Hardware and software ICT revision notes
GNVQ INFORMATION TECHNOLOGY
HARDWARE & SOFTWARE
REVISION NOTES
Name
ICT GNVQ REVISION PROGRAMME FOR UNIT
HARDWARE & SOFTWARE
This unit helps you to:
* understand ICT specifications for hardware and software
* select an ICT system and configure it to meet the needs of users
* write a program to improve efficient use of application software (macros)
* write a program to display hypertext information (html)
* understand and develop good practice in your use of ICT
The topics are:
* hardware
* software
* computer programming
* html programs
* macro programs
* standard ways of working
Hardware
ICT systems are made up of hardware and software. You must learn to identify and know the purpose of the components (pieces) of hardware that make up an ICT system, including:
* input devices
* output devices
* main processing unit
* cables and connectors.
Some hardware components are inside the main processing unit.
You will need to understand the purpose of these and how they affect the ICT system
specification, including:
* disk drives (floppy, hard)
* CD ROM drive
* memory (RAM and ROM)
* ports (input and output connectors)
* motherboard
* central processing unit (CPU)
* data and software on computers can be stored in different ways. You will need to know the different types of storage used, including:
* RAM (random-access memory)
* ROM (read-only memory)
* magnetic disk (hard, floppy)
* optical storage (for example CD ROM, DVD)
You will need to be able to compare the different types of storage for:
* volatility (loss when power removed)
* storage capacity
* speed of access and retrieval
* read capability
* write capability
* cost.
You will need to know the terms used to describe the size of data or storage capacity,
including the following (but not the precise numbers):
* bit (binary digit - smallest data item)
* byte (8 bits)
* Kbyte (Kilo or 1024 bytes - 210)
* Mbyte (Mega or 1,048,576 or 220)
* Gbyte (Giga or 1,073,741,824 or 230)
* Terabyte (~1,099,000,000,000 or 240).
There are many types of input device. You need to understand their purpose and be able to select input devices to meet the needs of users, including:
* mouse
* roller ball
* keyboard
* concept pad (keyboard with symbols)
* scanner
* digital camera
* microphone
* joystick
There are different forms of output from ICT systems. You will need to understand and be able to select output devices to meet the needs of users, including:
* visual display unit
* loudspeaker
* printer
Different types of printer and visual display units are available. You must be able to identify equipment to meet user needs.
To do so you will need to understand the technical terms used in specifications, including: technical terms related to printers
* ink jet
* resolution (dpi)
* laser
* impact (for multiple forms)
Technical terms used to describe visual display units
* size (across corners)
* colour or monochrome
* resolution (pixels)
* refresh rate (interlace or not)
Additional devices are required for networks and to provide access to the Internet. These devices are needed to support communications. Examples are the 'network card' and the 'modem'. These are usually fitted inside the 'main processing unit'. You will need to understand what users want to achieve. This will help you to learn to specify suitable hardware to meet their needs.
Use the notes you made in Assignment 5 to revise the topics above
Software
Computer systems need software to make them work. You will need to learn the purpose of different types of software, including:
* the ROM (start up and BIOS)
* operating systems
* programming languages
* applications software
The ROM BIOS Chip
The read-only memory (ROM) chip on the motherboard contains the instructions that enable the computer to start up or boot. These instructions are permanently stored in the computer's memory. When the computer id first turned on or re-started, it reads the start-up instructions in the ROM BIOS chip. BIOS stands for basic input output system and is a set of instructions that tells the computer how to handle the flow of data between ...
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* the ROM (start up and BIOS)
* operating systems
* programming languages
* applications software
The ROM BIOS Chip
The read-only memory (ROM) chip on the motherboard contains the instructions that enable the computer to start up or boot. These instructions are permanently stored in the computer's memory. When the computer id first turned on or re-started, it reads the start-up instructions in the ROM BIOS chip. BIOS stands for basic input output system and is a set of instructions that tells the computer how to handle the flow of data between the computer and its input and output peripherals, such as the keyboard and printer.
Operating Systems
Operating systems (OS) are the software programs that control the use of hardware resources. For example they control:
* central processing unit )CPU) time
* the allocation and use of memory
* the allocation and use of disk space
* the operation of peripherals devices such as printers
This makes operating systems the foundation that applications software such as word processing and spreadsheet programs are built on. The most common systems are MS-DOS, the Macintosh system (OS/2) and systems that use windowing environments such as Windows '98.
