1.

Explain the role of different types of software in computer operation

Software
As well as data, the computer processor holds instructions that control how the data are
processed. A collection of instructions, intended to produce a particular result, is called a
computer program. Software is the general term for these instructions.

All software is created by programmers, and is held within the computer in the form of
electronic signals.
Systems and application software
There are two major types of software: systems and applications software.
 Systems software controls the operation of the computer itself. An example
would be Microsoft Windows, which allows you to work with your computer
files.
 Applications Software enables the computer to perform some useful function. An
example would be Microsoft Word, which allows you to create documents.
Systems software
Systems software is software that controls the operations of the computer system itself.
The main types of systems software include:
 Basic Input and Output: Controls the operation of hardware items such as the
keyboard and monitor.
 Operating system: controls the overall function of the computer system, so that all
the parts work together, and you can start up applications software.
Functions of the operating system
The operating system is loaded on to the computer before any other software.
It controls all aspects of the operation of the computer including the following
functions:
Memory management: primary storage holds the data and instructions
currently in use by the computer. The operating system ensures that the
correct data and instructions are copied into the IAS ready to use.

File management: Data and instructions are held in secondary storage

as computer files. The operating system organizes the files and allows
the user to choose which ones to access.

Device management: the operating system controls the operation of the

peripheral devices.
Input/output management: The computer system receives input from
devices such as the keyboard, and sends signals to output devices such
as the monitor. The operating system organizes this data flow.
 Process management: A modern computer will typically have multiple
processes under way at the same time. These are organized by the
operating system.
Security: The operating system controls some aspects of data security,
for example, the password login to a network.
User Interface: The user interface is the system that allows you – the
user – to interact with the computer, to input instructions and data, and
receive results.
 Utilities: utilities are programs that carry out one specialist function, which helps
the computer to work smoothly. Norton antivirus is an example of a utility.
 Software development: systems software also included the software that allows
you to create computer programs. The general term translator may be used for
software that is used to support the work of the computer programmers,
translating their instructions into codes that the computer can understand.
Applications software
Applications software covers all the other types of software that are available for
computer systems. This software enables all the useful functions that we perform
with computers, from word processing, to robot control, to games.
Types of application software

 General purpose software allows a wide range of activities to be carried out.

An example is a general word processing program, which allows you to create
many different types of documents from leaflets to letters. These programs
may be bought by millions of customers. They offer a wide range of
functions, and are generally of lower cost than other types of software.
 Special purpose software is written to perform a single type of task.
Compared to general purpose software, it is useful to far fewer people.
However, because it is focused on only one activity, it is very useful to its
target group. An example might be the software that an architect uses to
create building designs.
 Custom-written software is created for a single customer by a computer
programmer (or team of programmers). This can be quite expensive, but it is
written just for your needs, according to your instructions. A large company
such as a bank might have its own specially written computer systems.

General purpose software

The most commonly used software in the world of work is general purpose
software. There are several ways of making general purpose software even more
useful to companies.

 Customization: A company that cannot afford to have its own custom-

written software might decide to customize a general package. This
 means that a software expert might be employed to adapt the general-
purpose software, so that it fits their specialist needs. This is less
expensive that writing new software from scratch.

 Integration: Many software companies offer groups of applications that

can work together to offer a wider range of functions. An example is
Microsoft Office, which includes a word processing package, a
spreadsheet, a database etc. It is easy to copy items between the different
packages.

2. Discuss the relative merits of the various types of user interface

The user interface includes both the software and hardware that allows you – the user- to
make use of the computer system.

Hardware interface
Various hardware items make it possible for a person to work with the computer system.

 Items such as a keyboard and a monitor screen are found in almost every
computer system

 Alternative devices, items such as a touch screen, may make the computer even
easier to use.

 A non-visual interface, such as a voice-based or Braille-based input and output

systems, is designed to help people with restricted vision and other disabilities
that might make it difficult to use the computer.

 Devices such as automated sensors and control devices can work without a human
user.

