Analyse appropriate hardware needed.

Software:

Data manipulation

In order to manipulate the data I will use software called “Paint.” This will be used specifically to create the logo and to resize before inserting it into the document.

The version used is the latest one and like Microsoft it is very up to data and its functioning is very high in standard. The version is “paint 8.0” and it helps the user because it allows the user to create a logo with different varieties of shapes and colours. It is very easy to use and has a full trouble shooting guide in the corner of its screen. It is quick and easy to use because it has a wizard and if the teacher is short of time he can always use a template which can be altered to his likings.

This helps the user because it saves time and also helps because the software is cheap and easy to use. This means that unlike the other system, less time and money is wasted on logo making and editing.

There will also be a different form of manipulation – manipulation of the images when they are actually in the document. This will be done by using the image bar within the software which is specifically designed to edit pictures. The only manipulating done here however will be on two pictures specified below:

Data input

Process

1.) Spreadsheet tables –

Spreadsheets are amongst one of the popular software used to input data. Data is commonly put in tables and spreadsheet provides neatness and great accuracy in calculations. Mr. Way could use this to actually input his data into neat tables he so much desired to use. This will help him with reading legibility and will save him time because he will not be using it trying to decipher messy handwriting.

I will meet the objective by selecting the area that I need for the table. Then I will make sure the table stands out by bordering around its outer area. Thereafter I will add in the titles for the table and the rest of the data.

2.) Macros –

Macros are collections of instructions that can be replayed if they are ever needed. This is particularly useful in spreadsheet, where a set of actions are used over and over again. Mr. Way could use this when he wants to input his data, because he will always do it the same every time. This will help tremendously help with time saving because everything is ready for him.

I will meet this objective by selecting the “view” tab on the Microsoft ribbon and then selecting macros (located in the uppermost right hand corner. I will then select “record new macro” and then when the dialog box opens name it “What a recording!” A description can be put in but it is not necessary. After this I will carry on with the action I want recording and then when this is finished I will select “stop recording.” This macro can be accessed by clicking “select macro” and then choosing the macro of your choice.

3.) Graphs and charts –

When there is a lot of data in a spreadsheet in can be immensely difficult to interpret. Therefore in order to summarise the data it can be put into graphs or charts. There are a number of different graphs and charts, from pie to bar graphs and there is even a wizard to help input the data and create the general look of the graph. Mr. Way could get a number of variables from this:

E.g. He can get the student’s overall average from simply looking at the graph.

This will help a lot with time management and presentation.

I will meet this objective by (after the input of all the data) selecting the areas containing the necessary data – if there is more than one column then I will hold down the control button so that both columns can be highlighted- and then clicking “create graph” and then creating the graph using the step by step instructions on screen. When the input of the necessary data is finished e.g. x and y axis and the title the layout of the graph or chart can be edited.

4.) A simple database –

A simple database can be set up in a spreadsheet. It can also carry out simple database operations such as ordering the data, filtering and search etc. Mr. Way could use this to his advantage: he could order the data by highest to lowest or vice versa.

This contributes to helping his presentation problem because it makes the data look more orderly.

I will meet this objective by carrying out these featured operations: Firstly selecting the data required and then clicking the button indicated by a downward arrow with a-z on it.

5.) Absolute cell addressing/ replicate:

If there are a lot of calculations then the fill down feature can save a lot of time. They automatically adjust so that the formulae for each line are correct. This will help Mr. Way because he can save time in working out calculations which was one of his main problems.

I will meet this objective by selecting a cell that contains a formula and then clicking the corner of the cell and dragging it downwards. The formulas will be copied into the cells and then there will be no need to type the formula in every cell, thus saving time.

6.) Validations –

Validation is basically checking data for sense during input. If there is a certain rule for what the data should look like then the computer automatically does a check and an error message is displayed. They do not stop all errors but can pick up quite a lot because it will help him to identify any errors in his input data and this helps with time management and presentation.

I will meet this objective by creating a validation rule for the data.  A validation rule I will create is that the column for the

7.) Passwords-

Passwords are letters, number, or sometimes both. They are rather like a code that keeps a file safe and can only be accessed by the person who knows the password, owns it or is authorised to access it. Passwords should be kept private and should be changed often. They should not be made obvious e.g. the password is ‘password,’ it is advisable for it to contain numbers so that it is more difficult to guess. This would help Mr. Way because it would help to protect his data and increase security (one of his problems).