You must understand the differences between a command-driven operating system and an operating system with a graphic user interface (GUI). You will need to be able to use the operating system to configure items to meet the needs of users, including:
* time and date
* security passwords
* anti-virus checks
* screen prompts or desktop appearance
* mouse settings (speed, pointer style)
* directory structures (folders).
MS-DOS stands for Microsoft Disk Operation System. It is a command - led system, which means that you operate it by keying in command codes. For example the command copy c:\letter.doc a: would be required to copy a file called letter from the hard drive to a floppy disk.
DOS was difficult to work with because commands had to be entered in an exact way and there were a lot of different codes for the ordinary everyday user to remember.
Windows was first introduced in 1985 and is now the most popular PC operating system. The name comes from the fact the operating system can divide the screen into independent areas called windows. Each window has its own frame that can be resized and moved around the screen. Individual windows can contain different programs.
The advantage of windows is the graphical user interface (GUI - pronounced 'gooey') which is a user friendly method of showing information on screen graphically. It lets you start programs, choose commands and other options by using the mouse to click icons (symbols) and lists of menu items. You no longer need to remember complicated commands. For example to copy a file from the hard drive to a floppy disk you just drag it from one folder to another.
Applications Software
The various types of applications software include:
* word processing
* spreadsheets
* databases
* desktop publishing
* graphics
* personal organisers
* e-mail
* utilities such as virus checkers
* programming languages
Word Processing
Word processing packages are used to manipulate text. This includes:
* entering text
* editing text
* formatting text
* changing presentation
* spell-checking
* grammar-checking
* creating tables
* importing graphics, spreadsheets, graphs etc from other programs
Spreadsheets
* Spreadsheets are used to process numbers
* They can be used to enter text, numbers and formulae
* Cells can be formatted to display their contents as whole numbers, currency etc.
* They can be used to produce charts, graphs etc
* They are particularly useful for financial forecasting (what-if queries)
Databases
* Contain data structures so that it is information
* Data is structured in fields and stored in records
* records stored in tables
* several tables may be linked to form a database file
* queries can be produced from information from one or more tables
* reports can be produced from tables or queries
Desktop Publishing
* Desktop publishing programs have more4 sophisticated presentation and layout features than word processing packages
* Newspapers and magazines often produced using a DTP package
* Text is usually produced in a word processing package, graphics in a graphics package, then imported into DTP package for layout
Graphics
Used to producer computer generated images e.g.
* Clip-art
* Simple shapes such as circles, rectangles etc.
* Photographic images from a scanner or digital camera can be manipulated in a graphics package
* Computer aided design programmes help architects and designers produce technical drawings
* Other industries use graphics packages to help them with their work - e.g., fashion designers, publishing companies
* Graphics files use a lot of memory so need a computer with a powerful CPU, a large hard drive and lots of RAM, together with a high resolution monitor and colour printer
Personal Organisers
* Schedulers or electronic diaries are used in many large companies to recors appointments, meetings, contact details etc.
* Can be set up to provide reminders of important events or dates.
* When used over a network they enable you to see when other people might be available for meetings etc and can save a lot of time in making telephone calls when trying to arrange a meeting. When a free slot is found, the meeting details can be entered in all the diaries at the same time
E-Mail
* An increasingly popular way to communicate with people all over the world
* E-mails can be sent to individuals or a list of people.
* Much quicker than telephone or letters
* Data files can be attached to e-mails - e.g. a spreadsheet, database or word processed document.
* The recipient can read the e-mail, save it, delete it, forward it to someone else or reply to you immediately
Utilities
* Often used to check the performance of a computer system
* Most common is probably a virus checker, this scans all files, detects and removes viruses from floppy disks and hard drives.
Programming Languages
* All computer software is written in a programming language
* Some are very complex - e.g C++ and Java
* Some are more straight forward - e.g. visual basic - used in macros for Word, Excel and Access
* Pages on the internet are written in Hypertext Mark-up Language (HTML)
You will need to identify what it is that a user wishes to do. You will then need to be able to specify suitable software to meet these needs.
Users often know little about their application software. To enable users to make immediate and effective use of the software you must be able to configure it to meet their needs. Configuration may include:
* setting spell and grammar checks
* setting/modifying default templates
* creating simple macros
* setting backup method/timing
* setting suitable printer drivers
* toolbar display and layout
* setting display parameters
* setting use of key-operated commands and macros
* setting default file locations
* setting scroll bars and status bars
When operating system and applications software is configured to suit user needs you must test that it works. This test must include:
* powering up
* using the operating system
* accessing application software
* using macros and templates you have created
* entering and saving information
* retrieving and printing information
Computer Programming
Most people who use computers never write programs; they do not need to. Commercial software helps them to do what they want. The main advantage of programming is the control it gives you over the computer.
