Ao 1 C Using Software example essay topic

AO 1 a Choosing and describing applications The hardware and software available to me and that I have used in this application are: - Operating System Windows 2000 Professional Hardware Software Processor- Celeron- 1.1 GHz Word Processor- Microsoft Word 2000 Hard Disk- 20 Gb Spreadsheet- Microsoft Excel 2000 Ram- 128 MB Database- Microsoft Access 2000 CD Rom- 52 x Graphics Editing- Microsoft Photo Editor 3.01 & Microsoft Paint 2000 Floppy Disk- 31/2 inch 1.44 MB Desk Top Publishing- Microsoft Publisher 2000 Web Creation / Design- Microsoft Front Page 2000 The different hardware and software I could have used could be: - Different Hardware Different Software A newer operating system e.g. Windows XP Professional, as it has been made user friendly (easier to use) and has a better overall layout compared to previous Windows operating systems. All the software that had been selected and that had been used for this application was adequate for the desired application, the only improvements really needed would be to purchase and use the newest editions of the same software. A better processor could have been used e.g. Pentium 4- 3.1 GHz, would benefit due to a quicker operating speed. Higher capacity hard disk e.g. 80 Gb+, to store higher amounts of data on the computer. A portable saving device could be used instead of a floppy disk e.g. memory stick- 128 MB, as floppy disks can be easily damaged and cant hold lots of data.

A memory stick is also a transferable source of memory so it can be used on other computer to access the saved data. Overall the hardware and software I have used is adequate enough as a minim system requirement, this provides a lower overall cost of the accounts package and equipment needed to produce the payslips. AO 1 b Using hardware I will choose a mouse to help input data and help me scroll around the screen, I will use a (QWERTY) keyboard to input data into the merge field, all the payslips and anything else it is needed for. I will need a base unit containing a hard drive and a floppy disk drive so that I can save my data. I will need a printer to produce all the payslips needed and letters or letterheads. I will also need a barcode reader to read all the sales of the items.

I could also use a scanner to scan in the logo on to the payslip and anything else needed. Input Device Function Scanner The function of the scanner would be to scan in the logo once I had finished it and I could also scan in data into the computer. QWERTY keyboard I will need this to input all the data into the merge field about the employees. And I will input the data about the payslip using that.

Barcode reader I will need this to read the price of the item of clothing sold and the name of the item sold. This would be a future function of the company, as it would not be needed at the moment. Mouse The function of this would be to point and select anything on the screen Scanner The function of the scanner would be to scan in the logo once I had finished it and I could also scan in data into the computer. The advantages of using a barcode reader is that once all the data is programmed in, it is then quick and easy to use but if mistakes are made they could cost you money. Instead of a barcode reader you could just use a till and type in the price marked on a label. A barcode reader is a method of stock control.

The advantages of using a mouse is that it is a quick and easy method to scroll around the screen but the wire could get tangled up, instead of using a normal mouse I could use a cordless mouse because it wouldn't get caught on obstacles. The advantages of using a QWERTY keyboard are that it is cheap to buy and this is the main type of keyboard so it is easy to use because you are used to it, an alternative I could use is a concept keyboard. The advantage of using a scanner is that it is quick and easy to use and are quite cheap to buy. An alternative to a scanner would be a keyboard to type the data in.

The advantages of a base unit are that it is quick and easy to use and can store a lot of data. Instead of a base unit I could store data on a magnetic tape. The advantages of using a floppy disk are that they are cheap and are easy to store data on but a disadvantage is that they can't store much data, an alternative would be a re-writable CD or a memory stick. I have chosen an inkjet printer because it has better quality printouts and is cheaper to buy than a laser printer. An alternative printer I could use is a laser printer, which would be quicker but is more expensive. Inkjet printer meets the task because it can print colour for the logo.