8.) Automatic Data Entry –

One type is OMR (optical mark recognition). Pencil marks are made on special paper and a reading machine detects them. Each entry is encoded by the position on the paper. They can be used in school registers and multiple choice tests. This is useful for Mr Way because the data or marks can be automatically transmitted into the computer and he doesn’t even have to mark things sometimes. He will use this when he doesn’t have time to mark although it would be really helpful if he used this all the time. This can really help with his time management and presentation.  

9.) IF statement -

The IF statement returns one value to a designated cell if a condition that is submitted evaluates as true or false etc. It can be used to conduct conditional tests on values and formulas within the system. This will help Mr Way because he won’t have to type in everything at it will save him time. An example of an IF statement is:

= IF (formula, "true statement", "false statement")

10.) Vlookup –

Vlookup which searches for a value in the leftmost column (hence the v standing for ‘vertical’) of the designated table and returns the value in the row that is specified by the user. This allows a quick reference to a specific grade or level and so Mr Way doesn’t have to type it in every time.

11.) Lookup -

Lookup will be used to return a value from a one row/column range or from an array which is used to build single formulas that can produce a variety of results.

It will be used in some of the results tables to distinguish and compare which formula is better (between IF and Vlookup).

12.) Colour –

By using colour the system will look much higher in standards in terms of presentation and will be user friendly. A range of colours can be used to bring out the text (to make it stand out).

13.) Fonts –

By using fonts the system will be higher in standards in terms of presentation and will be user friendly. Different fonts will allow the user to distinguish between titles and important pieces of information. E.g. bold out the title and italicise any information that needs editing etc.

14.) Inserting pictures –

Inserting photos will help Mr Way to determine which subject is which and will also make the system look better.

15.) Manipulating images –

The images that are imported as logos etc. can be cropped, contrasted and compressed etc. so that the picture can fit onto a certain area of the document or so that it can look better in appearance and more professional.

16.) Simple formulae –

Simple formulae can be used to work out minor calculations such as:

The minimum value – [=min (“)]

The maximum value – [=max (“)]

These simple formulae help to structure the spreadsheet.

Data flow diagram

Output

1.) Monitor:

This piece of hardware allows me to visualise the actual system and allows me to see what I am doing. Without it I wouldn’t be able to see what I was doing or how the system was progressing. This would help with presentation and time because by having this hardware I would be able to edit the system and adjust it so that it was presentable.

2.) Printer:

This piece of hardware allows me to print hard copies of the system and will be proof of a students work for Mr Way to show to parents. Without it the data would only remain on the computer and there would be no hard copied proof of the students’ progression. This helps with the system being more presentable hard copy wise.

3.) QWERTY Keyboard:

This piece of hardware allows me to input data and navigate through the system to an extent. Without it I will not be able to input any data at all.

4.) Optic fibre mouse:

This piece of hardware allows me to navigate the system and select parts of the system that cannot be accessed with a keyboard. This helps the user because it allows the user to set a backup and security operations which, without the mouse, the user wouldn’t be able to set.

5.) LaserJet printer:

This piece of hardware is required so that Mr Way can print hard copies of the system to show the parents their child’s progression. It allows me to print good quality copies and quickly so that they are clear to the parents (depending on the prototype). Without it there would be no hard copy of the system and/or if a different type of printer is used then the standard of printing wouldn’t be as good.

6.) OHP (overhead projector):

This piece of hardware allows the user to display the data on the board so that maybe the parents could see it on a parents evening, meeting etc. However there may be some issues concerning privacy and data protection here.

Output method justified:

1.) Monitor:

Mr Way will use a monitor because it is absolutely necessary for the system. Without it he will not be able to see his system or make any changes to it.

2.) Printer:

Mr Way will use a LaserJet Printer because without it there will be no hard copy of the system and by using a different printer the copy quality will not be as good. This helps with the presentation section of the users problems because now there can be a copy of the system on the computer (set in a presentable way) and a hard copy which is also very presentable unlike the other system.

3.) QWERTY keyboard:

Mr Way will use a QWERTY keyboard because any other keyboard would be difficult to use, considering the fact that he is used to using QWERTY over any other type. Without this piece of hardware however Mr Way will not be able input any data.

4.) Optic fibre mouse:

Mr Way will use this piece of hardware because it is one of the only ways he can navigate the system                                                                                                                                                                                                                                                                                                                                                        

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The media

Which media is not recommended?

The frequency

Security