Topic 4 – Unit 1 - ICT-IAL IT systems

4.1 Systems design

4.1.1 Understand the concept of an IT system:
 Hardware
Information systems hardware is the part of an information system you can touch –
the physical components of the technology. Computers, keyboards, disk drives,
iPads, and flash drives are all examples of information systems hardware.
 Software
Software is a set of instructions that tells the hardware what to do. Software is not
tangible – it cannot be touched. When programmers create software programs, what
they are really doing is simply typing out lists of instructions that tell the hardware
what to do. There are several categories of software, with the two main categories
being operating-system software, which makes the hardware usable, and application
software, which does something useful. Examples of operating systems include
Microsoft Windows on a personal computer and Google’s Android on a mobile
phone.
Data
The third component is data. You can think of data as a collection of facts. For
example, your street address, the city you live in, and your phone number are all
pieces of data. Like software, data is also intangible. By themselves, pieces of data
are not really very useful. But aggregated, indexed, and organized together into a
database, data can become a powerful tool for businesses. In fact, all of the
definitions presented at the beginning of this chapter focused on how information
systems manage data. Organizations collect all kinds of data and use it to make
decisions. These decisions can then be analyzed as to their effectiveness and the
organization can be improved. Chapter 4 will focus on data and databases, and their
uses in organizations.
 Processes
The last component of information systems is process. A process is a series of steps
undertaken to achieve a desired outcome or goal. Information systems are becoming
more and more integrated with organizational processes, bringing more productivity
and better control to those processes. But simply automating activities using
technology is not enough – businesses looking to effectively utilize information
systems do more. Using technology to manage and improve processes, both within
a company and externally with suppliers and customers, is the ultimate goal.
Technology buzzwords such as “business process reengineering,” “business
process management,” and “enterprise resource planning” all have to do with the
continued improvement of these business procedures and the integration of
technology with them.
 People.
When thinking about information systems, it is easy to get focused on the technology
components and forget that we must look beyond these tools to fully understand how
they integrate into an organization. A focus on the people involved in information
systems is the next step. From the front-line help-desk workers, to systems analysts,
to programmers, all the way up to the chief information officer (CIO), the people
involved with information systems are an essential element that must not be
overlooked.

