DATA HANDLING. IGCSE ICT Mrs. Ghazaal Ali Manarat Jeddah International School for Girls. Data Handling. Applications which have a particular need for storing data for later use.
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IGCSE ICT Mrs. Ghazaal Ali Manarat Jeddah International School for Girls
Make the form look official
Spaces should be supplied for the answers
Need to limit the possibility of inaccurate data being entered. Therefore questions should have a small possible answer set.
Should the form have names or be anonymous?
If dates (such as date of birth) are asked for, then the form must make it clear how the information should be entered (many different ways to enter the date)
Instructions for filling in
Will OCR or OMR be used for entering the data into the computer? Typing in the data introduces the possibilities of data entry errors.
The designer of the form must also have a clear idea of why data is needed and consequently which data must be collected in order to satisfy the needs of the application.
Sample Library Survey for a school library, to discover why the library is not being used enough
Please Complete The Following Questions
Date of Birth ___/___/___
When was the last time that you were in the school library?______________
What did you go in for? ________________________________________
Which books do you like?________________________________________
What would you like to see in the library apart from books?______________
Do you ever go into the library to use the computers?___________________
Are the staff helpful?__________________________________________
Any other comments?__________________________________________
Thank you for filling in this form
‘What happens to all the information which you supply on the form?’
One of the pieces of information which we are often asked to supply is our address. Address lists are very valuable. Organisations which deal through mail order need to be able to send brochures to potential customers so a list of names and addresses is something which they can use for their business.
The first and most valuable list of addresses is that of all the people who have bought from the company in the past. If the business wants to expand their list of names and addresses they can use a set of addresses at random, example: from the telephone directory. Many people might not be interested and the cost of the mailing will have been wasted. However if they use the results from a survey similar to the one for the school library and only mail those people who are interested in a particular products (example: science fiction books), then the company could expect a higher proportion of people to respond. The list is now a more specialised one because it is a list of people who share a particular quality. Lists like these are very important to organisations.
When the reports are completed they can be printed out out for distribution to parents. Note that the most suitable printer needed for this will be a laser printer. It is fast enough to print the large number of reports quickly and also can print to the necessary quality. An inkjet printer would be impractical because the volume would be too great and cartridges would need to be changed in the middle and it would take a long time. A colour laser printer may be used if the school uses a colour logo and wants to give a good impression.
Some libraries in schools are too small to require computerisation. However, it is a good example to show how a system would work for a larger library. We will use this as an example, except we will only have 5 books and 6 students. It will be enough for us to understand how a larger library system might work.
Two files can be used to identify the books that are held in the library and the students who are allowed to borrow the books. A third file is needed to allow us to keep track of books (the main thing that computers need to be used for in libraries is to keep a check on which books are out on loan and who has them).
Note that in order to be useful it is necessary to have three files with two sets of foreign keys.
The three files are now linked together using the Name field and the ISBN field as foreign keys
If the librarian wants to know where a particular book is and how to get it back if it is still on loan, they only need to know the title of the book. They can search and find the ISBN, then see who has it and find out their Form and speak to the student in their form class.
Retailers rely heavily on database software to promote products, contact customers with special offers, or send customers information.