MODULE 4 2017/MAR/28

Information Processing
OBJECTIVES
At the end of the lesson students should be able to:

1. Distinguish between data and information

2. Explain the characteristics and functions of Information Processing
3. Identify the sources of data in specified application areas
4. Describe methods of validation and verification of data
5. Identify appropriate verification and validation checks given a particular scenario

DATA

Information processing refers to the many ways that data is gathered and interpreted. The
output depends on the interpretation of the input. Information processing is only valuable if the
information can be stored and retrieved quickly, accurately and efficiently and cannot be
changed accidentally.

Data is the raw material that is input into the computer system. It consists of characters,
numbers and program code that may not make much sense on their own.

Information is the usable result you get after data has been processed by the computer system.

There are many ways in which data can be processed to become information. Here are some of
them:
 Carrying out calculations in a spreadsheet.
 Printing a document or image.
 Searching a document or database for a particular item of data.
 Updating data in a file.
 Displaying an image on the screen.
 Sorting data into alphabetical order.

An information processing system may involve some combination of:

 Conversion converting data to another format.
 Validation – ensuring that supplied data is "clean, correct and useful."
 Sorting – arranging items in some sequence and/or in different sets.
ST JAGO HIGH SCHOOL 1 of 10
BUSINESS EDUCATION/INFORMATION TECHNOLOGY DEPT
MODULE 4 2017/MAR/28

 Summarization – reducing detail data to its main points.

 Aggregation – combining multiple pieces of data.
 Analysis – the collection, organization, analysis, interpretation and presentation of data.
 Reporting – list details or summary data or computed information.
 Classification – separates data into various categories.

Information processing system

An Information processing system (IPS) promotes automation. It involves a machine or process
that interacts with the outside world and acts on the input it receives. Information Processing
Systems have many benefits that make our life easier and more efficient.

An example is the electric kettle- which senses when the water temperature reaches the boiling
point and switches off. Another example is alarm system; it uses sensors to detect movement in a
room if there is movement this data is processed to set off the siren after otherwise nothing
happens.

ADVANTAGES
 Processes large amounts of data
 Promotes efficiency and consistency
 Automation is introduced. Multiple tasks are preformed without you knowing about it.
This requires little or no operation by humans.
 Customer services can be improved
 Sharing and analyzing of information. It is easy to pass along and store information, this
also means that trends can be spotted faster and people can share ideas.
 Jobs may be created due to the need to create programs, install systems, train users and
maintain system.
 It makes our task easier and faster. E.g. paying our bills online or at the supermarket.
 A lot of data is stored during information processing. Storing data is quick and easy to
access and it does not have to be processed or examined again.
 Once an information system is setup it is often easy to maintain.
DISADVANTAGES
 High initial investment - It can be very expensive to set up because of cost.
 Depending on the system it can be expensive to maintain. E.g. Bank of Jamaica.
 More money needed to employ and train staff
 Specialist is often needed to operate the system.
 Loss of jobs may occur as a result of computerization
 Face –to– face interaction with staff may be reduced
 Hardware and software must be kept up to date.
 It required computer based system that takes in data and generates information.

ST JAGO HIGH SCHOOL 2 of 10

BUSINESS EDUCATION/INFORMATION TECHNOLOGY DEPT
MODULE 4 2017/MAR/28

Forms of Information Processing

Information is processed in several ways:

Control Systems- These uses computers to control machinery. There are two types of control
systems:

1. Automation system- These are straight forward type of control system in which tasks are
carried out automatically. They regulate themselves.
2. Process Control System- These types of systems are used in manufacturing in which
actions are changed depending on feedback from sensors. A sensor can measure things
like temperature, humidity, light, sound, movement and pressure.

Example
Automation Process Control
AC, microwave, toaster,  An anti-lock braking system (ABS) is a complex
fridge, traffic lights, example, consisting of multiple inputs, conditions and
oven, automated factory outputs.
assembly line  Aircraft stability control is a highly complex example
using multiple inputs and outputs.

The main advantages of automation are:

 Increased throughput or productivity.

 Improved quality or increased predictability of quality.
 Improved robustness (consistency), of processes or product.
 Increased consistency of output.
 Reduced direct human labour costs and expenses.

Commercial Systems - In business and commerce, information processing is important to keep

track of transactions and records. Shops use point of sale systems and bar code readers to read
prices on items and keep track of stocks. Businesses use databases to store records about
customers, employees and suppliers. Payroll systems are used to calculate salaries and print pay
slips. Other forms of commercial info processing includes, banking at the ATM without entering
the bank, electronic banking and electronic funds transfer.
 Payroll- calculating how much each employee should be paid every month.
 Orders- recording orders that customers place with the business and keeping track of
when the goods are sent.
 Sales- in a shop, dealing with purchases at the till.
 Invoices- sending requests for payment to customers and other businesses.
 Payments – paying other businesses who have supplied materials and services.
 Accounts- keeping track of all the payments made by the business and income.
 Budget- planning finances in the future.
 Correspondence- sending letters and emails to suppliers and customers.
 Marketing- designing packaging and advertising.
 Security- using door entry systems.
ST JAGO HIGH SCHOOL 3 of 10
BUSINESS EDUCATION/INFORMATION TECHNOLOGY DEPT
MODULE 4 2017/MAR/28

 Automated teller machine (ATM)

