Student Tutorial Notes and Research Assignment

For Achievement Standard 91070

Subject Reference: Digital Technologies 1.40

Title: Demonstrate understanding of basic concepts of information management

Version 1

Level 1, Credit 3

Achievement Criteria:AchievementDemonstrate understanding of basic concepts of information management

Achievement with MeritDemonstrate in-depth understanding of basic concepts of information management

Achievement with ExcellenceDemonstrate comprehensive understanding of basic concepts of information management.

GradesIdentifying and describing key features of operating systems

Explaining the purpose of operating systems

Explaining how application software and operating systems software interact to manage information

Identifying and describing key features of common application software as they relate to the management of information

Explaining the purpose of common application software to manage information

Justifying the selection of application software to perform a task to manage information

Identifying and describing file management procedures

Explaining the purpose and conventions of file management procedures and use of storage devices

Comparing and contrasting the use of different file types for different purposes (eg PDF vs DOC, JPEG vs BMP)

Describing ethical issues related to the management of information (eg copyright, privacy, file security, appropriateness of the material in its context)

AS91070 – Research project (adapted from material from Rosehill College www.rosehill-college.co.nz/Modules/Resources/) Page 1 of 10

This achievement standard requires demonstrating an understanding of basic concepts of information management. Students will be assessed on their ability to demonstrate understanding of basic concepts of information management.

To manage information you need a good understanding of the basic concepts of information management. This includes the following areas:

Key features of operating systems

Key features of common application software

File management procedures

Ethical issues relating to information management

AssignmentWe have worked on file management and ethical issues during class. This research assignment requires you to investigate operating systems and describe the key features of three types of application software.

The research assignment is due on Friday 10th of AugustYou should have a minimum of 3 pages of written material to cover the requirements thoroughly.Exemplars for this assignment can be seen on the wall in the Tim room or http://www.nzqa.govt.nz/qualifications-standards/qualifications/ncea/subjects/technology/sample-external-assessments/level-1/

Resources requiredYou will require access to the following:

A computer with word processing, spread sheet, database, presentation and email software

Access to a printer and the Internet

Appropriate text books and other resources

ReferencesPlease make a reference list of any of the following you have used

web pages books textbooks (hint - use your homework book) posters software manuals help sections on the software

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Operating Systems

PurposeAS Demonstrate in-depth understanding of basic concepts of information management involves explaining the purpose of operating systems to manage information

An operating system is a program designed to run other programs on a computer. A computer’s operating system is its most important program. It is considered the backbone of a computer, managing both software and hardware resources. Operating systems perform basic tasks, such as recognising input from the keyboard, sending output to the display screen, keeping track of files and directories on the disk, and controlling peripheral devices such as disk drives and printers.

Today’s operating systems tend to have graphical user interfaces (GUIs) that use pointing devices, such as the mouse, for input.

Can you name another type of pointing device?

Types of Operating SystemsAS Operating systems may include but are not limited to – real time, multi-user, single user, multi-tasking, distributed

Operating systems can be classified into four categories:

1. Real-Time operating systems require no user intervention and are designed for systems with a specific purpose and response time (such as robotic machinery).

2. Single-user, single-task operating systems are designed for computers on which one user is performing one task at a time (such as PDAs).

3. Multi-task operating systems are designed for computers on which one user is performing more than one task at a time (such as desktop computers).

4. Multi-user operating systems allow two or more users to run programs at the same time. They are designed for systems in which multiple users are working on more than one task at a time (such as networks).

Key FeaturesAS Demonstrate understanding of basic concepts of information management involves identifying and describing key features of operating systems as they relate to the management of information

Operating systems all share a number of key features. These include the following:

1. File manipulation

2. Application Execution

3. Input and Output

AS91070 – Research project (adapted from material from Rosehill College www.rosehill-college.co.nz/Modules/Resources/) Page 3 of 10

Can you name some others in addition to those listed above?

File Manipulation

Some of the key features are features associated with file manipulation include:

1. Keeping track of files

2. Naming files and folders

3. Views and drop down menus made available by the operating system

The operating system helps keep your computer stay organised by arranging the contents in a hierarchical structure of directories that includes files, folders, and drives.

