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NAME OF PROJECT:

AN INVESTIGATION INTO THE NEW ELECTRONIC


DOCUMENT PREPERATION MANAGEMENT SYLLABUS
NAME OF STUDENT:
CANDIDATE NUMBER:
TERITIARY:
SUBMITTED TO :
DATE OF SUBMISSION:

RAJENDRA PERSAUD
090045
GUYANA
MS BAMFIELD
29TH JANUARY,2013

Table of contents
Content

Page

Introduction

. .

Title of Study

..

Purpose of study ....

Definition of terms ...

Sample of Template ...

Objective 4

6-12

Objective 5

.... 13-17

Objective 6

... 17

Limitations
,,,.. 18
Summary
. 19
Recommendation
..... 20
Appendix
....

21

Introduction
Focus Objectives
Develop skills and competency to use software features to manipulate documents in
accordance with universally accepted standards.
To understand and communicate Electronic Document Preparation and Management
procedures using recognised terminology.
Develop the ability to use acquired knowledge to further enhance personal growth and
skills for career development.

Title of study
An investigation into how the necessary skills and competencies and Electronic Document
Preparation procedures can be used to further enhance personal skill and growth development for
career.

Purpose of study
-To portray a list of skills and competencies that individuals may require in order to use software
features to manipulate documents in accordance with universally accepted standards (APA).
-To present an understanding of communicating Electronic document processing management
preparation procedures alongside recognized terminology .
-To develop the ability to acquired knowledge to further enhancement in personal growth and
skills for career development.

Definition of terms
Emailing - Is the sending of messages electronically from one computer user to one or more
recipients via a network.
Facebook - Facebook is a social networking service that allows persons to communicate
worldwide via the internet.
Skype - Skype is a software application that allows users to make voice calls over the Internet
and also allows users to see each other via a webcam.
Texting - is the act of typing and sending a brief, electronic message between two or more
mobile phones or fixed or portable devices over a phone network.
Terminology - the body of terms used in a subject of study , profession etc.
Internet a global computer network providing a variety of information and communication
facilities , consisting of interconnected networks using standardized networks.
Fax is the exact copy of a document made by electronic scanning and transmitted as data by
telecommunications links
Manipulate - to manage or influence skillfully.
Competencies - having the necessary ability or knowledge to do something successfully.
Microsoft Word is a word processor software designed by Microsoft.
Microsoft Excel -is a spreadsheet application written and distributed by Microsoft.
Microsoft PowerPoint - is a presentation program by Microsoft. It is part of the Microsoft Office
suite.

COMPANY
LOGO

BOLD FONT.

ITALIC

ITALIC
UNDERLINE
FONT.
1 INCH
BORDER.

Vampire Life Inc.


312 Sachi Bazar Street. Prashad Nagar ,Georgetown, Guyana.
Tel: 212 3212 Fax: 212 3211 www.vampirelife.com

Graduation
Committee Members

Annual General Meeting


Held on: 25th July, 2012
On St. Josephs High Schools Patio at 16:00

Scottie Pippen
Coordinator
Mike Jordan
Secretary

B.J Armstrong
Treasurer

AGENDA
1. Welcome
2. Introduction of Committee Members
3. Briefing on Graduation expectations

Kobe Bryant
Prize giving director

4. Matters arising
a. Discussion on prices

Members at large:

1. D .Wade
2. C. Anthony

b. Discussion on selection of Best Graduating Students


c. Presentation on Graduation budget
5. Any other business

3. J.R Smith
6. Arrange/announce details of next meeting
7. Close meeting
You can contact us
on the following
numbers:
592- 223-3211
592- 223-3212
We are available

Objective 4
Develop skills and competencies to use software features to manipulate documents in accordance
with the university accepted standards.
University Accepted Standards
This simply means the work such as assignments or home work must be done at such a high
level that lecturers could accept your work without having any complains and you earn the
highest possible marks for your work.
How you present a document?
When presenting a document may it be Microsoft word or publisher they are certain standards
that must be accepted that is you as the researcher must include footnotes , citation and
bibliography.

