Information Processes and Technology Preliminary Course

Year 11 Half yearly Exams

1.1Introduction

* Information is a vital part of our society

* Many believe information is more important than natural resources as a source of social and economic power

* Lately great advances have been made in our ability to process information 

* Some major developments have been:

  • Printing press
  • Photography
  • Computers/internet

* Technology has cut down the time taken to transfer information.

Information Technology

Information technology - the electronic and software used to process information

Integrated circuits- silicon chips containing transistors can store and process data

*Advances in technology computers with greater speed and power. (PC has become available at a cost that is affordable for many people, and do not require special training)

* Developments in digital communication have increased our ability to transfer data. (Local Area Networks (LAN) allow computers to communicate information and share resources)

Impact of information technology

* Information technology having a fundamental impact on our society

*Has improved the standard of living for most people

* Organisations have used IT to save time, reduce effort, increase output, and develop new products and ultimately same money.

* Some changes below:

  • Banking has changed with the use of plastic cards, ATM’s and EFTPOS
  • Businesses adopted a range of software applications Employees expected to be proficient with these software tools
  • Printing and publishing industries become computerised
  • Use of information technology become widespread in the education sector
  • Governments now store and analyse huge amounts of info using IT
  • Voicemail, facsimile, mobiles, pagers, email etc. used widely to aid in communication
  • Scientists use IT to automatically collect experimental data
  • Shops use Point Of Sale (POS) systems
  • Designers use computer-aided design (CAD) software
  • Electrical engineers use sophisticated programs
  • Pilots use flight control systems
  • Managers depend on IT to provide data
  • Doctors use expert systems to help diagnose
  • Farmers use stock management systems to keep detailed records
  • Travel agents use specialised software to check the availability of flights etc.

*When new information technology is introduced impact is not always positive

*May be advantages for some people and disadvantages for others. Eg: ATM’s are convenient technology for many people, but not suited for elderly

* Some do not enjoy using the technology and prefer a more personal service.

* In other cases, a benefit to an organisation can be disadvantage for an individual.

* With the increased use of IT  a range of ethical issues have emerged which affect people who are directly or indirectly involved with technology:

  • Privacy of individual
  • The security and accuracy of data and information
  • Appropriate use of information
  • Copyright laws
  • Health and safety concerns.

1.2Information systems in context

A system – A group of elements that work together to achieve a purpose. One example is:

* Education system Made up of students, teachers, schools, resources and processes. The education systems purpose is to provide students with the basic skills and knowledge necessary to take part in society.

* An information system performs a set of information processes requiring participants, data/information and information technology.

* Performs the information processes of collecting, organising, analysing, storing/retrieving, processing, transmitting/receiving and displaying information.

* Information systems are created for purpose and operate in a particular environment.

Purpose

* Information systems have a purpose  they address the needs of a group or an individual.

* Systems purpose is the reason for its existence and it is used to measure its success

* Information systems are created to solve a problem and provide benefits to an organisation

Environment

* Is everything that influences or is influenced by an information system and its purpose. (Eg: the environment of the local library is not only the building, but also factors outside the building, such as its location, electrical power, borrowers etc)

* IT continues to change at an extraordinary rate will continue to affect environment of information systems

Information Technology

* Set of tools used by an information system or it’s participants to perform work –

* The hardware and software used

* Has no effect unless used within an information process

Hardware - physical equipment involved in processing information such as a computer, network cables and data storage devices.

  • Refers to objects you can see and hold
  • Computers are electronic devices that can process data according to stored sequences of instructions
  • Have five basic functions: input, processing, storage, control and output.

Input: involves entering data into the computer. A device designed to assist the entry of data is called an input device. These include: mouse, scanner, digital camera etc.

Processing: changes data to produce information by following a series of instructions. Processing is performed by the computers central processing unit (CPU). The CPU is the brain of the computer. It takes the data from an input device, changes it to produce information and sends it to an output device to be displayed to the user.

