Data Information

							          AS Module 1 (I CT1): TOPIC 10.1 Knowledge, Information and Data

SPECIFICATION10
Understand the distinction between knowledge, information and data.
Information has context and its meaning is determined by the context.
Understand the nature of data: recorded facts, events or transactions.
Understand the different ways in which data can arise: (direct capture or as a by-product of
another operation).
Describe the effect of the quality of the data source on the information produced.
Understand the need to encode information as data.
Understand the problems associated with the coding of value judgements.


INFORMATION AND COMMUNICATIONS TECHNOLOGY
Heathcote Chapter 20, GNVQ Advanced – Control Systems

INPUT-PROCESS-OUTPUT P.34

Input          Effort and Attainment Grades each student gets.
               Changes in address
               Attendance
Process        Calculating attendance percentage
               Calculating budget requirements.
Output         Attendance Lists
               Reports
               Examination Marks
Feedback       Exception report – pupil present Lesson 1 and 3 but not 2

http://www.scoot-utc.com/SCOOTFacilities/astrid.htm
http://www.aimglobal.org/technologies/aidc_overview.htm

DATA
Data are raw facts and figures - by themselves these facts are not immediately useful e.g.
SPO824. They must be put into a context. Data on its own has no meaning.
For example, a red traffic light is data. The meaning that we attach to this data is "Stop". When
you drive up to a red light and stop, you do so because your brain sees the data and processes it.
Data is information but in a coded form (see below), that is acceptable for input to, and
processing by a computer system.

GIGO “ Garbage In, Garbage Out”
If users enter data incorrectly, the information that is outputted will inevitably be unreliable. Steps
can be taken to minimise this problem (although it can never be eliminated completely) e.g. data
validation in a database.

INFORMATION
Once data has been given a meaning or context it becomes Information.
Later in the course we will find that there are cost implications in the collection and processing of
Information.




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        AS Module 1 (I CT1): TOPIC 10.1 Knowledge, Information and Data

Management Information Systems (MIS) P207
Organisations will use ICT for competitive advantage. Many centuries ago it was realised that
“Information is Power”. MIS systems are crucially important to organisations and attempt to
 Supply information on the current state of the business.
 To inform decisions and enable accurate, timely business decisions.
 planning, control and decision making
 Reflect the management structure of the organisation which it serves
 Give possible consequences of information ageing. Where might it be appropriate to date
    stamp information?

KNOWLEDGE
Read Heathcote Pages 34 and 35
Knowledge is having the ability to apply information i.e. is an understanding of "rules". For
example, "smoking can cause cancer", "revising hard means you stand a better chance of passing
exams", "run and you will get there faster".
A "knowledge worker" is someone who is employed because they understand rules related to a
particular task. For example, a doctor has an understanding of the rules of medicine, a lawyer
understands the law.

EXPERT SYSTEMS p.39 GNVQ Advanced
                                                        A computer application that performs a
                                                        task that would otherwise be performed by
                                                        a human expert. For example, there are
                                                        expert systems that can diagnose human
                                                        illnesses, make financial forecasts, and
                                                        schedule routes for delivery vehicles.
                                                        Some expert systems are designed to take
                                                        the place of human experts, while others
                                                        are designed to aid them.
                                                        Expert Systems have a knowledge base, an
                                                        Inference Engine and a Shell. The
                                                        example of a Company Help Suite used on
                                                        P35 is well worth reading.




 Look at the example of Mr Haverstock (Heathcote page 36). Consider these questions:
            Will the information he gathers eventually be out-of-date?
            Does he really have to visit these places? Couldn't he find out about them some other way?
            What knowledge does he need?
            Could his judgements easily be encoded as data?
            Why is the quality of the data source particularly important?




