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School Management Systems
School management systems are software applications designed to manage various
aspects of educational institutions, such as student registration, attendance,
performance tracking, and online learning.

 There are various ways school management systems are used in educational
institutions:
o Learner registration and attendance: Recording and tracking student
enrolment and daily attendance
 Simplifies the registration process and ensures accurate record-
keeping
o Recording learner performance: Monitoring and analysing student
grades, test scores, and overall performance
 Helps teachers identify areas for improvement and track progress
o Computer aided learning: Facilitating online learning resources and
activities for students
 Enhances the learning experience and promotes self-paced learning

 Advantages of using school management systems:

o Streamlined administration and record-keeping
o Improved communication between teachers, students, and parents - this
can be automated
o Centralised access to information and resources
o Data-driven decision-making and insights for teachers and administrators
o Information is more up to date
o Information can be obtained quickly in an emergency
o Patterns of absence can be found quickly which helps to tackle
truancy/lateness

Worked Example
A school is setting up a new computerised system to manage many aspects of the
school administration.
a. Describe how this system can be used to manage student registration and
attendance.
 [3]

3 of:

Student scans a card // teacher records the student as present on the computer
system [1]
The system records the time of arrival [1]
The system sends the data to the school administration database [1]
The data is searched in the database [1]
If a student arrives after a certain time the student’s attendance record is flagged as
late/absent [1]
Attendance/lateness records are automatically printed/sent to parents [1]
Letters/texts are automatically sent to parents to show the absenteeism/lateness of
students [1]
Parents can log in into the system to check student’s attendance/lateness records [1]

b. Describe the benefits of using this system.

[2]

2 of:

The information is more up to date [1]

Information about the student can be obtained quickly after a fire/emergency [1]
Information regarding patterns of absence can be found quickly [1]
Helps to tackle truancy/lateness [1]
Parents can be informed automatically about patterns of lateness/attendance [1]
Lateness is entered consistently in the school [1]
Automatic lateness reports for the form tutor can be generated [1]
Accurate/up to date records if there is a fire [1]
Speeds up the process as attendance is not marked manually [1]

Exam Tip

 Relate your answer to the scenario given in the question

NEXT TOPIC

Online Booking Systems

Online booking systems are web-based platforms and applications that allow users to
reserve and purchase tickets or services for various events and industries.

 Travel industry: Booking flights, hotels, and holiday packages

o Provides a convenient platform for travellers to plan and book their trips
 Concerts: Reserving tickets for live music events
o Allows music fans to secure their spot at popular concerts
 Cinemas: Booking movie tickets in advance
o Enables cinema-goers to reserve seats and avoid queues
 Sporting events: Purchasing tickets for sports matches and competitions
o Offers sports enthusiasts an easy way to attend their favourite events

Advantages and Disadvantages of Online Booking Systems

Advantages Disadvantages

Convenience and accessibility (24/7

Potential for technical issues and downtime
booking)
Instant confirmation and ticketing Possible security and privacy concerns

Ability to compare prices and options Transaction and booking fees

Promotions and personalised offers Impersonal and less tailored customer service

Faster to change/cancel Internet connected devices required

Automated reminders via email/text Staff may lose their job
Repeated bookings can easily be made
Staff are freed up to do other things
Worked Example
RockIT Airlines representatives use a computer booking system to book flights for
customers. A representative from the airline types in the customer reference number,
the number of passengers, departure time, departure date, departure airport and the
destination airport. Describe the processing and outputs involved in making the
booking.

[6]

6 of:
 Display flights available [1]
The booking database is searched for the customer reference number [1]
A matching record is retrieved [1]
Details of the customer are displayed on the screen [1]
The booking database is searched for matching departure airports [1]
The booking database is searched for matching destination airports [1]
If the flight correct, the date/time found [1]
Search if seats/tickets/flights available [1]
If unavailable error message output [1]
Outputs the price [1]
If seats are available, flags seat as booked [1]
If not booked then the flag removed [1]
Reduces the number of seats/tickets available by the number booked [1]
E-ticket/ticket details are output [1]
E-ticket/ticket details sent to customer [1]
A receipt is printed//Verification email sent [1]

