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R001Understanding Computer Systems- Revisions Guide

Miss L GeorgeEGA ICT Department

Exam Date:Tuesday January 14th, 2014

Morning

Year 11GCSE Mock Examinations

December 3rd 2013ICT

Theory Exam Tuesday 3rd December 2013 (1Hr)

Theory Content R001- Understanding computer systemsLO1

Hardware devices –portable & non-portable Input/output devices System software Application software Storage and connectivity of devices Assistive technology Using Technology to monitor and track

LO2 Data capture methods File formats Validation and verification Data storage and transfer Back-ups and recovery systems

LO3 Business communications Diary management software Collaborative documents

LO4 Moral and ethical issues of using ICT in business Computer use legislation the implications and consequences of data loss, corruption and theft Threats to the security of data; Using automatic and manual updating facilities for operating systems and security

software

Useful Websites/resources

egaict.wikispaces.comwww.teach-ict.comBBC BitesizeTeaching notes on The S Drive (student on EGA area)Notes in your exercise books

Revision / Intervention

Sessions

After school -3:15-4:15Thursday 7th January : 11C[LGE] and 11D[SSH]Friday 8th January: 11A[SSH] and 11B[LGE]Tuesday 14th January: Revision Breakfast -3rd floor hall

Teacher Contact for Support

Miss George [LGE] – Room 3.11Mr. Shum [SSH]- Room 3.44

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Revision Tips

What are some good methods to use?? Revise, Revise, Revise

Revise with a friend and test your self

Do practice papers/questions then compare your answers to the mark scheme

Create flash cards for key definitions, include images

Do a little revision, often (30 minutes a day)

Download the Cambridge Nationals Revision app for Iphone and Android

Tips for the long answer question1. Always give both sides of the argument (for and against)

2. Aim to give at least 2- 3 points for each side

3. Use full sentences, even if you have a bulleted list

4. Use some relevant ICT key terms

Spotting Key words and what they mean

State- simply give the answer

List – no need for a paragraph or full sentences. Make a list of the answers

Describe- Say what the answer is and describe by giving an example

Explain – Use the PEE (Point, Evidence, and Explain) process

Tips for completing the paper

Answer ALL questions

Read each question at least twice

Look at the number of marks allocated to the question and make sure you at least give the same number if matching points

Answer the questions you know first, then go back to the ones you are not quite sure about

Do not leave any blank spaces

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Cambridge Nationals in ICT Unit 1 – “Understanding Computer Systems” – 14th Jan 2014 9:00am release topics

Topic Understood? Maybe…LO1 – UNDERSTAND HOW ICT CAN BE USED TO MEET BUSINESS NEEDS1 How ICT is used by individuals and businessesHow ICT is usedThe difference between desktop and portable systemsPortable computer systemsAdvantages and disadvantages of different types of computer systemInput devicesOutput devicesStorage devicesConnectivity devicesChoosing and configuring systemsUsing computer systems and devices for remote workingSystem softwareApplication software (revise database software in particular)2 Factors affecting the choice of systemHow various factors affect the choice of a computer system3 Connecting peripherals to a computer systemsConnecting computer peripherals4 Connecting to a wireless networkConnecting devices to wireless networksRemote access to networks5 Monitoring of employees by organisationsMonitoring employeesLO2 – KNOW HOW TO WORK WITH INFORMATION AND DATA TO MEET SPECIFIED BUSINESS NEEDS1 Data capture methodsDataHow data is capturedPaper forms and online formsAutomated data capture

Most likely topics are highlighted in green

Topic Understood? Maybe…2 Storing dataFile formats (revise open file formats and pdf document file format in particular)Data security3 Data transferData transferring technologiesFactors affecting the choice of data transfer methods4 Backups and recoveryBackupsFactors affecting the choice of backup methodLO3 – KNOW HOW ICT CAN BE USED TO SUPPORT BUSINESS WORKING PRACTICES1 How businesses can communicate with employees and others working remotely

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Communication methods and how they support businessesAdvantages and disadvantages of communication methodsEmail and email etiquette2 How diary management software can be used to organise work schedulesDiary management software (DMS)3 Creating and editing documents collaborativelyCreating and editing documents collaborativelyLO4 – UNDERSTAND HOW LEGAL, ETHICAL, SAFETY AND SECURITY ISSUES AFFECT HOW COMPUTERS SHOULD BE USED1 How legislation affects business computer usersComputing legislation and the CMAHealth and safety legislationThe Data Protection Act (DPA)The Copyright, Designs and Patents Act2 How moral and ethical issues affect business computer usersPersonal data and cyber bullyingMonitoring of individuals by organisations3 The implications and consequences for organisations of data loss, corruption and theftData loss, corruption and theft4 Threats to data securityThreats to data securityActions to minimise risksAutomatic and manual updating facilities for operating systems and security software

Most likely topics are highlighted in green

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LO1: Understanding how ICT can be used to meet business needsHardware devices –portable & non-portable (desktop Computer systems)

Desktop computer systems are usually found in office environments. They are usually to large and heavy to move from place to place.