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         AS Module 1 (I CT1): TOPIC 10.1 Knowledge, Information and Data


THE NEED TO ENCODE INFORMATION AS DATA
   Read Heathcote p.36 and 37.
   This means turning information into data, so that it can be understood by a computer. For
     example, the letters M and F might be used to indicate male or female. A postcode (e.g.
     SS = Southend on Sea) can be used to indicate a town. A date (e.g. 14th October 1966)
     can be translated to 14/10/66.
   Encoding information as data can potentially coarsen precision and lose context e.g.
     codes for towns L=London, 1=18-25 years old, computerised medical records,
     measurement to the nearest 100
   Problems in coding value judgements arise (example: recording pupil behaviour on a
     scale of 1-10, Surveys that ask you to rate good/bad/average, colour of eyes that are
     grey/blue)
   The problem of out of date information (example: if "out of stock" reports are printed on
     Monday, they are no good if orders go out on a Friday. The Internet holds a vast amount
     of out of date information. "Date-stamping" is useful). If data is damaged in transit it
     can be difficult to make sense of the remaining items.


Source of Data       See Heathcote p.36
Direct               Supermarket records each transaction by customer.
Indirect             Supermarket can use this information to target this particular customer with
                     advertising material or even sell to other agencies.


QUALITIES OF GOOD INFORMATION

Learn this list by heart
Relevant                                             A job application may require details of
                                                    previous work experience but may not require
                                                    details of eye colour or birthmarks.
Complete                                             Medical records in a hospital would want a
                                                    complete list of all allergies for each patient.
Accurate                                            Current stock exchange prices must be exact.
Reliable, so that its users have confidence in it   Information passed on by a newspaper.
Clear i.e. pitched at the right reading age and     A Code of Conduct to Lower School children
experience of its intended audience
Communicated to the right person                    A sales quotation for computer goods will
                                                    quickly go out of date or the sale itself may be
                                                    lost.
Concise i.e. not any longer than it needs to be     A note to parents explaining a change in school
                                                    uniform rules.
Sent at the right time                              An invitation to a special event.
Sent through the right channel                      To decision makers within the hierarchy of the
                                                    organisation.

http://www.billericay.essex.sch.uk/Faculty/Ict/ICT1.html




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        AS Module 1 (I CT1): TOPIC 10.1 Knowledge, Information and Data


EXAMINATION QUESTIONS

1996 (6 marks)
Describe with the aid of examples, the difference between knowledge, information and data.
Knowledge is how to apply information i.e. interpretation on which decisions are made.
Example: using a particular output report to support a particular argument
Information is derived data in the context of use. Example: output report of all records matching
certain criteria.
Data is a value or a set of values. Example all raw records at collecting stage

1996 and 1994 (4 marks)
Encoding information about value judgements as data can have the effect of reducing its accuracy
or meaning. This becomes evident when the data is retrieved and used. Explain with the use of
two appropriate examples, why this may happen.
Accuracy - normally a discrete coding forces coarseness e.g. blue/green eyes must be coded as
blue or green or tall/small
Meaningfulness depends on the weight given to it by the coder of the information

1996 (10 marks)
An on-line information retrieval system holds confidential personal data.
        a) What precautions should be taken to (4)
                 minimise unauthorised access
                 detect unauthorised access
        b) Why might different users be given different access privileges? (2)
        c) Explain how the data should be protected from corruption (4)
a)
encryption of data during transmission         password protection
physical methods e.g. locks                    terminal protection per task
screen blanking                                audit trail of users log-on
employ a terminal call-back                    terminal identification

b)
requirement of task e.g. some users require only read-only access whereas others need to edit data
field access levels e.g. some users cannot be allowed to see some fields in medical records, others
will need to see all fields
c)
routine backup according to some strategy e.g. daily
off-site
fire proof safe




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        AS Module 1 (I CT1): TOPIC 10.1 Knowledge, Information and Data

1995 (20 marks) The manager of a local firm complains that her Information System produces
lots of data printed in many different reports but provides little information to enable her to run
the business. By using examples from any specific business application you have studied
describe:
          the difference between information and data
          how to determine the information requirements of the business
          the general characteristics of information that make it valuable to a manager
          at least two alternative ways of presenting information in a usable form and their
             reasons for use within a particular context.

