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Foundation Leval
Information Communication Technology December 2022
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Information Communication Technology
Revision Kit

QUESTION 1(a)

Q (a) State disadvantages of implementing information systems in an organisation.

A

Solution


Disadvantages of implementing information systems in an organisation.

  • Cost: Implementing information systems can be expensive. Organizations need to invest in hardware, software, infrastructure upgrades, and employee training. The initial investment and ongoing maintenance costs can be significant, especially for smaller organizations with limited resources.
  • Complexity: Information systems can be complex and require expertise to design, implement, and manage. It may be necessary to hire specialized IT professionals or consultants, increasing the organization's reliance on external expertise and potentially adding to the overall complexity.
  • Resistance to change: Introducing new information systems often requires changes in work processes, job roles, and employee responsibilities. Resistance to change is common, and employees may feel threatened by the introduction of new technology or fear that their jobs will become redundant. This resistance can lead to delays in implementation and difficulties in achieving the intended benefits.
  • Security risks: Information systems can introduce security vulnerabilities. Storing sensitive data electronically makes it more susceptible to unauthorized access, data breaches, or cyber attacks. Organizations need to invest in robust security measures, such as firewalls, encryption, and employee training, to mitigate these risks effectively.
  • Dependence on technology: Information systems are reliant on technology infrastructure and can be vulnerable to technology failures. If there is a hardware or software malfunction, system downtime can disrupt business operations, leading to productivity losses and potential financial impacts.
  • Training and skill requirements: Implementing information systems often requires employees to acquire new skills and knowledge to effectively use and maintain the system. Training programs can be time-consuming and costly, particularly for large organizations with numerous employees. The need for ongoing training to keep up with system updates and advancements can also be challenging to manage.
  • Data quality and integration issues: Information systems rely on accurate and consistent data to function effectively. If the organization's data is of poor quality or stored in different formats across multiple systems, integration challenges can arise. Inaccurate or incomplete data can lead to errors in decision-making and reporting, undermining the value of the system.
  • Organizational resistance and culture: Some organizations may have a resistant culture that discourages or hinders the successful implementation of information systems. Resistance from management or key stakeholders, lack of support, or a culture that is averse to change can impede the adoption and utilization of the system.


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QUESTION 1(b)

Q Explain computer hardware components that are required when establishing a multimedia platform for e-commerce.
A

Solution


Explain computer hardware components that are required when establishing a multimedia platform for e-commerce.

➫ Servers: High-performance servers are essential for hosting the multimedia platform. These servers should have ample processing power, memory, and storage capacity to handle the demands of multimedia content storage, retrieval, and delivery. Multiple servers may be required for load balancing and redundancy purposes.

➫ Storage Systems: Robust storage systems are necessary to store the multimedia files, such as product images, videos, audio files, and other visual assets. Depending on the scale of the platform, a combination of hard disk drives (HDDs) and solid-state drives (SSDs) can be used to provide sufficient storage capacity and fast access times.

➫ Network Equipment: To ensure fast and reliable data transfer, network equipment such as routers, switches, and firewalls are required. These devices enable efficient communication between servers, users, and other components of the e-commerce infrastructure. Network bandwidth should be sufficient to handle the multimedia content's size and the expected traffic volume.

➫ Content Delivery Network (CDN): CDNs are used to distribute multimedia content to users more efficiently. CDNs consist of a network of servers strategically placed in different geographical locations. These servers cache and deliver content to users from the server closest to them, reducing latency and improving the overall performance of multimedia delivery.

➫ Graphics Processing Units (GPUs): GPUs play a crucial role in multimedia processing, particularly for applications that involve image and video rendering, editing, or encoding. High-performance GPUs accelerate tasks like image optimization, video transcoding, and real-time graphics rendering, enhancing the user experience and reducing processing times.

➫ Monitors and Displays: If the e-commerce platform involves content creation, editing, or quality control of multimedia assets, high-resolution monitors and displays are required. These displays should accurately represent colors, details, and other visual aspects of the multimedia content.

➫ Input and Output Devices: Input devices like keyboards, mice, and graphics tablets are necessary for content creation and management. Output devices such as printers and speakers may also be required for tasks like printing invoices or playing audio content.

➫ Backup and Disaster Recovery Systems: To safeguard the multimedia content and ensure business continuity, backup and disaster recovery systems should be in place. This can include redundant storage systems, automated backup solutions, and off-site data replication.

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QUESTION 1(c)

Q Using an example, explain how one would use “Goal seek” function in a business.
A

Solution


"Goal Seek"

➦ The "Goal Seek" function is a useful tool in spreadsheet software, such as Microsoft Excel, that allows users to determine the input value required to achieve a specific goal or desired outcome. Let's take the example of a business trying to determine the sales volume needed to achieve a target profit margin.

Suppose a company wants to achieve a profit margin of 20% on their product sales. They have data on the product's cost, selling price, and fixed costs. However, they are uncertain about the sales volume required to reach the desired profit margin. This is where the "Goal Seek" function comes in handy.

Step 1
Set up the spreadsheet: Create a spreadsheet in Excel with relevant columns for cost, selling price, fixed costs, sales volume, and profit margin. Fill in the known values for cost, selling price, and fixed costs. Leave the sales volume cell empty, as this is the value we want to determine using Goal Seek.

Step 2
Calculate the profit margin: In a separate cell, calculate the profit margin using the formula: (Selling Price - Cost - Fixed Costs) / Selling Price. This formula calculates the profit margin based on the known values.

Step 3
Apply Goal Seek: In Excel, navigate to the "Data" tab and click on "What-If Analysis." From the dropdown menu, select "Goal Seek." A dialog box will appear.

Step 4
Set up Goal Seek parameters: In the Goal Seek dialog box, you need to specify three parameters: the cell containing the profit margin you want to achieve, the desired value (e.g., 20%), and the cell that you want to change (the sales volume cell).

Step 5
Run Goal Seek: Click "OK" to run the Goal Seek analysis. Excel will perform calculations to determine the sales volume required to achieve the specified profit margin.

Step 6
Review the results: After the Goal Seek analysis is complete, Excel will update the sales volume cell with the calculated value needed to achieve the desired profit margin. The company can now use this information to set realistic sales targets and evaluate the feasibility of their business goals.

Summary
By using the Goal Seek function, businesses can quickly determine the necessary input value, such as sales volume, required to achieve a specific target or goal. This allows them to make informed decisions, plan strategies, and set realistic objectives based on their financial and operational goals.

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QUESTION 1(d)

Q

(d) Explain problems that could be encountered when using a computerised accounting software.

A

Solution


➫ Software Compatibility: Compatibility issues can arise when using computerized accounting software. If the software is not compatible with the operating system or hardware configuration of the computer, it may lead to installation problems, errors, or system crashes. Regular updates and patches from the software provider are necessary to address compatibility issues.

➫ Complexity and Learning Curve: Accounting software can be complex, especially for users who are not familiar with accounting principles or computerized systems. It may require significant time and effort to learn and master the software's features and functionalities. Training sessions or hiring specialized personnel may be necessary to ensure proper utilization of the software.

➫ Data Entry Errors: Data entry plays a crucial role in accounting software. However, manual data entry can lead to errors such as typos, incorrect figures, or transposition mistakes. These errors can affect the accuracy of financial records, leading to incorrect financial statements and potentially causing compliance issues or financial mismanagement.

➫ Security Risks: Computerized accounting software deals with sensitive financial data, making it an attractive target for cybercriminals. If the software or the computer system is not adequately secured, there is a risk of unauthorized access, data breaches, or loss of critical financial information. Implementing robust security measures such as firewalls, encryption, and access controls is essential to mitigate these risks.

➫ Technical Issues and Downtime: Like any software, computerized accounting software can experience technical issues or system downtime. Software bugs, hardware failures, or network outages can disrupt the accounting operations and cause delays in processing transactions, generating reports, or accessing financial data. Regular software updates, maintenance, and data backups are necessary to minimize the impact of technical issues.

➫ Lack of Customization: Accounting software may not always cater to the specific needs of every organization. The software's default features and reports may not align perfectly with the organization's unique requirements or industry standards. In such cases, customization options may be limited, and organizations may need to adapt their processes to fit the software's capabilities.

➫ Cost and Licensing: Computerized accounting software can involve significant upfront costs, including software licenses, implementation fees, and ongoing maintenance expenses. The cost of training employees, hiring specialized consultants, or integrating the software with other systems can add to the overall financial burden.