Portable devices are computer devices that allow you to work on the go. They tend to be small and lightweight; easy to carry around.

Examples include:– Laptops – Netbooks – Mobile phones – Tablets (I pad, Android Tablet) – handheld consoles (PSPs)– Media players (e.g. iPods, mp3 or video players)

Features of some portable devices

Input/Output/Storage/connectivity devices

INPUT DEVICES- allow you to enter data into a computer system

OUTPUT DEVICES- allow you to get information from a computer system

STORAGE DEVICES- These allow you to save work created on a computer system5

CONNECTIVITY DEVICES- These allow computer system to connect up to a network such as the InternetBelow is a table that shows you some examples of devices that come under each category

INPPUT OUTPUT STORAGE ConnectivityKeyboard printer CD R/CD RW ModemMouse Monitor/screen DVD R/ DVD RW RouterMicrophone touchscreen USB Drive Wireless RouterWebcam speakers Desktop Hard Drive Wi-Fi

dongle/Wireless NICJoystick headphones External Hard Drive Network Card (NIC)Game controller Projector SD card Switchtouchscreen Interactive whiteboard Floppy Disk* Wireless Access

Point (WAP)Touch screen stylus/pen Graph Plotter Magnetic TapeScanner Laser Cutter Solid Sate DriveKey padTouch padSpecialist keyboards (braille)Remote controlsBar code reader/scannerChip and Pin readerMagnetic Strip readerMIDI (connects musical instruments to computer systems using specialists interface)Camerasensors

Tip: Can you find any other INPUT/OUTPUT or STORAGE devices?

More examples with images

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Storage and connectivity of devicesStorage capacity: how much space a storage device has available

Different storage devices use different methods to save data. The Four main methods are Optical : CD , DVD , Blu-Ray Magnetic: magnetic tape, floppy disks, cassettes, some desktop hard drives Solid State (no moving parts!!): USB, SD cards Cloud Storage: google drop box, I cloud, sky drive

Peripheral devicesA computer peripheral is a device that is connected to a computer system but is not part of the computer system itself/ examples include printers, scanners, cameras, etc.

Wired peripheral Wireless peripheralUSB (universal serial bus) cable: allows fast data transfer

Wi-Fi- no physical cabling needed, easy to transfer but can be slow, can have large bandwidth

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Floppy disk (now obsolete) - 1.44 MB CD - 700MB DVD - 4.7GB (4,812.8MB) Blu-Ray- 25GB (25,600MB

Firewire: high speed connection similar to USB. More expensive and less popular

Bluetooth- requires devices to be paired and use a password key; low bandwidth so can send limited amounts of dataInfrared- need devices to be very close, usually 1 metre

Connecting to a wireless networkYou need a network name [SSID: Service Set Identifier] and a password [network key/security key]

Assistive technology: another word for this is AccessibilityThis is when computer systems are adapted in a way that would allow users with a physical disability to use themAssistive Technologies come under two categories

– Devices– Software and software settings

Accessibility Devices

Accessibility Software

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SoftwareMost business would run some sort of

1. Operating System2. A range of Application software

They can choose to use one of two types of software1. Paid for software e.g. windows, Microsoft Office Suit2. Free/open Source software e.g. Linux

System SoftwareSystem software refers to the operating system and all utility programs that manage a computer.

Types of System Software• Operating System

– (Windows, Mac OSX, Android etc.)• Utility Software

– Anti-Virus Software– Disk Cleaners– File Managers– Screensavers– Disk defragmenters– File encryption software– Backup Software– Archiving Software

• Drivers and Firmware

Application softwareApplication software is software that causes a computer to perform useful tasks beyond the running of the computer itself. Software applications are often called programs, applications or apps.

