Form 5 topics combined

LEARNING AREA 4 - MULTIMEDIA

TOPICS FOR MULTIMEDIA

4.1 Multimedia Concepts
4.1.1 Definition of Multimedia
4.1.2 Usage of multimedia in various fields
i. Entertainment industry
ii. Business
iii. Arts
iv. Medicine
v. Engineering
4.1.3 Interactivity: Characteristics of linear and non-linear multimedia
4.1.4 Differentiate between characteristics of linear and non-linear multimedia
4.1.5 Medium of delivery
4.1.6 Compare and contrast the mediums of delivery
4.1.7 Multimedia elements
i. Text
ii. Graphics
iii. Video
iv. Audio
v. Animation
4.1.8 Standard file formats

4.2 Hardware and Software
4.2.1 Identifying hardware that can be used to produce multimedia products
i. Scanner
ii. Video camera
iii. Digital camera
iv. Audio devices
v. Video capture devices
4.2.2 Identify editing software that can be used to produce multimedia elements
i. Text editor
ii. Graphics and image editor
iii. Audio editor
iv. Video editor
v. Animation editor
4.2.3 Authoring tools
4.2.3.1 Define the concepts in authoring tools
i. Time frame concept
ii. Icon concept
iii. Card concept
4.2.4 Web editor
4.2.4.1 Describe and give examples of:
i. Text-based
ii. WYSIWYG

4.3 Multimedia Development
4.3.1 User interface principles
4.3.1.1 State user interface principles
i. Consistency
ii. Clarity
iii. Context
iv. Navigation

M.D.A.S-SMK BELAGA ICT DEPARTMENT 1


v. Search
vi. Personalisation
vii. Learnability
viii. Flexibility
4.3.1.2 Apply suitable user interface principles in a project
4.3.2 Development Team
4.3.2.1 State the role of each member in development team
i. Project manager
ii. Subject matter expert
iii. Instructional designer
iv. Graphics artist
v. Audio-video technician
vi. Programmer
4.3.3 Multimedia production
4.3.3.1 Describe the phases in multimedia production
i. Phase 1 - Analysis
ii. Phase 2 - Design
iii. Phase 3 - Implementation
iv. Phase 4 - Testing
v. Phase 5 - Evaluation
vi. Phase 6 - Publishing



4.0 MULTIMEDIA
4.1 Multimedia Concepts
4.1.1 Definition of Multimedia
 “Multimedia” comes from the word “multi” and “media”. “Multi” means
various. “Media” refers to any hardware or software used for
communicating.
 Multimedia is the presentation of information by using a combination of
text, audio, graphic, video and animation.
 In the field of Information and Communication Technology, multimedia
is an interactive communication process that uses an integration of five
main elements such as texts, graphics, audio, video and animation.

4.1.2 Usage of multimedia in various fields
i. Entertainment industry
 Produces computer games, and develop animations or special effects
for cartoons and movies.
ii. Business
 Multimedia applications are used in advertising products.
 Many companies nowadays develop and distribute catalogues in the
form of a CD-ROM as it is more interesting to the consumers.
iii. Arts
 Artists use multimedia elements by combining drawing and
animation.
iv. Medicine
 Doctors can practice or be trained in performing high-risk surgery by
using virtual surgery.
v. Engineering
 Uses an application called Computer-Aided Design or CAD.
 By using this application, engineers can view the design from many
aspects and improve on it before production.

4.1.3 Interactivity: Characteristics of linear and non-linear multimedia
Interactivity

Refers to how a user
interacts with a
multimedia
application or
program

Linear Non-Linear
Interactivity Interactivity

Characteristics Characteristics

The user interacts
The content is The user can control
with the multimedia The user is the The user is can
arranged in the progress of the The user controls the
application without passive receiver of interact with the
sequence. This multimedia sequence of the
controlling the the multimedia application according
means, everything application content by multimedia content.
progress of the content to how they want to
happens in order using buttons or links
content

FIGURE 1: Characteristics of linear and non-liner multimedia

4.1.4 Differentiate between characteristics of linear and non-linear multimedia



Provides more buttonsor
NON-LINEAR The user can controlthe The user can control the
links for the user to control
MULTIMEDIA progress sequence
the application

Of Content
Sequence
Buttons
& Links
Control
User
Provides limited buttons
LINEAR The user cannot control The content is played in
or links that limit the user’s
MULTIMEDIA the progress sequence
control

FIGURE 2: Difference between linear and non-linear multimedia

4.1.5 Medium of delivery
 “Medium of delivery” means the ways to distribute a multimedia
application.
 There are two most common medium of delivery.
 They are:
i. Web-based
ii. CD-based
 For web-based multimedia, the multimedia content will be delivered
through Web pages using the Internet technology. It can only be viewed
using a web browser such as Internet Explorer and Mozilla Firefox.
 For CD-based multimedia, the multimedia content will be delivered in
CD-ROMs. These CD-ROMs are usually used with computers.

