Assignments on adopting information technology in traditional organisations

We build for the future
TITLE PAGE
PROGRAMME: BACHELOR OF INFORMATION TECHNOLOGY (MAK-JINJA)
COURSE CODE: JBI - (Evening)
COURSE UNIT: BIT 1106 – INTRODUCTION TO INFORMATION TECHNOLOGY
LECTURER: MR. LWOMWA JOSEPH
TASK: GROUP ASSIGNMENT 1, 2, and 3: Adopting Information Technology in
Traditional Organisations.
DUE DATE: MONDAY, 14TH
OCTOBER, 2013
EVENING GROUP MEMBERS:
Name Reg. No. Student No Signature
1. Mulinda Sadat 13/U/21076/EVE 213008565 ……………………….
2. Tusaba Pauline Joan 13/U/21363/EVE 213003883 ……………………….
3. Mpeirwe Nobles 13/U/21046/EVE 213005087 ……………………….
4. Mukalele Rogers 13/U/21067/EVE 213024492 ………………………..
5. Okol Leo Marcellus 13/U/22637/EVE 213023313 ………………………..
6. Ninsiima Moris 12/U/21939/PS 212009781 ………………………..
INSTRUCTIONS
• This is group coursework and no plagiarized work shall be accepted.
• Please answer the question allocated
• Demonstrate your answers with examples. Examples from the slides will not
be accepted, create your own examples.
• The coursework should be submitted in softcopy
• In groups of 5 people Attempt the following Assignments 1,2 3
• Assignment 1,2,3 is Due 10th
Thursday Oct 2013
• You’ll Submit a Soft Copy (Not hand written) in power point slides for presentation
and word documents
• Maximum of 10slides excluding the front page
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Makerere University – Jinja Campus
• Use Line spacing of 1.5, font size 12, font type “Cambria”.
TABLE OF CONTENTS
TITLE PAGE................................................................................................................................................. 1
EVENING GROUP MEMBERS:............................................................................................................................. 1
INSTRUCTIONS........................................................................................................................................................ 1
TABLE OF CONTENTS........................................................................................................................................... 2
1.0 ASSIGNMENT ONE.......................................................................................................................................... 4
1.1 The terms Information Age and Information Society are frequently associated with
applications of information technology. How do the meanings of the two terms differ
with respect to Information technology?.................................................................................................4
1.2 Explain the statement: The information Age does not replace the activities of earlier
ages. It transforms them................................................................................................................................. 5
1.3 ‘Know-how’ is neither a computer nor a communication network. Why, then, is it a
component of Information technology......................................................................................................7
1.4 How does Incorporating I.T in a business improve customer service?................................8
1.5 Make notes about Classification of systems: Abstract, Open, Closed, Deterministic,
Probabilistic, Cybernetic, Open loop, Closed-loop, Artificial, Human-machine,
Information, Management Information systems. ..............................................................................12
i.Abstract Systems ..................................................................................................................................... 12
ii.Open systems ........................................................................................................................................... 12
iii.Closed systems, ...................................................................................................................................... 12
iv.Deterministic systems, .......................................................................................................................12
v.Probabilistic systems, ........................................................................................................................... 13
vi.Cybernetic systems,.............................................................................................................................. 13
vii.Open loop systems, ............................................................................................................................. 13
viii.Closed-loop systems, ........................................................................................................................14
ix.Artificial systems, .................................................................................................................................. 15
x.Human-machine systems, ................................................................................................................... 15
xi.Information systems, ........................................................................................................................... 15
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xii.Management Information systems................................................................................15
1.6 What is the difference between a Laptop and a PDA?...............................................16
1.7 What are Supercomputers and where are they used?..............................................................17
1.8 A Workstation is an exaggerated Microcomputer, discuss.....................................................18
1.9 What factors should a user consider while choosing a type of Computer for a given
Institution?......................................................................................................................................................... 21
2.0 ASSIGNMENT TWO...................................................................................................................................... 24
2.1 Explain the importance of information for communication purposes...............................24
2.2 Describe the importance of information for decision making...............................................25
2.3 Explain the importance of information for understanding and reacting to the
environment...................................................................................................................................................... 26
3.0 ASSIGNMENT THREE.................................................................................................................................. 27
3.1 What is a query? What purpose does it serve?............................................................................27
3.2 Why is the ability to integrate databases valuable in problem solving?...........................28
3.3 Why should redundancy in databases be managed? ................................................................29
3.4 In what ways can databases change?...............................................................................................30
3.5 Identify when a business should use a spreadsheet and when it should use a
database. ............................................................................................................................................................ 31
3.6 Why are databases shared?.................................................................................................................33
3.7 Discuss the relationship between an entity relationship model and the schema for a
relational database......................................................................................................................................... 34
3.8 What is the function of index?............................................................................................................35
3.9 Describe the relation between client/server computing, communication networks,
and shared databases.................................................................................................................................... 36
3.10. Describe 6 areas of responsibility in data administration...................................................38
REFERENCES:........................................................................................................................................................ 39
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1.0 ASSIGNMENT ONE
1.1 The terms Information Age and Information Society are frequently associated with
applications of information technology. How do the meanings of the two terms
differ with respect to Information technology?