*NOT VERY IMPORTANT

The Creators of Information Systems
Systems Analyst
The role of the systems analyst is to straddle the divide between identifying business
needs and imagining a new or redesigned computer-based system to fulfil those
needs. This individual will work with a person, team, or department with business
requirements and identify the specific details of a system that needs to be built.
Generally, this will require the analyst to have a good understanding of the business
itself, the business processes involved, and the ability to document them well. The
analyst will identify the different stakeholders in the system and work to involve the
appropriate individuals in the process.
To become a systems analyst, you should have a background both in the business
and in systems design. Many analysts first worked as programmers and/or had
experience in the business before becoming systems analysts.
Programmer
Programmers spend their time writing computer code in a programming language. In
the case of systems development, programmers generally attempt to fulfill the design
specifications given to them by a systems analyst. Many different styles of
programming exist: a programmer may work alone for long stretches of time or may
work in a team with other programmers. A programmer needs to be able to
understand complex processes and also the intricacies of one or more programming
languages. Generally, a programmer is very proficient in mathematics, as
mathematical concepts underlie most programming code.
Computer Engineer
Computer engineers design the computing devices that we use every day. There are
many types of computer engineers, who work on a variety of different types of
devices and systems. Some of the more prominent engineering jobs are as follows:
Hardware engineer
A hardware engineer designs hardware components, such as microprocessors.
Many times, a hardware engineer is at the cutting edge of computing technology,
creating something brand new. Other times, the hardware engineer’s job is to
engineer an existing component to work faster or use less power. Many times, a
hardware engineer’s job is to write code to create a program that will be
implemented directly on a computer chip.
Software engineer
Software engineers do not actually design devices; instead, they create new
programming languages and operating systems, working at the lowest levels of the
hardware to develop new kinds of software to run on the hardware.
Systems engineer
A systems engineer takes the components designed by other engineers and makes
them all work together. For example, to build a computer, the mother board,
processor, memory, and hard disk all have to work together. A systems engineer has
experience with many different types of hardware and software and knows how to
integrate them to create new functionality.
Network engineer
A network engineer’s job is to understand the networking requirements of an
organization and then design a communications system to meet those needs, using
the networking hardware and software available.
Information-Systems Operations and Administration
Computer Operator
A computer operator is the person who keeps the large computers running. This
person’s job is to oversee the mainframe computers and data centers in
organizations. Some of their duties include keeping the operating systems up to
date, ensuring available memory and disk storage, and overseeing the physical
environment of the computer. Since mainframe computers increasingly have been
replaced with servers, storage management systems, and other platforms, computer
operators’ jobs have grown broader and include working with these specialized
systems.
Database Administrator
A database administrator (DBA) is the person who manages the databases for an
organization. This person creates and maintains databases that are used as part of
applications or the data warehouse. The DBA also consults with systems analysts
and programmers on projects that require access to or the creation of databases.
Help-Desk/Support Analyst
Most mid-size to large organizations have their own information-technology help
desk. The help desk is the first line of support for computer users in the company.
Computer users who are having problems or need information can contact the help
desk for assistance. Many times, a help-desk worker is a junior-level employee who
does not necessarily know how to answer all of the questions that come his or her
way. In these cases, help-desk analysts work with senior-level support analysts or
have a computer knowledgebase at their disposal to help them investigate the
problem at hand.
Trainer
A computer trainer conducts classes to teach people specific computer skills. For
example, if a new ERP system is being installed in an organization, one part of the
implementation process is to teach all of the users how to use the new system. A
trainer may work for a software company and be contracted to come in to conduct
classes when needed; a trainer may work for a company that offers regular training
sessions; or a trainer may be employed full time for an organization to handle all of
their computer instruction needs.
Managing Information Systems
CIO
The CIO, or chief information officer, is the head of the information-systems function.
This person aligns the plans and operations of the information systems with the
strategic goals of the organization. This includes tasks such as budgeting, strategic
planning, and personnel decisions for the information-systems function. The CIO
must also be the face of the IT department within the organization.
Functional Manager
As an information-systems organization becomes larger, many of the different
functions are grouped together and led by a manager. These functional managers
report to the CIO and manage the employees specific to their function.
Project Managers
Information-systems projects are notorious for going over budget and being
delivered late. In many cases, a failed IT project can spell doom for a company. A
project manager is responsible for keeping projects on time and on budget.
Information-Security Officer
An information-security officer is in charge of setting information-security policies for
an organization, and then overseeing the implementation of those policies. This
person may have one or more people reporting to them as part of the information-
security team.
IT system

Information systems
Transaction Processing Systems
A TPS is a software that ensures the completion of a business transaction and also
keeps track of transactions.
Bills Stock Recipts
Management Information Systems
MIS (management information systems) is the department controlling hardware and
software systems used for business-critical decision-making within an enterprise.
Provide info to right person with right info at right time, it will be mostly well
scheduled.
Executive Information Systems
Specialised information system used to support senior-level decision making.
Like for CEO with millions of employees
◦ Decision Support Systems
A Decision Support System, or DSS, is a specialized information system specifically
designed to facilitate the decision making process in the operations of organizations.
Compared to other types of information systems, a DSS is typically used when a
problem is unstructured or when circumstances are difficult to predict.
Control systems
Central heating systems
Vehicle management systems
Robotic systems
Security systems

Communications systems
Email
Video conferencing
Voice over IP (VOIP)
Expert Systems and Neutral Networks ◦ medical diagnosis
Engine diagnosis
Financial advice and transactions (robo trading)
Rendering text to speech
Image recognition

4.1.2 Understand how to decompose a system into smaller sub-systems and

components.
Subsystem decomposition is the process of decomposing the system into smaller
subsystems in order to easily understand the design and maintain the system. Our
system decomposed into two categories such as client and server subsystems. They
are going to use http protocol to communicate with each other. The client side is
going to have an interface to interact with the system.

