Chapter 6 Data Syllabus 13'4

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Chapter 6 DataSyllabus 13.4
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The 13.4 syllabus saysData Understand that
data may require translation or transcription
prior to entry into the system. This can affect
the accuracy of the data. Discuss the impact of
quantity and quality of data on the method of
data capture together with the control and audit
mechanisms required to manage data capture.
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If data is captured manually, not automatically,
it may require Translation Taking data in one
form and turning it into another. Eg an order for
a pink t-shirt size 12 may be entered as a
product code C72-543-12 by the data entry
clerk. Accuracy problem Clerk may mistype the
code and enter wrong garment. Solution
Verification check, when the unique product code
is entered the description from the product
record is displayed on the screen. The clerk
compares the two descriptions. Transcription
Copying data into the computer via keyboard from
paper documents (source documents). Validation
checks help here.Accuracy problem Clerk may
mistype the data by transposing letters or
digits, getting them in the wrong order Eg 536
instead of 563. Solution Check digit on long
codes (Recap Ch12 in AS notes) Accuracy problem
Clerk may mistype the address Solution
Cross-field validation compare the address and
postcode to the same address on an electronic
electoral roll database Accuracy problem Clerk
may mistype a measurment eg electricity
reading. Solution Range check (gtlast reading)
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A number of factors will be taken into account
when designing the most appropriate method of
data capture for a particular system

• The nature of data and how it arises eg paper
  documents, customer input via the internet,
  automatic input.
• The current state of technological development eg
  growth of Internet access at home
• The quantity and quality of data to be collected
  Eg sale of goods POS system in a supermarket
  use barcode readers as a large quantity of data
  needs to be collected in a short time. The
  quality of data is better that simply typing in
  the price as data is collected for stock control.
  A local newsagent may just type in a price into a
  till as they do not have the same volume of
  customers or stock. A car showroom would enter a
  car sale into the computer via a keyboard as much
  more customer data is required to complete a sale
  and the volume of sales per day is low.

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• The quantity and quality of data to be collected
  Eg Surveys and questionnaires can inform the
  planning of future
• services or products Paper forms can be sent to
  participants.
• OMR can be used to read many forms with check box
  answers. Answers are input to a database
  automatically with a low error rate of 1
• OCR can use a scanner to read regularly formed
  text into a WP but it has a higher error rate
• Keyboard can be used if a low number of forms to
  read or participants type questionnaire answers
  via form on the Internet. Keyboard is readily
  available but validation and verification checks
  need to be in place.
• Eg Payment methods
• Cash is given to the operator of the POS.
  Operator types in amount via keypad and change is
  calculated. Generally face to face transactions
  only.
• Credit or debit cards use chip (containing sort
  code, account no etc) and PIN where chip reader
  used and person types in a 4 digit code via
  keypad to verify she is the owner of the card.
• Cheque is given to the operator with a guarantee
  card. All cheques put together at end of day and
  sent to the bank. The bank reads them via MICR.
• Activity 1 P61

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• Online shopping
• Select products by adding them to a cart or
  shopping basket. Can review cart at any time and
  add to or remove products. A total is usually
  available here. Pay for them via a variety of
  methods
• Credit or debit card online
• Print off order form with cart items and send
  order though post with cheque.
• Many companies such as supermarkets hold a record
  of past purchases and payment details off-line so
  just need to transmit userid and password for the
  website and customer can resubmit order with
  slight changes
• Activity 2 P63

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• Controls over paper data capture
• Where data capture is from paper orders,
  timesheets, postcards of meter readings etc data
  are generally transcribed via the keyboard.
• Verification using double entry is often used
  with control mechanisms to ensure paper documents
  are not missed or mistyped. Paper documents are
  grouped together in batches of about 40 and a
  paper batch header put on the top of the pile and
  held together with an elastic band. The batch
  header sheet will contain a number of totals
  added up manually by the supervisor
• Batch total no. of paper documents in the batch
• Batch date and time and unique batch ID
• Control totals such as total value of batch of
  orders. Such totals are meaningful and can be
  used as information later on.
• Hash totals such as sum of product codes. Such
  totals are not meaningful (they are a bit of a
  hash) and are only used to check the product
  codes have not been mistyped.
• The computer adds up the totals as they are
  entered via the keyboard and compared with the
  manual totals.

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• Controls over online data capture Safeguards to
  prevent fraud
• Websites usually require customers to register
  with the website before they can buy goods. They
  will email back a userID and password so a person
  cant buy goods in another persons name. Keep
  customer payment details off-line behind a
  firewall so customer can just give password and
  userID to buy goods.
• Confirmation of order is sent to the email
  address so the person is alerted to each sale.
• Authorisation for credit and debit cards is
  obtained from the bank before goods are
  dispatched so cancelled cards and unusual
  transactions can be discovered.
• Credit checking agencies are used for company
  protection
• Keep customer details secure during transactions
  by using SSL
• Adhere to DPA eg dont pass on customer details
  unless permission given

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• Audit Mechanisms
• An auditor is an independent person who attempts
  to check that all recorded transactions are real,
  all are recorded and all values are correct.
• Paper input documents are kept to provide
  evidence.
• If transactions are input automatically or by
  customers online then mechanisms need to be in
  place that will allow auditors to check the
  effect of the transaction through the system. Eg
  the transaction is logged electronically. This
  also allows regular customers to be shown a list
  of previous transactions to help in their
  current selection of goods.
• See Chapter 8 P81/83 for further audit
  information
• NOW DO THE 20 MARK EXAM QUESTION ON PAGE
  65/66!!!!
• Just do the first two bullets

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Another exam question about DATA 13.4 A local
authority has sent out a questionnaire to every
household to identify their leisure requirements.
The answers will be processed by a Management
Information System and the results presented to
managers. (a) Some answers are given numeric
codes other answers are in free text. Give two
problems that might occur when entering the free
text answers. (2) (b) Name three data capture
methods that the local authority could use for
entering the data collected on the
questionnaires, and state why each is suitable.
(6) (c) Describe an effective method of
presenting the information produced. (2)
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Exam answer about DATA 13.4 (a) Any 2 of ?
Translation problems e.g. illegible writing (1)
(i.e. reading difficulties) ? Transcription
problems (1) (i.e. keying difficulties) ?
Verification (1) ? Difficulty understanding the
responses (1) ? Irrelevant answers ? Too wide a
range of answers (b) 1 for method (m), 1 for
suitability/example (e) to any 3 x (2,1,0) ?
Optical Mark Recognition to read multiple choice
answers (m) as one of quickest ways of entering
data (e) ? Keyboard Entry/ key-to-disk (m) as
most flexible input method also dont need to buy
special hardware (e) ? Optical Character
Recognition/scanning into a word processing
program(m) (e) (c) Any 1 x (2,1,0) ?
OHP/Presentation (1) plus description/example/expa
nsion (1) ? Report (1) plus description /example
/expansion (1) ? (Series of) graphs/charts (NOT
a single graph/chart) Example . .Using reports
which summarise the largest number of opinions.
These reports could include illustrative
presentation, such as graphs and charts..