

• Serif – with flicks, e.g. Cambria
• Sans-serif – without flicks, e.g. Calibri
• One part of the document is 1 column, and the rest is in two columns. a → section break.
• When you want to move text to the next column, a → column break.
• To force all further text onto the next page → page break
• A widow= single line that appears on the next page or column, separated from the rest of
the paragraph
• An orphan = a single line that appears on the previous page or column, separated from
the rest of the paragraph.
• To add page numbers in the header/footer ------→ Place your cursor where you want to put
the number → Go to insert tab → Quick parts → Select Numbering category
→ Select Page in field names → Click Ok
• Add the file size/name (including file path) → click on Quick Parts in the Insert tab → click on
Field → select File Size or File name. For file path →, check the box to include file path. For file size
→, choose whether Kilobytes or Megabytes.
• Include date → click on Date & Time in Insert tab → choose an appropriate format as specified.
(If the date/month format is flipped →, change your region/ language settings on your computer
to the United Kingdom.)
• Update fields if required (select auto-update while inserting fields.)

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Chapter - 18 : Databases

18.1. Data Manipulation (MS Access)

• While importing files, make sure you select text file and not excel file, as .csv files are plain
text.
• When they ask for a set number of decimal places in a field, choose Fixed in Format.

• Ensure that the dates displayed in the table are in the correct format under Table Design
view.

• To form a relationship between two tables, go to the Relationships section of the Database
Tools tab and choose the required tables.

• The calculations will ONLY work if placed in the report footer. If Σ Total is used, then it
appears automatically in the report footer.

Count the number of fields in a report =COUNT(\[Primary_field\])

Always use the primary field as it is the unique field
Sum of fields in a report =SUM(\[Field_name\])
Average of fields in a report =AVG(\[Field_name\])
Minimum of fields in a report =MIN(\[Field_name\])
Maximum of fields in a report =MAX(\[Field_name\])
afterbefore

What is a database?
• A database is an organised collection of data

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 • A database is an organised collection of data
• stores and retrieves data
• field
○ a single item of data.
○ Each field has a field name that is used to identify it within the database.
○ Each field contains one type of data
• record
○ a collection of fields
○ These may contain different data types.
• file (in database terms)
○ an organised collection of records.
○ A file can have one or more tables within it.

Although all databases have these three elements in common, there are two types:
• flat-file databases
• relational databases

Flat-file databases
• stores its data in one table, which is organised by rows and columns

Relational databases
• stores data in more than one linked table, stored in a file
• The tables within a relational database are linked with relationships

Key fields
• Primary and foreign key fields
• A primary key field that holds unique data
• A foreign key field in one data table stores values from a primary key field in another table

Advantages if relational databases

• Duplicated data is reduced
• Database space is not wasted (due to unnecessary duplicated data)
• Quicker to enter data as there are less duplicates
• Quicker to update data

1. What is Datasheet View? 1M

• Can assign, edit and insert information/data

1. What is Design View? 1M

• Can assign to field names, and edit

1. What is primary key datatype? 1M

• Autonumber

1. Difference between flat file database and relational database. 2M

• Flat file database stores its data in one table, which is organised by rows and columns. Relational
database stores data in more than one linked table, stored in a file

1. Difference between primary key and foreign key. 2M

• A primary key holds unique data and is used to identify that record
• A foreign key stores values from a primary key in another table

1. A Flat file database stores its data in one table which are organissed by rows and columns

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 1. A relational database stores the data in more than one linked table, stored in a file

1. A record contains data about one person or item

1. Each column in a database table contain field which has been given a field name

1. Name the type of field used to hold unique data that is used to identify each record. 1M
• Primary key

1. Name the three main data types used in database fields. 3M

• AutoNumber, ShortText, Number

1. Explain the most important reasons for using a relational database rather than a flat-file
database. 2M
• Data in a relational database is not repeated and it is also much easier for users to produce
reports from a relational database, where data is held in two or more tables, than from two or
more flat-file database

1. Name the sub types of numeric data described:

• Data displayed to show today's date : Date and Time
• Data contains only whole numbers : Integer
• Data displays a symbol like $ often has two decimal places : decimal/currency
• Data can contain whole numbers and decimal values : decimal
• Data displays the time: Date and Time

1. How to import the external file into MS Access

• Click ----> External Data ----> Click down arrow for New Data Source ----> From File ----> Text File

You can see two views for table in Access. Click Home tab and choose
• Datasheet View: Can see, edit and insert all information/data
• Design View: Can see, edit and insert data type and field names

1. How to edit data types

• Go to Design View

1. How to enter data using a table

• Go to Datasheet View

Database Program
• A database program is software which stores and retrieves data in a structured way

• Purpose of database form**

Forms allow you to both add data to tables and view data that already exists

What does a well-designed form look like?

