IGCSE

Information and
Communication
Technology

Endorsed by
University of Cambridge
International Examinations

Information and
Communication
Technology
Graham Brown
and David Watson

Acknowledgements
The authors would like to thank the following for their assistance, patience, understanding and proofreading: Tracy Brown,
Philippa Brown, Laura Brown, Jenna Brown, Karla Brown, John Reeves, Brian Sargent and Stuart Morris.
Images: SnowAngel Graham Brown, Snowball.jpg Graham Brown, Trees.jpg Graham Brown. Chapter 10
page 125: Snowman Karla Brown, Six trees Graham Brown.
p. 1 tr iStockphoto.com/Dennys Bisogno, tl istockphoto.com/Nicholas Monu, br iStockphoto.com/bluestocking/Uyen
Le, bl Ronen/iStockphoto.com; p. 3 tr iStockphoto.com/Dennys Bisogno, tl istockphoto.com/Nicholas Monu,
l Godfried Edelman/istockphoto.com; p. 5 Photodisc/Getty Images; p. 6 t Photodisc/Getty Images, c Sirin Buse/
istockphoto.com, b iStockphoto.com/bluestocking/Uyen Le; p. 7 DreamPictures/The Image Bank/Getty Images; p. 8 t
Ingram Publishing, b Dmitriy Melnikov Fotolia.com; p. 9 t Cindy England/istockphoto.com, c George
Clerk/istockphoto.com, b www.purestockx.com; p. 10 Dmitry Vinogradov/istockphoto.com; p. 11 t Mariano
Ruiz/istockphoto.com, b kmit Fotolia.com; p. 12 t jerges/istockphoto.com, b Thinkstock/Jupiterimages/Getty Images;
p. 13 t Brand X/Getty Images, c Photodisc/Getty Images, b lauriek/istockphoto.com; p. 14 t Jostein
Hauge/istockphoto.com, b Martin Firus/istockphoto.com; p. 15 t Royalty-Free/Corbis, b thumb/istockphoto.com;
p. 16 t Reproduced by permission of Scantron Corporation. Copyright Scantron Corporation. All rights reserved, b Access
IS, UK; p. 17 tl Access IS, UK, tr Beaconstox/Alamy, cl 216Photo/iStockphoto.com, bl Juanmonino/istockphoto.com, tr
Beaconstox/Alamy; p. 18 t Michal Mrozek/iStockphoto.com, b Photodisc/Getty Images; p. 19 BMPix/istockphoto.com;
p. 20 t fotoIE/istockphoto.com, b asterix0597/istockphoto.com; p. 21 Ingram Publishing; p. 22 t LoopAll
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Ted Foxx/Alamy; p. 25 t Mike McCune/iStockphoto.com, c Ronen/iStockphoto.com, b Andrey Turchaninov/
istockphoto.com; p. 26 Tomasz Zachariasz/istockphoto.com; p. 27 t Andrew Lambert Photography/Science Photo Library,
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istockphoto.com; p. 34 imagebroker/Alamy; p. 35 Tatiana Popova/istockphoto.com; p. 36 scubabartek/istockphoto.com;
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b Norman Chan/istockphoto.com; p. 58 l Tootles Fotolia.com, photodisc/Getty Images, r photodisc/Getty Images;
p. 87 David R. Frazier Photolibrary, Inc/Alamy
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ISBN 978 0 340 983829

Contents
Introduction

Part 1
Chapter 1 Types and components of computer systems

1.1
1.2
1.3
1.4

2
2
3
5

Hardware and software

Main components of computer systems
Operating systems
Types of computers

Chapter 2 Input and output devices

2.1
2.2
2.3

Input devices
Output devices
Control devices

8
8
21
26

Chapter 3 Storage devices and media

28

3.1
3.2
3.3

Backing up data
Types of access
Backing storage media

28
29
29

Chapter 4 Computer networks

37

4.1
4.2
4.3
4.4
4.5
4.6
4.7

37
37
41
43
45
46
48

Introduction
Common types of network
Network devices
The internet
Intranets
Network security
Communication methods

Chapter 5 Data types

50

5.1
5.2
5.3
5.4
5.5

Introduction
Types of data
Data structures
Databases
Analogue and digital data

50
50
54
54
57

Chapter 6 The effects of using ICT

59

6.1
6.2
6.3
6.4
6.5
6.6
6.7

59
59
60
61
65
67
68

Introduction
Software copyright
Viruses and hacking
Effects of ICT on society
Information from the internet
Internet developments
Health and safety issues

Information and Communication Technology

Chapter 7 The ways in which ICT is used

71

7.1
7.2
7.3
7.4
7.5
7.6
7.7
7.8
7.9
7.10
7.11
7.12
7.13
7.14

71
71
73
75
77
80
81
85
86
86
88
89
91
92

Introduction
Communications applications
Satellite and mobile network communications
Data handling applications
Modelling applications
Types of processing
Control applications
Robotics
Batch processing applications
Automatic stock control system
Online booking systems
Banking applications
Library systems
Expert systems

Chapter 8 Systems analysis and design

8.1
8.2
8.3
8.4
8.5
8.6
8.7
2

vi

Introduction
Analysis stage
Design stage
Development and testing
Implementation
Documentation
Evaluation

94
94
94
95
97
98
100
101

Part 2
Chapter 9 Communication

104

9.1
9.2
9.3
9.4
9.5
9.6
9.7
9.8
9.9
9.10
9.11
9.12

104
104
105
106
107
108
110
111
112
113
113
114

Using email
Opening your mailbox
Organising your mail
Email etiquette
Sending an email
Receiving an email
Managing your contacts
Sending a file using email
Receiving and saving a file using email
Using the internet
Opening a website from a URL
Using a search engine

Chapter 10 Document production

117

10.1
10.2
10.3
10.4
10.5
10.6

117
118
120
120
122
125

Generic file types

Entering data from existing files
Keying in text
Editing text
Importing images
Resizing images

Contents
10.7
10.8
10.9
10.10
10.11
10.12
10.13
10.14
10.15
10.16
10.17
10.18
10.19
10.20

Wrapping text around images

Cropping images
Formatting pages
Using headers and footers
Widows and orphans
Using page, section and column breaks
Using columns
Font styles and sizes
Emphasising text
Using lists
Using tables
Text alignment
Line spacing
Correcting errors

126
129
130
131
133
134
135
137
139
140
143
147
148
150

Chapter 11 Data manipulation

151

11.1
11.2
11.3
11.4
11.5
11.6
11.7
11.8

151
153
156
158
161
171
173
176

Understanding database structures

Creating a database from an existing file
Entering data
Performing searches
Producing reports
Using formulae in queries
Using formulae in reports
Sorting data

Chapter 12 Integration

178

12.1
12.2
12.3
12.4
12.5
12.6
12.7
12.8

178
178
179
179
180
182
182
182

What is an integrated document?

Importing objects
Showing evidence of your methods
Showing evidence from Access
Combining your document and a database extract
Combining your document and a graph or chart
Ensuring consistency of display
Precision framing

Chapter 13 Output data

183

13.1
13.2

183
184

Saving documents
Printing data and documents

Chapter 14 Data analysis

187

14.1
14.2
14.3
14.4
14.5
14.6
14.7
14.8

187
189
204
205
210
212
217
218

What is a data model?

Creating a data model
Testing the data model
Selecting subsets of data
Sorting data
Using display features
Save and print data
Produce a graph or chart

vii

Information and Communication Technology

Chapter 15 Website authoring

227

15.1
15.2
15.3
15.4
15.5
15.6
15.7
15.8
15.9
15.10

227
230
232
234
236
243
245
250
255
262

Chapter 16 Presentation authoring

269

16.1
16.2
16.3
16.4
16.5
16.6
16.7
16.8
16.9

269
269
276
280
282
283
287
288
288

Index

viii

Introduction
Format text using pre-defined styles
Opening existing webpages and enhancing text
Working with styles
Creating a cascading stylesheet
Working with lists
Working with colour
Using hyperlinks
Using tables
Using images
What is a presentation?
Using the master slide
Creating slides
Creating a chart
Adding presenter notes
Using images
Transitions between slides
Animation effects
Saving and printing a presentation

292

Introduction
Aims
This book has been written to provide the
knowledge, understanding and practical skills that
you need for the Cambridge IGCSE in Information
and Communication Technology. This book,
together with the accompanying CD and image for
scanning, provides:
practice examination questions for the theory
elements of the course
practice tasks which offer guidance on how to
answer questions for the practical parts of the
course
activities which allow students practice in answering
questions for the practical parts of the course
source data files for the tasks and activities
hints and tips for the practical papers
suggestions for possible teaching methods.
Although it has been written with the CIE syllabus
in mind, it can also be used as a useful reference text
for other practical ICT qualifications at GCSE and
other equivalent Level 2 courses.

Using the book

The text is in 16 chapters. Although it is possible
that some elements of the practical chapters may be
examined in the theory question papers, and vice
versa, the sections for the theory work are in
Chapters 18 and the sections for the practical work
in Chapters 916.

Examination questions
For the theory section, there are examination-style
questions on the CD, together with model answers,
all in portable document format (.pdf). For the
practical section, the examination-style questions
appear as activities in the book, with the model
answers on the CD. Two practice examination
papers also appear on the CD.

Colour codes and symbols used

Throughout the book there are a number of colours
and symbols used. Key presses are shown as <Enter>,
but be careful with Chapter 15, where html codes are
also shown in angled brackets, like this <html>.
Different sections of text are in the following styles.

Tasks
These are examination-style questions in the practical
section (which often include the use of source files
from the CD for the practical tasks) that are answered
within the chapter. The text demonstrates the
techniques used to solve the task and gives some
example answers. These provide easy-to-follow step-bystep instructions, so that practical skills are developed
alongside the knowledge and understanding.

Activities
These are examination-style questions in the practical
section, usually at the end of a chapter or section for
the students to answer. These often include the use of
source files from the CD. Model answers for each
activity are available in portable document format
(.pdf) on the CD.

Exercises
In the theory section, these are short exercises for
the students to complete in order to confirm their
understanding of the concepts covered in a section
or chapter.

Hints
These give hints, tips, shortcuts and advice on
examination techniques.

HTML markup
All html markup appears in a blue,
proportionally spaced font.
Cascading stylesheets
All cascading stylesheet markup
appears in a red proportionally
spaced font.

Text colours
Some words or phrases within the text are printed
in red. Definitions of these terms can be found in
the glossary.
In the practical section, words that appear in blue
indicate an action or location found within the
software package, for example Select the Home tab.
In the database sections of the book, words in
orange show field names.
ix

Information and Communication Technology

Words in green show the functions or formulae
entered into the cell of a spreadsheet, for example a
cell may contain the function =SUM(B2:B12).

Hardware and software used

The practical elements of the examinations can be
undertaken on any hardware platform and using any
appropriate software packages. For the purposes of
this book, we have needed to choose specific software
packages, but the functionality of many other packages
is very similar. Many of the skills demonstrated in
Chapters 9 to 16 are transferable and can be adapted
for other hardware and software platforms.
All the tasks and activities within the practical
chapters have therefore been created using a PC
platform with Microsoft Windows Vista operating
system and include the use of Notepad. Independent
packages used for the practical sections include
packages from Microsoft Office Professional Edition 2007,
including Word, Excel, Access and PowerPoint. Internet
Explorer has been used as the web browser and
Windows Live Mail as a web-based email editor.
For the website authoring section of the book
(Chapter 15), all work has been produced in html code
without the use of a WYSIWYG package. Although
you may have a WYSIWYG package available and may
wish to allow students to use this, it is important to
realise that they are expected to have knowledge of
underlying HTML and cascading stylesheet code. All
html written within this chapter is written in HTML
version 4.01 strict, and are W3C validated (although
the Doctype statements have been removed so as to
avoid confusing students). All cascading stylesheets
used have been W3C validated.

Using the source image

You have been provided with a source image which
can be scanned when attempting Activity 10b in
Chapter 10. This can be found at the very end of the
book, after the index.

Using source files

Source files can be found on the CD and will need

to be copied onto your local machine or network

drive in order to use them. Copy them and give

them read/write access. This is essential to ensure
that you can use some of the file types included on
the CD. For example, you cannot create queries or
reports in Access when working from the CD. The
CD will contain all source files in a series of subfolders, one for each of the practical chapters.

PC users
From the Start button,
select the Computer
option and locate the
CD drive, which may be
called drive D: or E:.
For the purposes of this
section, we will assume
that it is called drive E:.
If your machine has a
different drive for the
CD letter, adapt these
instructions accordingly.
Locate the Chapter
source files folder, which can be found
at E:\Resources\Chapter source files. To
locate an individual file, such as the image
SNOWBALL.JPG used in Chapter 10, use the path
E:\Resources\Chapter source files\Chapter 10\
Snowball.jpg.
It may be better to copy the contents
of this folder into a new folder on your
local machine or network drive. Open
each file as you wish to use it. Select the
Office button, and then Save As to
save a new copy with an amended filename. You
may need to change the file permissions of these files
to read/write to enable you work on them; however,
check with your network administrator before
attempting to make these changes.

MAC users
Double click on the CD icon on the desktop. Use
Finder to navigate to the location for the new folder,
then create a new folder (<Apple>+<Shift>
+<N>). With Finder, choose the CD and select all
files
(<Apple>+<A>)
and
copy
them
(<Apple>+<C>). Go to the new folder using Finder
and paste the files (<Apple>+<V>).

Introduction

Changing the source files to match

your regional settings
Before attempting any of these processes, back up all
source files. The source .csv (comma separated
value) files supplied on the CD have commas as
separators between fields and full stops within
currency values. If your regional settings for these
values are different to these (for example, if you use
commas within currency values rather than full stops
and your software settings require you to use
semicolons for separators between fields), then the
source data files will need to be edited for use with
the regional settings for your software. This process
may be required to convert the source data files
before the start of the practical examinations. You
can do this process in many packages, but the easiest
(at this level) is Word. Open the .csv file in Word
using the Office button and Open. Select the file
from the list and click on
. This will open

Repeat this process, replacing a . (full stop) with

a , (comma). All the characters will have been
replaced within the file like this.

Save the file with the same file name using the
Office button and Save. This will ensure that the file
is saved in .csv format.

the file, which will look similar to this.

Select the Home tab, then the Editing

section followed by the Replace icon.
Enter a , (comma) into the Find what:
box and a ; (semicolon) into the Replace
with: box, then click on
.

xi

Part 1

CHAPTER

Types and components of

computer systems
In this chapter you will learn about:
hardware
software
the main components of a computer system
operating systems:
graphical user interface (GUI)
command line interface (CLI)
different types of computer systems.

1.1 Hardware and software

Computer systems are now commonplace in every part of our daily life. This chapter
introduces the basic components that make up these computer systems; most of
these will be described in much greater depth in later chapters. Comparing books
with computers is a good analogy: the actual pages and the ink used on the pages
are equivalent to the hardware used to make up these computers; the words written
on these pages are equivalent to the software. Without the words, the book is
useless. Similarly, without software, computers would be of little use to any of us.
Hardware is a general term for the physical components that make up a computer
system, for example keyboard, mouse, monitor, processor, circuit board and so on.
Software is a general term for the programs that control the computer system.
There are two types of software:
systems software: programs that allow the hardware to run properly, e.g.
operating systems
applications software: programs that allow the user to do specific tasks, e.g.
spreadsheets.

1.2 Main components of computer systems

A typical computer system is made up of hardware and software. Figure 1.1 shows an
example of a computer system consisting of input devices, output devices and secondary
storage. These will be discussed in more detail in Chapter 2, but examples include:
input devices: keyboard, mouse
output devices: monitor, printer
secondary storage devices: DVD R/W drive, removable hard drive.
However, one part of the computer system has not yet been mentioned. This is
shown as the Processor and internal memory devices in the diagram this consists
of four key components called the central processing unit (CPU), internal hard
disk, random access memory (RAM) and read only memory (ROM).

Types and components of computer systems

monitor
processor and internal memory devices
keyboard

printer

mouse

Figure 1.1 A typical computer system

Figure 1.2 Typical

microprocessor

The central processing unit (CPU) is the part of the computer which interprets and
executes the commands from the computer hardware and software. CPUs used to be
made up of discrete components and numerous small integrated circuits, which were
combined together on one or more circuit board/s. However, due to modern
manufacturing techniques, the term microprocessor is now used instead of CPU.
This is a single integrated circuit (see Figure 1.2) which is at the heart of most PCs
and is also found in many household devices and equipment where some control or
monitoring is needed (e.g. the engine management system in a car).
The internal hard drive is the computers main memory; this is where the
applications software, disk operating system and data files are stored. The main
advantage of these memories is the fast data transfer/access times and their large
capacity to store data (this is discussed further in Chapter 3).
Random access memory (RAM) is an internal chip where data is temporarily
stored when running applications. This memory can be written to and read from.
Since its contents are lost when power to the computer is turned off, it is often
referred to as a volatile or temporary memory.
Read only memory (ROM) is a memory used to store information that needs to
be permanent. It is often used to contain, for example, configuration data for a
computer system. These chips cannot be altered and can only be read from (hence
their name). One of the main advantages is that the information stored on the ROM
chip is not lost even when power is turned off to the computer. They are often
referred to as non-volatile memories.
It is worth noting that ROM also contains some coding known as the boot file.
This code tells the computer what to do when it first starts up; it is often referred to as
the BIOS (basic input/output system). When the computer is turned on, the BIOS
carries out a hardware check to find out if all the devices are present and whether they
are functional. Then it loads the operating system into the RAM. The BIOS stores the
date, time and system configuration in a non-volatile chip called a CMOS
(complementary metal oxide semiconductor), which is usually battery powered.

1.3 Operating systems

Reference to operating systems has already been made earlier in this chapter.
To enable users to communicate with computer systems, special software, known
as operating systems, have been developed. The general tasks for a typical operating
system include:
controlling the operation of the input, output and backing storage devices
supervising the loading, running and storage of applications programs
3

Information and Communication Technology

dealing with errors that occur in applications programs

maintaining security of the whole computer system
maintaining a computer log (which contains details of computer usage)
allowing communication between user and the computer system (user interface).

Computer users need to be able to communicate with the operating system this is
called the user interface. There are two main types of user interfaces: command
line interfaces (CLIs) and graphical user interfaces (GUIs).

Command line interfaces

CLIs require a user to type in instructions in order to choose options from menus,
open software etc. There are often a number of commands that need to be typed in,
for example, to save or load a file. The user therefore has to learn a number of
commands just to carry out basic operations. It is also slow having to key in these
commands every time an operation has to be carried out. However, the advantage of
CLI is that the user is in direct communication with the computer and is not
restricted to a number of pre-determined options.
For example, Figure 1.3 shows the CLI code required for importing data into a
table called B.
1. SQLPrepare(hStmt,
2. ?
(SQLCHAR *) "INSERT INTO tableB SELECT * FROM
tableA",
3. ?
SQL_NTS):
4. ? SQLExecute(hStmt);
Figure 1.3 Example of CLI code

The above statements show how complex it is just to carry out a fairly
straightforward operation using CLI.

Graphical user interfaces

GUIs allow the user to interact with a computer (or MP3 player, gaming device,
mobile phone, etc.) using pictures or symbols (icons) rather than having to type in a
number of commands. For example, the whole of the CLI code shown in Figure 1.3
could have been replaced by a single icon:
(table update). Simply selecting this
icon would automatically execute all of the steps shown in Figure 1.3 without the
need to type them in each time.
GUIs use various technologies and devices to provide the user interface. One of
the most common is windows icons menu and pointing device (WIMP) which
was developed for use on personal computers (PCs). This uses a mouse to control
a cursor, which then selects icons to open/run windows. Each window contains an
application and modern computer systems allow several windows to be open at the
same time. In the example shown in Figure 1.4, a number of icons can be seen on
the left-hand side and on the bottom right; three windows are open and these are
shown as grey rectangles at the bottom of the screen.
A windows manager looks after the interaction between windows, the
applications and the windowing system (which handles the pointing devices and the
cursors position).
4

Types and components of computer systems

Figure 1.4 A typical GUI

In recent years, devices such as touch screen phones use post-WIMP interaction,
where fingers are in contact with the screen. This allows actions such as pinching
and rotating, which would be difficult to do using a single pointer and device such
as a mouse.

1.4 Types of computers

There are many types of computer systems in existence. This section summarises
some of the more common types currently available.

PC/desktop computers
PC/desktop usually refers to a general purpose computer which is made up of
separate monitor, keyboard, mouse and processor unit (see Figure 1.1). The term
PC (personal computer) usually refers to computer systems which are IBMcompatible, thus distinguishing them from, for example, Macintosh systems.
It is worth making a comparison here with laptop computers:

Advantages

Spare parts and connections tend to be standardised, which usually results in

low costs.
Desktops tend to have a better specification (e.g. faster processor) for a given
price (often due to size and construction constraints in laptops).
The large casing allows good dissipation of any heat build-up.

Disadvantages

Desktops are not particularly portable since they are made up of separate
components.
All the components need to be hooked up by wiring, which can be quite complex
and clutters up the desk space.
Because they are not particularly portable, it is necessary to copy files, etc. when
you want to do some work elsewhere (e.g. at home).
5

Information and Communication Technology

Laptop computers
Laptop (or notebook) refers to a type of computer where the monitor, keyboard,
pointing device and processor are all together in one single unit. This makes them
extremely portable systems.
The key features you would expect to find in a laptop are:
low weight (to aid portability)
low power consumption (and also long battery life)
a processor that does not generate too much heat (cooling is very important).

Advantages

They are very portable, since the monitor, pointing device, keyboard, processor
and backing store units are all together in one single box.
There are no trailing wires, etc. because everything is in one single unit.
They can take full advantage of WiFi (see discussion in Chapter 4).
Since they are portable, they can link into any multimedia system.

Disadvantages

Since they are portable, they are easy to steal!

They have limited battery life so the user may need to carry a heavy adaptor.
The keyboards and pointing devices can sometimes be awkward to use.
Heat dissipation is more difficult due to the structure of the laptop computers.

Netbooks
Netbook is a term used to describe a computer that can almost fit onto a hand and
is a smaller version of a laptop. These used to be known as palmtop computers, but
this term now generally applies to much smaller devices which use touch screens and
often a stylus to key in data (see below).

Advantages
Netbook computers have many of the features of laptops and therefore have similar
advantages and disadvantages.

Disadvantages
In addition to the disadvantages listed above for laptops:
netbooks dont have optical drives
the keyboards are only about 80 per cent the size of laptop keyboards
they lack some of the features found in larger machines, principally due to the
size constraints and to the fact that they are cheaper to purchase.

Personal digital assistants

Personal digital assistants (PDAs) are small handheld computers that usually
come with a touch screen that is activated using a stylus. Data (e.g. text) is entered
by using a keyboard that appears on the touch screen. Originally, these devices were
used as personal organisers but their use has expanded somewhat to include new
generation mobile phones, data loggers, satellite navigation systems, etc. Many
PDAs now have basic database, word-processing and spreadsheet facilities.
6

Types and components of computer systems

Advantages

They can be used anywhere because of their size.

They are very lightweight and are more portable than laptop computers.

Disadvantages

It is difficult to enter text quickly.

They have very limited capabilities due to the software and the operating
system used.

Mainframe computers
Mainframe computer is a term used for a large, very powerful, computer system.
The name comes from the days when the individual components were housed in
large (often room-sized) frames.

Uses
Their main purpose is to run commercial applications, such as banking and
insurance, where huge amounts of data need to be processed each day.
The main features of main frame computers are as follows.
They can have several CPUs.
They have very fast processor speeds.
They can support multiple operating systems.
They have huge amounts of storage capacity.
They have huge internal memories (e.g. several hundred Gbyte of RAM).
They often operate using time sharing or batch processing (see Chapter 7).