 The Information Age is a period beginning about 1957 in human history
characterized by the shift from traditional industry that the industrial revolution
brought through industrialization, to an economy based on information
computerization.
 An information society is a culture where the creation, distribution, use,
integration and manipulation of information is a significant economic, political, and
cultural activity. It is a society in which more people work at handling information
than at agriculture and manufacturing combined.
 Information technology refers to the use of systems like computers and
telecommunications for storing, retrieving and sending information.
Difference:
 Clearly, Information Age is just a period while Information Society is a way of life.
Both are associated to with applications of Information technology because it is
during the information age that the information society which uses information
technology tools like computing has emerged.
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1.2 Explain the statement: The information Age does not replace the activities
of earlier ages. It transforms them.
 In the information age, people rely on information to carry on their activities on the
various ways of life. However, the information age cannot replace the activities of
the earlier ages (the agricultural and the industrial age) because of the vast human
wants that cannot be satisfied by information alone.
How the information age transformed the agricultural age
 The period up to the 1800s, when the majority of workers were farmers whose lives
revolved around agriculture is the agricultural age. The information age has
transformed activities of the agricultural age in the following way:
 Although the people in the information age with white collar jobs earn more that the
agriculturalists, they cannot feed on the information they are manipulating in
their offices. Instead they use it to transform the agricultural production by
inventing new technology to boost the production in agriculture.
 As agricultural technology evolved and yields rocketed, fewer and fewer citizens
from any given city needed to grow food. This allowed other occupations to
specialize in diverse technological fields, including building better farming
equipment and trading. The surplus of food necessitated the development of
writing and accounting, so the surpluses could be traded and written records kept of
the transactions.
How the information age transformed the industrial age
 During the information age, the phenomenon is that the digital industry creates a
knowledge-based society surrounded by a high-tech global economy that spans over
its influence on how the manufacturing throughput and the service sector operate in
an efficient and convenient way.
 For most of history, health care was centered around the doctor’s office or hospital.
It was the era of the lone practitioner, the omniscient physician to whom patients
turned to treat their ailments. That was the industrial age of medicine. Today, health
care is much more complex. The proliferation of information available to physicians
and to their patients has fundamentally shifted the locus of information and power
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to patients. In the information age of medicine, we must optimize the use of
information, technology, tools, and teams. We need to turn masses of patient
data, science, and clinical evidence into clinical knowledge. This information must
be available to patients, physicians, and care teams. And they must have access to
technology and tools to make the right thing easier to do.
 The use of information and communication technology (ICT) tools in the
information age has transformed the modes of payment for goods and services. In
the Agricultural age, Barter trade was used, where goods were exchanged for goods
and services were exchanged for services. In the Industrial age, currencies were
introduced, starting with use of precious stones such as Gold and them the later
introduction on hard cash (money). Today, the information age has introduced
mobile money transfers through computerized electronic payments.
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1.3 ‘Know-how’ is neither a computer nor a communication network. Why, then,
is it a component of Information technology.
Know-how is the capability to do something well. It consists of:
 Familiarity with the tools of IT; including the Internet
 Possession of the skills needed to use these tools
 An understanding of when to use IT to solve a problem or create an
opportunity
Without Information Technology Know-how, users can’t fully utilize all the tools that
Information Technology has to offer. That is why it is a component of information
technology.
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1.4 How does Incorporating I.T in a business improve customer service?
i. Communication. For many companies, email is the principal means of
communication between employees, suppliers and customers. Email was one of the
early drivers of the Internet, providing a simple and inexpensive means to
communicate. Over the years, a number of other communications tools have also
evolved, allowing staff to communicate using live chat systems, online meeting tools
and video-conferencing systems. Voice over internet protocol (VOIP) telephones
and smart-phones offer even more high-tech ways for employees to communicate.
ii. Inventory Management. When it comes to managing inventory, organizations need
to maintain enough stock to meet demand without investing in more than they
require. Inventory management systems track the quantity of each item a company
maintains, triggering an order of additional stock when the quantities fall below a
pre-determined amount. These systems are best used when the inventory
management system is connected to the point-of-sale (POS) system. The POS system
ensures that each time an item is sold, one of that item is removed from the
inventory count, creating a closed information loop between all departments. This
improves customer service because the clients will always find what they want in
stock.
iii. Data Management. The days of large file rooms, rows of filing cabinets and the
mailing of documents is fading fast. Today, most companies store digital versions of
documents on servers and storage devices. These documents become instantly
available to everyone in the company, regardless of their geographical location.
