General Purpose Packages

1. General Purpose Packages Standard Grade Computing

2. General Purpose Packages General Purpose Packages have the following features: 1. They are used to solve problems 2. They are simple to use. 3. They are reliable. 4. They are reasonably priced. 5. They come with instructions and user manuals. Advantages of using GPP Information can be • processed quickly and accurately • can be amended easily • stored efficiently in a small space • edited • presented in a neat and eye-catching way Standard Grade Computing

3. The Flow of Information • 1. Many types of document can be produced eg letters, reports which can then be sent to many people. • 2. Files can be linked together eg spreadsheet and word processing making information simpler and easier to understand. • 3. Files can be opened and updated quickly. Standard Grade Computing

4. GPPs allow us to: • 1. Store and Save Information • To keep a record of information and if saved properly ensure against information getting lost. • 2. Retrieve Information • Getting access to information that is already stored • on computer. • 3. Communication • Documents can be created and sent to other people eg a letter using a computer network. • Accurate and Up to Date • Provided data is entered correctly it will be accurate and up to date. Standard Grade Computing

5. Types of Data The different types of data which can be stored in GPP: • Numeric Stored for calculations in databases and spreadsheets.eg 0, 1, 326, -2.54, 0.004 • Text Alphabet, symbols and numbers which are not for calculations. A, H, ?, @, !, 43, £32.45 • Graphics Drawing and paint which can • Audio Audio data eg music can be stored as MIDI or digital audio • Photographic Images taken with a digital camera can be transferred to a computer in digital form and used in various graphics packages and other GPPs such as Word Processing Standard Grade Computing

6. AnimationsA series of still images called frames are run very quickly one after the other to produce a moving image. Packages such as Macromedia Flash can be used to reduce the size of large animation files. • Video Video camera footage can be downloaded to a computer or DVD. The video files are very large and need to be reduced in size before they can be stored and processed Standard Grade Computing

7. Backup Copies • A backup is an exact copy of the original file or disk. • It is needed in case the original is stolen, lost or damaged. • Backups should be kept in a safe place, apart from the original. • The safe place should be locked and fireproof. Standard Grade Computing

8. Saving Files Files created using text can be saved in various ways to ensure that they can be opened in different application packages. There are 3 main standard file formats: ASCII Only contains text and character information. The ASCII file does not store information on how the text should look eg bold, underline,paragraphs. This means the file is very small. Rich Text This file format contains the text and all its formatting information eg bold, underline, paragraphs. Plain Text Stores only text and character information but includes information on separating the text into paragraphs. Standard Grade Computing

9. Human Computer Interface (HCI) The HCI is the way the user and the computer communicate with each other this includes how the screen looks and what menus are available. HCI - WIMP W window I icon M menu / mouse P pointer / pull down or pop up menu This type of HCI is said to be USER FRIENDLY. You can learn quickly and easily how to use the package. Standard Grade Computing

10. Features of a user friendly HCI: • • The package is easy to load. • • The screen is clear, uncluttered and easy to read. • • Instructions are simple and easy to follow. • • Error messages explain clearly what is wrong • • On-line help and tutorials are available. • Customising the HCI • The HCI can be altered in the following ways: • Change colour of the screen display. • Change the layout of a menu. • Change the pattern & shade of the desktop. • Change icon size. • Change dialogue boxes: add buttons/text etc. Standard Grade Computing

11. Graphical User Interface A common HCI is called the GRAPHICAL USER INTERFACE. This HCI uses a variety of graphics to control the computer such as icons representing files and packages or radio buttons and drop down menus.The user does not need to know complicated instructions but uses the mouse to click icons or menus to give the computer commands. Keyboard Short Cuts Allow the user to give commands using the keyboard instead of using the mouse to click on menus. This can sometimes be a quicker method of giving the computer instructions. Examples CTRL+X = cut CTRL+V = paste CTRL+P = print Standard Grade Computing

12. On-Line Help Available as a menu option to provide explanations on all aspects of a program while the program is in use. On-Line Tutorials A step by step guide to a computer program demonstrating its features with practice exercises. Templates Some packages now provide pre-prepared documents that mean the user already has a file set up with styles, fonts and layouts. (See next slide. Standard Grade Computing

13. Wizards A wizard takes the user through the process of creating a complicated document like a CV or template or installing software step by step. Standard Grade Computing

14. Integrated Packages Integrated packages combine two or more general purpose packages eg Claris Works has: word processing, spreadsheets, databases, drawing, and painting options which the user chooses when the application is loaded. Microsoft Office is a suite of packages. Each of the packages have full features and are opened separately. Microsoft Office provides all the same advantages as an integrated package, however it can be more expensive and take up more of the computer’s memory Advantages of integrated software • HCI is the same for each part of the package. This means they are easier to learn how to use. • Different types of documents can be open at the same time in separate windows. • Easy to transfer data between different parts of the packages. Standard Grade Computing

15. Disadvantages of integrated packages • Individual programs are less powerful or have fewer features than separate general purpose packages. Dynamic Data Linkage A package is dynamic if a change in the data in one file is automatically updated in the file linked to it. Eg data from a spreadsheet is pasted into a word document. If the data is then changed in the spreadsheet the word document is automatically updated. Static Data Linkage In this type of link the data in both file is not automatically updated. Both files must be opened and the link updated using a command. Standard Grade Computing

16. Implications Social • Redundancies: some traditional jobs have disappeared. • Some jobs have changed. Typists have become word processing operators. • Retraining. • Improved working conditions:Less noise, Cleaner office, Standard of work is high. Tasks take less time hence reduced stress. • Boring work due to lack of variety. • “Paperless office”? Increased not decreased use of paper. Standard Grade Computing

17. Implications Health / Safety • Prolonged use can cause damage (eye strain, RSI etc.) • Radiation from the monitor can be unhealthy • EC guidelines: Adjustable seat with back rest Monitor on a swivel stand Comfortable keyboard position with wrist support. Foot rest if appropriate • Hide all wiring Standard Grade Computing

18. Implications • Costs • Setting up the System • Purchase of computer equipment and software • Training of staff • Furniture Running Costs • Maintaining equipment • Upgrading software • Consumables eg paper, ink, electricity • Staff salaries Standard Grade Computing

19. Implications Legal The information stored about people on computers can sometimes be incorrect, hacked into and perhaps changed or deleted. Laws have been introduced to protect people and give them rights over the data which is being held about them on computer systems. Data Protection Act 1998 Definitions: Data User is a person who holds and uses personal data about others or controls the use of it. Data Subject is a person about whom personal data is stored by a data user. Standard Grade Computing

20. The Data subjects have the following rights: • to know if data is held about them on a computer • to see a copy of this personal data • to make corrections if necessary • to ask for compensation if data is inaccurate or access given to an unauthorised person. Standard Grade Computing

21. Under the Data Protection Act (1984) data users must: • get and process the information fairly and lawfully • register what reason they hold it for • hold only relevant information • hold only accurate and up to date information • not keep information any longer than needed • give individuals access to information about themselves and, where necessary, correct or remove wrong information • take appropriate security measures. Standard Grade Computing

22. Protecting Data • Regular back ups stored off-site • Ensure no unauthorised access to computers – antivirus software • Locks on computers and the rooms they are in • All employees should be issued with passwords and User Ids. They can then be given different levels of access to the system. Standard Grade Computing

23. Exceptions to the Act There are exceptions to people’s right to see data held about them. The public are denied access to data held by the Police or security forces. Misuse of Computers The Computer Misuse Act is intended to protect all types of information (not just personal) stored on computer systems. Standard Grade Computing