Advantages

Due to the features listed above, they can be used to do very large jobs which
require large memories and very fast processor time.
They are used in time-sharing systems to allow users to be given a time slice of
the very powerful facilities afforded by a mainframe system.
They are capable of very large number crunching, and so can deal with very
complex mathematical functions (e.g. fractals) which would be very time
consuming using, for example, a PC.

Disadvantages

Mainframe computers need to be permanently housed in a large room, so cannot

be moved around.
They are very expensive to operate and maintain.

CHAPTER

Input and output devices

In this chapter you will learn about:

input devices:
the uses of each device
the advantages of each device
the disadvantages of each device
output devices:
the uses of each device
the advantages of each device
the disadvantages of each device
control applications and the uses of each device.

2.1 Input devices

As the name suggests, input devices are hardware devices that allow data to be input
into a computer. Many such devices exist, ranging from the more common ones,
such as the keyboard, through to the more specialist devices, such as barcode
readers. A number are described in this section.

Keyboards
These are the most common input devices and are used to input text, numbers and
instructions into the computer. Most use the QWERTY layout (this name comes
from the keys on the top row, which spell out QWERTY).
Ergonomic keyboards have also been developed recently. These are designed to
reduce health-related problems associated with the standard keyboard (e.g. carpal
tunnel syndrome or repetitive strain injury (RSI) see Section 6.7).

Uses

Keyboards are used to input data into applications software (e.g. text into word
processors, numbers into spreadsheets, etc.).
They are also used for typing in commands to the computer (e.g. Prnt Scrn,
Ctrl+P to print out, etc.)

Advantages

Keyboards enable fast entry of new text into a document.

They are a well-tried technology and a well-known method of entry.
Most people find them easy to use.
It is easy to do verification checks as data is entered, as it appears on the screen
simultaneously.

Disadvantages

Users with limited arm/wrist use can find keyboards hard to use.
Entering data using a keyboard is slow when compared to direct data entry
(e.g. optical mark recognition).
Keyboards are fairly large devices that use up valuable desk space.

Input and output devices

The concept keyboard uses icons or phrases instead of standard letters. These are
often used in, for example, fast food restaurants, offices and shops, where a single
key represents an item. For example, the symbol shown in the photo represents add
tax. The person using the keyboard only needs to touch this key to calculate the tax
on an invoice.

Advantages

Concept keyboards enable fast data entry, as there is no need to type in whole
commands.
They are waterproof, which is useful in a restaurant environment.
These keyboards are tamper proof and so are useful in certain applications
(e.g. at unmanned airport information kiosks), preventing people from keying in
information which could potentially corrupt the computer system.

Numeric keypads
A numeric keypad is used to enter numbers only (although some have a function
key to allow input of alphabetic characters).

Uses

Numeric keypads are used in automatic teller machines (ATMs), where

customers can key in their personal identification number (PIN), an amount of
money, etc.
Telephones have numeric keypads to allow phone numbers, etc. to be keyed in.
Electronic point of sale (EPOS) terminals have numeric keypads in case the
barcode reader fails to read the barcode and the number has to be keyed in
manually by the operator.
Chip and PIN devices have numeric keypads for entry of PIN, amount of money, etc.
They are used to enable fast entry of numeric data into a spreadsheet.

Advantages

Numeric keypads are faster than standard keyboards for entry of numeric data.
Since many are small devices (e.g. mobile phones), they are very easy to carry
around.

Disadvantages

They can be difficult to use, due to very small keys.

It is difficult to use them for entering text.
Sometimes the order of the numbers on the keypad isnt intuitive.

Mice
The mouse is an example of a pointing device. A ball is used
underneath the mouse to detect movement, so by moving the
mouse around the user can control the position of a pointer on
the screen. There are usually two buttons, which have different
functions: very often the left button is used to select something
by double clicking it and the right button brings up drop-down
menus (see Figure 2.1).
Many mice also have a scroll button, which speeds up the
Figure 2.1 Example
process of moving through a document.

of a drop-down menu
9

Information and Communication Technology

Recent developments have produced the optical mouse (where movement is
detected by reflected light rather than the position of a moving ball) and the
cordless mouse (which is an example of a wireless device). The advantage of an
optical mouse is it has no moving parts and it also doesnt pick up any dirt. This
makes it more robust and improves its performance, since the older type of mouse
can skid on certain surfaces reducing the control of the pointer.

Uses

Mice can be used for opening, closing and minimising software.

They can be used for grouping, moving and deleting files.
They are very useful when editing images, for example controlling the size and
position of a drawing pasted into a document.
Mice are used for controlling the position of a pointer on the screen to allow
selection from a menu or selecting an icon and for scrolling up and down/left
to right.

Advantages

It can be faster to select an option using a mouse rather than a keyboard.

Mice enable rapid navigation through applications and the internet.
Mice are small and so take up little area.

Disadvantages

People with restricted hand/wrist movement can find it hard to operate a mouse.
Mice are easily damaged and the older type of mouse also quickly becomes
clogged up with dirt.
They are difficult to use if there is no flat surface readily available (e.g. on an
aeroplane).

Touchpads
Touchpads are used in many laptop computers as a pointing device. The pointer is
controlled by the user moving their finger on the touchpad and then gently tapping it to
simulate the left hand button of a mouse (i.e. selection). They also have buttons under
the touchpad which serve the same function as the left and right buttons on a mouse.

Uses
The uses of a touchpad are the same as those of a mouse.

Advantages

It can be faster to select an option using a touchpad rather than a keyboard.

Touchpads enable rapid navigation through applications and the internet.
Since the touchpad is integrated into the laptop computer, there is no need for a
separate mouse, aiding portability.
They can be used even when there are no flat surfaces available.

Disadvantages

10

People with limited hand/wrist movement find touchpads difficult to use.

It can be more difficult to control the pointer when compared with a mouse.
They are more difficult to use when doing certain operations such as drag and drop.

Input and output devices

Trackerballs
Trackerballs are similar to a mouse, except that the ball is on the top of the device and
the user controls the pointer on the screen by rotating the ball with the hand. Some
trackerballs have two buttons which have the same function as the left- and right-hand
mouse buttons. If they have a third button, this is equivalent to a double click.

Uses

They have the same pointing/cursor control capability as a mouse.

They are used in applications where the user has a disability (such as RSI).
They are used in a control room environment, where it is faster than a mouse to
navigate through process screens and is more robust than a mouse.

Advantages

Trackerballs do not need the same fine control as a mouse.

People with limited hand/wrist movement find it easier to use than a mouse.
The pointer can be positioned more accurately on the screen than with a mouse.
They take up less desk space than mice since they are stationary.

Disadvantages

Trackerballs are not supplied with the computer as standard, so they are more
expensive.
User may need training since they are not standard equipment.

Remote controls
A remote control is used to control the operation of other devices remotely by
using infra red signals. The buttons on the keypad are used to select options (such as
television stations, sound levels on a hifi, timings on a DVD recorder, etc.).

Uses

Most home entertainment devices such as a television, satellite system, DVD

player/recorder, hifi systems, etc. have remote controls.
Remote controls are also used to control multimedia systems.
They are used in industrial applications to remotely control processes, stop and
start machinery, etc.

Advantages

Remote controls enable devices to be operated from any distance, which is

particularly useful for people with disabilities.
Some chemical processes are hazardous, so it is safer to operate equipment from
a distance.

Disadvantages

People with limited hand/wrist movement can find them hard to use.
The signal between the control and the device can be easily blocked.

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Information and Communication Technology

Joysticks
Joysticks have similar functions to mice and trackerballs. By gripping the stick, a
pointer on the screen can be controlled and buttons are used to make selections.
Often they have another button on the top of the stick that is used for gaming
purposes, e.g. to fire a weapon.

Uses

Video/computer games are often controlled by joysticks.

They are used in simulators (e.g. flight simulators) to mimic actual controls.

Advantages

It is easier to navigate round a screen using a joystick rather than a keyboard.

Control is in three dimensions.

Disadvantages

It is more difficult to control the on-screen pointer with a joystick than with
other devices, such as a mouse.

Touch screens
With this system the user can choose an option by simply touching the button/icon
on the screen. The selection is automatically made without the need for any
pointing device.

Uses

Touch screens are used for self-service tills, e.g. petrol stations, where the user
just touches the screen to select the fuel grade and payment method.
Touch screens are used where selections are made on screen, for example ATMs,
point of sale terminals (e.g. at restaurants), public information systems at
airports, railway stations, tourist offices.
Personal digital assistants (PDAs), mobile phones and satellite navigation systems
use touch screens.
Interactive white boards used for education are large touch screens.
Touch screens are used in computer base training (CBT) where selections are
made in answering on screen testing.

Advantages

Touch screens enable faster entry of options than using a keyboard or a mouse.
It is very easy to choose options.
It is a user friendly method for inputting data, so no training is necessary.
Touch screens are tamper proof, preventing people from keying in information
which could potentially corrupt the computer system (e.g. at unmanned ticket
collection kiosks).

Disadvantages

12

There is a limited number of options available.

Using touch screens frequently can lead to health problems (e.g. straining of arm
muscles, RSI, etc.).
The screen can get very dirty with constant touching.

Input and output devices

Magnetic stripe readers

These are used to read information on the magnetic stripe found, for example, on
the back of a credit card (see Figure 2.2). The stripe contains useful information,
such as the account number, sort code, expiry date and start date.

Uses

Magnetic strip

Credit and debit cards have magnetic stripes that are used by ATMs or EFTPOS
(electronic funds transfer point of sale) terminals.
Security cards for entry to buildings, hotel rooms, etc. use magnetic stripes.
Travel systems (e.g. train and underground tickets) use magnetic stripes.

Advantages

AUTHORISED SIGNATURE

S.J.Driver

Contact Customer
Services on
0840 5661 496
or from abroad
+44 5568 123 123

TO BE USED ONLY BY THE AUTHORISED SIGNATORY

Figure 2.2 The

magnetic stripe on a
credit card

Data entry is faster compared with keying in using a keyboard or keypad.

The system is error free, since no typing is involved.
The information held on the magnetic stripe is secure: because it cannot be read
directly by a person; and, since there is no typing, there is not the risk of
somebody observing your key strokes.
They can prevent access to restricted/secure areas.
Magnetic stripes are unaffected by oil, water, moisture, etc.
There are no moving parts, so they are physically very robust.

Disadvantages

If the magnetic stripe gets damaged (e.g. due to exposure to a strong magnetic
field or excessive use) the data is lost.
The card needs to be in close contact with the reader, so magnetic stripe readers
dont work at a distance.
Since the information is not human readable, this can be a disadvantage in some
applications (e.g. hotel room numbers are not printed on the card, so there needs
to be another way of showing the information for the customer).

Smart card readers

Smart cards contain chips (see Figure 2.3) and are similar to magnetic stripe cards.
With these cards the information is stored on the chip (e.g. PIN and personal data).
The data stored on the chip can be updated (e.g. on loyalty cards). For example,
certain oil companies use these cards: when a customer buys fuel at a filling station,
the loyalty card is swiped and points are added to the card; these points can be used
for air miles, money off next purchases, and so on. The storage capacity of the chip
is much greater than a magnetic stripe, so more information (such as customer
details) can be stored.

Uses

Figure 2.3 The chip

on a smart card

Loyalty cards, ID cards and public transport passes use smart cards.
Smart cards can be used to track customer/passenger movements (e.g. on a metro
system).
They are used with satellite systems to decode program signals.
Smart cards are used for electronic passports and driving licences.

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Information and Communication Technology

Advantages

Some smart cards (e.g. transport tickets) are used instead of money, reducing the
need to carry cash.
The chip on the card does not need to be in contact with reader, so there is less
damage compared with a magnetic stripe reader.
Data is more secure, since it is easier to copy information on a magnetic stripe
than it is to copy information on a chip.

Disadvantages
If the card is lost, information stored on the chip could be used in identity theft.

Chip and PIN readers

Chip and PIN readers are similar to smart card readers, but are used at EFTPOS
terminals. The device has a slot into which the card is placed and the chip is read.
The PIN is entered using the keypad. A small screen is also part of the reader, which
gives instructions to the operator.

Uses

Chip and PIN readers are used where payments are made using cards
(restaurants, supermarkets, travel agents, etc.).

Advantages

Chip and PIN readers provide a more secure payment system than requiring a
signature or using a magnetic stripe, since the PIN typed in must match up with
PIN stored on chip.
Chip and PIN readers provide a more robust system than magnetic stripe readers,
since the chip does not need to be in contact with the reader.

Disadvantages

Since the customer types in the PIN, they need to be careful that it isnt read by
somebody else, thus giving an opportunity for fraud.

Scanners
Scanners are used to enter information on hard copy (e.g. text documents,
photographs) into a computer. The most common type is the flat bed (as shown
here) which is made up of a glass panel and lid. The hard copy document or photo is
scanned by a light source and produces a computer-readable image.
The subsequent image can then be manipulated using a drawing package. Images
can also be used with optical character recognition (OCR) software to allow the
information to used in a word processor, desktop publishing, presentation software,
etc. Specialist scanners exist which are designed to carry out a specific task,
e.g. barcode scanners (discussed later in this section).

Uses

14

Scanners are used to scan in documents and convert them into a format for use in
various software packages.
Old and valuable documents and books can be scanned, thus protecting the
originals from damage through handling and also producing records in case the
paper copies are lost or destroyed.
Non-digital photographs need to be scanned if they are to be stored on computer.

Input and output devices

Advantages

Images can be stored for editing at a later date (paper documents cannot be
edited unless they are scanned first).
Scanners are much faster and more accurate (i.e. no typing errors) than typing in
documents again.
It is possible to recover damaged documents and photographs by scanning them
and then using appropriate software to produce an acceptable copy.

Disadvantages

The quality can be limited, depending on how good the scanner resolution is.

Barcode readers
Barcode readers are used to read information in the form of a bar code (illustrated
in Figure 2.4). The readers are usually in the form of a barcode scanner and are
often built into POS terminals in supermarkets. Handheld scanners or wands (as
shown here) are also very common for reading barcodes if portability is required
(e.g. if the barcodes are on large or fixed objects).

Uses

Figure 2.4 A barcode

Barcode scanners are used in supermarkets and other shops where the goods are
marked with a barcode; the barcodes are used to give information about the
product, which enables automatic stock control, itemised billing, etc. to take place.
They are used in libraries, to scan both users library cards and barcodes on
books, in order to keep track of books on loan.
They are used as a safety function in many companies to ensure that electrical
equipment is checked on a regular basis. Barcodes are placed on an item to
identify it and a database holds all the information related to that barcode so it is
possible to interrogate the system as part of a safety audit.

Advantages

Scanning barcodes is much faster than keying in data manually and fewer
mistakes are made.
When barcodes are used as a way of recording data, they can improve safety.
Barcodes enable automatic stock control.
Barcode scanning is a tried and trusted technology.
When an item price is changed, only the central database needs to be updated.
There is no need to change the prices individually on each item.

Disadvantages

Barcode scanning is a relatively expensive system to administer since every item in

the shop needs a barcode and every barcode needs to be entered on to the central
database. Also, there is a need to invest in the computer technology together with
staff training, which can all be very expensive.
The system is not foolproof barcodes can be swapped around on items!

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Information and Communication Technology

OMR devices
Optical mark recognition (OMR) is a system which can read marks written in pen
or pencil. The places where the pen or pencil marks can be made are clearly shown
on the form, for example:
1 2

In this example, a pencil mark has been made between the dots on answer 1. The
position of the mark is stored in the computers memory after being read by the
OMR device.

Uses

OMR devices are used to read questionnaires, multiple-choice examination

papers and many other types of form where responses are registered in the form
of lines or shaded areas.

Advantages

It is a very fast way of inputting the results of a survey, etc. the documents are
fed in automatically and there is no user input.
Since there is no typing, it is more accurate than keying in the data.
OMR is more accurate than OCR (discussed later in this section).

Disadvantages

The forms need to be carefully designed to make sure that the marks/shading are
correctly positioned to gather accurate information.
There can be problems if the forms havent been filled in correctly and sometimes
they have to be manually checked before being read by the OMR device this is
both time consuming and expensive.

OCR readers
Optical character recognition (OCR) is the name given to software that takes
scanned text and converts it into a computer readable form. The text can then be
used in various application packages such as word processors, desktop publishers
and presentation software.

Uses

One of the most recent uses is in the processing of passports and identity cards.
OCR is used when scanning in documents so that they can be modified using a
word processor or desktop publisher package.

Advantages

It is a much faster data entry system than manually keying in data.

Since no manual data entry, the number of errors is also reduced.

Disadvantages

16

The system still has difficulty reading handwriting.

It is still not a very accurate technique.

Input and output devices

MICR devices
Magnetic ink character recognition (MICR) is a
Characters
read by
system which can read characters printed in a special ink
MICR
(containing iron particles). Only certain characters written
in a standard font can be read, for example the characters
at the bottom of a bank cheque (see Figure 2.5). These
characters are converted into a form that the computer
can understand and then stored in a computer file.
Figure 2.5 A bank cheque

Uses

It is primarily used to process cheques in banking operations. When a cheque is

presented its value is then printed on the cheque in the special ink. The cheques
are all gathered together (either at the end of the day or after some specified
period) and then read using a batch processing method (see Section 7.9).

Advantages

MICR offers greater security than OCR since the printed characters cannot
be altered.
There is no manual input, thus errors are reduced.
Even if somebody writes over the magnetic ink characters (e.g. with a signature)
they can still be read.

Disadvantages

Only certain characters can be read and the number of different characters is
very limited.
It is a more expensive method than other methods used in direct data entry.

Digital cameras
Digital cameras are rapidly replacing traditional, film-based cameras. Once
photographs are stored in memory, they are easily transferred to a computer using a
universal serial bus (USB) connection (see Figure 2.6). Once saved, the images
can be manipulated (e.g. cropped, re-sized, contrast altered, etc.).

Uses

Digital cameras produce photographs for transfer to a computer directly or to

print out by connecting directly to a printer.
Many digital cameras also allow short video clips to be produced.
Photographs can be uploaded directly into applications software such as word
processors, desktop publishers, etc.

Advantages
Figure 2.6 USB
connectors

It is easier to produce better quality photographs than with a traditional camera.

It is easier and faster to upload photographs to a computer rather than having to
scan in hard copies when using traditional methods.
There is no need to develop film and print out photographs any more this saves
money and is also environmentally more acceptable (saves paper and no longer
need the chemicals used in developing the films).
It is easy just to delete an image from memory if it is not satisfactory and take the
photograph again.
The memory cards can store several hundred photographs. A traditional camera
was limited by the number of photographs that could be taken on a roll of film.

17

Information and Communication Technology

Disadvantages

The camera user needs to be computer literate to use the cameras properly; also
the transferring, storing and manipulating of the images via a computer requires
some understanding of how computers work.
There is some artistry lost since clever software now corrects errors in the
photographs (e.g. incorrect exposure, removal of red eye, etc.).
The resolution is not yet as good as traditional cameras, although this is
improving all the time. The quality of photographs depends on the number of
pixels (many cameras now offer more than 10 mega pixels per image), quality of
lens, etc.
Images often need to be compressed to reduce the amount of memory used
(a single image can use more than 2 Mbytes of memory, for example).
It is possible to fill up computer memory very quickly with several photographs of
the same subject in an attempt to find the perfect snap shot.

Webcams
Webcams are similar to digital video cameras; however, they are connected directly
to the computer (through a USB port) and they do not have a memory. The
information that the webcam picks up is transmitted directly to the computer. Many
computer systems now have webcams built into the top of their monitors as
standard equipment.

Uses

While chatting online, many people use webcams as a more personal way of
having a conversation.
They are used to enable video conferencing to take place (discussed in Chapter 4).

Advantages

Webcams can be left on constantly, only being activated as required.

They allow people to keep in contact with each other without the need to travel,
so they are particularly useful for elderly or disabled people.

Disadvantages

Webcams have very limited features and the picture is often of poor quality.
They need to be connected to the computer, although this is less of an issue with
laptop computers when the webcam is built into the monitor lid.

Microphones
Microphones can be connected directly to a computer. Sounds can be inputted and
then manipulated. The input sound is converted to an analogue signal and then
converted into a digital signal. The computers sound card usually does this
automatically (i.e. it acts as an analogue to digital converter (ADC).

18

Input and output devices

Uses

Microphones are used to input speech/sounds to be used in various applications,

e.g. presentations, sampling (in films, music, etc.), special effects (films).
They are used in voice recognition software, which can have a number of
purposes, for example:
conversion of speech into text that can be used in, for example, a word processor
recognition of commands (e.g. some cars now have voice-activated systems to
switch on the lights, turn up the radio volume, etc.).

Advantages

It is faster to read in text than to type it in using a keyboard.

Using special software, it is possible to manipulate sound in real time rather than
working on a recording done at some earlier stage.
If used in a voice activation system, this has the advantage of improving safety
since, for example, car drivers dont need to take their hands off the wheel to
operate a switch or alter the radio station etc.

Disadvantages

Sound files can use up a lot of computer memory.

Voice recognition software isnt as accurate as typing in manually (for example,
the software cant distinguish the difference between their and there).

Sensors
This section deals with analogue sensors. A sensor is a device which inputs data to
a computer, where the data is a measurement of some physical quantity which is
continuously changing (e.g. temperature, light, moisture, etc.). These physical
quantities are analogue in nature. Since computers only understand digital data
(i.e. 1s and 0s), the information from the sensors needs to be converted into a digital
form. This is done using an analogue to digital converter (ADC).

Uses
Sensors are used in monitoring and control applications the type of sensor depends
on the application (see Table 2.1). When monitoring, the data sent to the computer
is often transferred directly to a spreadsheet package (e.g. taking measurements in a
scientific experiment, measuring atmospheric pollution, etc.).
Type of sensor

Applications

Temperature

Automatic washing machines, central heating systems,

automatic greenhouses, ovens

Pressure

Burglar alarm systems, washing machines, robotics,

environmental monitoring

Light

Automatic greenhouses, automatic doors, burglar alarm systems,

street lighting control

Sound

Burglar alarm systems, monitoring liquid and powder flow in pipes

Humidity/moisture

Automatic greenhouses, environmental monitoring, factories

where moisture levels are crucial (e.g. manufacture of
microchips, paint spraying)

pH

Automatic greenhouses, chemical processes, environmental

monitoring

Table 2.1 Applications of different types of sensors

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Information and Communication Technology

Advantages

Readings taken using sensors are generally more accurate that those taken by
human operators.
Readings are continuous, so there is no break in the monitoring.
Because it is a continuous process, any necessary action (control system) or
warning (monitoring system) will be initiated immediately.
The system can be automatic, removing the need for human intervention. This is
particularly important if the process is hazardous or needs precise
control/monitoring.

Disadvantages

Faulty sensors can give spurious results (e.g. if the sensors on the rear bumper of
a car which monitor for obstacles become dirty, they may either not identify an
obstacle or give a continuous alarm).

Graphics tablets
A graphics tablet is used with a stylus to produce freehand drawings for example.
The images produced can then be stored in a file on a computer.

Uses

Graphics tablets are used to produce drawings, computer graphics, etc.

In countries where characters are complex (e.g. China, Japan), they are used as a
form of input since it is faster than typing in the characters using a keyboard.
They are used in computer aided design (CAD) work.

Advantages

It is possible to modify drawings before they are input.

They offer a very accurate method of drawing, which is better than using a mouse
or trackerball.

Disadvantages

They are more expensive than other pointing devices, such as a mouse.

