Ict

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  • Created by: Anna.1905
  • Created on: 18-05-20 10:20
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  • LO6
    • Spreadsheets
      • Pro's:   1.Formulas can be used to calculate and recalculate totals.    2.Modelling and what if calculations can be carried out          3.Data can be presented as a graph to make spotting trends and patterns easier
      • Con's:    1. If a model is created the results may not be realistic 2. Can take a long time to create     3.Not easy to manipulate texts         4.An error in the formulas used can affect the results
      • Spreadsheets are designed to store text and numerical data. Graphs can be created to show the results of the processing of numerical data. The format of data can be set, for example as currency, to meet the defined objectives.
    • Databases
      • Pro's :       1.Lots of data , in records can be stored   2.Data can be added to or edited if changes are needed   3.Data can be filtered or queried to find relevant results            4.A password can be set for security       5.Validation can be set on fields to minimize input errors
      • Con's :   1.Knowledge and skill in database is needed to set up a database  2.Relationships need to be created if more than one table is used. 3.Security procedures need to be implemented if the database holds any personal details
      • A database can also be used to process data. Databases are used to store and process data and text. They allow the entry, storage , editing and processing of data. A database is stored in a table or tables.  A table is a file that is made up of records.
    • Purpose , advantages and disadvantages of the different software tools.
      • Word processor
        • Purpose : to produce, edit and format documents that are mainly text based
        • Adv: Easy to correct mistakes. Documents can be saved and retrieved later. Different versions of the same documents can be saved. Mail merge can be used.
        • Con's : Files can sometimes become corrupted. There may be a limited choice of symbols. A device with word-processing software installed is needed to create documents.
      • Desktop publishing software
        • Purpose : to arrange text and images into publications
        • Pros : Frames can be used to position text and images. Drag-and-drop can be used to place components.  Texts and graphics can be imported from different sources.
        • Con's : Different types of DTP software can have compatibility issues. Can be difficult to create very precise layouts unless the user is experienced.
      • Presentation software
        • Purpose: To create a slideshow to present information to an audience.
        • Con's : Too much text on a slide can make the information difficult to read. Effects such as animations or transitions can become distracting. Presentations may become unprofessional if too many features and effects are used.
          • Pro's : Slides can include a range of different components. A template can be used to ensure consistency. A slideshow can have links to other resources or files. The show can be presented by a speaker or automatically with no human involvement.
    • Target Audience
      • Demographics
        • Gender - Colors may need to be appropriate to male, female or transgender. Gender - neutral colors could be used.
          • Age - The presentation method selected and the content, must be appropriate to the target age group.
            • Ethnicity-  This may affect how the data and information are presented. Numbers are universal, but some audiences may not have English as their first language so text may cause some problems.
              • Accessibility : - This can include the information being presented in different ways. For example face to face, via the cloud, Includes consideration of any disabilities such as providing subtitles for videos, or the ability to increase the font size or use a screen reader.
        • Income - The message or product/service of the information needs to be targeted at the correct income group
          • Location - Where the information is to be viewed and accessed , may affect the content of the resource. The location could be internal, external , local, national or international. Location should always be considered.
      • Visibility
        • It refers to how the resource is to be shared.
          • "Public facing" means the resource can be accessed and used by anyone. This includes the use of a website or information shared at a face-to-face public meeting
          • "Targeted means the resource is shared with a specific group of people. This includes emails and responding to requests from social media or the internal staff of business.
      • Content limitations
        • Content limitations are likely to have been defined during the initiation phase when considering the user constraints. They can include
          • The presentation method. The use of a pre-defined house style. Information, such as contact details, that must be included. The use of any existing templates. A word limit on a report
      • Availability of Information
        • Real time data
          • Data that is delivered immediately after it has been collected
            • RTD is available 24 hours a day and is constantly updated. Smart motorways use RTD to inform drivers of problems and alter speed limit to suit the conditions on the motorway. Weather data uses RTD to track the progress of bad weather. ETC
        • Location
          • Where a person is can affect the accessibility of data and information
            • An unstable or unavailable internet connection will limit access to the cloud. Information in a paper-based format will be available only to those who can physically see it,
        • Delay effects
          • Any delays in data and information being released will cause issues with accessibility and usability. This may also mean the data and information is out of date.