*Not Complete
4.1.3 Be able to design IT systems, from individual components and sub-
systems, to meet specified requirements.

*Exam Questions looks enough

4.1.4 Understand the concept of ‘fitness for purpose’ when evaluating
systems.
Used informally to describe a process, configuration item, IT service, etc., that is
capable of meeting its objectives or service levels. Being fit for purpose requires
suitable design, implementation, control, and maintenance.
A database is deemed fit for purpose if it meets the requirements determined at the
analysis stage.

The functional requirements and query test results can be used to decide if a
database solution is fit for purpose.

If the database is not fit for purpose, it will be necessary to revisit previous phases of
the development process.

Exam Type Questions

6. In the country of Varma Loko, main roads often run through small villages.
The Transport Ministry has installed a traffic management system in each
village.
One crossroads in each village has a set of traffic lights controlling the main
road and the side roads. The system is controlled by a computer.
These are the system requirements.
• The default setting is for the lights on the main road to be green (go) and the
lights on the side roads to be red (stop).
• Proximity and speed sensors are used to detect the two conditions for when
the lights will change.
The conditions are:
• when a vehicle stops at a red light on the side road
• when a vehicle enters the village on a main road over the speed limit.
• An emergency vehicle can send a radio signal to change the lights.
• The lights reset to the default setting after a set time.
• If a vehicle moves past a red light on any road, a digital camera takes a photo
and uploads it to the local police headquarters via the internet.
(a) Complete the diagram to show a network design that will meet these
requirements.
You only need to show devices and connections for the lower side road and
the right-hand part of the main road.
You should:
• represent a cable connection by a solid line
• represent a wireless connection by a line of dashes
• represent network components by a labelled box or symbol
• include appropriate network components in the control box.
(10)

The diagram shows the functionality – the location of particular devices may vary.
Allow radio signals for connecting devices as long as a receiver is included.
Award one mark for each item to a maximum of ten marks:
a) microprocessor / processor / embedded computer in control box / server /
computer
b) modem / router in control box / attached or wired to the box
c) timer / clock in box or from internet
d) microprocessor (or device credited in (a)) connects to Internet via router/modem
e) red light / traffic camera on main/side road
f) red light sensor identified, motion (radar, camera)
g) speed sensor on main/side road (radar, camera) (must be at entrance to the
village)
h) appropriate vehicle sensor on side road, proximity (pressure, radar, induction
loop, camera)
i) radio receiver
j) wireless signal to radio receiver (vehicle is not needed for the mark)
k) all sensors, lights, cameras and radio receiver connect to switch
Allow software based clock / timer for(c) 10
Note:
Where sensors are not labelled the mark can be awarded if:
• a sensor is placed near the traffic lights (f)
• one or more sensors are placed at the entrance to the village (g).
(h) can only be awarded if it is clearly positioned on a side road
A railway museum consists of two buildings and several outdoor exhibition
spaces.
The museum layout is shown in Figure 2.

