OCR AS ICT G061

1
OCR AS ICTG061
Information, Systems and Applications 3.1.3 Chara
cteristics of standard applications software and
application areas
2
Overview of Content

• types of software used for basic tasks
• characteristics of applications
• wizards, style, templates and macros
• design considerations and tailoring of data entry
  screens
• house style
• master documents and slides
• transfer of data between applications

3
Identify basic tasks that standard/generic
applications software can readily be used for

• Word Processing
• Letter writing
• Memo
• Theses
• Reports
• Mail Merge
• DTP
• Flyers
• Brochures
• Invitations
• Business Cards
• Posters

4
Identify basic tasks that standard/generic
applications software can readily be used for

• Spreadsheets
• Graphs
• Data Modelling
• Forecasting
• Databases
• Data Handling
• Sorting
• Searching
• Other software
• Graphics Packages
• Web Page Authoring
• Presentations
• Personal Information Manager

5
Describe the characteristics of applications

• Think in terms of
• What are the inputs into the system
• in terms of data from the end user and data from
  the system?
• What processes does the system perform on the
  data?
• What is output from the system
• screen, printer or to another system?
• What does the system store?

INPUT
PROCESS
OUTPUT
STORAGE
6
Describe the characteristics of the following
applications

• School administration and teaching systems
• Stock control
• Booking systems
• On-line training systems
• Timetabling and route finding systems
• Customer records systems
• On-line banking systems

7
Describe the characteristics of the following
applicationsSchool administration and teaching
systems

• Description
• Systems used within schools and colleges to
  assist in administration. The teaching systems is
  linked to this and can include the use of
  presentations.
• Features
• To store names and addresses of pupils, next of
  kin, medical, siblings, transport, classes,
  teachers, etc.
• To have a unique identification number UPN
  (Unique Pupil Number) that follows a pupil
  through their school career
• To record attendance for a pupil, summarise
  attendance, record absence and type of absence,
  produce lists of outstanding absences, produce
  required averages for school documentation
• To record marks against subjects and pupils,
  store historical data against the student,
  prepare reports based on pupil results
• To store lessons and homework for access within
  and outside of school
• To present information via whiteboard/interactive
  whiteboard

8
Describe the characteristics of the following
applicationsStock Control

• Description
• This is a system that knows how much of each item
  you have in stock, when orders are due and how
  much stock is required on certain days. If
  necessary it can order stock and update the stock
  records when the stock is delivered. It
  therefore needs to have links to suppliers
• Features
• To have a list of all stock items and a list of
  suppliers for the items
• If the stock is manufactured, to have a list of
  all components for the item
• To know the minimum and maximum stock level and
  to work out how much to order
• To know the delivery times for stock items that
  have been ordered
• To have links to the orders database and to
  update the stock records when deliveries are
  received
• To link with the budgeting system
• To store previous sales figures and predict stock
  requirements based on previous sales
• To have manual override on items being ordered

9
Describe the characteristics of the following
applicationsBooking Systems

• Description
• There are many different things that can be
  booked rail tickets, theatre tickets, cinema,
  doctors appointments, etc. There are three main
  ways of booking telephone, internet and then by
  person/mail/fax.
• Features
• The general features are the main requirements
  for a booking system, the sections on internet
  and telephone are additions or differences.
• Select a time and date, select an event, specify
  number adults, children
• Check availability of event for time, date and
  number, check price of selected booking
• Ability to go backwards and forwards changing
  options
• Payment of booking and confirmation of booking
  (via e-mail or booking number)
• By Phone Touch tone phone to select options and
  set of continuous menus to get to option
• By person - can pay by cash

10
Describe the characteristics of the following
applicationsOn-line training system

• Description
• Training is the imparting of knowledge and skills
  to achieve a designated task. It can be remote
  (from home) or from the office.
• Features
• Use of video clips to demonstrate a feature and
  use of images, text and sound to give additional
  explanation
• Step by step features that you can go back over
  many times
• User should move from one question to the next
  based on responses
• Teacher should be able to intervene at any time
  and able to view a student's progress
• Statistical information should be available for
  everybody
• Help screens for people who are stuck using
  different methods
•  Ability to go backwards and forwards and redo
  sections
• Tests which stor progress and marks and give
  instant feedback for the student
• Uncritical, sympathetic teacher (on screen)

