AS Applied ICT Key Terms

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Accounts and Finance System
Is mainly used to: Keep track of payments and income. It also manages cash flow.
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General Ledger
Summarizes the organisations accounts. Includes: dates covered, actual figures, budget and the difference between them.
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Balance Sheet
Lists the assets, debts and owner's investments at a particular date.
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Income Statement
Summarizes the organisations accounts. Including: income, costs per year, other costs, profit and net income.
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Bespoke Software
Software developed specifically for an organisation.
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Purchase Orders
Used to purchase goods or services from organisation from a supplier.
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EDI
Electronic Data Interchange. Allows different software to talk to each other and transfers documents such as purchase orders.
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Purchase Ledger
Records of the purchases made + money paid out in date order.
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CAD
Computer aided design. Technical drawings and design completed on specialist software.
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CAM
Computer aided manufacturing. Used to control machines and tools in a factory or manufacturing location.
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Design database
Contains information such as exact sizes, materials used and components needed.
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Sales System
Records orders and contracts placed by customers.
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Sales Ledger
Records sales made and money paid in for the goods and services sold.
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Links between Sales function and Stock Control system...
...so that items sold can be deducted from stock levels + staff have most up to date information
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Telesales assistant may enter a customer order by...
Looking up unit price, multiplying this by quantity, creating totals and adding extra costs such as VAT and postage.
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EPOS
Electronic Point of Sale
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EFTPOS
Electronic Funds Transfer and Point of Sale
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Advantages of EPOS and EFTPOS include...
EFTPOS can handle cards as well as cash. Each customer has a customer receipt. Customers can be processed quickly
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Disadvantages include...
Expensive to install, require constant maintenance and have to be updated regularly.
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Warehouse Manager
Monitors stock levels in the warehouse. All products are put through EPOS.
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When item reaches store...
they are scanned through EPOS, so that staff know that they are in stock. Items are then matched with description and priced ready for sale.
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If an items stock level falls below the reorder level...
An automatic reorder notice is produced and an order is sent to the supplier.
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Personnel Systems are maintained by...
HR
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Information stored on personnel systems includes...
Full Name, Address, DOB, Gender, Education, Qualifications and Employment History
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Data Protection Act
Protects confidential personal information.
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Personnel systems store data in a...
...Database
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Personnel systems are used for...
recording hours worked, number of sick days taken and recording changes to personal information.
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Training Records are maintained by...
HR
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Information stored on training records includes...
Courses attended, skill levels reached and particular skill such as first aid training etc.
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Payroll system needs to know...
The hours worked and tax code for each employee.
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To calculate the pay for an employee paid by the hour...
The hours worked are multiplied by the hourly rate to calculate the gross pay. The income tax and National Insurance are deducted from the Gross Pay to calculate the Net Pay.
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Payslips are an output of the payroll system, what 5 items of data are needed?
Name, Address, Employee Number, Payment Date and Hours Worked.
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BACS stands for...
Bankers Automated Clearing System.
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An external organisation needs information on wages and tax deducted what is this?
The Inland Revenue.
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Intranet
A private network within a company. Only people with a login and password can access this.
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Benefits of Intranet are...
...Only employees can access the information, it keeps staff up to date as it can often be accessed from anywhere and the information can be more specific to fit the companies needs.
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E-Commerce is...
the buying and selling of goods and services online to the general public.
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The benefits of e-commerce are...
Less staff are needed in shops so labour costs decrease as well as store costs and there is a wider market as people can purchase from anywhere in the world.
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Encryption is...
where confidential information is scrambled up by a code so that it can't be read and the only way that it can be read is through the use of an encryption key or password.
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MIS stands for...
Management Information System
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MIS is...
...Computer systems in an organisation that provide data about its business operations.
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WAN
Wide Area Network. Not limited to a single location and span long distances using telephone lines and fiber optic cables. Internet is biggest WAN in the world.
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LAN
Local Area Network. A small network limited to a small area such as an office, school or home.
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What are the advantages of LANs?
LANs are used by small businesses and make it easier for employees to share data
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Extranet
A system that extends an Intranet over the Internet via a web browser.
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EFT
Electronic Funds Transfer
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Fax
Short for Facsimile. The telephonic transmission of scanned-in printed material usually to a telephone number associated with a device.
