SYSTEM

FUNDAMENTALS
PLANNING & SYSTEM INSTALLATION
SDLC(SYSTEM DEVELOPMENT LIFE CYCLE)
Research Waterfall Model of system development
Collecting information about the present system works
Analysis
Examining out how the present system works and identifying problems with it
Design
Coming up with a new system that will fix the present systems problems
Development/coding
Creating the new system from the design.
Testing
Checking if the newly created system works as expected
Documentation
Creating documents that describe how to use the new systems, and how it
works
Implementation
Replacing the present system with the new system
Evaluation
Checking that the new system meets all expectations
 STAGES OF SDLC

Analysis

• describe different methods of researching a situation;

• state the need for recording and analysing information about the current system;

• state the need for identifying features of the existing system.

Design

• state the need for producing designs;

• produce designs to solve a given problem;

• chose the method of verification.

• Outline the test plan

Development and Testing

• understand that the system is created from the designs and then tested;

• describe testing strategies;

• understand that improvements could be needed as a result of testing.

 STAGES OF SDLC
Implementation/ changeover
• describe the different methods of system implementation;
• identify suitable situations for the use of different methods of system implementation,
giving advantages and disadvantages of each.
Documentation
• identify the components of technical documentation for an information system;
• identify the components of user documentation for an information system.
Evaluation
• explain the need for evaluating a new system;
• state the need for a variety of evaluation strategies.
Researching the
current system
RESEARCHING THE NEW SYSTEM
Before the systems analyst can make any recommendations about a new system, they first
have to understand how the present system works.
Analysis

Tools to research the current

system
(Gathering / Collecting Information)

• Observation

• Interviews

• Questionnaires

• Collecting Documents
 ANALYSIS

Having collected as much information about the present system as possible, the systems analyst
now looks though it all to understand
how the system works, and to try and identify problems that need to be fixed. This process is
called analysis.

• Identifying the Inputs, Outputs and Processes

• Every system has inputs and outputs and the systems analyst needs to identify the data input to
the present system, and the data output.

This is because any new system that is designed will have to deal with similar inputs and
outputs as the present system.
EXAMPLE OF A REAL-LIFE SCENARIO
 ANALYZING(UNDERSTANDING THE CURRENT SYSTEM)

For similar reasons, the

systems analyst also has to
understand how the
Any new system that is present system works (the
created will need to take in processes – who does what
the same input data (the and when)..
number of hours worked
by employees), and will
have to produce the same Most large systems are actually
three outputs. made up of many sub-systems.
We call these sub-
systems processes.
It is important to know exactly
how the system works because Each process takes data from
some parts of the present the inputs or from other
system may work very well, and processes, processes the data,
it would be a waste of time and and produces an output. The
effort to replace them. output is passed to other
DFD processes, and so on.
 IDENTIFYING PROBLEMS

• The payroll often takes

No system is perfect over three days to
and it is the job of the process, resulting in many
systems analyst to try employees being paid late
and identify where
• Timesheets sometimes
the problems in a
system are. get lost before being
processed. This means
If these problems can that sometimes pay has to
be fixed, the system be estimated
will work more
smoothly, be • The reports sent to
more efficient and, in management do not show
the case of a business, enough information.
be more profitable.
OTHER SCENARIOS- DISCUSSION

• Hospital management of a local hospital

• Student administration (communication, fee, transport) of
your school
• Restaurant food ordering
• A local boutique wants promotional Launchpad
• Stock management system of a local tuck-shop.
 NEW SYSTEM REQUIREMENTS SPECIFICATION

Now the problems with present system are understood, the system analyst can begin to
plan how the new system will fix those problems.

The systems analyst specifies a list of requirements for the new system (‘requirements’
simply means targets or aims).

This list is usually called the Requirements Specification.

THE WHOLE POINT OF ANY SYSTEM ANALYSIS IS TO END UP WITH
A BETTER SYSTEM THAN PRESENTLY EXISTS.THE REQUIREMENTS
SPECIFICATION IS THE DOCUMENT THAT LISTS ALL OF
THE IMPROVEMENTS THAT WE HOPE THE NEW SYSTEM WILL BRING.