11
Describe the characteristics of the following
applicationsTimetabling Systems

• Description
• Software that allows you to look up travel times
  and prices planes, rail etc, and to be able to
  book the tickets. There are two main areas that
  need considering telephone and internet.
• Features
• The following has been done from the point of
  view of a train but would also apply for a plane.
• Specify station you are leaving from/going to
  ability to look up station
• Specify stations you want to pass through/avoid
• Give time/dates for departure/arrival
• Specify if you want a direct route or to change,
  if changing, how much time to wait between
  changes
• Specify type of ticket first, return, etc and
  number of tickets
• Search for train times
• Ability to go back and change details/save
  details of trip
•  Book and pay for tickets

12
Describe the characteristics of the following
applicationsRoute Finding System

• Description
• These are pieces of software that allow you to
  enter a variety of information about the starting
  and destination places and it will plot a route
  between the two. This can be done prior to the
  journey and printed out, requested from an
  organisation or through the use of in-car
  navigation systems.
• Features
• Specify location you are leaving from and going
  to ability to look up location (name /postcode
  etc)
• Specify places and roads you want to pass through
  and avoid (e.g road, bridge heights)
• Give times for departure
• Specify type of journey scenic, fastest or
  cheapest and type of road
• Print out route in a number of formats text,
  maps, etc
• Save journey
• Change features such as fuel consumption figures,
  amount of fuel the car holds and cost of fuel

13
Describe the characteristics of the following
applicationsCustomer Records System

• Description
• Any company that deals with customers needs to
  keep records of them. The records need to
  include contact details and ordering details.
  There is some cross over between a customer
  records system and ordering/invoice.
• Features
• Storing names and addresses of customers
• Having a unique ID for each customer and order
• Storing orders against customers and generating
  invoices for orders
• Storing customers payments against the customer
  and the invoice
• Having up to date customer information
  payments, order, account balance
• Producing customer statements and producing
  requests for outstanding invoices
• Producing copy invoices and credit notes
• List of products available
• Ability to handle discounts and returns

14
Describe the characteristics of the following
applicationsOn-line Banking Systems

• Description
• At the most basic level, banking is having an
  account and putting money in and taking money out
  of that account. Every now and again the
  customer needs a printout of the transactions (a
  statement). Additional services can include
  interest, overdrafts and fees.
• Features
• Unique identifier for all accounts (sort code for
  the branch and an account number) and storing of
  details
• Put money in and take money out of the account
  inc interest and debit payments
• Set up standing orders and direct debits
• Get statements and set up overdrafts
• Generate letters overdraft, interest rates, etc
• Security code and passwords
• Send messages to mobile phones / email

15
Describe the purpose and characteristics of Macros

• Definition
• A sequence of instructions defined as a single
  element. When a macro is called the sequence of
  instructions is used
• Can be written or recorded
• Purpose
• Depends on the macro and application to print,
  go to next record, add a footer, new worksheet
  etc.
• Characteristics
• Run as a single action
• Macro can call another macro
• Can make use of variables and parameters
• Can be attached to an element such as a button,
  or run by an event
• Can interact with the user

16
Describe the advantages and disadvantages of
Macros

• Advantages
• Time is saved as one instruction/button press can
  run an entire sequence
• Errors are reduced as the instructions are run
  automatically
• The instructions are the same every time
• Allow a limited degree of programmability to
  applications to make them more efficient for
  their environment - customisation
• Disadvantages
• Rely on the same starting point, if they have a
  different starting point they can go wrong
• Require technical expertise to write and debug
• If a macro goes wrong can be difficult for a
  novice user to complete the task manually