• Using closed questions
• Limit the different answers to be stored in the database amd will make it easier to search. e.g drop
down list (combo,list)

Purpose of database Query

• Can search for data in access using query
• How to search the data in Query by SQL Language?
Same data (e.g. "apple")

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 ○ Same data (e.g. "apple")
○ Not same data (e.g. Not "applie")
○ Two or three types of data (e.g. Type "apple" colour "green")
○ Different type of data (e.g. Type "apple" colour "green")
○ Like data (e.g. Type "AL*") * means all data
○ How to concatenate default value and column
▪ " " + [column name]

Types of criteria input in Query

"Orange" = Find a specific word
A* = Text starts with…
*S = Text ends with…
*AP* = Text must contain…
100 = Find a specific value
<100 = Find data that is less than a value
<=100 = Find data that is less than or equal to a value
>100 = Find data that is higher than a value
>=100 = Find data that is greater than or equal to a value
Not 100 = Find numbers that are not equal to a value
Between 100 and 200 = 200 Find values in a range (from…to…)

Create the query by using one table

Create ----> Query Wizard
Can choose the data by using SQL

Create the query by using two tables

Create ----> Query Wizard
In table area, you can choose appropriate field name from each table because of already created
relationship for these tables

Can create a new column in query with formula

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Chapter - 19 : Presentations
Tuesday, June 4, 2024 3:01 PM

How to open word file in powerpoint?

• Open ----> Powerpoint
• File ----> open ----> choose the source file ----> open

Master Slide
• Master slide allows you to design the layout of all your slides before you start adding objects (such
as text or images) to individual slides, It holds information on colours, fonts, effects and the
positioning of objects on the slides
• The top one is primary master slide

How to create Master slide

• View ----> Slide Master

How to go back normal view style?

• View ----> normal view

How to put automatic slide number in master slide?

• In master slide, can see original slide number area (#) Select this area and click insert ---->
header/footer ----> check slide number check box and click apply to all

How to put footer in master slide?

• In master slide, can see original footer area. Select this area and click insert ---->
header/footer ----> check footer and type the data in footer area ----> click apply to all

How to put shape and image in master slide?

• Insert ----> text box and shape

Subheading style is not visible in this master slide, so you need to move into the master slide for the
Title Slide Layout (the first master slide down)

Serif and Sans serif

• Most commonly used serif fonts include Times New Roman, Garamond, Baskerville, Georgia, and
Courier New. Some of the most popular sans serif fonts on the black include Arial, Helvetica,
Proxima, Nova, Futura, and Calibri.

How to put presenter/speaker notes?

• Select the slide ----> View ----> Notes ----> can type

How to check speaker notes?

• File ----> print ----> choose Note page is full page slide area

How to create hyper link in the slide

• Create the text and any shape
• Select the text or shape ----> insert ----> link ----> can choose website or email ----> can type
website link in address area or can type email address in email link and data for subject

Insert the image, table, chart, video and audio

How to create a table
• Insert ----> can choose rows and columns for creating the table ----> type the data and copy and

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 • Insert ----> can choose rows and columns for creating the table ----> type the data and copy and
paste from original file

How to create the excel chart into powerpoint

• Open the table ij excel ----> Select the appropriate data and create any chart design (pie, column,
bar) ----> format the chart design

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Chapter - 20 : Spreadsheets
Tuesday, June 4, 2024 3:02 PM

