ITEC1104
LECTURE NOTES
Copyright 2007
Mrs. G. Campbell
1.1.4.
1.1.3.
TABLE OF CONTENTS
1.
1.1.4.
1.1.3.
3.3.
Information systems .......................................................................................... 30
Information requirements and information systems used in the functional units of an
enterprise ................................................................................................................... 32
4. Module 4 Telecommunication and Computer Networks ....................................... 34
4.1.
Definition of networks ...................................................................................... 34
4.2.
Uses of networks/Role in business ................................................................... 34
Intranet ...................................................................................................................... 35
Extranet ..................................................................................................................... 35
Internet ...................................................................................................................... 36
4.3.
Advantages and Disadvantages of Networks .................................................... 37
4.4.
Network classifications ..................................................................................... 37
4.5.
Network Topologies.......................................................................................... 39
Bus ............................................................................................................................ 39
Ring ........................................................................................................................... 40
Star ............................................................................................................................ 41
4.6.
Network components ........................................................................................ 41
4.7.
Software: Network Operating Systems ............................................................. 44
4.8.
Transmission Media: wireless, wired ............................................................... 45
Wired Transmission Media (Physical /Guided) ........................................................ 45
Wireless Transmission Media (Unguided) ............................................................... 48
5. Module 5 Network Security ................................................................................... 50
5.1.
Define Computer security ................................................................................. 50
5.2.
What is a computer security risk? ..................................................................... 50
5.3.
Categories of risk and their effects ................................................................... 50
5.4.
Risk Management Solutions ............................................................................. 59
Backup is the key the ultimate safeguard .............................................................. 62
6. Module 6 Database Management Systems ............................................................ 63
6.1.
Traditional/File Processing Approach versus Database Approach ................... 63
6.2.
What is a Database? .......................................................................................... 64
6.3.
What is a DataBase Management System (DBMS)? ........................................ 65
6.4.
Examples of DBMSs ....................................................................................... 65
6.5.
Common examples of databases in society ...................................................... 65
6.6.
Sample Payroll Database Structure (Single example) ...................................... 66
6.7.
The languages used in database systems (Data definition and Data
manipulation) ................................................................................................................ 67
6.8.
Functions/features common to most DBMSs .................................................. 68
6.9.
Database Administration................................................................................... 69
6.10.
Types of databases/Database models ............................................................ 70
Hierarchical Model ................................................................................................... 71
Network Model ......................................................................................................... 73
Relational .................................................................................................................. 75
Object-Oriented......................................................................................................... 76
Multidimensional ...................................................................................................... 82
6.11.
The advantages of databases ......................................................................... 83
6.12.
The disadvantages of databases .................................................................... 83
6.13.
Data Warehousing......................................................................................... 84
1.1.4.
1.1.3.
7.
1.1.4.
1.1.3.
Information Technology (IT) entails all aspects of managing and processing information. IT
includes any and all hardware, software, and data used to create, store, process, and communicate
information electronically as well as services that are utilized to maintain operations of resources.
1.1.4.
1.1.3.
1.2.
Tourism Industry
Education
Edutainment
Entertainment
Business
Science
Architecture
Personal computing etc.
What is a computer?
A computer is an electronic (no moving parts) device that can accept instructions and
input data and can manipulate that data to produce meaningful output.
The functions of a computer are therefore:
Input
Process
Storage
Output
What is a computer system?
A contemporary computer system consists of a central processing unit (CPU), primary storage,
secondary storage, input devices, output devices, and communications devices.
2. System Unit: A case that contains the electronic "brain" of the computer and the main
computational components of the computer that is used to process data.
3. Storage Devices: Stores and hold data, instructions & information for future use.
4. Input devices: computer hardware that allows a user to enter data and instructions.
5. Output devices: computer hardware that allows a user to receive information.
6. Communications devices: hardware components that enables a computer to send &
receive data, instructions & information to or from one or more computers.
1.1.4.
1.1.3.
1.3.
Computers are used to speed up the work/functions carried out in a business. The vast
number of transactions that exist today could not possibly be processed at the desired
speed and as accurately as possible. Computers also allow for easier retrieval of files, and
saves on physical storage space. Computers reduce the amount of paperwork and remove
boring, repetitive tasks. Computers also allow persons in different locations to effectively
communicate with each other. Computer systems provide supporting information to assist
managers in making strategic decisions. Computer systems allow the effective Management
of Information capturing, generation, storage, retrieval and transmission of information.
1.4.
1.1.4.
1.1.3.
1.1.4.
1.1.3.
Control Unit
Arithmetic
and Logic
Unit
Memory
A.L.U.
Composed of miniature solid state components. This is where calculations are done (add,
subtract etc.). It is also where decisions are made based on comparisons. Uses logic
operators eg >, <, =, AND, OR etc. The ALU has a space called accumulator where data
items can be stored during processing. (same concept as scrap paper).
Control Unit
Also composed of miniature solid state components.
Controls order in which program instructions are carried out. Determines priority of services.
Also responsible for timing of all the operations done in CPU. Coordination and control of all
hardware operations. It contains the system clock to synchronize or control timing.
Instructions are sent here, interpreted then executed by sending command signals to the
appropriate hardware. (Tells computer what to do).
Instructions in a form which can be used directly by control unit are called machine instructions,
and programs written in the form of machine instructions are written in machine language.
1.1.4.
1.1.3.
The CU is sometimes referred to as Traffic cop. It interprets instructions issued by a program then
initiates the appropriate action to carry out the instruction.
1.5.
Storage
Units of storage
bit - 0 or 1 (binary digit)
byte - 8 bits, one character. by combination of bits represented by
binary codes (e.g. ASCII codes). 32 bit machine - instructions take
up 32 bits, i.e. 4 bytes.
nibble - 1/2 byte
KB - Kilobyte 1024 bytes (call it 1000) 210=1024
MB - megabyte 1 million bytes (1000KB) 220 = 1048576
GB - gigabyte billion bytes (1000 MB) 230 bytes
TB terabyte trillion bytes (1000 GB) 240
Storage devices
Secondary - Also called auxiliary, backing storage, mass storage. Supplements
main/primary storage. For mass storage of programs and files (those not currently
being operated on but which will be transferred to the main storage when
required. Less expensive compared to primary storage.
NB. Data in secondary storage cannot be directly addressed by CPU, so must be
transferred to main memory before they can be processed by CPU. They are
divided into online and offline storage.
Magnetic tape unit
A serial access device. Data records stored from start to end.
Storage locations cannot be addressed. Read in order stored on
medium.
Aluminium strip - load point marker marks beginning of the
tape for recording. Plastic base coated with metal oxide film.
Header label is at start of tape - has filename etc. To record data
you magnetise various spots on the tape (each spot is a bit).
Tapes has variable size, length. Tape divided into tracks (channels) 7-9 tracks. A
char is recorded across the tracks in a row called a frame.
Data is read one block at a time. A block is a group of records treated as a single
unit during transfer of data.
Density = bpi (bytes/chars per inch). Between 200-6250 bpi (800-1600 most
common). About 40 million chars per reel.
Tape is known as offline storage.
Can only write to tape if have "write-permit" ring attached.
1/2" wide, 2400ft long typically.
cassette tape - similar to audio cassette - 1 track. 1/8"
1.1.4.
1.1.3.
10
1.1.4.
1.1.3.
11
1.1.4.
1.1.3.
12
Flash Drive
A flash drive is a small removable data storage device that uses flash memory and
a USB connector. Flash drives are also known as keydrive keychain drive, micro
hard drive, pen drive, pocket drive, thumb drive, jump drive, USB flash drive,
USB flash memory drive, USB key, USB memory key, USB stick, Piripicho
(primarily in Spanish), and Kikinou (primarily in French)
1.6.
Flash drive
1.1.4.
1.1.3.
13
The most common. User enters info by typing/pressing the appropriate keys. Most
desktops have 101 to 105 keys, while laptops etc have fewer keys.Data entered
into computer in this way is either sent directly to processor or first stored (for
processing in future) on a magnetic tape in a key-to-tape system or on a disk in a
key-to-disk system.
Types of keyboards
alphanumeric - like in lab, letters, numbers, special keys (func, ctrl, alt
etc.)
QWERTY due to the layout of the letter keys
DVORAK has an alternative layout designed to improve typing
speed. The most frequently used keys are placed in the middle (not very
widely used)
Enhanced have 12 function keys along the top, 2 CTRL keys, 2 ALT
keys and a set of arrow and additional keys.
special func - e.g. in a fast food restaurant.
Wireless transmit data via infrared light waves
Ergonomic designed to reduce repetitive strain injuries
Mouse
A pointing device allows you to control a pointer on the screen. This allows you
to move or select items on a screen.
The mouse is the most common point and draw device (joystick, trackball). Used
in computer systems with graphical user interfaces (GUI) alongside keyboard.
Mechanical mouse the ball is at the bottom
Optical mouse has no moving parts inside, it emits and senses light to
detect movement. No need for a mouse pad.
Cordless/wireless uses infrared or radio waves
Trackerball - a variation of mouse, ball is on top side so mouse stays
stationery
Touchpad/track pad an area on a laptop where the finger is used. It is
sensitive to pressure and motion.
1.1.4.
1.1.3.
14
Joystick
A vertical lever (like gear stick in a car) mounted on a base. Moves graphics
cursor/pointer in direction stick is pushed. Commonly used for video games. Has
buttons called triggers to activate certain events.
Trackpoint/Pointing stick
Looks like a miniature joystick. Operated with tip of finger. Used for same
purpose as traditional mouse. (looks like a pencil eraser)
Touch screen
This is a monitor that has a touch sensitive panel. You interact by touching the screen
with your finger. Due to the arm movement they are not used to enter large amounts of
data. These are often used in ATMs, kiosks, hotels, stores, airports.
Pads and Tablets
Consists of a flat, rectangular plastic board used to input drawings. Tablet has flat surface
on which you can draw using a special pen. Pressure on surface is detected. Popular for
people who draw maps (draughtsmen, architects etc.). Some people also use a puck
which looks like a mouse but allows you to look through it to the tablet.
Scanners, Digitizers/Graphics Tablet
A light sensitive device that converts images into digital data that the computer can
understand and represent on the screen.
Bar code readers
Bar codes readable by light pen, light wand, laser scanner. Bar codes are read
optically or magnetically.
These resemble pens. More bulky hand held alternatives are sometimes called wands
(used in point of sale systems). They can read specially coded data in form of either
optical marks/chars, or magnetic codes, which have been previously recorded on strips of
suitable material. A common version is called the bar code reader.