Automatic Teller Machines (ATM)

Automatic Teller Machines (ATM) is an electronic banking terminal that provides
customers with access to financial transactions

 Characteristics and uses of ATMs:

o Withdrawing cash: Obtain money from a bank account
o Depositing cash or cheques: Add funds to a bank account
o Checking account balance: View the current balance of a bank account
o Mini statements: Obtain a summary of recent transactions
o Bill paying: Settle utility bills and other payments
o Money transfers: Send funds to another bank account

Advantages and disadvantages of ATMs

Advantages Disadvantages

Convenient access to banking services Risk of theft or fraud

 Available 24/7 Limited services compared to bank branches

Reduced waiting time Technical issues and machine downtime

Global access to funds Fees for transactions at non-network ATMs

Electronic Funds Transfer (EFT)

 Characteristics and uses of EFT:
o Transfer of funds between bank accounts electronically
o Utilised for bill payments, salary deposits, and online purchases
o Utilises NFC in contactless payments
 The process of EFT:
o The data is read from the chip (using RFID / NFC if it's a contactless
payment)

o The business bank's computer contacts the customer’s bank's computer

o The card is checked if it is valid

o If the card is valid the transaction continues

o If it is not valid the transaction is terminated

o An authorisation code is sent to the business

o The price of the item is deducted from the customer’s account

o This money is added to the business' account

Advantages and disadvantages of EFT

Advantages Disadvantages

Fast and efficient Risk of online fraud

Reduces paperwork Technical issues
Lower transaction costs Requires internet connection
Worked Example
Adam is paying his bill in a restaurant using a contactless debit card.
Describe the computer processing involved in Electronic Funds Transfer (EFT) using
contactless cards.

[4]

4 of:

The reader checks the amount to pay is less than the contactless limit [1]
The data is read from the chip using RFID / NFC [1]
The restaurant’s bank's computer contacts the customer’s bank's computer [1]
The card is checked if it is valid [1]
If valid the transaction continues [1]
If not valid the transaction is terminated [1]
An authorisation code is sent to the restaurant [1]
The price of the meal is deducted from the customer’s account [1]
Added to the restaurant’s account [1]

Exam Tip

 Make sure you read the question to see if it's a contactless payment or involves
Chip & PIN and reference this in your answer
 Don't forget that money isn't stored on the card, and that it provides a link to the
bank account it's linked to

Credit/Debit Card Transactions

 Characteristics and uses of credit/debit card transactions:
o Payment or withdrawal using a bank card
o Accepted by most merchants and service providers

Advantages and disadvantages of credit/debit card transactions

Advantages
Disadvantages

Convenient and easy to use Risk of theft or loss

Widely accepted Potential for overspending

Secure with fraud protection Transaction fees
Cheques
 Characteristics and uses of cheques:
o A written order to a bank to pay a specified amount to a designated
person or entity
o Can be used for various payments, including bills, services, and personal
transactions

How do you deposit a cheque at an ATM?

 Customer is asked to enter their debit card in the ATM

 Customer’s bank computer is contacted

 The card details are searched in the bank database

 The card is checked to see if valid, in date or if it has been stolen

 The customer is asked to enter their PIN

 The PIN is compared to the PIN stored on the chip

 The customer is asked to deposit a cheque

 The system checks whether the cheque is valid

 The cheque is scanned by the ATM

 Amount is scanned

 The Bank account is checked for sufficient funds

 The image of the scan is saved

 The customer is asked to select the account to deposit money

 Money is deducted from the bank of the cheque

 Money is added to the account of the payee

 A receipt is sent to the printer at the ATM

Advantages and disadvantages of cheques

 Advantages Disadvantages

Secure and traceable Slow processing time

No need for physical cash Not widely accepted

Useful for large transactions Risk of cheque bouncing

Online Banking
 Characteristics and uses of Internet banking:
o Online access to banking services via a secure website or app
o Allows for transfers, bill payments, account management, and more

Advantages and disadvantages of Internet banking

Advantages Disadvantages

Convenience and 24/7 access Security of transactions

Requires a reliable internet
Easy account management
connection
Reduced need for branch visits (saving time
More risk of fraud
and money)
Easier to make errors (typing in the
Interest rates may be better
wrong information)
Physical cash can't be
Easier to shop around for the best account
deposited/withdrawn
Exam Tip

 Sometimes the question will be about advantages and disadvantages of going to

the bank rather than using online banking. Read the question carefully (you can
reverse the statements in the table above)

What is the World Wide Web?