Figure 2
The engine shed, and outdoor exhibition spaces contain a variety of railway-
related items.
The museum wants a new network to provide extra facilities for visitors.
The design brief states that the network must:
● provide Wi-Fi for visitors
● have interactive touch screens in the engine shed and outdoor exhibition
spaces
● allow museum staff to control the screens from the museum offices
● allow the content being displayed to be altered from the museum offices
● be robust and have minimum risk of outside interference.
(a) Draw and label a network diagram that will meet the design brief.
Represent a wireless connection by a line of dashes.
Represent a cable connection by a solid line.
Indicate the cable type(s) to be used.
Use this simplified layout of the museum to draw your diagram.
You need only show one of the exhibition spaces.
(6)
(b) The museum staff are concerned that hackers might gain unauthorised
access to the system via the internet.
Explain what measures could be taken to reduce the threat of hackers from the
internet.(6)
Award one mark for each of:
(a) Server/computer in offices
(b) Server/computer connects to internet via max 1 switch and modem / router
(c) Server/computer connects to all devices shown via one or more switches, by
cable.
(d) Interactive screens in exhibition area and engine shed, connected by cable.
(e) Mobile device / user connected to WAP by WiFi
(f) cable type identified, Ethernet / Cat5/6 / optical fibre
A small business needs a new IT system.
The design of the new system needs to specify the hardware, software, and
processes required.
(a) The new IT system must be fit for purpose.
Explain how fitness for purpose of a new system is evaluated.
Award one mark for each point to a maximum of three marks for a linked explanation
involving theseideas:
At least one of:
• set of requirements (1) • measurable criteria (1)
• agreed (with the customer/client) (1)
And at least one of:
• comparison of performance against criteria/specification (1)
• may involve product/delivery/installation (1)
Examples:
• There needs to be a set of criteria (1) agreed by the customer (1) that can be
measured to see if they have been met (1)
• A set of customer (1) requirements (1) that can be compared with delivered product
(1)
Figure 1 is a diagram of the network for the new IT system.
Figure 1
(b) (i) The system designer should consult with the people who will be working
with the new IT system. One of these would be the business owner.
Give two other people who should be consulted.
Award one mark for each answer to a maximum of two marks.
• employee/user (1) • network manager (1) • network administrator (1)
• (network) technician (1) • architect (1)
A bus company provides hop-on hop-off buses for tourists.
The buses run on four routes, stopping at tourist attractions. Speakers by
each seat give a commentary on what can be seen as a bus travels around its
route.
Customers purchase tickets for one or more routes.
The bus company controls the buses and ticketing from servers at the main
bus station.
There is a hot backup system at a secondary bus station. The hot backup
duplicates the main system. It is updated in real time and can take over
immediately if needed.
A mesh Wi-Fi network links bus stations, buses, and bus stops.
Tickets may be purchased at numerous shops around the city. A ticket is a
plastic card holding details of the routes and the date for which it is valid.
Ticket outlets and buses have near field communication (NFC) devices that
can read from and write to the tickets.
Each bus stop has a display screen. The screen shows the route and
estimated arrival time of the next five buses.
Each bus has a GPS receiver. The buses report their position every minute and
the servers update the display screens.
Complete the diagram to show a network design for the system.
Indicate:
· wired connections by solid lines
· fibre optic connections by double solid lines
 · wireless connections by dashed lines
· network components by labelled symbols.
(12)

Award one mark for each item to a maximum of twelve marks:

(a) servers in main bus station
(b) hot backup server in secondary bus station
(c) fibre connection between server and backup
(d) router with WiFi (may be separate) in at least one bus station
(e) cable connection from at least one server to router to internet
(f) ticket outlet(s) has NFC device and router/modem with internet connection
(g) ticket card indicated at ticket outlet(s) and/or bus(es), connecting to NFC device
(h) bus stop(s) and bus(es) have WiFi connection (via router)
(i) bus stop(s) have display screen(s) connected to router/network
(j) bus(es) have NFC card reading device
(k) bus(es) have a control box/processor
(l) bus(es) have speakers connected to the control box
(m)diagram shows a wireless mesh network
(n) diagram shows GPS source connected to bus(es)
(o) diagram shows GPS receiver/system in bus(es)

4.2 Dataflow
4.2.1 Understand the concept of and need for dataflow diagrams.
4.2.2 Be able to interpret and create data flow diagrams for a given scenario.
A data flow diagram (DFD) is a graphical or visual representation using a
standardized set of symbols and notations to describe a business's operations
through data movement.
Most common structure:
Rounded rectangle or circle for Process
Arrow for data transferring
All names should be unique. This makes it easier to refer to elements in the DFD.
Remember that DFD is not a flow chart. Arrows is a flow chart that represents the
order of events; arrows in DFD represents flowing data. A DFD does not involve any
order of events.
Suppress logical decisions. If we ever have the urge to draw a diamond-shaped box
in a DFD, suppress that urge! A diamond-shaped box is used in flow charts to
represents decision points with multiple exists paths of which the only one is taken.
This implies an ordering of events, which makes no sense in a DFD.
Do not become bogged down with details. Defer error conditions and error handling
until the end of the analysis.

