Commercial Data Processing

Commercial Data Processing

• Computers are used to gather, store, process and output huge amounts of data.

• They are used by banks, mail order companies, power companies, holiday companies, etc, etc

Use of CDP systems

• Stock control – keeping track of how many of each item the company has

• Payroll Production – calculating wages and printing wage slips

• Keeping Track of orders – You can go on-line and ‘see’ how much of your computer has been built or track a package that is being sent to you.

Use of CDP systems

• Producing Invoices – Bills that say how much you owe the company.

• Monitoring Payments and withdrawals – You can now bank on-line and examine your account at any time

• Processing Application Forms – An example would be completing a form on-line for a job or e-mail account

Task 1

• Give 5 types of company that will use CDP systems.

• Explain 4 ways, with examples, that CDP systems are used

Why CDP systems are better

• Cope with large amounts of data

• Very good at repetitive tasks – don’t get bored

• Process data at high speed

• Accurate – no mistakes

• Let you see the data immediately

Data & Information

• A computer works with data – it doesn’t have to know what it means.

• Once data has been processed it has meaning: and is called information.

Data Processing Cycle

Collect, Prepare, Enter data

Process and Store Data

Output Info

Task 2

• Give 4 reasons why CDP systems are better than doing the job by hand.

• What is the difference between data and information?

• Give the three stages of the data processing cycle.

Collecting, Preparing & Entering Data• Magnetic Stripes – Used on bank cards,

credit cards, store cards (eg loyalty cards)

Smart cards are now taking over with banks and credit companies using them.

Magnetic Ink Character Recognition – Allows for rapid

processing of cheques and helps prevent forgery.

• Bar Codes – The bar code contains info about the company and the product. It very rarely contains the price. This is stored elsewhere on the computer system so the same label can be used in different shops.

Mark Sense Cards

• Mark Sense Cards – Used by lottery – info stored on computer to work out winners and prizes.

Task 3

• Where would you find magnetic stripes in use?

• Why are bar codes popular?

• What is MICR?

• Why is MICR used on cheques?

Now do Knowledge Check 1

Checking the data• Presence Check

Makes sure the FIELD is not left blank e.g. if you are registering for an e-mail account there are certain boxes you must fill in or it is rejected.

• Range CheckThis checks that data is within certain boundaries e.g. a month must be

> 0 and < 13

• Field Length CheckThis checks that the right number of characters have been entered e.g. if your pin number must have 4 numbers then 124 would be rejected but 1247 would be accepted.

• Field Type CheckThese checks are made to ensure data is of the correct type. e.g. they can detect numbers where text should be. If someone enters numbers into a name field it will be spotted as an error.

Please enter Name: 1267 – re-enter please

• Check DigitsThe last number on a bar code is the check digit.

Check digit makes sure that the other numbers have been entered

A sum is done on the other numbers and if the answer does not equal the check digit then the item is rejected.

.

Task 4What check would you use to make sure

• a name was typed in and not a number?• An account number was entered properly?• To make sure people didn’t order too many of

any one item?• To make sure that the name was not left blank?• To make sure that a proper postcode was

entered?

Do Knowledge Check 2

FileThird Year Pupils First Name:

Last Name:

D.O.B

Address:

Tel No:

Class:

Guidance:

First Name:

Last Name:

D.O.B

Address:

Tel No:

Class:

Guidance:

First Name:

Last Name:

D.O.B

Address:

Tel No:

Class:

Guidance:

Fields

Record

Files Records Fields

Processing and Storing DataCode Description Size Colour No in

Stock

B234R Bicycle 32” Red 6

B234B Bicycle 32” Blue 4

T641 Shirt 14 White 12

Task 5

• How many records were shown?

• How many field were there?

• List the fields that might be used by

i) a payroll system

ii) a mail order firm

iii) a bank

Payroll SystemThis could have the following info:• Employee Name• Employee date of birth• Employee Address• Works number• Job title• Rate of Pay• Hours worked• Tax Code

Mail Order Firm

Item:

Code Number

Description

Colour

Size

Cost

Number in Stock

Supplier’s details

Customer:

Name

Address

Post Code

Phone Number

Credit rating

Bank

Info kept by bank

• Customer Name, Address, Postcode

• Type of Account

• Account Number

• Amount in account

• Details of Standing Orders/Direct Debits

Task 6

• Give examples of 5 types of interactive processing systems e.g. Booking a holiday in a travel agents.

Data SecuritySoftware Security

All files must be protected from hacking (unauthorised access) and data loss or corruption (becoming unreadable)

Computer programs can:• Give IDs and passwords• Code the data (encryption) – if it gets

stolen it is meaningless• Auditing software

Data SecurityPhysical Security

• Guards

• Locks on computers

• Limit access to computer area

• No floppy drives or CD drives – prevents copying data or introducing viruses.

Task 7

• Describe 3 types of software security that can be used to protect a computer system.

• Describe three types of physical security measures that can be taken.

Do Knowledge Check 3

Questions 1-4

Output of Information

• MonitorsDisplays info on a screen.

• PrintersProduces a hard copy or printout of your info.

Large businesses need high speed printers. A small

business could use a standard laser printer.

Hardware

Mainframe Computer has

• Very fast processors – able to do lots of calculations

• Large internal memory – can store all the data needed in use

• Large backing storage – can save large amounts of data e.g. large hard disk.

Task 8

• Describe the type of printer required to produce electricity bills.

• Why are mainframe computers needed?

Jobs

• Systems analystWorks out the tasks to be

carried outDecides on the hardware

neededDesigns the software

(programs)Makes sure the system is

set up and tested

Jobs

• Programmers

They write the software which runs the CDP system

Jobs

• Engineers

They set up the hardware

They do maintenance – repairs etc

Jobs

• Network ManagerSets up user IDsControls access to filesSets up links to printersInstalls softwareControls access to

websitesMaintains network

security

Task 9

• Who controls access to files?• Who repairs broken computers?• Who writes the software needed?• Who maintains network security?• Who decides on the hardware and

software needed?• Who makes sure that the system is

correctly set up and tested?

E-Commerce

This is using computers to buy and sell things.

E-bay is a popular example of this (auctions). Napster is another (getting music downloads).

You can also do on-line shopping and on-line banking

Electronic Fund Transfer (EFT)

• Teachers wages are paid this way – the money goes into the teacher’s bank account automatically

Electronic Fund Transfer

• Computers transfer money electronically from one bank account to another.

If you buy your shopping using a debit card the money is taken from your account and put into the supermarket’s account.

• Advantage for Customer

Customer doesn’t need to go to bank to withdraw money.

Customer doesn’t need to carry large sums of money around e.g. buying a car.

• Advantage for business

Company doesn’t have to handle such large amounts of money

Less chance of a robbery

Point of Sale (POS) Terminals

• Found at supermarket checkouts, this is computerised till which

1. reads in the details about the items purchased

2. adds up the bill

3. sends the data to the store’s computer

• Advantages for the Customer

• The use of bar codes speeds up the selling system – less queuing.

• Shelves are well stocked due to automatic ordering

• Receipts have all the details with less mistakes

• Special offers can be made e.g. buy one get one free.

• Advantages for the Business

• Pricing of goods is done by computer, saving on staff time

• System keeps a constant record of sales, helping to manage stock and finances.

• Shelves are kept well stocked – so customers are happy.

Initial and Running costs

• Initial costs are the costs of setting up the system - the hardware, software, systems analysts fee.

• Running costs are the costs of keeping the system going – maintaining the hardware and software, staff wages, printing costs, bills for electricity and telephone connections.

Knowledge Check 4

End of Unit Check

Do up to question 11