Light pens can emit or detect light. Some require a special monitor while others work on
the standard monitor.
1.1.4.
1.1.3.
15
The pen, also called a stylus looks like a ball point pen but uses an electronic head instead
of ink. Pen computers use handwriting recognition software that translates the letters and
symbols used in handwriting into character data that the computer can use.
Key-Tape, Key-Disk
Data entered, most errors filtered out by an edit program then stored on disk/tape.
Verification then done by another operator, who keys in the data a second time. This is
compared with data already stored and differences can be examined and corrected.
Advantage is that reduces load on main computer (input is handled offline).
Document Readers
To enable data to be read directly from source documents (forms). Falls into 2 main
categories a) mark readers b) card readers.
Mark Readers
Mark sensing
(Old method) - Detect pencil marks by using electrical contacts
which brushed the paper surface. Pencil mark between the contacts
conduct electricity therefore detected. (Marks multiple choice
exams e.g. CXC)
Medium - mark sense sheets.
Optical Mark Recognition (OMR)
(New method) - Direct thin light beams onto paper which reflect or
absorb depending on pencil mark.
Character Readers
Badge Readers
These read data from small rectangular plastic cards. This is done in several ways:- a)
magnetized marks a short stripe or magnetic tape sealed in to the cards surface. Eg.
Credit cards, ATM cards. Used to open doors when an employee swipes his id badge. B)
optical marks, c) punched holes.
1.1.4.
1.1.3.
16
Normally a badge holds static data, however some types of badge readers may also
change the data held on badges. Such a badge or smart card may be used as a form of
electronic money. As the customer purchases an item, the reader may deduct units from
the card. Eg. Phone cards, satellite disk/decoder cards.
Digital camera
Allows you to take pictures and store the photographed images digitally instead of
traditional film. You then download or transfer a copy of the picture to your computer. A
digital camera is therefore known as a data collection device instead of an input device.
Microphone - Voice/Speech Recognition (Voice Data Entry)
These devices, such as retinal scanner, fingerprint scanner read bodily features. They
are mostly used in high security areas such as airports and embassies.
1.1.4.
1.1.3.
17
Output
An output device gives information to a user. Output can either be softcopy or hardcopy.
Video/Visual Display Unit (VDU)/ Monitor
1.1.4.
1.1.3.
18
Interlacing odd number lines drawn first in one pass, then even numbered lines
drawn. It is better when non-interlaced as less flicker.
Graphics - VGA, EGA, SVGA
The monitor rating is set by a graphics adaptor rating. Graphics adaptor put into
an expansion slot and has a monitor port. Graphics adaptor is a device responsible
for converting digital signals sent by computer to monitor to analog form which is
required by monitor to display info. Monitor cable is plugged into this adaptor at
back of computer in order to link it with computers processor.
VGA - video graphics array - Supports 320 x 200 pixels in 256 colors OR 640 x
480 pixels in 16 colors. In straight text mode, characters are generated in 9 x 16
pixel grids. But in graphics mode can set it to any size.
Colour vs Monochrome
Faster than a printer, Less noisy than printer, Paper not wasted
Allow you to correct/edit data before it is saved on computer.
Disadvantages of Monitors
1.1.4.
1.1.3.
19
Printers
The printed page is the most common type of computer output (despite the desire
for a paperless office). Printed copy = hard copy.
Paperless - use microfiche and film, send email instead of memo.
Questions to ask when buying a printer.
Price, Speed, color, cost to print, multiple copies, graphics, photographic quality,
types of paper, size of paper, amt of paper in tray, compatible with existing, ink
and paper cost, reliability, envelopes and transparencies, budget, what will I be
printing. How much am I printing now and in 2 yrs. Availability of ink cartridge,
noise factor
Impact vs Non-Impact
Printers grouped in 2 functional categories:a) Impact - This is the most widely used. The print mechanism
strikes the paper thru an ink ribbon which makes char impression
on the page.
Impact printers use solid font mechanisms or dot matrix
mechanisms.
b) Non-impact - Uses thermal (heat), photographic (xerographic),
electrostatic, light to print. Does not require physical contact with
the paper and generally results in very high speeds. These are
quieter. Tend to be more expensive. Do not have multiple copy
facilities.
Quality
1.1.4.
1.1.3.
20
A line printer prints one line at a time. (up to 3000 lines per minute
- lpm)
Typically used with mainframes and use 11x17 paper
(speedigreen)
Drum - impact
Chain, train - impact
Band - impact
A page printer prints one page at a time. (up to 200 pages per min).
All page printers are non impact.
Laser - non impact
Dot Matrix Printer
These are the most popular and widely used low speed printers in
use today. Relatively inexpensive. Limited by speed, noise,
quality.
Wide range of character sets.
Prints a pattern of dots in shape of desired char.
Print head is a matrix of steel pins. The higher the number of pins
the better the quality print.
18 pin.
24 pin heads produce NLQ. (slower because each letter printed
twice).
80-300 chars per sec in draft mode.
50-100 chars per sec in NLQ.
** The letter X.
**
.*.*.
..*..
.*.*.
**
**
5x7 dot matrix.
Color ribbons are available. Colors cannot be blended for new
colors.
Wire matrix
1.1.4.
1.1.3.
21
Drum revolves
Band made of steel and can be exchanged to provide variety of char sets.
1.1.4.
1.1.3.
22
Bar printer
Operates similar to chain. String of bars oscillate back and forth at high
speed in front of paper. Char printed when it comes to the correct print
position. 200-600 lines per min.
Laser
Tend to be most expensive non impact. Very high quality. Non impact.
Page printer. 146 pages per minute. 7890-20000 line per min. 600-1200
dpi
Uses electrostatic or optical methods. Uses toner powder (dried ink) which
sticks to charged parts (on drum) traced by laser beam. (Rotating mirror
deflects the laser beam across the surface of the drum). Paper pressed
against drum. Images permanently fused to the paper using a heating unit.
Image of whole page represented by series of minute dots, dots are so
close together that print looks like a shaped char (so high quality).
Can print combination of text and diagrams so used with word processors,
desktop publishing.
Cannot print on continuous paper.
Photocopiers and lasers are similar except that
Data source for laser is digital then translated to pattern to
be traced
Data source for photocopier is optical (analog) which may
be translated to digital
If want n copies it scans images n times. Typically image is
not stored.
Thermal
A character printer. Non impact. Low speed (160 cps). Uses heated print
head. Quiet. Inexpensive.
Electrically heated pins are pushed against heat-sensitive paper
Low print quality and images fade over time.
Ink Jet
1.1.4.
1.1.3.
23
Plotters
Drum
Flatbed
1.1.4.
1.1.3.
24
Voice/Audio Output
Uses speakers/headset
Examples:1. Book reading machine for blind (Text to speech translators). Machine
uses an OCR type scan on each page of book.
2. Over Telephone - If you want so and so press 1. Used in account
queries. Pre-recorded speech stored in EPROM (erasable programmable
ROM) chips, each word has a specific address, so specify combination of
addresses to get a sentence. (Interactive Voice Response Systems)
3. Used in games
4. Used in cars - Petrol is low message.
5. Printers - Printing started.
Data Projectors
1.1.4.
1.1.3.
25
Definition of software
2.2.
System Software
System software consists of the programs that control or maintain the operations of
the computer and its devices.
Operating systems
An operating system (O/S), affects the control and performance of a computer
system. Controls hardware. Tells computer what to do and how to do it. Provides
the user interface between user and computer hardware (h/w). The operating
system is a set of programs residing in main memory (RAM) which directs all
computer operations.
Functions of an operating system
Control/Co-ordinate/configure the various devices. (i.e. To Make sure that fast
devices do not have to wait for slow ones and that the computer as a whole
works efficiently).
Control the allocation and utilisation of shared resources (e.g. CPU time,
storage space, I/O devices).
Start up or boot up the computer. (IPL initial program load or booting)
Protect the hardware and software from improper use. Maintain system
integrity.
Deal with errors. (e.g. hardware failures, deadlocks, etc.)
Keep records/statistics of programs run - date, time, cost, use of resources etc.
(Monitor performance)
Send and receive messages
Provide an interface between the hardware and the user that is more convenient
than that presented by the bare machine.
Provide for the management, scheduling and interaction of tasks. (Manage
programs), schedule jobs)
Administer security
Control a network
Establish an internet connection
Provide file management and other utilities
1.1.4.
1.1.3.
26
Utilities
These programs provide a useful service to the user by providing facilities for performing common
tasks. Examples are:-
2.3.
Application software
Word-processing
1.1.4.
1.1.3.
27
Graphics
1.1.3.
28
Presentation graphics
This allows you to create a slide show. The slide show is a multimedia
presentation because it contains text, graphics, video and sound. (E.g
PowerPoint)
Multimedia
1.1.4.
1.1.3.
29
3.2.
3.3.
Information systems
An information system may include a computer program and all of the users or it may
refer to a single application including those data items, programs and hardware resources
devoted to it. Another way of saying it is, An information system is a set of hardware,
software, data, people, and procedures that works together to produce information They
are developed for different purposes, depending on the needs of the business.
Some general purpose information systems, called enterprise-wide systems, are used throughout an
enterprise... Enterprise Resource planning (ERP) provides applications to help manage and coordinate
ongoing activities. Customer relationship management (CRM) systems manage information about
customers. A content management system (CMS) organizes and allows access to various forms of
documents and files.
The types of information systems are:An office information system (OIS) enables employees to perform tasks using
computers and other electronic devices.
1.1.4.
1.1.3.
30
Management information system (MIS) (strategic level) - Outputs information that will
be used for decision making. Performs queries on data produced by data processing
systems. MIS generates accurate, timely, and organized information, so users can make
decisions, solve problems, and track progress.
Expert systems (strategic level) -. It is given rules to solve problems and uses these rules
to come up with solutions. E.g. playing chess, making medical diagnoses. (Also called
knowledge based system or Heuristic system or An artificially intelligent system).
This is a step further in AI technology. An expert system is a computer program that represents and
reasons with the knowledge of some specialist subject area with a view to solving problems or giving
advice. (e.g. doctor, lawyer, engineer, finance expert, stock broker). It stores the knowledge of human
1.1.4.
1.1.3.
31
1.1.4.
1.1.3.
32
decision making environment. Their decisions range from forecasting future resource
requirements to solving employee problems that threaten productivity. They require short
term to long term information. They need information on current performance against set
standards. There is a high need for historical information along with information that
allows prediction of future events and simulation of possible scenarios. E.g. total sales vs
budgeted sales for the quarter.