MARK ALLOCATION
note individual max add up to more than 20
difference between information and data (4)
          information is derived data in the context of use e.g. output report of all records
             satisfying a certain criteria
          data is a value or set of values e.g. all raw records at collection stage
how to determine the information requirements of the business (6)
discussion with end-users                       interview
observation                                     inspection
questionnaires                                  identify expected outcomes
identify precise problem in IT terms            sub-division of problem into a number of sub-
                                                tasks -information flows, tasks performed, files,
                                                records, filing sequences, I/O documents
the general characteristics of information that make it valuable to a manager (8)
Show understanding of the concepts of relevance and method of interpretation to
management information needs e.g. On a report all columns are needed, extra columns may
confuse
Information is only of value if it is highly appropriate to need and understandable
Accurate in level of detail e.g. Senior management report may need to be accurate to nearest
2% but operator level must be 100%, Senior management require a summary report, detailed
reports may be in an appendix
Complete e.g. All information on report required to make decision
User confidence e.g. In source of data and accuracy of report... A cross check against other
sources may lead to lack of confidence
To right person e.g. Report given to person who needs to be informed
At right time e.g. Stock report not the day after the stock order
Via correct channel of communication e.g. A report tabled at a formal meeting may be
received, an informal distribution may not carry the same effect for the information (or the
reverse)
Understandable (right format e.g. Pie chart not column of figures. This may relate to the
preference of the person receiving the information
Highlight exceptions to the expected/norm values

at least two alternative ways of presenting information in a usable form and their reasons for
use within a particular context. (4)
pie chart                                        better at showing proportions in relation to
                                                 whole
line graph                                       better at showing the trend
exploded pie chart                               exaggerates a particular feature



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        AS Module 1 (I CT1): TOPIC 10.1 Knowledge, Information and Data

pictogram                                        aids user understanding if appropriate
                                                symbol chosen
columns of figures                              better for an accurate record
presentation/coherence (4)

1995 (10 marks)
„People remember 20% of what they hear and 30% of what they see, but 40% of what they hear
and see.‟ Many business organisations are using presentation graphics packages to prepare and
present material, often to a large audience.
          describe two major functional features of a presentation graphics package (4)
          describe two different forms of output you would expect the package to produce to
             enable an effective presentation to be made. (4)
          describe one potential problem when displaying IT based information on a computer
             screen to a large audience, and explain how it can be overcome. (2)
ANSWER
outliner facility (1): acts as simple word-processor where paragraphs can be
indented/demoted, allows overviews, headings, sub-titles, bullet lists, cut and paste. (2) if
sufficient explanation
standard graphics - draw an object, rotate, stretch, fill, outline. pattern, effect, layers. cut
and paste, replicate etc (2) if sufficient explanation
master template (1) to define the look of the presentation, set backgrounds, colour schemes,
fonts and sizes (2) if sufficient explanation
set of basic drawing/text tools (1): for fitting text to curves, normal drawing tools, blending
shapes (2) if sufficient explanation
a clip art import facility in a variety of formats (PCX, TIFF, EPS etc)
slide shows (1) + explanation of sequencing, timing and slide change effects (1)
(b)
primary output is final screen image (1). Can be direct to screen or projected via OHP
laser copy (handouts to audience) or colour print copies. Slides (35mm) may be produced via
bureau
speakers notes with additional annotation on each slide
sound plus expansion
(c)
cannot see, get a larger one
OHP overlay projector or multiple screens
tablet will not handle all modes

1996 (2 Marks)
With the aid of an example, describe ONE problem which may occur when coding a value
judgement.

1996 (2 Marks)
What is meant by the term „data‟?       (1)
What is meant by the term „information‟?        (1)
Give an example that clearly shows the difference between „data‟ and „information‟




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        AS Module 1 (I CT1): TOPIC 10.1 Knowledge, Information and Data


1998.1 and Specimen 2000 (8 marks)
        (a) Information processing is concerned with: (6)
                  Input
                  Processing
                  Output
                  Feedback
Briefly describe these four elements of information processing, using a diagram to illustrate your
answer.
        (b) explain the difference between „knowledge‟ and „information‟ (2)