Software interface
The software interface controls how the user works with the computer

At one time most computer systems were command-driven. Tha means that the user had
to type command into the computer such at ‘print document’ or ‘delete file’
 Command driven interface

Nowadays almost all computers use Graphical user interface (GUI), which makes
it easier and quicker to tell the computer what to do.

The GUI makes use of the mouse as well as the keyboard. Here are some important
features:
 Mouse pointer: A small arrow or another symbol that moves on the
screen as you move the mouse.
 Icons: Small images that represent commands, files and storage areas.
They can be selected and activated using the mouse pointer.
 Windows: rectangular areas of screen that open to allow access to files
and storage areas.
 Menus: These allow you to pick commands from lists of choices instead
of typing them.

Menus
In the same way that a menu in a restaurant allows you to select from among the
available meals, a menu displays the various commands that a program offers.
When the mouse moves over a menu or menu item it is usually highlighted.
Clicking a menu item may cause another menu to be displayed. That menu is
called a submenu. Two types of menus commonly used are:

 Pull-down menus. Such menus are usually found on the rectangular bar going
across the top of the screen called the Menu Bar. When the menu is clicked, a
 list of its menu items is ‘pulled down’. When an item is selected, the list
disappears.

 Pop-up (context) menus. These are menus that ‘pop up’ as if out of nowhere
when a particular mouse button (usually the one on the right) is clicked, when
the mouse pointer is over a particular object. The menu items displayed
depend on the object and certain items may be disabled if the object does not
support them.

3. Evaluate the suitability of a given computer system for a specific purpose

Processing speed - Processor speed measures (in megahertz or gigahertz; MHz or GHz)
the number of instructions per second the computer executes. The need for speed is most
evident for schools that offer advanced computing classes including web design,
animation and graphic design. The processor speed for schools that primarily utilize
“normal” sized programs for word processing and introduction to computers, for
example, would not require the speed to be as high.

Types of CPUs

Number of CPU Cores

The CPUs are differentiated by the number of cores it has. In the older days, CPUs only
had one core which limited them to only a single task. With the evolution in technology,
the number of CPU cores were also increased to make computers faster and more
efficient. In today’s time, we have CPUs that have up to 100 CPU cores, each of which
works on a different task. A core works on one task while another core works on a
different task. So, the more cores a CPU has, the faster and more efficient the computer
will be.

Single Core CPUs

Single core CPUs are the oldest computer CPUs. These CPUs can only focus on one
operation at a time so they were not very good at multi-tasking. This leads to a decrease
in the performance of the computer whenever more than one application was running.
Although only one operation processes at a time while keeping the next tasks waiting
until the first task gets finished. A single core CPU has only a single core on the chip
running a single thread at any one time. The term “Single Core” became common after
the emergence of the multi-core CPUs.

Dual-Core CPUs
Dual-core CPUs are the first of the multi-core CPUs. A dual-core CPU is a single CPU
that has two cores and two caches controlled onto a single chip thus functioning like two
CPUs in one CPU chip.

Unlike single core CPUs where the processor had to switch back and forth for managing
many tasks, dual-core CPUs can handle multi-tasking much more easily.

Dual core CPUs are faster than single-core CPUs but not as fast as the quad-core and
other higher core CPUs.

Quad-core CPUs
Quad-core CPUs are the further refinement of the multi-core CPUs succeeding Dual core
CPUs. Like dual-core CPUs, quad-core CPUs can also split their workload between its
many cores. This allows, even more, faster multitasking than dual-core CPUs. This does
not mean that a single task will be four times faster, but processing four tasks will be
faster at a time. These types of CPUs are more useful for people that need to run a lot of
different programs at the same time. In the same way, there are CPUs with many cores
like 6 cores, 8 cores, 10,12,14,16,18, and up to 72 cores which are generally seen in
server CPUs.
 RAM - Computer memory or Random Access Memory (RAM) is your system’s short-
term data storage; it stores the information your computer is actively using so that it can
be accessed quickly. The more programs your system is running, the more memory you’ll
need.

