IPT Task 1 Part B



IPT Task 1, Part BBy #####Table of ContentsIntroduction3Collecting3Organizing5Analyzing6Storing & Retrieving7Processing7Transmitting & Receiving8Nature of Data & Information8IntroductionInformation processes are the process present in an information system that helps it function and complete a desired task, however not all the seven processes are required for an information system to function. These seven information processes are collecting, organising, storing and retrieving, analysing, transmitting and receiving, processing and displaying. All seven of these information processes will be discussed in this document with regard to the information system that I have created which is data base.Collecting 3303905790575Collecting is the information process where the data for the database is collected, which can be done by many different means such as a survey or interviews etc. In the collection of the data for my database, a survey was used. This survey gathers critical information that relates to students performance in school and their Internet usage. The survey uses all appropriate data types and includes a variety of questions that gather data not only on students performance and internet usage, but also the affects of internet usage and the amount of time the student spends doing school work. However there are some issues that may arise from collecting data using a survey, these include Bias of Information, accuracy of information, privacy/confidentiality and copyright. Bias 330390520955In this survey there were mainly 2 types of bias present which are gender and age bias. Gender bias in this survey is present due to the fact that in the amount of people surveyed only 3 out of 20 were girls whereas the rest were boys. This may skew the data towards the opinions and answers of the boys which may be different than girls. Therefore the information acquired is mainly only for boys. As stated above, age bias is also present in the information. This is due to the fact that most of the students surveyed are 16 year of age with only a few exceptions. This survey being based on internet usage and students performance in school will gather different results if handed out to a variety of age groups. This is because some age groups may have the freedom to use the internet a lot more than others; an example of such circumstances would be comparing a student that is 13 years of age to someone who is 17, it may be the case that the student who is 17 has a lot more work and pressure from school thus having to spend less time on the internet would be an option for him/her which can influence the information gathered. 3112770107950Accuracy Accuracy is a way of indentifying how correct a piece of data/information is. How accurate the information is depends on a variety of factors, all which are related to the student who fills out the survey. The accuracy of the information gathered through the survey depends on how accurate the information is that the student give, which depends on how serious he/she is while filling out the survey. Being a survey for teenagers there is no doubt going to be some people who will put down wrong answers on purpose or others who just want to “goof” around. As a result of this, all the surveys were checked in order to make sure that the answers make sense. Therefore the accuracy of the information gathered is quite high but there still may be some room for error regarding information and therefore false trends may be created when analysing the survey’s results or making reports.Privacy/Confidentiality 2368550149225Privacy/Confidentiality deals with the matter of keeping a person’s information locked from the public unless you have their consent not to. There are laws which keep privacy in check and a breach of these can have serious consequences such as going to jail. In my information system which is a database, a person cannot be uniquely identified through his or her information. This is because when the information is gathered through the use of a survey, the student who completes the survey does not need to write down their name or any other information that uniquely identifies them. Another way that privacy is kept in check is through the idea that one student’s survey will never be distributed or shown to any other student and therefore protecting a student’s privacy. This could impact the type of questions that are present on my survey, making it so that questions that are too personal cannot be asked. Copyright 301688541910Copyright is the issue that deals with plagiarism of information for one’s personal gain. Copyright can be breached through many different ways, most of which are ‘copying and pasting’ information. As a way to get around plagiarism there are laws that protects a person’s information so that no one else can copy it and strict penalties such as jail for those who do. Copyright has NOT influenced my survey to much extent except that I would need to be careful when designing my survey. As the topic of my survey has been used many times before, I would have to make sure that the questions in my survey are not copies of questions asked before and that my surveys design is original. The images in my survey may also present some copyright issues as they have been ‘copied’ from the internet and not made by myself. To get around this, recognition must be given to the places where I got my images from through the use of a bibliography. OrganisingOrganising is the process of arranging, representing or formatting data for the use of other information systems. There are many ways of organising information; however the one used by me is called a database. Through the database the results were displayed using graphs and reports but the data needed to be organised further more to be used to display the results.1868805312420How the information was organised First of all the information collected from the survey was organised into a database table with a unique number which identified it. Each column of the table hosted a different question and a data type was used for each question from the survey to make the organisation of that result easier, for example, integers would use the data type of “number”. However the results could not be displayed this way as it is too complicate for the average person to interpret, so parts of this table where then organised into queries which are really easy to interpret and display. A query is organised data that can be used to display results and interpret trends. These organised queries were then imported into Excel, organised into another table and made into a graph. The information