They use management information systems. The output is used to make decisions
Strategic (5-10 years)
These solve non-routine problems.
They look outwards from the organization to the future, making decisions that will guide
middle and operations management in the months and years ahead. They work in highly
uncertain decision making environments. They look at the broad picture (organization as
a whole). E.g. to develop a new product line, divest itself of unprofitable ventures. They
are dependent on information from external sources that supply news of market trends
and the strategy of competing corporations. They need general summarized information
rather than highly detailed raw data required by low level managers. Information may be
older and estimated.
They use decision support systems and knowledge based or expert systems. DSS similar
to MIS and allow querying and what if analysis (e.g. crystal reports). Expert systems
capture and use the knowledge of an expert for solving a particular problem experienced
by the organization. E.g. total sales vs sales of another company or other product.
1.1.4.
1.1.3.
33
Definition of networks
Network A collection of computers and devices connected together via communications devices
and transmission media, allowing computers to share resources. The purpose of a network is
instructions or information
A communication channel path over which signals are sent (aka path, medium, line).
Signals can be in analog or digital form.
A communication device that receives the signals from the communication channel and
converts them to a form understood by the receiving device. It connects the sending device
to a communication channel. It also connects the communication channel to a receiving
device.
A receiving device (receiver or decoder) that accepts the data, instructions, information
4.2.
Facilitating communications - Sending e-mail, voice mail, fax (facsimile), doing research on
internet, chat rooms, instant messaging
Telecommuting, video conferencing, making a phone call
1.1.4.
1.1.3.
34
Intranet
International network that uses Internet technologies.
An Intranet is a network based on the internet TCP/IP open standard. An intranet belongs to an
organization, and is designed to be accessible only by the organization's members, employees, or
others with authorization. An intranet's Web site looks and act just like other Web sites, but has a
firewall surrounding it to fend off unauthorized users. Intranets are used to share information.
Secure intranets are much less expensive to build and manage than private, proprietary-standard
networks.
An intranet is a private network that is contained within an enterprise. It may consist of many
interlinked local area networks and also use leased lines in the wide area network. Typically, an
intranet includes connections through one or more gateway computers to the outside Internet. The
main purpose of an intranet is to share company information and computing resources among
employees. An intranet can also be used to facilitate working in groups and for teleconferences.
An intranet uses TCP/IP, HTTP, and other Internet protocols and in general looks like a private
version of the Internet. With tunneling, companies can send private messages through the public
network, using the public network with special encryption/decryption and other security
safeguards to connect one part of their intranet to another.
Typically, larger enterprises allow users within their intranet to access the public Internet through
firewall servers that have the ability to screen messages in both directions so that company
security is maintained. When part of an intranet is made accessible to customers, partners,
suppliers, or others outside the company, that part becomes part of an extranet.
Extranet
An extranet is a private network that uses Internet technology and the public telecommunication
system to securely share part of a business's information or operations with suppliers, vendors,
partners, customers, or other businesses. It is a portion of a companys network that allows
customers or suppliers to access parts of an enterprises intranet. An extranet can be viewed as
part of a company's intranet that is extended to users outside the company. It has also been
1.1.4.
1.1.3.
35
described as a "state of mind" in which the Internet is perceived as a way to do business with
other companies as well as to sell products to customers.
An extranet requires security and privacy. These can include firewall server management, the
issuance and use of digital certificates or similar means of user authentication, encryption of
messages, and the use of virtual private networks (VPNs) that tunnel through the public network.
Companies can use an extranet to:
Internet
The Internet is a large, international computer network linking millions of users around the
world that use the TCP/IP protocols. It is used daily by many individuals for the main purposes
of sending and receiving electronic mail (e-mail), obtaining information on almost any subject, or
to communicate with others around the world. Access to the Internet is obtained by
subscription, and an Internet address is needed to receive or to send a message. Such
addresses have a specific format that specifies the name of the user, the machine they are working
on, and where that machine is located.
Many people use the terms Internet and World Wide Web (a.k.a. the Web) interchangeably, but in
fact the two terms are not synonymous. The Internet and the Web are two separate but related
things.
The Internet is a massive network of networks, a networking infrastructure. It connects millions
of computers together globally, forming a network in which any computer can communicate with
any other computer as long as they are both connected to the Internet. Information that travels
over the Internet does so via a variety of languages known as protocols.
The World Wide Web, or simply Web, is a way of accessing information over the medium of the
Internet. The web is a subset of the Internet and consists of web pages that can be accessed with a
Web browser. It is an information-sharing model that is built on top of the Internet. The Web uses
the HTTP protocol, only one of the languages spoken over the Internet, to transmit data. Web
services, which use HTTP to allow applications to communicate in order to exchange business
logic, use the Web to share information. The Web also utilizes browsers, such as Internet
Explorer or Netscape, to access Web documents called Web pages that are linked to each other
via hyperlinks. Web documents also contain graphics, sounds, text and video.
The Web is just one of the ways that information can be disseminated over the Internet. The
Internet, not the Web, is also used for e-mail, which relies on SMTP, Usenet news groups, instant
messaging and FTP. So the Web is just a portion of the Internet, albeit a large portion, but the two
terms are not synonymous and should not be confused.
1.1.4.
1.1.3.
36
4.3.
Advantages
Faster and easier access to information
Better communication
Ability to have a worldwide audience (able to advertise and market your product)
E-commerce /E-business
Disadvantages
Children have access to pornography, harmful information, pedofiles etc.
Easier to plagiarise information as able to copy and paste.
4.4.
Network classifications
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1.1.3.
37
Client/server one or more computers designated the server (host) and others the clients.
The client is the requesting machine and the server is the supplying machine. In other words,
the client requests services and the server provides the service. The server controls access to
the hardware and software on the network and provides a centralized storage area for data.
Clients rely on the server for resources such as files, processing power, storage. Server
software generally runs on powerful computers dedicated for exclusive use to running the
business application. Client software on the other hand generally runs on common PCs or
workstations. Clients rely on the application server for things such as configuration files,
business application programs, or to offload compute-intensive application tasks back to the
server in order to keep the client computer (and client computer user) free to perform other
tasks.
Peer-to-peer Network (P2P) simple, inexpensive that connects less than 10 computers
using twisted pair or coaxial cables. Each computer (called a peer), can share the hardware
located on any other computer. Each computer has equal responsibilities and capabilities. The
Network Operating System (NOS) must be installed on each computer. Ideal for small
businesses and home offices. A communications environment that allows all computers in the
network to act as servers and share their files with other users on the network. Peer-to-peer
networks are quite common in small offices that do not use a dedicated file server, and client
versions of the Windows, Mac and Linux operating systems allow files to be shared. Peers act
as clients and server. Peer-to-peer networks allow you to connect two or more computers in
order to pool their resources. Individual resources such as disk drives, CD-ROM drives,
scanners and even printers are transformed into shared resources that are accessible from each
of the computers.
Internet
Peer-to
Peer is a different
kind of peer-to-peer network exists on the Internet that allows users to share files on their
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38
hard disks, essentially creating global peer-to-peer networks. It is used mostly for music files
e.g. Napster, KaZaa
4.5.
Network Topologies
Network Topology is the configuration or physical arrangement of the devices or nodes. i.e. The
layout of the computers and devices on a network. The 3 main topologies are ring, star and bus.
Bus
A bus network is a network architecture in which there is a single central cable to which all
devices are attached. The central cable is called a bus. The bus transmits data in both directions.
Only one device can transmit at a time. When a sending device transmits data, the address of the
receiving device is included with the transmission so that the data is routed to the appropriate
receiving device. It is easy to add/remove devices from a bus network. It is also an inexpensive
topology. Failure of one device does not affect another device. The network will fail if the bus
(central cable) fails.
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1.1.3.
39
Ring
A ring network is a topology where each device is connected to two others, so as to create a ring
or closed loop. Data transmitted on a ring network travels in one direction on the ring from device
to device until it reaches its destination. If a device fails, devices before it are not affected, it is
the devices after it that are affected.
1.1.4.
1.1.3.
40
Star
A star network topology, in its simplest form, consists of one central, or hub computer, which acts
as a router to transmit messages. All devices are connected to the central computer (hub). All data
passes through the hub. If a device fails, there is no effect on the network, only if the hub fails
will the network be affected.
4.6.
Network components
Networking hardware includes all computers, peripherals, interface cards and other equipment
needed to perform data-processing and communications within the network. Below are
descriptions of commonly used networking hardware.
1.1.4.
1.1.3.
41
a)
b)
c)
d)
e)
f)
Bps (bits per second) how fast the device can transmit and receive data (baud
rate). The fastest ones are about 57600bps.
Voice/data many support a switch to change between voice and data modes.
Auto-answer enables your computer to receive calls in your absence.
Data compression enables the device to send data at a faster rate. (The
receiving device must be able to decompress the data using the same
compression technique.
Flash memory some devices have flash memory instead of the conventional
ROM, which means that the communications protocols can be easily updated if
necessary.
Fax capability most modern ones are fax modems, which means that they can
send and receive faxes.
Cable modem (DSL modem Digital Subscriber Line) sends and receives data over a
cable television (CATV) network, which consists largely of coaxial cable. It can transmit
up to 2Mbps. Because the coaxial cable used by cable tv provides much greater
bandwidth than telephone lines, the device can be used to achieve extremely fast access
to the world wide web.
ADSL modem (asymmetric digital subscriber line). A new technology that allows more
data to be sent over existing copper telephone lines (POTS plain old telephone service).
ADSL supports data rates from 1.5 to 9Mbps when receiving data (downstream rate) and
from 16 to 640 Kbps when sending data (upstream rate).
Multiplexer combines 2 or more input signals from various devices into a single stream
of data then transmits it over a single transmission medium. (sometimes called mux). The
advantage is that it saves on cabling costs.
Network interface card (NIC) expansion card that is inserted into the computer to
connect it to a network. Also call LAN adapter. Most are designed for a particular type of
network, protocol and media, although some can serve multiple networks.
Hub (concentrator, multi-station access unit (MAU)) is a device that provides a central
point for cables in a network. It usually has ports for 8 12 devices. It is a common
connection point for devices in a network. They are commonly used to connect segments
of a LAN. When a packet arrives at a port, it is copied to the other ports so that all
segments of the LAN can see all packets. A passive hub serves simply as a conduit for
the data, enabling it to go from one device or segment to another. Intelligent hubs include
additional features that enable an administrator to monitor the traffic passing through the
hub and to configure each port in the hub. Switching hubs read the destination address of
each packet and then forwards the packet to the correct port.