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Types of Application software• Word processors• Desktop publishing software• Spreadsheets• Database management software• Multimedia software• Gaming software• Web browsers• Apps for portable devices• Presentation software• Photo-editing software• Video-editing software• Graphics manipulation software• Communications software

• Social networking• Chat rooms• Instant messaging• Email• File transfer/file sharing

Choosing a computer systemThe computer systems that large businesses and organisations choose for their employees are crucial. The following four factors affect these choices

1. Cost: too cheap or too expensive2. Availability: can you get more of the same if you need it?3. Suitability for user needs: will it be used in an office of on the go?4. Data security: how easy is it to keep your data secure on this system

Configuring computer systemsThese types of computers will have

A suitable sized monitor that is adjustable Ergonomic keyboards suitable for long periods of typing A mouse Large and fast Hard disk capacity DVD.CD rewriter to load software and make backups/archives Ability to connect to the network and Internet (network card) Suitable desk space to hold all components

Software in offices can be configured in the following ways Changing the language Adjusting time and date

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Adjusting the screen resolution (useful for some visual impairments, dyslexics and colour blindness The size and colour of text on screen The arrangement of icons or window displays Enlarging/zooming in on sections f the screen Audible warnings- text to speech and speech to text

Monitoring an trackingMany companied use different technologies to track both their employees and company owned devices/vehicles.

GPS – Global Positioning system. Uses four satellites for accurate positioning. Each satellite receives signals from the device that is used to calculate the position on the earth’s surface.

Electronic Tagging- uses a device that is monitored by a base unit. The base unit alerts authorities if the tag goes out of range

RFID- radio frequency Identification- is the wireless non-contact use of radio-frequency electromagnetic fields to transfer data, for the purposes of automatically identifying and tracking tags attached to objects. The tags contain electronically stored information

Internet and Email Monitoring- companies may; block inappropriate websites from use, scan emails to ensure that no viruses or inappropriate words are used and keep automatic records and backups of all emails that are sent or received by the company systems

Company Policy- companies will have a policy about the way employees use the internet, telephone and email. They must inform their employees that their use of Internet and communications is monitored.

LO2: Knowing how to work with information and data to meet specific business needsData capture methods

ManualUse either paper based or online data capture forms

Paper based• Usually pre-printed • Include instructions as to how to fill it out• Includes questions and prompts with

spaces for the answers• Often include examples of how the data

should be entered• Can be completed by either a member of

staff asking questions or by the customer/client

Online• Used to enter data directly into a

computer system.• Often used over the Internet via websites• Useful for collecting new customer

details

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Paper Based Data Capture Form Online Data Capture Form

Examples

AutomaticThis method uses sensors such as temperature sensors and camerasExamples include

Barometers, rainfall gauges and temperature sensors that collect data used in weather predictions Speed cameras that collect data about speed as well as an image of the vehicle

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When designing a data capture form you have to pay attention to a few things– The format of the data– The number of spaces available to enter data– Examples of how data should be entered– Clear and simple instructions

This will make sure that data is entered in a suitable format

Factors that affect the Data capture method that you choose• The factors include

– The nature of the information- is it text, numbers, etc– Location of the information- is it from a place that could be dangerous for humans, Can it be done easily

by a machine, freeing up staff to do other jobs– The cost of collection- does the business have resources to develop expensive online media, is the

business large or small– The method of collection (paper based forms)-costs to print, buy paper, pay staff for data entry and

data checking, can be difficult to read hand writing– Analogue & Digital collection- analogue data must be converted to digital data for use by computer

systems. Sensor collect data in analogue and use an analogue to digital converter in order to send it to the computer system

– The security of the Data- all data collected must be kept secure (Data protection Act), must prevent; loss or damage, unauthorised access

File formats

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Validation and verificationValidation checks that data entered is of the right type

Some common validation checks include:o Presence check- has data been enteredo Data type check- is data of the correct data typeo Format check- is the data in the correct format, e.g. dd/mm/yyyyo Range check- is data within the limits that have been seto Character check-make sure only allowed characters are entered, e.g. Post codes cannot contain # or @o Check digit- is added to a number that has been calculated form a collection of digits. When the digits,

example a bar code, is read the check digit is re-calculated to make sure it has been read accurately

Verification checks that data is entered exactly as it is shown on the original data capture sheetThere are two methods

Proof reading- suitable for small amounts of data Double entry- suitable for large amounts of data

o Data is entered twice by two different people and then compared by the computer for accuracy

Data storage and transfer

Data types

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To do: research the following methods used to capture and store data Matrix Bar codes

RFID tagsNFC (near field communications)

Data SecurityData can be kept secure by

Using a robust back up system Using passwords to protect saved files and

folderso User different user access rights

and permissions (read only/read-write/etc)

Using encryption when transferring information

Physical security – locked doors, RFID tags on equipment, etc

Back-ups and recovery systems

Back-ups: copies of files and documents that are currently in use. Backups are made regularly and stored away from the computer system

Back up frequency: will depend on the size of the business and how important the data is. Most companies will make backup every day. Banks make back-ups every few minutes so that data is up to date

At home or at school you can do backups less frequently but you should back up important documents such as school work regularly in case of loss.

