Standard Grade Notes

General Purpose Packages

General Purpose Packages

These are Software packages which allow the user to solve a range of problems.

Examples of GPPs

Word processingGraphicsSpreadsheetDatabasePresentation and multimediaWeb page creationDesktop publishingExpert systems

Advantages of GPPs

Can edit documents easily Data can be kept up to dateCan produce better quality work Can increase productivity

Common Features of GPPs

Open or run the applicationCreate, save, open and print filesInsert, amend and delete dataChange appearance of text

Change Styles e.g. Bold underline italicsChange Font e.g. Comic Sans, Arial, VerdanaChange Size e.g. 12 point, 20 point etc

Move and copy dataUse headers and footers Print part of a document

Word Processor

These are programs which give the user a variety of text handling functions.

Entering Text

Text is entered at the keyboard.Optical Character Recognition software can be used with a scanner.Voice recognition software can be used with a microphone.Tablet with handwriting recognition.Wordwrap automatically takes a new line when required

Proof ReadingTools to help the user find and correct errors

Spell checkerChecks against built in DictionaryMarks possible spelling mistakesGive suggestions for correct spellingUser decides whether to change spelling

Grammar CheckerSearch and Replace

Used to change a word throughout a documentGlobal – changes all words automaticallySelective – user decides for each change

Alignment of Text

Right alignedLeft alignedCenteredJustified

Page Formatting

Page size can be alteredPage layout can be portrait or landscapeMargins can be alteredPage breaks can be inserted

Documents

Standard paragraphs can be saved and used to make up different individual documents.Standard letters can be used with data files. They use mail merge to send the same personalised letter to lots of people.Text can be imported and exported to other programs to save retyping.Templates can be used to provide the structure of a document without having to set it up each time.

Printing

Printed output is called a hardcopyA Printer driver is a special piece of software which makes sure that the printer is able to print the text correctly. Each different printer needs its own specially written printer driver.

Spreadsheet

Spreadsheets are used mainly for tasks involving numbers and calculations.

Structure

Each location is called a cellEach cell has a cell referenceA horizontal set of cells is a rowRows are numbered from 1 upwardsA vertical set of cells is a columnColumns have the letters A, B, C, …

Data

Values – are numbersLabels – are textFormulae –perform calculations

Editing

Column width can be alteredRow height can be alteredInsert / Delete columnInsert / Delete rowAlter cell attributes or format

decimal placescurrencydate

FormulaStandard arithmetic can be used

= A4 + B4 + C4= G6 * F6

Built in functions can be used=SUM(B4:B14)=AVERAGE(H3:H16)=MAX(A1:A20)=MIN(C2:K2)

IF conditions are used when two results are possible

=IF(G6>100, G6*10%,0)=IF(K5<50,”Fail”,”Pass”)

Cell Protection

Cell protection can be used to prevent formula and values being changed accidentally.

Replication

This is copying the contents of a cell to another cell.

Replicating a relative cell reference adjusts the cell references to suit the new position.

Absolute cell references never change when replicated or moved.

Charts

Charts are used to help the user to understand the data at a glance

Bar ChartsPie charts Line graphsCharts should be labeled

TitleX axisY axis

Database

This type of software is used for storing and organising related data.

Structure

A File is a collection of recordse.g. File of pupil data

Records hold the data on one person or object in the file

e.g. data on one pupil

A Field stores one piece of datae.g. Name of pupil

Field Types

TextNumericTimeDate Graphic

Computed Fields

These are fields which get their value from a calculation involving other fields in the database.

Alter Record Format

Add or delete recordAdd or delete fieldAlter field type

Viewing Data

List / Table view shows all the records in one continuous tableForm view shows one record at a time

Report

Reports allow the user to specify exactly what is to be printedchoose which fieldschoose the orderchoose which fonts etcchoose layout

Searching

A search involves picking out certain records from the file.Also known as filter or a query

A simple search uses one fieldA complex search uses more than one

fieldAND and OR is used to combine

searches

Sorting

Putting the records into orderSimple sort on one fieldComplex sort on more than one fieldAscending / Descending order

Human Computer Interface

The HCI is used to interact and communicate with the computer.

Graphical User Interface

A Graphical User Interface uses pictures to control the computers actions.Most computers nowadays have a GUI and are easy to learn to use.GUIs are user friendly.

WIMP

Windows Icons Menus PointersWindow : displays items.Icon : picture to represent software or hardware.Menu : list of available choicesPointer : used to make selection

Toolbars

A series of icons which can be selected. These are usually the most commonly used functions of the program.

On-line Help

This is help to solve a specific problem.It is available within the package.It provides help while working.

On-line Tutorial

This teaches the user how to use the program.It gives step by step examples and exercises.It is best used when learning to use a new package.

Customising the HCI

Making changes to the HCIChange desktop colour or wallpaper.Change size of icons.Change speed of pointer movement.Change sound effects.

Template

These are like skeletons of documents.The format is already setup.Templates save time.Templates improve consistency.

Wizard

This is a guide through a complicated task.The wizard asks questions then sets up the document to the users requirements.

Keyboard Shortcuts

These save time for proficient users.Ctrl S will save the current documentCtrl P will print the current documentCtrl N will create a new blank document

Integrated Packages

This type of package has several GPPs in the one package.There is a common HCI.It is easier to learn to use all the different sections.Cheaper than buying several separate GPPs.Transferring data between sections is simple.