AO 1 c Using software I will use a spreadsheet (Microsoft Excel 2000) to store my main source of data as it will be easy to use for the mail merge application that is to be used for the actual payslip production. This is a particularly good program because various types and amounts of data can be saved under each employees account. I will use a word processor (Microsoft Word 2000) to create the payslips in by using the mail merge tool. This program is especially good for this use because of its ability to use various style of font, colours of font, size of font and ability to change various aspects of a word document by its large array of controls. I will use a graphics editing program (Microsoft Photo Editor 3.01 & Microsoft Paint 2000) these two programs are to be used in conjunction with each other Microsoft Paint is to be used in the designing section of the company logo and using Microsoft Photo Editor to edit and change the visualizations of the logo before it is to be placed into the payslip. Program Advantage Disadvantage Microsoft Excel Can hold lots of data, various types of data, can be used to calculate sums for the payslips and be used for the data source for the mail merge application.

Can take long time to input all of the required data, formulas for sums need to be learnt and entered correctly for it to work. Microsoft Word Perfect for text to be edited in such as letters, stories or other forms of documentation. Vast amount of information, text and images can be put into one document but could have to much memory to save onto a floppy disk. Microsoft Photo Editor Good photo editing program for adapting and editing pictures, photos, etc.

Complicated tools and hard to use if not familiarise d with this type of program. Microsoft Paint An easy to use drawing program for creating almost anything. Lack of drawing tools available to use, basic type of drawing program. AO 1d Inputting data This is all the information I had been given for the data side of the payslip, it was: - o Their name o Job Title o Hours Worked o Rate Per Hour o Piece Work Rate o Garments Produced o Gross Pay o Income Tax o National Insurance o Net Pay The data was given to me in a word document, for ease of archiving, data changing, data entry and processing it was necessary to put the data into a spreadsheet, for this application I used Microsoft Excel as it is a common and easy to use form of spreadsheet / database. The data is then put into the mail merge document with the payslip in and the payslip can then be formed. AO 1 e System output My methods of out put are: - An ink jet printer for normal letters, a special printer for the payslips.

Two different types of output are an inkjet printer and a laser printer. Advantages / Disadvantages Inkjet Printer Laser Printer Advantages They produce a good quality print, and are relatively quite cheap to buy compared to laser printers. Laser printers can print around 8 pages per minute, they are very high quality and running costs are lower than inkjet printers. Disadvantages They are slower than laser printer and more expensive to run. They are very expensive compared to a colour inkjet printer. I think that inkjet printers are better for Future Fashions than laser printers because they are cheaper than laser printers to buy and it would be almost as good quality for cheaper price but if the company had the money then I would get a colour laser printer because they print a lot quicker than inkjet printers.

The inkjet printer would meet the needs of Future fashions because it can print out payslips and letters which will be needed to be sent out to all employees. This would be slower than a laser printer that could be a problem because we would be printing most of the time. The people who will be reading this will be the employees because they will get the payslips. AO 2 a Analysis Test Model Use a Suitable Program Design Logo for Company Font Size Colour Text Style Layout of Model Choice of Hardware & Software 1. Test Model- test the payslip to see if the mail merge works, show this by using screen grabs. 2.

Use a Suitable Program- use familiar, easy to use programs that the client will be able to use. 3. Design Logo for Company- produce a stylish logo constructed to the clients specification fit for the payslip. 4. Font Size- should use an appropriate size font that is clear and easy to understand.

5. Colour- will use an appropriate colour font that is clear and easy to understand. 6. Text Style- must use an appropriate style font that is clear and easy to understand. 7. Layout of Model- the layout of the payslip should be a sensible one that is not too crowded or hard to understand and be built to clients specifications.

8. Choice of Hardware & Software- the hardware and software to be used should be appropriate and capable to perform the desired tasks. Below is a questionnaire that I have produced to make the payslip exactly to the client's specifications and how they would actually like all the final details. If using - Windows (R) 2000 professional o Intel (R) Pentium (R) 133 MHz or higher processor o 64 MB of RAM o 18 MB of available hard disk space o CD-ROM or DVD-ROM drive If using - Windows (R) XP professional o Intel (R) Pentium (R) 233 MHz or higher processor o 128 MB of RAM o 20 MB of available hard disk space o CD-ROM or DVD-ROM drive Name Position Hours worked Garments produced Gross pay Income tax National Insurance Net Pay lb lb lb lb AO 2 b Design, Implementation, Testing Test Expected Result Actual Result The user will enter too many characters in a validated cell. Error messages will pop-up to tell the user what they have done wrong. See printout (part 1) Test to see weather formulas in cells work properly.