(a) Input: entails capturing raw data resources from the organisation or from its
    external environment                                                                  1
    Processing: entails converting raw data into a form which is useful.                  1
    Output : entails transferring processed information to people who will use it         1
    Feedback: is output that is returned to appropriate members of the organisation to
help them refine or correct the input phase (must have both points)                       2

                      (must have underlined elements in answer)
                                       FEEDBACK                                           1
(b) Information is data which has been processed into a meaningful and useful
    form whilst knowledge is a set of concepts, rules and procedures used by
    people to create, collect, store and share information                                2
                      (must have underlined elements in answer)
                                                                                          8


1998.4 (5 marks)
Low quality information can be misleading, distorted or incomprehensible. This type of
information is of little value to the decision maker. The output of good quality information is
costly and dependent upon many factors.
        (a) Identify three factors which affect the quality of information. (3)
        (b) State two factors which affect the cost of providing good quality information.

a) Any three from each of the following categories:
    accuracy/precision                                                             1
    recency/ up-to-dateness                                                        1
    frequency of presentation/ timeliness                                          1
    content/ level of detail/relevance                                             1
(Any other terms which describe accurate, up-to-date, timely and relevant data are
acceptable. There must be one descriptor from each category i.e. do not award two
marks for accurate and precise)
                                                                 TO MAX OF 3 MARKS
(b) Any two points from this list:
     intellectual labour involved in originating and handling it                   1
or more specific answers eg:
     data collection,                                                              1
     data conversion                                                               1
     non human element - storage, processing etc.                                  1
or more specific answers eg.:



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        AS Module 1 (I CT1): TOPIC 10.1 Knowledge, Information and Data

    data transmission,                                                                   1
    complexity of processing reqt,                                                       1
    hardware                                                                             1
   reports reqts                                                                         1

(1 mark for 1 from each category or 1 mark for stating the category itself)

                                                                   TO MAX OF 2 MARKS
                                                                                   5

June 1999 1 State two factors that affect the value of information and give an example of
each one. (4)
1 mark stating and one mark for example
For example:
Accuracy - if the data is inaccurate wrong decisions can be made (1) e.g. ordering too
many of an item because the previous weeks sales suggest that the stock is low or demand
is high. Inaccurate information has little value.(1)
Intended use – information intended for a branch manager of a supermarket (1) showing
till usage to allow them to allocate staff over a weekly period is used to give the Regional
manager a view of the efficiency of the branch. Information not designed for a particular
use is usually irrelevant or misleading.(1)
If the information has been poorly obtained e.g. by using too small a sample or
inadequate equipment then only garbage will have been collected (1) and, therefore,
there will only be garbage coming out. Cost (Method of Collection)

2000.2
With the aid of suitable examples, distinguish between data and information. (4 marks)

Data is raw facts or figures or a set of values, facts, figures measurements, records of
transactions(1), example(1)
no processing carried out, no use to anyone have no meaning as such
2 marks
Information is data which has been processed or converted to give it meaning or is data in
context or data that has been organised( 1) example (1)
2 marks
NB: Can get the mark for the example, without getting the definition mark
Allow meaningful data=Information
Examples of Data and Information do not have to be related


January 2002 1.
Explain, using examples, the following terms as they are applied within ICT:
   a. Data; 2 marks
   b. Information; 2 marks
   c. Knowledge. 2 marks

a) Data are raw facts (or material) or figures or a set of values, facts, figures,
measurements, records of transactions (1) example (1). 2 marks


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       AS Module 1 (I CT1): TOPIC 10.1 Knowledge, Information and Data

Must be plural for definition & example.
Not the medium (questionnaire) must be results of.
b) Information is data which has been processed or converted to give it meaning or is
data in context or data that has been organised (for example by sorting or ordering) (1)
example (1). 2 marks
Do not accept simple labelling
Must be the result of processing not the event.
Not just “given a meaning”.
c) Knowledge is a set of rules and/or concepts/ which allow people to
interpret/understand information/ take actions/make decisions (1) example (1). Any 2
marks
An example for knowledge might include the sales manager using sales data for last year
to predict next year’s sales. His knowledge of sales trends allows him to interpret the
sales information.
DO NOT allow “traffic lights” examples.