➫ Data Migration and Integration: Transitioning from manual or legacy accounting systems to computerized software may require data migration and integration. The process of transferring and converting data from one system to another can be complex and time-consuming. Ensuring data integrity and accuracy during migration is crucial to avoid discrepancies or loss of historical financial information.

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QUESTION 2(a)

Q (a) Outline the output products that result from the following systems development lifecycle stages:

(i) System initiation.

(ii) Requirement analysis.

(iii) Systems design.

(iv) System integration.

(v) Systems testing.
A

Solution


The output products that result from each stage of the Systems Development Life Cycle (SDLC) are as follows:

(i) System Initiation:

➫ Project Charter: A document that outlines the project's objectives, scope, stakeholders, and initial high-level requirements.
➫ Feasibility Study: An analysis of the project's technical, economic, operational, and schedule feasibility to determine if it is worth pursuing.
➫ Initial Cost-Benefit Analysis: An assessment of the potential costs and benefits associated with the project.

(ii) Requirement Analysis:

➫ Requirements Document: A detailed document that captures the functional and non-functional requirements of the system. It specifies what the system should do, how it should behave, and any constraints or limitations.
➫ Use Cases: Descriptions of the system's interactions with users or other systems, illustrating various scenarios and workflows.
➫ Data Models: Visual representations, such as Entity-Relationship Diagrams (ERDs), that depict the relationships between different data entities within the system.
➫ User Stories: Brief descriptions of system features or functionalities from the perspective of end users.

(iii) Systems Design:

➫ System Architecture: A high-level overview of the system's structure, components, and interactions.
➫ Detailed Design Specifications: Detailed descriptions of system components, modules, interfaces, algorithms, and databases.
➫ User Interface (UI) Design: Visual representations, such as wireframes or mockups, depicting the layout, navigation, and appearance of the system's user interface.
➫ Database Design: Detailed schema or data model design, including tables, fields, relationships, and constraints.

(iv) System Integration:

➫ Integrated System Components: The various system components, modules, or subsystems that have been developed are integrated to form a unified system.
➫ Interface Specifications: Documentation specifying the communication protocols, data formats, and interaction points between different system components or external systems.

(v) Systems Testing:

➫ Test Plans: Documents outlining the testing strategies, objectives, and test cases to be executed.
➫ Test Scripts: Detailed instructions for executing specific test cases, including input data, expected outcomes, and steps to reproduce.
➫ Test Results: Records of the actual test outcomes, including any defects or issues discovered during testing.
➫ Test Reports: Summaries of the testing activities, including overall test coverage, results, and recommendations for further improvements.

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QUESTION 2(b)

Q

Explain limitations of using “Internet of things” (IoT) technology.

A

Solution


➫ Security and Privacy Concerns: IoT devices are susceptible to security vulnerabilities, making them potential targets for hackers. Weak security measures and insufficient encryption can lead to unauthorized access, data breaches, or manipulation of connected devices. Privacy concerns arise when personal or sensitive data is collected, stored, or transmitted by IoT devices without adequate safeguards.

➫ Interoperability and Compatibility: IoT devices often come from different manufacturers and utilize different communication protocols or standards. This lack of standardization can lead to interoperability challenges, making it difficult for devices to communicate and share data seamlessly. Integration issues may arise when attempting to connect devices from different vendors or platforms.

➫ Scalability and Complexity: As the number of connected devices increases, managing and maintaining IoT ecosystems can become complex. Scaling up the infrastructure to accommodate a large number of devices and handling the massive influx of data generated by IoT devices can be challenging. Organizations may need to invest in additional resources and infrastructure to support the growing IoT network.

➫ Reliability and Connectivity: IoT devices heavily rely on network connectivity to function effectively. Poor network coverage, connectivity issues, or disruptions in communication can lead to device malfunctions, delays in data transmission, or loss of functionality. Reliability issues may arise when devices are unable to connect or communicate consistently.

➫ Power Consumption and Battery Life: Many IoT devices are powered by batteries, which have limited capacity. Transmitting and processing data, as well as maintaining constant connectivity, can drain the device's battery quickly. This limitation may require frequent battery replacements or recharging, particularly for devices in remote or inaccessible locations.

➫ Data Overload and Data Management: IoT devices generate vast amounts of data, creating challenges in terms of data storage, processing, and analysis. Handling the massive influx of real-time data can strain existing infrastructure and analytical capabilities. Effective data management strategies, including data filtering, aggregation, and analysis, need to be implemented to derive meaningful insights from IoT-generated data.

➫ Cost and Return on Investment: Implementing IoT technology involves upfront costs, including device procurement, infrastructure setup, and ongoing maintenance expenses. Depending on the scale and complexity of the IoT deployment, the return on investment may take time to materialize. Organizations need to carefully evaluate the cost-effectiveness and long-term benefits before adopting IoT solutions.

➫ Ethical and Social Implications: IoT technology raises ethical concerns regarding data privacy, consent, and surveillance. The collection of personal data and the potential for continuous monitoring by connected devices can raise questions about individual privacy rights. Additionally, the reliance on IoT technology for critical services, such as healthcare or transportation, introduces potential risks and ethical considerations regarding safety, reliability, and liability.

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QUESTION 2(c)

Q

(c) Explain ways in which e-commerce could be used to optimise business opportunities in a large hotel.

A

Solution


➫ Online Booking and Reservations: Implementing an e-commerce platform allows the hotel to offer online booking and reservation capabilities to potential guests. This enables customers to conveniently browse room availability, compare prices, and make reservations directly through the hotel's website. Online booking systems streamline the reservation process, reduce manual workload, and provide a seamless experience for guests.

➫ Mobile-Friendly Website and Apps: Developing a mobile-friendly website and mobile apps tailored to the hotel enhances accessibility and convenience for guests. Mobile platforms enable guests to book rooms, access hotel information, request services, and interact with hotel staff from their smartphones or tablets. Optimizing the user experience across various devices helps attract tech-savvy travelers and captures a larger market share.

➫ Personalized Marketing and Promotions: E-commerce enables hotels to gather and analyze customer data to personalize marketing campaigns and promotions. By leveraging customer preferences, past booking history, and demographics, hotels can target specific customer segments with tailored offers and promotions. Personalized marketing can enhance customer engagement, increase conversion rates, and foster customer loyalty.

➫ Upselling and Cross-selling Opportunities: E-commerce platforms allow hotels to showcase additional services and amenities during the booking process. By offering upsell options such as room upgrades, add-on services, or special packages, hotels can increase revenue per guest. Cross-selling opportunities, such as promoting dining options, spa services, or local attractions, can enhance the overall guest experience and generate additional revenue streams.

➫ Integration with Distribution Channels: E-commerce integration with online travel agencies (OTAs) and global distribution systems (GDS) expands the hotel's reach and exposure. By connecting with popular travel platforms, hotels can tap into a wider audience and increase their visibility among potential guests. Integration enables real-time availability updates, synchronized bookings, and seamless inventory management across multiple channels.

➫ Online Reviews and Reputation Management: E-commerce platforms facilitate customer reviews and feedback, allowing guests to share their experiences with the hotel. Effective reputation management involves actively monitoring and responding to online reviews, both positive and negative, to maintain a positive brand image. Promptly addressing guest concerns and showcasing positive reviews can influence potential guests' decisions and build trust.

➫ Data Analytics and Business Intelligence: E-commerce systems provide valuable data and analytics capabilities to hotels. Analyzing booking patterns, customer preferences, and revenue trends can help identify market trends, optimize pricing strategies, and fine-tune marketing efforts. Business intelligence derived from data analytics enables informed decision-making, enhances operational efficiency, and drives revenue growth.

➫ Customer Relationship Management (CRM): E-commerce platforms integrated with CRM systems enable hotels to maintain and nurture customer relationships. By capturing guest data and interactions, hotels can personalize communication, offer loyalty programs, and provide targeted offers based on individual preferences. Effective CRM strategies foster guest loyalty, encourage repeat bookings, and generate positive word-of-mouth referrals.

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QUESTION 3(a)

Q (a) (i) Differentiate between “Intranet” and “Extranet” as used in computer networks.


(ii) Outline limitations of using “extranet” as a computer network in an organisation.