Deciding to produce your own program is a big step. Programming can be very complex and time-consuming. Before starting to produce a program you must:
* know what you want to achieve
* be sure that it is not already available at reasonable cost (as an 'off the shelf' program)
* know about programming software, which you can use to produce your program
Few large programs are new and original creations. Most are developed from existing programs or by combining existing routines and sub programs.
For this unit you will learn about two particular purposes of programming. They are to:
* display pages of information that can be browsed using hot links
* automate actions in applications software using macros
Programming languages change as ICT develops. Professional programmers use the more complex programming languages to create new applications software. Some languages are designed to be very easy to use.
You will use the languages that are very easy to use. Software of this kind lets a user create a program without the need to understand the coding. This type of software creates the code while the user describes what is needed. In some cases the program simply records the keys that a user presses; in others a routine or 'wizard' guides the user through a sequence of operations and records the result.
This type of programming software creates program code that can be reviewed and changed if necessary.
You will use these automated techniques to create program code. You will then look at and make minor modifications to the code created. In some cases you may simply insert comments or your name in the code.
The simple programming languages you will use are:
* hypertext mark-up language (html - available in most word-processing software)
* macro programming languages (available in most application software)
HTML Programs
HyperText Mark-up Language is the code used to write pages for the web. This code is in the form of tags which surround block of text to indicate how the text should appear on the screen so that it looks the same when viewed through any web browser.
It enables you to create hyperlinks within the text so that, when you click on a hyperlink, you automatically jump to another part of the page or another page on the web. A hyperlink might be a word, a button or a picture
You must learn how:
* hypertext systems operate
* to use wizards or other techniques to create html-based hypertext pages
* to create hot spots to enable users to browse the hypertext information
* to access html code and make minor modifications
* to use a browser to view the program pages
* to access html code (tags) and make minor modifications.
Hypertext information displays text and graphics and may play sound files. You will need to use appropriate presentation techniques; most appear in Unit A: Presenting information (Intermediate). In particular, you must:
* plan your output to suit your audience
* plan your page structure
* use presentation techniques effectively
* scan and edit pictures to use in your programs
* use clip art and images created by you
* identify and use suitable sound clips
* check the appearance of the presentation using a browser
Many programming languages enable you to place comments in the program. These help you and others to understand (or remember) the purpose of small parts of the program. You will learn to use comments to explain your programs at each stage.
Macro Programs
Programs that are used to automate actions in applications software are called macros. Some macro programs are produced using automated routines called wizards. You must learn:
* the purpose of macros in applications software
* reducing input errors
* speeding up processing
* standardising routine procedures
All three of these save time by replacing often used sometimes lengthy series of keystrokes with shorter versions. Many macros are already built in to the software, for example, when you click to print a document, you are activating a macro that goes through the process of selecting File, Print OK - one click instead of three
* how to create and edit macro programs using application software
* how to access macro code and make minor modifications.
Macros can be used to automate a variety of user actions. You will learn how to use macros to:
* replace multiple key strokes
* insert graphics, text, tables, lines and borders
* adjust the page layout (margins, columns, headers, footers)
* call or create a new template
* modify application software configuration (set options, customise)
Templates
A template is a blueprint for the text, graphics and formatting in a document. A Fax template for example contains the company name, a date field and placeholders to indicate where to type the recipient's name, address, fax and phone numbers, the number of pages and the message text.
The benefits of a template are:
* They can be used time and time again
* They save time inputting basic data
* They reduce errors
* They mean that all documents based on the template have the same layout, so providing a consistent company image
Standard Ways of Working
Note: What you need to know and be able to do to implement standard ways of working is described in detail in Unit A: Presenting information (Intermediate). The following is a shortened version of these requirements written to apply specifically to this unit.
To develop good practice in your use of ICT you must:
* plan your work to produce what is required to given deadlines
* keep a log of ICT problems you met and how you solved them
* evaluate your work and suggest how it might be improved
* proof-read your products (on screen) to ensure accuracy and economic use of material
* keep backup copies of files on another disk and/or in another location
* save work regularly using different filenames
* keep information free from viruses
* respect confidentiality
* respect copyright
When setting up or using ICT systems, you must be able to work safely. You must ensure that:
* cables do not cause an obstacle hazard
* cables and connectors are electrically safe
* you replace consumable materials correctly
* physical working environment and position (ergonomics) are acceptable
D.M.Hislop Hardware & Software Revision Notes Page 9