June 2001.2
The expression “garbage in, garbage out”, or “GIGO ”, is often used in connection with
information processing systems.
Explain, using an example, what is meant by this expression. 4 marks

Sample answer might be “the information output from the system will be wrong(1) if the
data that is entered into the system is incorrect(1)
NOT “information going in”.
An example would be if the price of a can of baked beans is entered as 24p when it is
really 35p (1) then if a customer buys 3 cans of beans the bill will say 72p instead of
£1.05.(1)
Looking for key points of incorrect input gives incorrect output.
2 MARKS EXPLANATION - INPUT OUTPUT
2 MARKS EXAMPLE - INPUT OUTPUT

January 2001.1. Three components of an Information Processing System are input,
processing and output. State what is meant by
    Input
    Processing
    Output
and give an example of each one. 6 marks

2 marks, possible to get any of the individual marks
Input - capturing data (1) plus example (1)
Key words capturing/entering and data for first mark
Processing - converting data into information (1) plus example (1)
Converting/changing/ordering/giving meaning to data NOT processing
Output - information produced (1) plus example (1)
Must have information involved for first mark



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        AS Module 1 (I CT1): TOPIC 10.1 Knowledge, Information and Data


June 2001.1. Explain what is meant by “Information and Communications Technology”.
3 marks
Any suitable definition that covers
• Input/collection/gathering/ (1)
• Processing/manipulation/changing/sort/organise(1)
• Storage(1)
• Transfer/pass on/send/exchange/shared(1)
• Output/accessing/produced/find/find out(1)
1 mark for each to maximum of 3 marks
ALSO ACCEPT:
• Use of computers to do…..certain tasks etc(1)
• Use of electronic/computer technologies(1)
• Human interaction with a computer(1)
• Technology = hardware/examples of hardware(1); Software(1) NOT Trade names
• Application of science/computers to everyday tasks(1)
Communicate/communications only if example given of how e.g. using the Internet.
NOT using new technology to make life easier/better standard of living (Does not infer
information)

Specimen Paper 2000
Low quality information can be misleading, distorted or incomprehensible. This type of
information is of little value to the decision maker. The output of good quality information is
costly and dependent upon many factors.
 Identify three factors which affect the quality of information. (3)
 State two factors which affect the cost of providing good quality information (2)




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        AS Module 1 (I CT1): TOPIC 10.1 Knowledge, Information and Data

January 2001. 4. State three factors that affect the value and importance of information. Give an
example that shows clearly how each factor affects the information's value. 6 marks

1 mark for stating: 1 mark for example
For example:
Accuracy (1) - if the data is inaccurate wrong decisions can be made (1) e.g. ordering too many
of an item because the previous week’s sales suggest that the stock is low or demand is high.
Inaccurate information has little value.
Intended use (1)– information intended for a branch manager of a supermarket showing till
usage to allow them to allocate staff over a weekly period is used to give the Regional manager a
view of the efficiency of the branch. Information not designed for a particular use is usually
irrelevant or misleading. (1)
Cost (1)– If the information has been obtained cheaply e.g. by using too small a sample or
inadequate equipment then only garbage will have been collected and, therefore, there will only
be garbage coming out. In general the higher the cost the more accurate the output. (1)
Timeliness (1) If the information is not produced when it is needed then its value is reduced (1)
e.g. previous months sales figures needed at end of month to set future targets (1)
Also accept :
Cost – cost benefit gained must be greater than cost of obtaining
Relevance but not if intended use already given credit – it is basically another way of saying the
same thing.
Completeness/adequate
Up to date/age of data
Watch that they do actually give specific examples that clearly show …

June 2003.5
A checkout operator in a supermarket scans the barcodes of items being purchased by customers.
The scanner is linked to an Electronic Point of sale (EPOS) system. The software that is used
contains functions to look up the prices and descriptions of the products that are scanned in order
to produce an itemised receipt for the customer. The software also produces a daily sales
summary report for the store manager.
    a. Give one item of data that is entered into the EPOS system. (1 mark)
    b. Give two items of information that are produced by the EPOS system. (2 marks)




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