For the payroll example the requirement specifications might be...

•
Payroll processing should be completed within 24 hours
• The recording of hours worked should use a system that means the data cannot be lost
• Management reports should contain detailed information about pay for each department,
overtime payments and average hours worked by each employee
• Management reports should be electronic so that managers can analyse the data more easily

• Any new system that is designed must meet these requirements.

 •Off-the-shelf software is

WHAT HARDWARE AND SOFTWARE WILL software that is created for use
by a large range of customers -

BE REQUIRED? it tends to be quite general-

purpose.
THE SYSTEMS ANALYSTS WILL NOW NEED TO DECIDE WHAT HARDWARE AND SOFTWARE WILL BE
REQUIRED FOR THE NEW SYSTEM... Custom-written software is
Hardware designed and
written specifically for one
• How many computers? customer.

• What type of network? Off-the-shelf software:

Cheaper
•More reliable (because most
• How many servers? problems will have been found
by one of the many users)
• Any special input devices? (e.g. barcode readers) •Has lots of support and help
available (because lots of other
• Any special output devices? people are using it)

•Custom-written software:
Software Very expensive
•Provides exactly what the
• Is ready-made, off-the-shelf software available? customer needs (a ‘perfect fit’)
•Only has one user, so little
• Is custom-written software required? help is available
 FEASIBILITY REPORT

• A Feasibility Study Report (FSR) is a formally documented

output of feasibility study that summarizes results of the
analysis and evaluations conducted to review the proposed
solution and investigate project alternatives for the purpose of
identifying if the project is really feasible, cost-effective and
profitable.
• Cost-benefit analysis is an important component of feasibility
report.
SYSTEM PLANNED IN RESPONSE
TO SEVERAL CONTEXT
• Business needs: Organizations may plan to implement new computer systems
to meet changing business requirements, such as increased efficiency,
improved customer service, or new business processes.
• Technological advancements: New technology can offer better and more
efficient solutions than existing systems, leading organizations to plan for new
computer systems to stay up-to-date and competitive.
• Cost savings: Organizations may plan for new computer systems to reduce
operating costs, improve resource utilization, and achieve cost savings
through automation and streamlining of processes.
SYSTEM PLANNED IN RESPONSE
TO SEVERAL CONTEXT
• Scalability: As organizations grow, their existing computer systems may become
inadequate in terms of capacity, speed, and functionality. New systems may be
planned to support the growing needs of the organization.
• Security and compliance: Organizations may plan for new computer systems to
meet security and compliance requirements, such as data privacy and
protection regulations.
• Legacy system replacement: Organizations may plan to replace outdated and
unsupported systems with new and more advanced computer systems to ensure
reliability and security.
CHANGE MANAGEMENT

• Change management is an important aspect of implementing new computer

systems in organizations because it helps to ensure a smooth and successful
transition. The need for change management arises in the following contexts:
• Resistance to change: Employees may resist changes in their work processes,
systems, and tools, which can create obstacles to the successful implementation
of new computer systems. Change management helps to mitigate this resistance
by involving employees in the change process, communicating the benefits of
the new system, and providing training and support.
• Impact on employees: New computer systems can impact employees' roles,
responsibilities, and daily tasks, and change management helps to minimize the
disruption and ensure a smooth transition for employees.
• Complexity of implementation: Implementing new computer systems can be a
complex and time-consuming process, and change management helps to ensure
that all aspects of the implementation are managed effectively, including planning,
testing, training, and deployment.
• Stakeholder alignment: Organizations often have multiple stakeholders involved
in the implementation of new computer systems, and change management helps
to align these stakeholders and ensure that everyone is working towards
the same goals.
• Continuous improvement: Change management is not just about implementing
new computer systems but also about continuously improving and optimizing
them. Change management helps organizations to identify opportunities for
improvement and make changes that benefit the organization in the long-term.
QUESTION ON CHANGE MANAGEMENT

• An international organization is moving its offices from • Award [4] max.