The Internet and the world wide web are often used interchangeably, but they are not
the same thing.

The Internet

 The Internet refers to the global network of computers and other electronic
devices connected through a system of routers and servers
 It is the infrastructure that allows us to send and receive information, including
email, instant messaging, and file transfers
 It also provides access to other services such as online gaming, video streaming,
and cloud computing

The World Wide Web

 The world wide web, or simply the Web, is a collection of websites and web
pages that are accessed using the internet
 It was created in 1989 by Tim Berners-Lee, who envisioned it as a way to share
and access information on a global scale
 The web consists of interconnected documents and multimedia files that are
stored on web servers around the world
 Web pages are accessed using a web browser, which communicates with a web
server to retrieve and display the content
 It is used for browsing web pages, sending emails, social networking, online
shopping, and much more
 Advantages include ease of communication, access to information, and online
services
 Disadvantages include privacy concerns, cybercrime, and misinformation

What can I find online?

 An intranet is a private network within an organisation, while an extranet is an

intranet that is partially accessible to authorised outsiders
 Blogs, forums, wikis, and social networks are types of web pages used for sharing
information and social interaction

Blogs
  A blog (short for weblog) is a website or part of a website that is updated
regularly with content, often written in an informal or conversational style like a
journal
 They are usually presented in reverse chronological order
 They are usually managed by individuals or small groups
 They allow for reader comments, facilitating some level of discussion
 Blogs often focus on specific topics, such as food, travel, fashion, technology, or
personal experiences
 They can also serve as a platform for sharing opinions or insights

Forums

 A forum is an online discussion site where people can hold conversations in the
form of posted messages
 They are often organised around specific topics or interests, and divided into
categories known as threads
 Unlike blogs, forums are primarily focused on peer-to-peer interaction
 They may require users to create an account before posting
 Forums can be moderated or unmoderated

Wikis

 A wiki is a type of website that allows users to add, remove, or edit content
 It is designed to facilitate collaboration and knowledge sharing from many
people
 It holds information on many topics which can be searched
 Posts are not in chronological order
 The structure is determined by the content or its users
 The most famous wiki is Wikipedia, an online encyclopaedia
 Changes can be tracked and reverted if necessary, and the content is usually
written in a neutral style

Social Networking


o Social networking sites are platforms where users can connect with
others and share content
o They include platforms like Facebook, Twitter, Instagram, and LinkedIn
o Social networking platforms usually require users to create a profile and
allow them to share text, images, videos, and links
 o They facilitate interaction, collaboration, and information sharing on a
large scale
o Privacy settings allow users to control who can see their content

Worked Example
Tick whether the following refer to moderated or un-moderated forums

[2]

Moderated Un-moderated
All posts are held in a queue.
Posts are not policed.
This forum reduces the chance of offensive messages.
This forum stops several postings on the same topic.
4 correct answers – 2 marks
2 or 3 correct answers – 1 mark
1 correct – 0 marks

Moderated Un-moderated
All posts are held in a queue. χ
Posts are not policed. χ
This forum reduces the chance of offensive messages. χ
This forum stops several postings on the same topic. χ
The Functionality of the Internet

 Internet Service Providers (ISPs) provide services for accessing and using the
Internet
 A Uniform Resource Locator (URL) is the address of a web page on the WWW

What is a URL?

 The URL is a text-based address that identifies the location of a resource on the
internet
 It is the address of a web page, image, video, or any other resource available on
the internet

 A URL can contain three main components:

o Protocol
o Domain name
 o Web page / file name
 The protocol is the communication protocol used to transfer data between the
client and the server
o E.g. HTTP, HTTPS, FTP, and others
 The domain name is the name of the server where the resource is located
o It can be a name or an IP address
 The web page / file name is the location of the file or resource on the server
o It can contain the name of the file or directory where the resource is
located
 A URL looks like this:
o protocol://domain/path
o E.g. https://www.example.com/index.html is a URL that consists of the
HTTPS protocol, the domain name "www.example.com", and the file name
is "/index.html".