Companies are able to store and maintain a tremendous amount of historical data
economically, and employees benefit from immediate access to the documents they
need, to better serve their customers.
iv. Customer Relationship Management. Companies are using IT to improve the way
they design and manage customer relationships. Customer Relationship
Management (CRM) systems capture every interaction a company has with a
customer, so that a more enriching experience is possible. If a customer calls a call
center with an issue, the customer support representative will be able to see what
the customer has purchased, view shipping information, call up the training manual
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for that item and effectively respond to the issue. The entire interaction is
stored in the CRM system, ready to be recalled if the customer calls again.
The customer has a better, more focused experience and the company benefits from
improved productivity.
v. Speed. One of the main reasons so many business have turned to the IT world for
their professional needs is the sheer speed at which computers and related
technologies can process information. Email is a perfect example, as it eliminates the
need to wait several days for a packet of documents to reach a customer or business
associate. Worldwide communications used to occur primarily through postal
delivery. While still the optimal method for sending packages, printable materials
such as legal documents or contracts may now move much more swiftly via the
Internet. Businesses can receive news and updates which may provide vital insight
into current market trends or changes in a client’s needs almost instantaneously.
Businesses are therefore able to provide immediate assistance to clients and thus
improve their customer service.
vi. Efficiency. Increased speed often leads to increased efficiency. While eliminating
the need to wait for packages or sensitive materials to arrive, customers are able to
receive and respond to changes instantly. This improved response time almost
guarantees a higher chance at eliminating potential issues of customer
dissatisfaction.
vii. Multi-Tasking. Another business advantage of information technologies is the
ability of computers to perform multiple tasks simultaneously. Provided the
hardware is able to support it, the operator may have several different programs
functioning at the same time. Furthermore, computers are generally capable of
performing complex calculations, such as mathematical equations or travel
distances, very quickly and accurately. This enables the business to serve many
customers at the same time, reducing queues.
viii. Cost Efficiencies. Although the initial IT implementation costs can be substantial,
the resulting long-term cost savings are usually worth the investment. IT allows
companies to reduce transaction and implementation costs. For example, the cost of
a desktop computer today is a fraction of what it was in the early 1980s, and yet the
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computers are considerably more powerful. IT-based productivity solutions,
from word processing to email, have allowed companies to save on the costs
of duplication and postage, while maintaining and improving product quality and
customer service.
ix. Networking. Many businesses today not only make good use of their web sites, but
also social networking sites like Facebook, LinkedIn and Twitter as well as blogs and
forums. These sites allow companies to share information and news updates quickly
with one another and with customers, who share the information with their friends
and followers. This viral spread of information plays a vital role in companies
getting the word out about their products and services, and it helps customers have
a direct say in the goods they wish to purchase.
x. Development. The quick sharing of information allows companies to receive
instant feedback on their products from customers, employees and the competition.
Speed and accessibility are important components in keeping up with research and
development in a global business workplace, and the companies rising to the top are
the ones paying attention to the available information about their business that
potential customers can access.
xi. Marketing. Once a business has completed the necessary research on customer
needs, wants and reactions, it can continue to benefit from information technology
by easily targeting the ideal customers with new products and services. For
example, advertisers on the Internet use a kind of technology that "crawls" on an
individual's webpage, scanning words to judge what the individual is interested in,
then provides advertisements that may appeal to that individual. If you are reading
a web site about beach vacations, you may see advertisements for plane tickets to
coastal cities or sales on swimwear. Information technology helps companies reach
their target audience immediately.
xii. Equality. Chain businesses have always been exposed to more customers than
smaller, independent businesses. However, as more companies not only create an
online presence with a website, but begin selling their products and services online,
independent businesses may gain more equal footing. By putting themselves and
their products and information online, businesses reach a large audience. Of course,
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these businesses would have to have the same supply as larger businesses to
actually meet that large of a demand. However, in the case of a big company
potentially putting a smaller company out of business, the smaller company can
potentially find customers in other cities and stay in business thanks to information
technology.
xiii. Stakeholder Integration. Stakeholder integration is another important objective of
information technology. Using global 24/7 interconnectivity, a customer service call
originating in Des Moines, Iowa, ends up in a call center in Manila, Philippines,
where a service agent could look up the relevant information on severs based in
corporate headquarters in Dallas, Texas, or in Frankfurt, Germany. Public companies
use their investor relations websites to communicate with shareholders, research
analysts and other market participants.
xiv. Globalization. Companies that survive in a competitive environment usually have
the operational and financial flexibility to grow locally and then internationally. IT is
at the core of operating models essential for globalization, such as telecommuting
and outsourcing. A company can outsource most of its noncore functions, such as
human resources and finances, to offshore companies and use network technologies
to stay in contact with its overseas employees, customers and suppliers.
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1.5 Make notes about Classification of systems: Abstract, Open, Closed,
Deterministic, Probabilistic, Cybernetic, Open loop, Closed-loop, Artificial,
Human-machine, Information, Management Information systems.
i. Abstract Systems
An abstract system, is a theoretical model of a computer hardware or software system used
in automata theory.