Microsoft Word

It's a program called a 'Word Processor'. You can use it for creating documents,
brochures, envelope templates, letters to friends, and you can even print these document as long
as you have a printer.

SAVE ICON THIS


ALLOWS YOU TO
QUICK SAVE.

PASTE SHORTCUT
THAT IS USES WHEN
YOU COPY IMAGES
OR INFORMATION.

BOLD ICON THIS


USED TO MAKE
THE TEXT BIGGER
AND BROADER.

THIS IS USED TO
UNDERLINE ANY TEXT
OR SENENCES THAT YOU
WANT TO .
FONT ICON THIS IS
USED TO CHANGE THE
FONT TO ANY COLOUR
OF YOUR CHOICE.

HIGHLIGHT TEXT
ICON THIS IS USED TO
HIGHLIGHT ANY
COLOUR YOU WANT
TO.

ITALIC THIS IS
USED TO MAKE
THE TEXT SLANT
IN 15 DEGREE
ANGLE TO THE

PAGE
PICTURE THIS ALLOWS
BREAK THIS
YOU TO INSERT AN IMAGE
ALLOWS
FROM A FILE.
YOU OPEN
ANONTHER
COVER PAGE ALLOWS YOU TO
WORD ART THIS
CREATE A COVER PAGE WITH
ALLOWS YOU TO
ALL THE NECESSARY
ADD CREATIVE
INFORMATION.
TEXT TO YOUR

BLANK PAGE
ALLOWS YOU OPEN
A BLANK PAGE IN
THE SAME
DOCUMENT.

CHARTS THIS ALLOWS


YOU ADD DATA TO
ILLUSTRATE
INFORMATION.

SHAPE THIS ALLOWS


YOU TO INSERT A
PARTICULAR SHAPE.

THIS ALLOWS YOU


TO CHANGE THE
PAGE TO
LANDSCAPE OR
PORTRAIT
MARGINS THIS SETS THE
MARIGN OR BORDER
AROUND THE WHOLE
DOCUMENT OR SECTION
OF THE DOCUMENT.

PAGE COLOUR THIS


ALLOWS YOU TO
CHANGE THE PAGE
COLOUR TO ANY
COLOUR OF YOUR
CHOICE.

PAGE BORDER THIS


ALLOWS YOU TO ADD A
BORDER TO YOUR
DOCUMENT IT CAN BE
LINES ,FRUITS OR
ANIMALS.

Microsoft Excel

Excel is an electronic spreadsheet program that can be used for storing,


organizing and manipulating data.

MERGE AND CENTRE


THIS JOINS ALL THE
SELECTED CELLS
INTO A LARGER ONE
AND CENTRE THE

INSERT THIS
ALLOWS YOU TO
INSERT
ROWS,COLLUNS OR

WARP TEXT MAKES ALL THE


CONTENT AVAILBLE BY
MAKING IT VISIBLE IN A NEW
CELL

FORMAT AT TABLE THIS QUICKLY


ALLOWS YOU TO FORMAT A RANGE
OF CELLS AND CONVERT TO A CELL

GENERAL ICON THIS


SHOWS HOW
VALUES IN A CELL
ARE ARRANGED
EXAMPLE

FORMART ICON THIS


ALLOWS YOU TO CHANGE
THE ROW ,HEIGHT,
COLLUMN OR SHEET OR
PROTECT THE SHEETS

PIVOT TABLE ICON


THIS MAKES ALL THE
WORK THAT YOU
HAVE DONE EASY BY
CREATING A

GRAPH ICON THIS


ALLOWS YOU TO ADD
DIFFERENT GRAPH TO
ILLUSTRATE DIFFERENT
INFORMATION.

SCREENT SHOT
ICON THIS
ALLOWS YOU TO
TAKE PICTURES
NOT ASSIGNED
SLICER ICON THIS ALLOWS
YOU TO FILTER DATA
INTERACTIVELY

Microsoft PowerPoint

This enables the user to create dynamic, informational slides through the use of
text, graphics, and animation. Slide presentations created with the software are often displayed
on projection screens for business, training, or educational presentations.