was also organised by alphabetical order in each column to make the information easier to understand. Analysing3272790722630Analysing is the process of inspecting, transforming and modelling data with the goal discovering useful information and suggesting conclusions/displaying results. The raw data was gathered through a survey and with 20 surveys it was difficult to interpret the data and find any results that were meaningful. So it had to be analysed.How the data was analysed & transformed into meaningful resultsThere were a few stages to the data analysis which included data requirements, data processing and data cleaning. Data requirements was the stage at which I had to figure out what type of data I wanted for my information system, this could include numerical, text type etc. I would have to make sure that the data was in the correct format and that the data types are what is needed. Data processing was the stage at which the data needed to be processed; this stage is similar to the “Organising” stage mentioned earlier where the data must be put into a table in a format and made into structured data from which you can identify trends and other important points.Data cleaning was the stage at which I had to check if the data was complete, didn’t contain errors, duplicates etc. This is unlike accuracy as accuracy deals with how close to the truth the information is. The Data Cleaning Phase is similar to the “Collecting” phase where accuracy had to be checked; however in the data cleaning phase validity also had to be checked.-23495680720After the Data Cleaning was finished, the data was ready to be transformed into meaningful results through the use of a report and graph. These two elements displayed crucial results such as the relationship between “Internet time and Average Task Percentage” An Example of a GraphStoring & RetrievingThe Storing and Retrieving is an information process deals with the concept that data will always need to be stored if it has to be retrieved and used later. The data should be stored in a way that it can accommodate for a temporary halt in the system, backup and recovery and the transfer of data. How it was Stored & Retrieved 368681059055The data was stored in many different forms so that the probability of losing the data was kept to the minimum. The data was first stored on a Table in Ms Access which allowed for easy access. After that the data was stored in a form also in Ms Access, which makes the probability losing data even less. Therefore if something happens to the table, the form can be used instead and vice versa. As a final mean of Storing, the data was stored on a USB just in case all the data was deleted off Ms Access. This is how the data was stored throughout the assignment. The data was always retrieved from the table, form and Survey but never from the USB due to there being no need. The information was retrieved when there was a need to create the query, report and Charts, with each stage having to retrieve different data. For the query the data was retrieved from the table and for the report and chart it was retrieved from the query.Processing-119380661035Processing is the only information process that changes the existing data, unlike organising where the format of the data was changed and analysing where the validity and other factors were checked. There can be many reasons as to why the data would need to be edited such as a wrong answer on a question in the survey. How I Processed the DataThere were many steps to the processing of the data that I collected from the survey, accuracy of the data was checked in the collecting phase and the validity was checked in the analysing phase, and therefore in this phase I was ready to go and change the data a bit just in case of false or incorrect answers. A few answers were changed in the database table depending on how inaccurate the results were, however the answers were not changed on the survey itself, to maintain an original copy of the answers just in case it turned out that the results on the survey were correct. Also due to there being too many fields in my report, to create a chart I calculated averages of certain data such as a student’s average percentage in School Tasks. Again, this phase is similar to others such as analysing however the major difference is data is changed here. The information from the data was calculated through three separate graphs that identified specific trends. Transmitting and ReceivingTransmitting and Receiving is an information process that allows for the transfer of data between information systems. This information process allows communication between different devices and for this to be successful; it also has to be received. In this section it will be discussed how data can be transmitted and received to another schools IPT class. How it will be transmitted and received There are a few ways that the data could be transmitted to another schools IPT class such as by email as an Ms Access attachment, stored onto an iCloud where the IPT class has access to. The best option would be the one which is most efficient, and according to research an iCloud would be the best option. An iCloud is also more reliable than email as everyone can get access to it whereas for an email, the data would have to be sent to everyone. Fax can also be used to send the data to another IPT class; this is because fax directly sends the data to a printer in the other class. Issues with these methods would be that data would be immediately lost on iCloud is the server crashes for that organisation, for an email the issue could be that the email can easily be deleted and lost of the email server crashes. Issues with fax would be that not many schools would have fax due to new and emerging technologies that are more efficient than Fax. Another method of transmission would be walking to that school and giving each and every person the information; however this would be inefficient and take too much time. Therefore out of all these methods, the best would be iCloud or email as they are the most secure, fast and easy to transmit and use. Nature of Data and InformationImageAn example of an image used was a graph which was used to display particular data that explored particular trends TextText was widely used to display results such as a query, report etc. Text refers to anything that displays data in a text format. Numbers Numerical data was used to display results such as averages as they are a form of numerical data. These numbers were used to create charts which are classified as images. ................
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