4.1.6 Compare and contrast the mediums of delivery
Web-based CD-based
Limited in picture size and low Can store high end multimedia
resolution video elements such as video
Can be changed, damaged or deleted Can be permanently stored and are
by irresponsible individuals not changeable
Information for multimedia can be Information on a multimedia can be
updated easily and its cheaper quickly outdated
TABLE 1: Comparison between mediums of delivery

4.1.7 Multimedia elements



5 Main Elements of
Multimedia

Text Graphics Video Audio Animation

Static elements Dynamic Elements
(Does not move) (Moves)

FIGURE 3: 5 Main Elements of Multimedia

vi. Text
 The most basic element
 Involves the use of text types, sizes, colours and background colour

vii. Graphics
 Graphics help to illustrate ideas through still pictures.
 There are two types of graphics used; bitmaps and vector.
 Bitmaps are real images captured using cameras or scanners
 Vectors are images drawn on the computer

viii.Video
 Videos can be obtained from various sources
 It can be recorded using a digital video camera and transferred to a
computer or created from a photo slideshow and saved in video
format

ix. Audio
 Examples of audio elements are speech, music and sound effects.
 There are two types of audio; analog and digital
 In multimedia, digital audio is used
 We must convert an analog audio into digital audio before using it in
a multimedia application

x. Animation
 Animation is a process of making a static image look like its moving.
 In multimedia, digital animation is used.
 Digital animation can be divided into 2 areas; 2D (2-Dimensional)
and 3D (3-Dimensional) animations.

4.1.8 Standard file formats
 Each of the five elements of multimedia has various standard file
formats.
 File formats can be determined by looking at the file extensions.
 For example, a file named Multimedia.doc has the file extension of .doc.



5 Main Elements of
Multimedia

Text Graphics Video Audio Animation

File File File File File
Full name Full name Full name Full name Full name
extension extension extension extension extension
Microsoft Word Joint Photographic Audio Video
*.doc *.jpg *.avi *.wav Waveform *.swf Shockwave Flash
Document Expert Group interleave
Graphics Musical Instrument Graphics
*.txt ASCII *.gif *.mov Quicktime Movie *.midi *.gif
Interchange Format Digital Interface Interchange Format
Tagged Image File Motion Picture Audio Interchange Animation Swish
*.rtf Rich Text Format *.tiff *.mpeg *.aif/*.aiff *.swi
Format Experts Group File Format Format
Windows Media
*.bmp Bitmap *.wmv *.au Audio
Video
Portable Network Windows Media
*.png *.wma
Graphics Audio
Photoshop
*.psd
Document

FIGURE 4: Standard File Formats of the Multimedia Elements

4.2 Hardware and Software

FIGURE 5: Hardware Used In Multimedia Production

4.2.1 Identifying hardware that can be used to produce multimedia products
i. Scanner
 Used to convert conventional images, texts, drawings and photos into
digital form that can be understood by the computer.
 There are four types of scanners: flatbed scanner, hand held scanner,
sheet-fed scanner and 3D scanner.



FIGURE 6: Types of Scanner

ii. Video camera
 There are two types of video cameras: analog video camera and
digital video camera (DV).
 An analog video camera records video in analog signals on a
magnetic video tape.
 A digital video camera records video in digital signals, which can be
stored in various forms of media, such as digital video tape or
memory cards.

FIGURE 7: Types of Video Camera

iii. Digital camera
 In a digital camera, images are captured and stored in a media card.
 The advantages of having a digital camera is that the images captured
can directly be used in the computer.
 It saves cost as we do not have to buy films and can choose to keep or
delete the pictures in the memory card.



FIGURE 8: Types of Camera

iv. Audio devices
 Audio devices are needed to record analog sound.
 The sounds are then changed into digital sound.
 Examples of devices used for recording sounds or audio are
microphone, sound card and voice synthesizer.

FIGURE 9: Types of Audio Devices

v. Video capture devices
 Video capture devices help to convert analog video to digital video.
The firewire helps to transfer the video from video camera to the
computer.
 They also transfer digital video to the computer so that the data can
be edited or stored.

