Why?
This method is more efficient than being done by hand. It is a lot easier to access information on the pupils. It also helps with the absence lists which can be printed out then given to teachers to check if the absences of the class are correct.
Student details
Students’ details are entered into a computer and then saved. It is then easier to find out pupil information when a contact name, number or address is needed. It is more efficient this way as files are generally not lost and are easier to access. It also stores doctors’ names and numbers, the ethnicity of the pupil, their religion and whether or not they have siblings within the school. The advantage of having a database id the fact that is a lot easier to look up student details as all you have to do is enter the students name.
Why?
In case emergency contact details are required all information will be kept on a database which can be accessed very quickly by entering a pupils name, information can then be edited or used more efficiently. Also all medical details can be reviewed so if a pupil has a special medical need it can be helped within the school.
Letters/home contact
It is easier to use ICT when contacting the parent/carer as letters can be mail merged and addressed to the pupils it will concern. Contact numbers are also stored so when a contact is needed it saves a lot of time looking through files when it could be looked up on a computer in a matter of seconds. It also keeps student details confidential as it is not written on paper so the details cannot ‘get into the wrong hands’.
Why?
To keep parents informed in the events happening within the academy. Giving students’ newsletters to take with them so they can also be informed of what is happening.
Finance
ICT is used for many different finance related issues. It is used to keep a record of staff wages. It is also used to keep a record of pupils who have paid for school trips and the pupils which haven’t. ICT is used to enter in orders and invoices to see how much is being spent and where more money is needed in certain lessons and which doesn’t. it also helps with department budgets to see how much is being spent and how much money is left to be used within that certain department.
Why?
The school has a budget in which it has to stick to so a record ha to be kept in what money is going in and out, this is done on a computer as the calculations will be quicker and more efficient than being done by hand. Also it helps to see what has been ordered and needs reordering so a track can be kept on how much money a certain department will require.
Timetables
Timetables are constructed on a computer so lessons try not to intercept each other and for pupils to have the lessons in which they will need to attend. It also gives teachers a timetable to know where they should be and which lessons they should be teaching.
Why?
It can be shown a lot more clearly when done by a computer so it is clerly indicated where students and teachers are supposed to be so there are no mix up in times or lessons.
Examination
ICT is used to enter students into their exams. Registers are taken in the exam and then can be sent via a computer to the examination board. ICT is also used to check examination timetables and examination details.
Why?
This is a lot easier to do as results and examination information can be downloaded from them which make things a lot quicker than them being sent by post. It is also easier as this information can be printed out immediately when it has been downloaded so it is a quicker way to be able to receive information.
Stations
Dell OptiPlex GX1, Intel Pentium 2 or 3 processor, <256Mb RAM, CD Drive15” or 17" CRT Monitor (cathode ray tube), Windows 2000, Dell OptiPlex GX270, Intel Pentium 4 processor running at 2.6Ghz, 256Mb DDR SDRAM 266Mhz, 40Gb Hard Disk Drive, CD Drive, 15” TFT ( thin film transistor) Monitor, Windows XP Pro. The admin staff use the Dell OptiPlex GX1. The Dell OptiPlex GX270 is used by pupil as it takes up less space when saving work which is helpful when there are over thirteen hundred pupils within the school. Pupils are given a lot smaller workstations as it is a lot easier to do theory work when a computer is not necessary. It also allows a lot more students use the computer suite at any one time as the work stations are smaller and will take up a lot less space. Whereas the admin staff do not require the theory space and are given a normal work station. Hp laser printers and inkjet printers are used to print out students and admin staff work. A laser jet printer is used because they are a lot cheaper to run and a lot faster than an inkjet printer. An ink jet printer is a lot more expensive to run however it does print out in colour but it is also a lot slower and less convenient than a laser jet printer.
Software
The software that is available on the pupil workstations consists of: MS Office 2003, this consists of MS Word, which is used to word process essays, stories and coursework by pupils. Admin staff use it so they can write out letters and information to both staff and pupils. Teachers use it so they can create worksheets for their classes, and information to supply teachers to tell them what the lesson plan is.
MS Excel is used to record spreadsheet data. It is used by pupils in their lessons so they can record survey results, record important information and create graphs and charts so they can display things visually to make it easier.
Admin staff use this program so they can record pupil data and use it to calculate things like attendance and absences. Teaching staff would use this so they can also display the information they are trying to get across visually and to input information depending in what they are doing.
MS PowerPoint- this is used by pupils to create slide shows when making a presentation. Teachers also do this as it explains the point being made by making a presentation with colour, graphics and motion.
The software also contains accessories such as paint, notepad, and calculator.
A full database is also needed so that it can be used for pupil monitoring which is a six-weekly report using an optical mark reader. The disadvantages of this is the fact that all staff would need training to use this and if the computer crashes then all information could be lost.
Lings music Ltd
Lings music Ltd is a small and independent company. They specialise in reggae and R&B music. They do not use ICT for many things involving their business. Most records etc, are recorded on a sheet of paper and then stored in a folder. The business is small and does not need much ICT to run. When they do need ICT they only use it for:
Wages
Wages are calculated on a computer. They use MS Excel to calculate the wages of their staff, which consists of just six people. Their hours are monitored so the manager can see how many hours they have done so their wages can be worked out using the spreadsheet software. Tax is also worked out on this as it is easier to be calculated. The advantages of using formulae is the fact that a formula can be used for represent the amount of hours and the amount of pay they shall receive so the more hours that are worked the formulae can be changed and recalculated.
Stock
The amount of c.ds and the type of c.ds will be word processed then stored on the managers’ computer so they can see when they will need to contact a supplier. It also keeps a record of what c.ds they have so if someone asks for a c.d it can be checked to see if that c.d is available. It also helps with the theft side, they see what is being sold and a stock take can be done.
Leaflets
Leaflets, fliers and newsletters are produced on the computer to help with sales and promotion of the business. Publishing software would be used as it would look more professional than a hand drawn leaflet. A hp colour inkjet printer is used as they would often not print many things out so it would not be worth the money being spent on a laser printer.
Suppliers
Emails are sent to suppliers when stocks are running low, MS Outlook would be used as it is a fast and efficient way to send emails. This makes it easier and a lot less time is used than sending a letter
Hardware and Software
Microsoft XP Office version is used in the business. They only have one computer within the whole business which is Dell Pentium III with an 800 x 600 14” TFT screen and a hp inkjet colour printer.