A

Solution


(i) Difference between "Intranet" and "Extranet" in computer networks:

Intranet: Extranet:
An intranet is a private network that uses Internet technologies to share information, resources, and services within an organization. An extranet is an extension of an intranet that allows controlled access to external entities, such as business partners, suppliers, or customers.
It is accessible only to authorized users within the organization, typically through secure login credentials. It provides a secure and controlled environment for authorized external users to access specific information, services, or collaboration tools.
Intranets are used to facilitate internal communication, collaboration, and information sharing among employees, departments, and branches of the organization. Extranets enable organizations to share selected resources and collaborate with external stakeholders while maintaining security and privacy.
Content on an intranet may include company policies, internal news, employee directories, documents, and internal applications. Examples of extranet usage include sharing product catalogs with suppliers, providing customer access to order tracking systems, or collaborating on projects with external contractors.
Intranets are not accessible to the general public or external entities. Extranets have controlled access privileges and may involve different levels of authentication and authorization mechanisms for external users.

(ii) Limitations of using "extranet" as a computer network in an organization:

  • Security Risks: Extranets introduce potential security risks due to the extended network perimeter. Granting external entities access to internal resources increases the risk of unauthorized access, data breaches, or attacks. Organizations need to implement robust security measures, including secure authentication, encryption, and strict access controls, to mitigate these risks.
  • Complexity and Management: Managing an extranet can be complex, particularly when dealing with multiple external entities. Setting up and maintaining secure connections, managing user access privileges, and ensuring compatibility between different systems can be challenging. Ongoing monitoring, maintenance, and support are required to ensure smooth operation and mitigate any technical or connectivity issues.
  • Privacy and Confidentiality Concerns: Sharing sensitive or confidential information with external entities via an extranet raises privacy concerns. Organizations need to carefully define access levels, data sharing policies, and data protection measures to safeguard sensitive information. Compliance with privacy regulations and legal requirements becomes crucial when sharing data externally.
  • Dependency on External Partners: Extranets rely on the participation and cooperation of external entities. The effectiveness of an extranet can be compromised if external partners are not fully committed or lack the necessary technical capabilities. Organizations need to establish clear communication channels and mutually agreed-upon standards to ensure smooth collaboration and minimize potential disruptions.
  • Cost and Resource Requirements: Implementing and maintaining an extranet involves costs related to infrastructure, software, security measures, and ongoing support. Additionally, managing user accounts, providing training, and addressing technical issues require dedicated resources. Organizations need to evaluate the cost-benefit ratio and ensure that the benefits of using an extranet justify the associated expenses.
  • Limited Control Over External Networks: Extranets rely on external networks and infrastructure, which organizations have limited control over. Issues such as network downtime, bandwidth limitations, or connectivity problems on the external side can impact the extranet's performance and availability. Organizations need to establish Service Level Agreements (SLAs) with external partners to ensure adequate network performance and uptime.
  • Integration Challenges: Integrating an extranet with internal systems and processes can be complex. Data integration, synchronization, and compatibility issues may arise when connecting with external entities using different technologies or systems. Ensuring smooth information flow and seamless integration between internal and external systems requires careful planning, standardization, and ongoing collaboration.


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QUESTION 3(b)

Q

(b) Organisations use different types of information systems.

Required:
(i) List types of information systems used by management.

(ii) State the input, processes and output of information systems used management.

(iii) Explain enterprise information system characteristics that support unstructured decision making in organisations.

A

Solution


(i) Types of information systems used in management:

  1. Executive Information Systems (EIS): These systems provide high-level information and strategic insights to top-level executives to support decision-making and strategic planning.
  2. Management Information Systems (MIS): MIS systems provide middle-level managers with summarized reports and data analysis to support operational and tactical decision-making.
  3. Decision Support Systems (DSS): DSS systems assist managers in analyzing complex problems and making semi-structured or unstructured decisions by providing access to relevant data, models, and analytical tools.
  4. Business Intelligence Systems (BI): BI systems gather, store, and analyze large amounts of data to provide insights and trends that support decision-making across various management levels.
  5. Knowledge Management Systems (KMS): KMS systems facilitate the creation, sharing, and management of organizational knowledge and expertise to support decision-making and improve overall performance.
  6. Enterprise Resource Planning (ERP) Systems: ERP systems integrate various business processes and functions, such as finance, human resources, and supply chain management, into a centralized system, providing comprehensive information for management decision-making.
  7. Customer Relationship Management (CRM) Systems: CRM systems manage customer interactions and provide insights into customer behavior, preferences, and relationships to support effective marketing and customer service strategies.


(ii) Input, Processes, and Output of information systems used in management:

Input:

  • Data: Raw facts and figures collected from various sources, including internal and external systems, databases, sensors, and manual inputs.
  • User Inputs: Inputs provided by managers or users in the form of queries, requests, or specific criteria for analysis.
  • External Data: Relevant data obtained from external sources such as market research reports, industry databases, or government statistics.


Processes:

  • Data Analysis: Data is processed, cleaned, transformed, and analyzed using various techniques such as statistical analysis, data mining, and visualization.
  • Modeling and Simulation: Models and simulations are created to represent real-world scenarios and help managers understand the impact of different decisions.
  • Reporting and Visualization: Information is presented in the form of reports, dashboards, charts, and graphs for easy understanding and decision-making.
  • Collaboration and Communication: Information systems facilitate collaboration and communication among managers and teams, allowing them to share insights, discuss findings, and coordinate actions.


Output:

  • Reports and Summaries: Summarized information is generated in the form of reports, dashboards, or visualizations, providing managers with relevant insights and key performance indicators.
  • Decision Recommendations: Information systems may provide recommendations based on data analysis and models, assisting managers in making informed decisions.
  • Forecasts and Predictions: Systems may generate forecasts or predictions based on historical data and statistical models, helping managers anticipate future trends and plan accordingly.
  • Alerts and Notifications: Information systems can send alerts or notifications to managers based on predefined triggers or thresholds, highlighting critical events or deviations from expected outcomes.


(iii) Enterprise information system characteristics that support unstructured decision-making in organizations:

  1. Flexibility: Enterprise information systems should allow for flexibility and adaptability to accommodate unstructured decision-making processes that involve ambiguous or changing information.
  2. Integration of Diverse Data: Unstructured decision-making often requires access to diverse data sources from multiple systems, both internal and external. Enterprise information systems should be capable of integrating and processing such data effectively.
  3. Collaboration and Knowledge Sharing: Supporting unstructured decision-making requires systems that facilitate collaboration and knowledge sharing among decision-makers and stakeholders. This can include features such as document sharing, discussion forums, and real-time communication tools.
  4. Data Visualization and Exploration: The ability to visualize and explore data in various formats, such as charts, graphs, or interactive visualizations, enhances understanding and analysis for unstructured decision-making.
  5. Advanced Analytics and Modeling: Enterprise information systems should support advanced analytics techniques, such as predictive modeling, data mining, and machine learning, to uncover patterns, relationships, and insights from unstructured data.
  6. Search and Retrieval Capabilities: Systems should provide robust search and retrieval functionalities to enable users to quickly locate and access relevant information, even when dealing with unstructured data sources such as documents or emails.
  7. Contextual Awareness: Enterprise information systems should be able to capture and analyze contextual information related to unstructured decision-making, such as social media trends, customer sentiment, or industry news, to provide a holistic view for decision-makers.
  8. Decision Support Tools: Systems should offer decision support tools, such as scenario analysis, simulation, and what-if analysis, to assist in exploring alternative options and evaluating the potential impact of different decisions.
  9. Real-time Information: For time-sensitive unstructured decision-making, systems should provide real-time information and updates to ensure that managers have access to the most current data and insights.
  10. User-Friendly Interfaces: Intuitive and user-friendly interfaces are crucial to support unstructured decision-making, enabling managers to navigate through complex data, perform ad-hoc queries, and interact with the system effectively.

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QUESTION 3(c)

Q

Veronica stored word processing files in a flash disk when working from a home desktop computer. She has realised that the files could no longer open at her place of work.


Required:
Suggest reasons why some files may not open despite being visible on the flash disk.

A

Solution


➫ Compatibility Issues: The workplace computer may be using a different word processing software or an older version of the same software. If the files were created using a different software version or a specific file format that is not supported by the workplace computer's software, they may not open properly or at all.

➫ File Corruption: It's possible that the files on the flash disk have become corrupted. Corruption can occur due to issues like improper ejection of the flash disk, hardware problems, or transmission errors. Corrupted files may appear visible but fail to open correctly.

➫ Missing Software or Plugins: The workplace computer may lack the necessary software or plugins to open certain file formats. For example, if the files were saved in a proprietary format or require specific plugins for rendering, the absence of those components on the workplace computer can prevent the files from opening.

➫ Security Restrictions: The workplace computer may have security settings or restrictions in place that prevent the execution or opening of files from external devices such as flash disks. IT policies or antivirus software may be blocking the files for security reasons, considering them as potential threats.