Africa to Europe. All of its data will need to be moved to a Issues with personnel;
new system. retraining/employee not willing to move to Europe, etc.;
• Outline two aspects of change management that need to be
considered.
• Changeover decisions;
such as direct changeover/ parallel running etc.;
• Time needed;
• Mark as [2] and [2] for merging/aligning the two systems;
Award [1] for identifying an aspect that could arise
and [1] for an expansion, x2. • Costs involved;
in the aligning of the two systems/ in the changeover
period of time/ for buying new software or hardware/ cost
for additional working hours/ cost of additional staff;
• Testing;
Of the new systems with the new data;
EXAMINER’S REPORT

• candidates often lost marks by not stating the aspect of change management
that needed to be considered, before giving an expansion. In this case,
appropriate issues could be, for example, issues with personnel, time needed, or
costs involved. Some candidates did correctly identify these issues, or others,
and achieved marks. However, many did not. Some candidates also discussed
file incompatibility, which was covered in part (a)(ii).
•
COMPATIBILITY ISSUES WITH LEGACY SYSTEMS

• Compatibility issues can arise in situations involving legacy systems or business

mergers and can impact the successful implementation of new computer systems.
These issues include:
• Legacy systems: Legacy systems refer to older computer systems that may still be in use
in organizations. When implementing new computer systems, compatibility issues can arise
between the old and new systems, making it difficult to integrate and exchange data
between them.
• Business mergers: In the case of business mergers, organizations may have different
computer systems in place, and compatibility issues can arise when trying to integrate
these systems. Different systems may have different data structures, protocols, and
technologies, making it difficult to bring them together into a unified system.
• Data compatibility: Data compatibility issues can arise when different systems
store and process data in different formats. This can make it difficult to transfer
data between systems and can result in data loss or inaccuracies.
• Application compatibility: Applications may not be compatible with the new
computer systems, leading to issues with functionality and performance. This can
require significant time and resources to resolve, and may require the
development of custom interfaces or workarounds.
• Hardware compatibility: Hardware compatibility issues can arise when
implementing new computer systems, particularly when organizations have
different hardware platforms in use. This can result in the need for additional
hardware upgrades, which can be time-consuming and expensive.
IB QUESTION

• State two compatibility issues that • Award [2 max].

may arise when international Language differences / lexical
businesses merge. [2] differences present across datasets
to be merged;
Data representation differences /
different data structures (e.g., date
format, incompatible file formats);
Incompatible hardware;
Incompatible operating systems /
different software versions;
EXAMINER’S REPORT

• Candidates were generally able to state at least one compatibility issue related to
the merging of international business systems. Some candidates lost out by
naming two issues that were too similar, so therefore covering the same marking
point.
COMPARE THE IMPLEMENTATION OF SYSTEMS USING A CLIENT’S HARDWARE WITH
HOSTING SYSTEMS REMOTELY.

• Advantages of using Client Hardware

• Control: Implementing systems using a client's hardware provides organizations
with greater control over their systems and data, as the hardware is physically
located on-site.
• Customization: Organizations can customize their systems to meet their specific
requirements, as the hardware is owned by the client.
• Security: Implementing systems using client hardware can offer greater security,
as the data is stored and processed on-site, making it less vulnerable to cyber
attacks.
DISADVANTAGES

• Cost: Implementing systems using client hardware can be more expensive, as

organizations must purchase and maintain their own hardware, software, and
infrastructure.
• Maintenance: Organizations are responsible for maintaining their own hardware
and ensuring that it is up-to-date and functioning properly.
• Scalability: As organizations grow, their hardware may become inadequate, and
upgrading or replacing hardware can be time-consuming and expensive.
REMOTE-HOSTING-ADVANTAGES

• Cost-effectiveness: Hosting systems remotely can be more cost-effective, as

organizations do not need to purchase and maintain their own hardware,
software, and infrastructure.
• Scalability: Remote hosting providers can offer scalable solutions that can easily
accommodate the growing needs of organizations.
• Maintenance: Remote hosting providers are responsible for maintaining the
hardware and infrastructure, freeing organizations from this responsibility.
DIS-ADVANTAGES