17
Describe the purpose and characteristics of
Templates

• Definition
• A template is a document, database, web page,
  worksheet that has been set up with a specific
  layout and text formatting prior to use
• What does a template cover (characteristics)
• Formatting font size, colour, style
• Page formatting margins, size, layout
• Inserting text standard words, date time, etc
• Graphics standard logo, correct position
• Purpose
• To enable a base document to be the same for
  everyone
• It acts as a starting point

18
Describe the advantages and disadvantages of
Templates

• Advantages
• Allows for corporate/house style to be applied
• Ensures that nothing is left out
• Placeholders can remind users what needs to be
  entered
• Can reduce time creating a document as it can be
  already started
• Disadvantages
• Limited to the template
• The template may not do what the end user wants
  it to
• If changed only changes subsequent documents, not
  previous ones
• If there is an error in the template it is
  carried through to all documents that use that
  template

19
Describe the purpose and characteristics of
Wizards

• Definition
• Automatic creation of preset templates using
  guidance from user
• By asking the user some questions, a wizard
  provides help in making the best use of the
  available facilities
• Purpose
• To enable documents to be set up and personalised
  to the end user requirements
• Examples include forms, queries and reports in
  databases, mail merge in word processing
• Characteristics
• Interact with the end user and ask questions
• Allow you to go backwards and make changes and
  see the effect of those changes
• Runs an underlying macro/program

20
Describe the advantages and disadvantages of
Wizards

• Advantages
• Speed with which tasks are completed compared to
  manually
• Different formats to choose from allowing for
  degree of individuality
• User friendly approach to creating a complex
  document/application
• Can ask questions about options that might
  otherwise be forgotten
• Disadvantages
• User is unable to deviate from the template
  without experience
• Similarity of appearance to other
  documents/applications
• Limited by options available in wizard

21
Describe the purpose and characteristics of Styles

• Definition
• A set of instructions that have formats already
  set into them
• They are character based and given a name, for
  example Heading 1 that applies a pre set
  formatting to the selected text
• Characteristics
• They cover font size, style, colour and type
• They include paragraph formatting as well
  including alignment and line spacing
• Purpose
• The allow pre set formats to be applied
• Styles can be automatically picked up by items
  such as table of contents

22
Describe the advantages and disadvantages of
Styles

• Advantages
• Known format saves time and errors and gives
  unified approach to documents
• Styles can be used to create tables of contents
  and indexes automatically
• Disadvantages
• You may apply the style but not wish it to be
  used in a table of contents
• The style may contain formatting that you are not
  aware of
• It is easy to change the appearance of a style
  and later the appearance of a document

23
Describe the design considerations for tailored
data-entry screens

• Appearance
• Colour Make sure it does not clash, can be used
  for long periods of time (not fluorescent) and
  takes into account colour blindness not
  red/green
• Font (style and size) Readable font but not too
  large so it all fits on the page use of style
  sans serif v serif, use of Bold Italic and
  Underline
• White space Make sure it is spread out and easy
  to see but not too much white space that you need
  to scroll
• Organisation
• Consistency of layout If copying from a paper
  based document, should match its layout.
  Questions should be grouped by type e.g.
  personal, then work etc.
• Tab order When you press the tab key the cursor
  should move in an organised fashion through the
  questions and not jump around.
• Navigation Use of buttons to submit and clear,
  and navigate next previous etc.

24
Describe the design considerations for tailored
data-entry screens

• Other
• Validation Types of validation used drop down
  list, check box etc to limit mistakes
• Instructions Written instructions on what to do
  maybe with examples e.g. dd/mm/yy e.g.
  21/07/2005
• Error messages Useful error messages could be
  written or sound use of red as a colour to
  represent danger/something wrong

25
Describe how standard/generic applications
software can be tailored Buttons, Forms and Form
Controls

• Buttons
• Can be used to run macros
• run reports, queries, close/open documents
• Can be used for navigation
• spreadsheets to a different sheet, database to a
  form/report
• Forms
• Input forms for databases and spreadsheets
• Restrict entry with validation
• Can be used as part of wizards
• Form Controls
• Used on forms
• Can include text boxes, check boxes, spinners,
  list boxes, combo boxes, buttons
• Guides users on what to enter and can be used
  with validation to restrict entry