Light pens
Light pens contain sensors that send signals to a computer whenever light changes
are detected. At the moment, the devices only work with cathode ray tube (CRT)
monitors (see Section 2.1) because they rely on the screen image being built up row
by row by an electron beam. The screen is refreshed 50 times every second, so the
computer is able to determine the pens position by noting exactly when the light
pen detected the electron beam passing its tip. Systems to operate with thin film
transistor (TFT) monitors are still at the development stage.

Uses

20

Light pens are used for selecting objects on CRT screens.

They are also used for drawing on screen (e.g. with CAD packages).

Input and output devices

Advantages

Light pens are more accurate than touch screens.

They are small, so can be used where space is an issue.
They are easy to use.

Disadvantages

There are problems with lag when drawing on screen.

At the moment, they only work with CRT monitors.
They are not very accurate when drawing.

2.2 Output devices

As the name suggests, output devices are hardware devices that allow data to be
output from a computer. Some devices hold the data temporarily (such as a printer)
whereas other devices produce permanent output in the form of a hard copy (such
as a printer producing output on paper). There is a third type of output device
which is used to control processes in conjunction with sensor input devices. These
are covered separately in Section 1.3.

CRT monitors
CRT monitors are the least expensive type of monitor, although they are becoming
increasingly rare as TFT monitors are now taking over. They come in various sizes.
They use an electron gun to fire against a phosphor screen, which creates a picture
that is made up of tiny dots. Each dot is coloured red, green or blue the intensity
of each coloured dot makes up the vast range of colours interpreted by the eye.

Uses

CRT monitors are used as the primary output device for computers so the user
can see immediately what they are typing in.
They are used with light pens, for example to allow designs to be created on screen.

Advantages

CRT monitors still produce a higher quality image than TFT monitors.
The angle of viewing is still better than with a TFT monitor.
They work with light pens in computer-aided design and computer-aided
manufacturing (CAD/CAM) applications.

Disadvantages

CRT monitors tend to be rather heavy and are a weight hazard if not supported
properly.
They run very hot and can cause fires if left unattended (especially as they get older).
They consume considerably more power than the modern TFT monitors.
They can flicker, which can lead to headaches and eyesight problems with
prolonged use.

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Information and Communication Technology

TFT monitors
TFT monitors are taking over from CRT monitors as the main output device. One
of the reasons for the rapid development of laptop computers can be attributed to
the advancements made in TFT technology. The screen is made up of thousands of
tiny pixels, which are made up of transistors controlled by a microprocessor. Each
pixel has three transistors, coloured red, green or blue; the intensity of each governs
the effective colour of the pixel seen by the eye.

Uses

TFT monitors are used as the primary output device for computers so the user
can see immediately what they are typing in.
They are an integral part of laptop computers.

Advantages

TFT monitors are lightweight, so do not pose the same risks as CRT monitors.
They produce less glare than CRT monitors and also emit less radiation.
They consume much less power and do not generate as much heat as a CRT
monitor.

Disadvantages

The angle of viewing a TFT monitor is fairly critical, with the image appearing
unclear when viewed slightly from the side. This can be an issue if several people
are looking at a screen at the same time.
The definition is sometimes not as good as CRT monitors.
TFT monitors cannot yet be used with light pens, so these monitors cannot be
used in CAD if light pens are used to create and edit drawings.

Laser printers
Laser printers produce very high-quality hard copy output. The print rate per page
is very quick if a large number of pages are being printed. They rely on large buffer
memories, where the data for the whole document is stored before the pages can be
printed out.

Uses

Laser printers are used where noise levels need to be kept low (e.g. in an office).
They are the best option for fast high quality high volume printing.

Advantages

22

Printing is fast for high volumes. If only a few pages are to be printed they are
little faster than inkjet printers.
They can handle very large print jobs.
The quality is consistently high.
Toner cartridges last for a long time, so laser printers can be a cost effective
option, particularly if colour outputs are not required.

Input and output devices

Disadvantages

Laser printers are expensive to buy.

They are only really fast if several copies are being made.
Colour laser printers tend to be expensive to run, since four cartridges (three
colours plus black) are needed as well as diffuser kits, etc.
They produce ozone and volatile organic compounds because of their method of
printing and type of toner/ink used. These have been linked to health hazards in
the office.

Inkjet printers
Inkjet printers are used to produce good quality hard copies. Although the quality is
not quite as good as that from laser printers, it is far better than that from dot matrix
printers. Unlike laser printers, inkjet printers do not have large buffers, so printing is
done a bit at a time. This is why printing is sometimes paused, since the whole page
cant be stored in the buffer and it has to wait for the computer to send more data.

Uses

Inkjet printers are used where low output volumes are required.
If high-quality printing is required for single pages (or only a small print job)
then these printers are ideal, for example they are very good at producing photo
quality printouts.
3D inkjet printers are now being used in industry to produce prototypes (see below).

Advantages

The output is of high quality.

Inkjet printers are cheaper to buy than laser printers.
They are very lightweight and have a small footprint (i.e. take up little space).
They do not produce ozone and volatile organic compounds, unlike laser printers.

Disadvantages

The output is slow if several copies needed, as there is little buffer capacity to
store the pages.
The ink cartridges run out too quickly to be used for large print jobs.
Printing can smudge if the user is not careful.
Inkjet printers can be expensive to run if they are used a lot, since original ink
cartridges are expensive.

3D inkjet printers
These are a new type of printer that produce solid 3D models using modified inkjet
technology. In this technology, known as tomography, thin layers of fine powder
(plaster, resin and starch) are bonded together as a 3D model is slowly built up
(each layer is only about 0.25 mm thick). Figure 2.7 shows some items produced on
a 3D inkjet printer these are known as prototypes.

Figure 2.7 A prototype produced on a 3D inkjet printer

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Information and Communication Technology

Uses

Inkjet printers are used to produce prototypes which actually work from CAD
packages, photograph images, stored drawings, etc.
Scale models are produced in colour before the real thing is manufactured.
The ultimate objective is to produce organic objects (such as replacement human
organs) using this layering technology.

Advantages

3D inkjet printers save a lot of money, since making prototypes by other

methods is very time consuming and expensive.
Physical scale models are produced with working parts, which gives a better idea
of how the end product will look.
The powders used can often be ground up and re-used.

Disadvantages

3D inkjet printers are expensive to buy.

They are slow at producing their output.
The end product can sometimes be a little rough and often needs further work to
be done on it.

Dot matrix printers

Dot matrix printers are a type of impact printer, where a printhead (made up of a
matrix of pins) presses against an inked ribbon. They tend to be slow, noisy and the
output is not good quality. They are still useful, however, where multi-part or
continuous stationery (e.g. long reams of perforated paper) is being used.

Uses

They can be used in noisy environments (e.g. garage workshops) and in

applications where print quality is not very important.

Advantages

Dot matrix printers can be used in environments which would be a problem for
laser or inkjet printers (e.g. dusty, dirty or moist atmospheres).
Carbon copies or multi-part outputs can be produced.
They are very cheap to run and maintain.
They are easy to use if continuous stationery is required (e.g. long print jobs such
as wages slips).

Disadvantages

24

They are very noisy and so not good in an office environment.

They cost more than an inkjet printer to buy.
They are very slow and the printing is of poor quality.

Input and output devices

Plotters
Plotters (also known as graph plotters) are devices that produce hard copies, but
operate in a different way to printers. They are not limited to normal printer paper
size and are capable of producing highly accurate, very large drawings and posters.
The most common types are pen plotters (which use coloured pens to draw),
electrostatic (similar method to laser printers) and inkjet plotters. With pen plotters
the coloured pens are controlled by a computer and the paper can move backwards
and forwards to allow accurate shapes to be drawn.

Uses

Plotters are used to produce large drawings (e.g. blueprints of buildings,

factories, etc.) and are often used with CAD applications.
They are used to produce large pictures for use on billboards or giant posters.
They can also print on plastic-coated paper.
If the pens are replaced with cutting tools, it is also possible to make large signs.

Advantages

They can produce huge printouts.

The print quality is extremely high.

Disadvantages

They are slow in operation.

They are expensive, both to buy and to maintain.

Speakers
Speakers can be connected directly to a computer or are built into the monitor or
casing (as in a laptop computer). Digital data from the computer is converted into
analogue form, using a digital to analogue converter (DAC). The signal is then
amplified through the speakers.

Uses

Speakers are used to output sound from multimedia presentations.

They are used in home entertainment centres.
They can help blind people (together with speech generation software) through
audio output of text on the screen.
They are used to play downloaded sound files.

Multimedia projectors
Multimedia projectors receive signals that can be either analogue or digital,
although most modern projectors only work with digital inputs. The signal source is
usually from a computer, television or DVD player. The image from the source is
magnified and projected onto a large screen. The devices usually work with a remote
control, but can also use virtual mouse technology which actually becomes a cordless
PC mouse with the same features as a mouse. It is then possible to direct the
computer presentation without being tied to the computer. Another feature of the
virtual mouse is the laser pointer. Most multimedia projectors take input from
various types of video format such as NTSC, PAL or SECAM.
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Information and Communication Technology

Uses

Multimedia projectors are used for training presentations (to allow the whole
audience to see the images from a computer).
They are also used for advertising presentations (large images showing product
features of, for example, a new car, can be shown at exhibitions, shopping
malls, etc.).
Home cinema systems (projecting the images from a DVD or television) use
multimedia projectors.

Advantages

They enable many people to see a presentation rather than all of them crowding
round a small computer screen.
They avoid the need for several networked computers. For example, when
looking at a video clip on an internet site, everybody can see the video on the
large screen rather than logging on to a number of computers.

Disadvantages

Images can sometimes be fuzzy.

Multimedia projectors are expensive to buy.
Setting up projectors can be a little difficult.

2.3 Control devices

Control devices are another type of output device. They are used to control
processes in conjunction with sensor input devices. This section gives an overview of
actuators and the devices that they operate, but the use of sensors and actuators are
covered in more depth in Section 7.7.

Actuators
Actuators are transducers and are used to take signals from a computer and
convert them into some form of motion, for example operating motors, pumps,
switches and valves. As part of the control process, digital signals are sent from the
computer to an actuator to operate a device. Usually, conversion of the digital signal
to analogue is required first (using a DAC).

Motors
The motor is turned on or off by the actuator.

Uses

26

Motors are used in many domestic appliances, such as automatic washing

machines (to make the drum rotate), cookers (to switch on fans), water pumps in
central heating systems and automatic greenhouses to open windows and switch
on fans.
In industry, they are used to control robot arms.
In computers, they operate fans, disk drives and DVD drives.

Input and output devices

Buzzers
The buzzers are switched on or off by the actuator.

Uses

Buzzers are used in cookers and microwave ovens to tell the operator when the
cooking process is complete.
They are used in burglar alarm systems to warn if intruders are present.

Lights
The actuator is connected to the switch that turns the lights on or off.

Uses

They are used for security lights.

Lights are used in greenhouses to control the lighting conditions.

Heaters
Actuators are connected to switches which turn the heater on or off.

Uses

Heaters are used in automatic washing machines, cookers and central heating
systems.
Heaters are used in automatic greenhouses to control the temperature.

27

CHAPTER

Storage devices and media

In this chapter you will learn about:

back-up storage
why it is necessary to back up data and files
the types of access used by the backing stores
the types of internal and external backing storage devices:
magnetic
optical
solid state.

3.1 Backing up data

The first two sections in this chapter consider the need for backing up data and the
different ways of storing and accessing data. Section 3.3 then discusses many forms
of backing storage and compares the advantages and disadvantages of each type.
The comparative performance and main uses for each type of store are also discussed
in some depth.

What is backing up of data?

Backing up refers to the copying of files and data to a different medium (disk, tape,
flash drive, etc.) in case of a problem with the main storage device. Backing up files
and data on a regular basis is seen as good computing practice and many computer
systems can be set to back up files automatically on a regular basis.
The backups are often stored in a different place to the main storage. This is in
case of fire or some other situation which could lead to irretrievable loss of key data
and files.

Why back up data?

There are various reasons why backups are made. Some of the more common
reasons are considered below:
Data could be lost due to failure of the original storage device. This could be due
to hardware failure (e.g. head crash on a hard drive unit), problems caused by
files being over-written accidentally (or otherwise) or possible corruption of files
(e.g. caused by power surges).
Hackers could be responsible for the corruption or even loss of data. This may
not be their intention (they may only want to gain access to the information for
other purposes, e.g. to find personal information such as bank account details).
However, the very act of hacking into files could cause problems such as
corruption or data loss.
Backups are also made in case the files need to be used elsewhere. The original
files are then protected against possible corruption or loss.
However, backups do not necessarily guard against the effect of a virus. The virus
could attach itself to the files which could mean that the backups were also affected.
If the computer was cleaned of the virus and then the backup files were re-loaded
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Storage devices and media

there would remain the risk that the same virus could infect the computer system
again. The best protection is not to get a virus in the first place (discussed in
Chapter 6).

3.2 Types of access

The way data is stored and read by different backing storage devices varies
considerably. This section briefly describes the two main methods of accessing data.

Serial access
With this system, to access data it is necessary to start at the beginning and then
access each piece of data in turn until the required information is found.
It is primarily used on magnetic tape systems and is a very slow form of access. It
is used in applications where speed of access or
A
where the order in which the data is accessed is
Old
data stored
not important, for example in utility billing,
on magnetic
tape
New tape
clearing bank cheques or producing pay slips.
produced by
merging
When a magnetic tape needs updating, an
B
A and B
New
data
to
additional tape is required so that the old
be merged with
old data
information can be merged with the new data
(itself often on another tape, but the new data
could be stored in various ways) to produce the Figure 3.1 Updating the data on a
magnetic tape
updated tape (see Figure 3.1).

Direct access
This method is used with magnetic disks and with optical media (such as CDs and
DVDs). The computer uses a key field to calculate where data has been stored. It is
then able to access the data directly from the calculated position. Consequently,
access is much faster than with serial access.
It is used in applications where access speed is vital (e.g. in real-time process
control systems such as controlling a chemical plant or online systems such as
booking air tickets or automatic stock control).
When updating media which uses direct access, the new data is written to the
next available location and its position is calculated using the built-in algorithm.

3.3 Backing storage media

Dating back to the development of the personal computer, all computer systems
have come equipped with some form of backing storage. When a user types data
into a computer, the information is stored temporarily on the RAM however, this
information would be lost as soon as the computer was turned off. Backing storage
devices ensure that data is stored permanently and can be used at a later date. This
section will be considering various types of backing storage and the media used.
Backing storage devices are either internal or external (i.e. plug-in devices) to the
computer, and are one of three types:
magnetic
optical
solid state.
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Information and Communication Technology

Fixed hard disk

Fixed hard disk drives are available on all computers and are the main method used
for data storage. On a PC this is usually a fixed hard disk with read/write heads
allowing data to be written to or read from the disk surface. The disk surface is
coated in a magnetic film which allows data to be stored by altering the magnetic
properties to represent binary 1s or 0s (the fundamental units of computer
memories). The hard drive disks usually store the disk operating system (DOS)
and other important software and files. Applications software (e.g. spreadsheets and
word processors) need a hard drive to allow them to quickly retrieve and save data.

Uses

Fixed hard drives are used to store the operating system and working data.
They are used for storing applications software that needs fast retrieval and
storage of data.
Real-time systems (e.g. robots, control of a chemical plant) and online systems
(e.g. booking airline tickets, automatic stock control (using EPOS)) used fixed
hard drives.
They are used in file servers for computer networks.

Advantages

They have a very fast data transfer rate and fast access times to data.
They have very large memory capacities.

Disadvantages

They can be fairly easily damaged (e.g. if the correct shut-down procedure on a
laptop computer has not been correctly carried out and the computer is then moved).
They lack portability unless a portable hard disk drive is used (see next sub-section).

Portable hard disk drives

These devices work in much the same way as fixed hard disk drives but are usually
connected to the computer via a universal serial bus (USB) port and can be
disconnected and used on different computers. The disks are generally capable of
storing more data than the equivalent optical disk (CD, DVD and so on).

Uses

Portable hard disks can be used as back-up systems to prevent loss of data.
They can be used to transfer data, files and software between computers.

Advantages

The data access time and data transfer rate is very fast.
They have large memory capacities.
They can be used as a method of transferring information between computers.

Disadvantages

30

As with fixed drives, a portable hard disk can be easily damaged if the user
accidentally drops it or does not shut it down correctly after use.

Storage devices and media

Floppy disk drives

Floppy disks are still used on some computer systems. They consist of a thin disk of
plastic which is housed in a plastic case with a window where the disk can be
accessed. As the disk rotates, a read/write head is used to add or read data stored on
the surface.

Uses

They are still used where small files need to be transferred/stored

(e.g. word-processed documents).
Some older computer systems still make use of this method of storage.

Advantages

Using a CD to store a small file (e.g. a word-processed document) is often

regarded as wasteful especially if CD-R is used.
It is a very simple technology. Floppy disk drives are also extremely low cost
items to buy.

Disadvantages

Floppy disks have a very low memory capacity when compared to CD/DVDs,
for example.
Very few modern computers have floppy disk drives.
The data transfer rate is slow compared to more modern data storage devices.
Floppy disks are not very robust.

Magnetic tapes
A magnetic tape is a very thin strip of plastic which is coated in a magnetic layer.
They are read and written to by a read/write head. The data is stored in magnetic areas
which represent 1s and 0s. Data is written to and read from the tape in sequence
(i.e. in order) for example, if five records A, B, C, D and E were stored they would
be in the order E D C B A on the tape; so if record B was to be read it would be
necessary to read E, D and C first before getting to the required record. This is known
as serial access. This type of storage is useless in a real-time or online application (due
to the very slow access speeds) and is best suited to offline or batch processing.

Uses

Magnetic tapes are used in applications where batch processing is used, for
example in clearing bank cheques, utility billing (gas, electricity, water) and
producing pay slips. In these applications, there is no need for any specific
processing order and speed of data access is not important).
They are used as a back-up media since all the data needs to be stored.

Advantages

They are generally less expensive than the equivalent-capacity hard disk.
It is a very robust technology.
The data transfer rate is fast.

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Information and Communication Technology

Disadvantages

Access time is very slow.

When updating, another tape is needed (i.e. original tape + tape with the
changes produces an updated tape).

Optical storage media

Optical storage devices, such as CD and DVD, all use optical (i.e. light) read/write
methods, unlike tapes and floppy/hard drive disks which are magnetic media. A laser
beam is used to write to and read from the optical media.
The CDs and DVDs are manufactured either from a single polycarbonate disk or
from two polycarbonate disks bonded together. A very thin layer of metal or organic
dye is used as the recording media. The big advantage of these storage media is that
they are portable and can store large data files (e.g. films, music or multimedia files)
which would be too large for a floppy disk.

CD-ROM and DVD-ROM

CD-ROMs and DVD-ROMs are read only memory (ROM), which means they
cannot be written over and can only be read. The data is stored as a series of pits
(equivalent to a binary value of 1) and lands (equivalent to the binary value of 0) in
the metallic optical layer. The pits are formed by a laser beam etching the surface at
the manufacturing stage. Only a single track exists which spirals out from the centre
of the disk.
The pits and lands are read by a low-powered laser beam which follows the data
stream and reads from the centre outwards in a spiral. The light reflects differently
off a pit than it does off a land and this is interpreted as 1s and 0s (i.e. data) hence
the term digital media.

Uses

CD-ROMs are used by manufacturers to store music files and software,

computer games and reference software (such as an encyclopedia).
DVD-ROMs have much larger storage capacity than CD-ROMs and are used to
store films. They are now increasingly used to store computer data and ever-more
sophisticated computer and arcade games.

Advantages

They hold far more data than floppy disks, so one CD/DVD could replace several
floppy disks in some applications.
They are less expensive than hard disk drive systems.

Disadvantages

The data transfer rate and data access time are slower than for hard disks.

CD-R and DVD-R

The letter R here means the disk is recordable once only and then it becomes a
CD-ROM or DVD-ROM. These use a thin layer of an organic dye as the recording
media; DVDs also use an additional silver alloy or gold reflector. A laser beam
produces heated spots and unheated spots. On reading the disk, a laser beam is
32

Storage devices and media

capable of distinguishing between the two types of spots and effectively reads the
data stream from the centre outwards in a spiral action. This data is then interpreted
as 1s and 0s.

Uses

They are used for home recordings of music (CD-Rs) and films (DVD-Rs).
They are used to store data to be kept for later use or to be transferred to another
computer.
They are used in applications where it is necessary to prevent the deletion or
over-writing of important data).

Advantages

CD-Rs and DVD-Rs are cheaper than RW disks.

Once burned (and finalised), they are like ROM disks.

Disadvantages

They can only be recorded once, so if an error occurs then the disk has to be
thrown away.
Not all CD/DVD players can read CD-R/DVD-R.

CD-RW and DVD-RW

The RW means that these disks are a re-writable media and can be written over
several times. Unlike CD-R/DVD-R, they dont become ROMs. The recording
layer uses a special phase-changing metal alloy. The alloy can switch between
crystalline and amorphous (non-crystalline) phases, thus changing its reflectivity to
light, depending on the laser beam power. Spots are produced which can be read by
a laser and then interpreted as 1s and 0s. The system allows data to be written,
erased and re-written many times.

Uses

CD-RWs and DVD-RWs are used to record radio and television programmes,
but can be recorded over time and time again.
They are used in closed circuit television (CCTV) systems.

Advantages

CD-RWs and DVD-RWs can be re-used many times.

They can use different file formats each time they are used.
The RW format is not as wasteful as the R format since files or data can be added
at a later stage.

Disadvantages

CD-RWs and DVD-RWs can be relatively expensive media.

It is possible to accidentally overwrite data.

DVD-RAM
DVD-RAM is a recent addition to the optical media group. Unlike other CD and
DVD formats, DVD-RAMs have several discrete concentric tracks rather than a
single spiral track. This gives them the advantage that writing and reading can occur
at the same time. This makes it possible to watch an already recorded television
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Information and Communication Technology

programme at the same time as a different
programme is being recorded. DVD-RAMs can be
written to many times.
Figure 3.2 compares the single spiral track
found on normal CDs and DVDs with the discrete
a
b
single tracks found on a DVD-RAM.
Figure 3.2 a Spiral tracks on a
The recording layer is made from a similar
normal CD or DVD b Discrete tracks
phase-changing material to that used in RW
on a DVD-RAM
technology. When writing, a laser heats the phasechanging alloy on the disk to about 500700C, changing the reflective properties
from shiny to dull (i.e. pits). If the disk needs to be erased, a laser heats the surface
to about 200C to return the disk to its original shiny state. A low power laser is
used to read the written marks on the surface. The shiny and dull (pits) marks
represent data to a computer where they are interpreted.

Uses

DVD-RAMs are used in recording devices such as satellite receivers to allow

simultaneous recording and playback.
They are used in camcorders to store films.

Advantages

DVD-RAMs have a long life minimum life is estimated to be 30 years.

It is possible to do a re-write operation over 100,000 times, compared with the
RW format which only allows about 1,000 re-writes.
Writing on DVD-RAMs is very reliable, as they have in-built verification
software to ensure the accuracy of the data.
Access is very fast if the files are fairly small.
There is no need to finalise the disk.
They have a very large capacity (about 10 Gbyte if double-sided format is used).
They offer the ability to read data at the same time as data is being written.

Disadvantages

DVD-RAMs are not as compatible as R or RW format, as many systems will not

recognise their format.
They are relatively expensive, costing about 4 times as much as a DVD-RW disk.

Blu-ray disks
Blu-ray disks have the largest capacity of all the optical media available and go up
to 100 Gbyte (at the present time). The laser beam used is at the blue/violet end of
the spectrum, rather than red which is the colour of the lasers used in other optical
media. Consequently, the light used has a shorter wavelength, allowing more data to
be stored/read on the disk.