Secondary Storage (Hard Disk Drive) - Secondary memory is where programs and data
are kept on a long-term basis. Common secondary storage devices are the hard disk and
optical disks.
 The hard disk has enormous storage capacity compared to main memory.
 The hard disk is usually contained inside the case of a computer.
 The hard disk is used for long-term storage of programs and data.
 Data and programs on the hard disk are organized into files.
 A file is a collection of data on the disk that has a name.

A hard disk might have a storage capacity of 500 gigabytes (room for about 500 x
109 characters). This is about 100 times the capacity of main memory. A hard disk is slow
compared to main memory. If the disk were the only type of memory, the computer
system would slow down to a crawl. The reason for having two types of storage is this
difference in speed and capacity.

Large blocks of data are copied from disk into main memory. The operation is slow, but
lots of data is copied. Then the processor can quickly read and write small sections of that
data in main memory. When it is done, a large block of data is written to disk.

Often, while the processor is computing with one block of data in main memory, the next
block of data from disk is read into another section of main memory and made ready for
the processor. One of the jobs of an operating system is to manage main storage and disks
this way.

Types of Software – The different types of application and system software that will be
used with the computer hardware. Some computer hardware are not compatible with
some software because they are too slow.

Input/Ouput devices – The devices that allow us to communicate with the computer.

4. Troubleshoot basic computer hardware problems

1. The Computer Won’t Start
A computer that suddenly shuts off or has difficulty starting up could have a failing
power supply. Check that the computer is plugged into the power point properly and, if
that doesn’t work, test the power point with another working device to confirm whether
or not there is adequate power.

2. The Screen is Blank

If the computer is on but the screen is blank, there may be an issue with the connection
between the computer and the screen. First, check to see if the monitor is plugged into a
power point and that the connection between the monitor and computer hard drive is
secure. If the problem is on a laptop, then you may need to get a professional to fix it as
some of the internal wires may be worn.

3. Abnormally Functioning Operating System or Software

If the operating system or other software is either unresponsive or is acting up, then try
restarting your computer and run a virus scan. To avoid having this happen, install
reliable anti-virus software.

4. Windows Won’t Boot

If you are having troubles booting Windows, then you may have to reinstall it with the
Windows recovery disk.

5. The Screen is Frozen

When the computer freezes, you may have no other option than to reboot and risk losing
any unsaved work. Freezes can be a sign of insufficient ram, registry conflicts, corrupt or
missing files, or spyware. Press and hold the power button until the computer turns off,
then restart it and get to work cleaning up the system so that it doesn’t freeze again.

6. Computer is Slow
If your computer is slower than normal, you can often fix the problem simply by cleaning
the hard disk of unwanted files. You can also install a firewall, anti-virus and anti-
spyware tools, and schedule regular registry scans. External hard drives are great storage
solutions for overtaxed CPU’s, and will help your computer run faster.

7. Strange Noises
A lot of noise coming from your computer is generally a sign of either hardware
malfunction or a noisy fan. Hard drives often make noise just before they fail, so you may
want to back up information just in case, and fans are very easy to replace.

8. Overheating
If a computer case lacks a sufficient cooling system, then the computer’s components
may start to generate excess heat during operation. To avoid your computer burning itself
out, turn it off and let it rest if it’s getting hot. Additionally, you can check the fan to
make sure it’s working properly.
9. Dropped Internet Connections
Dropped Internet connections can be very frustrating. Often the problem is simple and
may be caused by a bad cable or phone line, which is easy to fix. More serious problems
include viruses, a bad network card or modem, or a problem with the driver.

10. Cable Problems

The cable may have a short or it might be loose.

11. Monitor Problems

 If there is something wrong with the monitor’s display, adjust the monitor’s controls

12. Printer problem

Make sure the printer is plugged in and turned on. In the case of using more than one
printer, make sure the correct printer was selected. Check the printer cartridges, make
sure the protective plastic film was taken off.

13. Battery problems

The battery may be loose, dead (need charging), or need replacing

5. Distinguish between data and information

Data is raw facts and figures that may not make much sense on their own, such as a
series of digits entered into a computer.

Information is the usable result you get after data has been processed, when the digits
that were entered have been processed into a table that you can read.

Information processing describes the many ways that data is gathered and interpreted.
The output depends on the interpretation of the input. For example, an alarm system uses
sensors to detect movement in a room. If there is movement, this data is processed to set
off a siren.