Storage: involves retaining data over a period of time. Before, during and after processing data and programs are held temporarily in memory. To retain data more permanently, storage devices such as magnetic disks, magnetic tape and flash memory are used.

Control: coordinates the operations of input, processing, output, and storage. The control unit is part of the CPU.

Output: involves the presentation or display of information to a person, or the transfer of data to another computer. Common output devices are the computer screen and the printer. The information presented is the result of a participants work on the computer.

* The concepts of input, processing, storage control and output are used in huge range of computers including:

  • Personal computer – single user computer, sits on desktop
  • Midrange– central computer that performs the processing for users working at terminals
  • Mainframe– central computer for a large number of users. More powerful than (Midrange)
  • Supercomputer–fastest, most powerful and expensive type of computer

Software - is the detailed instructions used to direct the hardware to perform a particular task.

There are two main types of software:

  • Application software: is a computer program used for a specific task. It allows the computer to achieve the task for which it was designed. Includes word, databases, adobe…
  • System software: manages and controls the hardware so the application software can perform the required task. Including operating systems and utility software.

Data and information

Data -Raw material entered into an information system

* This raw material could be in the form of images, audio etc, and is entered using an input device. Data may or may not be relevant or useful for a particular task.

Information- Data that has been ordered and given some meaning by people

* Created or modified by the information processes. The form and content of information must be appropriate for a particular use.

Participants

Participants-People who carry out the information processes within the information system

* The people who do the work

* Participants need to know what to do, how to do it and when to do it

* All information systems have participants.

* Often referred to as direct users, or simply users

*Interact with, or are in control of the information technology

Indirect users (customers)-Not part of the system, but their needs form part of the purpose of the system

1.3Information processes

* Developments in technology have been responsible for major changes in information processing. There are seven steps involved going through the information processing cycle.

Collecting

* Is the information process that involves deciding what to collect, locating it and collecting it

*Involves more than simply entering data. It involves four steps:

  • Defining the require data- deciding what data is needed
  • Identifying the source of the data- where the data can be found
  • Determining how the data will be gathered- what tools will be required
  • Gathering the data- collecting and entering the data into information system

Primary sources - data that is collected first hand, interviews

Secondary sources- data that is collected or created by someone else

Organising

* Is the process that arranges, represent and formats data for use by other information processes

* Carried out after the data is collected

* When developing information system  essential to determine the format in which the data will be represented

* Format of the data determines the most appropriate software application and the processing to be carried out

Analysing

* Is the process that interprets data, transforming it into information

* Involves examining data and giving meaning to it

* When data has been ordered and given some meaning by people, it is called information

* Particular type of analysis depends on the format of the data and the information that is required

* Analysing data may involve the use of a model to represent some aspect of the real world.

Storing and retrieving

* Is a two step process for retaining data:

  • Storing saves data for later use;
  • Retrieving obtains data that has been previously saved

* These processes are important, since most information systems need to retain data for further processing and to guard against data loss

* Before, during and after processing, data and programs are held temporarily in memory

* To retain data more permanently storage devices such as magnetic disks, tapes are used.

Processing

* Is the manipulation of data and information

* Occurs whenever the data or information is modified and updated

*Carried out by the CPU. The CPU accepts data from an input device, changes this data according to the instructions give by the user, and then sends the results to an output device.

* A processor consists of millions of electrical components located on a thin silicon wafer called and integrated circuit or silicon chip

Transmitting and receiving

* Is the transfer of data within and between information systems

* Data is transferred between computers and devices in two ways:

  • Serial - used with peripheral devices such as modems and
  • Parallel transmission - the transmission of pieces of data simultaneously using separate lines, printers

* For data and information to be exchanged between information systems, compatible communication settings are required. Internet is a tool used by millions of people to transmit and receive information.