Archives: copies of documents and files that are not currently being used but need to be stored for referencing purposes. These are made at longer intervals

Factors affecting the choice of method for backup or archive

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LO3: Knowing how ICT can be used to support

business working practices

Business communicationsCommunication is

very important in any business. Some common communication methods include Telephone SMS text messaging Email VOIP (voice over Internet Protocol) e.g. SKYPE Instant Messaging Chat rooms Forums Bulletin Boards Video Conferencing Blogs Webcams

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Social Networking

Advantages and disadvantages if different methods

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Diary management software

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Diary management Software is useful for employees who work remotely as they can use it to coordinate their diaries with other colleagues

Diary Management software (DMS) allows you to complete the following tasks:1. Create Meetings and appointments- creates a list of all those who are attending, also shows clashes and suggest

alternatives2. Invite Participants- will email those participants who need to attend a meeting3. Create tasks and Projects- can create a list of tasks with who is mean to complete it, the priority of the task and

the deadline for it. Some DMS will allow you to create tasks for others. Tasks lists can be shared4. Create to-do lists- usually small tasks that need to be completed and d can be used as reminders. 5. Set Reminders-can automatically remind a user of an appointment/meeting. Reminders can also be attached to

a task6. Share diaries- some allow employees to share their diaries or to keep some things personal

Collaborative documentsSome examples of business Documents include:

Letters Memo Invoices Order Forms Websites

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Reports Presentations Leaflets/Brochures

These may be for internal or external use. They may also be formal or informal

Ways that you could collaborate on a document

1. Put it in a shared area for shared accessa. Shared area on networkb. Use of a cloud service

2. Sharing Documents – allows more than one person to work on a document at the same time3. Inserting Comments into draft documents- This is a feature of a word processor such as MS Word. It allows you

to add comments to a draft document. This could be used to provide feedback to other employees who are also working on the same document

4. Editing and Tracking changes- This is a feature of a word processor such as MS Word. This allows people to edit and make changes to a document. The changes are tracked by being highlighted in a different colour. Tracking highlights insertions, deletions and corrections. More than one person can edit and track a document at the same time

The version of the document that has all the tracking is known as the Mark-up version

5. Reviewing a document- each suggested change made and tracked can be accepted or rejected by the creator of the document

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LO4: Understanding how legal, ethical, safety and security issues affect how computers should be usedMoral and ethical issues of using ICT in businessThe increased use of computers and the Internet means that users need to be aware of moral and ethical issues. These include things like;

The use and abuse of personal and private data – this is governed by legislation but is of great concern to those whose information is kept

Cyber bullying- using Internet and technology to cause harm or intimidate another

Monitoring of individuals by organisations – it may be important for employers to monitor the tasks that their employees do. Tools used for monitoring include CCTV, swipe ID badges, RFID id badges, etc.

Call monitoring/recording – most companies record phone calls to and from the business

Cookies-

Key logging - a key logger is a piece of hardware or software that logs the real time key strokes of a computer user

Electronic costumer surveillance – many retail businesses offer a loyalty card scheme. This allows them to keep track of what a customer buys and where. Every time a purchase is made the loyalty card number is captured. Businesses may use this information to send vouchers and promotions to these customers

Mobile Phone positioning – use 3 mobile phone masts to triangulate the mobile phone position. GPS may also be used. This technology can be used by emergency services such as fire, police and ambulance to find the location where a call was made. The flip side is that this can invade the privacy of the mobile phone user

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Computer Use legislation

There are four main areas of law that relate to the use of computers in the UK1. Health and Safety2. Computer Misuse3. Copyright and Patents Act4. Data Protection Act

Organisations are required to comply with all laws affecting the use of computers in the workplace and to keep up to date with any changes.