In the theory of computation, abstract machines are often used in thought experiments
regarding computability or to analyze the complexity of algorithms (see computational
complexity theory). A typical abstract machine consists of a definition in terms of input,
output, and the set of allowable operations used to turn the former into the latter. The best-
known example is the Turing machine.
ii. Open systems
Non-proprietary system based on publicly known standard set of interfaces that allow
anyone to use and communicate with any system that adheres to the same standards.
Open systems allow for the user to open the box, tinker with the programming, and
customize their machine to be everything they want.
iii. Closed systems,
A system in which the specifications are kept secret to prevent interference from third
parties. It inhibits third-party software from being installed; it keeps third-party hardware
from interoperating with it, and it prevents third-party enhancements from improving the
product. Contrast with open system.
A physical system that does not interact with other systems. A closed system obeys the
conservation laws in its physical description. Also called isolated system.
iv. Deterministic systems,
A system in which the output can be predicted with 100 percent certainty.
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A deterministic system is one in which the occurrence of all events is known with
certainty. If the description of the system state at a particular point of time of its
operation is given, the next state can be perfectly predicted.
v. Probabilistic systems,
A probabilistic system is one in which the occurrence of events cannot be perfectly
predicted. Though the behavior of such a system can be described in terms of probability, a
certain degree of error is always attached to the prediction of the behavior of the system.
vi. Cybernetic systems,
Cybernetics is the theory of communication and control based on regulatory feedback.
Cybernetics is the science of effective organization, of control and communication in
animals and machines. It is the art of steersmanship, of regulation and stability. The
concern here is with function, not construction, in providing regular and reproducible
behaviour in the presence of disturbances.
Cybernetics was originally defined in 1947 by Wiener as the science of communication and
control, and grew out of Shannon's information theory, which was designed to optimize the
transfer of information through communication channels (e.g. telephone lines), and the
feedback concept used in engineering control systems. Information and control
technologies have gone a very long way since, especially through the introduction of the
computer as an all-purpose information processing tool.
vii. Open loop systems,
A type of control system that uses only an input signal to actuate an output. There is no
automatic feedback to adjust the process, so adjustments must be made manually by the
operator. In this human-machine system, the machine is alone unable to complete its task
or one work cycle without some contribution from a human operator. For Example Cellular
Phones, Word Processors.
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viii. Closed-loop systems,
A type of control system that automatically changes the output based on the difference
between the feedback signal to the input signal.
In this human-machine system, the machine after some initial input from the user is self-
regulating and will continue to complete its task or work cycle without continued human
input.
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ix. Artificial systems,
A system of classification based on characters that do not indicate natural relationship.
x. Human-machine systems,
Human–machine system is a system in which the functions of a human operator (or a
group of operators) and a machine are integrated. This term can also be used to emphasize
the view of such a system as a single entity that interacts with external environment.
xi. Information systems,
Information system, an integrated set of components for collecting, storing, and processing
data and for delivering information, knowledge, and digital products. Business firms and
other organizations rely on information systems to carry out and manage their operations,
interact with their customers and suppliers, and compete in the marketplace. For instance,
corporations use information systems to reach their potential customers with targeted
messages over the Web, to process financial accounts, and to manage their human
resources. Governments deploy information systems to provide services cost-effectively to
citizens. Digital goods, such as electronic books and software, and online services, such as
auctions and social networking, are delivered with information systems. Individuals rely on
information systems, generally Internet-based, for conducting much of their personal lives:
for socializing, study, shopping, banking, and entertainment.
xii. Management Information systems.
A management information system (MIS) provides information that organizations require
to manage themselves efficiently and effectively.[1] Management information systems are
typically computer systems used for managing five primary components: 1.) Hardware, 2.)
Software, 3.) Data (information for decision making), 4.) Procedures (design, development
and documentation), and 5.) People (individuals, groups, or organizations). Management
information systems are distinct from other information systems, in that they are used to
analyze and facilitate strategic and operational activities.
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1.6 What is the difference between a Laptop and a PDA?
Laptop Computer: A laptop computer is a personal computer for mobile use. A laptop has
most of the same components as a desktop computer, including a display, a keyboard, a
pointing device such as a touchpad and/or a pointing stick, and speakers all manufactured
as a single unit. A laptop is powered by mains electricity via an AC adapter, but be used
away from an outlet using a rechargeable battery. Laptops are also sometimes called,
notebooks, ultrabooks or netbooks.
WHILE
PDA: A PDA (Personal Digital Assistant) is a handheld device that combines computing,
audio communication, browsing and networking features and serves as an organizer for
personal information.
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1.7 What are Supercomputers and where are they used?
 Super Computers are computing systems that have the highest processing
capacities. These computers can process billions of instructions per second. They
have a high storage capacity and are huge in size. They generate large amounts of
heat and therefore need complex cooling systems. A supercomputer channels all
its power into executing a few programs as fast as possible. Super computers are
the most expensive ones.