Risks of Using the Internet

 Inappropriate and criminal material: The internet can expose users to harmful or
illegal content
 Data restriction: Parental, educational, and ISP controls can limit access to certain
information or websites

 A web browser is a software application used to locate, retrieve, and display

content on the WWW, including web pages, images, video, and other files
 A hyperlink is a word/phrase/image which references data that the reader can
follow by clicking or tapping, usually taking you to another web page

Worked Example
HotHouse Design is a large design company. It has recently created a new web address
for its design portfolios. The web address is:
https://www.hothouse-design.co.uk/portfolios
a. Describe the following parts of the web address.

[4]

https://

1 of:

This is the hypertext transfer protocol secure [1]

Set of rules/protocol [1]
hothouse-design

this shows the domain name that the company have purchased [1]

.uk

The company/domain is registered in the UK [1]

/portfolios

The folder in which the work is stored on Hothouse’s server [1]

b. Hyperlinks are widely used in web pages.

Explain what is meant by a hyperlink.

[2]

Word/phrase/image [1]
When clicking links to another document/page/website/top or bottom of the page [1]

Threats to Data
Threats

 Hacking: Unauthorised access to computer systems or networks to

gain control, steal information, or cause damage
 Phishing: Deceptive emails or messages that appear to be from trusted
sources to trick individuals into revealing personal data
 Pharming: Manipulation of DNS (Domain Name System) to redirect users to
fraudulent websites, often for the purpose of stealing personal data
 Smishing: Phishing attacks carried out through SMS or text messages
 Vishing: Phishing attacks carried out through voice calls or VoIP (Voice over
Internet Protocol) systems
 Viruses and malware: Malicious software designed to disrupt, damage,
or gain unauthorised access to computer systems or networks
 Card fraud: Unauthorised use of credit or debit card information
for fraudulent purposes

Protection from Hacking

  Implement strong and unique passwords for accounts and regularly change
them
 Enable two-factor authentication for additional security
 Regularly update software and operating systems to patch security
vulnerabilities
 Use firewalls and antivirus software to detect and prevent unauthorised
access
 Regularly backup data to ensure its availability and protection against
potential data loss

Protection from phishing, pharming, smishing, and vishing attacks

 Being cautious of unsolicited emails, messages, or calls requesting

personal or sensitive information
 Verifying the authenticity of websites by checking for secure connections
(HTTPS) and looking for trust indicators, such as SSL certificates
 Avoiding clicking on suspicious links or downloading
attachments from unknown sources
 If you are unsure, end communication and establish contact with company or
contact to check legitimacy

Protection from viruses and malware

 Install antivirus software and keep it up to date

 Download files only from trusted sources and scan them for viruses before
opening or executing them
 Do not visit suspicious websites or click on pop-up ads
 Regularly update software, including web browsers and plugins, to patch
security vulnerabilities

Protection from card fraud

 Shielding PIN entry at ATMs or payment terminals to prevent shoulder

surfing
 Being cautious when using payment cards online, ensuring
secure and trusted websites are used
 Regularly monitoring bank statements and reporting any suspicious
transactions
 Using secure payment methods, such as chip and PIN or contactless
payments, where available
  Being aware of potential skimming devices on ATMs and payment
terminals and reporting any suspicious activity

Worked Example
Data stored on a computer system is at risk of being hacked.

a. Explain what is meant by the term hacking. Include in your answer two examples of
the effects this can have on the computer system.

[3]

Gaining unauthorised access to a computer system [1]

2 of:

Examples

Can lead to the identity theft of data [1]

Can lead to the misuse of/access to personal data [1]

Data can be deleted [1]

Data can be changed [1]

Data can be corrupted [1]

Place malicious files/software [1]

b. Describe three measures that could be taken to protect the data from being hacked.