Enter simple numbers to check weather the formula works and then the result should be correct. See printout (part 2) To see if the mail merge system will work. Take two screen grabs of the payslip, one before the mail merge has taken place and one after. See printout (part 3 a) & (part 3 b) Cell F 2 is set to format numbers to currency and too two decimal places. The numbers inserted show lb sign and display the figures as a currency value.

See printout (part 4) Lesson Content Comment 1 Logo research Looking at various styles and designs of other company's logos to advertise their business. 2 Designing logo Designing my own logo for "Future Fashions" using some of the styles and characteristics of the others I have researched. 3 Produce questionnaire A suitable and acceptable questionnaire should be produced to cater for all the clients needs. 4 Design payslips Produce some designs that the client can choose the best one from. 5 6 7 8 9 10 11 12 13 14 15 AO 2 c Evaluation, Application and Effects If I did not have a computer I would have found this difficult but I think that I would have still been able to complete the task, if I was to create a payslip with the company's employee's data on then I would use paper, a pen and a calculator, I would have done this by first writing down all the employees details such as the first name, last name, address, postcode and National Insurance number. Then I would write down the pay per hour and the hours that the employee had worked.

I would also write down the garments produced and the Rate per garment. After this I would multiply the pay per hour and the hours worked together then multiply the Garments produced by the Rate per garment then add the two totals together this would give me the Gross pay. Then to deduct the tax I would multiply the Gross pay by 0.25, I multiply the gross pay by 0.25 because the tax is 25%. This will give me the amount, which the employee will have to pay on tax. After I have done this I would need to work out the National Insurance earnings, which I would do by multiplying the gross pay by 0.05 because the National Insurance earnings is 5%. After that I would take the N. I earnings and the Tax away from the Gross pay this will leave the net pay.

I would then have to draw each payslip out with all the employees' data on it. If I did not have a computer it would be more difficult because I would have to write out all the data for each employee, where as if I was using the computer then this would all be done aromatically using mail merge. It would take a very long time to write by hand the entire employee's data on to sheets of paper, using IT is a lot easier. Using my system to produce the payslips each week, or month would be a easier because it is faster and a lot more accurate, there is less to go wrong if I use the system, if I do it manually then I could easily write down a wrong number and end up paying the employee more or less then they should be getting. It would be effective to use the system as I can change the fonts and the sizes and underlining curtain things, I can even create a unique logo, which will hopefully impress the client. If there were new staff at the company this would not affect them this is because the system that I have made is so easy to use that very little training would be required, if not any.

If there was a not computer literate person who had to use the system then they would only need to learn some small things such as how to change the data in the data source, to do this all they would have to do is change what they need to change then highlight all the cells and save the file again, being sure to overwrite the file. I am happy with the use of ICT in my solution because I have made the system so easy to use and anyone would be able to use it. I don't think I could have made the solution any easier but I think I could have added some more information on to the payslip things such as, Pension and holiday / Sick pay. Everything that is on my payslip needs to be there, there is not anything, which I have put in to fill a gap.

It is all necessary. AO 2d Documentation My system is quite easy to use once the basic steps are followed and trained how to use the system. Here are instructions to use my system. Firstly are the system requirements, these have to be available for the stem to be able to run, if they are not the system wont run. The system requirements are as follows: - If using - Windows (R) 2000 professional If using - Windows (R) XP professional o Intel (R) Pentium (R) 133 MHz or higher processor o Intel (R) Pentium (R) 233 MHz or higher processor o 64 MB of RAM o 128 MB of RAM o 18 MB of available hard disk space o 20 MB of available hard disk space o CD-ROM or DVD-ROM drive o CD-ROM or DVD-ROM drive Instructions on how to use system How to install the system 1. Insert the Accounts Package CD into the CD-ROM drive.

(If the CD does not run automatically: Go to START BUTTON, and click RUN and type D: /SETUP) 2. In the Accounts Package window, click install Accounts Package, then click next. 3. In the licence agreement window, click yes to accept the licence agreement. (If you decline, you can not continue the installation). 4.