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Application Software
Applications on a computer ie. Word, Excel
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A Centralised Database is...
Where all an organization's data is held centrally, in one place and the computers in the organisation are networked - avoids the problem of data duplication
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GPS Tracking
The use of Global positioning system to track vehicles - mostly used by the distribution function
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Just in Time System is...
Stock control system found in a manufacturing environment that is designed to minimise the cost of holding stock
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WiFi stands for...
Wireless Fidelity, connects devices to a wireless network
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Robotics
The use of robots to carry out tasks previously performed by humans - mostly in manufacturing
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To comply with the Health and Safety at Work act and the Management of Health and Safety at Work Regulations employers must...
Carry out assessment of risks, make a record of findings, create health and safety policy, set up emergency procedures and providing clear information and training to employees.
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Employees must also comply to health and safety acts by...
taking responsible care of own health and safety, co-operating with employer, using items provided in accordance with instructions and training and not interfering with or misusing anything provided for their health, safety or welfare.
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EU Display Screen Equipment Regulations 1992 Part 1
Asses workstations to reduce risk. Including looking at the equipment, furniture and working environment as well as the special needs of individual staff.
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EU Display Screen Equipment Regulations 1992 Part 2
Ensure workstations meet minimum requirements. Provision of adjustable chairs, suitable lighting, tilt and swivel monitors and sufficient work space.
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EU Display Screen Equipment Regulations 1992 Part 3
Plan the employees work so that there are breaks / changes in activity. Specifics are not detailed but explain that frequent is better than length.
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EU Display Screen Equipment Regulations 1992 Part 4
Arrange eye tests and provide spectacles if ones are needed. This can be repeated at regular intervals as recommended.
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EU Display Screen Equipment Regulations 1992 Part 5
Provide health and safety training and information. Employers must make sure workstations are being used correctly and give information on steps taken to comply with regulations.
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The Data Protection Act...
Provides measures to protect individuals information from hacking, buying and selling.
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The eight principles of the Data Protection Act are... (1 - 4)
1) Data Must be collected and processed fairly and lawfully 2) data must only be used fro the specified and lawful purpose 3) Data must be adequate and relevant to the purpose 4) Data must not be kept longer than needed.
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The eight principles of the Data Protection Act are... (5 - 8)
5) Data must be accurate and up to date 6)Data must be processed in accordance with the rights of data subjects 7) Data must be kept secure against accidental loss and unlawful processing/access 8) Data not transferred outside of EU unless protected
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Individuals have the right to... (DPA)
Access personal data, prevent processing that will cause damage or distress, prevent processing for direct marketing, have incorrect data removed or destroyed.
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To ensure that the DPA is complied with an organisation will have to...
Register with the Data Protection Commissioner who will regulate them.
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Data exempt from the DPA is...
data such as national security, crime and taxation.
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The Computer Misuse Act (1990) was introduced...
...To make it easier for "hackers" to be prosecuted should they be caught.
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The Computer Misuse Act (1990) make what illegal?
To gain unauthorised access to computer material and carry out unauthorised modification of computer material.
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What is the copy right law?
Copyright Law gives the owners of some types of media (music, books, video and software) control of how they are used and distributed.
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What are the two main aims of the Copyright Act?
1) To ensure people are rewarded for their endeavours 2) To give protection to the copyright holder if someone tries to copy or steal their work
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What are the effects on industry when copies are made when they shouldn't be?
Copies that are produced and distributed for free mean that the industry will lose out on revenue and the original creator may not be credited for their work.
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Single-User Licence
A legal usage agreement limiting the use of a software program to one user at any given time.
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Mutli-User Licence
A term describing an operating system or application program that can be used by several people at the same time.
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Site Licence
A type of software licensing agreement that grants the purchaser permission to use the software on a network on a single site, with an unlimited number of end users.
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The aim of the Electronic Communications Act (2000) is?
To facilitate electronic communication and electronic data transfer.
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The Electronic Communications Act meets this aim by?
1) Setting up a register of approved providers of encryption software and services 2) By making electronic signatures legally binding.
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Organisations benefit from the Electronic Communications Act (2000) by...
making sure that the organisation can be confident about the encryption services used to keep personal and financial data secure.
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Other cards in this set

Card 2

Front

Summarizes the organisations accounts. Includes: dates covered, actual figures, budget and the difference between them.

Back

General Ledger

Card 3

Front

Lists the assets, debts and owner's investments at a particular date.

Back

Preview of the back of card 3

Card 4

Front

Summarizes the organisations accounts. Including: income, costs per year, other costs, profit and net income.

Back

Preview of the back of card 4

Card 5

Front

Software developed specifically for an organisation.

Back

Preview of the back of card 5
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