LAYOUT ICON THIS


CHANGES THE
LAYOUT OF THE
EACH SLIDE.

NEW SLIDE ICON


THIS ALLOWS YOU
TO ADD A NEW
SLIDE TO THE NEW
TAB.
RESET ICON THIS
RESETS THE
POSISTION AND
SETTING OF REACH
SLIDE.

SECTION ICON THIS


DIVIDES YOUR WORK
INTO DIFFERENT
SLIDES.

PIVOT TABLE
ICON CLICK
HERE TO
SUMMARISE
DATA USING A
PIVOT TABLE.

DATE AND TIME


ALLOWS YOU TO ADD
DATE AND TIME TO A
PRESENTATION.

PHOTOS ICON
ALLOWS YOU TO
CREATE A
PRESENTATION
BASES UPON
PICTURES.

REFLECTS THE
POSITION OF THE
SLIDE IN THE
PRESENTATION

VIDEO THIS
INSERT AN
ANIMATED CLIP
ART.

SOUND INSERT A
RECORED SOUND
FROM A
MICROPHONE OR
CD.

BACKGROUNT STYLE
THIS ALLOWS YOU
TO CHANGE THE
STYLE OF THE
THEME.

THEME THIS
ALLOWS YOU TO
CUSTOMIZE YOUR
SLIDE WITH
DIFFERENT
CCOLOURS AND

TRANSITIONS THIS
ALLOWS YOU TO
CHANGE THE STYLE OF
WHICH YOU SLIDES
WILL BE IN.

TRANSITION
SOUND THIS
ALLOWS YOU
APPLY A SOUND
TO THE SLIDE.

TIMING THIS ALLOWS


YOU TO CHANGE OR
SET A SUITABLE TIME
TO CHANGE THE SLIDE
OR BY A CLICK OF THE
MOUSE.

Objective 5
To understand and communicate Electronic Document Preparation Management Procedures
using recognized terminology.
Communication using recognized terminology can be presented through:

Mozilla Firefox
Faxing
Texting
Facebook
Skype
Emailing

Mozilla Firefox

Is a free and open source web browser developed for Microsoft Windows,
OS X and Linux (including Android) coordinated by Mozilla Corporation and Mozilla
Foundation.
Advantages
Yeah, better security....
Tabbed browsing.
Browse faster.
Site-specific options.
Extension system enhancements(plug-in).
Updated browser appearance.
Changeable Skin.
Find Toolbar, Software Update, Search enhancements.
Accessibility compliance.
Session Restore.
Download resuming across browser sessions, detection of signed executable.
Search service.
Disadvantages
Slow start-up time.
Use more memory than other browsers.

Certain websites do not render as expected in Firefox.


Mozilla Firefox does not provide an MSI package.

Faxing

A fax machine is used to send documents instantly to another fax


machine through a standard telephone line. Most fax machines can also be used to make copies
of documents, and some can also be used as a computer printer and scanner.
Advantages
You only need a fax and a telephone line to be able to fax
- It is easier to fax a letter, than dictating it over the phone
- It is fast and you only depend on your telephone provider
- It does not cost you more than the normal phone costs per minute
- The receiving party will have a physical paper, for example with your signature, which you
could not give by phone
Disadvantages:
- The receiving party should have a fax
- The receiving party will have a physical paper, not a digital copy with which most companies
work with nowadays
- E-mail is faster in general, but with sending an e-mail you depend on more parties than with
sending a fax (various mail servers).

Texting

Text messaging, or texting, is a way to send information to and from


cellular and smart phone devices. Messages can be sent as text (Short
Message Service or SMS), or pictures, video, and audio (Multimedia Messaging Service or
MMS). A text message can be sent to individual mobile phones or multiple phones.

