Year 12: Unit 2, living in the digital world

1. What is ICT? ICT is the use of technology to convert data to information. It covers many areas, especially in industry: such as providing employees with PDAs, laptops, use of barcode scanners in the workplace and the process of converting this to information. In the exam, you may be asked a question such as: “a company wants to expand on their use of ICT in the marketing department, explain how the following solutions would be of benefit: 1a: PDA 1b: Laptops 1C: a website to allow e-commerce (or shopping online)

What is a system? Three stages include input, process and output. In the exam, you may be asked to identify the system elements of a task, if you are asked to design a diagram, it may look something like this: Input: Data (or datum if singular). In the case of an ICT system put into system through peripherals or devices such as a keyboard, scanner or digital camera Processing to information through calculations, transferring into queries (such as in the case of databases) Output: your end product (in the form of reports, digital images, and useful information.) Remember to look for the word ICT system! A normal system does not just apply to ICT!

How and why organisations use ICT systems ICT systems meet particular needs of an organisation Remember to look at the needs of the organisation and consider how the ICT system would make their lives easier! How would an ICT system be better than a paper based system for the company? You will be likely to be given the basic details of the company such as a doctor’s surgery, a shop etc… consider what their needs are and make your answer relevant!

Example: A company selling legal representation for compensation on small court claims has decided to equip sales reps with a PDA each to take customer details as opposed to the previous system of paper based forms to gather information: Identify and describe why these would be useful The information would be stored on a database in the main office. Describe the system. Design this using a diagram.

How ICT helps people in companies: All systems are built to meet the needs of a specific user, client or audience. How departments use ICT: Sales: enter sales directly in. Check customer orders Get customer details off the system Purchasing: Place orders online Finance: Manageing flow of money in and out of the company Software such as Sage and Coda Businesses have to legally prove finances, such as expense claims.

How ICT helps people in companies continued… Operations/stock control: Production schedules Stock takes (such as barcode scanners) Marketing: campaigns to promote sales On line advertising HR (Human Resources) Keeping employee details on a database Keeping track of sick days Sending letters out to staff. (Use tools such as mail merge)

Data vs Information Data is raw facts and figures Information is processed data Example is data Converted to information 29/04/09 (today’s date) Data can be inputted through different input devices such as: Keyboard Bar code reader Scanner Digital camera Microphone

Procedures By law all companies must have an acceptable use policy They must ensure that they comply with the legislations including: The Data Protection Act Computer Misuse Act Copyright, Design and Patents Act Freedom of information act Users must check that removable media brought from home maintains the company’s integrity (such as ensuring that they bring no viruses on their pen drives.)

Software: Software packages carry out processing to make computers user friendly. Software can be brought into companies to aid specific tasks (such as accounting, word processing and web development.) Examples of task specific software include: SAGE accounting software- finance Dreamweaver- Web Development Microsoft Access- Database

Main componants Input components/devices include: Keyboard, scanner, mouse Processors CPU (Central Processing Unit) Output Componants/Devices: Speakers, Monitors (VDU) Printer Ports and cables Storage devices

Summary Final output is information produced Information is processed data A system consists of inputs, processes and outputs A computer system can have advantages and disadvantages within an organisation Departments within the organisation can adopt task specific applications to aid tasks Companies have legal duties, these can be assisted through the use of ICT.