 They are used for applications which require intensive numerical computations
such as weather forecasting.
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1.8 A Workstation is an exaggerated Microcomputer, discuss.
 A microcomputer is a computer with a microprocessor as its central processing
unit. They are single user (they support one person at a time) and are the most
widely used computers in our everyday life. Microcomputers include laptops,
palmtops and Desktops.
 A workstation is a powerful, high-end microcomputer. They contain one or more
microprocessor CPUs. They may be used by a single-user for special applications
requiring more power than a typical PC (rendering complex graphics, or performing
intensive scientific calculations).
 Alternately, workstation-class microcomputers may be used as server computers
that supply files to client computers over a network or the Internet. This class of
powerful microcomputers can also be used to handle the processing for many users
simultaneously who are connected via terminals; in this respect, high-end
workstations have essentially supplanted the role of minicomputers.
 Note! The term “workstation” also has an alternate meaning: In networking, any
client computer connected to the network that accesses server resources may be
called a workstation. Such a network client workstation could be a personal
computer or even a “workstation” as defined at the top of this section. Note: Dumb
terminals are not considered to be network workstations (client workstations on
the network are capable of running programs independently of the server, but a
terminal is not capable of independent processing). Resources on the workstation
can be used by many network users at the same time.
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 Formerly, this term was applied to a particular type of powerful computer
used for scientific and engineering calculations, e.g. the Sun Workstation.
Comparison between workstations and personal computers
 A workstation is more powerful than the ordinary microcomputer used for personal
use. It is used for the professional and organizational use instead of just an ordinary
use. The applications used in the workstations are specially structured for the
companies and firms. It has a large capacity to store data and a very high speed
processor and high quality graphics to meet the needs of the engineers and the
organizations. In some cases a workstation also means a central computer used as a
server which actually is like an ordinary personal computer connected too many.
While desktop computers; are the computers which are used for the domestic
purposes not for commercial use like a home PC or laptop. Children use it for
playing games and it is used for recreation mostly instead of working
 Workstations are manufactured in a manner that they can word with high load of
work. It is designed to perform difficult projects and for professional purposes. It is
not a modern invention it was first made in 1959 by international business
machines known as IBM and it was introduced with a name of IBM 1620. At that
time too it was designed for the big tasks and professional use like engineers and
architectures. These workstations have very high capacity of random access
memory called RAM and high features of the picture quality and graphics for real
effects of the work.
On the other hand the personal computers now a days PCs are also being used in the offices
for the professional use but not for very big tasks it is mostly used for playing games
processing the works as a multimedia and many other tasks on common basis. In the recent
PCs computers have also enough capability to work as a main server it can also be
connected with the local area network and can attached to many computers to exchange
the data.
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Advantages of the PCs
1. It can b used for domestic use like a personal computer to play games official work
and to browsing the internet and as a multimedia like playing music watching
movies.
2. PCs are cheap and easily available a person can buy several PCs because of the low
price.
3. These computers are ideal for house home based offices ans as well as small and
large business.
4. The life of the PCs is more than 10 years it depends on the manufacturer and on the
user how one uses it.
5. It is easy to repair and if there is any fault it is easy to remove and the maintenance
is easy and cheap.
Disadvantages of the PCs:
1. It cannot be used on the place of the work stations because of compatibility.
2. Like the workstation it can run many printers and other output devices
3. It is not very good for engineering and medical purposes.
Advantages of Workstation:
Workstation is better in many ways like
1. It bears high quality graphics and high performance.
2. It can work with many CPUs at a time while the PCs cannot do so.
3. It is used in some special fields like in engineering and for research purposes in
medical field.
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Disadvantages of Workstation:
1. These are bulky in the size.
2. Not easily available and cannot used for domestic use have high prices.
3. Repairing is not easily available and not so easy.
1.9 What factors should a user consider while choosing a type of Computer for a given
Institution?
While choosing a type of computer for a given institution, the first question to ask your self
is, what are the tasks that the institution is going to use the computers for? Secondly, what
is their budget? Do the computers need processing power for huge tasks, greater graphic
support, networking capability and audio playback? The following factors should be
considered in order to choose the computer with most appropriate specifications for the
institution:
 The most important part of the computer is the CPU. It is considered the brain of the
computer. It is responsible for the overall speed whenever it is processing any task.
 The motherboard is the device where all the parts and devices are attached. Some
motherboard comes with onboard components which include video card, sound
card, LAN card and modem. It is also important to consider what devices you are
going to attach to the ports of the motherboard, and buy accordingly.
 The RAM (random access memory) is the part responsible for the overall
performance of the computer. The bigger the RAM, the faster the computer can
process data. If you have enough budget, purchase the maximum RAM supported by
your motherboard.