Uses

34

Blu-ray disks are used in home video consoles.

They are used for storing and playing back films: 1 high-definition film of two
hours duration uses 25 Gbyte of memory.
PCs can use this technology for data storage or backing up hard drives.
Camcorders can use this media (in cartridge form) to store film footage.

Storage devices and media

Advantages

They have a very large storage capacity, and so are ideal for storing high
definition films.
The data transfer rate is very fast.
The data access speed is also greater than with other optical media.

Disadvantages

The disks are relatively expensive .

At the time of writing, blu-ray systems still have encryption problems (which are
used to stop piracy) when used to store video.

Solid state backing store

Solid state technology is being developed to the point where solid state drives will
soon replace hard disk drives in laptop computers. This is due to their inherent
thinness, their much faster data access time and the fact that they are extremely robust.
They are similar to magnetic and optical media in that data is still stored as 1s
and 0s. However, instead of changing the magnetic properties on the thin film
surface of a rotating disk, these solid state systems control the movement of
electrons within a microchip. The 1s and 0s are stored in millions of miniature
transistors within the microchip: if the transistor conducts a current, this is
equivalent to a 1, otherwise it is a 0.
They consequently have no moving parts, consume much less power and are
extremely robust.
They are used primarily as removable storage devices and are collectively known
as flash memory. The most common examples are memory sticks/pen drives and
memory cards.

Memory sticks/pen drives

Memory sticks/pen drives can store several Gbytes of data and use the solid state
technology described above. They are usually connected to a computer through the
USB port and power to operate them is drawn from the host computer. They are
extremely small and very portable. Most operating systems recognise these storage
media, which means that no additional software is needed to operate them.
Some expensive software increasingly use these storage methods (sometimes
referred to as portable flash drives) as a form of security. They plug into the
computer using the USB port and are known as dongles. The software installed on
a computer sends out a request (in encrypted form) to the dongle asking for an
encrypted validation key. Thus a person trying to commit software piracy would
have to crack the code on the dongle first before they could use the software. Some
systems go one stage further and have key bits of software stored on the dongle in
encrypted form. The software looks for these pieces of encrypted code to enable it to
run. This gives an added security benefit to the software.

Uses

Memory sticks and pen drives are used for transporting files between computers
or as a back-up store.
They are used as a security device a dongle to prevent software piracy.
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Information and Communication Technology

Advantages

They are very compact and portable media.

They are very robust.

Disadvantages

It is not possible to write protect the data and files.

Their small physical size means that they are easy to lose.

Flash memory cards

These are a form of electrically erasable programmable read only memory
(EEPROM) and are another example of solid state memories.

Uses

Flash memory cards are used to store photos on digital cameras.

Mobile phones use them as memory cards.
They are used in MP3 players to store music files.
They are used as a back-up store in handheld computer devices.

Advantages

Flash memory cards are very compact, so they can be easily removed and used in
another device or used for transferring photos directly to a computer or printer.
Since they are solid state memories, they are very robust.

Disadvantages

36

They are expensive per Gbyte of memory when compared to hard drive disks.
They have a finite life in terms of the number of times they can be read from or
written to.
They have a lower storage capacity than hard disks.

CHAPTER

Computer networks

In this chapter you will learn about:

types of networks:
ring, bus, star and tree
local area networks (LANs), wide area networks (WANs) and wireless LANs
(WLANs)
network devices modems, hubs and switches, routers and bridges
the internet web browsers and internet services providers (ISPs)
intranets
network security user IDs, passwords, encryption and authentication techniques
communications fax, email, video conferencing and voice over internet
protocol (VOIP).

4.1 Introduction
Most computer systems are now connected together in some way to form what is
known as a network. This ranges from the basic school/home network of only a few
computers (often set up to share resources such as printers or software) to large
networks such as the internet which effectively allows any computer connected to it
to communicate with any other computer similarly connected.
This chapter considers the types of networks that exist and the many features that
are available because of networking.

4.2 Common types of network

Most networks are controlled by the use of servers. There are different types of
servers, for example:
file servers, which allow users to save and load data/files
applications servers, which deal with the distribution of applications software to
each computer
printer servers, which ensure printing from devices on the network is done in a
queue, for example
proxy servers, which are used as a buffer between WANs (discussed at the end
of this section) and LANs (discussed in Section 4.3).
This section will now describe a number of different types of networks.

Local area networks

A local area network (LAN) is usually within one building or certainly not over a
large geographical area. A typical LAN will consist of a number of computers and
devices (e.g. printers) which will be connected to hubs or switches. One of the hubs
or switches will usually be connected to a router and modem (usually broadband)
to allow the LAN to connect to the internet; in doing so it then becomes part of a
wide area network (WAN).

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Information and Communication Technology

There are advantages of networking computers together using LANs:

the sharing of resources (such as expensive peripherals and applications software)
communication between users
a network administrator to control and monitor all aspects of the network
(e.g. changing passwords, monitoring internet use and so on).

However, there are also disadvantages:

easier spread of viruses throughout the whole network
the development of printer queues, which can be frustrating
slower access to external networks, such as the internet
increased security risk when compared to stand-alone computers
the fact that if the main server breaks down, in most cases the network will no
longer function.
There are four common types of LAN network topologies: ring, bus, star and tree
networks.

Ring networks
Ring networks, shown in Figure 4.1, are
becoming less popular. Every computer in the
network is connected in a ring, including the server.
Data is transmitted around the ring and each
computer only removes the data which is relevant
to it. This allows each computer to send and receive
data since they all have a unique
identification/address.

Advantages

Figure 4.1 A ring network

Ring networks work well under heavy loading.

It is possible to create very large networks using this topology.

Disadvantages

If there is a fault in the wiring between two computers then the whole network
will fail.
Adding a new device or computer to the network can be difficult since it has to
be placed between two existing devices.

Bus networks
In a bus network, illustrated in Figure 4.2, each computer or device is connected to
a common central line. Data travels along this central line until it reaches the
computer or device that requires it. The ends of the line have terminators to prevent,
for example, signal bounce, which would cause data interference.

Figure 4.2 A bus network

38

Computer networks
Advantages

It is easy to add a new computer or device to the network.

If one device or computer fails, it does not affect the rest of the network.
This type of network doesnt need a hub or a switch and also requires less cabling
than, for example, a star network. It therefore also saves on costs.

Disadvantages

It is difficult to isolate any fault on the network.

If the central line has a fault then the whole network fails.
This is becoming an increasingly outdated topology for network design.
Its performance worsens noticeably as more and more devices/ computers are added.

Star networks
With a star network, shown in Figure 4.3, each
computer or device is connected via a central
hub or switch. Data is sent to the hub which
then sends out data along every cable to every
computer or device (no checking is done to see
where the data should be sent).

Hub/switch

Advantages

If one computer or device fails, then the rest

Figure 4.3 A star network
of the network is unaffected.
Problems on the network are easy to identify and work can be carried out on a
faulty device without affecting the rest of the network.
It is easy to expand the network.

Disadvantages

If the central hub breaks down, the whole network crashes.

Tree network
A tree network has a central line (just like a bus network) connecting together a
series of star networks, as shown in Figure 4.4. The server is also connected to this
central line. Because of its flexibility, and the fact that it has the advantages of both
bus and star networks, this topology is becoming increasingly popular.
The advantages and disadvantages are the same as for bus and star networks.

Hub
Hub

Hub

Figure 4.4 A tree network

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Information and Communication Technology

Wireless LANs (WLANs)

WLANs are similar to LANs but there are no wires or cables. In other words, they
provide wireless network communications over fairly short distances (a few metres)
using radio or infrared signals instead of cables.
Devices, known as access points (APs), are connected into the wired network at
fixed locations (see Figure 4.5). Because of the limited range, most commercial
WLANs (e.g. on a college campus or at an airport) need several APs to permit
uninterrupted wireless communications. The APs use either spread spectrum
technology (which is a wideband radio frequency with a range of about 30 to
50 metres) or infrared but this has a very short range (i.e. about 1 to 2 metres) and
is easily blocked, so is of limited use.

AP

AP

AP

Figure 4.5 A network connecting WLANs

The AP receives and transmits data between the WLAN and the wired network
structure. End users access the WLAN through WLAN adapters, which are built
into the devices or are plug-in modules.

Advantages

All computers can access the same services and resources (e.g. printers, scanners,
internet access from anywhere within range of the APs).
There is no cabling to individual computers and devices so safety is improved.
The system is more flexible, since users can move their laptops from their desks.
Adding new computers and devices is very easy (all that is required is a WLAN
adapter, provided the device is within range of an AP) and costs are reduced since
no extra cabling is needed.

Disadvantages

Security is a big issue since anyone with a WLAN-enabled laptop computer can
access a network if it can pick up a signal. It is therefore necessary to adopt
complex data encryption techniques.
There may be problems of interference which can affect the signal.
The data transfer rate is slower than in a wired LAN.

WiFi
WiFi refers to any system where it is possible to connect to a network or to a single
computer through wireless communications, for example:
on the WLAN described above
PDAs and other handheld devices
40

Computer networks

laptop computers which are WiFi enabled

peripheral devices such as printers, keyboards and mouse which can interface
with the single computer when fitted with WiFi adapters.

WiFi systems rely on some form of AP, which uses radio frequency technology to
enable the device to receive and send signals.
Note that WiFi is not short for wireless fidelity (a common misconception!).
Rather, it is the trademark name for any product which is based on the IEEE
802.11 standard.
WiFi hotspots are places where you can access WiFi (free or paid). They exist in
public places such as airports, hotels and internet cafs. It is possible to logon to free
WiFi hotspots unless they are protected by passwords. Software exists which can be
loaded onto a laptop computer which then searches for non-protected WiFi systems.
The practice of driving around in a car looking for these unsecured WiFi hotspots is
known as war driving and poses a security risk to any unsecured WiFi system.

Bluetooth
Bluetooth is an example of wireless personal area networking (WPAN)
technology. Spread spectrum transmission (radio waves) is used to provide wireless
links between mobile phones, computers and other handheld devices and allow
connection to the internet.
With this system, it is possible to create a small home network, for example, to
allow communication between any PDA, mobile phone, computer, media player
and printer. The range is, however, quite small (about 10 metres). Examples of its
use include the transfer of photographs from a digital camera to a mobile phone or
the transfer of phone details to a computer. It behaves like a mini-LAN.

Wide area networks

A wide area network (WAN) is basically formed by a number of LANs being
connected together through either a router or a modem. Some companies will set up
private WANs (usually by way of fibre optic cabling or telephone wires restricted to
company use only). This is expensive but comes with the advantage of much
enhanced security. It is more common to use an internet service provider (ISP) for
connections to the internet and communicate via this network system.
The following additional hardware is needed for a WAN: routers, modems and
proxy servers (described in Section 4.3).

4.3 Network devices

Modems
Modem means modulator demodulator and is a device which converts a computers
digital signal (i.e. modulates it) into an analogue signal for transmission over an
existing telephone line. It also does the reverse process, in that it converts analogue
signals from a telephone line into digital signals (demodulates) to enable the computer
to process the data. (Section 5.5 discusses digital and analogue data in more detail.)
Modems are used to allow computers to connect to networks (e.g the internet)
over long distances using existing telephone networks.
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Information and Communication Technology

Dial-up modems operate at transmission speeds of about 60 kilobits per second,
which is quite slow by todays standards. (These are discussed in more detail in
Section 4.4.) However, modern broadband or asymmetric digital subscriber line
(ADSL) modems operate at 11,000 kilobits per second (or higher). The term
asymmetric means that the modem is faster at downloading (getting) data than it
is uploading (sending) data.
Although the ADSL modems still use the existing telephone network, unlike dial-up
modems they do not tie up the line while accessing the internet, so the land-line
telephone can still be used at the same time. Furthermore, they can always be on so
internet access can be available 24 hours a day. ADSL modems can allow telephone
conversations and internet traffic to occur at the same time because of the wide
bandwidth signal used: the higher frequencies are used to carry the internet signals, so
they do not interfere with normal telephone traffic. Cable modems also exist which allow
cable television providers to offer internet access as well as receiving television signals.

Network hubs
Network hubs are hardware devices that can have a number of devices/computers
connected to them. Its main task is to take any data received via one of the ports and
then send out this data from all of the ports. Each computer/device will receive the
data, whether it is relevant or not.

Switches
Switches are similar to hubs but are more efficient in the way they distribute data.
A hub learns which devices are connected to which ports. Each device has a media
access control (MAC) address which identifies it uniquely. Data packets sent to
the switch will have a mac address giving the source and receiving device. If a device
X is always sending the switch data via port 4 then it learns that X must be
connected to that port; any data packet which is intended for X only is then sent
through port 4 and not through any of the others. This means that the network
traffic only goes to where it is needed and so a switch is more efficient than a hub,
especially when the network is very busy.

Bridges
Bridges are devices that connect one LAN to another LAN that uses the same
protocol (the rules that determine the format and transmission of data). They decide
whether a message from a user is going to another user on the same LAN or to a user
on a different LAN. The bridge examines each message and passes on those known to
be on the same LAN and forwards messages meant for a user on a different LAN.
In networks that use bridges, workstation addresses are not specific to their
location and therefore messages are actually sent out to every workstation on the
network. However, only the target workstation accepts this message. Networks
using bridges are interconnected LANs since sending out every message to every
workstation would flood a large network with unnecessary traffic.

Routers

42

Since large companies often have more than one network there are occasions when
the computers in one network want to communicate with the computers in one of
the other networks. Routers are often used to connect the LANs together and also
connect them to the internet.

Computer networks
Routers inspect the data packages sent to it from any computer on any of the
networks connected to it. Since every computer on the same network has the same first
part of an internet protocol (IP) address, the router is able to send the data package
to the appropriate switch and it will then be delivered using the mac destination address
in the data packet. If this mac address doesnt match any device on the network it passes
on to another switch on the same network until the device is found.

HTTP proxy servers

This is a special type of server that acts as a buffer between a WAN (usually the internet)
and a LAN. The server passes on the service requests to the internet and then passes
back the requested pages. It therefore retrieves web pages and passes them on to the
computer that made the request. Any page retrieved from the internet is stored on the
server, which means that when a different computer requests the same page it is available
immediately thus considerably speeding up the browsing process.

4.4 The internet

The internet is a worldwide collection of networks which allows a subscriber to send
and receive emails, chat (using text or voice) or browse the world wide web.
The world wide web (WWW or web) is the part of the internet which the user
can access by way of a web browser (e.g. Microsoft Internet Explorer). A web browser
is software that allows the user to display and interact with pages and files from the web.

Websites
The web is made up of millions of these websites (e.g. www.hoddereducation.com)
and millions of web pages (e.g. Hodder Education front page, shown in Figure 4.6).
Web pages are documents on a computer screen which may consist of text, pictures,
sounds, animation or video (i.e. multimedia). A website consists of many of these
pages linked together.

Figure 4.6 Example of a web page

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Information and Communication Technology

The website shows these hyperlinks to allow users to navigate between web pages.
These hyperlinks are often shown as blue underlined text or sometimes a small hand
appears ! under a picture or under some text indicating the link to another page or
website. The user clicks on these hyperlinks using a mouse (or other pointing
device) to move to another page.
Web browsers use uniform resource locations (URLs) to retrieve files. URLs are
a standard way of locating a resource on the internet; they are usually a set of four
numbers, e.g. 194.106.220.19. However, as this can be difficult to remember, an
alphanumeric form is usually used which has the format:
protocol://site address/path/filename
where:
protocol is usually http
site address consists of: host computer name, domain name, domain type and
(very often) the country code:
computer name is usually www
domain name is the name of the website
domain type is commonly one of the following: .com, .org, .co, .net, .gov
examples of country code include .uk, .us, .de, .cy
path is the web page
filename is the item on the webpage.

Thus, a full URL could be http://www.urlexamples.co.cy/pages/example1

Accessing the internet

An ISP is a company that provides users with access to
the internet, usually for a fee. When a user registers
with an ISP, an account is set up and they are given
login details, which include a username and a
password. The user connects to the internet via the
user account which also allows the provider to monitor
usage. Most ISPs also provide an email account (see
Figure 4.7 for an example of an email page).
Emails are an electronic way of sending documents
(etc.) from one computer to another. They allow
attachments, which can be word-processed
documents, spreadsheets, data files, music files, movie Figure 4.7 Example of an email
page
files, etc. An email address contains two parts:
example1@yahoo.co.uk OR example2@yahoo.com
The first part is the user name e.g. example1 or example2 and the second part is @
followed by host name e.g. @yahoo.co.uk or @yahoo.com.
Emails are discussed in more depth in Chapter 9.
There are three common ways of accessing the internet offered by service providers:
dial-up internet access
cable internet access
digital subscriber line (DSL) (broadband) internet access.

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Computer networks
These were discussed in Section 4.3 as part of modems and are summarised in
Table 4.1.
Type of access

Description

Dial-up internet access

(dial-up modem)

This is the slowest type of connection (about 60 kbps).

The user connects to the internet via the telephone line by
dialling one of the numbers supplied by the ISP. They are
therefore not on all the time; ISP contracts are usually for a
number of hours per month of internet access time and
additional charges are incurred if this is exceeded.
A big disadvantage is that the telephone line is tied up while
a dial up modem is in operation.

Cable internet access (cable

modem)

Local cable television operators give a user access to the

internet through their own cable networks using a cable
network modem.

Internet access via DSL

(broadband modem)

The fastest download speeds can be obtained by using DSL

broadband connections (at least 11,000 kbps). This is often
offered with wireless interface which requires an AP and a
router. ISPs usually have a download/upload limit (e.g. 20
Gbyte of data) as part of the contact. This is not a problem
unless the user is often downloading music or movie files
which can quickly use up the memory allocation.
Broadband has the advantage of always being on, since it
doesnt tie up the telephone line.
The fast transfer rate allows systems such as voice over IP
(VOIP) and online chat rooms to be used effectively.

Table 4.1 Methods of accessing the internet

4.5 Intranets
Many companies use an intranet as well as the internet. The simple definition of an
intranet is a computer network based on internet technology that is designed to
meet the internal needs for sharing information within a single
organisation/company. There are number of reasons for doing this.
It is safer since there is less chance of external hacking or viruses.
It is possible to prevent employees from accessing unwanted websites.
Companies can ensure that the information available is specific to their needs.
It is easier to send out sensitive messages that will remain only within the company.
It is now worth comparing the internet with intranets:
The term internet comes from the phrase international network.
The term intranet comes from the phrase internal restricted access network.
An intranet is used to give local information relevant to the company whereas the
internet covers topics of global interest.
It is possible to block out certain internet sites using an intranet. This is much
more difficult to do from the internet.
An intranet requires password entry and can only be accessed from agreed
points, whereas the internet can be accessed from anywhere provided the user
has an ISP account.

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Information and Communication Technology

An intranet is behind a firewall, which gives some protection against hackers

(unauthorised users), viruses and so on. This is much more difficult to do with
internet access since it is more open on an international scale.
Information used in intranets is usually stored on local servers, which makes it
more secure from outside agencies.

4.6 Network security

The security problems when using networks such as the internet are well
documented. There are various security threats to networks and there are many
equally varied ways of combating the threat. Many of these issues are discussed in
Chapter 6 but this section will concentrate on four areas:
user ID
password
encryption
authentication techniques.

User IDs
When logging on to any network system, a user will be asked to type in a user ID.
This assigns the user privileges once the logon procedure is successful. For example,
on a network, top level privilege would be for an administrator, who is able to set
passwords, delete files from the server, etc., whilst a user privilege may only allow
access to their own work area.

Passwords
After keying in the user ID, the user will then be requested to type in their
password. This should be a combination of letters and numbers which would be
difficult for somebody else to guess. When the password is typed in it often shows
on the screen as ******** so nobody overlooking can see what the user has typed
in. If the users password doesnt match up with the user ID then access will be
denied. Many systems ask for the password to be typed in twice as a verification
check (check on input errors). To help protect the system, users are only allowed to
type in their password a finite number of times three times is usually the maximum
number of tries allowed before the system locks the user out. After that, the user will
be unable to logon until the system administrator has re-set their password.
When using some internet websites, if a user forgets their password they can
request the password to be sent to their email address. The password is never shown
on the computer screen for reasons of security.

Encryption
Encryption is the converting of data into a code by scrambling it or encoding it.
This is done by employing encryption software (or an encryption key). Since the
data is all jumbled up it appears meaningless to a hacker or anyone who illegally
accesses the data. It should be stressed that this technique does not prevent illegal
access, it only makes the data useless to somebody if they dont have the necessary
decryption software (or decryption key). It is used to protect sensitive data (such as
a persons banking details).
46

Computer networks

The system works like this:

A user writes a message and the computer sending this message uses an
encryption key to encode the data. For example, the message THIS IS AN
EXAMPLE (sent on 15 April) is encoded to 43Kr Kr T7 W04887W.
At the other end, the receiving computer has a decryption key which it uses to
decode the message. Note that the date when the message was sent is important
since this formed part of the encryption algorithm.

Encryption keys are much more complex than the one above, in order to prevent
computers being used to crack the code. Very sophisticated algorithms are used
which make the codes almost unbreakable.

Authentication techniques
As shown above, there are many ways in which a computer user can prove who they are.
This is called authentication, and a type of authentication is used in the banking
example that follows. Most systems adopt the following authentication logic:
something you know e.g. PIN/password
something belonging to you e.g. your bank card
something unique to you e.g. your fingerprints.
At least two of these are needed at the moment when a user has to prove who they
are. For example, the following banking example uses:
something you know surname, reference number, PIN, date last logged on
something belonging to you card put into card reader to produce the 8-digit code.
In future, the third feature will be introduced (such as a fingerprint scanner attached
to a computer to uniquely identify the user).
H&S Bank.co.uk

Banking example

SECURE ONLINE SHOPPING

Please type in your surname:

Please type in your reference number:

next

Click on the link when done:

H&S Bank.co.uk

SECURE ONLINE SHOPPING

Please key in the following characters

from your password:
The 2nd character
The 3rd character
th

The 7 character

next

Click on the link when done:

H&S Bank.co.uk

SECURE ONLINE SHOPPING

Please insert your card into the H&S Bank card

reader following the online screen instructions.
Enter the code below that shows in the card reader
window:

Click on the link when done:

H&S Bank.co.uk

next

A user belongs to H&S Bank. He wants to check the status

of his account online. He logs onto the H&S Bank website
using his ISP. Figure 4.8 illustrates a sophisticated set of
steps taken to prevent unauthorised access.
Only once each page has been successfully navigated will the
user have access to his bank account. The last stage is a final
check to see if the customers account has been illegally
accessed if they hadnt logged into the website on 15 April
at 17:45 then this would trigger a security check into the
customers account. Note that the last web page makes use of
what are called radio buttons.

SECURE ONLINE SHOPPING

You last logged on 15 April 2009 at 17:45.

Is this correct?
Yes
No

Figure 4.8 The authentication process

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Information and Communication Technology

4.7 Communication methods

Many methods of communication using networks exist. These include fax, email,
video conferencing and VOIP.

Fax
The term fax is short for the word facsimile. With this system, documents are
scanned electronically and converted into a bit map image (a bit is a binary digit and
is a 1 or a 0). This is then transmitted as a series of electrical signals through the
telephone network. The receiving fax machine converts this electronic image and
prints it out on paper.
It is also possible to generate fax signals from a computer to allow files and
documents to be sent to a fax machine this saves printing out the document first
and then passing it through a fax machine. Fax/modem software in the computer
converts the image into a form recognised by a fax machine. However, this is not as
efficient as the email system where the electronic copy is sent and is then stored
electronically thus permitting the document to be edited, for example.