• Dependence on provider: Hosting systems remotely can result in organizations

becoming dependent on their hosting provider for access to their systems and
data.
• Security: Hosting systems remotely can result in increased security risks, as data
is stored and processed off-site and may be vulnerable to cyber attacks.
• Customization: Organizations may have limited ability to customize their
systems when hosting them remotely, as the hardware and infrastructure are
owned by the hosting provider.
IB QUESTION

• State one benefit of using software-as-a-service (SaaS). [1] • Award [1 max]

• Easily deployable and can be implemented on demand;

Cost effective - flexible payment methods such as pay-as-you-go
models;
Can be accessed anywhere / anytime / from any device;
Reduction in costs as no need to host software installation / less
hardware / pay personnel / rental costs;
Scalability / can increase subscription or reduce it as required very
quickly;
Software always / regularly up to date at the supplier’s side without
the need for installing patches / updates / upgrades;
Ensured compatibility / easier collaboration - all users will have the
same version of the software;
Increased security;
Easier administration - less maintenance / less hardware required;
Technical support given by the provider;
EXAMINER’S REPORT

• Students who were able to give a brief answer stating the benefit of SaaS scored
a mark.
• State one drawback of using software-as-a-service (SaaS).[1] • Confidentiality concerns if data related to the customer is also stored on the
supplier’s hardware;

• Stability issues / latency issues - dependence on good quality internet

connection can mean if the internet is down / low quality connection, no
work / slow work;

• If the service goes bankrupt / shuts down you can lose your applications
and data;

• Critical business functions are left in the control of a third party /

Organization has no direct control of its own data;
If the quality of service provided by the supplier is not up to the standard,
data loss or corruption can occur;

• Limited customization;
Issues with interoperability and data exchange between different platforms
due to incompatible / limited API.
Security concerns as higher risk of failure / attack / interception;
Time Delay in contacting / receiving response from the supplier / customer
support if there is an issue / different time zone;
Can turn out to be costly in the long run;
FACT FINDING TECHNIQUES

• Observation
• Questionnaires
• Interviews
IB QUESTION

• Direct observation is a technique used • Award [1] for an advantage up to [1

by a system analyst to determine user max].
requirements for updating a computer
• Direct observation is
system.
systematic/structured process;
• (a) Identify one advantage of direct Direct observation allows that current
observation. [1] computer system can be studied in its
natural setting;
Direct observation provides a better
understanding of the way computer
system is used;
etc.
IB QUESTION

• Identify one disadvantage of direct • Award [1] for a disadvantage up to [1

observation. [1] max].
• Direct observation is susceptible to
observer bias;
Direct observation also can affect the
behavior of users/process being
observed;
Direct observation is time consuming;
etc.
IMPLEMENTATION METHODS

• Parallel running: In this method, both the old and new computer systems are run
in parallel for a specified period of time.
• This allows organizations to compare the performance of the new system with the
old system, and identify any issues that need to be addressed before the new
system is fully implemented.
• Pilot running: In this method, the new computer system is introduced on a small
scale, typically in a specific department or location, before being rolled out to the
entire organization. This allows organizations to test the new system in a
controlled environment and make any necessary adjustments before full
implementation.
IMPLEMENTATION METHODS…

• Direct changeover: In this method, the old computer system is shut down, and
the new system is introduced immediately. This method is typically used when the
old system is no longer viable, or when the new system is a significant
improvement over the old system.
• Phased conversion: In this method, the new computer system is introduced
gradually, over a series of phases. This allows organizations to test and
implement the new system in stages, reducing the risk of disruption to business
operations.
IB QUESTIONS

• An organization is implementing a • Award [2 max]

new computer system. User roles / the organization
• (a) Identify two organizational issues restructure their workflow;
related to the implementation of the Technology issues / issues of
new system. [2] software compatibility / hardware
compatibility;
EXAMINER REPORT

• Candidates were usually able to identify at least one organizational issue related
to user roles or technology, when implementing a new system. In many cases,
candidates got both.
IB QUESTION

• The management considered phased conversion and direct changeover as • Award [5 max]
methods of implementation. Direct changeover:
is the cheapest and quickest/the old system is completely switched for the
• (b) Evaluate these two methods of implementation. [5] new one;
this is straight forward but also the most risky / nothing to fall back on;
no need to keep data duplicates;
it allows the organization to change the system when most convenient;
the employees have very little time in order get use to the new system as
the change is instantaneous;
there is a period of time when neither systems are operational;