 The video card is another important component. The quality of the image is due to
the capacity of the video card. If you are into graphics designing and gaming, it is
best to choose the highest memory of video card 3D capable. The high quality video
card is also advisable to those who are fond of watching movies in their computer.
 The hard drive is the storage device where all programs and games are installed
and all other files are stored. If you love to collect a lot of videos and graphics, it is
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best to choose the highest capacity of storage. It is measured in terms of
gigabytes.
 The sound card is the part which processes audio signals going to the speaker. If
you are going to connect your computer to a 5.1 speaker, then you should choose
the best sound card capable of producing a surround sound. This is important when
playing a lot of music, watching videos or playing video games often.
 The power supply is responsible in powering the computer. It should be able to
supply the necessary power for all the components of the computer. Never use
cheap types because it is prone to seriously damage any of the components of the
computer if it malfunctions.
 Also consider the bundled software which includes the operating system,
productivity software, anti virus and many other useful applications. If you are
going to use other software you need for your work, make sure that the computer is
capable of running it without any problem. Consider the compatibility of your
software versus the specifications of your computer unit.
 The first thing that most of us are constrained to is our financial budget. So this is
the first thing you should consider. We always want the best but we need to be
grounded on what we can afford. So Get a budget and stick to it.
 The last thing to do with the actual computer is a good antivirus and spy ware
package. Don’t be under any illusion this is possibly the most important part of
protecting your computer. It will get attacked at some point be prepared when it
does.
 Desktop Vs Laptop: A desktop computer is a good option if you have a home office
and you don't need to take the computer to other locations. A desktop computer is a
personal computer (PC) in a form intended for regular use at a single location, as
opposed to a mobile laptop or portable computer.
 Screen size: Screen size on a laptop is very much a personal preference. Most
screens have the same resolution and clarity regardless of size. It's generally
accepted that the larger the screen, the shorter the battery life. This can make it
harder to use the laptop while travelling. However, having a large screen can make
watching movies and videos more visually entertaining.
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 Battery life: You should check the battery life for a particular laptop or
netbook. In general, the larger the screen, keyboard and computer, the less
amount of time your computer can keep running on a charged battery.
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2.0 ASSIGNMENT TWO
2.1 Explain the importance of information for communication purposes.
• Information is processed data that makes meaning and is in useful form. The
importance of information to individuals and organizations, and therefore the need
to manage it well, is growing rapidly.
• Information is vital to communication, and a critical resource for performing work
in organizations.
• Business managers spend most of their day in meetings, reading, writing, and
communicating with other managers, subordinates, customers, vendors, and other
constituents via telephone, in person, or by e-mail.
• Indeed, management itself is information processing. It involves gathering,
processing, and disseminating information.
• Managing information involves coping with a lot of information sources and
ultimately making decisions about what to do with it.
• A manager must track and/or react to information flowing from sources inside and
outside the organization.
• The manager processes this river of information and disseminates it in one of four
ways: stores it, uses it, passes it on, and/or discards it.
• For example, during the course of a normal business day, a marketing manager for a
high-technology company receives information in the form of e-mail, telephone
calls, letters, reports, memos, trade publications, and formal and informal
conversations.
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2.2 Describe the importance of information for decision making.
• Decision making is the process of identifying, selecting, and implementing
alternatives. Every job, project, and/or task involves decision making.
• The right information, in the right form, at the right time is needed to make correct
decisions. For example, based on information about customers, competitors, and
production capabilities, a manager may decide to alert top executives that a
strategic decision needs to be made.
• Top executives would use the information received to identify alternatives for
consideration. Each alternative would then be evaluated based on feasibility, cost,
time to implement, consistency with corporate strategy, and other criteria.
• On the basis of their assessment, top executives would select the alternative that
makes the most business sense and begin implementation. Finally, information
would be gathered to assess the quality of the decisions that were made.
• However, Information is of value to decision makers if it is accurate, timely,
complete, and relevant.
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2.3 Explain the importance of information for understanding and reacting to
the environment.
• Organizations must strive to make sense of their environment in order to survive, as
well as to achieve and/or exceed performance objectives.
• The environment is a potentially useful source of information. That is one reason
why so many organizations are working hard to listen to their customers and watch
their competitors so closely.
• Organizations need to ensure that their information-processing systems are
properly integrated, and that the necessary information is flowing in from the
environment and being supplied to the right people in the organization.
• For instanc
• e, it would make sense to share customer complaint data about a specific product
with the members of the product development team responsible for redesign.
• More organizations are using computers and information systems to process the
burgeoning amount of information they face.
• More sources of information are becoming available to organizations as a result of
information technologies such as electronic databases, information networks, and
electronic bulletin boards.
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3.0 ASSIGNMENT THREE
3.1 What is a query? What purpose does it serve?
A query is a question statement that retrieves particular information about data records
and fields stored in a database. A Query specifies which fields and what criteria should be
used to select the records. A Query Is used to serve the following purposes:
i. Display selected fields and records from a table
ii. Sort records
iii. Perform calculations through generation of calculated fields
iv. To generate data for forms, reports, and other queries
v. To update data in the tables in a database
vi. To find and display data from two or more tables
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3.2 Why is the ability to integrate databases valuable in problem solving?