Switch A device that filters and forwards packets between LAN segments. (A packet is
a piece of a message transmitted over a packet switching network. The packet contains
the destination address in addition to the data). Most switches are active, that is they
electrically amplify the signal as it moves from one device to another. Switches no longer
broadcast network packets as hubs did in the past, they memorize addressing of
computers and send the information to the correct location directly. Switches are:
Usually configured with 8, 12, or 24 RJ-45 ports
Often used in a star topology
Sold with specialized software for port management
Also called hubs
1.1.4.
1.1.3.
42
Repeater a device that accepts a signal from a medium, amplifies it, retransmits it.
Solves the problem of attenuation (weakening of a signal due to distance). It regenerates
or replicates the signal. It can also relay messages between sub-networks that use
different protocols or cable types. Hubs can operate as this device by relaying messages
to all connected computers. The device cannot do the intelligent routing performed by
bridges and routers. Repeaters can be separate devices or they can be incorporated into a
hub. They are used when the total length of your network cable exceeds the standards set
for the type of cable being used.
Bridge a device that connects 2 LANs or 2 segments of the same LAN that use the
same protocol such as Ethernet. A bridge is a device that allows you to segment a large
network into two smaller, more efficient networks. If you are adding to an older wiring
scheme and want the new network to be up-to-date, a bridge can connect the two. A
bridge monitors the information traffic on both sides of the network so that it can pass
packets of information to the correct location. Most bridges can "listen" to the network
and automatically figure out the address of each computer on both sides of the bridge.
The bridge can inspect each message and, if necessary, broadcast it on the other side of
the network. The bridge manages the traffic to maintain optimum performance on both
sides of the network. You might say that the bridge is like a traffic cop at a busy
intersection during rush hour. It keeps information flowing on both sides of the network,
but it does not allow unnecessary traffic through.
Gateway a) A combination of hardware and software that connects networks that use
different protocols. b) A node on a network that serves as an entrance to another network.
c) An earlier term for router. The gateway node often acts as a proxy server and firewall.
The proxy server sits between the client application and the real server and intercepts all
messages entering and leaving the network and checks if it can fulfil the requests itself, if
not, then it forwards the request to the real server. It also hides the true network
addresses. The purpose of the proxy server is to improve performance and to filter
requests (e.g. prevent users from accessing a specific set of websites. The firewall
prevents unauthorized access to or from a private network. The gateway is also associated
with both a router, which use headers and forwarding tables to determine where packets
are sent, and a switch, which provides the actual path for the packet in and out of the
gateway.
Router A device that connects multiple networks, routes traffic to appropriate network
using the fastest available path. It forwards data packets along networks. It is connected
to at least 2 networks. They are located at gateways, the places where 2 or more networks
connect. Routers use headers (part of the data packet and has information about the file or
the transmission) and forwarding tables to determine the best path for forwarding the
packets, and they use protocols such as ICMP (Internet Control Message Protocol an
extension to the Internet Protocol IP) to communicate with each other and configure the
best route between any 2 hosts. Very little filtering of data is done through these devices.
A router translates information from one network to another; it is similar to a
superintelligent bridge. Routers select the best path to route a message, based on the
destination address and origin. The router can direct traffic to prevent head-on collisions,
and is smart enough to know when to direct traffic along back roads and shortcuts. While
bridges know the addresses of all computers on each side of the network, routers know
the addresses of computers, bridges, and other routers on the network. Routers can even
"listen" to the entire network to determine which sections are busiest -- they can then
1.1.4.
1.1.3.
43
redirect data around those sections until they clear up. If you have a school LAN that you
want to connect to the Internet, you will need to purchase a router. In this case, the router
serves as the translator between the information on your LAN and the Internet. It also
determines the best route to send the data over the Internet. Routers can:
Direct signal traffic efficiently
Route messages between any two protocols
Route messages between bus and star topologies
Route messages across fiber optic, coaxial, and twisted-pair cabling.
Client - The client is the requesting machine. In other words, the client requests
services. Clients rely on the server for resources such as files, processing power,
storage. Client software generally runs on common PCs or workstations. Clients rely
on the application server for things such as configuration files, business application
programs, or to offload compute-intensive application tasks back to the server in
order to keep the client computer (and client computer user) free to perform other
tasks.
Server The server is the supplying machine. In other words, the server provides
service to the client. The server controls access to the hardware and software on the
network and provides a centralized storage area for data. Server software generally
runs on powerful computers dedicated for exclusive use to running the business
application.
4.7.
1.1.4.
1.1.3.
44
4.8.
1.1.4.
1.1.3.
45
A cable consisting of a conducting outer metal tube enclosing and insulated from a
central conducting core, used for high-frequency transmission of telephone, telegraph,
and television signals. Consists of single aluminium or copper wire surrounded by 3
layers a) insulating material, b) woven or braided metal mesh, c) plastic outer coating.
It is common in cable television applications.
The cable is designed to carry a high-frequency or broadband signal. (In other words, it
can carry many signals at the same time). The bandwidth can be up to 400 Mhz.
It can carry signals for longer distances than Twisted Pair. (300-600 meters)
It is less susceptible to electromagnetic interference than Twisted Pair because it is more
heavily insulated.
Commonly used in harsh environments. (e.g. factories where there are chemicals etc.)
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1.1.3.
46
1.1.4.
A thin glass strand designed for light transmission. A single hair-thin fiber is capable of
transmitting trillions of bits per second. The core consists of dozens or hundreds of thin
strands of glass or plastic that use light to transmit signals. Inside the cable is an
insulating glass cladding and a protective coating.
Optical fibers offer many advantages over electricity and copper wire.
Optical fibers transmit data at a faster rate. They are also able to carry more signals.
(Broad bandwidth). (bandwidth of up to 2 Gbps)
Fibers allow longer distances to be spanned before the signal has to be regenerated by
expensive "repeaters." (Repeaters boost a signal that has become weakened due to
distance.) E.g. used for distances up to 100 kilometers.
Fibers are more secure, because taps in the line can be detected.
There are lower error rates. (i.e. the message that is sent is the message that is received).
Less susceptible to noise from other devices such as copy machine.
Smaller size (thinner, lighter)
Fiber optic cable is very expensive.
It is hard to install and modify, and requires highly skilled installers.
10BaseF refers to the specifications for fiber optic cable carrying Ethernet signals.
1.1.3.
47
Cellular radio
Form of broadcast radio used for mobile communication. (Handheld computers,
Phones etc.)
Transmission speeds range from 9.6Kbps to 2Mbps depending on the generation.
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1.1.3.
48
Satellites
A satellite is a space station that receives microwave signals from an earth based
station (downlink), amplifies the signals then broadcasts the signals back over a
wide area (uplink).
Satellites are usually placed about 22,300 miles above the equator. They are
considered geosynchronous because they orbit at the same rate as the earth,
therefore maintaining its position over the earths surface.
VSAT very small aperture terminal) a small communications satellite.
Transmission speed is up to 1Gbps
More expensive/harder to fix problems.
Affected by bad weather (e.g. you lose certain channels whenever it is raining).
Infrared (IR)
Sends signals using infrared light waves.
Also uses line-of-sight transmission.
Signals only travel for short distances.
Used by remote controls, wireless devices such as mouse/ printer/ digital camera
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1.1.3.
49
In the computer industry, computer security refers to techniques for ensuring that data
stored in a computer cannot be read or compromised by any individuals without
authorization. Most security measures involve data encryption and passwords. Data
encryption is the translation of data into a form that is unintelligible without a
deciphering mechanism. A password is a secret word or phrase that gives a user access to
a particular program or system.
5.2.
A computer security risk is any event or action that could cause a loss of or damage to
computer hardware, software, data, information, or processing capability. A computer
security plan is a summary in writing of all the safeguards that are in place to protect a
companys information assets.
5.3.
Category
Human error e.g. delete a file by
accident, adding data twice, entering
incorrect data, not adequately
trained/experienced (e.g. young child)
Technical error system failure e.g.
hard disk crash, booting file
missing/corrupted
Virus program that causes damage to
files or computer.
Disasters (Natural or otherwise)
earthquake, hurricane, fire, flood,
lightening, power surges, low voltage,
insects
Unauthorized use and access
hacker/cracker gets access illegally.
This can lead to things like software
piracy.
1.1.4.
Effect
Loss of data, less data integrity (incorrect data)
therefore incorrect information will be retrieved.
Damage to computer due to improper use.
Loss of data, loss of time in having to re-enter data.
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50
Who is a Hacker?
A slang term for a computer enthusiast, i.e., a person who enjoys learning programming
languages and computer systems and can often be considered an expert on the subject(s).
Among professional programmers, depending on how it used, the term can be either
complimentary or derogatory, although it is developing an increasingly derogatory
connotation. The pejorative sense of hacker is becoming more prominent largely because
the popular press has co-opted the term to refer to individuals who gain unauthorized
access to computer systems for the purpose of stealing and corrupting data. Hackers,
themselves, maintain that the proper term for such individuals is cracker.
What is software piracy?
Software piracy is the unauthorized copying of software.
By buying the software, a user becomes a licensed user rather than an owner.
Users are allowed to make copies of the program for backup purposes, but it is
against the law to give copies to friends and colleagues. Software licenses are
primarily written to deal with issues of copyright law.
It is illegal whether you use pirated software yourself, give it away, or sell it. In
addition, it is illegal to provide unauthorized access to software or to serial
numbers used to register software.
The Internet allows products to move from computer to another computer, with
no hard media transaction and little risk of detection. The most used method of
piracy and illegal use of downloading is Internet piracy.
Computer Crime
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51
Other threats
The following allows someone to gain illegal/unauthorized access to data which leads to
unauthorized use:
What is Malware?
Malware is a program that performs unexpected or unauthorized, but always malicious,
actions. It is a general term used to refer to viruses, Trojans, and worms. Malware,
depending on their type, may or may not include replicating and non-replicating
malicious code.
What is a computer virus?
A computer program that is designed to replicate itself by copying itself into the other
programs stored in a computer. It may be benign or have a negative effect, such as
causing a program to operate incorrectly or corrupting a computer's memory.
Viruses are the colds and flues of computer security: Ubiquitous (ever-present), at times
impossible to avoid despite the best efforts and often very costly to an organization's
productivity. Computer viruses are called viruses because they share some of the traits of biological
viruses. A computer virus passes from computer to computer like a biological virus passes from
person to person.
