1. Intro to R001 Understanding Computer Systems
The examined Unit

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

3. 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

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

5. 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

6. Data Capture Methods

7. 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

8. 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

9. 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

10. 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

11. Paper Bases Data Capture Form Online Data Capture Form
examples
Paper Bases Data Capture Form
Online Data Capture Form

12. 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)

13. 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

14. 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

15. 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

16. 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

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

18. 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,
A single text box to collect information that could be divided up such as an address

19. 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

20. 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)

21. 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

22. 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

23. 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
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??

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

25. Data validation &verification

26. 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

27. 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!!

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

29. 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 #
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

30. 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

31. 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]

32. 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
...

33. File Formats

34. 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.

35. 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)

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

37. 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!!)

38. Data Storage Technologies & security

39. 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

40. Data Transfer Technologies

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

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

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

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

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

46. 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?)

47. Data Transfer concerns
Speed
Bandwidth
File compression
Security

48. 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

49. Bandwidth
“Bandwidth (in terms of digital data) is the maximum amount of data that can travel along a communications channel in a given time.”

50. 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

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

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

53. 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.

54. The factors affecting the appropriate optimisation of electronic files

55. How to use back-up and recovery systems