 By integrated, we mean that database can be thought of as unification of
several otherwise distinct databases, with any redundancy among those
databases wholly or partly eliminated.
 The ability to integrated databases paves way for quicker query results and a
wider scope of information for comparison purposes
 Because the data and information needed to solve a particular problem often
resides in several databases, problem solves must be able to integrate
databases.
 DBMS allow the merger of separate files, created at varying times or by
different people. Integration is often done to process an inquiry or create a
report.
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3.3 Why should redundancy in databases be managed?
 Data redundancy occurs when you store the same data in more than one
place. This is at times referred to as duplication of data in the database.
 Because the data and information in databases are updated or changed at
varying times, often by people who are not aware of the existence of other
databases with the same information, only one copy may be altered. The
others will be out-of-date and therefore inaccurate.
 Therefore, with the exception of common fields or foreign keys used to
connect tables, data redundancy should be managed because redundancy
i. wastes storage space,
ii. can cause inconsistencies and
iii. makes it difficult to update databases.
 NB: In well-managed databases, most data items are not duplicated. Rather
DBMS extracts copies of the information from the appropriate databases to
produce the necessary report or query.
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3.4 In what ways can databases change?
 Databases keep changing on a daily basis because the data records in the
environment in which they are used, such as a school or university, keeps on
changing.
 Databases can change in the following ways:
i. Change in Content – the data entries in existing records are updated and
changed, new records are added into the database tables, and some outdated
records are deleted.
ii. Change in Structure –when the fields that make up records are deleted or
added, the database’s consistent structure also changes. This is because data
items’ characteristics change, or because the way the database is stored
physically changes.
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3.5 Identify when a business should use a spreadsheet and when it should use a
database.
 A spread sheet, for example Microsoft Excel is a package that arranges data in rows
and columns and is used for performing calculations, including the creating of
graphs. Much of a spreadsheet’s power comes from its embedded formulas, which
let you explore the numerical relationships between business variables such as
cost, price, and profit.
 A Database package, for example Microsoft Access is used to create and manage an
organized collection of related and structured information (a database). Although
DBMS can perform mathematical functions (such as sums and averages), their main
strength is their ability to maintain the relationships among data items.
 Many businesses use a spreadsheets to store data when they really need a database.
In this day and age where quality information affects everything from your
operational effectiveness to your ability to win new business, it is imperative to use
the right tools for the job.
Use a spreadsheet if...
 You want to create "What-if" scenarios.
 You only have a small amount of data. Five hundred rows in a spreadsheet are quite
manageable; two thousand much less so.
 The data is not too security sensitive in case it falls into the wrong hands.
 You want to perform automatic calculations.
 You want to track a simple list of data.
 You want to easily create charts and graphs of your data.
 Each Record that you want to store is distinct and wholly independent of other
Records.
 Simple keyword searching is sufficient for your reporting needs.
 You don’t need to regularly sort, re-sort, or extract selective conditional subsets of
your data.
 You are quite happy to enter data into a spreadsheet row by row.
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 Your data can sufficiently be Viewed Once/used in one way
Use a database if...
 You need to eliminate common data entry errors and protect the data from
unauthorized users.
 Each Record is related to any number of other records, or grouped by different
parameters simultaneously.
 You find yourself duplicating Records in a spreadsheet for whatever reasons and
storing the same information in multiple files or sheets.
 You regularly generate complex reports out of your data, including conditional
queries (show me this only if…) and sorting/grouping rules.
 You need different forms, including forms with business intelligence, to help you
enter data and avoid mistakes.
 The information is a large amount that would become unmanageable in spreadsheet
form and is related to a particular subject.
 You want to maintain records for ongoing use and long term storage.
 The information is subject to many changes (change of address, pricing changes,
etc.).
 Run queries to find small data within big sets
 When multiple people need access to this data. Different employees can use
different forms to enter data into the same database
 When there is need to safeguard against erroneous entries
 when the data needs to be protected against inadvertent corruption
 Data contains Dynamic Relationships: A relational database lets you create powerful
relationships between the Records in each Table.
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3.6 Why are databases shared?
 By shared, we mean that individual pieces of data in the database can be shared
among several different users, in the sense that each of those users can have access
to the same piece of data, and different users can use it for different purposes.
 The information sharing of capabilities of database management software mean that
information can be stored and then retrieved any number of times by any
authorized user of the database.
 This capability both reduces overall storage needs and helps to ensure consistency
in the information obtained by people working in different areas of the same
organization.
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3.7 Discuss the relationship between an entity relationship model and the
schema for a relational database.
 In the entity relational model, each table, called relation, represents a data file;
each row of a table, called tuple, represents a data entity with columns of the table
representing attributes or fields.