There are similarities at a deeper level, as well. A biological virus is not a living thing. A
virus is a fragment of DNA inside a protective jacket. Unlike a cell, a virus has no way to
do anything or to reproduce by itself -- it is not alive. Instead, a biological virus must
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52
inject its DNA into a cell. The viral DNA then uses the cell's existing machinery to
reproduce itself. In some cases, the cell fills with new viral particles until it bursts,
releasing the virus. In other cases, the new virus particles bud off the cell one at a time,
and the cell remains alive.
A computer virus shares some of these traits. A computer virus must piggyback on some
other program or document in order to get executed. Once it is running, it is then able to
infect other programs or documents. Obviously, the analogy between computer and
biological viruses stretches things a bit, but there are enough similarities that the name
sticks.
What is a payload?
In addition to replication, some computer viruses share another commonality: a damage
routine that delivers the virus payload. A virus payload is an action it performs on the
infected computer. While payloads may only display messages or images, they can also
destroy files, reformat your hard drive, or cause other damage. If the virus does not
contain a damage routine, it can cause trouble by consuming storage space and memory,
and degrading the overall performance of your computer.
Types of viruses
Several thousand viruses have been recorded by authorities. Most of them are variations
of two main types:
1. File viruses, including macro viruses
2. Boot sector (or system sector) viruses.
There are however, other types of viruses. The following describes the various types
of viruses:
Worms: A worm is a small piece of software that uses computer networks and security
holes to replicate itself. A copy of the worm scans the network for another machine that
has a specific security hole. It copies itself to the new machine using the security hole,
and then starts replicating from there, as well.
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53
Trojans: A Trojan appears to be something that it is not so that you give out certain
information. Example: a fake login screen will allow you to put in your id and password,
thereby allowing it to be read by unscrupulous persons. Another example is a fake web
site on which you give out your credit card information. The program also claims to do
one thing (it may claim to be a game) but instead does damage when you run it (it may
erase your hard disk). Trojan horses have no way to replicate automatically.
Boot sector (or system sector) viruses: These viruses infect floppy disk boot records or
master boot records in hard disks. The boot sector of your hard disk contains the
programs used to boot (or start) your computer. These system sectors are vital for proper
operation of your computer. When you switch on your computer, the hardware
automatically finds and runs the system sector program. This program then loads your
operating system. The viruses replace the boot record program (which is responsible for
loading the operating system in memory) copying it elsewhere on the disk or overwriting
it. Boot viruses load into memory if the computer tries to read the disk while it is booting.
In the past, boot sector viruses were spread mainly by infected bootable floppy disks.
Today any disk can cause infection if it is in the drive when the computer boots up. Boot
sector viruses can also be spread across a network and by e-mail attachments. These
viruses usually remain active on your computer, and can infect any floppy disk you
access.
Examples: Form, Disk Killer, Michelangelo, and Stone virus
Program/File viruses: These infect executable program files, such as those with
extensions like .BIN, .COM, .EXE, .OVL, .DRV (driver) and .SYS (device driver). These
programs are loaded in memory during execution, taking the virus with them. The virus
becomes active in memory, making copies of itself and infecting files on the disk.
Examples: Sunday, Cascade
Multipartite viruses: A hybrid of Boot and Program viruses. This sophisticated type of
virus infects program files and when the infected program is executed, this virus infects
the boot record. When you boot the computer next time the virus from the boot record
loads in memory and then starts infecting other program files on disk. Egs: Invader, Flip,
and Tequila
Stealth viruses: These viruses use certain techniques to avoid detection. They may either
redirect the disk head to read another sector instead of the one in which they reside or
they may alter the reading of the infected files size shown in the directory listing. For
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54
instance, the Whale virus adds 9216 bytes to an infected file; then the virus subtracts the
same number of bytes (9216) from the size given in the directory. A stealth virus can
conceal its presence in many ways and some go undetected for years. Egs: Frodo, Joshi,
Whale
Polymorphic viruses: A virus that can encrypt its code in different ways so that it
appears differently in each infection. These viruses are more difficult to detect. Egs:
Involuntary, Stimulate, Cascade, Phoenix, Evil, Proud, Virus 101
Macro Viruses: A macro virus is a new type of computer virus that infects the macros
within a document or template. A macro is an automated series of program commands,
such as a list of formatting commands for a word processing program. Many applications
use macros, including popular spreadsheet and word processing programs. When you
open a word processing or spreadsheet document, the macro virus is activated and it
infects the Normal template (Normal.dot)-a general purpose file that stores default
document formatting settings. Every document you open refers to the Normal template,
and hence gets infected with the macro virus. Since this virus attaches itself to
documents, the infection can spread if such documents are opened on other computers.
Examples: DMV, Nuclear, Word Concept.
E-mail viruses - An e-mail virus moves around in e-mail messages, and usually
replicates itself by automatically mailing itself to dozens of people in the victim's e-mail
address book.
Active X: ActiveX and Java controls will soon be the scourge of computing. Most
people do not know how to control their web browser to enable or disable the various
functions like playing sound or video and so, by default, leave a nice big hole in the
security by allowing applets free run into their machine. There has been a lot of
commotion behind this and with the amount of power that JAVA imparts, things from the
security angle seem a bit gloom.
Time and logic bombs: Viruses can also be categorized by what activates them. Some viruses
were written to activate on a particular date such as Friday the 13th. These viruses are called Time
bombs. Other viruses were written to activate when the user carries out a certain action, such as
open a particular file. These viruses are called Logic bombs.
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55
The two ways viruses are most commonly spread are through e-mail attachments and by
floppy disk.
1. E-mail attachments
You won't get a virus just from reading text e-mails. Viruses are spread through email as executable file attachments (files ending in ".EXE", ".VBS" or ".COM" for
example) or messages containing embedded executable code (such as JavaScript
code embedded in an html e-mail). You won't get a virus from opening image files,
audio files, text files or pure data files.
However, some viruses such as the "Anna Kournakova" virus make themselves
look like an innocent picture - the file name was anna.jpg.vbs. The .jpg component
of the filename made many computer users think that the file was a picture and
distracted them from the .vbs ending which identifies the file as an executable file.
Macro viruses are commonly distributed by e-mail. These are dangerous because
they often use common file formats such as Microsoft Word. Users recognize the
file extension and assume the file contains only data. However, when macroenabled files are opened they actually execute a program, which could be infected
with a virus. Some viruses and worms, such as the famous "I Love You" virus, gain
broad distribution by targeting the infected host's e-mail contact listings. The virus
will send copies of itself to their contacts using their name. The recipient often
recognizes and trusts the sender, not realizing that the message was not sent
unknowingly.
2. Floppy Disk
Many viruses are spread by sharing an infected disk. These viruses will usually
reside in your computer's memory and infect any floppy disk you place in your
drive. Both file viruses and system sector viruses can be spread by floppy disk.
Your best line of defence is common sense. If you are in doubt about the source of
the file or attachment, don't open it.
1.1.4.
When a software application is infected, the virus will attempt to infect any
documents accessed by that program. If the infected computer is on a network, the
infection can rapidly spread to other networked computers that share files. If a
copy of the infected file is transferred to another computer through e-mail or
1.1.3.
56
floppy disk, the virus can spread to that computer. The virus will continue until
it's found and eradicated.
Obviously, a virus can't do any harm if it is caught before it gets a chance to start.
You can use anti-virus (or virus protection) software to check (or "scan") the files
on your hard drive to detect if any of them contain known viruses. If an infected
file is found, most anti-virus programs give you the option of deleting the infected
file or attempting to remove the virus and leave the uninfected version of the file
on your computer.
All viruses will attempt to infect other files, and some will launch some form of attack,
but it's not obvious when these events will occur. Viruses are programmed to perform
these actions upon certain conditions, or triggers. Triggers can be anything from a set day
or time, a counter within the virus, the specific number of times executed, or even a
specific event such as the deletion of an employee's payroll file. Some viruses will lay
dormant for years, ensuring that many computers can be infected before initiating the
attack phase.
Despite the claims of some hoax e-mails that have been widely circulated, viruses usually
won't do direct damage to your hardware. In a few rare cases viruses can manipulate your
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57
software configurations in a way that renders some hardware components useless, but the
vast majority of virus attacks affect applications or operating systems and not the
underlying hardware.
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58
5.4.
Category of Risk
Human error e.g. delete a file by
accident, adding data twice,
entering incorrect data
Solution
Data validation (validation rules)
Reduction of human interaction (because humans make
mistakes). In other words, automate as many processes
as possible. For example, use a bar code reader to scan in
the items rather than have the cashier typing in the item
code.
Training of the user
Password protection
Authority levels (to limit access)
Supervision of children and inexperienced users.
Separation of duties (e.g. can enter data but not change)
Buy quality hardware from a reputable dealer
Get a warranty period when purchase a computer
Backup just in case the hardware fails you
Air conditioning to keep computer cool
Plastic dust covers to keep dust out of diskette drives etc.
Proper (sturdy) desk on which to store computer
No magnets/sunlight/dont open shutter and other proper
diskette care procedures
Proper maintenance (care) e.g. defrag, cleaning
computer
Regular testing of hardware and software.
Antivirus software (e.g. McAfee, Norton Antivirus,
Trend Micro-PCcillin). This must be updated
regularly.
Firewall - A firewall is (a program and/or hardware
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59
Category of Risk
Solution
Not opening unknown email and attachments
Enforce mandatory access controls. Viruses generally
cannot run unless host application is running.
Write protecting diskettes when opening files on
1.1.4.
another computer
Backup files regularly
Offsite Backup (located elsewhere such as another
branch or another country)
Good location (e.g. not on a hillside or near the sea)
Strong, weatherproof facilities (no windows, fireproof)
No food/drink around the computer no insects, spills
on keyboard etc
Raised (false) floors Similar to a false ceiling except
this is below your feet. It is used for earthquake
protection as it works as a shock absorber. Raised floors
also allow you to hide cables below.
UPS (Uninterruptible Power Supply) This has a battery
which charges will there is power. It gives you time to
shut down the computer properly when there is a power
cut.
Generator Used during a power cut and runs on gas. It
allows you to continue using the computer for as long as
there is gas.
Surge protectors to protect against low voltage, power
surge/spike, lightening etc.
Lightening rod to protect the building and all electrical
devices within the building from lightening storms.
