OCR AS ICT Unit 1 Chapter 3
- Created by: Sqd3
- Created on: 16-04-14 19:45
Chapter 3 - Types of Application Software
Types of Application Software:
- Word Processing - Application that allows the entry, editing and formatting of text to create a range of documents (e.g. letters, memos and reports).
- Have WYSIWYG (What You See Is What You Get). - Screen layout will match the printed layout.
- Desktop Publishing - Allows users to combine images and text to create publications (e.g. flyers, brochures, posters and business cards).
- Spreadsheet - Allows users to produce both mathematical and financial models. graphs, calculations and data analysis.
- Database - Allows users to handle data by sorting and searching.
- Data can be split into tables and relationships created between the tables to allow the data to be joined together.
- Web Authoring - Allows users to create webpages using built in functions, templates and wizards. (through a GUI interface that will write HTML codes)
Chapter 3 - Characteristics of Systems
Personnel Systems - Provide information about the personnel who work in the organisation. (e.g. full name, address, DOB, gender, education and employment history).
- Allocate a unique employee number to each employee.
- Have a database to store records of employee details.
- Enable edits/updates on employee details.
- Prepare/produce reports.
- Link to other systems (like payroll)
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(School admin systems would have a facility to record attendance and student marks)
Chapter 3 - Characteristics of Systems
Stock Control Systems - Knows how much of each item is in stock, when orders are due and how much stock is required on certain days.
- List all stock items and suppliers.
- To know when stock will be delivered.
- Stores previous sales figures to forecast stock requirements.
- To link with budgeting system to automatically order stock.
- To work out how much to order.
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Booking System - Enables users to book for items or events (e.g. cinema/rail tickets or appointments).
- Select and check availability of event/time and date.
- Specify number of people
- Check price of booking.
- Pay and confirm bookings (via email etc.)
Chapter 3 - Characteristics of Systems
Invoicing Systems - Create and produce invoices to customers.
- Generate invoices for orders.
- Calculate VAT/delivery costs.
- Calculate any discounts available.
- Record and store payments against the invoice number.
- Produce customer statements showing details of paid and oustanding invoices.
- Flag any outstanding payments to the finance department.
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Training Systems - Delivers training through multimedia (sound, video and text).
- Provide questions at an appropriate level.
- Provide a positive approach to learning.
- Incorporate simple and intuitive screens.
- Enable the user to move from 1 question to another basedon responses.
Chapter 3 - Characteristics of Systems
Timetabling System - Enables the user to look up times and prices for planes, rail etc. which meet specified criteria.
The user should be able to input:
- Start and destination (end) points.
- Day of travel.
- Time of departure/arrival
- Single or return journey
Route-finding System - Enables the user to input starting and destination points and it will plot a route between the two.
- Specify the location you are leaving and going to.
- Specify mode of transport
- Save and print the route in a number of formats (e.g. text and map)
Chapter 3 - Features to assist users
Wizards: Assists the user to produce the final product. (e.g. document)
- Allow you to go back steps to make changes.
- Interacts with the user to produce the final product step by step
- Saves time for inexperienced
- Ensures no important info is forgotten
- Reduces time to create the final product compared to manually.
- Provides a user friendly approach to create the product.
- No individuality - documents end up looking the same.
- End result may not fully meed the needs of the user.
- Limited options available in the wizard.
Chapter 3 - Features to assist users
Style Sheets: Similar to a template and are used to set out the layout of the page.
- They cover font size, style, colour and type.
- They include paragraph formatting (inc. alignment and line spacing)
- Documents are produced to a consistent house style.
- Different people can work on different parts of a document whilst keeping consistency.
- Lack of confusion from creators as different elements required have been clearly defined.
- Style sheet must been created before it can be set as a template - costing time/money.
- Restrictive - not fully meeting the needs of the document being produced.