 A record describes an entity. An entity is a person, place, thing, activity, or event for
which data is collected, stored, and maintained. Examples of entities include
employees, inventory, and customers.
 A relational database represents all data in the database as simple two-dimensional
tables called relations that are the logical equivalent of files. The tables in relational
databases organize in rows and columns, simplifying data access and manipulation.
A relational database uses terminology different from a file processing environment
to represent data.
 A schema of a relational database is its structure that refers to the organization of
data as a plan of how a database is constructed.
 Therefore, the schema consists of the structure (tables, columns and relationships)
that make up an entity relationship model database.
 In other words, a schema refers to the organization of data as a plan of how a
database is constructed.
o The formal definition of database schema is a set of formulas called integrity
constraints imposed on a database. These integrity constraints ensure
compatibility between parts of the structure. All constraints are expressible
in the same language.
o A database schema specifies, based on the database administrator's
knowledge of possible applications, the facts that can enter the database, or
those of interest to the possible end-users.
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3.8 What is the function of index?
 A database index is a data structure that holds identifying information
about each record and its location in the database storage, providing the basis for
both rapid random lookups and efficient access of ordered records.
 An Index improves the speed of data retrieval operations on a database table at the
cost of additional writes and the use of more storage space to maintain the extra
copy of data.
 Indexes are used to quickly locate data without having to search every row in a
database table every time a database table is accessed.
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3.9 Describe the relation between client/server computing, communication
networks, and shared databases.
 Client/server computing consists of a network that has one or more computers
acting as a server interconnected to the other computers (i.e. clients) on the
network such as a LAN, which can request services from the server.
 A client computer is a computer that can access the resources on a network. A
server provides a centralized storage area for programs, data, and information.
 A Communication Network is a collection of two or more computers and devices
(nodes) connected by channels so that they can transfer data amongst each other
and share resources such as databases and peripherals.
 When a shared database is setup, it is available to all users interconnected to the
network and all data and information retrieval requests and responses pass over a
network. Much of the processing is performed on the server and the results of the
processing are transmitted to the client.
A shared database on a Client/Server Architecture has the following setup:
(a) Client machines:
o Run own copy of an operating system.
o Run one or more applications using the client machine's CPU, memory.
o Application communicates with DBMS server running on server machine
through a Database Driver
o Database driver (middleware) makes a connection to the DBMS server over a
network.
o Examples of clients: PCs with MS Windows operating system.
(b) Server Machines:
o Run own copy of an operating system.
o Run a Database Management System that manages a database.
o Provides a Listening daemon that accepts connections from client machines
and submits transactions to DBMS on behalf of the client machines.
o Examples: PC with Windows Server operating system.
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(c) Middleware:
o Small portion of software that sits between client and server.
o Establishes a connection from the client to the server and passes commands
(e.g., SQL) between them.
Advantages of client/server:
o Processing of the entire Database System is spread out over clients and
server.
o DBMS can achieve high performance because it is dedicated to processing
transactions (not running applications).
o Client Applications can take full advantage of advanced user interfaces such
as Graphical User Interfaces.
Disadvantages of client/server:
o Implementation is more complex because one needs to deal with middleware
and the network.
o It is possible the network is not well suited for client/server communications
and may become saturated.
o Additional burden on DBMS server to handle concurrency control, etc.
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3.10. Describe 6 areas of responsibility in data administration.
A DBMS provides data administration facilities to help you manage the overall database
environment for:
i. Backup and recovery,
ii. Security management,
iii. Query optimization,
iv. Data reorganization,
v. Concurrency control, and
vi. Change management.
The data administration facilities are most often used by database administrators, and
system programmers or analysts; people responsible for assuring that the database
environment meets the entire information needs of the organization.
Page 38 of 39

REFERENCES:
TURBAN, E., RAINER, K.R., PORTER R.E. (2007), Introduction to Information Technology,
Whiley and Sons Inc.
MUKALELE ROGERS, SHADID S HAMDAN, (2013), Computer Studies Students’ Workbook
Volume 1,: Kampala, 1st
Edition. ISBN: 9789970916504
WILLIAMS, B. AND SAWYER, S CAREER (2009), Using Information Technology .
We used Google search engine and obtained some useful information from the web
addresses below:
 http://www.unm.edu/~tbeach/terms/types.html
 http://www.nidirect.gov.uk/choosing-a-computer
 http://www.scis.nova.edu/~lloydjam/week08.html
 http://EzineArticles.com/2467303
 http://en.wikipedia.org
 http://www.businessdictionary.com
 http://www.yourdictionary.com
 http://www.webopedia.com
 http://ecomputernotes.com
 http://www.personal.psu.edu/glh10/ist110/topic_old/topic02/topic02_05.html
 http://www.u.arizona.edu/~ctaylor/chapter15a/photo.htm
 http://www.britannica.com/EBchecked/topic/287895/information-system
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