            • Deadlines are set in the initiation phase and must be met.
              • Delays in RTD may cause problems such as
                • More delays/accidents on a smart motorway if motorists are not kept informed.
                • People being unprepared for bad weather which may cause loss of life and injuries.
    • How information is shared across distribution channels.
      • Messaging services.
        • - Email can be used across a range of devices as long as an internet connection is available. Attachments can be sent to distribute data and information.
        • A post can be uploaded to social media web page. Users can like or dislike a post and share links. A business can use this to keep customers or other interested people up to date
        • An internal messaging service is often found on the homepage of an intranet and used to keep intranet users up to date.
      • Websites
        • Blogs are usually written in an informal style. Information can be distributed by the blogger writing about something so that other people can read about it.
        • vLogs can distribute information through videos. The videos can be downloaded and watched or can be watched online.
          • Internet sites can be accessed by anyone connected to the internet. Most businesses have a website to enable them to distribute information.
        • The intranet can be used if the information is to be kept to a small number of authorized people. An intranet could provide the platform for an internal messaging service.
        • Selection of presentation methods
          • Which method is selected and used will depend on :
            • The defined objectives
            • The target audience
            • The distribution channel to be used
      • Voice over Internet Protocol
        • VoIP is useful when the information has to be "talked through"; files can be sent to the person accepting the call via email.
        • Can also be used with video-calling using a webcam, which allows the data and information to be seen.
      • Multimedia
        • Voice over Internet Protocol
          • VoIP is useful when the information has to be "talked through"; files can be sent to the person accepting the call via email.
          • Can also be used with video-calling using a webcam, which allows the data and information to be seen.
        • Can be very powerful as a distribution channel. It combines element, for example text,sound,  video,graphics
        • It can include user interaction and it can be uploaded to a sharing site or embedded into a website or social media page.
        • Cloud-based
          • Files can be stored in the cloud to be accessed as and when a user requires them.
          • Requires an internet connection for the data and information to be distributed.
          • Large files may take time to download or may become corrupted.
        • Mobile apps.
          • Each app distributed data and information about a specific thing.
    • Advantages and Disadvantages of different presentation methods
      • Report
        • Example : Formal business report
        • Pro's : Information about a topic can be collated and presented as a report. Headings and subheadings can be used to enhance the structure of the report. Graphs/charts can be included
        • Con's : If too much information is included then the user may not read the report thoroughly. If the information does not "flow" then the user may become confused.
  • Presentation
    • Example : Presentation to customers or focus groups
      • Pro's : Slides can include a range of different components : e.g. graphs. A house style or template can be used. Links to other resources or files can be included.
      • Con's : too much text on a slide can make the information difficult to read. Effects such as animations or transitions between slides can become distracting.
  • Graphs/charts
    • Example : Pivot , line , bar , pie , dynamic.
      • Pro's : Graphs/charts can help a user visualize the data better. Titles and labels can be used to put the data into context. Trends and patterns can be easily identified.
      • Con's : A poorly presented graph/chart can cause users to misinterpret the date being shown. If the wrong data is used to create the graph/chart then the graph/chart can become useless.
  • Tables
    • Example : To show results
      • Pro's : Information can be shown clearly and in an easy-to-understand format. Good for summarizing data and information.
      • Con's : Headings must be used to indicate what each part of the tale is showing. Cannot provide full details.
  • Integrated document
    • Example : A document containing components from other documents.
      • Pro's : Components from other documents can be included to enhance the information in the report. Graphs/charts can be included to enable users to visualize the information.
      • Con's : Sine software may be incompatible so components may not display correctly. If too many components are used this can detract from the information in the document.
  • End-user documentation.
    • Example : User guide or installation guide.
      • Pro's : Can help a user use or install a product correctly. Can include diagrams to show user what to do. Can be kept and referred to in case of any future problems.
      • Con's :Must be written in easy-to-understand language. If lots of text is used then the user may become confused. Diagrams must be clear and fully labelled or they may be confusing.

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