Chapter 3 - Features to assist users
Template: Provide a standard pre-set layout and format. Includes:
- Character Formatting - Font size, colour, style
- Page Formatting - Margins, size, layout
- Text Inserts - Standard words, date, time.
- Graphics - Standard logo, position.
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- Allows a house style to be applied.
- Ensures nothing is left out.
- Reduces time to create a document.
- An error in the template > carried out to all documents using the template.
- Template may not cater to the user.
- If template is changed, previous documents using it will not be altered.
Chapter 3 - Features to assist users
Macro: A sequence of instructions that can be replayed by pressing a combination of keys or by pressing a button.
- Run as a single action.
- Macro can call another macro.
- Can be attached to an element (e.g. button).
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- Repetitive task can be performed using a simple instruction (e.g. mouse click).
- Errors are reduced as the instructions are run automatically.
- Inexperienced users can perform complex tasks by pre-recorded macro.
- Errors may occur if conditions in the macro are different when run and recorded.
- Inflexibility - macro may not do exactly what the user wants.
- If macro run from different starting point than intended then it may go wrong.
- To correct errors, the user must have knowledge of the recorded macro.
Chapter 3 - Design Considerations
8 Design Considerations for Data Entry Screens:
- Consistent Layout
- Text should be easily readible.
- Graphics and animations fit for purpose.
- Help messages should be usefeul and clear.
- On-screen information should be in a logical order.
- Easy to use and learn interfaces.
- Clearly marked exits (given as shortcut keys/buttons)
- Expertise of the users must be considered.
Chapter 3 - Design Considerations
Design Considerations for Forms:
- Forms can be created within the applicatoin, web based forms and third party programs.
- Consistency - Consistent use of menus/buttons/formats.
- Relevance - On-screen info. should be concise and useful.
- Supportiveness - Enough info. should be given to support the user in the task.
- Visual/Audible Cues - To confirm the users actions.
- Intuitiveness - Interface must be appropriate for completing the task.
Chapter 3 - Tailoring Standard Software
Standard application software can be tailored using:
- Buttons:
- Used for navigation (take user to specified documents or pages)
- Run macros (run reports/queries)
- Forms:
- Assist in the entry of data (via instructions and error messages).
- Restrict entry of data with validation
- Include form controls (e.g. tick boxes)
- Form Controls:
- Increase interactivity and usability
- Include buttons, check boxes, frames, option buttons, text boxes, combo boxes, list boxes, images and labels.
- Menus
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- Enables actions to be selected.
- 3 Types: full-screen, pop-up and pull-down.
Chapter 3 - Tailoring Standard Software
Adv/Disadv of Tailoring:
- Simplifies user data > fewer mistakes made.
- Reduced time taken to enter data
- Data can be validated on etnry.
- High level of technical knowledge required to create interface.
- Takes time to adapt the interface.
- Tasks can't be completed if a problem occurs/option isn't available.
Chapter 3 - House Style
House Style: The set of rules that state how all documents should be formatted.
- Maintains a consistent appearance - Easily recognisable by clients/customers.
- Creates a corporate image (reduces originality and maintains professionalism).
- Include pre-defined colours, font styles/sizes and logos.
- Enables a team of people to work on parts of the same document seperately.
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A consistent house style can be achieved by using a:
- Master Slide/Document - Shows the theme, position of graphics and information that must appear on every slide.
- Styles/Style Sheet - Helps users to apply formatting (e.g. headings) to set the layout of a document.
- Template - Used to produce the different documents that can be used by the company. (inc. character/page formatting)
Chapter 3 - Converting File Types
Reasons for converting file types:
- To view the file on different applications
- When migrating to another operating system.
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Methods to convert file types:
- Option 1: Package A can save the file in Package B's format.
- Open file in Package A.
- Save the file in the same format as Package B.
- Option 2: Package A can't save in Package C's format.
- Open file in Package A.
- Save in format common of A and B.
- Open in Package B.
- Convert to format required by Package C.
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