FIGURE 10: How Video Capture Device Works



4.2.2 Identify editing software that can be used to produce multimedia elements

FIGURE 6: Editing Software Used in Multimedia Production

i. Text editor
 Used to edit plain text
ii. Graphics and image editor
 Used to edit images, draw or illustrate pictures or objects
iii. Audio editor
 Used for voice recording or producing music and special sound
effects
iv. Video editor
 Used to edit video
v. Animation editor
 Used for producing 2D, 3D, special effects and animation for the web

ELEMENTS EDITING SOFTWARE
Text • Notepad
• Microsoft Word
• Open Office Writer
Graphics • Microsoft Paint
• Adobe Photoshop
• Corel Draw
Audio • Sound Recorder
• Sony Sound Forge
• Adobe Audition
Video • Adobe Premiere
• Pinnacle Studio
• Ulead MediaStudio Pro
Animation • Macromedia Flash (2D)
• Asymmetrix 3DFX (3D)
• Magic Morph (special effect)
• Ulead Gif Animator (Web animation)
TABLE 2: Examples of Editing Software



4.2.3 Authoring tools
 Authoring tool is a program that helps you write multimedia applications.
 Authoring tools usually enable you to create a final application by
linking together objects such as a paragraph of text, graphic or a video.
 By sequencing them in an appropriate order, authoring tools can produce
attractive and useful multimedia applications.

4.2.3.2 Define the concepts in authoring tools
i. Time frame concept
 the multimedia elements or events are presented and
organised along a time line
 This type of tool helps users coordinate when each
multimedia element (text, graphics, audio, video or
animation) plays.
 Examples of authoring tools using the time frame concept are
Flash and Director.

FIGURE 7: Time Frame Concept

ii. Icon concept
 The icon concept provides the multimedia developer with a
visual programming approach to sequencing events in the
multimedia application.
 In this concept, elements and events are organised in a
structural framework.
 Users can present visually a logical flow of events by
dragging icons from an icon menu.
 The icon can represent graphics, audio files, animation, text,
movies, and other elements
 These icons represent:
o events such as mouse clicks, key press
o actions to be performed after an event e.g. a transition, a
sound
o routines to perform loops, conditional branches
 Several multimedia authoring tools which use this icon
concept are Authorware and IconAuthor.



FIGURE 8: Icon Concept

iii. Card concept
 The card concept is based on the idea of card stacks
containing graphics, audio, video, text and animation.
 Elements and events in card concept authoring tools are
organised as pages in a book or a stack of cards.
 When card concept authoring tools starts, a blank page is
displayed. Certain objects can be inserted e.g. text, pictures
and buttons.
 By inserting objects into several pages, a multimedia "book''
is eventually created.
 Examples of the card concept in authoring tools are
ToolBook, HyperCard and SuperCard.

FIGURE 9: Card Concept



4.2.4 Web editor
 Web editor is a program that you use to create Web page.
 It can be something as simple as the text editor that came with your
operating system.
 It can be something as simple as the text editor.
 It can also be something that creates the Websites as you point and click
away.

4.2.4.1 Describe and give examples of:
iii. Text-based
 A text-based Web editor is a basic editor where you work
with Hypertext Markup Language (HTML) tags to create a
Web page.
 It can be used to change HTML source codes.
 Using a text-based Web editor requires you to have HTML
knowledge to get started.
 Notepad and PSPad are examples of text-based editors.

FIGURE 10: Examples of Text-based Editors

iv. WYSIWYG
 WYSIWYG stands for What You See Is What You Get.
 WYSIWYG web editors provide an editing interface that
shows how the pages will be displayed in a web browser.
 Using a WYSIWYG editor does not require any HTML
knowledge. It is easier for an average computer user.
 Examples of WYSIWYG web editor are Microsoft FrontPage
and Macromedia Dreamweaver.



FIGURE 11: How WYSIWYG Editor Works

FIGURE 12: Examples of WYSIWYG Editors

4.3 Multimedia Development
4.3.1 User interface principles
 User interface refers to how human can interact with a computer
 In multimedia, the most common type of user interface used is Graphical
User Interface (GUI)
 To create a good user interface, there are several principles that we must
consider

4.3.1.3 State user interface principles
ix. Consistency
 Consistency means the interface design is in harmony and
applies to all screen in a software program.
 The same words or commands perform the same functions
throughout the user interface.



FIGURE 13: Example of Consistency

x. Clarity
 Clarity means that the icons, words or commands are
clearly labeled and easy to understand.
 Users should be able to use relevant icons or graphics to
guide them through the multimedia application.

FIGURE 14: Example of Clarity

xi. Context
 Context means that the content of the multimedia
application should be relevant to its title.
 Ideas must be presented in relation to the title.

xii. Navigation
 Navigation means users can move around or navigate
through the multimedia application easily using the
menus, buttons, links help files or other screens in a
system.



FIGURE 15: Example of Navigation

xiii. Search
 Search means the system enables users to search
keywords or glossary.
 The user interface should have a search function.