➫ Different Operating Systems: If the home desktop computer and the workplace computer are running different operating systems (e.g., Windows and macOS), compatibility issues may arise. Some file formats or features may not be supported across different operating systems, leading to problems opening the files.

➫ File Permissions: The files on the flash disk may have specific access permissions assigned to them. If Veronica's user account on the workplace computer does not have the necessary permissions to access or modify the files, they may not open properly.

➫ Physical Damage: It's also possible that the flash disk itself has suffered physical damage or is malfunctioning. If the files were not properly saved or transferred to the flash disk, or if the flash disk is experiencing issues, it can result in file read errors or incomplete data retrieval.

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QUESTION 4(a)

Q Differentiate between an “accounting package” and a “spreadsheet” based on the following features:

(i) Report generation.

(ii) Audit trail.

A

Solution


Content Report generation. Audit trail.
Accounting Package: An accounting package is specifically designed for financial management and includes predefined templates and functionalities for generating various financial reports, such as balance sheets, income statements, cash flow statements, and financial ratios. These reports are typically generated based on the data entered into the accounting system, providing comprehensive and standardized financial information. An accounting package usually includes an audit trail feature, which records and tracks all financial transactions and changes made within the system. It maintains a chronological log of activities, including the user who performed the action, the date and time of the action, and any modifications made to the data. This feature helps in ensuring data integrity, tracking errors, and facilitating audit processes by providing a detailed history of financial activities.
Spreadsheet: A spreadsheet software, such as Microsoft Excel, is a versatile tool that can be used for various purposes, including data analysis and report generation. While spreadsheets can be used to create reports, they require manual design and formatting. Users need to define formulas, create tables, and format the data to generate reports. Spreadsheets offer more flexibility in terms of report customization but lack the specialized features and predefined templates provided by accounting packages. Spreadsheets generally lack built-in audit trail capabilities. While it is possible to manually create some form of an audit trail within a spreadsheet by recording changes or maintaining separate sheets to track modifications, it requires manual effort and may not provide the same level of detail and reliability as an accounting package's audit trail. Spreadsheets are primarily designed for data manipulation and analysis rather than providing robust audit trail functionality.


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QUESTION 4(b)

Q

Giving an example, explain the purpose of a mobile browser.

A

Solution


Hailie is a frequent traveler who uses her mobile phone to access the internet while on the go. She wants to book a flight for her upcoming trip, so she opens her mobile browser.

The purpose of the mobile browser, in this case, is to provide Hailie with a user-friendly interface to access and navigate websites on her mobile device. Here's how the mobile browser serves its purpose:

  • Internet Access: The mobile browser allows Hailie to connect to the internet using her mobile data or Wi-Fi connection. It establishes a connection to the web servers hosting websites and retrieves the requested web pages.
  • Web Page Rendering: Once connected, the mobile browser renders the web page content received from the web server. It interprets the HTML, CSS, and JavaScript code of the website to display the page's layout, text, images, and interactive elements in a mobile-friendly format.
  • User Interface: The mobile browser provides a user-friendly interface optimized for smaller screens and touch-based interactions. It includes features like navigation buttons, address bars, bookmarks, and search functionality, making it easy for Hailie to enter website URLs, search for specific information, or access her favorite websites.
  • Website Navigation: Hailie can use the mobile browser to navigate within a website by tapping on links, buttons, or menus. The browser handles the underlying network requests, fetching and displaying the linked web pages or performing desired actions within web applications.
  • Form Input and Submissions: If Hailie needs to fill out an online form to book her flight, the mobile browser provides a keyboard and input fields where she can enter her personal information, flight details, and payment details. It also handles the submission of the form data securely to the web server.
  • Multimedia Support: The mobile browser is capable of displaying various types of multimedia content embedded within web pages, such as images, videos, and audio files. This allows Hailie to view promotional images or watch videos related to her travel destinations directly within the browser.
  • Security and Privacy: Mobile browsers prioritize security and privacy features to protect users' sensitive information. They implement encryption protocols (e.g., HTTPS) to secure the data transmitted between the device and web servers. Additionally, they offer features like private browsing mode, cookie management, and options to clear browsing history, providing users like Hailie with control over their online privacy.

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QUESTION 4(c)

Q

Explain how cloud computing supports e-commerce operations.

A

Solution


➧ Scalability and Flexibility: E-commerce businesses often experience fluctuating demands based on factors like seasonality, promotions, or sudden spikes in traffic. Cloud computing allows e-commerce operations to scale their resources up or down as needed, ensuring optimal performance and cost-efficiency. Businesses can easily expand their server capacity, storage, and computing power during peak periods and scale back during quieter times.

➧ Cost Efficiency: Cloud computing eliminates the need for businesses to invest in and maintain their own physical infrastructure. Instead, they can leverage cloud service providers who charge based on usage or subscription models. This helps e-commerce businesses reduce upfront costs and align expenses with actual usage, resulting in cost savings.

➧ High Availability and Reliability: Cloud service providers typically offer robust infrastructure with built-in redundancy and failover mechanisms. This ensures high availability and reliability for e-commerce applications and websites. The cloud's distributed nature helps minimize downtime, providing customers with uninterrupted access to online stores, resulting in improved customer satisfaction and sales.

➧ Global Reach and Accessibility: Cloud computing enables e-commerce businesses to reach a global audience by leveraging the provider's data centers located in different regions. This reduces latency and improves website performance for users accessing the e-commerce platform from various geographical locations. Additionally, cloud-based services can be accessed from any device with an internet connection, providing flexibility for both businesses and customers.

➧ Data Storage and Backup: Cloud storage services offer scalable and reliable data storage solutions for e-commerce businesses. Customer data, transaction records, product information, and other business-critical data can be securely stored in the cloud. Cloud storage also facilitates data backup and disaster recovery, ensuring that valuable information is protected and can be quickly restored in case of any unexpected events.

➧ Security and Compliance: Cloud service providers invest heavily in implementing robust security measures to protect customer data and ensure compliance with industry standards and regulations. They employ encryption, access controls, regular security updates, and monitoring tools to safeguard e-commerce operations. This helps businesses address security concerns and focus on their core operations without having to manage complex security infrastructures.

➧ Integration and Scalable Architecture: Cloud computing enables easy integration with other systems and services essential for e-commerce operations, such as payment gateways, customer relationship management (CRM) systems, inventory management, and order processing. Cloud-based architecture supports the seamless flow of data and communication between different systems, allowing e-commerce businesses to streamline their operations and enhance efficiency.

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QUESTION 4(d)

Q

Explain social issues that may arise from the use of information systems

A

Solution


➧ Privacy Concerns: Information systems collect and store vast amounts of personal data, such as names, addresses, contact details, and browsing habits. Privacy concerns may arise if this data is misused, mishandled, or accessed without proper consent. Individuals may feel their privacy is compromised when their personal information is shared, sold, or used for targeted advertising without their knowledge or consent.

➧ Security Risks: Information systems are vulnerable to security breaches, hacking attempts, and data theft. If sensitive data such as financial information, social security numbers, or medical records are compromised, it can lead to identity theft, fraud, and financial loss. Security incidents can also erode trust in online systems, making users hesitant to share their information or engage in e-commerce activities.

➧ Digital Divide: Information systems can create a digital divide, where certain individuals or groups lack access to technology or digital resources. This divide can be based on factors like socioeconomic status, geographical location, age, or education level. Those without access or digital literacy may face disadvantages in terms of job opportunities, education, healthcare, and participation in the digital economy.

➧ Cyberbullying and Online Harassment: Information systems, particularly social media platforms and online communication tools, can be breeding grounds for cyberbullying, harassment, and online abuse. The anonymity and distance provided by the internet can embolden individuals to engage in harmful behaviors, causing emotional distress, reputational damage, and psychological harm to the victims.

➧ Fake News and Misinformation: Information systems have facilitated the rapid spread of fake news, misinformation, and propaganda. This can have significant social and political consequences, as false information can influence public opinion, create social divisions, and undermine trust in institutions. The proliferation of misinformation challenges individuals' ability to discern reliable sources and make informed decisions.

➧ Job Displacement and Skills Gap: Information systems and automation technologies have the potential to replace human labor in certain industries and job roles. This can lead to job displacement and unemployment for individuals whose skills become obsolete. The rapid pace of technological advancement may also create a skills gap, where individuals lack the necessary skills to adapt to the changing job market, further exacerbating employment challenges.