Examples:
Exam Type Questions:
3. A car dealer has a spare parts department where customers buy parts for
their cars.
A customer places an order. The order is passed to a member of staff who
finds
the part in the stockroom. The part is then given to the customer together with
an
invoice.
The number in stock of that part is updated. The manager orders further stock
from
a supplier when needed.
(a) Here is a partially completed data flow diagram for this process.
AnsBA

Answer:
A Invoice / receipt B Order part / process order C Order(s) D (Stockroom) staff E
Create/raise/write reports F Supplier / wholesaler / manufacturer
A transport company runs bus services on several routes in a large town.
The company has an IT system that provides passenger services at bus stops
including:
● a scrolling display that gives details of the next three buses that are due to
arrive
● a contactless card terminal with a touch screen that allows a passenger to
add credit to and/or check the credit remaining on a card and displays the
transactions.
Displays and transactions are handled by the company’s server.
Real time information for each bus’s location is produced by:
●buses connecting to the company by 3G signals
●buses reporting their current location as they pass each bus stop
Award one mark for each item to a maximum of twelve marks:
(a) Bus entity (b) Passenger entity (c) Position report process
(d) Display process (e) Card query process (f) Card payment process
(g) Bus positions store/file (h) Ticket card / transactions store/file
(i) Data links have arrows showing correct direction of flow data
(j) Bus position data has links in a chain from bus to passenger
(k) Card credit process has links sending ID and returning credit amount
(l) Card add credit process has card and payment data
(m)Card add credit process has a return of confirmation / new credit amount
The names given for data sources, stores and movement may vary.
Allow any reasonable alternatives as long as they are used consistently.
Accept either of the pairs of dotted lines\

(b) Explain why a dataflow diagram is useful when planning an information

system.(3)
Award one mark for each point up to a maximum of three marks for a linked
explanation.
Such as:
• creates an overview of the system (1)
• helps visualise the process / data flow (1)
• avoids going into great detail at an early stage (1)
• can be drawn at different levels of complexity, L0, L1, etc. / allows top down
expansion (1)
• makes it easier to explain the system to (non-technical) audiences (1)
• shows the system boundaries (1)
• shows flow to external entities (1)
Examples:
• A DFD shows a top-level view of the planned system, (1) making it easier for
people to understand (1) the way in which data will be processed (1)
• A DFD can be drawn as a top-level diagram (1) which avoids unnecessary detail at
the planning stage (1) and makes it simpler to explain to others. (1)
4.3 Flowcharts
4.3.1 Understand the concept of and the need for flowcharts.
Be able to interpret and create flowcharts for a given scenario.
A flowchart is a picture of the separate steps of a process in sequential order. It is a
generic tool that can be adapted for a wide variety of purposes, and can be used to
describe various processes, such as a manufacturing process, an administrative or
service process, or a project plan.
A flowchart is a formalized graphic representation of a logic sequence, work or
manufacturing process, organization chart, or similar formalized structure. The
purpose of a flow chart is to provide people with a common language or reference
point when dealing with a project or process.
Examples:

Symbols Allowed to use

Terminator
The terminal or terminator flowchart symbol indicates the beginning or end of a
process or a program. The oval rectangle normally contains a word or a phrase that
signals either the start or end of the process. 

Process 
The process is represented in a flowchart diagram using a rectangle and indicates a
set of operations or any processing function.

Decision 
Flowchart decision indicates a conditional state in the process with a minimum of two
alternative paths for the program to proceed with. It is represented in a diamond
shape.

Input/Output Data
Input/Output in flowcharts indicates data entering the process (input) or resulting
from it (output). The elements are represented using rhomboid shapes.

Flowline
Flowline indicates the sequence order in a process. In flowcharts, the flowline is
represented by an arrow.