FIGURE 16: Example of Search Function

xiv. Personalisation
 Personalisation means the users can make their own
personal or individual learning.
 Users can choose their display options.

FIGURE 17: Example of Personalisation

xv. Learnability
 Learnability means the system provides support
information and help files to make the system easy to
understand.
 Support information is important, especially in helping the
user to use the system.



 The help function should be available to speed up the
interaction for both experienced and inexperienced users.

FIGURE 18: Example of Help Tool

xvi. Flexibility
 Flexibility means a user has the authority to navigate
through all the sections without any limitations.
 For example, the user is allowed to access any of the
lessons, sections and pages of the program.

FIGURE 19: Example of Flexibility

4.3.1.4 Apply suitable user interface principles in a project

4.3.2 Development Team
 A multimedia production team consists of a Project Manager, Subject
Matter Expert (SME), Graphic Artist, Audio-Video Technician,
Instructional Designer and Programmer.

FIGURE 20: Hierarchy of a Multimedia Development Team



4.3.2.2 State the role of each member in development team
i. Project manager
 Define the scope of the project
 Meet and discuss with clients
 Search for financial resources
 Search for equipment and facilities
 Coordinate the production team

ii. Subject matter expert
 Do research on the content of a multimedia program
 Provide content for the multimedia content

iii. Instructional designer
 Decide the best educational strategies and practices to present
the information

iv. Graphics artist
 Develop the graphic elements of the multimedia program such
as backgrounds, buttons, photo collages, animations, 3D
objects and logos.

v. Audio-video technician
 Responsible for recording the voice or audio for the program
 Edits audio files such as sound effects, music and narrations
 Capturing, editing and digitizing videos

vi. Programmer
 Writes the program code or scripts using the authoring tool
 Combines all the multimedia elements into a multimedia
program.

4.3.3 Multimedia production
4.3.3.2 Describe the phases in multimedia production
PHASE 1 PHASE 2 PHASE 3

ANALYSIS DESIGN IMPLEMENTATION

PHASES OF MULTIMEDIA
PRODUCTION

PHASE 6 PHASE 5 PHASE 4

PUBLISHING EVALUATION TESTING

FIGURE 21: Phases of Multimedia Production

i. Phase 1 - Analysis
The Analysis Phase is the main phase of a multimedia production.
Enables multimedia developers to set the focus of the project.
The multimedia developers will identify the project title, problem,
objectives, possible solution and target users.



ii. Phase 2 - Design
 The Design Phase refers to the planning of the design of the
multimedia program to be developed.
 There are two popular tools used in the Design Phase, namely
the Flow Chart and Storyboard.

FIGURE 22: Example of Storyboard

iii. Phase 3 - Implementation
 The multimedia developers will convert a design plan such as
a Storyboard into a multimedia program.
 This is the phase where the multimedia program is produced
using an authoring tool such as Toolbook Assistant 2004.

iv. Phase 4 - Testing
 The Testing Phase begins after the Implementation Phase.
 The Testing Phase involves multimedia developers and does
not involve the users yet.
 The purpose of testing is to ensure that the program runs
correctly without errors.

v. Phase 5 - Evaluation
 Selected users are involved in the evaluation of multimedia
programs.
 Focuses on overall presentation and effectiveness of the
multimedia.

vi. Phase 6 - Publishing
 In the publishing phase, the multimedia contents will be
published so that it can be delivered to the client.
 We have two options of mediums used in delivering
multimedia contents:
o CD-based
o Web-based



TOPICS FOR PROGRAMMING

5.1 Basic Programming Concepts
5.1.1 Define Program and Programming Language.
5.1.2 Levels and Generations of Programming Languages
5.1.3 Programming Language Approaches
5.1.3.1 Structured approach
5.1.3.2 Object-oriented approach
5.1.3.3 Differentiate between structured and object-oriented
5.1.4 Translator
5.1.4.1 Describe translation methods using:
5.1.4.1.1 Assembler
5.1.4.1.2 Interpreter
5.1.4.1.3 Compiler
5.1.5 Basic Elements in Programming
5.1.5.1 Differentiate between constants and variables
5.1.5.2 Differentiate between the data types: Boolean, integer, double, string
and date
5.1.5.3 Differentiate between mathematical and logical operators
5.1.5.4 Differentiate between sequence control structure and selection
control structure (flow chart)

5.2 Program Development
5.2.1 Program Development Phases
5.2.2 Describe the five main phases in program development
i. PHASE 1 - Problem analysis
ii. PHASE 2 - Program design
iii. PHASE 3 - Coding
iv. PHASE 4 - Testing and debugging
v. PHASE 5 - Documentation



5.0 PROGRAMMING
5.1 Basic Programming Concepts
5.1.1 Define Program and Programming Language.
 Program is a series of organized instructions that directs a computer to
perform tasks. It contains a list of variables and a list of statements
that tell the computer what to do with the variables.

