Alternatives
In the following table I will give an alternative device to the hardware listed in the above table. I will also describe the way it works, its advantages and disadvantages and what difference it will make if used.
Software
Software is that part of the computer which can not be touched.
These are the 2 main types of softwares:
- Operating Software (O.S)
- Application Software
Operating Software (O.S)
There are 2 main types of Operating Software. They are the following:
-
CLI which means Command Line Interface.
-
GUI which means Graphical User Interface.
The operating software I used was GUI. If I used an older version like Windows 98 then everything would be slow and there will not be good features. If I used a newer one like Windows Vista then my work would be presented in a better manner because it has extra added features.
If I used a CLI then it will be really hard because I will have to learn all the commands and at the same time get used to it.
Application Software
These are the following application softwares I have used.
- Microsoft Word
- Microsoft Access
- Microsoft Internet explorer
- Paint
The following table shows the softwares I used, its functions and advantages and disadvantages.
Alternatives
The following table shows the alternatives to the applications mentioned above, the way it works, advantages and disadvantages and the difference made.
Microsoft Word
Microsoft Access
Microsoft Internet Explorer 6
Paint
Input
An input device is that hardware which allows you to put data into the computer. The main input devices I have used are keyboard, mouse and scanner.
Keyboard
The way I detected my errors is that I checked my work twice. The way I corrected my errors is that I clicked the underlined words and chose a suitable word from the list. Spelling mistakes are underlined in red like this and grammatical mistakes are underlined in green like this. If there was none suitable then I would re-type the correct word. Thereafter I gave it to friend for proof reading.
Mouse
The way I detected the errors is that when I went on an unwanted page. The way I corrected it is that I simply went back. To prevent such errors; I done my work slowly. If I was on the internet and I made a mistake then I would click the button called ‘BACK’ which is on the top left corner.
Scanner
After the image was been scanned, I checked if there were any mistakes in the digital image. If there were any then I restarted the scanning. The way I prevented these errors was that before scanning I made sure that the page was the right way round and having no creases on the paper.
Effects of Inaccurate Data
Inaccurate data will affect the system by mainly consuming time and causing problems for customers.
I think that the overall best method of checking the accuracy of the data is that it is rechecked and confirmed. Also I would prefer having an input mask where possible in places like date of birth and post code.
Validation
It is very important that you have correct and accurate data or else this could lead to many major problems. Validation is a very good way to ensure that you have the correct data.
Validation is when the computer itself automatically checks the work and makes sure that the data entered is reasonable but it does not check the accuracy. The main aim of validation is that it makes sure that the data entered is reasonable, allowable and sensible.
For example; if you typed in the date of birth of a secondary school student then it is likely to be between 1988 and 1995.If 1955 was entered then it would definitely be wrong and the computer will not accept. This is making sure that the data is reasonable. If Sam’s date of birth is 1992 and 1989 was typed then it will be still accepted but the data is not true. This is not checking the accuracy of the data.
The following are a few methods of validation:
- Presence check
This checks that data has been entered into a field.
An example of this method is;
- In most databases a key field can not be left empty.
- Check digit
The last one or two digits in a code are used to check if all the other digits are correct. An example of this method is;
- In shops and super markets, barcode readers use check digits.
- Type check
This checks that of a certain type is entered into a field.
An example of this method is;
- In a clothes shop, dress sizes may range from 8 to 18.For this type of data, a number data type would be suitable. If the data type is set as number then only numbers could be entered and a person will be prevented form typing in letters and words. If size ‘ten’ or ‘eleven’ was entered, then it would be rejected and ‘10’ or ‘11’ would need to be entered.
- Format check
This checks if data is in the correct format.
An example of this method is;
- A National Insurance number is in the form LL 99 99 99 L. In which ‘L’ is any letter and’9’ is any number.
- Spell check
This looks up words in a dictionary.
An example of this method is;
- Length check
- This checks that the data entered is not too long or too short.
An example of this method is;
- A password which needs to be six characters long.
- Range check
This checks that a value fall within the specified range.
An example of this method is;
- Number of hours worked must be no more than 50 hours and more than 0 hours.
- Look up table
This looks up acceptable values in a table.
An example of this method is;
- There are only seven possible days in a week.
Verification
Verification is to check if the data meets the required standards. For example; if a password is created, then you have to verify by typing it a second time to see if they both match. If the passwords did not match each other then the computer does not allow him to go through because the required standard is that the passwords must match each other and must be typed in correctly.
The following are a few methods of verification:
- Re-typing the data
Re-typing the data could get rid of a lot of mistakes. This method is only ideal for small amounts of data such as passwords.
However, also in small amounts of data there is also a problem which is that the mistake could be repeated in the second piece of data and this does not pick up the mistake.
The reason why it is not ideal for large amounts of data is for three main reasons. They are as follows;
- You would end up with two copies of the data.
- Mistakes which are repeated will not get picked up.
- It would be time consuming to re-type large amounts of data.
- Checking the data on the screen with the original paper document
This method saves having to re-type the data. It can help where in data has been transposed or entered incorrectly.
However, it is not easy and can get tough trying to move your eyes back and forth paper copy and monitor.
- Printing out a copy of the data and then comparing it with the original copy
This is probably the easiest method because you bath copies side by side and you can check for mistakes.
However, this method can also become time consuming if large amounts of data have to be checked. Also if you go too quick the mistakes could be left.
Output
Output device allow you to view information after it has been processed.
After looking at all the different types of input devices, my work has been affected greatly. I have also tried my best to use the best out of all the output devices in my task.
Conclusion
Most of the components and other things I used for my tasks were very suitable. For example, a CRT monitor can not be used in an office and a TFT would be the best.
The following are a few extra things that the company will need to use.
Choosing and Describing Applications =3
Describing using Hardware =3
Describing using Software = 3
Characteristics, Benefits, and drawback of each system = 6
Demonstrate use of Input Methods = 1
Comment on their speed, accuracy and validation = 4
Describe your system outputs = 1
Comparing Output devices Alternative outputs and drawbacks to your system= 4