A folder is a container in which you store files. This is true of manila folders in filing cabinets as well as folders on your computer's hard disk. Windows Explorer is a program that allows you to navigate around through your folders. Windows Explorer is like other programs in that it has a title bar, menu bar, and toolbar at the top. It also has a taskbar button when it's open. You can move, size, minimize, and maximise Windows Explorer's window just like any other programs.

Windows Explorer helps you manage your files and folders by showing the location and contents of every drive, folder, and file on your computer. Creating folders is the key to organising files, because folders keep related documents together. Following naming conventions and using proper file extensions are also important aspects of file management.

Application execution

Without an operating system, a user cannot run an application program on their computer. The operating system allows the user to execute (start) applications by using exe files.

The operating system has a Graphical User Interface (called Windows Explorer in Microsoft operating systems). As well as organising files and folders Windows Explorer allows users to find and open (execute) applications

The application is stored physical in binary code on the hard drive. The operating system represents these files graphically that a user can associate with an application. The operating system groups the icons in menus so the user can access the application easily

The call for the exe file is initiated by a number of ways. One of these ways is by double-clicking the icon (thumbnail) in Windows Explorer. The icon is a Graphical User Interface (GUI) which allows for user input and allows the user to start the application. The operating system uses the file name and the extension (exe) to do this. Registering where applications are on the hard disk and allowing users to start them through menus is one of the main functions of the operating system

Of course controlling the computer is possible without Windows Explorer running. You could execute the application direct from the command line in a DOS window

AS91070 – Research project (adapted from material from Rosehill College www.rosehill-college.co.nz/Modules/Resources/) Page 4 of 10

Can you identify the application associated with each of the following icons?

Exercise:

Using annotated screenshots of Windows Explorer showing thumbnail view of at least one exe file used in the production of your recipe booklet, illustrate your understanding of executing applications.

Hint: you can locate your exe files by doing a search in Windows Explorer for all exe files using the search text *.exe in your program files directory

Input and Output

Input Devices

The main input devices managed by the operating system are the keyboard and mouse

The mouse is used to select and execute commands. An example of using the mouse to change a directory view is shown below

Output Devices

The basic output devices managed by the operating system are the screen (monitor). Other outputs include audio and printing

In the screenshot below the keyboard Input) is writing directly to the operating system (without the help of a GUI) and executing the Directory (dir) command. The result is displayed on the output device (the monitor)

Exercise:AS91070 – Research project (adapted from material from Rosehill College www.rosehill-college.co.nz/Modules/Resources/) Page 5 of 10

Open the DOS window by typing ‘cmd’ into the search window off the Start menu

.

Type the command ‘’dir’ on the command line. The directory structure is displayed in the DOS window

Common Application Software

Purpose and Key FeaturesAS - Demonstrate understanding of basic concepts of information management involves identifying and describing key features of common application software as they relate to the management of information

AS - Demonstrate in-depth understanding of basic concepts of information management involves explaining the purpose of common application software to manage information

Application software refers to software that will help the user to perform specific tasks including but not limited to – word processing, communicating, keeping a budget, creating slides for a presentation, managing complex data.

Application software are the programs that you open (once your operating system has opened) that allow you to do certain tasks like writing a letter, or editing a photo. You cannot open application software without having a working operating system because the only way to open programs is by having a ‘base’ program to open on such as Windows Vista or XP

An example is Microsoft PowerPoint

PowerPoint is a presentation program developed by Microsoft. The software allows users to create anything from basic slide shows to complex presentations. PowerPoint is often used to create business presentations, but can also be used for educational or informal purposes. The presentations are comprised of slides, which may contain text, images, and other media, such as audio clips and movies.

Key Features of PowerPoint:

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Justifying the selection of application software (to perform a task to manage information)AS - Demonstrate comprehensive understanding of basic concepts of information management involves justifying the selection of application software to perform a task to manage information

To demonstrate a more comprehensive understanding of application software you should attempt to justify your choice of software. This explanation should be based on their suitability for the task rather than factors such as cost.