Email
This is an electronic method for sending text and attachments from one computer to
another over a network (see Section 4.4 for further details).
The advantages of using email include:
the speed of sending and receiving replies using the email system
the low cost, since stamps, paper and envelopes are not needed
not needing to leave home to send the mail.
Disadvantages include:
the possibility of virus threats and hacking
the need for the email address to be completely correct
the inability to send bulky objects via emails.

Video conferencing
This is a method of communication between people at two separate locations
(e.g. in different countries). This is done in real time and makes use of a LAN, if
internal, or through a WAN, e.g. the internet, if national or international. The
system works in real time and uses additional hardware such as webcams, large
monitors/television screens, microphones and speakers.
The system also uses special software such as:
CODEC, which converts and compresses analogue data into digital data to send
down digital lines
echo cancellation software, which allows talking in real time and synchronises
communications.
Delegates at one end speak into a microphone and look at a webcam. The other
delegates can see them and hear them using large monitors and speakers.
There are potential problems with these systems such as time lag (the time it
takes for the signal to reach its destination, which can be difficult when trying to
have a conversation since there seems to be a delay). Also, sound quality and picture
quality can be poor unless expensive hardware and software is used.
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Computer networks
However, these systems are becoming increasingly popular as the cost of
travelling increases and the risk of terrorist attacks becomes higher. One large
company, which reduced travelling from Europe to USA and used video
conferencing wherever possible to discuss product development, claims to have
saved several million US dollars over a 12-month period. The savings were due to
reduced travelling (mostly air fares) and to reduced overnight accommodation. Since
little or no travelling is involved meetings can be held at short notice, but time
differences between countries can become an issue.

VOIP
Voice over internet protocol (VOIP) is a method used to talk to people using the
internet. VOIP converts sound (picked up by the computer microphone or special
VOIP telephone plugged into the USB port of the computer) into discrete digital
packets which can be sent to their destination via the internet. One of the big advantages
is that it is either free (if the talking is done computer to computer, i.e. both computers
have VOIP telephones or use their built-in/plugged-in microphones and speakers) or at
a local rate to anywhere in the world (when VOIP is used to communicate with a
mobile or land line telephone rather than another computer).
To work in real time this system requires a broadband ISP. The main problems
are usually sound quality (echo and weird sounds are both common faults).
Security is also a main concern with VOIP, as it is with other internet technologies.
The most prominent security issues over VOIP are:
identity and service theft
viruses and malware (malicious software)
spamming (sending junk mail)
phishing attacks (the act of sending an email to a user falsely claiming to be an
established legitimate enterprise in an attempt to scam the user into surrendering
private information that will be used for identity theft).

49

CHAPTER

Data types

In this chapter you will learn about:

types of data Boolean, text, alphanumeric, numeric and date
data structures files, records, fields and primary keys
relational databases tables, primary keys and foreign keys
analogue data the need for analogue to digital convertors (ADC)
digital data the need for digital to analogue convertors (DAC).

5.1 Introduction
Data can exist in many forms, and so there are various defined types of data that
computers use. All the data that is stored on computers is digital, but lots of types
of data in the real world involve physical measurements of continuously varying
data. These need to be converted into digital data for storage and manipulation on
a computer.
Data frequently needs to be stored in a logical sequence to allow access and/or
searching to be done at some later stage. One of the most common methods of data
storage is the use of databases.

5.2 Types of data

There are several data types found in most computer systems:
logical/Boolean
alphanumeric/text
numeric
date.

Logical/Boolean data
Boolean data (or logic data type) can have only two values: true or false. This
works if there are only two possible responses to a question or situation, i.e. (Yes or
No), (True or False) or (1 or 0).
This is made most use of when carrying out a search in a database or on the
internet. In these cases, logical operators are used which are based on true
(i.e. binary 1) or false (i.e. binary 0) logic.

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Data types
The AND operator
Consider the list of seven students in Table 5.1.
Name

Sex

Height (m)

Male

1.6

Male

1.7

Female

1.5

Female

1.7

Male

1.4

Female

1.6

Male

1.5

Table 5.1 A small database

Suppose we now make the search:

(Sex = Male) AND (Height (m) > 1.6)
Table 5.2 shows the logic status for each part of the search query. There is only one
match where the search condition is true for (Sex = Male) AND true for
(Height (m) > 1.6): name B.
Name

Sex

Sex logic
status

Height (m)

Height logic
status

Male

True

1.6

False

Male

True

1.7

True

Female

False

1.5

False

Female

False

1.7

True

Male

True

1.4

False

Female

False

1.6

False

Male

True

1.5

False

Table 5.2 Logic status for search query (Sex = Male) AND (Height (m) > 1.6)

Note that the logic operator called AND looks for the situation where something is
true in both groups. For example, consider two groups X and Y where X = {1, 2, 3, 4}
and Y = {3, 4, 5, 6}. The statement X AND Y would be equal to {3, 4} since it is true
that 3 and 4 are the only items which are common (i.e. true) to both groups (see
Table 5.3).

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Number

Number is in group X

Number is in group Y

True

False

True

False

True

True

True

True

False

True

False

True

Table 5.3 Logic status for statement X AND Y

In the student database only example B contains items which are true (common) to
both groups (i.e Male and 1.7 m).

The OR operator
Now consider a different search:
(Sex = Female) OR (Height (m) < 1.6)
This gives the logic status shown in Table 5.4. There are five matches where the
search condition is true for (Sex = Female) OR true for (Height (m) < 1.6):
names C, D, E, F and G.
Name

Sex

Sex logic
status

Height (m)

Height logic
status

Male

False

1.6

False

Male

False

1.7

False

Female

True

1.5

True

Female

True

1.7

False

Male

False

1.4

True

Female

True

1.6

False

Male

False

1.5

True

Table 5.4 Logic status for search query (Sex = Female) OR (Height (m) < 1.6)

Note that the logic operator called OR looks for the situation where something is true
in either group. For example, consider two groups X and Y where X = {1, 2, 3, 4}
and Y = {3, 4, 5, 6}. The statement X OR Y would be equal to {1, 2, 3, 4, 5, 6} since
it is true that all six numbers occur in either group (see Table 5.5).

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Data types
Number

Number is in group X

Number is in group Y

True

False

True

False

True

True

True

True

False

True

False

True

Table 5.5 Logic status for statement X OR Y

In the student database example, C, D, E, F and G contain items which are true in
either group.

Alphanumeric and text data

Looking at a standard keyboard, you see the letters A to Z, the digits 0 to 9 and
other characters such as : @ & ) } etc. The letters A to Z are referred to as text
and the letters A to Z plus the digits 0 to 9 are referred to as alphanumeric (some
definitions also include the remaining keyboard characters such as @ & ) } as part
of the alphanumeric character set).
For example, the password MARQUES contains letters only and is therefore
text. However, the password MIKE62 contains letters and numbers and is
therefore alphanumeric. A persons name would always be text but their address,
which could contain letters and numbers, would be alphanumeric.

Numeric data
Numeric data can be in two forms: integer (whole numbers) or real (containing
decimals). For example, 3416 is an integer, but 34.16 is real.
Examples of integers include the number of floors in a hotel, the number of
students in a class or the number of wheels on a car. Examples of real numbers
include temperatures, price of an item in a shop or a persons height in metres.
Numeric data also includes zero (0) and negative numbers such as 4516 (integer)
or 30.26 (real).

Date data
Date can be written in many forms, for example:
dd/mm/yyyy (dd = day, mm = month and yy/yyyy = year), e.g. 19/08/2009
dd/mm/yy, e.g. 19/08/09
dd.mm.yy, e.g. 19.08.09
yyyy-mm-dd, e.g. 2009-08-19.
All of the above examples use a number form of the month, but it can also be
written as the full word or the three-letter abbreviation:
dd mmmm yyyy, e.g. 19 August 2009
dd-mmm-yyyy, e.g. 19-Aug-2009.
All the above are accepted as date in most application packages (such as spreadsheets
and databases) where the format is particularly important due to data manipulation
(e.g. sorting) or searching.
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5.3 Data structures

Data is often stored in files, which consist of
records, which in turn consist of fields, as
illustrated in Figure 5.1.
For example, a company may have set up a
file to include information about their
employees in the following format:

FILE

Record 1

F = field

Record 2

Record 3

Figure 5.1 Structure of a data file

reference number/name/date started/department

Figure 5.2 shows a possible structure for the file COMPANY EMPLOYEE FILE.
The information is held in one file with five records and four fields per record. In
this example, the first field (the reference number) is known as the key field or
primary key. Each primary key is unique and is used to locate a record in a file
during a search operation.
Record 1

1416

J. Smith

30/05/2003

Sales

Record 2

1417

K. Shah

11/02/1989

Manager

Record 3

1431

R. Marques

15/10/2001

Finance

Record 4

1452

T. Rodriguez

27/09/1995

Sales

Record 5

1461

V. Schultz

09/12/2005

Graduate

field

field

field

field

FILE

Figure 5.2 The file COMPANY EMPLOYEE FILE

Also note the data types for each field:

reference number
name
date
department

numeric data (integer)

text
date format (dd/mm/yyyy)
text

In reality, COMPANY EMPLOYEE FILE would be much larger, containing all the
records for all the companys employees. This type of file is often referred to as a flat
file structure.

5.4 Databases
A database is a collection of information which is structured in some way to permit
manipulation and searching of data.

Why are databases used?

54

They promote data consistency. When data is updated on a database it is up to

date for any application which uses the database.
Data duplication is reduced to a minimum since only one copy of each data item
needs to be kept.
It is relatively easy to expand the database if some new application is being
considered.

Data types

Security of data is easier to monitor and maintain.

Data access can be controlled by database front
ends; the actual database will be invisible to all
users except the database administrator (see
Figure 5.3).

Early databases were examples of flat file structures, as

described in Section 5.3 and illustrated by the
COMPANY EMPLOYEE FILE. The way the data is
organised makes it difficult to search for a specific piece
of information or to create reports which only contain
certain information (fields) from each of the records.

User

User

Front end 1

User

User

Front end 2

Central database
interface

Database files

Figure 5.3 User access to data

contained in a database

Relational databases
Relational databases were first introduced in 1970 following the work of F. F.
Codd, a researcher at IBM.
Relational databases consist of a number of separate tables which are related (a
table is made up of rows and columns in much the same way as a spreadsheet is
structured). Each table contains a primary (key) field that is also a field in at least
one other table. It is possible to combine data from different tables to produce a
report which only contains the required information.
Relational databases do not need to repeat data, which is one of the problems of
flat file structure (in the example that follows, three flat files would be needed
containing repeated fields of key data since there would be no links connecting each
file). Information is stored in separate tables only connected by the primary (key)
field. Other advantages of relational databases include:
faster data retrieval (because of links between tables)
easy expansion of the database by adding extra data or new tables
the need to change data in only one table all other references to this data will
then also be up to date, resulting in what is known as data integrity.
Tables can also contain foreign keys that relate tables in the database to one
another. A foreign key in one table is a primary key in another.
We will now look at an example that shows the structure of tables in a relational
database. In this example, there are three connected tables. It is important to note
that in commercial databases there will be several tables connected together. The
examples shown here contain only two or three and are being used to show the
principle of relational databases.

Example
A garage sells cars and keeps a database of sales, customers and servicing, as shown
in Figure 5.4 overleaf.
The primary (key) field is Car number and the column is shaded red).
The foreign key fields are Invoice number and Engine ID and these are
shaded green.
Information from all three tables is linked together so, for example, if a car
service was due then by typing in Car number the customers details and servicing
details are brought up on the screen. This means information can be sent to the
customer as a reminder. Once the service is carried out, the servicing table will be
updated which means all other references to it will also be up to date.
To help you understand these complex structures, go through the following
exercise, which contains a flat data structure and a relational database.
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Information and Communication Technology

Car number

Link through
the primary
key: Car
number

Make of car

Value ($)

Date car
sold

Mileage at
sale (km)

A 111 BBB

VW Golf

20 500

20/01/09

18,100

C 202 ART

SEAT Leon

19 450

15/03/09

25,509

N 105 BRM

Toyota Aygo

12 700

18/12/08

16,702

R 541 KTT

FIAT Punto

13 400

04/09/08

12,212

S 229 RRP

Honda Civic

16 600

17/11/08

21,099

Invoice
number

Car
number

Customer
name

242986

R 541 KTT

243001

S 229 RRP

243221

N 105 BRM

243811

A 111 BBB

244002

Garage
sales
table

Customer
details

Annual
mileage (km)

J. Klaus

12 Ford Road

15,000

K. Chan

134 Main Street

25,000

D. Mejia

56 Ligo Road

18,000

B. Bipan

244 St Kitt Road

20,000

C 202 ART

T. Gunter

87 Pebble Drive

15,000

Engine ID

Car
number

Service
mileage

Date of
last service

Any recalls
outstanding?

AF123452

C 202 ART

40,000

10/03/09

Yes

AST23455

R 541 KTT

32,000

29/08/08

No

BB219009

A 111 BBB

38,000

10/01/09

No

CD567899

N 105 BRM

30,000

12/12/08

No

FFF34567

S 229 RRP

39,000

14/11/08

Yes

Customer
details
table

Servicing
table

Figure 5.4 Three related tables in a relational database for a garage

Exercise 5a
Example 1
Table 5.6 shows a flat data structure.
Employee
number

Name of
employee

Date joined

Salary ($)

Department

Telephone
number

A6121

Mr J. Bloggs

30/01/2000

18,000

Sales

151 216 009

B4142

Ms N. Kahn

19/02/2001

25,000

Accounts

153 423 111

B5041

Ms R. Spacek

04/11/2001

19,000

Sales

155 119 110

A3046

Mr K. Silva

15/12/2003

40,000

Legal

148 222 333

A5211

Mr N. Choudry

01/07/2004

25,000

Accounts

130 115 100

Table 5.6 Flat file structure for data on employees in a company

a How many records are there in this section of the database?
b How many fields are there in each record?
c Which field contains:
i
numeric data only
ii text data only
iii alphanumeric data only?
d What field is the primary key?
e In which field has the database been sorted?
f If the database was sorted in descending order on salary, using the Employee Number only, what would be the
new order of data in the sorted database?

56

Data types
Example 2
The database shown in Table 5.7 contains two linked tables. The database is being used to keep a record of which
customers have borrowed CDs from the music lending library.
CD stock table
Barcode

CD title

CD Artist

Year released

Number of tracks

77779287727

Seasons End

Marillion

1989

10

99969313424

Kingdom of Rust

Doves

2009

24354273506

Let It Go

Nada Surf

2002

11

94639624829

Our Love to Admire

Interpol

2007

02498669105

The Invitation

Thirteen Senses

2004

12

45099625627

Seal

Seal

1994

10

Table 5.7 Tables of data relating to CDs borrowed from a library

Customer borrowing table

Customer number

Customer name

Telephone number

CD borrowed

Date due back

M10411

Mr K. Sahz

415 003 455

02498669105

15/10/2009

M21516

Mr D. Silva

841 133 222

77779287727

14/10/2009

F18113

Mr A. Adak

614 555 211

45099625627

14/10/2009

M20004

Mr R. Choudhury

416 888 210

24354273506

12/10/2009

F16117

Ms L. Smith

416 219 000

94639624829

11/10/2009

F50316

Mr M. Egodi

841 567 228

99969313424

10/10/2009

a
b
c
d
e
f
g

How many records are there in the CD stock table?

How many fields are there in each record in the Customer borrowing table?
What type of database is being used here?
What is the primary key in the CD stock table?
Which field is a foreign key?
What data type would you use in the Date due back field?
What data types have been used in all the other fields?

5.5 Analogue and digital data

As we have already learnt from earlier chapters, computers work with digital data,
which is defined as discrete, fixed values in a given range.
However, in the real world, physical measurements (i.e. data) are not digital but
are continuously variable, producing an infinite number of values within a given
range. For example, length, weight, temperature, pressure, etc. can take any value,
depending on the accuracy to which they are measured. These values are measured
by an analogue device which represents physical measurement on a continuous
analogue scale, as illustrated in Figure 5.5. The speedometer represents speed by
showing the position of a pointer on a dial, while the thermometer represents
temperature by the height of the liquid column.
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Information and Communication Technology

The data is known as analogue data.
Most control and monitoring
applications use devices called sensors
to measure these physical, analogue
quantities. Examples of sensors and
their use in monitoring and control
applications are discussed in Chapter 7.
However, computers can only
Figure 5.5 Examples of analogue devices
understand and manipulate digital data.
Analogue data would not make any sense to the computer and may even cause some
damage. To enable data in analogue form (often the input from a sensor) to be
processed by a computer, it needs to be changed into a digital form. This is done using
an analogue to digital converter (ADC).
Alternatively, if the computer is being used to control a device, such as a motor
or a valve, the device may need to be controlled by continuously variable voltages.
There would be no use sending out a digital signal. It would first need to be
changed into an analogue signal, requiring another device, known as a digital to
analogue converter (DAC).

Example of a control system

This example shows why there is a need to convert analogue to digital and also
digital to analogue as part of control system involving a computer:
Figure 5.6 shows a computer being used to control a furnace heated by burning
gas supplied from a gas source (the amount of gas is controlled by a valve which can
have an infinite number of positions).

Furnace

ADC
Digital
signal

Analogue
signal from
sensor

Digital
computer

Valve
DAC
Gas supply

Analogue
signal to control
valve

Digital
signal

Temperature
values stored
on file

Figure 5.6 Control system for a furnace

A sensor is used to measure temperature in the furnace and it sends readings in

analogue form (small electric currents/voltages). This data is converted into digital
by an ADC and is fed to a computer, which compares the input temperature with
the required temperature stored on a file. If any action is needed (furnace
temperature is too low or too high) then a digital signal is sent out from the
computer. This signal is converted into an electric current/voltage (i.e. analogue) so
that the valve can be regulated (i.e. opened or closed to control the gas supply and
hence the furnace temperature).

58

CHAPTER

The effects of using ICT

In this chapter you will learn about:

software copyright rules
viruses and hacking:
definitions
ways of protecting the system
the effects of ICT on society:
employment
social impact
online shopping and banking
policing of the internet
use of microprocessors in household appliances
information from the internet:
reliability of data
risks of undesirable websites
security (including phishing, pharming and spam)
internet developments, e.g. blogs, wikis and social networking
health and safety issues.

6.1 Introduction
The use of ICT has affected our everyday lives in many ways. These range from the
effects of ICT on society in general, such as the changes in types and styles of
employment, to the convenience that it offers the individual, through services such
as online shopping and banking. However, in addition to providing new
opportunities, ICT has introduced its own problem, such as issues relating to
copyright, security of both companies and individuals, and health and safety. This
chapter discusses many of these effects.

6.2 Software copyright

Software is protected by copyright laws in much the same way as music CDs, film
DVDs and articles from magazines and books are protected.
When software is supplied on CD or DVD there are certain rules that must be
obeyed.
It is not legal to make a software copy and then sell it or give it away to a friend
or colleague.
Software cannot be used on a network or used in multiple computers unless a
licence has been acquired to allow this to happen.
It is not legal to use coding from the copyright software in your own software
and then pass this software on or sell it as your own without the permission of
the copyright holders.
Renting out a software package without permission to do so is illegal.
It is illegal to use the name of copyrighted software on other software without
agreement to do so.
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Information and Communication Technology

Software piracy (illegal copies of software) is a big issue amongst software
companies. They take many steps to stop the illegal copying of software and to stop
illegal copies being used once they have been sold. The following list shows a
number of ways in which software is protected, both by making the installer agree
to certain conditions and also by methods which require the original software to be
present for it to work.
When software is being installed, the user will be asked to key in a unique
reference number (a string of letters and numbers) which was supplied with the
original copy of the software.
The user will be asked to click OK or I agree to the licence agreement before
the software continues to install.
The original software packaging often comes with a sticker informing the
purchaser that it is illegal to make copies of the software; the label is often in the
form of a hologram, which indicates that this is a genuine copy.
Some software will only run if the CD-ROM or DVD-ROM is actually in the
drive. This stops illegal multiple use and network use of the software.
Some software will only run if a dongle is plugged into one of the USB ports
(dongles were discussed in Section 3.3).

6.3 Viruses and hacking

A virus is a program that replicates (copies) itself and is designed to cause harm to a
computer system. It often causes damage by attaching itself to files, leading to one
or more of the following effects:
causing the computer to crash (i.e. to stop functioning normally, lock up or stop
responding to other software)
loss of files sometimes system files are lost which leads to a computer
malfunction
corruption of the data stored on files.
Viruses infect computers through email attachments and through illegal software or
downloading of files from the internet that are infected. The following list shows
ways of protecting systems against viruses.
Use up-to-date anti-virus software. This detects viruses and then removes or
quarantines (i.e. isolates) any file/attachment which has been infected.
Do not allow illegal software to be loaded onto a computer and do not use any
CD/DVD in the computer which comes from an unknown source.
Only download software and files from the internet if they are from a reputable site.
Use firewalls (discussed below) on networks to protect against viruses.
Note that backing up files on a regular basis does not necessarily guarantee the
prevention of viruses spreading. If a file is already infected and it is then backed
up, when the file is re-loaded into the cleaned computer the virus may actually be
re-installed!
Hacking is the act of gaining access to a computer system or network without
legal authorisation. Although some hackers do this as a form of intellectual
challenge, many do it with the sole intention of causing harm (e.g. editing/deleting
files, installing harmful software, executing files in a users directory or even
committing fraud).
Some large companies actually employ hackers to test out their security systems.
Although the only foolproof way of stopping a networked computer from being
hacked into is to disconnect it from the internet, this is clearly not a practical or
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The effects of using ICT

desirable solution. Similarly, the only certain way to prevent a stand-alone computer
from being hacked into is to keep it in a locked room when not in use; again, this is
not always practical.
However, there are a number of ways to minimise the risk of hacking:
use of firewalls: these are used on networked computers. They provide a detailed
log of incoming and outgoing traffic and can control this traffic. They are able to
stop malicious traffic getting to a users computer and can also prevent a
computer connecting to unwanted sites and from sending personal data to other
computers and sites without authorisation
use of robust passwords (i.e. difficult passwords to guess) and user IDs to
prevent illegal access to a computer or internet site.
Whilst encryption makes files unreadable if accessed illegally, it does not prevent
illegal access (hacking) in the first place. It therefore would not prevent a hacker
carrying out many of the harmful actions described in this section.

6.4 Effects of ICT on society

One moral issue that has emerged from the development of ICT is the social divide
created by computer technology and ICT. This is often referred to as the haves and
have-nots those people who have the necessary ICT skills or money to purchase
and use computer equipment will gain benefit from the new technology; those who
are not able to access this new technology are left even further behind leading to this
social divide.
ICT has affected many aspects of society. This section is going to look at just a
few of these:
the impact on employment
the development of online shopping and banking
policing of the internet
the use of microprocessors in household appliances.

Impact on employment
The introduction of ICT has led to unemployment in many areas such as:
manufacturing, where robots have taken over many tasks (e.g. paint spraying in a
car factory)
computer-controlled warehouses, which are automatic and require no personnel
to be present
labour-intensive work (e.g. in the printing industry, checking football pools,
filing, etc.).
However, it is also true that some new jobs have been created with the introduction
of ICT. These include writing software, maintenance of robots and other ICT
equipment and work connected with internet sites (setting sites up, maintaining
them, etc.).
The overall work- related effects on people can be summarised as follows:
the need to be re-trained because of the introduction of new technology, e.g. how
to operate or maintain the new machinery which is being introduced to do the
work previously done by a person
a cleaner working environment where robots have taken over many of the dirty
manual tasks
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Information and Communication Technology

de-skilling of the workforce, as jobs where high skills were needed in the past are
now done by computer systems (e.g. the use of DTP software in the printing
industry, CAD software in producing engineering drawings, etc.)
a safer working environment (e.g. fewer people working in noisy factories)
fewer manual tasks, since tasks such as heavy lifting are now done by robots.