• Phased conversion:
method where the old system is still in use but parts of the new system or
modules are introduced, involves bringing in the new system one step at a
time;
less risky than direct changeover; less risky that the whole system will go
wrong/if something happens, it will only affect the specific part;
takes a lot of time;
employees have enough time for training/to get use to the new system / are
introduced to the changes in small stages;
Employees/users could ask for changes which then hold up the installation
of the next phase which helps improving the system;
EXAMINER REPORT

• The vast majority of candidates were able to correctly evaluate the two given
methods of implementation, direct changeover and phased conversion, with very
comprehensive contextual responses seen. In some cases, it wasn't quite clear
whether the candidate was describing phased conversion or pilot implementation.
However, these cases were rare.
• Describe the pilot running method for • Award [1] for the description and
the implementation of a new system. award [1] for the extension of its
[2] purpose
• Answer
• Examiner’s Report for this question
• Examples:
• One area/branch of the business is selected to try the new computer system;
Once the new system is fully tested and able to function correctly / without errors / as
per the user requirements, it is implemented for everyone;
• The system is introduced only to a small group of users;
It reduces the risks of failure or malfunction before introducing to the full group;
• Pilot running is a small-scale implementation of the system for a limited number of
users;
It allows the developers make improvements in the system based on users’ feedback
before its full release / roll out;
EXAMINER’S REPORT

• Students whose responses described that pilot running as implementation to a

subset of users and it is rolled out to the complete set of users with appropriate
reason achieved the highest marks. Some students have interpreted pilot running
as pilot testing incorrectly.
DATA MIGRATION

• Data migration, the process of transferring data from one computer system to
another, can be complex and challenging, and several problems can arise during
this process. Some common problems include:
PROBLEMS THAT MIGHT ARISE AS A PART OF DATA
MIGRATION.
• Data loss or corruption: Data migration can result in data loss or corruption due
to issues such as file format incompatibility, data transfer errors, or data mapping
problems.
• Incomplete data: Data migration can result in incomplete data if not all relevant
data is transferred or if data is not transferred in its entirety.
• Data accuracy: Data migration can result in inaccuracies if data is not accurately
mapped from the old system to the new system. This can lead to issues with data
integrity and the accuracy of business processes.
• Data security: Data migration can result in security risks if sensitive data is not
properly protected during the transfer process.
• Time and cost: Data migration can be time-consuming and expensive,
particularly if the data is large or complex, or if the old and new systems are
significantly different.
• System downtime: Data migration can result in system downtime, which can
impact business operations and productivity.
IB QUESTION

• A large hotel chain runs hotels in many locations around • Award [2 max]
the world. Data is kept locally at each property, and Award [1] for the problem and award [1] for a suitable
centrally, so that the hotel chain can be managed. extension.
• The hotel chain has implemented a significant upgrade to • Data not being stored / not transferred correctly /data
its computer system that requires the data to be migrated loss/data corruption;
from the legacy system to the new system. due to incompatible software/ hardware/ file formats /
data structures / database formats/ Validation rules/data
• (d)Outline one problem that may arise during the data integrity issues/power failure;
migration process.
• Data inconsistencies/incompatibility;
due to incompatible conventions of dates / currencies /
time/ character sets;
• Potential security risks;
due to breach of sensitive information, data leakage and
unauthorised access during data transfer;
EXAMINER REPORT

• Many students gained some credit, usually for reference to incompatibility.