Advantages
- You can send quick messages easily.
- If you're not able to talk out loud, texting provides a solution.
- You can store texts, so you can re-look at details for outings, etc.
- Fairly cheap, especially if on contract.
- Easier to text someone if you're not confident about speaking on the phone.
Disadvantages:
- Long text messages cost more money than a short text.
- Can be difficult for some people to work out how to send a text message.
- Could be argued that it is making spoken conversation a lost art, as no one wants to make an
actual phone call -anymore.
- Sometimes take a while to arrive at the other phone if the network is busy.

Skype

Is a program you can download to add friends so you either type chat or
video chat with them, if you have Skype credits you can also call land line phones with this
program.

Advantages
- First of all, it gives features that allow multiple Skype users to be online at the same time on
the same broadband connection
- It gives the ability to make voice conferences (many users at a time), a feature not yet
introduced by its competitors
- It has the Skype Out option allows Skype users to call traditional telephone numbers, including
mobile telephones, for a fee.
- All its features are either free or very cheap which is encouraging for its users and potential
users.
- Call quality is stated to be superior to other computer based VoIP software clients.
- Skype is getting much popularity and has a helpful community of users.
- It is easy to install with its wizard.

Disadvantages
-Target for hackers.
- No peer review. Open encryption schemes, have been submitted to rigorous review by industry
experts and have been deemed unbreakable. Skype has never been through such open
criticism and review; this disturbs some security experts.
- Rapid spread of malicious files. The closed community (Skype users can only talk to Skype
users) and closed encryption and protocols may allow for the rapid spread of virus and other
malicious content.
- Skype provides an uncontrolled registration system for users: registration requires no proof (in
means of state-issued ID card) of the identity of the user. This works two ways: you can use the
system safely without revealing your real-life identity to other users of the system, but on the
other hand you have no guarantees that the person you communicate with is the one they say
they are in real life.

Emailing

The purpose of an emailing is so you can message people online documents


and pictures worldwide also you can receive emails from other persons.

Advantages
-Emails are easy to use. You can organize your daily correspondence, send and receive electronic
messages and save them on computers.
-Emails are fast. They are delivered at once around the world. No other form of written
communication is as fast as an email.
-The language used in emails is simple and informal.
-When you reply to an email you can attach the original message so that when you answer the
recipient knows what you are talking about. This is important if you get hundreds of emails a
day.
-It is possible to send automated emails with a certain text. In such a way it is possible to tell the
sender that you are on vacation. These emails are called auto responders.
-Emails do not use paper. They are environment friendly and save a lot of trees from being cut
down.
-Emails can also have pictures in them. You can send birthday cards or newsletters as emails.
-Products can be advertised with emails. Companies can reach a lot of people and inform them in
a short time.

Disadvantages
-Emails may carry viruses. These are small programs that harm your computer system. They can
read out your email address book and send themselves to a number of people around the world.

-Many people send unwanted emails to others. These are called spam mails. It takes a lot of time
to filter out the unwanted emails from those that are really important.
-Emails cannot really be used for official business documents. They may be lost and you cannot
sign them.
-Your mailbox may get flooded with emails after a certain time so you have to empty it from
time to time.

Objective 6
Develop the ability to use acquired acknowledge to further enhance personal skills and growth
development for career.
Clerical Assistant: A clerical assistant is a person who provides an administrative assistance to an
office key responsibilities including filing and sending mail.
Administrative Assistant: An administrative assistant is the bosss primary assistant, she types
and composes part of her supervisors correspondence, take many of his calls and keep his
appointments up to date.
System Analysis: A system analyst is responsible for researching, planning, coordinating and
recommending software and system choices to meet an organizations business requirements.
Computer operator :a computer operator is the person responsible for the monitoring and
controlling of computer systems especially mainframe computer systems in a company or
organisation.
Receptionist: a receptionist is an employee taking an office support position . The work is
usually performed in a waiting area such as a lobby or front desk of an organisation or business