Companies have also gained from the introduction of ICT systems. For example:
there is no need to employ as many people to do the tasks, thus reducing
labour costs
robots do not take holidays, get sick or take coffee breaks, resulting in higher
productivity
whilst the quality is not necessarily better, there is greater consistency in the
products made (e.g. every car coming off a production line will be identical).

Impact of using ICT for online shopping and banking

The development of online shopping and banking has led to changes in the type of
employment in shops and banks. Fewer staff are now needed in traditional shops
and banks, but new staff are needed to provide the online services (e.g. packing and
sending out orders, courier services, and so on). As the amount of online shopping
and banking increases, the impact on society begins to gain in significance. (The
applications are covered in more depth in Chapter 7; this section will deal primarily
with the impact of ICT.)
Online shopping and banking means that more and more people are staying at
home to buy goods and services, manage their bank accounts and book holidays, etc.
This would all be done using a computer connected to the internet and some form
of electronic payment (usually a credit or debit card). The following notes give a
comprehensive list of the benefits and drawbacks of using the internet to carry out
many of these tasks.

Advantages

62

There is no longer a need to travel into the town centre thus reducing costs
(money for fuel, bus fares, etc.) and time spent shopping. It also helps to reduce
town centre congestion and pollution.
Users now have access to a worldwide market and can thus look for products that
are cheaper. This is less expensive and less time consuming than having to shop
around by the more conventional methods. They also have access to a much
wider choice of goods.
Disabled and elderly people can now get access to shops and banks without the
need to leave home. This helps to keep them part of society since they can now
do all the things taken for granted by able-bodied people.
Because it is online, shopping and banking can be done at any time on any day of
the week this is termed 24/7. This is particularly helpful to people who work,
since shops/banks would normally be closed when they finished work.
People can spend more time doing other things. For example, going shopping to
the supermarket probably took up a lot of time; by doing this online people are
now free to do more leisure activities, for example.

The effects of using ICT

Disadvantages

There is the possibility of isolation and lack of socialisation if people stay at home
to do all their shopping and banking.
There are possible health risks associated with online shopping and banking
(discussed in Section 6.7).
Security issues (e.g.) are a major concern. These include:
hacking, stealing credit card details, etc. (discussed in Section 6.3)
viruses and other malware (e.g. phishing, pharming, etc., discussed in Section 6.5)
fraudulent websites (discussed in Section 6.5).
It is necessary to have a computer and to pay for line rental to take part in online
shopping and banking. Also the telephone line will be tied up if the user does not
have a broadband connection.
Unlike high street shopping, it is not possible to see (or try on) the goods first
before buying them. The goods also take several days to arrive.
There is a risk of lack of exercise if people do all their shopping and banking at
the computer.
High street shops and banks are closing because of the increase in online
shopping and banking and this is leading to ghost towns forming.

Effects on companies due to the spread of online shopping and banking

The discussion above focused on the effects of ICT on people. However, companies
and other organisations have also been affected by the growth of ICT and online
shopping and banking.
Companies can save costs since fewer staff are required and they do not need as
many shops and banks in high streets to deal with potential customers.
Because the internet is global, the potential customer base is increased.
There will be some new costs, however, because of the need to re-train staff and
the need to employ more staff in despatch departments.
There are also costs due to the setting up and maintaining of websites to enable
online shopping and banking.
Since there is very little or no customer-employee interaction, this could lead to a
drop in customer loyalty, which could result in loss of customers. This could also
be brought about by the lack of personal service associated with online shopping
and banking.

Should the internet be policed?

This is a question which has raged for many years. Currently, the internet has no
controlling body to ensure that it conforms to certain standards. There are many
arguments in favour of control and as many arguments against.

Arguments in favour of some form of control

It would prevent illegal material being posted on websites (e.g. racist/prejudiced

material, pornographic matter, material promoting terrorist activities, etc.).
People find it much easier to discover information which can have serious
consequences (e.g. how to be a hacker, how to make bombs, etc.). Although
most of this can be found in books, it is much easier to find the information
using a search engine.
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Information and Communication Technology

It would prevent children and other vulnerable groups being subjected to

undesirable websites.
Since anyone can produce a website, there is no guarantee of the accuracy of
information. Some form of control could reduce the amount of incorrect
information being published.

Arguments against some form of control

Material published on the websites is already available from other sources.

It would be very expensive to police all websites and users would have to pick
up the bill.
It would be difficult to enforce rules and regulations on a global scale.
It can be argued that policing would go against freedom of information.
Many topics and comments posted on websites are already illegal and laws
currently exist to deal with the perpetrators.

Microprocessor-controlled devices in the home

Many common household devices are now fitted with microprocessors to control a
large number of their functions. The devices fall into two categories:
labour-saving devices, which include automatic washing machines, microwave
ovens, ovens, and dishwashers
other household devices, such as television sets, hifis, fridge/freezers and central
heating systems these are not labour saving, but they do have microprocessors
to control many of their functions.
Tables 6.1 and 6.2 give the advantages and disadvantages of both types of devices.
Advantages

They lead to more leisure time since

the devices can be programmed to
do the tasks.
People have more time to go out
and socialise, and can go out when
they want to.
They are becoming very
sophisticated and can make use of
embedded web technology.

Disadvantages

They can lead to unhealthy diets

(e.g. TV dinners).
People can tend to become lazy,
since they rely on these devices.

Table 6.1 Advantages and disadvantages of microprocessor-controlled labour-saving devices

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The effects of using ICT

Advantages

They save energy, since they can

switch off automatically.
It is easier to program the devices
to do a task rather than having to
set timings, dates, etc. manually.

Disadvantages

They lead to a more wasteful

society: devices are thrown away if
the electronics fail, since they are
not economic to repair.
They can be more complex to
operate for people who are not
technology literate.
Leaving devices on standby (such as
televisions) leads to a waste of
resources.

Table 6.2 Advantages and disadvantages of other microprocessor-controlled devices

6.5 Information from the internet

The social and general impact of using the internet or devices which rely on
microprocessors have been discussed in earlier sections. This section will now look at
the quality of information found on the internet when using a search engines. There
are four main aspects to consider:
reliability of information
undesirability of certain websites
security issues
other internet issues.

Reliability of information

Information is more likely to be up to date than in books, since websites can be

updated very quickly.
It is much easier to get information from websites, as search engines quickly link
key words together and find information that matches the criteria.
There is a vast amount of information on the internet, which is easier to locate
than using the indices in several books.
However, information on the internet may be incorrect, inaccurate or even biased
since it does not go through any checking process.
There is a risk of information overload even if search engines are used properly. It
is possible to get thousands of hits, which may make it difficult to find the
information relevant to the users search.

Undesirability of certain websites

There is always the risk of finding undesirable websites (as discussed in Section 6.4).
There is also a risk of doubtful websites which are not genuine and could lead to
a number of problems such as undesirable web links, security risks, etc.
Security risks are a very large problem and are discussed in the following section.

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Information and Communication Technology

Security issues
The risk of viruses and hacking has already been discussed in Section 6.3. The use of
passwords, user IDs, encryption, firewalls and other software protection was also
discussed in Section 6.3. However, there are other security risks (not necessarily as a
result of viruses or hacking) associated with connecting to the internet. These
security risks are now discussed in some depth.

Phishing
Phishing is a fraudulent operation involving the use of emails. The creator sends out
a legitimate-looking email, hoping to gather personal and financial information from
the recipient of the email. To make it more realistic (and therefore even more
dangerous!) the message will appear to have come from some legitimate source
(such as a famous bank). As soon as an unsuspecting user clicks on the link they are
sent to a spoof website where they will be asked for personal information including
credit card details, PINs, etc. which could lead to identity theft.
Many ISPs now attempt to filter out phishing emails, but users should always be
aware that a risk still exists and should be suspicious of any emails requesting
unsolicited personal details.

Pharming
Pharming is a scam in which malicious code is installed on a computer hard disk or
a server. This code has the ability to misdirect users to fraudulent websites, usually
without their knowledge or consent.
Whereas phishing requires an email to be sent out to every person who has been
targeted, pharming does not require emails to be sent out to everybody and can
therefore target a much larger group of people much more easily. Also, no conscious
action needs to necessarily be made by the user (such as opening an email), which
means the user will probably have no idea at all that have been targeted. Basically,
pharming works like this:
A hacker/pharmer will first infect the users computer with a virus, either by
sending an email or by installing software on their computer when they first visit
their website. It could also be installed as part of something the user chooses to
install from a website (so the user doesnt necessarily have to open an email to
become infected). Once infected, the virus would send the user to a fake website that
looks almost identical to the one they really wanted to visit. Consequently, personal
information from the users computer can picked up by the pharmer/hacker.
Certain anti-spyware, anti-virus software or anti-pharming software can be used
to identify this code and correct the corruption.

Spam
Spam is electronic junk mail and is a type of advertising from a company sent out to a
target mailing list. It is usually harmless but it can clog up the networks, slowing them
down, or fill up a users mail box. It is therefore more of a nuisance than a security risk.
Many ISPs are good at filtering out spam. In fact, some are so efficient that it is
often necessary to put legitimate email addresses into a contacts list/address book to
ensure that wanted emails are not filtered out by mistake.

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The effects of using ICT

Spyware
Spyware is software that gathers user information through their network connections
without them being aware that this is happening. Once spyware is installed, it
monitors all key presses and transmits the information back to the person who sent
out the spyware. This software also has the ability to install other spyware software,
read cookies and even change the default home page or web browser. Anti-spyware
can be used to search out this software and correct the corruption.

Other internet issues

Although the following item is not regarded as a security threat, it can be a
considerable nuisance to an internet user and is included here for completeness.

Cookies
Cookies are small files sent to a users computer via their web browser when they
visit certain websites. They store information about the users and this data is
accessed each time they visit the website. For example:
they remember who the user is and send messages such as Welcome Daniel each
time they log onto the website
they recognise a users buying preferences; e.g. if a user buys CDs, pop ups
(adverts) related to their buying habits will appear on the users screen each time
they visit the website.
Without cookies, the web server would have no way of knowing that the user had
visited the website before.

6.6 Internet developments

The internet has changed out of all recognition since it first started, and continues to
develop. This section considers some of the most recent developments in the way
the internet is used.
Web 2.0 refers to a second generation of internet development and design. This
has led to a development of new web-based communication, applications and hosted
servers. For example, the following will be considered in more detail in this section:
blogs
wikis
digital media sharing websites
social networking sites
folksonomies.

Blogs
Blogs (which is an abbreviation for web logs) are personal internet journals where the
writer (or blogger) will type in their observations on some topic (e.g. a political view)
or even provide links to certain relevant websites. No training is needed to do this.
Blogs tend to range from minor projects where people just gossip about some
topic (such as the performance of an actor in a recent film) through to important
subjects such as politics, advertising products or raising awareness of a certain key
event taking place. However, comments made are not immune from the law and
bloggers can still be prosecuted for making offensive statements about people!
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Information and Communication Technology

Wikis
The word wiki comes from a Hawaiian word meaning fast. Wikis are software
allowing users to easily create and edit web pages using any web browser. A wiki will
support hyperlinks and has very simple syntax (language rules) for creating pages.
They have often been described as web pages with an edit button. Anyone can use
wikis, which means that the content should always be treated with some caution. One
of the most common examples of a wiki is the online encyclopedia Wikipedia.

Digital media sharing websites

Digital media sharing websites allow users to upload video clips and other media
to an internet website. The video host, for example, will then store the video on a
server and show the user the different types of code which can be used to enable
them to view the video clip.
This development is becoming increasingly popular since most users dont have
unlimited web space. One of the most common examples of this is YouTube.

Social networking sites

Social networking sites focus on building online communities of users who share
the same interests and activities. They enable young people, in particular, to share
photos of themselves, show people their favourite videos and music, what they like
to do in their spare time, what they like to eat, etc.
Common examples include Facebook and Myspace, where users can join free of
charge and interact with other people. It is possible to add friends and post messages on
a bulletin/message board and update personal profiles to notify friends about themselves.
These are rapidly becoming the modern way of interacting socially and they allow
young people, in particular, to communicate across the world and share their
interests and views with many people.

Folksonomies
Folksonomies are closely related to tagging and literally mean management of people.
Tagging is a type of social bookmarking where a user can tag any web page with words
that describe its contents. Anyone can view web pages corresponding to a specific tag.
In folksonomies, the visual representation is a tag cloud this is a sequence of words of
different sizes that represent popular tags by showing them in a larger font size. One of
the most common examples is Flickr.

6.7 Health and safety issues

There are many health and safety problems associated with regular use of computer
systems.
Health and safety regulations advise that all computer systems have a minimum of
tiltable and anti-glare screens, adjustable chairs and foot supports, suitable lighting,
uncluttered work stations, and recommend frequent breaks and eye tests.

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The effects of using ICT

Although health and safety are closely related, they are very different subjects.
Health issues are related to how to stop people becoming ill or affected by daily
contact with computers. Safety is more concerned with the dangers which could lead
to serious injury or even loss of life. They are discussed in separate sections below to
help clarify the main differences.

Health aspects
Table 6.3 highlights a number of health issues, together with possible solutions to
either minimise the risk or eliminate it altogether.
Health risk

Solution

Back and neck

problems/strain

use fully adjustable chairs to give the correct posture

use foot rests to reduce posture problems

use screens that can be tilted to ensure the neck is at the correct angle

Repetitive strain injury

(RSI) damage to
fingers and wrists

make proper use of a wrist rest when using a mouse or a keyboard

take regular breaks and do some exercise

use ergonomic keyboards

Eyestrain (caused by
staring at a computer
screen too long or bad
lighting in the room)

ensure that there is no screen flicker, since this can lead to eye problems

change to LCD screens where flicker is less of a problem than with CRT screens

take regular breaks and try focusing on a point which is some distance away

Ozone irritation (dry

skin, respiratory
problems, etc.) this is
caused by laser printers
in an office area

use voice-activated software if the user is prone to problems when using

mouse and keyboard

Headaches

ensure correct posture is maintained (i.e. correct angle of arms to the

keyboard and mouse, for example)

make use of anti-glare screens if lighting in the room is a problem or use

window blinds to reduce strong sunlight
have eyes tested regularly middle-vision glasses should be prescribed if the
user has a persistent problem such as eye strain, dry eyes, headaches, etc.)
use an anti-glare screen or use window blinds to cut out light reflections
bad lighting can cause squinting and lead to headaches, etc.

take regular breaks and do some exercise

have eyes tested regularly and use middle-vision glasses if necessary

ensure proper ventilation to remove the ozone gas as quickly as possible

house laser printers in a designated printer room

change to other types of printer if necessary (e.g. inkjet printers)

Table 6.3 Health risks and proposed solutions

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Safety aspects
Table 6.4 gives a number of safety issues, together with possible solutions to
eliminate or minimise the risk.
Safety hazard

Ways of eliminating or minimising hazard

Electrocution

use of a residual circuit breaker (RCB)

check insulation on wires regularly

do not allow drinks near computers

check equipment regularly

use cable ducts to make the wires safe

Trailing wires (trip hazard)

Heavy equipment falling

Fire risk

cover wires and/or have them neatly tucked away

(under desks, etc.)
try and use wireless connections wherever possible,
thus eliminating cables altogether
use strong desk and tables to support heavy
hardware
use large desks and tables so that hardware isnt too
close to the edge where it can fall off
have a fully tested CO2/dry fire extinguisher nearby
(not water extinguishers!)
dont cover equipment vents, which can cause
equipment to overheat
make sure hardware is fully maintained
ensure good ventilation in the room, again to stop
overheating of hardware
do not overload sockets with too many items
change to low voltage hardware wherever possible
(e.g. replace CRT monitors with LCD monitors)

Table 6.4 Safety hazards and proposed solutions

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CHAPTER

The ways in which ICT is used

In this chapter you will learn about:

communication systems
satellite and mobile phone network communications
data handling applications
modelling applications
batch processing and online systems
control and monitoring applications
robotics
batch processing applications
automatic stock control systems (use of barcodes)
online booking systems
banking applications
library systems
expert systems.

7.1 Introduction
This chapter looks at how ICT is used in everyday life and discusses the many
advantages and drawbacks of using computer systems to replace or enhance
applications which were previously paper or manually based.

7.2 Communications applications

There are several communication applications that make use of ICT technology.
These fall into two categories: methods of communication and ways of
communicating information.
Methods of communication include:
video conferencing
voice over internet protocol (VOIP) systems
emails.
These were discussed in Section 4.7, and so are not considered any further here.
There are a large number of ways of communicating information. The five
considered here are:
multimedia presentations
printing flyers and posters
use of websites
music production
cartoon animations.

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Multimedia presentations
Presentations using animation, video and sound/music are generally much more
interesting than a presentation done on slides or paper.
The presentations are produced using one of the many software packages on the
market and then used with a multimedia projector so that the whole audience is able
to see the presentation. Some of the advantages of this type of presentation include:
the use of sound and animation/video effects
interactive/hyperlinks built into the presentation
the fact that it is more likely to hold the audiences attention.
Some of the disadvantages include:
the need to have special equipment, which can be expensive
sometimes the requirement for internet access within the presentation, if the user
wishes to access files (e.g. music or video) from websites or up-to-date
information (e.g. weather reports) which needs a live connection.

Paper-based presentations
It is always possible to produce presentations in a hardcopy format rather than the
system described above. This has the following advantages:
Disabled people do not have to go to the venue to see the presentation.
It is possible to print it out in Braille for the benefit of blind people.
The recipient can read the presentation at any time they want.
The recipients have a permanent copy, which they can refer to at any time they want.
There are, however, disadvantages:
The presentation needs to be distributed in some way.
There are no special effects (sound, video, animation).
There are printing costs (paper, ink, etc.).

Flyers and posters

Flyers and posters can be produced very easily using one of the many software
packages available, most commonly word processors and desktop publishers
(DTP). Usually, the flyer or poster will have photos which have been taken specially
or have been downloaded from the internet. The following sequence is fairly typical
of how such a document would be produced on a computer system:
A word processor or DTP application is opened.
The user creates frames, boxes and text boxes.
If necessary, photos are taken, using a camera.
The images are uploaded from the camera, loaded from a CD/DVD, scanned
from hard-copy photos or downloaded from the internet.
The photos are saved to a file.
The photos are imported or copied and pasted into the document.
The photos are edited and text typed in or imported from a file and then put into
the required style.

Websites

72

Rather than producing flyers and posters by printing them out, it is possible to use
websites for advertising and communication. There are a number of advantages and
disadvantages of using this technique.

The ways in which ICT is used

Advantages include:
the ability to add sound/video/animation
links to other websites/hyperlinks
the use of hot spots
buttons to navigate/move around the website
hit counters to see who has visited the websites.

Disadvantages include:
the fact that websites can be hacked into and modified or viruses introduced
the need for a computer and internet connection
its lack of portability compared with a paper-based system
the need to maintain the website once it is set up.

Music production
The generation of music and the production of music scores can now be done by
computer systems with the appropriate software, for example:
music samplers and mixers allow the original tracks that were recorded in the
studio to be modified in any way that the producer wants
electronic instruments (like guitars and organs) can play back through electronic
effects machines
synthesisers combine simple wave forms to produce complex music creations
electronic organs can mimic any other instrument
music scores can be generated from the music itself using software
software can automatically correct music notes in a score
there is no need to understand music notation to write a music score
music notes are automatically printed out in the correct format.

Cartoon animations
Animation can be produced using computer hardware and software. With 3D
animation, objects are designed on a computer and a 3D skeleton produced. The
parts of the skeleton are moved by the animator using key frames (these frames
define the start point and end point to give a smooth animation effect). The
difference in the appearance of the skeleton in these key frames is automatically
calculated by the software and is known as tweening or morphing. The final stage
is to make a realistic image by a technique known as rendering.

7.3 Satellite and mobile network communications

This section considers three applications which make use of satellite technology
and/or mobile phone network technology:
mobile phone networks
embedded web technology (EWT)
global positioning satellite systems (GPS).

Mobile phone networks

Mobile phones communicate by using towers inside many cells networked together
to cover large areas, illustrated in Figure 7.1. The towers allow the transmission of
data throughout the mobile phone network.
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Information and Communication Technology

Each tower transmits within its own
Cell showing tower at
cell. If you are driving a car and get to
the centre. Each cell
overlaps giving mobile
the edge of a cell the mobile phone
phone coverage
signal starts to weaken. This is
Figure 7.1 A network of mobile phone cells
recognised by the network and the
mobile phone then picks up the signal in
one of the adjacent cells. If a person is making a call or sending a text to somebody
in a different country then satellite technology is used to enable the communication
to take place.
Mobile phone technology can now be used by computers. A plug-in device
(using one of the available USB ports) allows the computer to connect to the mobile
phone network, which then allows access to the internet. This service is usually
provided through a monthly contract which gives a download limit.

Embedded web technology

Embedded web technology (EWT) is a relatively new development that uses the
internet in real time to control or interact with a device in the home or a device
which is part of an industrial application. The device must contain an embedded
microprocessor for this system to work.
The device can be controlled by an authorised user from a computer anywhere on
a network or from a web-enabled mobile phone.
Consider the scenario of an oven equipped with an embedded processor. An
authorised person can use their web-enabled mobile phone, for example, to send
instructions to control the oven remotely (e.g. switch it on at a given time, set the
timings and set the temperature) from their office before setting off for home. Any
device with an embedded microprocessor can be controlled in this way; examples
include a DVD recorder, a washing machine, a central heating system or even a
scientific experiment in some remote location (e.g. in outer space or under the sea).

Global positioning satellite (GPS) systems

Global positioning satellite (GPS) systems are
used to determine the exact location of a number
of modes of transport (e.g. airplanes, cars, ships,
etc.). Cars usually refer to GPS as satellite
navigation systems (sat navs).
Satellites surrounding the Earth transmit
signals to the surface. Computers installed in the
mode of transport receive and interpret these
Satellite 1
signals. Knowing their position on the Earth
Exact location
of transport
depends on very accurate timing atomic clocks
Satellite 2
are used in the satellites which are accurate to
Satellite 3
within a fraction of a second per day. Each satellite
Figure 7.2 Calculation of position
transmits data indicating its position and time.
using satellites
The computer on board the mode of transport
calculates its exact position based on the
information from at least three satellites, illustrated in Figure 7.2.
In cars, the on-board computer contains pre-stored road maps. With these sat nav
systems the cars exact location, based on satellite positioning, can be shown on the
map and the driver can also be given verbal instructions such as: After 100 metres,
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The ways in which ICT is used

take the next left turn onto the A1234. A
screen on the sat nav device will also show
the cars position in relation to the road
network (see Figure 7.3).

Advantages

A1234

A1236
A1235

Exact location of the car

The driver does not have to consult Figure 7.3 Car position shown on a sat nav
paper maps while driving, so it is
screen
far safer.
It removes errors, as it can warn drivers about one way streets, street closures, etc.
The system can warn the driver about the location of speed cameras, again aiding
safety.
The system can estimate the time of arrival.
It is also possible to program in the fastest route, a route to avoid towns, etc.
The system can give useful information such as the location of petrol stations.

Disadvantages

If the maps are not kept up to date, they can give incorrect instructions.
Unless the system is sophisticated, road closures, due to accidents or road works,
can cause problems.
Loss of satellite signals can cause problems.
If an incorrect start point or end point is keyed in, the system will give incorrect
information.

7.4 Data handling applications

A number of applications make use of simple data handling techniques, such as:
surveys
tuck shop (i.e. school sweet shop) records
clubs and society records
record keeping (e.g. a book shop).