➧ Digital Addiction and Social Isolation: Excessive use of information systems, such as social media and online gaming, can contribute to digital addiction and social isolation. Individuals may become overly reliant on technology, spending excessive time online and neglecting real-world social interactions. This can impact mental health, interpersonal relationships, and overall well-being.

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QUESTION 4(e)

Q

Assess ways in which general ICT controls ensure the reliability of data generated information systems.

A

Solution


➧ Access Controls: Access controls limit access to information systems and data based on user roles and privileges. User authentication, password policies, and user authorization processes help prevent unauthorized access and protect the reliability of data by ensuring that only authorized individuals can modify or access sensitive information.

➧ Data Backup and Recovery: Regular data backups and well-defined recovery processes are crucial for data reliability. Backup systems and procedures help protect against data loss due to hardware failures, natural disasters, or other unforeseen events. By having up-to-date backups, organizations can recover data quickly and maintain the reliability of their information systems.

➧ Change Management: Change management controls ensure that any changes to information systems, such as software updates, configurations, or system modifications, are properly planned, tested, and implemented. This helps prevent unauthorized or unplanned changes that could compromise data reliability. Change management practices also include version control and documentation, which ensure that changes can be tracked and rolled back if necessary.

➧ Data Validation and Verification: Data validation controls help ensure the accuracy and reliability of data entered into information systems. These controls include data integrity checks, such as data validation rules, field formats, and range restrictions. By validating and verifying data at the point of entry, organizations can minimize the risk of data errors or inconsistencies that could impact data reliability.

➧ Logging and Monitoring: Logging and monitoring controls record and track activities within information systems. Audit trails, event logs, and system monitoring help identify any unauthorized or suspicious activities that could compromise data reliability. By regularly reviewing logs and monitoring system activities, organizations can detect anomalies, investigate incidents, and ensure the reliability of data.

➧ Physical Security: Physical security controls protect the physical infrastructure and equipment that house information systems and data. These controls include measures such as access controls to data centers, surveillance systems, environmental controls (e.g., temperature and humidity), and backup power systems. By implementing physical security controls, organizations can mitigate the risk of physical damage or unauthorized access to the infrastructure, thereby ensuring the reliability of data.

➧ Disaster Recovery and Business Continuity: Disaster recovery and business continuity plans are essential for maintaining data reliability. These plans outline procedures for recovering systems and data in the event of a disruption or disaster. By having robust plans in place, organizations can minimize downtime, recover data quickly, and ensure the ongoing reliability of their information systems.

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QUESTION 5(a)

Q List types of software used to enable e-commerce business.
A

Solution


➢ E-commerce Platforms: E-commerce platforms are comprehensive software solutions that provide the foundation for running online stores. They offer features such as product catalog management, shopping cart functionality, payment gateways integration, order management, and customer relationship management (CRM) tools. Examples of popular e-commerce platforms include Shopify, Magento, WooCommerce, and BigCommerce.

➢ Content Management Systems (CMS): CMS software allows businesses to create and manage their website content. This includes product descriptions, blog posts, landing pages, and other web pages relevant to the e-commerce business. Popular CMS platforms used for e-commerce include WordPress, Drupal, and Joomla.

➢ Payment Gateways: Payment gateway software facilitates secure online transactions by handling the processing of payments made by customers. It encrypts sensitive payment information and communicates with banks or financial institutions to authorize and complete transactions. Common payment gateway providers include PayPal, Stripe, Square, and Authorize.Net.

➢ Customer Relationship Management (CRM) Software: CRM software helps businesses manage and track customer interactions, sales, and marketing activities. It allows e-commerce businesses to collect and analyze customer data, automate marketing campaigns, and provide personalized experiences. Popular CRM software includes Salesforce, HubSpot, Zoho CRM, and Pipedrive.

➢ Inventory Management Software: Inventory management software enables e-commerce businesses to track and manage their product inventory. It helps with tasks such as inventory tracking, order fulfillment, stock replenishment, and supplier management. Examples of inventory management software include TradeGecko, Stitch Labs, and DEAR Inventory.

➢ Analytics and Reporting Software: Analytics and reporting software provides insights into the performance of an e-commerce business. It tracks key metrics such as website traffic, conversion rates, sales, and customer behavior, allowing businesses to make data-driven decisions. Google Analytics, Adobe Analytics, and Kissmetrics are commonly used analytics tools.

➢ Email Marketing Software: Email marketing software enables businesses to create and send targeted email campaigns to their customer base. It helps with email list management, email design, automation, and tracking campaign performance. Popular email marketing software includes Mailchimp, Constant Contact, and Sendinblue.

➢ Social Media Management Software: Social media management software assists businesses in managing their social media presence and engagement. It allows scheduling and publishing of posts, monitoring social media mentions, analyzing performance, and engaging with followers. Examples include Hootsuite, Buffer, and Sprout Social.

➢ Customer Support and Live Chat Software: Customer support software provides tools for managing customer inquiries, live chat support, and ticketing systems. It helps e-commerce businesses deliver efficient customer service and resolve issues promptly. Software like Zendesk, Freshdesk, and LiveChat are commonly used for customer support. Shipping and Logistics Software: Shipping and logistics software streamlines the management of shipping processes, order tracking, and delivery. It integrates with shipping carriers and helps businesses generate shipping labels, calculate shipping costs, and track packages. Popular shipping software includes ShipStation, Shippo, and Easyship.

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QUESTION 5(b)

Q

Highlight types of skills that a system analyst is required to have in order to effectively carry out his/her tasks.

A

Solution


System analyst

➧ A system analyst is responsible for analyzing, designing, and implementing information systems to meet the needs of an organization. To effectively carry out these tasks, a system analyst should possess a combination of technical, analytical, and interpersonal skills. Here are some key skills required for a system analyst:

  1. Technical Skills:
    • Proficiency in various programming languages, databases, and software development methodologies.
    • Knowledge of system architecture, network infrastructure, and operating systems.
    • Understanding of data modeling, database management, and data integration techniques.
    • Familiarity with web technologies, e-commerce platforms, and cloud computing.
    • Ability to work with software development tools and programming frameworks.
  2. Analytical Skills:
    • Strong problem-solving abilities to identify and analyze complex business requirements.
    • Critical thinking skills to evaluate different options and propose effective solutions.
    • Ability to conduct thorough system analysis, including requirement gathering, process mapping, and system documentation.
    • Capacity to perform data analysis, identify patterns, and make data-driven decisions.
    • Attention to detail to ensure accurate documentation and system specifications.
  3. Communication and Interpersonal Skills:
    • Excellent verbal and written communication skills to interact with stakeholders at all levels of the organization.
    • Active listening skills to understand user requirements and effectively communicate technical concepts to non-technical individuals.
    • Ability to facilitate meetings, workshops, and presentations to gather requirements and present solutions.
    • Collaboration and teamwork skills to work effectively with cross-functional teams, including developers, designers, and business stakeholders.
    • Strong negotiation and influencing skills to navigate conflicting priorities and reach consensus.
  4. Project Management Skills:
    • Knowledge of project management principles, methodologies, and tools.
    • Ability to develop project plans, set deadlines, and manage project scope and resources.
    • Proficiency in prioritizing tasks, managing timelines, and delivering projects on schedule.
    • Skill in risk management, issue tracking, and change management to ensure project success.
    • Understanding of Agile or Scrum methodologies for iterative development and continuous improvement.
  5. Business Acumen:
    • Understanding of business processes, workflows, and organizational structure.
    • Knowledge of industry-specific regulations, standards, and best practices.
    • Ability to align system requirements with business objectives and strategies.
    • Capacity to identify opportunities for process improvement and automation.
    • Aptitude for evaluating the cost-effectiveness and return on investment (ROI) of proposed system solutions.

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QUESTION 5(c)

Q Assess methods of controlling unethical behaviour in ICT.
A

Solution


➧ Establishing Ethical Policies and Codes of Conduct: Organizations should develop and communicate clear ethical policies and codes of conduct that define acceptable behavior in ICT. These policies should address issues such as data privacy, security, intellectual property rights, responsible use of technology, and appropriate online behavior. Employees should be required to read and acknowledge these policies, ensuring they understand their responsibilities and the consequences of unethical behavior.

➧ Employee Training and Awareness Programs: Conducting regular training programs and awareness campaigns can educate employees about ethical practices and the potential risks of unethical behavior. Training should cover topics such as data security, privacy protection, proper use of technology resources, and the importance of adhering to ethical standards. By fostering a culture of ethics and accountability, organizations can help employees make informed decisions and reduce the likelihood of unethical behavior.