TESTING

• User acceptance testing (UAT): User acceptance testing involves testing the
new system by end-users to ensure that it meets their requirements and functions
as expected. UAT helps to identify any issues with the system from the user's
perspective, and can be used to refine the system before full implementation.
• Debugging: Debugging is the process of identifying and fixing errors or defects in
the new system. Debugging can help to ensure that the system is functioning as
intended, and can prevent issues from arising after implementation.
• Beta testing: Beta testing is a form of user acceptance testing that involves
testing the new system by a select group of users before full implementation. Beta
testing can provide valuable feedback on the system and can help to identify any
issues that need to be addressed before full implementation.
IB QUESTION

• Describe the purpose of user acceptance testing. [2] • Award [2 max]

Award [1] for the purpose and award [1] for an
appropriate extension
• Examples:
• User acceptance testing evaluates a product/software to
make sure it is up to specifications/ user
requirements/functions as intended;
before putting it into production/ before release;
• It tests for the functionality of the product;
ensuring that bug fixes / modifications can be completed
(in a more cost-effective manner);
• It serves as a form of quality check;
to identify problems and defects through user feedback;
EXAMINER REPORT

• Most students have correctly described user acceptance testing as a mechanism

before release to ensure that the user requirements are met or that the product
can be improved removing bugs or making required modifications for the user.
However, some have provided incomplete answers without expanding the
purpose.
 Discuss
COMMAND TERMS

State Compare Define

Define

Draw Explain

Identify
IMPORTANCE OF DOCUMENTATION

• User documentation is an essential component of any software or system

implementation project. It serves as a guide for users to understand how to use
the system effectively and efficiently.
• User Adoption: Good user documentation helps users understand the system's
features and benefits, and provides step-by-step instructions for using the system.
This makes it easier for users to adopt the new system and start using it effectively,
leading to a higher rate of implementation.
• Training: User documentation can serve as a training tool for new users, reducing
the need for expensive and time-consuming training sessions. This can help
organizations save time and resources, and also enables users to learn at their own
pace.
• Support: Quality user documentation can reduce the number of support requests
and help users resolve common issues on their own. This frees up support staff to
focus on more complex issues and improves overall support efficiency.
• Continuous Improvement: User documentation can be updated as the system
evolves, ensuring that users always have access to the most up-to-date
information. This helps organizations continuously improve their systems and
processes, leading to a higher rate of implementation.
HENCE……

• The quality of user documentation is critical to the success of any new system
implementation.
• Poorly written or outdated documentation can lead to confusion, frustration, and a
low rate of adoption, while well-written and up-to-date documentation can help
ensure a smooth and successful implementation.
TYPES OF DOCUMENTATION

• Online Help: Online help is a digital form of user documentation that is

accessible directly from the system. It provides users with context-sensitive
information and step-by-step instructions for using the system. Advantages
include accessibility, searchability, and the ability to provide multimedia
content.
• User Manuals: User manuals are printed or digital documents that provide
detailed information about a system. They are typically comprehensive and
provide a complete overview of the system's features and functions. Advantages
include portability and the ability to provide in-depth information.
• Video Tutorials: Video tutorials are short, visual presentations that show users
how to use the system. They are a popular method for providing user
documentation because they are easy to follow and provide a clear visual
representation of the system. Advantages include the ability to demonstrate the
system in action and the ability to provide a visual representation of the user
interface.
IB QUESTIONS

• Identify two methods of providing user • Award [2 max]

documentation.

• On a CD / DVD / Blu-ray disc / flash drive;

(In built) Help files;
Website / Online support (in the form of FAQs / chat
sessions) / Video demonstrations;
Printed manuals / PDFs;

• Note to examiners: accept answers relating to

methods of supplying or media used to present user
documentation. Do not accept answers related to
training.
IB QUESTION

• [Maximum mark: 2] • Award [2 max].

User efficiency;
• Outline one reason why accurate user documentation
To ensure that users know how to use the system
is necessary for a system. [2]
correctly;
• Support/Troubleshoot;
To provide users help when they encounter errors;
• Accuracy;
To ensure the correct methods are used to enable
reliable output;
• Improved user experience;
the user is aware of all available features, so they can
make the most out of the system;
EXAMINER’S REPORT

• Candidates were able to identify a reason why accurate user documentation is

necessary for a system. A few candidates mixed this up with system
documentation. Some candidates also named two reasons rather than expanding
on the one reason, as required by the question.
METHODS OF TRAINING