 A programming language is a set of words, symbols and codes that
enables humans to communicate with computers.

5.1.2 Levels and Generations of Programming Languages
PROGRAMMING
LANGUAGES

Low-level High-level
Languages Languages

First Generation Second Generation Third Generation Fourth Generation Fifth Generation
(1GL) (2GL) (3GL) (4GL) (5GL)

EXAMPLE(S) EXAMPLE(S) EXAMPLE(S) EXAMPLE(S) EXAMPLE(S)
COBOL
FORTRAN
SQL
BASIC PROLOG
Machine Language Assembly Language NOMAD
COBOL MERCURY
FOCUS
C
C++

FIGURE 1: Levels of Programming Languages

5.1.3 Programming Language Approaches
5.1.3.1 Structured approach
 Uses a top-down design model
 Programs are drawn as rectangles
 The whole program is broken down into modules

5.1.3.2 Object-oriented approach
 A special type of programming approach that combines data with
functions to create objects
 The objects have relationships with one another

5.1.3.3 Differentiate between structured and object-oriented
Structured Object-oriented
Uses top-down design model Uses objects
TABLE 1: Difference between structured and object-oriented

5.1.4 Translator
5.1.4.1 Describe translation methods using:
5.1.4.1.1 Assembler
 A computer program for translating assembly
language into machine language
 Examples of assemblers are MACRO-80 Assembler
and Microsoft MASM.



5.1.4.1.2 Interpreter
 Used to interpret and execute program directly from
its source without compiling it first
 The source code is interpreted and executed in real
time when the user executes it
 The interpreter will read each code, converts it to
machine code and executes it line by line until the
end of the program

5.1.4.1.3 Compiler
 The source code will be converted into machine code
 If the compiler encounters any errors, it records them
in the program-listing file
 A compiled code runs faster than programs based on
interpreted language.

5.1.5 Basic Elements in Programming
Basic elements

Control
Constant Variables Data types Operators
structures

FIGURE 2: 5 Basic Elements in Programming

5.1.5.1 Differentiate between constants and variables
Constants Variables
Characteristics The value will never The value can change anytime during
change during the course the course of the program
of the program
Usage Used when we want to Used to store data that may or will
declare something that change during the running of the
won’t be changed during program
the program execution
TABLE 2: Differences between constants and variables



5.1.5.2 Differentiate between the data types: Boolean, integer, double, string
and date
Data types

Boolean Integer Double String Date

Contains any
type of whole Any number Any value that
Consists either a Any value that
number value value that may contains a
TRUE or FALSE contains date
that does not contain decimal sequence of
value format
have any points characters
decimals

Example: Example: Example: Example: Example:
TRUE 1990 3.142 Kuala Lumpur 30 October 2007
FIGURE 3: Difference between data types

5.1.5.3 Differentiate between mathematical and logical operators
Operators

Mathematical Logical

Performs mathematical Performs logical operation
operations such as addition, such as checking the
subtraction, multiplication and condition of two Boolean
division values

Example: Example:
20 + 25 = 45 A AND B
20 – 15 = 5 C OR D
20 x 15 = 300 NOT E

FIGURE 4: Difference between mathematical and logical operators



5.1.5.4 Differentiate between sequence control structure and selection
control structure (flow chart)

Sequence Control Selection Control Structure
Structure
Usage Used when we want Used when we want to implement decision making process
to execute the codes in the program
line by line
Execution Executes statements Executes different statements for different conditions
flow one by one in linear
or consecutive order
Flow chart Does not use the Uses the decision symbol
decision symbol
BEGIN
BEGIN

STATEMENT 1 Request mark

STATEMENT 2
PROCESS

STATEMENT 3
TRUE Mark >= 50? FALSE

END

Print Print
“Congratulations” “Work harder!”