Fire extinguishers specially made for computers
(foam). These will not damage the computers whereas
water would cause damage.
Insurance of equipment in order to re-purchase if your
computer is destroyed.
Physical security e.g. locks, guards, grills etc.
Access codes and passwords passwords should not be
easy to guess (e.g. do not use your birthday).
Biometric devices e.g. Retinal scan, finger print scan,
voice activated
Require frequent password changes. By the time a
hacker goes through a listing of the possible passwords,
it would have changed.
Sign off when you leave your desk, even for a moment.
Authority levels so that only certain users can perform
certain tasks.
Firewall - (a program and/or hardware that filters the
information coming through the internet to prevent
unauthorized access. Some firewalls also protect systems
1.1.3.
60
Category of Risk
Solution
from viruses and junk email (spam). (e.g.s of firewalls
include: Black Ice, Zone Alarm).
Encryption of data - encoding data so that it means
nothing to hackers if they get into the system.
Audit trails keeps track of what a user does when he is
on the system
Log systems keeps track of user sign on/off
Intrusion detection software e.g. detects if put in wrong
password more than 3 times and kicks you off. (e.g. try
to put in a false telephone card number, or the wrong
PIN for your debit card at the ATM)
Time and Location controls - User can only use system
at certain times and in certain locations (cant hide and
do wrong things)
Separation of duties (e.g. one person enters and another
person is needed to change the data such as a cashier).
This is in order to prevent employees from committing
fraud or stealing from the company.
Restrict report distribution, shred reports e.g. do not
throw away credit card statements (prevents persons
from going in your garbage and getting your private
information).
Go to reputable web sites so that will not steal credit
card number. Go to secure sites (lock at the bottom of
the screen).
Secrecy Act in Jamaica so that employees do not give
out company information.
Copyright and License agreements so that you have the
right to sue persons who steal your software/data.
Auditing the programs that are written in case an
unscrupulous employee deliberately put in code for his
benefit.
Callback systems the user can connect to the computer
only after the computer calls the user back at a
previously established telephone number.
1.1.4.
1.1.3.
61
Full backup that copies all of the files in a computer (also called archival backup)
Incremental backup that copies only the files that have changed since the last full or
last incremental backup
Differential backup that copies only the files that have changed since the last full
backup
Selective backup that allows a user to choose specific files to back up, regardless of
whether or not the files have changed since the last backup
Grandfather, Father, Son (or Three-generation backup) backup method in which
you recycle 3 sets of backups. The oldest backup is called the grandfather, the middle
backup is the father and the latest backup is called the son. Each time that you backup
you reuse the oldest backup medium. The father then becomes the grandfather, the
son becomes the father and the new backup becomes the son. This method allows you
to have the last 3 backups at all times.
1.1.4.
1.1.3.
62
6.1.
Almost all application programs use either the file processing approach or the database
approach to store and manage data.
1.1.4.
1.1.3.
63
Poor data control with no centralized control at the data element level it is
common for the same data element to have multiple names
Data had to be kept sorted (e.g. in order to locate a particular item)
File structure changes severely impact existing programs.
Exercise: Find the employees making less than $23000 who a) work in warehouse with
floor area larger than 30000 square feet. b) have issued an order to supplier S6. This
would not be possible in the traditional approach if the files are separate.
2. The Database Approach
In this approach many programs and users share the data in the database. Users access
data using software called a Database Management System (DBMS).
The focus is on the data and not on procedures or programs that use the data. The data
resource is separate from the programs.
6.2.
What is a Database?
1.1.4.
1.1.3.
64
6.3.
6.4.
Examples of DBMSs
Microsoft Access
Oracle
DB2
Visual Foxpro
Informix
Ingres
Paradox
Sybase
SQL Server
Approach
GemStone
D3
Essbase
FastObjects
InterBase
JdataStore
Adabas
Versant
6.5.
Payroll
Employee data
Inventory management/Stock
Sales
Customer data
Supplier data
Library book management
Banking
Student record keeping
1.1.4.
1.1.3.
65
6.6.
Character
A number, letter, punctuation mark, or other symbol that is represented by a single byte
in the ASCII and EBCDIC coding schemes.
Fields
A field (also known as attribute), contains a specific piece of information within a record. A field
name uniquely identifies each field. In the example employee table above the lastname field
would contain all of the last names of the employees in the table. It is an attribute or characteristic
of an entity. (An entity is an object or event about which someone chooses to collect data. It may
be a person, place, event or thing. E.g. Student, car, library book, employee, bank account etc.)
Records
A record is a group of related fields. It is a collection of data items. A record contains
information about a given person, place, event or thing. A record in an employee table would
contain specific information about a particular employee.
Tables/File
A table is a group of related records. It captures all of the records of a particular type of entity.
E.g. the employee table has all of the employee records. The structure of the table is described by
the fields, that is, the type of data that will be held in the table.
1.1.4.
1.1.3.
66
6.7.
Some databases have their own computer languages associated with them, which
allow the user to access and retrieve data. Other databases are only accessed via
languages such as COBOL.
Data descriptions must be standardized, for this reason Data
Description/Definition Language (DDL) is provided which must be used to
specify the data in the database. Similarly, a Data Manipulation Language
(DML) is provided which must be used to access the data. The combination of the
DDL and DML is often called a Data Sub-Language (DSL) or a query language.
Data Definition Language - The DDL is that portion of the DBMS, which allows
us to create and modify the structure of the database and the database tables. The
functions of a DDL may therefore include:
Creating Database structures
Creating table structures
Associating fields with table structures
Associating data types with field structures etc.
Data Manipulation Language - The DML is that portion of the DBMS, which
allows us to store, modify, and retrieve data from the database. There are two
types of DMLs: procedural DML and the nonprocedural DML.
Procedural DMLs require that the user specify the data that is needed from
the database and how to obtain it
Procedural DMLs are more difficult to use since they require that the user be
proficient in using the language commands to manipulate the structure and the
contents of the data file. On the other hand they are more flexible since they
allow the user to determine the method that is used for accessing and
manipulating the structure and contents of a file.
Nonprocedural DMLs require that the user specify the data that is needed
from the database, but it does not allow the user to tell how to obtain it
Nonprocedural DMLs are easier to use since they do not require a detailed
knowledge of the language commands, which are needed to manipulate the
structure and the contents of a data file. On the
other hand they lack
flexibility since the programmer has no way of determining the method for
accessing and manipulating the contents of the data file. Please note that it is the
nonprocedural DML of a 4th Generational Language that allows it to exhibit
structural and data independence.
Query Language
1.1.4.
1.1.3.
67
The implementation of a query language is very vital for a DBMS. The query
language allows the end user to generate adhoc queries, which are immediately
answered. In most languages the DML and the query language are one and the same.
Today, many DBMS also provide support for a standardized query language that
may be different from the DML of the language. This is known as the Structured
Query Language (SQL).
6.8.
1.1.4.
1.1.3.
68
6.9.
Database Administration
The administrative and other controls carried out by the DBA therefore include
the following:
A data dictionary (also called repository) is a DBMS element that contains data about
each table in a database and each field within those tables.
1.1.4.
1.1.3.
69
Provides manuals describing the facilities the database offers and how to make
use of these facilities. Provides the facilities for retrieving data and for structuring
reports are appropriate to the needs of organization.
Ensures that the data in the database meets the information requirements of the
organization (designs the database)
Manages security of the database. (Includes backup and recovery)
Recoverability - Checks backup and recovery/restore procedures
Perform archiving (backup and remove historical data from current files)
Availability ensures that the database is running when necessary
Use query languages to obtain reports of the information in the database
Periodic appraisal of the data to ensure it is complete, accurate and not duplicated.
(Monitor performance).
Verifies database integrity
Appraise the performance of the database and takes corrective actions if
performance degrades.
Although not strictly part of a database administrator's duties, logical and physical design
of databases is sometimes part of the job. These functions are traditionally thought of as
being the duties of a database analyst or database designer.
1.1.4.
1.1.3.
70
Hierarchical Model
A hierarchical system is one that is organized in the shape of a pyramid, with each row of objects
linked to objects directly beneath it. Hierarchical systems pervade everyday life.
Examples of hierarchical systems in society are:
The army which has generals at the top and privates at the bottom
The classification of plants and animals according to species, family, genus etc.
Examples of hierarchical systems in computers are:
File system a hierarchy of folders and sub-folders in which files are placed.
Menu driven system systems of main menus and sub-menus below. (E.g. when you click on File
another menu comes up under it).
The hierarchical model is the oldest of the database models, and unlike the network, relational
and object oriented models, does not have a well documented a history of its conception and
initial release. It is derived from the Information Management Systems of the 1950's and 60's. It
was adopted by many banks and insurance companies who are still running it as a legacy system
to this day. Hierarchical database systems can also be found in inventory and accounting systems
used by government departments and hospitals.
The hierarchical model is a tree structured model and consists of many record types with
one being the root. The root record type exists at the top of the tree. All data must be accessed
through the root. One-to-many relationships exist between records in the hierarchy with one being
the parent and the other the child. Each child has a unique parent and a parent can have many
children. This child/parent rule assures that data is systematically accessible. To get to a low-level
table, you start at the root and work your way down through the tree until you reach your target.
Of course, as you might imagine, one problem with this system is that the user must know how
the tree is structured in order to find anything.
For example, in the diagram below, the root record type is customer, the parent of order is
customer, the parent of parts is order. In order to access an order, you must first access the
customer (e.g. by knowing the customer#). Order has two children which are parts and salesman.
In order to access the parts, you must first access the customer then the order. The path to the
parts record type is therefore Customer, Order, Parts.
Hierarchical structures were widely used in the first mainframe database management systems.
However, due to their restrictions, they often cannot be used to relate structures that exist in the
real world. Hierarchical relationships between different types of data can make it very easy to
answer some questions, but very difficult to answer others. If a one-to-many relationship is
violated (e.g., a patient can have more than one physician) then the hierarchy becomes a network.
The hierarchical model is no longer used as the basis for current commercially produced systems,
however, there are a large number of legacy (old) installations. These legacy systems are likely to
be phased out over time, as the number of qualified staff declines due to retirement and retraining.
1.1.4.
1.1.3.
71
GT.M
Cach
Multidimensional_hierarchical_toolkit
Mumps_compiler
1.1.4.
1.1.3.
72
Network Model
The network model is a database model conceived as a flexible way of representing
objects and their relationships. Its original inventor was Charles Bachman, and it was
developed into a standard specification published in 1969 by the Conference on Data
Systems Languages (CODASYL) Consortium. In many ways, the Network Database
model was designed to solve some of the problems with the Hierarchical Database
Model.