• Self-Instruction: Self-instruction refers to a training method where the learner

uses written or multimedia materials, such as user manuals or video tutorials, to
learn at their own pace.
• Advantages include the ability to learn at one's own pace, the flexibility to learn
at any time and place, and the ability to revisit the materials as needed.
• Disadvantages include a lack of interaction with a trainer or other learners, and
the need for self-motivation and discipline.
• Formal Classes: Formal classes refer to a training method where the learners
attend a structured, in-person training session led by a trainer.
• Advantages include the ability to interact with a trainer and other learners, the
opportunity to receive immediate feedback and clarification, and the structure and
accountability provided by a scheduled training session.
• Disadvantages include the need to attend at a specific time and place, and the
potential for scheduling conflicts.
• Remote/Online Training: Remote or online training refers to a training method
where the learners participate in a virtual training session, typically led by a
trainer over a video conferencing platform.
• Advantages include the ability to participate in the training from any location with
an internet connection, the flexibility to attend training sessions at a time that is
convenient, and the ability to interact with a trainer and other learners.
• Disadvantages include the need for a reliable internet connection and the
potential for technical issues during the training session.
IB QUESTION

• An organization needs to improve its current • Award [1 max]

computer systems. The systems are legacy self -instruction/self-learning;
systems with a large number of end users. formal classes;
remote/online training;
• A decision needs to be made on whether to
use parallel running or a direct changeover • Note: Reward other suitable methods.
method of implementation.
• End users will require training in the use of the
new system.
• Identify one method of training for end users.
EXAMINERS REPORT

• SL:
• A wide range of possible training methods were seen, with the vast majority of
candidates achieving this mark.
• HL:
• All candidates attempted it and many got it right.
• Evaluate the advantages and disadvantages for the end user of the • Award [3 max]
method of training identified Award up to [2] for any advantage to end-user (trainee) evaluated,
and up to [2] for any disadvantage evaluated. Note: The response
should match the method of training identified in (i).

• Award marks for the advantages and disadvantages involving

convenience, cost, time, effectiveness, comprehensiveness,
learning needs, etc.

• Example 1 (remote /online training)

advantage of online training is that it allows end-users to attend
classes from any location of their choice;
with reduced financial costs (because online learning eliminates the
cost of transportation / meals / the study materials are cheaper
(available online));
but there are also disadvantages such as: struggle with focusing on
the screen for long periods of time/ technology issues (requirements
of internet enabled devices/ smart devices/ live internet connection)
/sense of isolation / time zone differences between the trainer and
the trainees;
• Example 2 (formal classes)
Direct interaction between the trainer and trainees (end-users);
no technology issues/no sense of isolation;
Verified study materials and trainers allow immediate answer to end-users/ gives
end user (trainees) the benefit of receiving immediate feedback;
but it involves high costs (the expenses associated with end-user training);
it is time intensive/requires time away from the work;
• Example 3 (self-instruction)
Self-learning is neither location constrained nor time-bound (end users can
choose their own pace/materials/methods);
less stressed out about failing in front of another person/no social interaction;
lack of input from trainers can lead to slower progress than f2f training;
EXAMINERS REPORT

• SL:
• Candidates who identified a correct method of training also achieved some or all
of the marks for identifying advantages and disadvantages of their chosen
method. Some candidates only gave either advantages or disadvantages, but
those who gave both, generally achieved high marks.
• HL:
• All candidates attempted it and many got it right.
CAUSES OF DATA LOSS

• Malicious activities
• Virus or malware attacks: Malware can infect your computer, causing data loss or
corruption.
• Ransomware attacks: Ransomware is a type of malware that encrypts your data and
demands a ransom payment to restore access.
• Human error: Accidentally deleting files or formatting a drive can cause permanent
data loss.
• Hardware failure: Hard drive crashes, overheating, and other hardware issues can
cause data loss.
• Natural Disasters
• Floods, fires, earthquakes, and other natural disasters can cause physical damage to
your computer and storage devices, leading to data loss.
Power surges and outages: Sudden power disruptions can cause corruption of data or
even physical damage to your hardware.
CONSEQUENCES OF DATA LOSS

