Intro to R001 Understanding Computer Systems The examined Unit

LO2: Know how to work with information and data to meet specified business needs

Contents Data Capture Methods Data Validation & Verification LO2: Know how to work with information and data to meet specified business needs Data Capture Methods Data Validation & Verification File Formats Data Storage Technologies & security Data Transfer Technologies The factors affecting the appropriate optimisation of electronic files How to use back-up and recovery systems

Do Now On a new page in your books write the following Date: Wednesday 13th November Topic: LO2-Data Capture

Topics covered in LO2 Data Capture Methods Data Validation File Formats Data Storage Technologies & security Data Transfer Technologies The factors affecting the appropriate optimisation of electronic files How to use back-up and recovery systems

Data Capture Methods

LEARNIG OBJECTIVES Data capture methods, i.e.: on-line and paper-based forms automated data capture systems i.e. Control system sensors, barcode readers, Radio, Frequency Identification Device (RFID), Near Field Communication (NFC) How the following factors can affect the choice of method: nature of information to be collected (e.g. environmental conditions, location of information) cost availability ease of use data security How to design data capture forms to obtain specified information How to code information for use in a spreadsheet or database

Data capture methods Data- is raw material that has not been processed and has no meaning Information is data that has been processed and is now meaningful Data has to be collected in a suitable format so that it can be easily entered and processes to provide the information needed Data and information can be collected for use by a computer system in 2 ways Automatically Manually

Automatic methods of collection This method uses sensors such as temperature sensors and cameras Examples 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

Manual Data Capture Manual methods of collecting or ‘capturing’ data/information usually use 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

Paper Bases Data Capture Form Online Data Capture Form examples Paper Bases Data Capture Form Online Data Capture Form

How different factors can affect the choice of method When collecting Data for use in a computer system a variety of factors may affect how the data is captured Can you list some of these factors? (2 minutes)

What Factors 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

Data security Data can be kept secure by Using a robust back up system Using passwords to protect saved files Using encryption when transferring information

How to design data capture forms to obtain specified information 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

When designing online forms.. You can also limit the type of data entered by using Drop down menus Boxes to make choices A single character textbox for each letter in a name (can prove to be a bit long to use) Pre-set formats for things like dates Radio buttons to force a single choice Validation rules to make sure that.. Data is in correct format Data is present

H.W Read the L03 revision guide on the EGA ICT wiki page

Things to Avoid Using a font that is to small Asking question that are vague Not specifying the format for data entry Using overlapping choices to collect data e.g. 0-5, 5-10, 10-15..... A single text box to collect information that could be divided up such as an address

Task: create a paper-based DCF Imagine that you work for a Gym called Get FIT Design a data capture form that new members would have to complete in order to join the Gym The form should be at least a page long

Answer these exam questions on the sheet provided How could a leisure centre use the data collected from the sensors in its swimming pool (4) How could an online form be set up to make sure that the person using it enters only letters in their name? (3) Why do some paper based forms show examples of the data that has to be entered? (2) For each example say whether it is best to use a paper-based form or an online form, give a reason A form to be filled in by a receptionist to add a new member to a leisure centre A form to be used by an estate agent to collect the details of the interior of a house to rent while visiting the empty house A form to be used on a website for entering details of houses for rent (6)

How to code information for use in a spreadsheet or database Before you enter data into a spreadsheet or database you need to think about how it will be stored E.g. Text can be used to store any kind of data but that data cannot then be used in calculations It is important that data is stored as the correct data type and/or coded so that it can be used appropriately by the user

Data Types Data type Description Example of data Typical use Text Any character Abc|<,<;;65 3 Names of items or people. Telephone ‘numbers’ are stored as text because telephone numbers can have spaces and can start with a 0. Also they are not used in calculations Integer Number Whole numbers 19243 Number of items in stock, number of people in a shop, number of ticket sold in a day Real Number Any number; with or without decimal places 12.99 Prices, height, weight Date Time 20/07/12 A date in any date format e.g. 10 July 2012 Boolean True or False There are only two choices; 1 or 0, yes or no Storing the gender or a person or a y/n answer to a question Image A graphic file A photograph A photo of a member of a club that shows on a membership card

Coding Data To save space in a spreadsheet or data base file, data can be coded Examples include Y or N for yes or no M or F for male or female Mr instead of Mister 120930 instead of 12th September 1930 Databases often use codes to allow data to sorted and searched for more quickly. Who remembers what this code is usually called??

Exam questions For each example below, choose a suitable data type 26 March 1969 CB21 7WX Boy or Girl Your own name 456 (5) Why would male or female be entered by a receptionist as M or F in a database? (1)

Data validation &verification

Task: Can you find out... What is the different between data verification and data validation 5 minutes Validation-checking that data is the correct type Verification- is checking that data matches the original source

Making sure data is accurate Any data that is stored in a spreadsheet or database for use by any organisation must be accurate. This is hugely important There are two methods of ensuring data is accurate Validation Verification It is important to note that neither method can actually check that data is correct!!