Displaying

* Is the presentation of information from an information system

* Information must be well organised, attractively presented and easy to read and understood

* Information is displayed using different peripheral devices including:

  • Screens
  • Printers
  • Speakers and
  • Plotters.

A broad summary of information processing involved in Woolworth’s supermarket

WOOLWORTH’S

* IT used by the supermarket involves the use of electronic cash registers linked to a central computer

* Each checkout consists a barcode reader. The barcode is data entered into the information system. All the items have a barcode determining the Australian product number association.

* The information processes involved are:

  • Collecting- gathering data by scanning the barcode.
  • Organising- ensuring the data is in the correct format to be used by the database.
  • Analysing- searching the database for the product and description plus price.
  • Storing and retrieving- retaining information about each item.
  • Processing- updating the product inventory and calculating the price.
  • Transmitting and receiving- Transferring information between the POS terminal and central computer.
  • Displaying- Showing the product information on the POS terminal and printing the receipt.

* Each process depends on the others

* Each of the components of the information system is important

* The supermarket will only be effective if participants are trained to carry out the information processes, the data is appropriate, and the information technology is reliable.

1.4 The nature of data and information

Data- raw material entered into an information system and is known as the input of the system. Data can be seen as unorganized facts that mean little by itself.

Information- data that has been ordered and given meaning and is known as the output of the system.

* In an information system, information technology, participants (people) and information processes combine to transfer data into information.

* The distinction between data and information is important Explains why it is possible for an organisation’s information needs.

* The information processes of organizing, analyzing,processing and displaying help to convert data into information using methods such as:

  • Choosing data pertinent to the problem
  • Deleting irrelevant data
  • Combining data
  • Displaying data in an understandable way

Data

* Data  vital ingredient of an information system.

* If data collected is meaningless, information present is meaningless.

* Data will be appropriate if it is:

▪Relevant ▪ Accurate

▪ Timely ▪ Secure

* When data is entered into the information system, it is organized as a particular data type.

* The data typedescribes the kind of data, such as images, audio, video, text or numbers.

Information

* Information is an important factor in an organisation’s current and future success.

* Companies require information on their products, employees, competitors and general operation.

* Information  asset, and are substantial costs associated with its collection, maintenance and storage.

* Like Data, information will also be valuable if it is:

▪ Relevant ▪ Accurate

▪ Timely ▪ Secure

* Information must be appropriately presented to be effective and understood properly, by its viewers.

* If possible, should be tested with end users to ensure that it’s appropriate and achieving its purpose.

1.5 Digital representation of data

*In the past information only be communicated over small distances but the representation of data has undergone many changes since then.

* For any kind of data to be stored and processed on a computer, it must be stored digitally.

Traditional methods of representing data

* Traditional methods used to represent and store data:

▪ Filing systems (filed into a filing cabinet),

▪ Catalogue systems (stored in lists),

▪ Journals and ledgers (recorded in columns in special book),

▪ Microfiche (photographically transferred to a transparent sheet of film), and

▪ Printed media (stored on paper).

Digitising trends

* Data is represented digitally so that it can be used by IT allows data to be processed faster and more easily.

* IT has allowed more information to be collected, stored and processed

* The uses of IT and digital data offer many:

- Advantages over other methods of representing data:

▪ Ease of editing ▪ Ease of storage ▪ Quick search

▪ Performing calculations ▪ Ease of transmission

- Disadvantages in the use of IT and digital data:

▪ Cost of hardware and installation may be high-priced/unaffordable

▪ Compatibility with existing technology must be investigated

▪ Participants in the information system need to be trained, often reluctant.

▪ Social and ethical issues  privacy, security, copyright and the changing nature of work

* Some recent trends include electronic newspapers, internet banking, electronic commerce and internet shopping.