END

TABLE 3: Difference between Sequence and Selection Control



5.2 Program Development
5.2.1 Program Development Phases
Problem Analysis

Find out the user’s needs
or requirement

Program Design

The programmer designs
the program using a flow
chart

Coding

The programmer starts
doing the coding for the
program

Testing and Debugging
The programmer tests the
program at the user’s site
and performs the
debugging for any errors
found

Documentation
The programmer
completes the
documentation for the
program which includes a
user manual
FIGURE 5: Program Development Phases

5.2.2 Describe the five main phases in program development
vi. PHASE 1 - Problem analysis
 In this phase, a programmer will:
a. Review and define the problem
b. Identify the input
c. Identify process
d. Identify the output
 Usually the programmer will interview the client to know their needs
and requirements

vii. PHASE 2 - Program design
 There are 3 types of designs used. These designs must be done
accordingly. They are:
a. top-down design (to know what are the input, process and output)



MAIN PROGRAM
Student Registration

Input Process Output

Request Verify Students’ Print Students’ Print Error
Students’ Data Data Class Message

FIGURE 6: Example of Top-Down Design

b. pseudo code
BEGIN
Key in students’ data
If all fields are filled Then
Print Class
Else
Print Error Message
End If
END

FIGURE 7: Example of Pseudo Code

c. flow chart (to show the data flow of the program)
BEGIN

Request mark

PROCESS

TRUE Mark >= 50? FALSE

Print Print
“Congratulations” “Work harder!”

END

FIGURE 8: Example of Flow Chart

viii.PHASE 3 - Coding
 This is the phase where the program is written using a computer
programming language
 A programmer will use a program development tool (such as Visual
Basic 6.0) which generates the codes



FIGURE 9: Example of Program Development Tool

ix. PHASE 4 - Testing and debugging
 Before a program or software is released to the client, it must go
through the testing and debugging phase
 This phase is to ensure that the program has no errors
 Testing means to run the program and try all the functions in the
program to make sure that they work accordingly
 Debugging means to correct or repair any errors found
 Usually testing and debugging is done at the client’s site and the
tester will be the client
 There are 3 types of errors:
a. Syntax error
b. Logic error
c. Run-time error
TYPES OF ERROR

SYNTAX ERROR LOGIC ERROR RUN-TIME ERROR

DESCRIPTION DESCRIPTION DESCRIPTION

A syntax error is caused by
A logic error occurs when A run-time error is an error
a wrong spelling in
the actual output does not that occurs while the
command and declaration,
match the expected output. program is running or
case sensitive , punctuation
For example 2+1=3 but the executing. It may cause the
marks and wrong word
program shows 2+1=4. program to stop running.
command.

FIGURE 10: Types of Error and Description

x. PHASE 5 - Documentation
 Documentation refers to any written materials produced during the
program development
 It includes:
a. detailed problem definition
b. program plan (flow chart or pseudo code)
c. comments within the source code



d. testing procedures
e. user manual
 Proper documentation is important because it will help new
programmers to learn the existing program if the program requires
changes in the future



TOPICS FOR INFORMATION SYSTEMS

6.1 Concepts of Information Systems
6.1.1 Definition
6.1.1.1 Give the meaning of:
i. Data
ii. Information
iii. Information Systems
6.1.2 Usage of Information Systems in various fields.
6.1.2.1 State the usage of Information Systems in:
i. Education
ii. Business
iii. Management.
6.1.3 Information Systems components
6.1.3.1 List the Information Systems components:
6.1.3.2 Define each of the Information Systems components
i. Data
ii. Hardware
iii. Software
iv. People
v. Procedure
6.1.3.3 Describe the interrelation between Information Systems components
using a diagram.
6.1.4 Types of Information Systems
6.1.4.1 List FIVE types of Information Systems
6.1.4.2 State the usage of each type of Information Systems
i. Management Information System (MIS)
ii. Transaction Processing System (TPS)
iii. Decision Support System (DSS)
iv. Executive Information System (EIS)
v. Expert System (ES)
vi. Artificial Intelligence (AI)
6.1.5 Hierarchy of data
6.1.5.1 Define:
i. Bit
ii. Byte
iii. Field
iv. Record
v. File
6.1.5.2 State the hierarchy of data

6.2 Software
6.2.1 Definition
6.2.1.1 Define:
i. Database
ii. Database Management Systems (DBMS)
6.2.1.2 List the benefits of using database
6.2.2 Features
6.2.2.1 State the relationship between attribute (field), row (record) and
relation (file)
6.2.2.2 Define:
i. Primary key



ii. Foreign key
6.2.2.3 State the importance of primary key
6.2.2.4 Differentiate between the primary key and foreign key
6.2.2.5 State the importance of relationship between the primary key and
foreign key
6.2.3 Database objects
6.2.3.1 Define the following database objects/tools:
i. Table
ii. Form
iii. Query
iv. Report
6.2.3.2 Identify table, query, form and report as database objects/tools
6.2.4 Data manipulation
6.2.4.1 List the basic operations of data manipulation:
6.2.4.2 State the usage of basic operations in data manipulation
i. Update
ii. Insert
iii. Delete
iv. Retrieve
v. Sort
vi. Filter
vii. Search

6.3 Database development
6.3.1 Phases of Systems Development
6.3.1.1 Describe the phases of systems development
i. Analysis
ii. Design
iii. Implementation
iv. Testing
v. Documentation
vi. Maintenance



6.0 INFORMATION SYSTEMS
6.1 Concepts of Information Systems
6.1.1 Definition
6.1.1.1 Give the meaning of:
iv. Data
 Data includes any text, numbers, images, audio and video that
will provide information on specific things

v. Information
 Information is processed data that are organized, meaningful
and useful.

vi. Information Systems
 A collection of hardware, software, data, people and
procedures that work together to produce quality information.