The Data Protection Act A law in the UK States that anyone who collects and stores data must ensure that data is Accurate Secure

Validation Checks that data entered is of the right type Validation rules are used to check data as it is entered before it can be stored Some common validation checks include: Presence check- has data been entered Data type check- is data of the correct data type Format check- is the data in the correct format, e.g. dd/mm/yyyy Range check- is data within the limits that have been set Character check-make sure only allowed characters are entered, e.g. Post codes cannot contain # or @ 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 Verification checks that data is entered exactly as it is shown on the original data capture sheet There are two methods Proof reading- suitable for small amounts of data Double entry- suitable for large amounts of data Data is entered twice by two different people and then compared by the computer for accuracy

Exam questions Student on EGA/ICT/subject resources/Cambridge Nationals/R001/Validation & verification Exam Questions Why should the prices of using the facilities at a leisure centre not be stored as Text? [1 mark] What is a check digit? [3 marks] A leisure centre employs a large number of people who work different hours for different rates of pay. All the details of their hours worked and pay rates have to be entered into the computer system each week to make sure that they are paid the correct amount. How can the data be verified to make sure it is correctly entered? [4 marks]

Do Now (3 minutes) How many files extensions do you know? There are many different file formats. Each file has a file extension to identify what format that file is. Task1: List as many formats you currently know. Examples include: .MP3 - Audio file .docx – Microsoft Word Document ...

File Formats

Proprietary vs Open formats Data encoding format is closed and not released. Can only be used by others with a license from the owner. (used with applications that you normally have to pay for) .doc (Microsoft Word Document) .xls .ppt .fla .wma .aac Open Free to be used and implemented by anyone. .rtf .pdf .csv .exe .txt .mp3 .wav Research these file types. Find what type of document or file each file type is. We will have a challenge, try and learn as many file types.

Proprietary vs Open formats Data encoding format is closed and not released. Can only be used by others with a license from the owner. (used with applications that you normally have to pay for) .doc (Microsoft Word Document) .xls excel spreadsheet .ppt power point document .fla adobe flash .wma windows media audio .aac advance audio coding Open Free to be used and implemented by anyone. .rtf rich text format .pdf public document format (adobe) .csv comma separated values .exe executable program .txt text document .mp3 media player 3 (audio) .wav wave file (audio)

Quiz Get in to small teams. There are 10 questions. You will have 30 seconds per question. Ready? Start Quiz

Homework Read the LO3 revision guide on the ICT wiki page EGAICT.WIKISPACES.COM R001 Resources L03 revision Guide Due : Thursday 28th November (there will be a quiz on the content!!)

Data Storage Technologies & security

L04 -revision Using the LO4 Revision guide on the ICT wiki page complete the questions on the sheet provided Extension (use BBC Bite size) What health and Safety laws so we have to follow when using ICT in an office? List 3 Moral, social and ethical issues surrounding the use of ICT

Data Transfer Technologies

Do Now What does DATA TRANSFER mean? How many different ways can you send someone data?

Do Now What does DATA TRANSFER mean? Means sending data from one place to another How many different ways can you send someone data? Email Voice chat File-transfer/sharing Blue tooth

Data Transfer Mind map ways that data can be transferred Mobile Technologies Wired Data Transfer Remote Methods Wireless

Data Transfer Mind map ways that data can be transferred Mobile Technologies Wired Data Transfer Remote Methods Wireless

Data Transfer Technologies Internet Connecting Networks Connecting with Mobile technologies (3G, 4G) Emails File sharing Cloud Computing

Factors affecting choice of data transfer method File size Type of data Location of data Destination of the data Time sensitivity of the data (how quickly does the user want it?)

Data Transfer concerns Speed Bandwidth File compression Security

Speeds Connection speeds affect the overall download speed. Wired networks are usually faster than wireless In theory this means you could send more data The bandwidth of a connection will determine the speed of transfer

Bandwidth “Bandwidth (in terms of digital data) is the maximum amount of data that can travel along a communications channel in a given time.” http://www.bbc.co.uk/schools/gcsebitesize/ict/datacomm/0internetrev5.shtml

Security Security of data is very important Methods include: Encryption- data is send in a form that means it cannot be read if it is intercepted. Usually requires a decryption key to decode it

Task Egaict.wikispaces.com R001 Theory Data Transfer Technologies work

Download the App Cambridge Nationals Revision App Available for IPhones and Androids

Questions A business man needs to be able to receive files when he is travelling to meetings across the country. Which data transfer method would suit his needs and explain why.

The factors affecting the appropriate optimisation of electronic files

How to use back-up and recovery systems