Note: a good understanding of this area is at excellence level

Here is an example:

Application - Microsoft Word

The decision to use Word to produce the recipe book involved several factors. Other software such as Microsoft Publisher did have considerable advantage over word in terms of processing features. Microsoft Word does not handle layouts which are as stable or as exact as other applications and doesn’t process graphic information as well as specialist desktop publishing applications. However the major problem with these applications is learning how to master their features. Extensive training is needed in these specialised programs. The Word layouts were also acceptable as source documents by the printer

How Operating Systems and Application Software InteractAS - Demonstrate comprehensive understanding of basic concepts of information management involves explaining how application software and operating system software interact to manage information

The operating system handles the input and output features of the computer, such as keyboard, mouse, printer and monitor. The application calls on functions in the operating system to do the things it needs - like getting keyboard input, writing to the screen, etc. Once the operating system is given a command via an input device it transfers the command to the application. For example in a word processing program if you press the letter ‘A’ on your keyboard the letter appears in the document on the screen. The operating system also controls the output functions on your computer. For example if you want to print a document from a word processing application, the information from the application gets sent to the printer via the operating system.

System software is the set of software programs that helps run the computer and coordinates instructions between application software and hardware devices. It consists of the operating system and utility programs. The operating system controls how your computer system functions. Utility programs are programs that perform general housekeeping tasks for the computer, such as system maintenance and file compression.

The screenshot below shows the one form of interaction between an operating system and applications

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AS91070 – Research project (adapted from material from Rosehill College www.rosehill-college.co.nz/Modules/Resources/) Page 8 of 10

TASK 1 Read the above material to understand the basics about operating systems Find a relevant you tube or other video to explain what an operating system does In one sentence describe the purpose of an operating system Find out the operating system used on the school computer, your cell phone, your home

computer Draw a mind map or diagram showing the key tasks of an operating system Write a paragraph describing each of the key tasks Name 3 input devices Name 3 storage devices Name 3 output devices Draw a diagram showing how information flows in a computer – where do the operating

system and application software fit in? Explain the purpose of the operating system to manage information

Extension Describe how the operating system and application software interact to print out a

document Describe different types of operating systems

Task 2 Read the above material on application software Complete the following table

Application type Example applications Key features Useful forSpread sheets Excel (Microsoft)

Numbers (Apple)Open office Calc

Organises and sorts data in tablesData calculations such as numeric operations and statisticsAbility to produce a variety of Graph types

BudgetingDrawing graphs for researchStatistical calculationsRepetitive calculations

Word processing

Presentation

Email

Photo manipulation

Animation

Internet browsing

Other?Movie making, sound recording, game making, web design….

Choose a two of the applications listed and describe how you have used it for a school project or for personal use

Give screen shots and examples of the tools/features you have used.

AS91070 – Research project (adapted from material from Rosehill College www.rosehill-college.co.nz/Modules/Resources/) Page 9 of 10

File Types

AS - Demonstrate comprehensive understanding of basic concepts of information management involves comparing and contrasting the use of different file types for different purposes (eg pdf versus doc, jpeg versus bmp).

File types may include but are not limited to – pdf, bmp, doc, jpeg, xls, docx, dat, gif, tif.

Note: a good understanding of this area is required at excellence level

A file format is a particular way that information is encoded for storage in a computer file

To demonstrate a comprehensive understanding of information management you need to be able to compare and contrast the use of different file types for different purposes. These file types may include the ones listed above but there are many others. They fall into one of the following categories:

Category File FormatImage formats JPEG, JPG, BMP, GIF, TIFDocument formats PDF, DOC, DOCXSpread sheet formats XLS, WKS, XLSXAudio formats WAV, MP3Video formats AVI, MPEG

Sample Answer:

The DOC (Microsoft Word) format is editable, making it possible to add or change any text, images, tables etc. contained in the document. However the file can look quite different on different computer and can be easily edited by accident while viewing. PDF is a format which displays the contents very accurately and makes it impossible to edit or change them. I decided to use the doc format while I was working on the draft booklet and then to convert this to pdf when saving the final version. This also made sure the printed booklet looked exactly as it did on my screen because the pdf preserved the layout.

Extension Task 3

Research the above formats and compare two formats from each category. Describe the purpose of the file format and compare the advantages and disadvantages of each format in terms of their suitability for the purpose.

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