Where the hierarchical model structures data as a tree of record types, with each record
type having one parent record and many children, the network model allows each
record type to have multiple parent and child records, forming a lattice structure. This
allows the model to support many-to-many relationships. There is no root record type.
Data can therefore be accessed through more than one path. For example, in the diagram
below, (Figure 6), an order can be accessed through either the salesperson or the
customer as order has salesperson and customer as its parents. Another way of saying it is
that the child of salesperson and customer is order. The path to Parts is either
Salesperson, Order, Parts or Customer, Order, Parts. You can therefore access parts by
either knowing who the salesperson is or through the order by knowing for example, the
order #.
The chief argument in favour of the network model, in comparison to the hierarchical
model, was that it allowed a more natural modeling of relationships between entities.
Although the model was widely implemented and used, it failed to become dominant for
two main reasons. Firstly, IBM chose to stick to the hierarchical model in their
established products such as IMS and DL/I. Secondly, it was eventually displaced by the
relational model, which offered a higher-level, more declarative interface.
1.1.4.
1.1.3.
73
Figure 1
Figure 2
1.1.4.
1.1.3.
74
Relational
o Stores data in tables that consist of rows and columns.
o Each row has a primary key
o Each column has a unique name
o Relational DB developer calls file a relation, record a tuple, and field an attribute
o Relational DB user calls file a table, record a row, and field a column
o Most include Structured Query Language (SQL) a query language that allows
users to manage, update and retrieve data.
o Examples: Access, Sybase, Visual FoxPro, Oracle, DB2
Relational databases consist of tables called relations. Relations are made up of tuples
and attributes. The rows are called tuples. The columns are called attributes.
Relationships between relations are implicit in the overlapping attributes. All have the
same simple format making them easy to set out under column headings. Each row
normally has a unique identifying key. Most relational databases include Structured
Query Language (SQL) a query language that allows users to manage, update and
retrieve data.
CustName
Salesperson
Orderno
Salesperson
Part-No
Order-no
1.1.4.
1.1.3.
75
Object-Oriented
o Stores data in objects (An object contains data plus the actions that
process the data)
o Can usually store more types of data than Relational databases
o Can usually access data faster than the Relational DB
o Stores unstructured data more efficiently than the Relational DB
o Example FastObjects, GemStone
What is an Object?
An object generally is any item that can be individually selected and manipulated. This can
include shapes and pictures that appear on a screen as well as less tangible software entities.
In object-oriented programming an object is a self-contained entity that consists of both data
and procedures to manipulate the data. In other words, an object is an item that contains data, as
well as the actions that read or process the data.
Real-world objects share two characteristics: They all have state and behavior. For
example, dogs have state (name, color, breed, hungry) and behavior (barking, fetching,
wagging tail). Bicycles have state (current gear, current pedal, two wheels, number of
gears) and behavior (braking, accelerating, slowing down, changing gears).
Software objects are modeled after real-world objects in that they too have state and
behavior. You might want to represent real-world dogs as software objects in an
animation program or a real-world bicycle as a software object in the program that
controls an electronic exercise bike. You can also use software objects to model abstract
concepts.
What is a Class?
A class is a category of objects. For example, there might be a class called shape that contains
objects which are circles, rectangles, and triangles. The class defines all the common
properties (characteristics) of the different objects that belong to it.
1.1.4.
1.1.3.
76
well-defined public interfaces, which a client may use to get the object to perform a
specific operation.
Examples of objects.
An object oriented database can contain many classes of objects, these include:
Command buttons
List boxes
Data windows
Windows
Menus
Text boxes
Pictures
Audio clips
Video clips (animation)
Students
Courses
Employees
1.1.4.
1.1.3.
77
screen, the programmer only needs to write the code once, then place the same button on
each screen. This is called inheritance as discussed below.
The following are features of an object-oriented database:
Polymorphism (many forms) the ability to have multiple classes of objects using the
same interfaces although the implementation details may vary from object to object.
For example, you can have a function/subroutine that calculates the area of an object.
The way it calculates area depends on the type of object that called the function. This
is because the formula for area is different for circle, rectangle, triangle etc. In other
words, there is one function called CALCULATE_AREA and multiple objects will
call this function, but the function behaves differently from object to object.
Encapsulation the ability of an object to hide its internal representation from the
program that uses it. This is accomplished by defining public interfaces and by
specifying that these public interfaces must be used when accessing the internal data.
Information-hiding - an object has a public interface that other objects can use to
communicate with it. The object can maintain private information and methods that
can be changed at any time without affecting other objects that depend on it. You
don't need to understand a bike's gear mechanism to use it.
FastObjects
GemStone
KE Texpress
ObjectStore
Versant
A multimedia database stores images, audio clips, and/or video clips. For example, a
geographic information system (GIS) database stores maps. A voice mail system
database stores audio messages. A television news station database stores audio and
video clips.
A groupware database stores documents such as schedules, calendars, manuals, memos,
and reports. Users perform queries to search the document contents. For example, you
can search people's schedules for available meeting times.
1.1.4.
1.1.3.
78
1.1.4.
1.1.3.
79
1.1.4.
1.1.3.
80
1.1.4.
1.1.3.
81
Multidimensional
o Stores data in dimensions.
o The number of dimensions varies
o Most have a time dimension
o Examples: D3, Oracle Express
The following shows the difference between the relational view of sales
data and the multidimensional view of sales data.
Relational View
INVOIC Table
E
Number Date
2034
2035
2036
2037
Custom
er
15/5/9 Dartoni
6
k
15/5/9 INC
6
16/5/9 Dartoni
6
k
16/5/9 INC
6
LINE
Table
Amou
nt
$3500
Numb
er
2034
$1800
2034
$2000
$800
Multidimensional View
Time Dimension
15/5/9 16/5/9 Totals
6
6
Dartonik
$3500 $2000 $5500
INC
$1800
$800 $2600
Totals
$5300 $2800 $8100
Sales figures occur at the intersection of a customer row and time column
Customer Dimension
1.1.4.
1.1.3.
82
Reduced data redundancy most data items are stored in only one file which
greatly reduces duplicate data.
o There is also an economic advantage in not duplicating data
Data definition and documentation are standardized. (e.g. the dates in the
database are all reported in the same format)
Improved data integrity data modification is accomplished by changing only
one file, reducing the probability of introducing inconsistencies
Shared data
o Data belongs to and are shared, usually over a network, by the entire
organization.
o Information supplied to managers is more valuable because it is based on a
comprehensive collection of data instead of files, which contain only the
data needed for one application. (Total availability).
o The integration of different business systems is greatly facilitated.
o Security settings are usually used to define who have access to what level.
Easier record-keeping
Easier and Faster Access to data
o Non-technical users can access and maintain data if afforded the necessary
privileges
o As well as routine reports, it is possible to obtain ad-hoc reports to meet
particular requirements.
Reduced development/programming time (e.g. a programmer will take less time
to create a payroll system).
1.1.4.
1.1.3.
83
Data warehousing
Downloading does move data closer to the user and thereby increase its potential utility.
Unfortunately, while one or two download sites can be managed without a problem, if every
department wants to have its own source of downloaded data, the management problems become
immense. Accordingly, organizations began to look for some means of providing a
standardized service for moving data to the user and making them more useful. That service
is called data warehousing.
1.1.4.
1.1.3.
84
transactions quickly and efficiently. The databases in a data warehouse usually are quite large.
Development of a data warehouse includes development of systems to extract data from operating
systems plus installation of a warehouse database system that provides managers flexible access
to the data.
The role of the data warehouse is to store extracts from operational data and make them available
to users in a useful format. The data can be extracts from databases and files, but can also be
document images, recordings, photos and other non-scalar data. The source data could also be
purchased from other organizations. The data warehouse stores the extracted data and also
combines it, aggregates2 it, transforms it and makes it available to users via tools that are
designed for analysis and decision making such as OLAP (see section What is On-line analytical
processing (OLAP)? below).
A comparison of data warehouse and operational database characteristics
Characteristic
Integrated
Subject-Oriented
1.1.4.
1.1.3.
85
Non-volatile
1.1.4.
1.1.3.
86
Restricting a data mart to a particular type of data makes the management of the data warehouse
simpler and probably means that an off-the-shelf DBMS product can be used to manage the data
warehouse. Metadata3 is also simpler and easier to maintain.
A data mart that is restricted to a particular business function, such as marketing analysis, may
have many types of data and metadata to maintain, but all of those data serve the same type of
users. Tools for managing the data warehouse and for providing data to the users can be written
with an eye toward the requirements that marketing analysts are likely to have.
A data mart that is restricted to a particular business unit or geographical area may have many
types of input and many types of users, but the amount of data to be managed is less than for the
entire company. There will also be fewer requests for service, so the data warehouse resources
can be allocated to fewer users.
The following diagram summarizes the scope of alternatives for sharing data. Data downloading
is the smallest and easiest alternative. Data are extracted from operational systems and delivered
to particular users for specific purposes. The downloaded data are provided on a regular and
recurring basis, so the structure of the application is fixed, the users are well trained, and
problems such as timing and domain inconsistencies are unlikely to occur because users gain
experience working with the same data. At the other extreme, a data warehouse provides
extensive types of data and services for both recurring and ad hoc requests. Data marts fall in the
middle. As we move from left to right, the alternatives become more powerful but also more
expensive and difficult to create.
Data Marts
Data
Downloading
Particular Data
Inputs
Particular
Business
Functions
Particular
Business Unit or
Geographical
Region
Easier
Data Warehouse
More Difficult
Figure - Continuum of Enterprise Data Sharing
3
4
Data about the data such a field names, field types, validation rules etc).
Data about the data such a field names, field types, validation rules etc).
1.1.4.
1.1.3.
87
The source of the warehouse is operational data or data generated from routine transaction
processing systems such as Sales, Registration of a student, Payroll, Banking deposit/withdrawal
etc. The data warehouse therefore needs tools for extracting the data and storing them. These data
however are not useful without metadata and describe the nature of the data, their origins, their
format, limits on their use and other characteristics of the data that influence the way they can and
should be used.
Potentially, the data warehouse contains billions of bytes of data in many different formats.
Accordingly, it needs DBMS and OLAP servers of its own to store and process the data. In fact,
several DBMS and OLAP products may be used, and the features and functions of these may be
augmented by additional in-house developed software the reformats, aggregates5, integrates and
transfers data from one processor to another within the data warehouse. Programs may be needed
to store and process non-scalar data like graphics and animations also.