SECTION 2
Communication devices
A communication device is a peripheral used for communication between the computers and
other devices.
Examples
Modem: Modulator/demodulator
A modem is a electronic device that allows the user to use the internet in their own home. If a
router is connected to a modem, many nodes can be connected to the same network.
ISDN Card
Integrated Services Digital Network (ISDN) is a set of communication standards for
simultaneous digital transmission of voice, video, data, and other network services over the
traditional circuits of the public switched telephone network
DSL/ADSL Card
Is a network device, often located in the telephone exchanges of the telecommunications
operators. It connects multiple customer digital subscriber line (DSL) interfaces to a high-speed
digital communications channel using multiplexing techniques.
Network Card (Ethernet card, LAN card).
A network card acts as the interface between a computer and a network cable. The purpose of the
network card is to prepare, send, and control data on the network.
Communication media
Communication media are the physical components through which the communication devices
transmit data. .
Examples
Cables
A cable is most often two or more wires running side by side and bonded, twisted or braided
together to form a single assembly. They can either be coaxial or fiber -optic cable they are used
in establishing different bandwidth channels.

Terminals
Is an electronic or electromechanical hardware device that is used for entering data into, and
displaying data from, a computer or a computing system.

Difference
A communication device is an electrical machine built to transfer information through
communication media. For example a communication device could be a cellphone or a network
interface card or a simple phone or a radio. The communication media is showing through where
the information travels to get to its destination, for example through air, or copper, or an optic
fiber cable.

Application Software
Application software is a defined subclass of computer software that employs the capabilities of
a computer directly to a task that the user wishes to perform.

Types and usage


Word Processing Software: This software enables users to create and edit documents. The most
popular examples of this type of software are MS-Word, WordPad and Notepad among other
text editors.
Database Software: Database is a structured collection of data. A computer database relies on
database software to organize data and enable database users to perform database operations.
Database software allows users to store and retrieve data from databases. Examples are Oracle,
MS Access, etc.
Spreadsheet Software: Excel, Lotus 1-2-3 and Apple Numbers are some examples of spreadsheet
software. Spreadsheet software allows users to perform calculations using spreadsheets. They
simulate paper worksheets by displaying multiple cells that make up a grid.
Multimedia Software: They allow users to create and play audio and video files. They are
capable of playing media files. Audio converters, audio players, burners, video encoders and
decoders are some forms of multimedia software. Examples of this type of software include Real
Player and Media Player.
Presentation Software: The software that is used to display information in the form of a slide
show is known as presentation software. This type of software includes three functions, namely,
editing that allows insertion and formatting of text, methods to include graphics in the text and a
functionality of executing slide shows. Microsoft PowerPoint is the best example of presentation
software.

Enterprise Software: It deals with the needs of organization processes and data flow. Customer
relationship management or the financial processes in an organization are carried out with the
help of enterprise software
Information Worker Software: Individual projects within a department and individual needs of
creation and management of information are handled by information worker software.
Documentation tools, resource management tools and personal management systems fall under
the category of this type of application software.
Educational Software: It has the capabilities of running tests and tracking progress. It also has the
capabilities of a collaborative software. It is often used in teaching and self-learning. Dictionaries
like Britannica and Encarta, mathematical software like Matlab and others like Google Earth and
NASA World Wind are some of the well-known names in this category.
Simulation Software: Used to simulate physical or abstract systems, simulation software finds
applications in both, research and entertainment. Flight simulators and scientific simulators are
examples of simulation software.
Content Access Software: It is used to access content without editing. Common examples of
content access software are web browsers and media players.
Application Suites: An application suite is an important type of application software. It consists
of a group of applications combined to perform related functions. OpenOffice.org and Microsoft
Office are the best examples of this type of application software. These application suites, as you
know, come as bundles of applications like word processors, spreadsheets, presentation software,
etc. Applications in the suite can work together or operate on each other's files.
Software that aid Engineering and Development of Products: These software are used in the
design and development of hardware and software products. Integrated development
environments (IDE) and computer language editing tools falls under this type of application
software. Interestingly, software products are developed using other software, and software
communicate with one another through software. Application programming interfaces which aid
the communication of two or more software, are examples of this application software type.

Operating Software
An operating system, or OS, is a software program that enables the computer hardware to
communicate and operate with the computer software. Without a computer operating system, a
computer would be useless.