Click next to confirm owners name and company name. 5. Select a folder into which you want to install Accounts Package, then click next. 6. Check or uncheck the check boxes to place shortcuts for Accounts Package on your computers desktop, and then click next.

7. Click next again to confirm installation settings and for the install to take place. 8. Register your product.

(If you don't want to register now you can do this at a later date). 9. Click yes to view the readme. txt file. Close the readme. txt file when you " re finished reading it. When setup is complete, you are prompted to restart your computer. 10.

Click yes, I want to restart my computer now, and then click finish. Your computer now starts with the selected options active. To view 'How to use the system' view the next sheet which gives instructions on how to do this. AO 3 The benefits of using IT in this context are o Ease of use to enter data for individual employees- no need to re-write a new payslip if it was done by hand o Data can be changed- without needing to recalculate results for pay, hours worked or other relevant information o Payslip is always saved on computer- loss of actual payslip can be replaced easily o Neater way to present the payslip- can be tatty looking and unprofessional if done by hand or other form of production o Quicker to use mail merge- less hassle to produce multiple payslips when few pieces of data needed to be changed. The benefits of using mail merge are that it is easier and simpler to use for the application of a wage slip production package, due to the ability of the function to allow various amounts of data to input for a number of different people the information can be sorted to fill in a payslip for the whole group of employees. Any of the employee's details can be accessed and used at the click of one button whilst using the mail merge tool, so there only needs to be one version of the payslip made and the employees details can be interchanged and printed off one at a time.

This is particularly good because it saves time, as if you had to write out all the payslips by hand it would be hard work, slow and laborious with a less neat outcome to the payslips. This would also have been done with a typewriter before computers had been used for this application, but using a computer has benefits in many ways but the main ones not listed above are: - Large footprint areas before computers had been used, computers have provided less use of room for office and business use, and for this mail merge application only one computer need to be used, instead of lots of people to type up them all. The data can also be saved to the computer itself whilst having an automatic save programmed into the program every five minutes just in case of sudden power failure, for further safety all information can be saved on to a floppy disk or a portable memory stick as well as the hard disk located in the computer itself. Very few people need training to use this system, as it is simple and straight forward to use. Only one person is needed to operate this system and need only basic it skills such as typing, knowledge of how to use a spreadsheet and a word processor, how to save documentation and use the computer in general.

The bad points of using a system like this is that the initial cost of the computer and software itself as well as the accounts package, the disuse of people who originally may have been employed to write or type out the payslips will no longer be needed, which is another disadvantage of having this system. AO 4 Almost all places of work nowadays use ICT in someway, form or application. if ICT was not used information would be written down and stored in large, space consuming folders. This would make extra work for the person who has to make backup files because without a computer they all would have to be written up again and exactly the same by hand. This would be almost impossible to do in a neat fashion, without making mistakes and deterioration of the handwriting (the deterioration of the handwriting part would not apply if it was typed up on a type writer). Therefore using a computer for that reason alone in a place of work is definitely needed. Computers are complex pieces of technology; to use a computer needs great skill and training is almost certainly required to use them properly.

This time taken to train an employee or manager will not go to waste as it has given them a new benefit in being able to use a computer for various tasks and applications that will or may be needed. If a company was to use ICT in their business it would most importantly save them time to produce documentation for mass distribution and give an overall neater and professional outcome to the work produced. It would also save the business money not having to employ lots of people especially to write up or type (on a typewriter) the documentation that needs to be produced, this could be done by one person meaning you may only need to employ one person per business to do all the computer work need for that specific business. Having a computer in a business will also save space in the workplace as there would be no need to keep files full of writing and information as it will all be stored on the computers hard disk. If this is not enough protection over the data and information saved on the computer it can be saved on an external source of memory as well for extra safety on a Floppy Disk, CD-ROM or a Memory Stick, as well as extra safety over data it can be used to load or save the same information onto another computer anywhere else. Jobs may have to be changed by, having more intense training for use with ICT, shorter working hours due to the safety factor of working with ICT, or if working hours are for long periods of time regular breaks for a certain time must be enforced.

This may result in new laws, working standards and employee rights being made part of the law, as not following the health and safety side of ICT can seriously damage a persons health, safety, mental health and physical health.