Because the purpose of the data warehouse is to make organizational data more available, the
warehouse must include tools not only to deliver the data to the users but also to transform the
data for analysis, query and reporting, and OLAP for user-specified aggregation and disaggregation.
The data warehouse provides an important, but complicated set of resources and services. Hence
the warehouse needs to include training courses, training materials and on-line help utilities, and
other similar training products to make it easy for users to take advantage of the warehouse
resources. Finally, the data warehouse includes knowledgeable personnel who can serve as
consultants.
1.1.4.
1.1.3.
88
The following shows the difference between the operational view of sales data and the
multidimensional view of sales data.
Operational View
INVOICE Table
Number
Date
2034
15/5/96
2035
15/5/96
2036
16/5/96
2037
16/5/96
LINE
Number
2034
2034
Customer Amount
Dartonik
$3500
INC
$1800
Dartonik
$2000
INC
$800
Table
Product Price
Quantity
Mouse
$150
20
Diskette
$50
10
Multidimensional View
Customer Dimension
Dartonik
INC
Totals
Time Dimension
15/5/96 16/5/96 Totals
$3500
$2000 $5500
$1800
$800 $2600
$5300
$2800 $8100
Sales figures occur at the intersection of a customer row and time column
1.1.4.
1.1.3.
89
according to package color within marketing program at a third time. The analyst wants the same
data in each report; but simply presents it differently.
Data warehouse users also want to dis-aggregate them in their own terms, or drill down their
data. For example, a user may be presented with a screen that shows total product sales for a
given year. The user may then want to be able to click on the data and have them explode into
sales by month; to click again and have the data explode into sales by product by month or sales
by region by product by month.
Graphical output is another common requirement. Users want to see results of geographic data
in geographic form. Sales by state and province should be shown on a map. A reshuffling of
employees and offices should be shown on a diagram of office space. These requirements are
more difficult because they vary from user to user and from task to task.
Many users of data warehouse facilities want to import warehouse data into domain-specific
programs. For example, financial analysts want to import data into their spreadsheet models and
into more sophisticated financial analysis programs. Portfolio managers want to import data into
portfolio management programs, and oil drilling engineers want to import data into seismic
analysis programs. All of this importing usually means that the warehouse data needs to be
formatted in specific ways.
1.1.4.
1.1.3.
90
11. The data warehouses metadata7 are a critical component of this environment. The
metadata identify and define all data elements. The metadata provide the source,
transformation, integration, storage, usage, relationships, and history of each data
element.
12. The data warehouse contains a charge-back mechanism for resource usage that enforces
optimal use of the data by end users.
The 12 rules capture the data warehouse life cycle, from its introduction as an entity separate
from the operational data store, to its components, functionality, and management processes. The
current generation of specialized decision support systems provides a comprehensive
infrastructure to design, develop, implement and use decision support systems within an
organization.
Data about the data such a field names, field types, validation rules etc).
1.1.4.
1.1.3.
91
Office automation (OA) refers to the use of information processing and communication
technologies for writing, collecting, storing, organizing, retrieving, and communicating
office data. It changes the way people work. It affects the job itself, the flow of
information through an organization, the process of management and even the corporate
structure.
Paperless office email, electronic filing, file security, internet, intranet
Electronic conferencing
Software word processing, spreadsheet, powerpoint, databases, business systems,
desktop publishing
Equipment
Fax machines
Computers, workstations
Printers
Scanners, Cameras
7.2.
Facsimile
(FAX) device that transmits and receives documents over telephone lines.
Voice mail
Communications technology that functions much like an answering machine,
allowing callers to leave a voice message for an individual.
Voice messaging
Voice mail is a service that functions much like an answering machine, allowing a
person to leave a voice message for one or more persons. Voice messaging is
using voice mail as an alternative to electronic mail, in which voice messages are
intentionally recorded, not because the recipient was not available.
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Telemarketing
Selling over the telephone.
Teleconferencing
Conferencing is where people meet and see and speak to each other. Teleconferencing is
conferencing via telecommunication channels. The user is able to see and hear a person at the
other end of the line in another location. Teleconferencing requires a camera, microphone,
speakers and the appropriate communication software. Once this technology catches on it will be
very popular and be a huge money maker. Teleconferencing minimizes the time and cost spent
traveling (no hotel fees, jet lag etc.) The world becomes smaller place (global marketplace). You
can have business meetings with all the desired people when and where need to.
Telecommuting
Commuting is traveling from one location to the other, such as from work to home.
Telecommuting is where a person does not have to travel to work but works from home and
connects to his office via telecommunication channels. (i.e. commuting/going to work via
telecommunication channels)
Advantages
Disadvantages
Persons who are not disciplined enough will not be productive as they will talk on the phone,
watch tv, eat etc instead of work.
Anti-social behaviour will result as there is limited social interaction.
E-commerce
the conducting of business online, including shopping, banking, investing. E-commerce
(electronic-commerce) refers to business over the Internet. Web sites such as
Amazon.com, Outpost.com, and eBay are all e-commerce sites. The two major
forms of e-commerce are Business-to-Consumer (B2C) and Business-to-Business
(B2B). While companies like Amazon.com cater mostly to consumers, other
companies provide goods and services exclusively to other businesses. The terms
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"e-business" and "e-tailing" are often used synonymously with e-commerce. They
refer to the same idea; they are just used to confuse people trying to learn
computer terms.
Electronic mail
E-mail, short for electronic mail, is the transmission of messages over
communications networks. The messages can be notes entered from the keyboard
or electronic files stored on disk. Most mainframes, minicomputers, and computer
networks have an e-mail system. Some electronic-mail systems are confined to a
single computer system or network, but others have gateways to other computer
systems, enabling users to send electronic mail anywhere in the world. Companies
that are fully computerized make extensive use of e-mail because it is fast,
flexible, and reliable.
Most e-mail systems include a rudimentary text editor for composing messages,
but many allow you to edit your messages using any editor you want. You then
send the message to the recipient by specifying the recipient's address. You can
also send the same message to several users at once. This is called broadcasting.
Sent messages are stored in electronic mailboxes until the recipient fetches them.
To see if you have any mail, you may have to check your electronic mailbox
periodically, although many systems alert you when mail is received. After
reading your mail, you can store it in a text file, forward it to other users, or delete
it. Copies of memos can be printed out on a printer if you want a paper copy.
All online services and Internet Service Providers (ISPs) offer e-mail, and most
also support gateways so that you can exchange mail with users of other systems.
Usually, it takes only a few seconds or minutes for mail to arrive at its destination.
This is a particularly effective way to communicate with a group because you can
broadcast a message or document to everyone in the group at once.
Internet
The Internet is a large, international computer network linking millions of users
around the world that use the TCP/IP protocols. It is used daily by many
individuals for the main purposes of sending and receiving electronic mail (email), obtaining information on almost any subject, or to communicate with
others around the world. Access to the Internet is obtained by subscription, and an
Internet address is needed to receive or to send a message. Such addresses have a
specific format that specifies the name of the user, the machine they are working
on, and where that machine is located.
Advantages
Better communication email, chat rooms etc.
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Disadvantages
Exposure of children to pornography, pedofiles, harmful information
Can be addictive for some persons
Persons unable to socialize
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7.3.
Hotel
To make bookings for rooms
To bill guests
To prepare financial statements
To pay hotel staff
To do banking transactions (eg customer pays by credit card)
Advantages
Able to handle customers better can check if rooms available
etc.
Able to produce bills faster therefore check out is better.
Education
Timetabling
Student records - grades
Transcripts
Schools at all levels recognize the importance of training students to use computers
effectively. Students can no longer rely solely on their textbooks for information. They
must also learn to do their research on the World Wide Web. Efforts are underway to
connect schools to the Internet, but schools must be able to afford the equipment, the
connection charges, and the cost of training teachers.
Libraries that traditionally contained only books and other printed material now have PCs
to allow their patrons to go online. Some libraries are transferring their printed
information into databases. Rare and antique books are being photographed page by page
and put onto CD-ROMs.
Advantages
Computers have proved to be valuable educational tools. Computer-assisted instruction,
or CAI, uses computerized lessons that range from simple drills and practice sessions to
complex interactive tutorials. These programs have become essential teaching tools in
medical schools and military training centers, where the topics are complex and the cost
of human teachers is extremely high. Educational aids, such as some encyclopedias and
other major reference works, are available to personal-computer users--either on
magnetic disks or optical discs or through various telecommunication networks such as
the Internet.
Banking
Account balances - deposit, withdrawals, transfers
Calculate interest, withholding tax, loans
Bank charges - credit card etc.
ATM, ABM
Advantages
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Disadvantages
ATMs have been burglarized.
Computer crime allows people to steal money
Home
Advantages
Can reorder groceries on the internet
Home security systems
Program appliances, lights etc.
Shopping from Home
Research from Home
School from home
Most recent-model cars are equipped with computerized ignition and fuel
systems designed to increase fuel economy and performance. Japanese
engineers also have developed a car with an on-board computer that the
driver can use to plan his route. The driver simply enters his intended
destination into the computer, which transmits the information to special
roadside computer-sensor units. These units measure and analyze the traffic
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flow on all possible routes to the desired destination and recommend the one
with the least amount of traffic.
Disadvantages
Encourages laziness not walking in the stores.
Parents are often concerned about what their children can access on the
Internet. They can install special programs called Web filters that
automatically block access to Web sites that may be unsuitable for children.
Some people are concerned that online shopping will put many physical
retail stores out of business, to the detriment of personal one-on-one service.
Criminals can log into the Internet just like everyone else, and they can
commit crimes against other people who are also logged in. These criminals
may give out false information to encourage others to send them money.
They may also be predators who use the anonymity afforded by chat rooms
and discussion groups to meet people under false pretences.
Supermarkets
Advantages
Allow faster processing at the cash register point of sale system (by
reading UPC universal product code/bar code)
No need for cashier to remember the prices, reduces errors made by
the cashier
Calculates GCT and change instantly
Instant update of stock balances
Debit and credit cards enable no use of cash, which can be stolen
Disadvantages
Automated systems, however, do have certain limitations and drawbacks.
Although usually very reliable, they can malfunction. Moreover, an entire
system may fail to operate properly if there is a single error in setting it up. A
backup system has to be provided or a human "override" capability built into
the system so that operations can be handled manually. (E.g. what happens
when bar code reader malfunctions.)
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