➧ Implementing Access Controls and User Permissions: Utilizing access controls and user permissions helps limit access to sensitive information and critical systems. By assigning appropriate access rights based on job roles and responsibilities, organizations can prevent unauthorized access and minimize the risk of unethical behavior. Regularly reviewing and updating access permissions is important to ensure that employees only have access to the information and resources necessary to perform their duties.

➧ Implementing Monitoring and Auditing Mechanisms: Organizations can implement monitoring and auditing mechanisms to detect and deter unethical behavior. This includes monitoring system logs, network traffic, and user activities to identify any suspicious or unauthorized behavior. Regular audits of system configurations, access controls, and data usage can help identify vulnerabilities and potential areas of unethical behavior.

➧ Whistleblower Programs and Reporting Channels: Establishing confidential reporting channels, such as hotlines or email addresses, allows employees to report unethical behavior without fear of retaliation. Whistleblower programs encourage employees to come forward with information about unethical practices, providing organizations with the opportunity to address and rectify such behavior promptly.

➧ Enforcing Disciplinary Actions: Organizations should have clear procedures for addressing and disciplining employees who engage in unethical behavior. Disciplinary actions may include verbal or written warnings, suspension, termination, or legal action, depending on the severity and impact of the unethical behavior. Consistently applying disciplinary measures helps create a deterrent against unethical actions and reinforces the organization's commitment to ethical conduct.

➧ Ethical Leadership and Tone from the Top: Ethical behavior starts at the top of an organization. Leaders should exemplify ethical conduct, set a positive tone, and emphasize the importance of ethics in ICT. By demonstrating ethical leadership and providing guidance, leaders can influence employees to make ethical choices and create a culture of integrity throughout the organization.

➧ Collaboration with Regulatory Bodies and Industry Associations: Organizations can collaborate with regulatory bodies and industry associations to stay updated on ethical guidelines, standards, and legal requirements related to ICT. Engaging in industry discussions and complying with industry codes of ethics helps organizations navigate ethical challenges effectively and stay aligned with best practices.

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QUESTION 5(d)

Q Kibao Masetu, a system analyst, used the prototyping method to develop an information system for Petoka Ltd. Explain advantages of using this method.
A

Solution


➧ Enhanced User Involvement: Prototyping allows for increased user involvement throughout the development process. By creating a working model or prototype of the system early on, stakeholders and end-users can provide feedback, suggest improvements, and actively participate in shaping the final product. This iterative approach leads to better alignment between user requirements and the system's functionality, resulting in a system that better meets their needs.

➧ Improved Requirement Understanding: Prototyping helps to bridge the gap between user requirements and system design. As the prototype is developed and refined, it provides a tangible representation of the system's features, interfaces, and workflows. This visual representation helps stakeholders and developers better understand and validate requirements, identify missing or ambiguous requirements, and make necessary adjustments early in the development process.

➧ Early Detection of Issues and Risk Mitigation: The iterative nature of prototyping allows for early detection and resolution of issues, thereby reducing risks associated with system development. By presenting the prototype to stakeholders and users, potential problems, usability issues, and design flaws can be identified and addressed at an early stage. This helps to minimize rework, improve system quality, and mitigate risks associated with the final system's performance and usability.

➧ Faster Development and Time-to-Market: Prototyping can expedite the development process and reduce the time-to-market for the final system. Since prototyping focuses on creating a functional model of the system, it allows for concurrent development activities. Developers can work on different components or modules of the system simultaneously, accelerating the overall development timeline. Additionally, the early involvement of users and stakeholders in the prototyping process helps streamline decision-making and reduces delays caused by misunderstandings or misalignments.

➧ Facilitates Innovation and Creativity: Prototyping encourages creativity and innovation in system design. It provides a platform for experimenting with different design options, exploring new features, and evaluating their viability. The iterative nature of prototyping allows for rapid feedback and refinement cycles, enabling developers to explore and incorporate innovative ideas into the system design. This can result in a more innovative and user-friendly final system.

➧ Increased Customer Satisfaction: By involving users and stakeholders in the prototyping process and incorporating their feedback, the final system is more likely to meet their expectations and requirements. The iterative nature of prototyping allows for continuous improvement and fine-tuning, leading to a system that aligns closely with user needs. Ultimately, this can result in higher customer satisfaction and a system that better serves its intended purpose.

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QUESTION 6(a)

Q (a) (i) Highlight features of a presentation program that are not available in a word processing program.

(ii) Explain contexts in which one would need to use a presentation program instead of a word processing program.

A

Solution


(i) Features of a Presentation Program not available in a Word Processing Program:

➧ Slide Layouts and Templates: Presentation programs provide predefined slide layouts and templates that are specifically designed for creating professional-looking slides. These layouts often include placeholders for titles, text, images, charts, and multimedia elements. This feature helps users create visually appealing and well-structured slides with ease.

➧ Slide Transitions and Animations: Presentation programs offer a wide range of slide transitions and animations to enhance the visual appeal and engagement of the presentation. Users can apply transition effects between slides, such as fades, wipes, or slides, to create smooth and visually appealing transitions. Additionally, animations can be applied to individual elements within a slide to add movement and interactivity.

➧ Multimedia Integration: Presentation programs provide seamless integration of multimedia elements such as images, videos, audio clips, and interactive content. Users can embed multimedia files directly into the slides, enabling them to create dynamic and engaging presentations that go beyond static text and images.

➧ Presenter View and Slideshow Mode: Presentation programs often include a dedicated presenter view, which allows the presenter to see the upcoming slides, speaker notes, and timing while displaying only the current slide to the audience. This feature helps presenters deliver their presentations smoothly and confidently. Additionally, slideshow mode offers full-screen presentation capabilities, optimizing the viewing experience for the audience.

➧ Interactive and Collaborative Features: Many presentation programs offer interactive features such as audience polling, live chat, and collaboration tools. These features enable presenters to engage the audience, gather real-time feedback, and facilitate collaborative discussions during the presentation.

(ii) Contexts in which one would need to use a Presentation Program instead of a Word Processing Program:

➧ Delivering Visual Presentations: When the goal is to deliver information or ideas to an audience in a visually appealing and engaging manner, a presentation program is more suitable. The slide-based format of a presentation program allows for a structured flow of information, visual aids, and multimedia elements that enhance the audience's understanding and retention of the content.

➧ Presenting Complex Data or Concepts: If the content involves complex data, charts, or diagrams that need to be explained or visualized, a presentation program provides better tools for presenting such information. Presentation programs often have built-in charting and graphing capabilities, making it easier to create and display visual representations of data.

➧ Storytelling and Persuasion: In situations where the goal is to tell a compelling story or persuade the audience, a presentation program offers features like slide transitions, animations, and multimedia integration that help create a narrative and evoke emotional responses. These features enable presenters to convey their message effectively and make a lasting impact.

➧ Formal Presentations and Public Speaking: When presenting in formal settings such as conferences, seminars, or board meetings, a presentation program is typically expected. It provides a professional and structured format for delivering information, and the presenter can use features like presenter view, timing, and slide navigation to ensure a smooth and confident presentation.

➧ Interactive and Collaborative Presentations: If the presentation requires audience interaction, live polling, or collaboration with other presenters, a presentation program offers dedicated features to facilitate these activities. The ability to engage the audience, gather feedback, and collaborate in real-time enhances the effectiveness and interactivity of the presentation.

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QUESTION 6(b)

Q Enumerate reasons why an organisation might opt to use subcontractors for its information system needs.
A

Solution


➧Expertise and Specialization: Subcontracting allows organizations to access specialized expertise and skills that may not be available in-house. Information system subcontractors often have a dedicated focus and expertise in specific technologies, platforms, or domains. By outsourcing to subcontractors, organizations can benefit from their specialized knowledge and experience to develop, implement, or manage complex information systems.

➧ Cost Efficiency: Subcontracting can be a cost-effective solution for organizations. Hiring and maintaining an in-house team of skilled IT professionals can be expensive, including costs associated with recruitment, training, salaries, benefits, and infrastructure. Subcontracting allows organizations to leverage external resources on a project basis, reducing fixed costs and providing flexibility in scaling resources up or down as needed.

➧ Time Efficiency: Subcontractors can provide faster turnaround times and accelerate project completion. They are often experienced in executing similar projects and have established processes, tools, and methodologies to streamline development or implementation. By leveraging their expertise and resources, organizations can expedite the delivery of information systems and meet tight deadlines.