Types and uses


GUI - Short for Graphical User Interface, a GUI Operating System contains graphics and icons
and is commonly navigated by using a computer mouse. Some examples of GUI Operating
Systems.
System 7.x
Windows 98
Windows CE
Multi-user - A multi-user operating system allows for multiple users to use the same computer at
the same time and different times. Some examples of multi-user operating systems.
Linux
Unix
Windows 2000
Multiprocessing - An operating system capable of supporting and utilizing more than one
computer processor. Some examples of multiprocessing operating systems.
Linux
Unix
Windows 2000
Multi -tasking - An operating system that is capable of allowing multiple software processes to
run at the same time. Some examples of multitasking operating systems.
Unix
Windows 2000
Multithreading - Operating systems that allow different parts of a software program to run
concurrently. Operating systems that would fall into this category are:
Linux
Unix
Windows 2000
Troubleshooting
Common questions and answers to operating systems in general can be found on the below
operating system question and answers. All other questions relating to an operating system in
particular can be found through the operating system page.
Linux and Variants
Mac OSMS-DOS
IBM OS/2 Warp

Unix and Variants


Windows CE
Windows 3.x
Windows 95
Windows 98
Windows 98 SE
Windows ME
Windows NT
Windows 2000
Windows XP
Windows Vista
Windows 7
What is the most common operating system ?
The most common operating software is Windows .
Microsoft Windows is an operating system designed to make computers user-friendly. Microsoft
Windows is an operating system for computers. It acts as an interface between the hardware and
the user. The purpose of Windows is to improve on previous operating systems

What is the most common application software?


The most common application software is Microsoft Suite. Generally Microsoft Office is a set
of programs that are used for office work. This is application software is used to create better
documents , brochures, flyers etc.

Limitations
Although this School Based Assessment (SBA) was successful the researcher had encountered a
lot of problems such as:
-The gathering of the information for the project was quite easy, but the typing and editing of the
information was very time consuming.
-The researcher also had a small problem understanding the concept of what the project was
about but the teacher then gave the researcher a explanation of the assignment in her spare tine.
.

Summary
In conclusion to the School Based Assessment (SBA), it portrays the skills and knowledge
required for the usage of computer software features alongside its importance in Electronic
Document Preparation Management (EDPM). In present times, technology is expanding at a
rapid rate and more jobs are now requiring that you are computer literate. Additionally this
project also presents an understanding in communicating (EDPM) using recognized terminology.
So this school based assessment (SBA) assists in the distribution of knowledge to youths.

Recommendation
The researcher would recommend:
-The researcher would also recommend that a longer submission date shouldve been given.

Bibliography
http://www.cavsi.com/questionsanswers/what-is-communication-device/
http://wiki.answers.com/Q/What_is_communication_media
http://answers.yahoo.com/question/index?qid=20070326150502AABdgkI
http://answers.ask.com/Computers/Networking_and_Security/what_is_a_modem_used_for
http://en.wikipedia.org/wiki/Integrated_Services_Digital_Network
http://en.wikipedia.org/wiki/Digital_subscriber_line_access_multiplexer
http://whatismyipaddress.com/broadband-modem
http://en.wikipedia.org/wiki/Computer_terminal
http://www.sciencedaily.com/articles/a/application_software.htm
http://www.buzzle.com/articles/different-types-of-application-software.html

http://www.computerhope.com/os.htm

Appendix

Picture of Microsoft Excel

(http://ocgoodwill.org/content/images/emailing/connect/connect_main.jpg)
Picture of someone emailing

(http://ez-download.com/mozilla-firefox/images/product_image_1a.png)
Picture of Mozilla Firefox

Picture of Microsoft Word

http://www.danablankenhorn.com/2011/10/skype-makes-its-software-insecure.html

http://news.anu.edu.au/files/2012/02/keyboard1600.jpg

http://www.opensecrets.org/news/texting.jpg

http://www.888voip.com/wp-content/uploads/2009/11/faxmachine.jpg