4.1.5 Capabilities and Limitations of ICT

1. Advantages of ICT over manual methods of processing data 4.1.5 Capabilities and Limitations of ICT

2. Starter: Think, Pair, Share Think of some advantages ICT has over manual methods of processing data? (1 mins own, 2 mins pairs, 3 mins share)

3. Main: advantages of ICT over manual methods of processing data • Repetitive processing • Speed of processing • Data storage capacity • Speed of searching • Accuracy • Speed of data communications • The ability to produce different output forms • The ability to search and combine data in many different ways that would otherwise be impossible • Improved security of data and processes

4. Main: Repetitive Processing Computers can carry out millions of repetitive calculations per second – something that would be very labour intensive and costly without computers. Examples: • Performing a mail merge • Sending the same e-mail to everyone in your e-mail to everyone in your address book • Replicating a formula down a column or across a row in a spreadsheet • Setting up a style sheet so that all the documents based on it have a similar design.

5. Main: Speed of processing The faster the data can be processed the faster the results or output is produced. In some business systems speed is crucial to their operation. Depends on… • The speed of the processor • The speed of communication if the processing is being performed on-line • The speed at which the data arrives for processing Example: All monthly paid staff will need to be paid on a certain day of the month. Utility bills that are all sent out at roughly the same time.

6. Main: Data Storage Capacity Cost of storing data has reduced over the years. Many organisations are now storing a lot more data than they used to. The more data they hold about products, sales, customers etc., the more they can process this data to produce useful information. Example: A supermarket, through its loyalty scheme, would be able to identify those goods that a customer is not buying in the store and must be buying somewhere else. They can then target the customers with special offers for these products.

7. Main: Speed of searching • Computer databases allow us to retrieve related information quickly and accurately. • It is easy to create search conditions that will enable only very specific information to be extracted (e.g. database queries)

8. Main: Accuracy • Humans make mistakes, but computers, correctly programmed, do not. • The accuracy of computer based systems is much higher than manual systems.

9. Main: Speed of data communications • Broadband provides a very fast connection which means a very fast access to information. • Most companies use networks to communicate with each other because manual methods are too slow. Example Many companies promise delivery of goods within 24 hours form placing an order. Without the use of networks or the internet for the placing of an order this would be impossible.

10. Main: The ability to produce different output formats Arranging information to make it as easy to understand as possible is one things computers are very good at. Complex numerical data can be put into: Text, Tables Graphs Pictures Think of software that would best suit for each type of data

11. Main: The ability to search and combine data in many ways that would otherwise be impossible • Modern databases enable huge stores of data to be searched using complex search conditions. • E.g. the police can search for all white Ford Fiestas with registration numbers that start with the letters MT and end in 08 (Impossible using a manual system!) • Satellite Imaging • Medical Research • Scientific Research • Police databases (e.g. HOLMES 2) • Astronomical Research • Market Research

12. Main: Improved security of data and processes • Data is easily backed up (data can be copied. Copying manual data takes a long time plus you have to store it somewhere). • Fewer mistakes are made during processes (due to the lack of human involvement). • Better security of data (password protection).

13. Task: Revision Page Create a revision page on advantages in comic life 9 Sections • Repetitive processing • Speed of processing • Data storage capacity • Speed of searching • Accuracy • Speed of data communications • The ability to produce different output forms • The ability to search and combine data in many different ways that would otherwise be impossible • Improved security of data and processes

14. Exam Questions: Practice • A large utility company sends electricity bills to all its customers. These bills are sent out over a couple of days every three months. Describe three capabilities of ICT systems which make them ideal for the processing of the data needed to produce to electricity bill. (6) 2. In a newspaper article it said that one of the capabilities of ICT systems is that there is improved security of data and processes. Give two reasons why the data in ICT systems is more likely to be secure compared to a manual system. (4)

15. Exam Questions: Practice The ability to search and combine data in many different ways that would otherwise be impossible Speed of data communications The ability to produce different output formats • The speed of the processor • The speed of communication if the processing is being performed on-line • The speed at which the data arrives for processing