DESCRIPTION FORMULA
Add, Subtract, Multiply, Divide =A1+B1
SUM = Adding a range of numbers =SUM(A1:A4)
AVERAGE - Find the average =AVERAGE(A1:A4)
MIN - Find the low value =MIN(A1:A4)
MAX - Find the highest value =MAX(A1:A4)
COUNT - Finding how many numbers =COUNT(A1:A4)
are in a range
COUNTA - Counting the number of =COUNTA(A1:A4)
items in a range
INT - Converts to the lowest whole =INT(A1)
number
ROUND - Rounding numbers =ROUND(A1,2) The 2 is the number of decimal places
ROUNDUP - Rounding numbers up =ROUNDUP(A1,2) The 2 is the number of decimal places
ROUNDDOWN - Rounding numbers =ROUNDDOWN(A1,2) The 2 is the number of decimal places
down
VLOOKUP - Looking up what =VLOOKUP(A1,$B$1:$C$8,2)A 1 is the cell to check$B$1:$C$8 is
particular values mean from a table the array to look in2 is column 2 from $B$1:$C$8 meaning
arranged vertically return the value in column 2 in that section.
HLOOKUP - Looking up what =HLOOKUP(A1,$B$1:$G$2,2) A1 is the cell to check$B$1:$G$2 is
particular values mean from a table the array to look in2 is row 2 from $B$1:$G$2 meaning return
arranged horizontally the value in row 2 in that section.
SUMIF – adding up specific values in =SUMIF($B$1:$C$8,A1, $D$1 :$D$8)Checks if any cells in $B$1:
a range $C$8 = A1 and if they do then it adds them together
COUNTIF - Counts the number of cells =COUNTIF(A2:A4,">4") Checks that cells have a value greater
in a range that satisfy the given than 4
criteria =COUNTIF(A2:A4, A1) Checks that the cells are equal to the
value in cell A1
IF – Deciding what will go into a cell =IF($B$1:$B$8=A1,”A”)IF the value in A1 appears in the range of
cells then write A
Nested IF =IF($B$1:$B$8=A1,”A”, IF($B$1:$B$8=A2,”B”, IF($B$1:$B$8
=A3,”C”,D)))IF the value in the range equals A1 then write A, if it
equals A2 write B, A3 write C and none of them D
Average IF – it searches for criteria =AVERAGEIF($D$4:$D$64,G3, $E$4:$E$64)$D$4:$D$64 is the
and makes an average of the range range, G3 is the criteria, $E$4:$E$64 is the average range
according to the criteria
SQRT – Square root of a number =SQRT(B3)B3 is the number

Sum
• =sum (A2:C2) —> A2 + B2 + C2
• =sum (A2,C3) —> A2 + C3

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 • =sum (A2,C3) —> A2 + C3

Multiply
• =A2 * B2

Division
• =A2/B2

Exponent
• =A2 ^ 2

Average
• =average (A3:A8)

Maximum
• =max (A3:A6)

Minimum
• =min (A3:A8)

Int (A1)
• Takes the whole number part of a number and ignores all digits after the decimal point.
• 123.56 —> 123

=ROUND (A1, 2)
• Rounds the contents of A1 to 2 decimal places
• 123.578 —> 123.58

=ROUND (A1, 1)
• Rounds the contents of A1 to 1 decimal place
• 123.578 —> 123.6

=ROUND (A1, 0)
• Rounds the contents of A1 to 0 decimal place
• 123.578 —> 124

=ROUND (A1, -1)

• Rounds the contents of A1 to the nearest 10
• 123.578 —> 120

=ROUND (A1, -2)

• Rounds the contents of A1 to the nearest 100
• 123.578 —> 100

Count (B4 : B9)

• Can count for the numbers only

Countif
• =countif (B4 : B9,”apple”)
• Can count the number of cells that contain exactly criteria data

Counta
• =counta (B4 : B9)
• Can count the number and alphabet together not including blank cell

Countblank
• =countblank (C1 : C3)

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 • =countblank (C1 : C3)
• Can count the number of blank cells only

Sumif
• =sumif (B1 : B9,” > 9 “)
• Can sum cells based on criteria

IF
• Contains a pair of brackets and within the brackets, three parts, each separated by comma
• =IF (A1=5, A2*0.05, “No discount”)
• =IF (C3>=10, “Very experienced”, “Not experienced”)
• =IF (A1= “Apple”, “I like it”, “Don’t like”)

NestedIF
• Nested functions means having one function inside another one
• =IF(C3>=10, “Very experienced”, IF(C3>=5, “Experienced”, “Not Experienced”))
• =IF(D10>550, “A”, IF(D10>500, “B+”, IF(D10>300, “C”)))

AND and OR function in NestedIF

• =IF(AND(A3>5, A3<10), “Good”, “Bad”)
• =IF(B14>=1100, “10”, IF(B14>=800, “6”, IF(B14>=500, “4”, “0”)))

Absolute Reference ($)

• If you want to assign the default cell for finding area, you will put absolute reference ($)
• =$A$1 : $D$2

LookUp
HLookUp
• A function that performs a horizontal lookup of data
• =HLookUp (main value, table range, row number, FALSE/TRUE)
• =HLookUp (B4, $A$1 : $D$2, 2, FALSE)
• FALSE = Specific Data
• TRUE = Nearest Data

VLookUp
• A function that performs a vertical lookup of data
• =VLookUp (main value, table range, column, FALSE/TRUE)
• =VLookUp (B4, $A$1 : $D$2, 2, FALSE)

Finding the data from another table using HLookUp or VLookUp

• =(Cell reference, filename! Table range, row or column number, FALSE)
• =VLookUp (A2, [Link]! $A$1 : $D$2, 2, FALSE)

IF (Sumif and Countif)

A B
1 Apple 3
2 Orange 5
3 Apple 7

What is the total value of Apple by using the formula in A5.