Predefined Process
A predefined process in flowcharts is used to show a process that is defined
somewhere else. A rectangle with vertical edges represents it.

Exam Type
When a buyer purchases a product, they must log on to their account. The
store uses two-factor authentication.
One factor is the buyer’s password, stored in the database.
The second factor is a one-time code generated during the logon process and
sent to the user’s phone. The code is time limited to five minutes. If the user
does not use the code within that time, they must restart the logon process.
There is no limit on how many times a user may enter a username, password
or code.
Complete the flowchart to show how the logon process works.
Award one mark for each point to a maximum of six marks:
• query database/find stored username and/or password (1)
• compare password and/or username (1)
• at least one error message in the correct place (1)
• generating a code and storing the time (1)
• input code at an appropriate point (after code generation) (1)
• check time (1) • check code (1) • at least two correct loops (1)
Julie uses diagrams to show a website’s functionality to a client.
(i) Identify which one of these diagrams would be a flowchart. (1)
A Site map, showing the hierarchy of the pages and the links between them
B User journey, showing the steps a user takes to perform a task on the
website such as making a purchase {correct}
C Wireframe, showing the elements that exist on a page
D Data model, showing the data structures used for server-side processes

(ii) Using a flowchart is better than using a text description to explain a

website’s functionality to a client.
Identify the reason that best describes why it is better to use a flowchart. (1)
A A flowchart takes up less space than a text description
B A flowchart is easy to email
C A flowchart does not depend on a particular language
D A flowchart is better for describing complex connections{answer}
4.4.1 Understand the advantages and disadvantages of IT systems for
individuals and organisations.
4.4.2 Understand how a range of contemporary digital devices, peripheral
devices, storage devices and memory are used in IT systems to meet the
needs of individuals and organisations.
Advantages of Information System
1) Storage and protection of information
The storing components of information systems are created to collect and store an
enormous amount of data for a very long time. These stored data can be accessed
by the users whenever necessary. Maintaining the security of company records is
very vital to the integrity of the company. Moreover, hackers can be blocked with
intense security. Even the virtual vault limits the loss or damage of electronic
information during a system breakdown.
2) More efficiency and greater productivity
Most businesses are now highly dependent on information systems for more
efficiency and increased productivity. The automated processes enable the
completion of more work in a shorter amount of time. This allows the employees to
handle a greater workload with more efficiency and accuracy and less human error.
Many tasks are completed by the computer. This provides more free time and
flexibility to the employees to focus on other tasks to improve the company’s
efficiency as well.
3) Reduced risk of errors
As information systems employ automated processes so users can get the most
accurate information needed to perform an activity. It is better to say that all the
steps – from input to organizing, storing, and processing of data and finally output–
are done with great accuracy.
Potential human errors in manual processes can be minimized.
4) Better communication
Communication is very essential to personal as well as business relationships. The
success of a company depends highly on communication between supervisors and
employees, as well as between employees and clients. Telecommunication in the
form of video conferences, emails, fax, and so on allow easier exchanges of
information and opinions.
Disadvantages of Information System
1) Expensive
At the primary level, some technologies, hardware, tools, and means of
communication require great expenses. Then the setup of the information system
can also be very costly. Regular maintenance and repair of these types of equipment
are also required. Updating and upgrading the devices, software, and other
components associated with additional costs. Apart from the technological side,
people should also be employed to operate the system and thus should be paid
wages. Training of these people again requires some expenses.
2) Reduction in jobs
As tasks are completed quickly and efficiently using an information system so
employees get more time. So, to operate fully companies are trying to combine jobs
in order to reduce the number of employees. In some cases, machines are replacing
human labor and eliminating jobs.
3) Security breaches
Electronic information is highly prone to security breaches. Hackers are constantly
updating and upgrading themselves along with the technology. So, companies
should keep a security specialist employed all the time to prevent any threat to the
security of their vital information. This interrupts the smooth functioning of the
system, causing customer dissatisfaction and other problems for the company.
Critical Thinking
Questions are more efficient