Device interface: the point where each peripheral device or other storage device connects to the computer.

The function of the interface is translation – one side of the interface communicates with the device while the
other side communicates with the computer.

Types of hard disk controllers or device interfaces:

1. IDE/ATA (Integrated Drive Electronics/Advanced

Technology Attachment)

2. SCSI (Small Computer System Interface)

pronounced ‘skuzzy’ – this interface can
distribute data very quickly among
peripheral devices attached to the
computer. It is more advanced than
IDE/ATA.

3. SATA (Serial ATA) – has replaced SCSI in

newer computer systems.

4. USB (Universal Serial Bus) – the most used interface to

connect devices like printers, mouse, keyboards etc.

Checks that can be used to ensure that

data entered into a computer is
accurate are:
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 1. Check to ensure that the data entered adheres to the set format e.g. the date follows the format
DD/MM/YYYY
2. Check to ensure that the data type matches the type set for that particular field e.g. numbers are not
entered in fields designed for text only.
3. Check that the data lies within a specified range of values e.g. the days of the week should lie within the
range 1 to 7.

A flowchart is a method of representing an algorithm in diagram form using special symbols.

Floating point data type is the same as Real data type – numbers with a decimal point.

Characteristics of an algorithm:

1. Finite or fixed number of steps

2. Precise
3. Unambiguous or clear-cut

Truth Table/Trace Table – a table listing all possible combinations of inputs and the corresponding output.

Syntax errors – errors generated because of improper use of the programming language.

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Logic errors – errors in the sequencing/order of instructions in a program.

Run-time error – an error in a computer program that is not detected until the program is executed, and then
causes a processing error to occur.

Information Processing:
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Data processing: the manipulation of data to obtain information.

Information processing: the use of computers to process information.

Information system: the name given to any record-keeping system.

Benefits of Information Processing:

1. It makes a lot of tasks easier and faster, for example, you’re able to pay your bill online.
2. A lot of data is stored for quick and easy retrieval.
3. It results in automation.
4. It enables sharing and analysis of information.
5. Once an information system has been set up, it is often easy to maintain.

Disadvantages of Information Processing:

1. It can be very expensive to set up initially.
2. Hardware and software must be replaced and kept up to date.
3. Specialists are often needed to operate these systems.
4. When they fail or malfunction, they can cause disruption and disorder. For example, if an ATM is not
working, people will be unable to withdraw money etc.

Sources of information:
1. Measurements
2. Informal communication (word-of-mouth)
3. Publications
4. questionnaires

In order for information to be useful, it must be:

1. Relevant – it must be what the user needs to know and be up-to-date
2. Accurate – it must be as correct as possible
3. Timely – it must be provided on time before opportunities are lost
4. Complete – it must represent a complete picture of a problem or solution
5. In an appropriate medium – it must be delivered appropriately whether printed or softcopy
6. Cost-effective – the value of the information should be more than the cost of collecting it

Information as a commodity:
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An information commodity - is an item of information that can be bought or sold, e.g. with online information you
may have to pay a fee every time you access it.

Other examples include:

1. Databases (giving information about demographics, buying trends etc.)

2. Information retrieval system (such as abstracting and indexing services)
3. Full text databases and reference materials (encyclopedias)
4. Other less formal publications (such as subject-specialized bulletin boards)

Information for decision making:

Decision making in an organization occurs at three levels:

1. Operational level – (lowest level) supervisors or foremen, for example, ensure that specific tasks are
planned and properly carried out within a factory or office.
The use of computers at this level is mainly for preparing reports, payroll sheets, files and so on.

2. Tactical level – (middle level) middle management will decide how the resources of the organization
should be employed/used to achieve the goals set at the lower strategic level.
There is more reliance on computers for error reporting, investigation and analysis of information than at
the operational level.

3. Strategic level – (highest level) the highest levels of decisions are made concerning the long-term
objectives of the organization.
At this level executive information systems provide access to reports so that decisions can be made on the
organization’s past performances, market trends and projections for the future.

Problems associated with shared data:

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Data sharing without proper checks and balances can lead to problems of data accuracy when the data records
are saved.

Good databases avoid this problem by allowing only one user or system to access the data record at a time.

Validation & Verification:

(Humans are prone to making mistake and so if poor-quality data is entered into a computer system it is likely
that the information produced will also be of a poor quality.)

Data verification and validation is used to evaluate whether data has been generated according to specifications,
satisfy acceptance criteria, and are appropriate and consistent with their intended use.

Data Validation: a checking process aimed at finding out if the data is genuine and is of the correct data type.

Data Verification:  the process of checking to ensure that the data has been entered correctly and matches what’s
on the source document.

Verification is normally performed by human while validation can be carried out by the Information Processing
System or computer. Examples of validation checks are that a month be between 1 and 12 (1 and 12 included) or
that a gender be either male or female.

Common Error:

1. Typographical error – a typing error where there might be a missing letter or an extra
letter e.g. Guyaana instead of Guyana.
2. Transposition error – error where two letters are mixed up e.g. Guayna instead of
Guyana.

One way to eliminate these two types of errors is to have two different persons enter the data.
The computer then compares the two versions. If the both versions are identical then no error
was made.

When data is entered twice and compared by the computer double-entry verification has been
performed.

A simpler method of verification is visual verification where one person enters the data and
another person looks at the data on the computer as well as the original source document
checking to ensure they are the same.

Forms of Information Processing:

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 1. Control Systems: regulates themselves or other devices. Examples of devices/appliances
using control systems include microwaves and washing machines. The control system
tells them when to start/stop and how to operate.
Other examples would include: traffic lights, alarm systems which uses heat and motion
sensors, and thermostats which senses when the temperature is below a set value and
switch the heating on.

2. Electronic Banking: allows you to conduct different financial transactions over the
internet, including Electronic Funds Transfer (EFT).

3. Scientific Information Processing: these help scientists process data. Examples include,
weather forecasting systems, health-care professional automated processing system,
Laboratories machines that can analyze a blood sample.

4. Commercial information processing: these are used to keep track of transactions and
keep records. Examples include Point Of Sale (POS) systems which uses barcode readers
and computers to read prices and keep track of stock.

Other terms associated with information processing

Range checks – this method ensures that numbers entered fall within a specific range e.g. the
value for hours in a day cannot go higher than 24.

Reasonableness checks – ensures that data is reasonable – not completely unrealistic e.g. a
salary does not have extra zeros by mistake.

Data type checks (also called character checks) – ensures that the right type of data has been
entered. For example, a field that captures the age of a person may have a character check that
rejects the input of letters or symbols.

Consistency checks – compares data you have entered against other data you have entered to
ensure that they correspond with each other.

Presence checks – documents and forms tend to have required fields and optional fields. A
required field must contain a value while an optional field can be left blank. A presence check is
used to ensure that the required fields contain data.

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Length checks – it determines whether the entered data is the correct length or the right
number of digits. If a number is entered that is longer or shorter than the required length, the
program will return an error.

Review questions on data and information:

1. List three possible sources of data
2. Explain the difference between data, information, and information processing
3. Describe three characteristics of useful information
4. Identify three activities which can take place when an organization conduct planning
5. Distinguish between the strategic, tactical and operational levels of decision making in an organization
6. Explain how a computer system should prevent multiple users from accessing the same file
simultaneously.