=SUMIF ($A$1 : $A$3, “Apple”, $B$1 : $B$3)
=SUMIF ($A$1 : $A$3, A6, $B$1 : $B$3)

Types of Sorting

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Types of Sorting
Ascending order : Arranging data from A to Z, numbers from lowest to highest.
Descending order : Arranging data from Z to A, numbers from highest to lowest.
Contains A = *A*
?A = A followed by any letter

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Chapter - 21 : Website authoring
Wednesday, November 13, 2024 10:03 PM

21.1. HTML
• Anchors: help navigate throughout a webpage
○ Highlight the destination of the anchor, and set a bookmark
○ You can use
tags in your code around this text
<div id="top"> Destination text </div>
○ Highlight the word or image that will be the hyperlink, click insert a hyperlink, and
type the address of the website, the bookmark, or the email address provided in the
respective places.
○ If the link needs to open in a new window, select New Window from the target frame.
This will give you a target setting of "_blank."

• If there are specified dimensions for a table, use the table properties to set these values.
• Check the code to ensure that the table is not set to 100% width, if there are other values
given.
• To hide bullets from your webpage, add hidden after your tag selector.

Font type h2 {font-family: “Times New Roman”}

Text size h2 {font-size: 16pt}
Aligning text h2 {text-align: center}
‘Bold’ text h2 {text-weight: bold}
‘Underline’ text h2 {text-decoration: underline}
Second choice of font h2 {font-family: “Times New Roman, Verdana”}
Adding generic fonts (either serif or sans- h2 {font-family: “Times New Roman, serif”}h2
serif) {font-family: “Calibri, sans-serif”}
Changing colour h2 {color: #000000}
Using classes to set styles. It can be used by right {text-align: right}
many selectors

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 many selectors
Comment in HTML - text that is not read by
the computer, only for users
Comment in CSS - text that is not read by /* Enter comment here */
the computer, only for users
• Colour codes have three parts:
(RED, GREEN, BLUE)
Amount of Light (colour) Hex code
Fully on FF
¾ on C0
½ on 80
¼ on 40
Off 00
• Examples:
○ Pure red is (FF0000)
○ Pure green is (00FF00)
○ Pure blue is (0000FF)
○ Pure yellow is (FFFF00)
○ Pure black is (000000)
○ Pure white is (FFFFFF)
HTML tag
Opening/closing head tag
Page title
Attaching a CSS file <link rel=“stylesheet” type=“text/css”
href=“[Link]”>
Defining anchor tag
Setting default target window
Opening of the body/content
Table tag | border width as 1 |
alignment centre
21.2. CSS
What is CSS?
• Cascading style sheet
• Used to style webpages
• Two types
○ Embedded/inline
○ External
Embedded
• Used to apply style properties within HTML sheet
• Format:
○ …style = “attribute: specification”>
○ Inline CSS for e.g. <table border=”1” style= “width:200px”>
• To add several attributes, add a semicolon to separate them and then use the same
format
○ For e.g. < table style= “width:29%; margin-left: auto**;**”>
• For inline CSS, adding -style= “….”- is mandatory.
External
• External CSS sheets are separate sheets that style the webpage.
• To use, they are required to be attached to the main HTML file using the tag:

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 • To use, they are required to be attached to the main HTML file using the tag:
○ <link rel=“stylesheet” type=”text/css” href=”[Link]”>
○ The tag is placed in the head tag of the html file. Several html sheets can be
attached.
○ Preference is given to the sheet placed last in the head tag
• Format for external CSS
○ h1 { property: value ;}
○ for e.g. h1 { color:#000000;}
▪ ↑ Element source is taken from HTML script linked
CSS Tags
Colours
• Colours can be in hexadecimal
○ hashtag before the hexadecimal is mandatory
○ e.g. #000000
○ F full capacity
○ 0 is the least capacity
• Some colours can be written in words. Such as black or white.
Fonts
• Fonts are given priority from first to last in order
• To add multiple fonts, add commas.
○ Eg. h1 { font-family: Arial, Calibri, sans-serif;}
Tables
• Tables have many attributes to help style them
○ Cell padding: creates space between text and cell border
○ Cell spacing: creates space between individual cells
○ Borders
○ Background colour: background tags in the tables only apply to the tables.
• Individual td or th headings can also be specified in CSS
Table tags format
cell padding Table { padding :40px;}
cell spacing Table { spacing : 30px;}
borders Table { border-width:3px;}
Table { border-color: #000098;}
Table { border-style: solid;}
Table { background-color: #009499;}
Td/th tags td { font-size: 3;}
td { font-family: Calibri;}
td { color: #000000;}
Dimensions table { width:50px;}
table { height:60px;}
• body { background-repeat: no-repeat;}
• body {background-position: top/left/right/bottom;}
• h1 {text-align: left/right/top/bottom;}

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