Surveys
A
or
A
or
A

C D

Figure 7.4 Methods

of filling in
questionnaires

Suppose a small business is interested in finding out information about the buying
habits of a number of customers. Questionnaires or surveys will be either handed
out to people or posted on a website to allow them to be filled in online. Paper
questionnaires will be filled in either by shading in circles, ticking in boxes or
connecting two points to select the correct response (see Figure 7.4).
Online questionnaires would tend to use the first option (using radio buttons)
since this is a quick and easy method for gathering data.
Paper surveys are then scanned in using optical mark recognition (OMR) or
optical character recognition (OCR) methods and the information is transferred to a
database. The advantages of doing this rather than checking each one by hand are that:
it is faster to get results
there are fewer errors
it is easier to do a statistical analysis
it is less expensive to carry out, since it needs fewer people.
Online questionnaires have the added advantage that no data preparation is needed,
as the results are sent directly to a database for analysis.
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Tuck shop records

An example of the use of spreadsheets to keep school tuck shop accounts is given in
Section 7.5. Simple financial applications such as these use spreadsheets to keep a
record of prices and takings. The advantage is that it is much easier to vary different
parameters to show how to optimise profits or to see why a loss is being made. The
system can be programmed (using macros) to automatically warn of any problems.

Club and society records

Clubs and societies need to keep records of their membership. The information held
typically includes payment details, contact details (phone number, address),
interests, etc. A simple database is often used to hold all this information, making it
unnecessary to keep paper records. Consequently, if a particular item of interest
(e.g. a talk on F1 motor racing) comes up then the computer system can quickly
scan all the records on file and find out who would be interested in this topic. The
organisation can then automatically contact the member by email or, using mail
merging, send out a letter and flyer.
It is also easy to check on membership subscriptions and send out reminders.
This all saves having manual records on paper, which take time to search, can be
easily lost, can have some details missing. It is also less expensive (cost of paper,
filing, etc.) and saves on space in the office area.
It is worth noting that data stored by the club/society may be of a personal nature
and must therefore obey the rules of a data protection act.

A typical data protection act

The purpose of a data protection act is to protect the rights of the individual about
whom data is obtained, stored and processed (i.e. collection, use, disclosure,
destruction and holding of data). Any such act applies to both computerised and
paper records.
Any data protection act is based on eight simple principles:
1 Data must be fairly and lawfully processed.
2 Data can only be processed for the stated purpose.
3 Data must be adequate, relevant and not excessive.
4 Data must be accurate.
5 Data must not be kept longer than necessary.
6 Data must be processed in accordance with the data subjects rights.
7 Data must be kept secure.
8 Data must not be transferred to another country unless they too have adequate
protection.

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Failure to abide by these simple rules can lead to a fine and/or imprisonment to
anyone who holds data about individuals.
There are general guidelines about how to stop data being obtained unlawfully:
Dont leave personal information lying around on a desk when not being used.
Lock all filing cabinets at the end of the day or when an office is unmanned for
any length of time.
Do not leave data on a monitor if unattended or log off from a computer system
if it is to be unattended for a time.

The ways in which ICT is used

Protect passwords and dont give them out to anybody else.

Change passwords regularly and select passwords which are difficult to crack.
Make sure anything in a fax/email is not of a sensitive nature (ask yourself the
question: Would I write that on a post card?)

All of the above are in addition to the number of safeguards discussed throughout
this book (such as ways to prevent hacking, phishing, pharming, etc.).

Record keeping
To evaluate the advantages of using a computer system for record keeping, we will
consider the case of a small bookshop. This shop keeps files on the books in stock
and on their customer base. Using a simple database it would be easy to keep this
information in electronic form. This would make it easy to contact customers if a
particular book was just published or to check on their buying habits. If a customer
came into the shop it would also be far easier to search for a particular book (based
on title, author or ISBN). No paper records would need to be kept which would
lead to the following advantages to the shop:
Less room would used up in the shop since no paper record would need to be kept.
It would be quicker and easier to find details of a particular book or find out
whether or not it was in stock.
The system would be less expensive, since it wouldnt be necessary to employ
somebody to do all the filing and searching.
There would be fewer errors since no manual checking of paper files would be done.
There are some disadvantages of the system:
The shop would need to buy a computer and software to run the system.
It would take a lot of time and effort to transfer all the paper files to the database.

7.5 Modelling applications

A simulation is the creation of a model of a real system in order to study the
behaviour of the system. The model is computer generated and is based on
mathematical representations.
The idea is to try and find out what mechanisms control how a system behaves
and consequently predict the behaviour of the system in the future and also see if it
is possible to influence this future behaviour.
Computer models have the advantage that they save money, can help find a
solution more quickly and can be considerably safer (discussed further below). There
are many examples of simulations, ranging from simple spreadsheet representations
through to complex flight simulators. This section gives two examples: a model for
showing a shops profit/loss and a traffic light simulation.

Tuck shop model

This example uses a spreadsheet to do the modelling. It models the school tuck shop
mentioned in Section 7.4. The numbers in the spreadsheet model are shown in
Figure 7.5, with Figure 7.6 showing the formulae that produce these numbers.

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Figure 7.5 Results in the spreadsheet model for a tuck shop

Figure 7.6 Expressions in the spreadsheet model for a tuck shop

Thus, by varying the values in column C or in column F it would be possible to

model the shops profit or loss. This is a very simple model but it shows the
principal of using spreadsheets to carry out any type of modelling that can be
represented in a mathematical form.

Traffic light simulation

Figure 7.7 A
junction controlled
by traffic lights

78

To demonstrate a more complex simulation, the following scenario has been chosen:
a set of traffic lights are to be modelled at a Y-junction, as shown in Figure 7.7.
In this simulation it is necessary to consider:
how and what data needs to be collected
how the simulation is carried out
how the system would work in real life.

Data collection
Since the success (or failure) of a simulation model depends on how realistic it is,
data needs to be collected by watching traffic for a long period of time at the
Y-junction. This is best done by using induction loop sensors which count the
number of vehicles at each junction. Manual data collection is possible but is prone
to errors and is difficult to do over an 18-hour period per day, for example. The
following data is an indication of what would need to be collected:
the number of vehicles passing the junction in all directions
the time of day for the vehicle count
how many vehicles build up at the junction at different times of the day
how vehicle movements change at weekends, bank holidays, etc.
how long it takes a vehicle to clear the junction
how long it takes the slowest vehicle to pass through the junction
the movements made by vehicles (e.g. left turns, right turns, filtering, etc.)
additional environmental factors, such as whether there are pedestrian
crossings nearby.

The ways in which ICT is used

Carrying out the simulation
Data from the above list is entered into the computer and the simulation run. The
results of the simulation are compared with actual traffic flow from a number of data
sets. Once the designers are satisfied that it simulates the real situation accurately,
then different scenarios can be tried out. For example:
vary the timing of the lights and see how the traffic flow is affected
build up the number of vehicles stopped at part of the junction and then change
the timing of the lights to see how the traffic flow is affected
increase or decrease traffic flow in all directions
how emergency vehicles affect traffic flow at different times of the day.

Using the simulation

This simulation can then be used to optimise the flow of traffic through the junction
on an ongoing basis.
Sensors in the road gather data and count the number of vehicles at the junction.
This data is sent to a control box or to a computer. It may need to be converted
first into a form understood by the computer.
The gathered data is compared to data stored in the system. The stored data is
based on model/simulation predictions which were used to optimise the traffic flow.
The control box or computer decides what action needs to be taken.
Signals are sent out to the traffic lights to change their timing if necessary.

Why simulations are used

They are less expensive than having to build the real thing (e.g. a bridge).
On many occasions it is safer to run a simulation some real situations are
hazardous (e.g. chemical processes).
With simulations, various scenarios can be tried out in advance.
It is nearly impossible to try out some tasks in real life because of the high risk
involved or the remoteness (e.g. in outer space, under the sea, in nuclear reactors,
crash testing cars, etc.).
It is often faster to do a simulation than the real thing. Some applications could
take years before a result was known (e.g. climate change calculations, population
growth, etc.).

There are some limitations to using simulations:

They are only as good as the data used and the mathematical algorithms
representing the real-life situations. They therefore have a limited use in some
very complex applications (e.g. simulating a nuclear process).
They can be very expensive to set up and often require specialist software to be
written.
They frequently require very fast processors/computer systems (which can be
expensive) to do the necessary number crunching; many simulations are made
up of complex mathematical functions and use several thousand data sets.

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Exercise 7a
Here is a list of five simulations/models and a list of five reasons why models are carried out. Try
and match the five simulations to the best reason why that simulation would be done.
Simulation

Reason

Pilot training

Cost of building the real thing is too expensive

Environmental modelling

Some situations are too dangerous to humans

Simulating bridge loading

Take too long to get results back from real thing

Nuclear reactor model

It is almost impossible to do the tasks for real

Space exploration

Easier/safer to make changes to a model

7.6 Types of processing

There are three basic types of processing:
batch processing
real-time (transaction) or online processing
real-time process control.

Batch processing
With batch processing, a number of tasks (jobs) are all collected together over a set
period of time. The jobs are then loaded into a computer system (known as a job
queue) and processed all at once (in a batch). Once the batch processing starts, no
user interaction is needed. This type of processing can only be done where there are
no timing constraints, i.e. files dont need to be updated immediately or a response
from the computer is not needed straight away.
A big advantage of batch processing is that the jobs can be processed when the
computer system is less busy (e.g. overnight), so the use of resources is being
optimised. Areas where batch processing is used include billing systems
(e.g. electricity, gas, water and telephone), payroll systems and processing of bank
cheques. Section 7.9 considers batch processing applications in more detail.

Real-time (transaction) processing

Real-time (transaction) processing is an example of online processing. When
booking seats on a flight or at the theatre, for example, this type of online processing
is required. The response to a query needs to be very fast in order to prevent double
booking and seats need to be marked as unavailable immediately the booking is
confirmed. (Booking applications are covered in more detail in Section 7.11.)
Examples of the use of this type of processing include flight bookings, cinema and
theatre bookings and use of an automatic teller machine (ATM) when getting money.

Real-time process control

Although this is still an example of online processing, it is very different to realtime (transaction) processing. This system usually involves sensors and feedback
loops (e.g. monitoring and control applications these are covered in more detail in
Section 7.7).
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The ways in which ICT is used

In real-time (transaction) processing, files are updated in real time (e.g. booking
flights) but in real-time process control, physical quantities (such as a temperature)
are continually monitored and the input is processed sufficiently quickly to influence
the input source.

7.7 Control applications

This section is split into two parts: turtle graphics and the use of sensors to control
or monitor applications.

Turtle graphics
This is based on the computer language called LOGO and is now usually known as
turtle graphics. It is essentially the control of the movement of a turtle on a
computer screen by a number of key instructions which can be typed in. The most
common commands are given in Table 7.1. Thus, to draw the shape shown in bold
in Figure 7.8, the instructions listed in Table 7.2 need to be carried out. Note that
there are two possible sequences of instructions, which will both draw the same
shape the second option makes use of Repeat instructions and so is more efficient
in its coding.

Each square has side length of 20 cm

START

END

Figure 7.8 Shape to be drawn by the turtle

Command

Meaning

FORWARD x

Move x cm forward

BACKWARD x

Move x cm backward

LEFT d

Turn left through d degrees

RIGHT d

Turn right through d degrees

REPEAT n

Repeat next set of instructions n times

ENDREPEAT

Finish the repeat loop

PENUP

Lift the pen up

PENDOWN

Lower the pen

Table 7.1 Common turtle graphics commands

Option 1 instructions

Option 2 instructions

Pendown

Forward 40

Pendown

Pendown

Left 90

Left 90

Left 90

Forward 20

Forward 40

Pendown

Repeat 3

Repeat 3

Right 90

Forward 20

Forward 40

Right 90

Forward 40

Right 90

Right 90

Forward 40

Right 90

Forward 40

Endrepeat

Endrepeat

Forward 40

Right 90

Forward 20

Right 90

Forward 40

Penup

Forward 20

Right 90

Left 90

Penup

Forward 40

Forward 40

Left 90

Left 90

Table 7.2 Instructions to draw the shape in Figure 7.8

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Applications using sensors

There is a difference between monitoring and controlling an application using a
computer and sensors. In both cases, sensors are used to send data to a computer
where the data is processed it is what happens next where the differences occur:
In monitoring, the computer simply reviews the data from the sensors
(by comparing it to data stored in memory) and updates its files and/or gives a
warning signal if the values are outside given parameters. No changes to the process are
made during monitoring.
In control applications, the computer again reviews the data from the sensors
(by comparing it to data stored in memory). But if the values are outside the given
parameters it takes action to try and get the values within acceptable ranges. It does this
by sending signals to devices controlling the process (such as motors, valves, etc.).
For example, if the temperature in a greenhouse is too high, it might send a signal to
a motor to open a window until the temperature is within acceptable parameters;
once the temperature dropped to acceptable values, the computer would instruct the
motor to close the window again.
There are many examples of monitoring and control applications.
Monitoring:
monitoring a patients vital signs in a hospital
monitoring a scientific experiment in a laboratory
a burglar alarm system
environmental monitoring (e.g. oxygen levels in a river).
Control:
controlling a chemical process
controlling a nuclear reactor
controlling a greenhouse environment
controlling a central heating system
controlling a set of traffic lights.

Remember also that it was stressed in Section 5.5 that the analogue data from the
sensors needs to be converted into digital data using an analogue to digital
converter (ADC) so that the computer can understand and process the data from
the sensors. If the computer sends signals to motors, valves, etc. then this data also
needs to be converted to analogue using a digital to analogue converter (DAC) so
that the computer can effectively control these devices.
We will now consider a number of monitoring and control applications. There
are so many examples to choose from that it is important that you understand the
principle behind each process so that this can be adapted to suit other examples.

Monitoring example: monitoring a patients vital signs in a hospital

82

Sensors read key vital signs (such as pulse/heart rate, temperature, blood
pressure, respiration, etc.).
The data from the sensors is converted into digital using an ADC.
The data is stored in the computers memory.
The computer compares the data from the sensors with the values stored in its
memory.
The results are output on a screen in the form of graphs and/or digital read-outs.
An alarm is activated if any of the data is outside acceptable parameters.
The system continues to monitor the patient until the computer is turned off.

The ways in which ICT is used

Monitoring example: measuring oxygen levels in a river (environmental
monitoring)
The monitoring system and the positions of the sensors are shown in Figure 7.9.
sensors

Computer

ADC

Figure 7.9 A monitoring system for measuring

oxygen levels in a river

Sensors read data from the river (oxygen levels and acidity levels using a pH
sensor).
The data from the sensors is converted into digital using an ADC.
The computer stores the received data.
The oxygen levels and acidity levels are compared to the historical data stored in
memory and they are also compared to alarm levels stored in memory.
One of two things will now happen: either the data is transferred to a CD/DVD
or to a memory stick and taken away for analysis later or the computer is
connected into a mobile phone network and transmits the data back
automatically to the monitoring station.

Advantages of using computers and sensors for monitoring

The computer will not forget to take readings.

The computers response time is much faster, which is particularly important in
the patient monitoring example.
Doctors, nurses, scientists, etc. can all get on with other tasks while the
monitoring is done automatically.
Computers give 24 hours cover every day (i.e. 24/7).
The readings will tend to be more accurate.
Readings can be taken more frequently if they are done by a computer and sensors.
It could also be safer if whatever is being monitored may have potential hazards
(e.g. children falling into the river whilst attempting to take readings).

Control example: a greenhouse environment

Five different sensors could be used to control a greenhouse environment: humidity,
moisture, temperature, pH and light sensors. The system is shown in Figure 7.10.
Because of the number of sensors, this is clearly quite a complex problem. Let us
consider the humidity sensor only. This sends a signal to an ADC which then sends
a digital signal to the computer. This compares the input with stored values and
decides what action needs to be taken (follow the orange lines in Figure 7.10). If
humidity is too high, the computer sends a signal to a DAC to operate the motors
to open windows thus reducing the humidity. If it is too low, the computer sends a
signal to open valves to spray water into the air (follow the green lines in Figure
7.10 overleaf). This continues as long as the system is switched on. The process is
similar for all five sensors.

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Information and Communication Technology

too high

Send signal to motors

to open windows

humidity

Send signal to valves

to spray water

too low
too high

Send signal to switch

on heater to dry

moisture

Send signal to open

valve to add water

too low
too high
Sensors taking
readings from
surroundings

ADC

Computer

too low
Devices under
computer
control

Send signal to motors

to open windows

temperature

Send signal to motors to close

windows and switch on heater

too high

DAC
pH

too low
too high
light

too low

Send signal to open

valve to add acid
Send signal to open
valve to add alkali
Send signal to motor
to close blinds
Send signal to switch
on artificial light

Computer processing

Figure 7.10 The control system for a greenhouse

Control example: chemical process

A certain chemical process only works if the temperature is above 70 C and the pH
(acidity) level is less than 3.5. Sensors are used as part of the control system. A
heater is used to warm the reactor and valves are used to add acid when necessary to
maintain the acidity. The following description shows how the sensors and
computer are used to control this process.
Temperature and pH sensors read data from the chemical process.
This data is converted to digital using an ADC.
The computer compares the incoming data with ideal data stored in memory:
If the temperature is too low, a signal is sent to switch on the heaters.
If the temperature is too high, a signal is sent to switch off the heaters.
If the temperature is within an acceptable range, no action is taken.
If the pH is too high, a signal is sent to open a valve and acid is added.
If the pH is too low, a signal is sent to close this valve.
If the pH is within an acceptable range, no action is taken.
The computer signals will be changed into analogue signals using a DAC so
that it can control the heaters and valves.
This continues as long as the computer system is activated.

Advantages of using sensors and computer systems to control processes

The advantages given earlier for monitoring systems also apply to control systems.
However, there are a number of additional advantages:
The response time if some parameter is out of range is much faster.
This is safer, as some processes are potentially dangerous if they go wrong the
computer can control the process in a more accurate way, ensuring that the
conditions are always correct.
If a process is dangerous, it is better to control it from a distance.
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7.8 Robotics
Robots are used in many areas of manufacturing, from heavy work right through to
delicate operations. Examples include paint spraying of car bodies, welding
bodywork on cars, manufacturing of microchips, manufacturing electrical goods and
automatic warehouses.
Control of robots is either through embedded microprocessors (see Section 7.3)
or linked to a computer system. Programming of the robot to do a task is generally
done in one of two ways:
The robot is programmed with a sequence of instructions which allow it to carry
out a series of tasks (e.g. spraying a car body with paint).
Alternatively, a human operator manually carries out a series of tasks and how
each task is done is relayed back to the robot (embedded processor) or
controlling computer. The sequence of instructions is remembered so that the
robot can automatically carry out each task identically each time (e.g. assembling
parts in a television).
Robots are often equipped with sensors so they can gather important information
about their surroundings. Sensors also prevent them from doing stupid things, such
as stopping a robot spraying a car if no car is present, or stopping the spraying
operation if the supply of paint has run out, etc.
Robots are very good at repetitive tasks. However, if there are many different
tasks (e.g. making specialist glassware for some scientific work) then it is often
better to still use human operators.

Advantages

Robots can work in environments harmful to human operators.

They can work non-stop (24/7).
They are less expensive in the long term. Although they are expensive to buy
initially, they dont need wages.
Productivity is higher, since they do not need holidays, are not ill, etc.
There is greater consistency every car coming off a production line is identical.
They can do boring, repetitive tasks, leaving humans free to do other more
skilled work.

Disadvantages

Robots find it difficult to do unusual tasks (e.g. one-off glassware for a chemical
company).
They replace skilled labour, leading to unemployment.
Since robots do many of the tasks once done by humans, there is a risk of de-skilling.
Because robots are independent of the skills base, factories can be moved
anywhere in the world, again causing unemployment.

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7.9 Batch processing applications

There are several applications that make use of batch processing, the most common
ones being payroll, billing (electricity, gas, water and telephone) and cheque processing.

Payroll
At the end of each pay period (usually weekly or monthly) a company needs to pay
its employees. Payroll systems are used to calculate wages and print out pay slips.
The inputs are: employee details from file (e.g. rate of pay, tax code, bank
details), number of hours worked (often obtained from a timesheet), any
overtime working, holidays, etc.
The processing done is calculation of: gross pay, any deductions (tax, national
insurance), net pay, etc.
The outputs are: printed pay slips, updating of the employee file, transfer to
Bankers Automated Clearing Service (BACS) if wages paid into a bank account, etc.
Information from
the employees file

Make back-up
copy of the files

New information
from timesheets

Output reports
and error reports

Batch
processing

Update
employees file

Output the
pay slips

This is run as a batch system, where all the

timesheets, etc. are gathered together before the
payroll calculations are done in one go (often over
night). Since there is no need for any further input,
nor is it urgent to get the output (unlike in, for
example, a booking system), batch processing works
efficiently. The process is shown in Figure 7.11.

Figure 7.11 The stages in batch processing

Billing systems
Because companies send out their bill/invoices on a pre-determined date, all the
information is gathered together and then processed in one go (batch). Consider an
electricity billing system:
The inputs are: customer details (address), charge per kW (unit) of power,
previous readings, new readings taken from the electricity meter, bank account
details (if using direct debit), etc.
The processing done is calculation of: number of units of electricity used
(i.e. new reading minus old reading), customers cost (i.e. units used times charge
per unit), monthly payments made (if using direct debit), outstanding amount
owed or carried over to next bill, etc.
The outputs are: bill showing all the details, updating of customer file,
production of request for payment if not done through direct debit, etc.
The diagram of this process is very similar to that shown in Figure 7.11 for the
payroll system.

7.10 Automatic stock control system

Automatic stock control systems rely on the use of barcodes.
Barcodes now appear on most products sold in shops. They allow quick
identification of product details once the barcode has been scanned by a barcode
reader. Supermarkets, in particular, use electronic point of sale (EPOS) terminals,
which incorporate a barcode reader that scans the barcode, retrieve the price of the
article and relay information back to the computer system allowing it to update its files.
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Barcodes are made up of alternating dark and light lines of varying thickness, as
shown in Figure 7.12. A number underneath the barcode usually consists of four
parts: country code, manufacturers code, product code and a check digit. The
check digit is a form of validation which is used to make sure no errors occurred
during the reading of the barcode.
The check digit can be calculated in a number of ways. The method discussed
here works for codes which contain 11 digits.
Consider the following code:
1
Figure 7.12 An
example of a
barcode

11

odd digit positions

5 1 0 4 3 1 1 2 0 1 7
2

10

even digit positions

1 Add together the digits in the odd positions and multiply the sum by 3:
5 + 0 + 3 +1 + 0 + 7 = 16
16 3 = 48
2 Add together the digits in the even positions:
1+4+1+2+1=9
3 Add the two results together: 48 + 9 = 57
4 To find the check digit, calculate what needs to be added to 57 to make the next
multiple of 10 i.e. 60. Thus, the check digit is 3.
Hence the final code is 5 1 0 4 3 1 1 2 0 1 7 3.
Every time the barcode is read, this calculation is performed to ensure that it has
been scanned correctly.
Barcodes are used in the following applications:
library book systems (see Section 7.13)
administration systems (e.g. in hospitals)
passport and ID card systems
some burglar alarm systems
equipment checking systems (safety records on maintenance of equipment)
automatic stock control systems (described in this section).
The following description is a detailed account of how barcodes are used to control
stock levels automatically in a supermarket. Other retailers use similar systems with
only minor differences.
Barcodes are attached to all the items sold by the supermarket.
Each barcode is associated with a stock file, which contains details such as prices,
stock levels, product descriptions. The barcode acts as the primary key in the file.
A customer takes their trolley/basket to the EPOS terminal once they have
completed their shopping.
The barcode on each item is scanned at the EPOS.
If the barcode cannot be read, then the EPOS operator has to key in the number
manually.
The barcode is searched for on the stock file record by record until a match is found.
The appropriate record is accessed.
The price of the item is sent back to the EPOS, together with a product description.
The stock level for the item is found in the record and is reduced by 1.
The new stock level is written back to the file.
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If the stock level of the item is less than or equal to the re-order/minimum stock
level then the computer automatically orders a batch of items from the suppliers.
(Supplier information would be found on another file called the order file or
supplier file the barcode would be the link between the two files.)
Once goods have been ordered, a flag is assigned to this item in the file to
indicate an order has been placed; this now prevents re-order action being
triggered every time this item is scanned before the new stock arrives.
The above procedure is repeated until all the items in the customers
basket/trolley have been scanned.
When all the items have been scanned, the customer is given an itemised bill
showing a list (with prices) of everything they have bought.
The computer updates the files containing the daily takings.
If the customer has a loyalty card, the system will also automatically update their
points total.
When new goods arrive, the barcodes on the cartons will be used to update the
stock files. Also, any flags associated with these goods will be removed so that the
stock checks can start to be made again.