• Financial loss: Companies may incur significant expenses to recover lost data or to
recreate it. In some cases, data loss can also result in lost revenue and reduced
productivity.
• Reputation damage: Data loss can harm a company's reputation and customer trust,
especially if sensitive information is involved.
• Legal consequences: If personal or confidential information is lost, companies may
face legal action and fines.
• Loss of intellectual property: Data loss can result in the loss of valuable intellectual
property, such as trade secrets and proprietary information.
• Loss of productivity: In the case of data loss, employees may spend significant
time and resources trying to recover lost data, reducing productivity and
efficiency.
• Emotional stress: Data loss can be a traumatic experience, especially for
individuals who have lost personal and sentimental files.
CONSEQUENCES OF DATA LOSS IN MEDICAL
RECORDS
• Patient safety: If medical records are lost or become inaccessible, healthcare
providers may not have access to critical information about a patient's health
history and current medications, putting the patient at risk of receiving incorrect
treatments or diagnoses.
• Legal liability: Inaccurate or missing medical records can result in medical
malpractice lawsuits, as well as fines for violating patient privacy laws.

• Loss of trust: Patients may lose trust in a healthcare provider if their medical
records are lost or compromised, which can result in a loss of business for the
provider.
• Duplication of tests and treatments: If medical records are lost, healthcare
providers may need to repeat tests and treatments that have already been
performed, leading to increased healthcare costs and patient inconvenience.
• Delays in treatment: Data loss can lead to delays in treatment, as healthcare
providers may need to spend time gathering information from other sources or
recreating records.
HOW TO PREVENT DATA LOSS

• Regular backups: Regularly backing up important data to an external hard drive,

cloud storage, or other backup media can help protect against data loss due to
hardware failure, software errors, or other issues.
• Data encryption: Encrypting sensitive data can help prevent unauthorised
access and protect against data loss in the event of a security breach.
• Firewalls and antivirus software: Installing firewalls and antivirus software can
help prevent malware and other malicious activities that can cause data loss.
• Physical security measures: Protecting computers and storage devices from theft,
damage, or other physical hazards can help prevent data loss.
• Access controls: Implementing access controls, such as passwords and user
permissions, can help prevent unauthorised access to data and accidental data loss.
• Disaster recovery planning: Developing a disaster recovery plan that outlines steps
to be taken in the event of a natural disaster or other catastrophic event can help
minimise the impact of data loss.
• Regular software updates: Keeping software up-to-date can help prevent
vulnerabilities that can lead to data loss.
IB QUESTION

• The staff at a doctor’s practice consist of a • Award [2 max].

receptionist and a doctor. Passwords should be given to access certain aspects
of the data;
• The patients’ medical records and payments, the
There should be levels of hierarchy (for example, the
doctor’s appointment calendar, and other important
receptionist will be only allowed to access data such
data are stored in a database on the central
as names, addresses but not medical history/doctor’s
computer.
notes);
• (a) Outline one security measure that can be taken to
• Multi-factor authentication/one-factor authentication;
prevent unauthorized access to the patients’ data
which mandates for users (the doctor and
stored on the central computer. [2]
receptionist) to verify their identities through various
methods of validation (for example, PIN, incorporate
thumb scanning or retina scanning technology)/which
prevents random persons logging into the system;
UPDATES AND PATCHES

• Manual Downloads: In this method, updates and patches are made available for
download on a vendor's website or a software repository, such as the Microsoft
Update Catalog. The end user must manually download and install the updates
on their own.
• Automatic Updates: In this method, updates and patches are automatically
downloaded and installed on the end user's device. This is often done in the
background and does not require any user intervention. Automatic updates are
often delivered on a regular basis, such as weekly or monthly, and can be set to
occur at specific times or when the device is idle.
• Cloud-Based Updates: With cloud-based software, updates and patches are
often automatically deployed by the vendor, eliminating the need for end users to
manually install them. This allows for a more seamless and consistent update
process, and helps to minimise the risk of issues arising from manual updates.
• • Award [2 max]
Identify two reasons why patches Allows bugs/error in operating system
may be necessary for an operating to be repaired;
system. [2] Allows new features to be added to
operating system (such as security
updates, improving functionality,
improving usability, etc.);
Allows compatibility issues to be
improved;
EXAMINER’S REPORT

• Most candidates were able to identify at least one reason why patches may be
necessary for an operating system, with a large proportion correctly naming two
reasons.