Digital data

* Digital data – data that is represented using digits (numbers)

* Computer is a two sate device – uses only two digits: 0 and 1 (off and on). Each 0 or 1 digit is called abit (binary digits)

* A bit – smallest unit of data stored in a computer

* A byte – group of 8 bits, (basic unit of measurement) (256 possible values for a byte)

(* All‘Powers of’ is above bigger number)

Unit / Symbol / Meaning / Approx. value (bytes) / Exact value(bytes)
Byte / B / Eight bits / 1 / 1 (2°)
Kilobyte / Kb / Thousand bytes / 1 000 / 1024 (2¹°)
Megabyte / Mb / Million bytes / 1 000 000 / 1 048 576 (2²°)
Gigabyte / Gb / Billion bytes / 1 000 000 000 / 1 073 741 824 (2³°)
Terabyte / Tb / Trillion bytes / 1 000 000 000 000 / 1 009 511 627 776 (24°)

The binary system

* Normal system we use for counting – Decimal system (arithmetic system using base of 10 ‘digits 0-9’)

* System of counting used by computers – Binary system ( “ “ using base of 2 ‘digits 0 1’)

*Subscript is used to distinguish between numbers with different bases.Eg.102 is the number ‘one zero’ in the base two (binary) system.

♦To change:binary-decimalAdd the appropriate place values, as shown below:

Example:

Convert the binarynumber 1001110 intodecimal number

(* All powers in orange are supposed to be above bigger number)

Powers of 2 / 26^5 / 25^5 / 24^4 / 2³ / 2² / 2¹ / 2°
Value / 64 / 32 / 16 / 8 / 4 / 2 / 1
Binary number / 1 / 0 / 0 / 1 / 1 / 1 / 0

10011102 = (1×64) + (0×32) + (0×16) + (1×8) + (1×4) + (1×2) + (0×1)

= 64 + 8 + 4 +2

= 7810

Binary number 100110 = decimal number 78

♦To change:decimal-binarydivide the binary place values into the decimal number.

That result  binary digit. The remainder is divided by the next place value. Repeated for all places.

Example:

Convertdecimal (10910) into binary

(* All powers in orange are supposed to be above bigger number)

Powers of 2 / 26^6 / 25^5 / 24^4 / 2³ / 2² / 2¹ / 2°
Value / 64 / 32 / 16 / 8 / 4 / 2 / 1

10910 = 64 + 32 + 8 + 4 + 1

= (1×64) + (1×32) + (0×16) + (1×8) + (1×4) + (1×2) + (1×1)

= 11011012

Decimal 109 = binary number 1101101

The hexadecimal system

* Many computers represent binary numbers in hexadecimal as they are too long otherwise.

*Hexadecimal number system (or hex) – to base of 16, uses sixteen digits 0, 1, 2, 3, 4, 5, 6, 7, 8, 9, A, B, C, D, E and F.

♦To change:hexadecimal-decimaladd the appropriate place values, as shown below:

Example:

Converthexadecimal (1B0516) into decimal

(* All powers in orange are supposed to be above bigger number)

Powers of 16 / 16³ / 16² / 16¹ / 16°
Value / 4096 / 256 / 16 / 1
Binary number / 1 / B / 0 / 5

1B0516 = (1×4096) + (11×256) + (0×16) + (5×1)

= 4096 + 2816 +5

= 691710

Hexadecimal 1B05 = decimal number 6917

♦To changedecimal-hexadecimal divide the hexadecimal place values into the decimal number.

The result  hexadecimal digit. The remainder is divided by the next place value.

Process is repeated for all places.

Example:

Convertdecimal (42310)into hexadecimal

(* All powers in orange are supposed to be above bigger number)

Powers of 16 / 16³ / 16² / 16¹ / 16°
Value / 4096 / 256 / 16 / 1

42310 = 256 + 160 +7

= (1×256) + (10×16) + (7×1) = 1A716

Decimal 423 = Hexadecimal number 1A7

ASCII and EBCDIC

* All data needs to be converted into binary to be useful in a computer.

* To ensure data from one computer can be used on another, must be a standard method of converting letters, numbers, characters and instructions into binary code.