26
Describe how standard/generic applications
software can be tailored Menus and Templates

• Menus
• Context sensitive or generic
• Can contain most used items
• Location of item can move up the menu as it is
  used more
• Short cut keys associated to menu item
• Templates 
• Headings can be set with pre defined fonts, font
  sizes and effects. The location on the page can
  also be set
• Items which must be filled in can be set date,
  address, title and name of person letter is going
  to etc
• Can be used in a variety of applications
• Word Processing, Databases, Spreadsheets,
  Presentations etc
• Can be pre set to apply corporate style

27
Explain the advantages of tailoring
standard/generic applications software

• Advantages of tailoring an interface
• Reduces the amount of buttons/menus a user can
  click and play with
• Increases validation and all error messages can
  be specific and referenced to a simple guide
• All users get the same interface no individual
  tweaks which makes it easier to support
• Once change made centrally can update all
  interfaces at the same time quicker and less
  effort only one interface to support from a
  technical point of view
• Complex interface can be simplified for novice
  users
• Different users can have an interface specific to
  their role

28
Explain the disadvantages of tailoring
standard/generic applications software

• Disadvantages of tailoring an interface
• Options required by the end user need to be on
  the menu/form
• if not, problems as they cannot customize
• All eventualities need to be considered
• Power users may feel limited by the interface
• Time taken to create and test an interface may
  not be paid back by its use

29
Explain why an organisation needs a consistent
house style

• What is House Style?
• House style is a companys standard method of
  presenting itself for communications. It will
  include colours, logos and corporate branding.
• The house style can be implemented using
  templates and macros or a style sheet showing how
  documents are to be laid out and fonts, font
  sizes and images to be used, colours etc
• Allows corporate identity
• Remove choices from individuals as to fonts to
  use etc
• Allows templates to be preset using identify
• Allows macros to be created to apply corporate
  identify
• Allows multiple users to work on a document in
  parts the whole will look the same

30
Describe how master documents/slides, styles and
templates can be used to create a consistent
house style

• The role of the template/style sheet is to enable
  the user to create a document/presentation that
  matches a corporate image and requires little
  thought. 
• If a single document is created using the same
  style by lots of different people then all the
  work created will look the same.
• All items will be included, nothing will be
  missed out.
• The document will be recognisable.
• All users, regardless of how long they have been
  with the company will be able to produce
  documents that match the corporate image
• If all members of a team are using the same
  style/template then when it comes to putting the
  document/presentation together then no
  reformatting will need to be done.
• Very little effort is required by the end user to
  complete it.

31
Explain why an organisation needs a consistent
house style

• Why adopt a consistent approach?
• Easily recognisable by people outside the company
  as belonging to that company
• Type of document is easily recognisable
• memo, report, letter
• If there are placeholders, ensures that content
  is not missed out.
• Reduces originality and maintains corporate
  professionalism
• Allows templates to be used generated centrally
  and control maintained

32
Describe how to import/export files between
standard/generic applications with no common
format

• One way of transferring information from one
  document/application to another is to use cut and
  paste. This is often eliminated in the stem of
  the question.
• A second method is to use export import. This is
  usually the required answer for this sort of
  question
• Find a common format between the
  documents/applications
• Open in Application 1 native format
• Export from Application 1 to the common format
• Import into Application 2 in the common format
• Save in Application 2 in native Application 2
  format
• A third method is to use OLE (Object Linking and
  Embedding)
• This allows data from one applications to be
  linked and displayed in another.
• For example, creating a graph in a spreadsheet
  and then linking and embedding that graph into a
  word processing program.

33
Explain the needs of different users of
standard/generic applications software

• Different users require different options
• Secretary
• Formatting tools
• Language tools
• Templates
• Translator
• Language specific dictionary
• Symbols
• Technical Author
• Footnotes/footers
• Sections
• Automation TOC, glossary