Advantages of Information processing

 It makes a lot of tasks easier and faster. For example, you are able to pay bills
online or at a supermarket, which saves you going to the place that issued the bill.

 A lot of data is stored during information processing. Stored data is quick and
easy to access and it does not have to be processed or examined again.

 It results in automation. Multiple tasks are performed without you even knowing
about them. These tasks require little or no control by humans.

 It enables sharing and analysis of information. Information is easy to pass along

and stored information is easy to access and analyse. This means that trends can
be spotted faster and people can share ideas on how to improve processes.

 Once an information processing system has been set up, it is often easy to
maintain.

Disadvantages of information processing

  It can be very expensive to set up initially because of the hardware, software and
technical requirements.

 Depending on the system, it can be expensive to maintain. Hardware and

software must be kept up to date, and specialists are often needed to operate these
systems.

Sources of information – people, places and things.

Document Types
To create useful information from data, you must get that data from a suitable source.
Data can be captured using machine-readable or human-readable documents.

Machine-readable documents are documents that a computer can read.

Human-readable documents are documents that a human can read.

Source document
A source document is a document used to capture information by writing it down.
Source documents are human-readable, which means that a person will read and enter
information into that document. The best example is a form, which may be a hard copy
(printed copy) or electronic copy (soft copy). A form contains spaces and blocks that
allow a person to enter relevant details. The data is then entered into a computer. Forms
are used for surveys, censuses, opinion polls, applications and market research, among
other things.

Examples of source documents are airline tickets, multiple choice sheets, medical record
cards, multiple choice sheets, banking deposit and withdrawal slips and payroll time
cards.

Turnaround document
A turnaround document is human-readable and machine-readable. A machine creates it
and a human adds more data or uses it as input for something else. The document is then
read by a computer, which updates or processes records with the new data. This means
that a machine creates it as output, which you modify, and the machine uses that
modified document as input again. Examples are utility bills, such as water bills, with the
perforated section that is completed by the customer and then used as input.

Hard copy - a printed version on paper of data held in a computer.

Soft copy - a legible version of a piece of data that is not printed on a physical medium,
especially as stored or displayed on a computer.

6. Evaluate the reliability of information obtained from online sources

 Evaluating information resources is very important since not all information is reliable
and true. Internet sources vary widely in their authenticity, currency and relevance. Some
might even be bias.

Authenticity – Where did the information originate. Did it come from a credible source?

Currency – The information retrieved must be up to date.

Relevance – is the information adequately cover the topic intended?

Bias - When using any information resource, you must decide whether the information is
sufficiently objective for your purpose or whether it is biased.

7. Differentiate between validation and verification of data

You cannot assume that all data entered and used by the computer is accurate. Humans
can make mistakes and it can be very easy to enter incorrect or inaccurate data when you
are tired, in a hurry or simply by accident. This may cause a program to malfunction or
cause incorrect information to be stored about someone or something.

Software and hardware can cause data errors. If software is faulty, it may corrupt or
delete data. If hardware is not working properly, it may cause a computer to malfunction.
If you are in the middle of working on something, the data may be lost. If there is a
problem with the hard disk, saved data may be irretrievable.

Computers, electrical faults and faulty cabling can cause transmission errors, which is
when the data received by a computer or system is not the same as what was sent by
another computer.

A human error during data input can be accidental or deliberate:

Accidental errors are errors that are not made on purpose.

Deliberate errors are errors made on purpose, usually for gain or to cause disorder.

There are two ways to prevent errors cause by humans: data verification and data
validation
Data verification
Data verification ensures that data entered into a computer contains no errors at all. It is a
very through way of making sure the data entered is correct.

Data validation
Data validation uses a variety of checks to make sure that data is as accurate and
complete as possible. It does not check the complete accuracy of data, but it does help
ensure that fewer mistakes are made. If data does not pass the checks, the program may
 return and error or the field will not be filled in. the checks compare user-entered data
against a rule. The check depends on the type or nature of data that is entered

8. Identify appropriate validation and verification checks given a particular scenario

Range checks
A range check ensures that numbers entered fall within a specific range. If you are
entering times of the day, you may need to check that the values for hours cannot go
higher than 24. If someone enters 2500 by mistake, that value will not compute.