6.1.2 Usage of Information Systems in various fields.
6.1.2.1 State the usage of Information Systems in:
iv. Education
 Keep track of students’ statistics and grades
 Help students and teachers in online learning and discussion
 Store subject content

v. Business
 Carry out online buying and selling
 Help plan the delivery of goods and services
 Make room bookings and check for the best rates

vi. Management.
 See employee records
 Analyse products, services and product prices
 Process customer orders, organize production times and keep
track of product inventory

6.1.3 Information Systems components
6.1.3.1 List the Information Systems components:
i. Data
ii. Hardware
iii. Software
iv. People
v. Procedure

6.1.3.2 Define each of the Information Systems components
vi. Data
 The raw, unorganised, discrete and potentially-useful facts
and figures that are later processed (manipulated) to produce
information.

vii. Hardware
 The set of hardware used to enter, retrieve and manipulate the
data in the information system.



viii.Software
 A program that consists of series of instructions that tells the
computers what to do and how to do it. In Information
Systems, software is used to convert data into useful
information.

ix. People
 People involved in the process of developing, maintaining and
using the database. These people include systems analyst,
programmer, Manager of Information Systems (MIS) and data
entry operator.

x. Procedure
 A procedure is a series of documented actions taken to
achieve something and it is usually more than a single simple
task. A procedure can be quite complex and involved, such as
performing a backup, shutting down a system, patching
software.

6.1.3.3 Describe the interrelation between Information Systems components
using a diagram.
Data

Hardware
People

Software Procedure

FIGURE 1: Interrelation between Information Systems
components

6.1.4 Types of Information Systems
6.1.4.1 List FIVE types of Information Systems:
i. Management Information System (MIS)
ii. Transaction Processing System (TPS)
iii. Decision Support System (DSS)
iv. Executive Information System (EIS)
v. Expert System (ES) / Artificial Intelligence (AI)

6.1.4.2 State the usage of each type of Information Systems
vii. Management Information System (MIS)
 An information system that generates accurate, timely and
organized information so managers and other users can make
decision, solve problems, supervise activities and track
progress.

viii.Transaction Processing System (TPS)
 An information system that processes data generated from
business transactions; usually used for daily routine



transactions and record-keeping, especially sales, payroll,
reservations, shipping, and worker tracking

ix. Decision Support System (DSS)
 A system that provides data, structured models and ad-hoc
query tools to enable business decision development and
analysis.

x. Executive Information System (EIS)
 An Executive Information System (EIS) is a computer-based
system that facilitates and supports the information and
decision making needs of senior executives by providing easy
access to information relevant to organization’s objectives. It
is commonly considered as a specialized form of Decision
Support System (DSS).

xi. Expert System (ES)
 A type of system that makes decisions or solves problems in a
particular field by using knowledge and analytical rules
defined by experts in the field.

xii. Artificial Intelligence (AI)
 The ability of a computer to perform tasks, such as reasoning
and learning, that human intelligence is capable of doing.

6.1.5 Hierarchy of data
6.1.5.1 Define:
vi. Bit
A binary digit, taking a value of either 0 or 1.

vii. Byte
A unit of measurement of information storage consisting of 8 bits
that represents a single character.

viii.Field
A field holds a single data. For example, a birthdate field that
shows the date of birth of a person in the database.

ix. Record
A group of related fields that provides information about
someone or something in a database. For example, an Employee
record may contain a name field, address field or birthdate field.

x. File
A collection of related records stored on a storage medium.



6.1.5.2 State the hierarchy of data:
 Bit  byte (character)  field  record  file  database

Database

File File

Record Record Record Record

Field Field Field Field Field Field Field Field

Bytes Bytes Bytes Bytes Bytes Bytes Bytes Bytes

Bits Bits Bits Bits Bits Bits Bits Bits

FIGURE 2: Hierarchy of Data

6.2 Software
6.2.1 Definition
6.2.1.1 Define:
iii. Database
A database is a collection of data organized in a manner that
allow access, retrieval and use of that data.

iv. Database Management Systems (DBMS)
A collection of programs that enables us to store, modify, extract
and manage information from a database.