➧ Scalability and Flexibility: Subcontracting provides organizations with the ability to scale resources based on project demands. They can easily adjust the number of subcontractors or allocate specific tasks to meet project requirements. This flexibility enables organizations to effectively manage fluctuations in workload or accommodate changes in project scope.

➧ Access to Advanced Technology: Information system subcontractors typically invest in the latest technologies, tools, and infrastructure. By subcontracting, organizations can gain access to state-of-the-art technologies and leverage the benefits of advanced systems without having to invest heavily in acquiring and maintaining those resources in-house.

➧ Risk Mitigation: Subcontracting can help mitigate risks associated with information system development or implementation. Subcontractors often have experience working on similar projects and can apply best practices and industry standards to ensure project success. Additionally, subcontractors may assume certain project-related risks, such as project delays or quality issues, relieving the organization from the full burden of potential setbacks.

➧ Focus on Core Competencies: Outsourcing information system needs allows organizations to focus on their core competencies and strategic objectives. By delegating non-core activities to subcontractors, organizations can concentrate on their primary business functions, improving overall efficiency and competitiveness.

➧ Global Reach and Access to Talent: Subcontracting can provide organizations with access to a global talent pool. It allows them to engage subcontractors from different locations, harnessing diverse perspectives and skills. This can be particularly beneficial when specific skills or resources are scarce locally or when organizations want to tap into the advantages of a global workforce.

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QUESTION 6(c)

Q Outline benefits of conducting a feasibility study during systems development.
A

Solution


➧ Identifying Project Viability: A feasibility study helps assess the overall viability of a proposed system development project. It evaluates various aspects such as technical feasibility, operational feasibility, economic feasibility, and legal and regulatory feasibility. By conducting a comprehensive analysis, organizations can determine whether the project aligns with their strategic goals, whether it can be realistically implemented, and whether it is financially and legally viable.

➧ Risk Assessment and Mitigation: Feasibility studies allow organizations to identify potential risks and challenges associated with the proposed system development project. It helps in understanding the potential obstacles, limitations, and dependencies that could impact the project's success. By proactively identifying risks, organizations can develop appropriate risk mitigation strategies and contingency plans to minimize the impact of uncertainties and increase the chances of project success.

➧ Cost-Benefit Analysis: Feasibility studies include a thorough assessment of costs and benefits associated with the proposed system development project. It helps organizations understand the financial implications, including investment costs, operational costs, and potential returns on investment. By conducting a cost-benefit analysis, organizations can make informed decisions about resource allocation, prioritize projects based on their expected benefits, and ensure that the project aligns with the organization's financial objectives.

➧ Stakeholder Alignment: Feasibility studies involve engaging stakeholders and obtaining their input and feedback. It allows organizations to understand the needs, expectations, and concerns of stakeholders, including end-users, management, customers, and regulatory bodies. By involving stakeholders in the feasibility study process, organizations can build consensus, address concerns, and ensure that the proposed system development project meets the requirements and expectations of all relevant parties.

➧ Decision Making and Project Prioritization: Feasibility studies provide valuable information and analysis that aids in decision-making and project prioritization. It helps organizations evaluate different project alternatives, assess their feasibility, and compare their potential benefits and risks. Based on the findings of the feasibility study, organizations can make informed decisions about whether to proceed with the project, modify the project scope, or prioritize other projects that offer better feasibility and benefits.

➧ Project Planning and Resource Allocation: Feasibility studies provide a foundation for project planning and resource allocation. The study helps organizations understand the project requirements, timeline, and resource needs. It allows for effective resource allocation, including personnel, technology, infrastructure, and budget, ensuring that the necessary resources are available to support the successful development and implementation of the system.

➧ Stakeholder Communication and Buy-in: Feasibility studies contribute to effective stakeholder communication and buy-in. The study findings and analysis provide a clear rationale and justification for the proposed system development project. It helps organizations communicate the project's potential benefits, risks, and impacts to stakeholders in a structured and evidence-based manner. This promotes transparency, builds trust, and increases stakeholder buy-in and support for the project.

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QUESTION 6(d)

Q

Explain factors to consider when choosing an operating system for a computer.

A

Solution


➧ Compatibility: Compatibility is a crucial factor to consider when choosing an operating system. Ensure that the OS is compatible with the hardware components of the computer, including the processor, memory, storage devices, and peripherals. Additionally, consider the compatibility of software applications and drivers required for your specific needs.

➧ User Interface: The user interface (UI) determines how you interact with the operating system. Consider the type of UI that suits your preferences and ease of use. Operating systems offer various UI options such as graphical user interfaces (GUIs) with icons and menus, command-line interfaces (CLIs) with text-based commands, or touch-based interfaces for mobile devices. Choose an OS with a UI that is intuitive and matches your requirements.

➧ Security: Security is a critical consideration when selecting an operating system, especially if you will be handling sensitive data or connecting to networks. Look for an OS with robust security features such as built-in firewalls, antivirus protection, secure login mechanisms, and regular security updates. Consider the OS's track record in terms of vulnerability management and response to security threats.

➧ Software Availability: Consider the availability of software applications that are essential for your needs. Some operating systems have a wider range of compatible software applications, while others may have more limited options. Ensure that the necessary software, including productivity tools, multimedia applications, and specialized software, is available for the chosen OS.

➧ Performance and Resource Requirements: Evaluate the performance and resource requirements of the operating system. Consider the system's hardware specifications and ensure that the OS can run efficiently on the available resources. Some operating systems are optimized for lower-end hardware, while others require more powerful hardware configurations. Assess the OS's resource usage, system responsiveness, and overall performance based on your specific requirements.

➧ Stability and Reliability: Look for an operating system known for its stability and reliability. Consider the track record of the OS in terms of crashes, system errors, and overall uptime. Operating systems that have a reputation for stability and reliability provide a smoother and more consistent user experience, minimizing disruptions and downtime.

➧ Technical Support and Community: Evaluate the availability of technical support and a thriving user community for the chosen operating system. Check if the OS vendor provides timely updates, patches, and documentation. Additionally, a strong user community can be beneficial for troubleshooting, sharing knowledge, and accessing online resources and forums for assistance.

➧ Cost and Licensing: Consider the cost implications and licensing requirements of the operating system. Some operating systems are open-source and freely available, while others require paid licenses. Assess the long-term costs associated with software updates, upgrades, and support services, as well as any licensing restrictions or limitations that may affect your usage.

➧ Future Scalability and Compatibility: Consider the future scalability and compatibility of the operating system. Evaluate its ability to support evolving hardware technologies and emerging software standards. Ensure that the chosen OS can accommodate your future growth and integration requirements without significant disruptions or migration challenges.

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QUESTION 7(a)

Q (a) Explain characteristics of a “peer to peer” computer network.

A

Solution


Peer-to-peer (P2P) computer network

➦ A peer-to-peer (P2P) computer network is a decentralized network architecture where all connected devices or nodes have equal status and can act as both clients and servers.

Characteristics of a peer-to-peer network:

➧Decentralization: In a peer-to-peer network, there is no central server or authority governing the network. Each node has equal status and can communicate directly with other nodes without relying on a central entity. This decentralized nature allows for greater autonomy, flexibility, and resilience in the network.

➧Symmetry: In a P2P network, all nodes have the same capabilities and can perform both client and server functions. Each node can share its resources (such as processing power, storage, and bandwidth) with other nodes in the network while also utilizing the resources of other nodes.

➧Scalability: Peer-to-peer networks are inherently scalable because the addition of new nodes does not require significant changes to the overall network infrastructure. New nodes can seamlessly join the network, and the network can expand to accommodate more participants without relying on a centralized infrastructure.

➧Resource Sharing: One of the primary purposes of a P2P network is resource sharing among the connected nodes. Each node can contribute its resources (such as files, computing power, or services) to the network and access resources shared by other nodes. This enables efficient distribution and utilization of resources across the network.

➧Redundancy and Fault Tolerance: Peer-to-peer networks often exhibit a high degree of redundancy and fault tolerance. Since there is no single point of failure, the network can continue to function even if some nodes become unavailable or fail. Data and resources are distributed across multiple nodes, reducing the impact of individual node failures.

➧Self-Organization: Peer-to-peer networks have the ability to self-organize and adapt to changes in the network. Nodes can discover and connect with other nodes dynamically, without relying on centralized administration or configuration. This self-organizing capability allows for the spontaneous formation of networks and supports dynamic peer interactions.

➧Privacy and Anonymity: Peer-to-peer networks can provide a certain level of privacy and anonymity. Communication between nodes can be encrypted, and data can be distributed across multiple nodes, making it difficult to track or monitor individual users. This characteristic is particularly useful in scenarios where privacy and security are important, such as file sharing or communication networks.