Some newer supermarkets now allow customers to scan their own items at special
checkouts. These basically work in the same way as the normal EPOS terminals.

7.11 Online booking systems

Online booking systems rely on the ability to update files immediately, thus preventing
double booking, which could happen if the system response time was slow. Booking
systems are used for transport (flights, trains and buses), cinemas and theatres.
We will consider the theatre booking system to describe how this system works.
With this example, we have assumed that the customer has already logged on to the
theatre booking website.
The customer clicks on the performance they wish to see.
They enter the date and time of the performance and the required number of seats.
A seating display at the theatre is then shown on the screen and the user clicks on
where they would like to sit.
The database is then searched to check the availability of the selected seats. If the
seating plan is shown on screen, this step is not required.
If the seats are available, the seat numbers are shown together with the total price.
If the customer is happy with this, they select confirm on the screen.
The seats are now temporarily set at no longer available.
The customer then enters their personal details or indicates that they are a returning
customer (in which case the website being used will already have their details).
They select a payment method and make the payment.
The theatre seats are then booked in the customers name.
The final details are shown on the screen, together with a reference number (in
case there are any customer queries later on).
An email is sent to the customer which they print out as their proof of purchase.
In some cases, this also acts as their printed ticket when they go to the theatre
an e-ticket.
The database is updated with the transaction.

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Booking seats at the cinema is very similar.
However, booking flights is slightly more
complex since it involves choosing airports, etc.
Figure 7.13 shows an example of an online
webpage for choosing flights.

ROUTE SEEKERS
flight booking
Schedule
Departing 13 JUN 2009
Returning 20 JUN 2009
My flight will be

Return

at Any time
at Any time
One way

Multistop

Route

7.12 Banking applications

From

Include low-cost airlines

To

Direct flight only

The use of computer technology has

Child(ren)
Infants
Adult(s)
1
0
0
revolutionised how we do our banking
under 17
under 2
Need help
transactions, for example:
Click here
Dont forget insurance
internet banking (discussed in Chapter 6)
the use of automated teller machines (ATMs) Figure 7.13 An online flight booking
system
chip and PIN technology.
Traveller(s)

Automated teller machines (ATMs)

Automated teller machines (ATMs) are places where customers can get cash (or
carry out certain other banking activities such as order a statement) using their credit
or debit card. Table 7.3 summarises the process.
Sequence at ATM

What goes on behind the scenes

Customer puts card into ATM.

PIN is entered using the keypad.

Contact is made with banks computer.

PIN is checked to see if it is correct.
Card is checked to see if it is valid.

A number of options are given:

change PIN
top up mobile
see balance
get money.
The customer selects the cash option.
A number of cash amounts are shown.
The customer accepts one of the options
or types in a different amount.

The customers account is accessed to see

if they have sufficient funds.
It is checked to see if they are
withdrawing more than their daily limit.

The customer is asked if they want a

receipt.
The card is returned.

Transaction is OK.

Money is dispensed.

Customers account is updated.

Table 7.3 Process for withdrawing cash from an ATM

Although ATMS are very convenient for customers, they do have a few disadvantages:
They are often in places where theft can take place unnoticed.
Fake ATMs can be set up to gather information about the card and retain the card.
Some banks charge customers for the use of ATMs.
Someone else could see the PIN being entered and could use this to commit
fraud at a later date (also known as shoulder surfing).
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Chip and PIN

Credcard
1234 6942 1157 7002
VALID
FROM

05/06

EXPIRES
END

09/12

VISA

Chip

Figure 7.14 A chip

and PIN card

Many credit cards are equipped with a chip as well as a magnetic stripe (see Figure 7.14)
this contains key information such as the PIN.
This system is designed to enhance security since it is better than relying only on
a signature. When paying for items using a chip and PIN card, a form of electronic
funds transfer (EFT) takes place. In this example, a customer pays for a meal in a
restaurant using a chip and PIN card:
The waiter inserts the card into the chip and PIN reader.
The restaurants bank contacts the customers bank.
The card is checked to see if it is valid (expiry date, whether stolen card, etc.).
If the card is stolen or expired then the transaction is terminated.
The customer enters the PIN using a keypad.
The PIN is read from the chip on the card and is compared to the one just keyed in.
If they are the same, then the transaction can proceed.
If they are different, the transaction is terminated.
A check is then made on whether they have enough funds.
If there are not enough funds available, then the transaction is terminated.
Otherwise, the transaction is authorised.
An authorisation code is sent to the restaurant.
The price of the meal is deducted from the customers account.
The same amount of money is credited to the restaurants bank account.
A receipt is produced as proof of purchase.

Exercise 7b
Indicate which of the following tasks is batch processing or online (both types).
Description
Producing a monthly payroll
Processing bank cheques at the end of the month
Using an ATM to obtain cash
Booking seats for a train journey
Monitoring a patient in an intensive care unit
Manual stock taking system done at the end of each day
Welding of a car body using a robot
A satellite navigation system
Producing and updating a dictionary or encyclopedia
Printing out mobile phone bills at the end of the month
Getting prices of items at an EPOS terminal in a
supermarket

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Batch

Online

The ways in which ICT is used

7.13 Library systems

Many library systems are computer controlled. They usually involve the use of
barcodes on the books being borrowed and on the borrowers library card (see
Figure 7.15).
213 213 004 55
ISBN 85-263-0548-4

This card must be produced when items are borrowed

NAME
LIBRARY
a) 9 7 8 8 5 2 6 3 0 5 4 8 9

b)

Mr A. N. Other
H & S Library

This card should only be used by the person named.

Figure 7.15 Barcodes on a) a library book and b) a library card

The following describes a computerised library system based on barcodes.

There are two files:
Book file (this contains a number of records made up of the following fields):
Barcode

Book title

Date
published

Number of
books

Date due
back

Borrowers file (this contains a number of records made up of the following

fields):

Borrowers number

Name of
author

Borrowers name

Borrowers details

Barcode of book
borrowed

When a borrower takes out a book, the books barcode is scanned. The book
details are then found on the book file.
The borrowers library card barcode is then scanned for the borrowers unique
number. The book file is linked to the borrowers file and both files are updated
to indicate which book has been borrowed and when it is due back.
On a daily basis, the borrowers file is interrogated by the computer to see
which books are overdue for return:
The computer reads a record from the book file.
It compares the date due back with the current date.
If the date due back is less than (or equal to) the current date (i.e. earlier
date)
using the barcode number of the book
the book file is linked to the borrowers file
and the corresponding record is read from the borrowers file.
The customer details are then found and a letter or email is automatically sent out.
The next record in the book file is then read
until the whole file has been checked.

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7.14 Expert systems

These systems have been developed to mimic the expertise and knowledge of an
expert in a particular field. Examples include:
diagnosing a persons illness
diagnostics (finding faults in a car engine, finding faults on a circuit board, etc.)
prospecting for oil and minerals
tax and financial calculations
chess games
User
Inference
Knowledge
interface
engine
base
identification of plants, animals and
chemical compounds
road scheduling for delivery vehicles.
Knowledge
base

A basic expert system is made up of a number

Figure 7.16 Elements of an expert system
of elements, illustrated in Figure 7.16.

How to set up an expert system

Experts in the field are interviewed to find out what is needed in the expert
system.
Data is then collected from these experts.
A knowledge base (defined below) is designed and then created.
The rules base (defined below) is designed and created.
An inference engine (defined below) is designed and created.
The input screen and output format are also designed and created this is
known as the user interface.
The expert system is tested against known conditions and scenarios.
It is also checked to see if it meets the original specification.
Experts are interviewed about how effective it is before the expert system goes
out on general release.

Advantages

Expert systems provide consistent answers.

They never forget to answer a question when determining the logic.
Using expert systems reduces the time taken to solve a problem.
A less skilled work force is needed, which gives the potential of saving money,
but also allows areas of the world access to expertise which they could not
normally afford.

Disadvantages

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They tend to lack common sense in some of the decision-making processes.

Errors in the knowledge base can lead to incorrect decisions being made.
It can be expensive to set up in the first place.
Considerable training is necessary to ensure the system is used correctly by the
operators.

The ways in which ICT is used

Example of an expert system: oil prospecting

An interactive user screen appears.

Questions are asked about geological profiles.
Answers to the questions and information about the geological profiles are typed in.
The inference engine searches the knowledge base using the rules base.
The system:
suggests the probability of finding oil as an output
indicates the probable depth of deposits
makes predictions about geological deposits above the soil
produces contour maps showing concentration of minerals, rocks, oil, etc.

Definitions of knowledge base, inference engine and

rules base
Knowledge base
This is a database designed to allow the complex storage and retrieval requirements of a
computerised knowledge-based management system (in support of an expert system).

Inference engine
This is software that attempts to derive answers from the knowledge base using a
form of reasoning. It is how expert systems appear to use human-like reasoning
when accessing information from the knowledge base in an effort to find a
conclusion to a given problem. The inference engine is a type of reasoning engine.

Rules base
This is made up of a series of inference rules (e.g. IF the country is in South
America AND the language used is Portuguese THEN the country must be Brazil).
These inference rules are used by the inference engine to draw conclusions. They
closely follow human-like reasoning.

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CHAPTER

Systems analysis and design

In this chapter you will learn about systems analysis and design, specifically:
the analysis stage
the design stage:
validation
verification
the development stage
the testing stage
the implementation stage, particularly changeover methods
documentation
user documentation
technical documentation
evaluation.

8.1 Introduction
A systems analysis team is often brought in to review an
existing system and suggest a number of improvements. The
existing method used may be either a manual paper-based
system or a computer-based operation that is no longer
regarded as adequate for the task.
There are many stages in systems analysis, as shown in
Figure 8.1. These are covered in Sections 8.2 to 8.7.

8.2 Analysis stage

The basic steps in the analysis stage can be summarised as
follows:
1 fact finding/collecting data from the current system

Analysis

Design

Development and testing

Implementation

Documentation

Evaluation and review

Figure 8.1 The stages in

systems analysis

2 description of the current system establishing the inputs, outputs and

processing being done
3 identification of the problems with the current system
4 agreeing the objectives with the customer
5 identifying and agreeing the customers requirements
6 interpreting the customers requirements
7 producing a cost-benefit analysis
8 producing a data flow diagram.
Stages 2 to 7 are sometimes referred to as the feasibility study and this can be
further broken down as shown in Figure 8.2.

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Systems analysis and design

Description of
existing system

Description of
existing system

Description of
existing system

Description of
existing system

Description of
existing system
identify
problems

objectives

constraints

projected
costs

essential
requirements

desirable
features
development Cost-benefit
plan
analysis

boundaries

Figure 8.2 Stages in a feasibility study

Let us now consider the first item in the analysis stage fact finding. There are four
common methods used in fact finding, which have been summarised in Table 8.1
overleaf. The methods are: observation, questionnaires, interviews and looking at
existing paperwork.

8.3 Design stage

Once the analysis has taken place and the systems analyst has some idea of the scale of
the problem and what needs to be done, the next stage is to design the key parts of the
recommended system. A list of tasks is summarised here, but is by no means exhaustive:
designing data capture forms/input forms
designing screen layouts
designing output forms and reports
producing systems flowcharts and/or pseudo code
selecting and designing validation rules that need to be used
selecting the most appropriate data verification methods
designing and agreeing the file structures and tables
selecting and designing the hardware requirements
selecting and designing the software requirements
producing algorithms or program flowcharts
designing a testing strategy/plan.
We will now consider in more depth two of these tasks: verification and validation.

Verification
Verification is a way of preventing errors when data is copied from one medium to
another (e.g. from paper to disk/CD). There are two common ways that verification
checks are carried out:
Double entry: in this method, data is entered twice, using two different people.
The computer compares the two entries, either after data entry or during the data
entry process, and identifies any differences.
Visual check: this is the checking for errors by comparing entered data on the
screen with the data in the original document (this is not the same as proof reading).

Validation
Validation is a process where data is checked to see if it satisfies certain criteria when
input into a computer, for example to see if the data falls within accepted
boundaries. A number of validation techniques exist and Table 8.2 highlights some
of the more common ones used when writing computer software.

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96
Involves watching personnel using the
existing system to find out exactly how it
works.

Involves sending out questionnaires to the

work force and/or to customers to find out
their views of the existing system and find
out how some of the key tasks are carried
out.

Involves a one-to-one question-and-answer

session between the analyst and the
employee/customer.

Allows the analyst to see how the paper files

are kept, look at operating instructions and
training manuals, check the accounts, etc.

Observation

Questionnaires

Interviewing

Looking at existing paperwork

Table 8.1 Different fact finding methods

Description

Name of method

It allows information to be obtained

which was not possible by any of the
other methods.
The analyst can see for themselves how
the paper system operates.
It allows the analyst to get some idea of
the scale of the problem, memory size
requirements, type of input/output
devices needed, etc.

It gives the opportunity to motivate the

interviewee into giving open and honest
answers to the analysts questions.
It allows the analyst to probe for more
feedback from the interviewee, as it is
easier to extend a question.
It is possible to modify questions as the
interview proceeds and ask questions
specific to the interviewee.
It is a good method if the analyst wants
to probe deeply into one specific aspect
of the existing system.

The questions can be answered quite

quickly.
It is a relatively inexpensive method.
Individuals can remain anonymous if
they want.
It allows quick analysis of the data.

The analyst obtains reliable data.

It is possible to see exactly what is being
done.
It is a relatively inexpensive method.

Advantages

It can be very time consuming.

Because of the analysts time, it is a
relatively expensive method.

It can be rather time consuming.

It is relatively expensive, due to the use of
the analysts time.
The interviewee cannot remain
anonymous.

Often the number of returned

questionnaires is low.
The questions are rather inflexible since
they have to be generic.
There is no immediate way to clarify a
vague or incomplete answer to a
question.

People are generally uncomfortable

being watched and may work in a
different way.
If workers perform tasks that violate
standard procedures, they may not do
this while being watched!

Disadvantages

Information and Communication Technology

Systems analysis and design

Validation check

Description

Example/s

Range check

Checks whether data is within

given/acceptable values.

A persons age should be in the range > 0

but < 150.

Length check

Checks if the input data contains the

required number of characters.

If a field needs six digits then inputting a

five- or seven-digit number, for example,
should cause an error message.

Character/type check

Checks that the input data does not contain

invalid characters.

A persons name should not contain any

numbers but a persons height should only
contain digits.

Format/picture check

Checks that data is in a specific format.

Date should be in the form dd/mm/yyyy.

Limit check

Similar to range check except that only one

of the limits (boundaries) is checked.

Input data must be > 10.

Presence check

Checks if data is actually present and has not In an electronic form, a persons telephone
been missed out.
number may be a required field and if no
data is present this should give rise to an
error message.

Consistency check

Checks if fields correspond (tie up) with each If Mr has been typed into a field called title
other.
then the gender field must contain either
M or Male.

Check digit

Looks at an extra digit which is calculated

Check digits can identify three types of
from the digits of a number and then put on error:
if two digits have been inverted during
the end of the number (see example in
Section 7.10).
input, e.g. 13597 instead of 13579
an incorrect digit entered twice,
e.g. 13559 typed in instead of 13579
a digit missed out altogether, e.g. 1359
typed in instead of 13579.

Table 8.2 Common validation methods

8.4 Development and testing

Once the design stage is completed, it is then necessary to create the system and fully
test it. This section considers some of the development stages and testing strategies
which are often adopted by systems analysts.

Development stages
If the system contains files (e.g. a database) then the file structure needs to be
finalised at this stage (e.g. what type of data is being stored in each field, length of
each field, which field will be the key field, how the data files will be linked, etc.).
Once the file structure has been determined, it is then created and fully tested to
make sure it is robust when the system actually goes live.
Since it is important that the correct data is stored in files, there are certain
techniques that need to be adopted to make sure the data populating the file/s and
database/s is at least of the right type and that it conforms to certain rules. Validation
routines and verification methods (discussed in Section 8.3) are used to ensure this
happens. Again, these routines have to be fully tested to ensure they do trap
unwanted data but also to make sure any data transferred from a paper-based system
to an electronic system has been done accurately.
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Any system being developed will have some form of user interface. The types of
hardware were chosen in the design stage. How these are used to interface with the
final system now needs to be identified, for example how the screens (and any other
input devices) will be used to collect the data and the way the output will be
presented. If specialist hardware is needed (e.g. for people with disabilities), then it
will be necessary to finalise how these devices are used with the system when it is
implemented. This will be followed by thorough testing to ensure the user screens are
user friendly and that the correct output is associated with the inputs to the system.

Testing strategies
Testing of each module needs to be done to ensure each one functions correctly on
its own. Once the development of each module is completed, the whole system
needs to be tested (i.e. all modules functioning together). Even though each
individual module may work satisfactorily, when they are all put together there may
be data clashes, incompatibility and memory issues, etc.
All of this may lead to a need to improve the input and output methods, file and
database structures, validation and verification methods, etc. Then the system will
need to be fully tested again. It is a very time-consuming process but the system has
to be as perfect as possible before it goes live.
Testing will use many different types of data, which will fall into one of three
categories: normal, extreme or abnormal. Let us suppose one of the fields in a
database is the date and this must be in the form dd/mm/yyyy, where each element
of the date must be numeric:
Normal: this is data which is acceptable/valid and has an expected (known)
outcome, e.g. the month can be any whole number in the range 1 to 12.
Extreme: this is data at the limits of acceptability/validity, e.g. the month can be
either of the two end values i.e. 1 or 12.
Abnormal: this is data outside the limits of acceptability/validity and should be
rejected or cause an error message. For example, all the following values are not
allowed as inputs for the month:
negative numbers (e.g. 1, 15)
any value greater than 12 (e.g. 32, 45)
letters or other non-numeric data (e.g. July)
non-integer values (e.g. 3.5, 10.75).

8.5 Implementation

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Once the system is fully tested, the

Train staff on the new system
next stage is to fully implement it.
Scan in the documents
Some of the stages in this process
are shown in Figure 8.3.
Transfer paper files or electronic
Key in the data
files to the new system
We will now consider
Download files to new database
changeover to the new system in
more depth. As indicated in Figure
Direct changeover
8.3, there are four common methods
used for changing over from the old
Parallel running
system to the new system. Each one
Changeover to the new system
Pilot implementation
has advantages and disadvantages,
shown in Table 8.3, which need to
Phased implementation
be weighed up before the most
Figure 8.3 The implementation stage
appropriate method is chosen for a
particular application.

The old system is stopped

overnight and the new system
introduced immediately.

The old and new systems are

run side by side for a time
before the new system takes
over altogether.
The new system is introduced
into one part of the company
(e.g. into a warehouse of a
supermarket) and its
performance assessed.

Initially, only part of the new

system is introduced. Only
when it proves to work
satisfactorily is the next part
introduced, and so on, until the
old system is fully replaced.

Direct

Parallel running

Pilot implementation

Phased implementation

Table 8.3 Changeover methods

Description

Changeover method

If the latest part fails, it is only necessary to go back in the system to the point of
failure, hence failure is not disastrous.
It is possible to ensure the system works properly before expanding.
This is more expensive than direct changeover, since it is necessary to evaluate
each phase before moving to the next stage.

If the new system fails, only one part of the company is affected.
It is possible to train staff in one area only, which is much faster and less costly
than parallel running.
The costs are also less than parallel running, since only one part of the system is
being used in the pilot.
It is more expensive than direct changeover, since each pilot scheme needs to be
evaluated before the next stage is introduced.

If the new system fails, the old system is still available as a back-up.
It is possible to train staff gradually.
Staff have time to get used to the new system.
It is more expensive than direct changeover, since extra staff are needed to run
both systems together.

The benefits are immediate.

Costs are reduced since only one system is used there is no need to pay for two
sets of staff.
There is less likelihood of a malfunction since the new system will have been fully
tested.
This method can be disastrous if the new system fails.

Advantages and disadvantages

Systems analysis and design

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Table 8.4 compares the costs, input requirements and risk of failure for all four
changeover methods.
Changeover
method

Relative costs

Input needed by
the user

Input needed by
systems team

Impact of failure

Direct

Low

Medium

Low*

High

Parallel

High

High

Low

Low

Pilot

Medium

Low

Medium

Low

Phased

Medium

Medium

Medium

Medium

* Low if successful, otherwise very high amount of input needed

Table 8.4 Comparison of the four changeover methods

8.6 Documentation
Once the new system is fully developed, a considerable amount of documentation
needs to be produced a) for the end user, and b) for people who may need to modify
or develop the system further at some later stage. There is some overlap between the
two types of documentation, but the basic requirements are shown below.

User documentation
User documentation is designed to help users to learn how to use the software or
system. This can consist of any of the following:
the purpose of the system/program/software package
how to log in/log out
how to load/run the software
how to save files
how to do a search
how to sort data
how to do printouts
how to add, delete or amend records
screen layouts (input)
print layouts (output)
hardware requirements
software requirements
sample runs (with test data and results)
error handling/meaning of errors
troubleshooting guide/help lines/FAQs
tutorials.

Technical documentation
Technical documentation is designed to help programmers and analysts who need
to make improvements to the system or repair/maintain the system. This can consist
of any of the following:
purpose of the system/program/software
program listing/coding
programming language used
flowchart/algorithm
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Systems analysis and design

input formats
hardware requirements
software requirements
minimum memory requirements
known bugs in the system
list of variables used (and their meaning/description)
file structures
sample runs (with test data and results)
output formats
validation rules
meaning of error messages.

8.7 Evaluation
Once a system is up and running it is necessary to do some evaluation and carry out
any maintenance, if necessary. The following is a list of some of the things
considered when evaluating how well the new system has worked. This can
ultimately lead back to a re-design of part of the system if there is strong evidence to
suggest that changes need be made. If you look back to Figure 8.1 in Section 8.1,
you will see that the evaluation stage feeds back into the design stage. To evaluate
the system, the analyst will:
compare the final solution with the original requirement
identify any limitations in the system
identify any necessary improvements that need to be made
evaluate the users responses to using the new system
compare test results from the new system with results from the old system
compare the performance of the new system with the performance of the old system
observe users performing set tasks, comparing old with new
measure the time taken to complete tasks, comparing old with new
interview users to gather responses about how well the new system works
give out questionnaires to gather responses about the ease of use of the new system.
Some results from the evaluation may require changes to either hardware or software.
Hardware may need to be updated because:
of feedback from end users
new hardware comes on the market, making change necessary
there are changes within the company which require new devices to be added or
updated.
Software may need to be updated because:
of feedback from end users
changes to the company structure or how the company works may need
modifications to the software
changes in legislation may need modifications to the software.

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