[3]

3 of:

Use of firewalls to block unauthorised computer systems [1]

Use of passwords [1]

Use of intrusion detection software/anti-spyware [1]

Use two-factor authentication [1]

Switch off WiFi/computer when not in use [1]

Protection of Data
Biometrics

 The use of unique physical or behavioural characteristics of individuals, such

as fingerprints, facial recognition, or iris scans, for authentication and access
control
 Biometric data provides a more secure method of identification as it is difficult
to forge or replicate

Advantages and disadvantages of Biometrics

ADVANTAGES DISADVANTAGES

 Skin damage can stop identification

 Harder to crack
 Facial features can change over time
 Easier to use for
 Some biometrics are more expensive to set up than
individual
others
 High accuracy
 Voice recognition can be affected by illness

Digital certificate

 An electronic document that verifies the authenticity and integrity of

a website
 The purpose of a digital certificate is to establish
trust between parties and ensure secure communication
 Contents of a digital certificate typically include the entity's public
key, identification information, and the digital signature of a trusted third
party

Secure Socket Layer (SSL)

 A protocol that establishes an encrypted link between a server and a client

computer
  SSL ensures that data transmitted between the server and client remain
confidential and cannot be intercepted or adjusted by unauthorised
individuals
 Identified on a website by the S at the end of HTTP

Encryption

 The process of converting data into a form that is unreadable without

a decryption key
 Encryption is used to protect data on hard disks, email communications,
cloud storage, and secure websites (HTTPS)
 It ensures that even if data is accessed by unauthorised individuals, it cannot
be understood without a decryption key

Firewall

 A network security device that monitors and controls incoming and outgoing
network traffic
 The purpose of a firewall is to create a barrier between an internal
network and external networks, filtering traffic based on predefined rules
 It helps prevent unauthorised access, malware, and other network threats

Advantages and disadvantages of Firewalls

ADVANTAGES DISADVANTAGES

 Can affect the operation of the computer and some

 Stops attacks from
uploads
device
 To upload some files, the firewall may need to be
 Stops fraudulent sites
switched off, leaving the computer open to attacks
attacking the device
 Can stop legitimate software from running

Two-factor authentication (2FA)

 A security measure that requires users to provide two separate

forms of identification to verify their identity
 The purpose of 2FA is to add an extra layer of security beyond just a username
and password
  It usually involves a combination of something the user knows
(password), something the user has (smartphone or token), or something
the user is (biometric data)

User ID and password

 A common method of authentication that involves a unique identifier (user

ID) and a secret code (password)
 User ID and password are used to increase the security of data by allowing access
only to authorised individuals
 Strong passwords and regular password changes are important to maintain
security
 It is recommended to use a combination of uppercase and lowercase
letters, numbers, and special characters in passwords

Advantages and disadvantages of Passwords

ADVANTAGES DISADVANTAGES

 Passwords too complex can be harder to

 Strong passwords are difficult to crack
 Regularly changing passwords increases the
security
 Using a range of passwords over the system
will stop or slow access to the full system
remember
 Too many passwords are hard to remember
 Harder to choose unique passwords if regularly
updating
 Harder to remember if regularly updating
 Hackers can break most passwords

Worked Example
The data stored on the computer system needs to be protected from unauthorised
access.

Discuss the effectiveness of different methods of increasing the security of this data.

[8]

8 of:

Factors increasing effectiveness

 Strong passwords are difficult to crack [1]

Biometric passwords are harder to crack [1]

Regularly changing passwords increases security [1]

Use of two-factor authentication [1]

Using different passwords for parts of the computer system makes it more difficult to
gain access to the full system [1]

A firewall required to stop attacks from computers [1]

A firewall stops fraudulent sites from attacking the computer [1]

Anti-spyware stops passwords from being seen when typed in [1]

Factors reducing effectiveness

Too complex a password can be easily forgotten [1]

Passworded files may not be backed up [1]

Using several different passwords can become cumbersome [1]

Regularly changing passwords means that passwords may be forgotten [1]

May be difficult to choose a unique password if it is changed every few weeks [1]

Passwords may become easier to guess if regularly changed [1]

Hackers can breach most passwords [1]

The firewall can affect the operation of the computer and stop some uploads [1]

The firewall may need to be shut down at times to upload files therefore making the
computer unsafe [1]

Some legitimate software can be blocked by the firewall [1]

To gain full marks both sides of the discussion are needed