➧ Collaboration and Cooperation: Peer-to-peer networks foster collaboration and cooperation among participants. Nodes can interact directly with each other, exchange information, and collaborate on shared tasks. This characteristic is particularly beneficial for applications that require distributed computing, distributed storage, or collaborative problem-solving.

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QUESTION 7(b)

Q

Highlight legal and ethical issues that may arise from the use of information systems in a large-scale chain-based supermarket.

A

Solution


  1. Legal Issues:
    • Data Protection and Privacy: The use of information systems in a large-scale supermarket involves collecting, storing, and processing customer data. It is crucial to comply with data protection laws and ensure that customer information is handled securely and used only for authorized purposes. Violating data protection and privacy regulations can result in legal consequences and damage the supermarket's reputation.
    • Intellectual Property: Information systems may involve the use of software, databases, and other intellectual property. It is essential to respect intellectual property rights and adhere to software licensing agreements. Unauthorized use or distribution of copyrighted materials can lead to legal disputes and infringement claims.
    • Consumer Protection: Information systems play a significant role in managing customer transactions, including sales, payments, and refunds. It is essential to comply with consumer protection laws, such as accurate pricing, fair refund policies, and truthful advertising. Failure to meet these legal requirements can result in legal action and reputational damage.
    • Employment Laws: Information systems impact employees' work environment and processes. It is necessary to comply with employment laws, including fair labor practices, non-discrimination, and health and safety regulations. Failure to meet these legal obligations can lead to lawsuits and negative publicity.
  2. Ethical Issues:
    • Data Security and Privacy: Ensuring the security and privacy of customer data is not only a legal requirement but also an ethical responsibility. Mishandling or unauthorized access to customer information can violate customer trust, breach privacy rights, and lead to identity theft or fraud.
    • Transparency and Accountability: Ethical considerations require transparency in the use of information systems. Customers should be informed about the collection, use, and sharing of their data. Supermarkets should also be accountable for the accuracy and integrity of the information provided through their systems, such as product descriptions and pricing.
    • Fair Pricing and Competitive Practices: Supermarkets must ensure fair pricing practices and avoid anti-competitive behavior. Ethical concerns arise when information systems are used to manipulate prices, engage in deceptive advertising, or engage in anti-competitive practices that harm consumers or competitors.
    • Employee Monitoring and Surveillance: The use of information systems for employee monitoring raises ethical questions regarding employee privacy and autonomy. It is important to strike a balance between monitoring for legitimate business purposes, such as preventing theft, and respecting employees' privacy rights and dignity.
    • Environmental Impact: Information systems in a large-scale supermarket can contribute to environmental issues, such as electronic waste from outdated technology or excessive energy consumption. Adopting ethical practices, such as proper disposal of electronic equipment and implementing energy-efficient solutions, can mitigate these environmental impacts.
    • Digital Divide and Accessibility: Supermarkets should consider the digital divide and ensure that their information systems are accessible to all customers, including those with disabilities or limited access to technology. Ethical considerations require providing equal access and addressing barriers that may exclude certain individuals or communities.


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QUESTION 7(c)

Q

Suggest strategies that a country could adopt to minimise the digital divide.

A

Solution


➧ Infrastructure Development: Ensure the development and improvement of necessary digital infrastructure, such as broadband internet connectivity, in both urban and rural areas. This includes expanding network coverage, improving internet speeds, and reducing the cost of access.

➧ Affordability and Accessibility: Make internet services and digital devices more affordable and accessible to all segments of society. This can be achieved through subsidies, discounts, or incentives for low-income individuals, students, or disadvantaged communities to access the internet and acquire digital devices.

➧ Digital Skills Training: Provide training programs and initiatives to enhance digital literacy and skills among the population. This includes offering basic computer literacy courses, digital skills training in schools, community centers, and adult education programs. Focus on empowering marginalized groups, seniors, and individuals with disabilities.

➧ Public Access Points: Establish public access points, such as community centers, libraries, schools, and public spaces, equipped with computers and internet connectivity. These access points can bridge the gap for individuals who do not have internet access at home or cannot afford personal devices.

➧ Mobile Connectivity: Expand mobile network coverage and promote affordable mobile data plans to enable internet access through mobile devices, which are often more accessible than traditional computers. Mobile technology can help reach remote and underserved areas.

➧ Collaboration and Partnerships: Foster collaboration between government, private sector, non-profit organizations, and civil society to develop joint initiatives and projects aimed at reducing the digital divide. Public-private partnerships can leverage resources, expertise, and funding to implement effective solutions.

➧ Local Content and Language: Promote the creation and dissemination of local content and applications in local languages to make the internet more relevant and accessible to diverse populations. This includes developing localized educational content, relevant information, and government services in local languages.

➧ Policy and Regulatory Frameworks: Establish favorable policies and regulations that encourage investment in digital infrastructure, promote competition among service providers, and ensure consumer protection. Address issues such as net neutrality, privacy, and data protection to build trust in the digital ecosystem.

➧ Research and Data Collection: Conduct research and collect data to identify gaps in digital access and understand the specific needs of underserved communities. This data can inform policy-making and help target interventions more effectively.

➧ Sustainable Development Goals (SDGs): Align efforts to minimize the digital divide with the United Nations' SDGs, particularly Goal 9 (Industry, Innovation, and Infrastructure) and Goal 4 (Quality Education), which emphasize the importance of access to technology and education.

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QUESTION 7(d)

Q

(d) Simon has established an accounting firm in a busy town and employed seven assistants. However, the office space is not enough to accommodate all the staff and he has approached you for assistance.

Required:
(i) Explain modern ICT technologies that Simon could adopt to maximise employees’ productivity despite space constraints.

(ii) Explain possible disadvantages that Simon could face in adopting any of the technologies in (d) (i) above.

A

Solution


(i) Modern ICT technologies that Simon could adopt to maximize employees' productivity despite space constraints:

➧ Cloud Computing: By utilizing cloud computing services, Simon can store data, applications, and software on remote servers instead of locally on physical devices. This allows employees to access and work on their tasks from any location with an internet connection, reducing the need for physical office space.

➧ Virtual Desktop Infrastructure (VDI): VDI enables employees to access their complete desktop environment, including applications and files, from any device with an internet connection. This virtualization technology eliminates the need for physical desktops, as employees can access their workspaces and applications remotely.

➧ Video Conferencing and Collaboration Tools: Simon can implement video conferencing tools and collaboration platforms to facilitate virtual meetings and teamwork. Employees can connect and collaborate regardless of their physical location, reducing the need for large meeting rooms or shared office space.

➧ Remote Desktop Access: With remote desktop access tools, employees can connect to their office computers remotely, accessing all their files and software as if they were physically present at their desks. This enables flexible work arrangements and eliminates the need for physical office space for every employee.

➧ Document Management Systems: Simon can implement a digital document management system that allows employees to store, organize, and access documents electronically. This reduces the need for physical storage space and enables seamless collaboration and version control among team members.

(ii) Possible disadvantages of adopting the technologies mentioned above:

➧ Reliance on Internet Connectivity: These technologies heavily rely on a stable and reliable internet connection. Any disruptions or outages in the internet service can hinder productivity and cause delays in accessing data or applications.

➧ Data Security and Privacy Risks: Storing data and applications in the cloud or accessing them remotely can raise concerns about data security and privacy. Simon needs to ensure proper security measures are in place to protect sensitive client information and prevent unauthorized access.

➧ Initial Costs and Investments: Adopting modern ICT technologies often requires an initial investment in infrastructure, software licenses, and training. Simon needs to consider the financial implications and assess the return on investment (ROI) before implementing these technologies.

➧ Learning Curve and Training: Introducing new technologies may require employees to learn and adapt to new workflows and tools. Training and support may be needed to ensure employees can effectively utilize the technologies and maximize productivity.

➧ Compatibility and Integration: Existing systems and software used in the accounting firm may not seamlessly integrate with the new technologies. Simon needs to assess compatibility issues and ensure that the technologies can integrate with existing workflows and processes.

➧ Employee Resistance and Change Management: Some employees may resist the adoption of new technologies, leading to a potential decrease in productivity during the transition period. Proper change management strategies should be implemented to address employee concerns and promote smooth adoption.

➧ Technical Issues and Downtime: Technical glitches, software updates, or system maintenance can result in downtime, affecting productivity. Simon needs to have contingency plans and support systems in place to address technical issues promptly and minimize disruptions.

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