6.2.1.2 List the benefits of using database
i. Data redundancies and inconsistencies are reduced.
ii. Access is restricted to authorized people.
iii. Information can be presented in a variety of formats.
iv. Data filtering is much easier.
v. Data manipulation can be done easily.
vi. Users may share data with one another
vii. Data integrity is preserved because changes in one file are made
in other files as well.

6.2.2 Features
6.2.2.1 State the relationship between attribute (field), row (record) and
relation (file)
i. Data is organized into related tables.
ii. Each table is made up of rows which are called records and
columns which are called fields.
iii. Each record contains fields of information about some specific
item.



Field

Record

FIGURE 3: Fields and Records

6.2.2.2 Define:
iii. Primary key
 A field that uniquely identifies each record in a file.

iv. Foreign key
 A primary key that exist in other tables in order to link the
related tables together.

6.2.2.3 State the importance of primary key
i. Used for the purpose of indexing the tables in a database which
makes it more efficient to:
 search for specific record
 sort the data or
 link tables.
ii. Helps to avoid duplicating records.
iii. Prevents null values from being entered in the unique field.

6.2.2.4 Differentiate between the primary key and foreign key
Primary key Foreign key
Must contain unique values May have duplicate values
Used to uniquely identity each Used to link to a primary key in
record in a table another table
TABLE 1: Differences between primary key and foreign key

6.2.2.5 State the importance of relationship between the primary key and
foreign key
 To enable users to retrieve all the related information from
different tables.
 The primary key of one table becomes a foreign key in other
table.
 A primary key makes creating Queries, Forms and Reports easier.
 A primary key improves data performance by relating a smaller
table into meaningful database.
 By matching a foreign key with primary key, the data does not
need to be entered repeatedly.

6.2.3 Database objects
6.2.3.1 Define the following database objects/tools:



v. Table
 A set of data arranged in rows and columns.

vi. Form
 A form is a type of a database object that is primarily used to
enter or display data in a database.

vii. Query
 An object that requests information from a database and
creates a dataset of the requested information.

viii.Report
 A report is an effective way to present data in a printed
format. Since we have control over the size and appearance of
everything on a report, we can display the information the
way we want to see it.

6.2.3.2 Identify table, query, form and report as database objects/tools

FIGURE 4: Table

FIGURE 5: Query

FIGURE 6: Form



FIGURE 7: Report

6.2.4 Data manipulation
6.2.4.1 List the basic operations of data manipulation:
i. Update
ii. Insert
iii. Delete
iv. Retrieve
v. Sort
vi. Filter
vii. Search

6.2.4.2 State the usage of basic operations in data manipulation
viii.Update
 To correct inaccurate data and to change old data with new
data.

ix. Insert
 To add new records in the file when new data are obtained.

x. Delete
 To remove a record from a file when it is no longer needed.

xi. Retrieve
 To obtain specific information from the tables in order to refer
or make changes to the information.

xii. Sort
 To arrange the records according to ascending or descending
order based on a specified field.

xiii.Filter
 To exclude unwanted records from being retrieved by using
certain condition or criteria in a query.
.
xiv.Search
 To find specific records that fulfills the users’ requirements.

6.3 Database development
6.3.1 Phases of Systems Development



Analysis

Design

Implementation

Testing

Documentation

Maintenance

FIGURE 8: Phases of Systems Development

6.3.1.1 Describe the phases of systems development
vii. Analysis
 In analysis phase, the developer will determine the problem or
understanding the existing system. Several things will be
considered such as users’ wants, needs and requirements in
order to come up with a solution.
viii.Design
 In this phase, the developer will begin to plan the system.
Several things will be considered in this phase such as the
hardware and software requirement, technical specifications
and input and output design.
ix. Implementation
 The purpose of the implementation phase is to construct or
build the new or modified system and then deliver it to the
users. Everything which has been considered and decided in
design phase will be implemented in this phase.
x. Testing
 When the system has been developed, the programmers or
system analysts will perform a program testing. The purpose
of doing the testing is to find any possible errors in the system
and correct them. The errors are usually one of the two types;
syntax error and logic errors. Another type of error will be
the run-time error. Run-time error causes the program to stop
until the problem is resolved.

xi. Documentation
 In the documentation phase, the programmer will prepare all
the documentation on the program. This documentation
includes charts, solution algorithms, test data, program code
listing and user guide. All documents should be made
complete and accurate.
xii. Maintenance
 Keeping the system up to date with the changes in the
organization and ensuring it meets the goals of the



organization by having a help desk to support the system
users, having a team available to aid technical difficulties,
answer questions and implementing changes to the system
when necessary.



References:

1. ICT CD Courseware Notes
2. Shelly Cashman Series – Discovering Computers 2007
3. Various sources from the Internet


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