Health and Safety regulations state that Employers must6. Analyse workstation, assess and reduce risks7. Ensure that workstation meet minimum requirements8. Plan work so that there are breaks or changes to activity9. Arrange and pay for eye tests and glasses (if special ones are need)10. Provide health and safety training and information

Health risks associated with the use of computers Eye strain- make sure the screen is not too far away or too dim/too bright. Take regular breaks RSI (repetitive strain Injury) - repetitive actions can cause this. Also known as carpel tunnel syndrome Headaches- caused by issues with vision or poor ventilation Neck and Back strain- cause by poor posture. Ensure you use a back and height adjustable chair

Physical Safety

Employees should make sure that they Use proper chairs that have back support and are height adjustable

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Do not eat or drink around the computer Do not tamper with cables and equipment Place computer equipment so that it does not fall or get knocked over Take care of their own health and safety and the safety of others

Data Protection ActThis law protects the owners of data and not the data itself. There a 8 principles (see BBC Bitesize)

Data must be:1. fairly and lawfully processed (used) 2. used for limited purposes 3. adequate and relevant, only what is needed may be used 4. accurate 5. not kept for longer than is necessary 6. accessible to the individual and able to be corrected or removed where necessary 7. secure 8. not transferred to countries without adequate protection

Copyright, design and Patents ActThere are three main ways in which this act is broken

1. Using software without the correct software license2. Downloading files illegally from the internet3. Copying and sharing music, CDs DVDs and software

Computer Misuse Act

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There are three main parts to this act1. Unauthorised access to computer materials2. Unauthorised access with intent to commit or facilitate the commission of further offences3. Unauthorised acts with intent to impair or with recklessness as to impairing the operation of a computer

The implications and consequences of data loss, corruption and theft Businesses rely on the data it stores to keep the business running. Therefore data s lost, stolen or corrupted can have a serious impact

Legal implications- the DPA and Computer misuse act are the main legislations that apply to the use and security of data in computer systems

Threats to the security of data

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Steps to reduce the risk

Use different password for different websites/accounts

Check websites for the padlock symbol Do not open unsolicited emails or emails

from unknown senders Use a firewall Anti-virus software Anti-Spam software Data encryption software

Using automatic and manual updating facilities for operating systems and security softwareIt is important that software is kept up to date. Most software creators will make changes or fixes to their software after the software is released.

Automatic updates- many operating systems have a built in facility to automatically update software, usually at shutdown or start up times.

Some security software also update in real time (when to computer is connected to the Internet)

The advantage: The user does not have to remember to update or have to fiddle with any of the software settings

Manual update of software- Manual update of the operating system or security software can be dangerous because if the user forgets them the system may be left vulnerable to threats. For example, if a security software update is checked at 5pm but a new virus is released overnight, that system may be vulnerable to attack for the whole of the next day

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Disadvantage: updates may take a long time. If updates are set for times when the system is shut down or off line, they may never get done

Advantage: the user can look at update before applying them to see if they are necessary

GlossaryHardware- The physical components of a computer system that you can see and touch

Software- The computer programs or applications that you use to complete tasks on the computer system

Hot-desking- where employees may share a desktop computer system by using the same computer but at different times

Tailor made software (Bespoke) is software that is made to the specifications of a client. In other words it is custom made, bespoke, or 'tailored' to address a specific need. This kind of software can be expensive as it has to be designed by a team who are making software to specific needs for a specific organisation.

Off the shelf software is more general and produced for the masses. Although it probably also costs a lot of money to make, it is cheaper to buy because it can be bought by anyone.

Bandwidth- is the maximum amount of data that can travel along a communications channel in a given time.

Firewall- is software or hardware-based network security system that controls the incoming and outgoing network traffic by analyzing the data packets and determining whether they should be allowed through or not, based on applied rule set

User ID – this is a username that identifies a person as being authorized to use a network

Password- this is usually used with a User ID to identify and secure data on a network. May also be applied to individual files and folder or as a security to connect to a wireless network

Encryption- is the process of encoding messages (or information) in such a way that third parties cannot read it, but only authorized parties can

Data- is raw material that has not been processed and has no meaning

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Information is data that has been processed and is now meaningful

Data transfer means sending data from one place to another

Device- physical equipment

Implication- the impact, consequence or effect of an action

Capture- to collect data

Feature- a tool that allows you to perform specific tasks

Draw back- disadvantage or negative consequence

Database – software that allows you to store large amounts of data in an organised way e.g. MS Access Features: tables, Queries, Reports, Forms, Validation

Spreadsheet – Software that allows you to perform calculations and create graphs using numerical data e.g. MS Excel Features: calculations, sorting & filtering, graphs

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