Reasonableness checks
Reasonableness checks ensure that data is reasonable – not completely unrealistic. If you
are entering salary information into a payroll system, a reasonableness check will ensure
that you do not enter extra zeros by mistake.

Data type checks

Data type checks, or character checks, ensure that the right type of data has been entered.
They ensure that only numbers have been entered or that only symbols and letters have
been entered. A field that captures the age of a person may have a character check that
rejects the input of letters or symbols.

Consistency checks
Consistency checks compare data you have entered against other data you have entered.
If you enter a person’s year or birth and their age in separate fields, a consistency check
will ensure that the two fields correspond with each other. Consistency checks can be
used to make sure that false or dishonest data has not been entered

Two methods of data verification are double-entry and proofreading

Double-entry is where the same data is entered twice, sometimes by different people. If
the data differs between the two entries, it does not get processed. It can be expensive
and time consuming to use this method, but it does ensure very accurate data capture.

Proofreading checks the data entered against the data on the original source document.
The person entering the data reads the source document and checks that it matches what
he or she has entered into the computer. Sometimes a second person will check the
entered data.

Transposition error – this occurs when two or more characters in the data are
accidentally rearranged, for example, typing ‘teh’ instead of ‘the’

Typographical error - A typographical error (often shortened to typo), also called

misprint, is a mistake (such as a spelling mistake) made in the typing of printed (or
electronic) material. Historically, this referred to mistakes in manual type-setting
(typography).
9. Select appropriate file organization for particular application

Files and records need to be organized so they are easily accessible and easy to update
when necessary. People and organisations capture and store a lot of data. A database is
an organized collection of data.

Sequential file ordering

This is where records are stored in a logical order. Records can be arranged according to
name, data, size or any other field. In an office environment, many records are kept in a
sequential order, such as employee details, payroll information and customer records. It
makes sense to sort them in sequential order, such as alphabetical order, so they are easier
to understand if you have to view a large number of records at once.

Serial file ordering

This is similar to sequential file ordering, except the records are not stored in any order.
They are simply stored one after the other as they are added, similar to new items on a to-
do-list. This type of ordering is often used to capture transactions as they occur during
the day. This is useful because it provides an easy way to go back and check a
transaction. They may be reorganized into a sequential order after they have been
checked, processed or backed up.

Sequential access means accessing records one by one in the order they are stored until
the right one is reached. This type of access is used with sequential file ordering. It can
be slow if there is a lot of data to go through, but it is very effective for accessing,
viewing and modifying records in large batches.
Serial access works in the same way – the records are read one by one in the order they
are stored until the desired record is found.

Random file ordering

This is also known as direct access file ordering. Files are stored in any order. The
computer maps where all this data is stored so you can immediately access it when you
search for it. The files in random file ordering accessed in a random order. This type of
file ordering is useful if you want fast access to records, or if you want to store data that
is unrelated or does not need to be in any particular sequence. Random access or direct
access allows you to access the record you want without having to go through any others.
The computer locates the data item using the indices.

Index sequential file ordering and access

Index sequential file ordering uses an indexed file to store records. In other words,
records are stored in this file in sequential order and a set of indicies are used to refer to
each item stored in the file. Each record can be accessed via its index number. This file
ordering is a combination of sequential and random file ordering and is used when
records need to be sorted in sequence but individual records must be quickly accessible.
 Index sequential file ordering uses both types of access to search for records.
Sequential access is used to go through each record, and direct access is used to find a
specific record.

Application areas
Archiving - the process of placing documents in storage that need to be kept but are no
longer in regular use. There are several reasons for archiving documents, including: You
need to keep the documents for tax reasons, but you're unlikely to need to reference them
in the near future.

Payroll file – Creating a file that contains all the information necessary to pay an
employee. This limits access to the rest of the confidential information.

Real Time Systems - any information processing. system which has to respond to externally.
generated input stimuli within a finite and.