Suite of Packages

These are collections of applications from the same software company.The packages have a similar HCI.Transfer of data between packages is easy.They offer more features than integrated packages.Use up more disc space.Cost more than integrated packages.

Linking Files

Dynamic Linkage : data changes in one file are automatically updated in the linked file.Static Linkage : data changes in one file do not update in the linked files.

Graphics

Graphics packages are designed to create, edit and view pictures on a computer.

Types of Graphics Packages

DrawProduce objects on the screenPaintBitmapped graphics, uses pixels.

Graphics

A set of tools are usually availableDraw, text, select, fill, circle, line, rectangle, eraser, etc.

Alter Tool Attributes

Most tools can have their attributes changedcolourline thicknessfill

Graphics

Scaling – changes the sizeRotating – turns graphic by degreesCropping – cuts sides off graphicZooming – gives a close up view

Graphics

ResolutionHigh resolution : large number of small pixels better quality image.Low resolution : small number of large pixels poorly defined image.

Animation

Moving graphics.Actually a series of graphics played in succession to give the appearance of motion.Video - a series of photographic images played in rapid succession.

Animation

Early animators had to draw these individual images by hand. Thousands were needed to create a very short animation.

Animation

Computer animation software can help to take a lot of the work out of animating and make the task considerably easier.The software can fill in the gaps between drawings we have created.This process is called tweening or morphing.

Animation

The Toy Story Movie was the first to be created entirely using computer animation software.

Text File Types

ASCIIStores information about the characters in the document only.Can be read any computer and software.

Plain TextSimilar to ASCII but does store the return code for paragraph breaks.

Rich Text FormatStores information about the text and paragraphing, indentation, styles, fonts and sizes.

Graphics File Types

wmf – vector graphicsbmp – bitmapped graphicsgifjpeg – compressed graphicsavi - videompeg – compressed video

Audio File Types

MIDIStores instructions that tell the computer how to create musical notes. Eg pitch, duration.

Digital AudioStores samples of sound waves that have been changed into binary numbers.

MP3Audio files are often compressed to make them smaller.

Desk Top Publishing

This type of software is used when producing documents with complex layouts and a combination of text and graphics.DTP packages are used for creating magazines, books, leaflets and other types of documents.

Desk Top Publishing

DTP packages have many tools to help the user position text and graphics precisely in complicated layouts.The text is usually prepared in a wordprocessor then imported into the DTP package.The graphics are prepared in a graphics package then inserted into the DTP package.

Multimedia Presentation

This type of software allows the use of text, graphics, sound, animation and video.Using different types of data like this is called multimedia.Multimedia presentations can be

simple slide shows in a set sequence.interactive where the user chooses what to see by clicking on links to other slides.

Multimedia Presentation

Text, graphics, sound and video can be imported from files.Some packages will allow direct capture of audio using a microphone.

Web Design

World Wide Web pages can be created easily using this type of software.

Web Design

Web pages are created in Hypertext Markup Language. HTMLWeb design packages allow the user to create web pages without learning HTML.

Web Design

Hypertext links can be used to link to other related web pages.Hotspots can also be set as links.Tables are very useful for lining up text and graphics on a web page.

Expert Systems

This type of software is used to simulate the knowledge of a human expert.An expert system helps the user make decisions by asking questions and then giving advice.Expert systems are able to explain how they arrived at their conclusions.

GPPs in the Workplace

Jobs may be lost due to the introduction of computer systems and the use of GPPs. This is because many tasks can be done with fewer people.Jobs may change to fit in with the new computer systems.

GPPs in the Workplace

Staff will need training to use the new systems and softwareTraining is expensive but the business will be more efficient and productive which will save money in the long term

GPPs in the Workplace

Paper use should decrease as companies store information on hard discs, CDs and DVDs and USB flash drives.Less storage space is required.The frequent use of mail merge and easy access to printers does tend to increase the use of paper, however.

Initial Costs - essential

Cost of the computer hardwareCost of the applications packagesInstallation costs eg network cabling, power sockets

Training costs for staffRedundancy payments

Replacement Costs - optional

Newer more powerful computersNewer software with more featuresWorn out printers, scanners, monitors etc will need replacements.New technology devices as they become available

Running Costs - essential

Maintenance and repair costsPrinter ink and tonerPrinter paperInternet connections

Data Protection Act

Data Protection CommissionerA government official who regulates the use of

personal data

Data SubjectThe person the data is about

Data ControllerThe business or organisation that controls the use

of the personal data

Data UserA person within the organisation who has access to

the personal data

Data Protection Controllers

Register with the Data Protection CommissionerApply for permission to keep personal data on computersState what data they want to keep, what it will be used for and who has access to itComply with the data protection principles

Data Protection PrinciplesProcessed only if the consent of the individual is givenBe held only for registered purposesBe accurate and up to dateBe relevant and not excessiveBe adequate for the purposeBe processed in accordance with subject rightsBe surrounded by proper securityOnly be transferred to countries outside the EU who have adequate security measures.

Data Subject Rights

To know what is stored about themTo know why the data is being processed and who will receive itCheck the data and have errors rectifiedAsk for compensation for inaccuracies or if unauthorised people see their data

Data Protection Exemptions

Subject Access rights can be denied byPoliceSecurity ForcesInland Revenue

Copyright Designs and Patents Act

Software is copyright material

It is illegal tomake unauthorised copiesrun unauthorised copies

Computer Misuse Act

It is illegal toGain unauthorised access to a computer systemMake unauthorised modifications to computer data

Penalty : up to five years imprisonment