 Electronic fund transfer (EFT)
 Point of sale (P.O.S)

Industrial Systems – Information processing is a very important tool in the manufacturing and
production industries. They use data processing such as, control systems, computer aided design
and computer aided engineering.
 Control systems- controlling the processes used when manufacturing products.
 Computer Aided Design (Auto CAD)- designing products.
 Computer Aided Engineering (CAE) and Computer Aided Manufacture (CAM)
- using special software to develop and test products.
 Computer aided design and drafting (CADD)

The main advantages of automation are:

 Replaces hard physical or monotonous work

 Tasks in hazardous environments, such as extreme temperatures, or atmospheres that are
radioactive or toxic can be done by machines
 Faster production and cheaper labour costs
 Automation can be maintained with simple quality checks.
 Can perform tasks beyond human capabilities.

TERMS:
Scientific Data Processing – Scientists can gather a lot of data
Information Retrieval and
during an experiment. Sometimes they will use sensors to Management
capture data over a period of time. Expert systems help When data stored on a computer system is
scientists’ process data. searched and the relevant information is
 Weather forecasting systems collect weather data all found, this is known as information
over the world and use the data to predict weather retrieval. Information management
pattern. ensures that all data is input correctly,
 Patient tracking systems - Health care professionals use retrieved easily and output in a way that
automated processing systems to keep track of patients’ provides useful information.
record and laboratories have machines that can read and
process data from samples.
 Computer controlled environments for conducting experiment.

ST JAGO HIGH SCHOOL 4 of 10

BUSINESS EDUCATION/INFORMATION TECHNOLOGY DEPT
MODULE 4 2017/MAR/28

SOURCES OF DATA

To create useful information from data, the data must come from a suitable source. Data can be
captured using machine readable or human readable documents.

Data capture is the means of collecting data for input. There are two (2) methods of data
capture:

a) Manual/Indirect-data is entered into a computer by a user using devices such as

keyboard, mouse, touch screen, light pen etc
b) Automated/direct-data is entered directly into a computer with little or no user
intervention for e.g. microphone, barcode reader, document scanner etc

Terms
1. Source Document – This is a document that contains data that is going to be input into a
computer system.

2. Turnaround Document – This is both a human readable and a machine readable

document. A machine creates it and a human adds or uses it as input for something else.
The document is then read by a computer, which updates or processes records with the
new data. This means that a machine creates it as output, which you modify, and the
machine uses that modified document as input again.

3. Machine-readable Document- This is a document that can be read directly and

understood by the computer.

4. Human-readable Document – This is a document that is easily read by human but is not
in a form that a computer can automatically accept as input.

VALIDATION AND VERIFICATION

Errors
The majority of errors are introduced at data entry. Consider a customer order form.

The information the customer has written onto the form will be keyed into the computer,
probably by a data entry clerk. It will then be processed to produce a set of documents including
a delivery note and invoice for the customer, as well as updating stock and sales records.

There are several possible sources of error before the data are processed:

 The customer could make a mistake, entering the wrong product codes, adding up the
total cost wrongly, forgetting to enter their address or card expiry date etc.

ST JAGO HIGH SCHOOL 5 of 10

BUSINESS EDUCATION/INFORMATION TECHNOLOGY DEPT
MODULE 4 2017/MAR/28

 The person keying in the data could make a transcription error, keying in the wrong
product code or quantity, misreading the customer's name, adding an extra couple of 0's
to the total price by keeping a finger down too long, and so on.
 A form could be blown into the bin by a sudden draught as a fan starts up or someone
slams the door - or the operator might decide the writing was so bad it simply wasn't
worth the effort of struggling with, and bin it.//
 A faulty connection between hardware components such as the processor and the disk
drive could mean that some characters are wrongly transmitted.

Why are errors a problem?

Some errors in data can lead to catastrophic results, while others can affect the
acceptability of a computer system.

As businesses and other organisations are dependent on information from

computers, it is essential to try to reduce the occurrence of data errors and so
ensure that the information is correct.

Results of errors

There are many examples in newspapers of the results of errors occurring in computer systems.

 These include pensioners receiving gas bills for millions of pounds, others who are sent
letters threatening legal action unless an outstanding payment of £000.00 is received
within ten days.
 A bug caused a newly developed fighter plane to turn upside down when it crossed the
equator. Luckily this was detected during simulation testing.

When errors can occur

 Errors can occur at several stages in a system:
 When the data is captured
 When data, initially collected on paper, is transcribed (copied), usually via a keyboard,
into a computer
 When data is transmitted within a computer system, particularly over a network link
 When data is being processed by software.

Types of Errors

a) A typographical error is a typing error that we all make when we hit the wrong key.
i. One way to eliminate typographical and transposition errors is to have two
different people enter the data, the computer then compares the two
versions. If the two are identical then no errors have been made. This
method is known as double/dual entry verification.

ST JAGO HIGH SCHOOL 6 of 10

BUSINESS EDUCATION/INFORMATION TECHNOLOGY DEPT
MODULE 4 2017/MAR/28

ii. Another method is visual verification/proof reading where one person

enters the data and another person looks at the data on the computer and
the original source document and checks to see if they are the same.

b) Transposition error happens when we enter numbers or characters in the wrong

order.
c) Transcription Errors
i. Whenever data is manually entered into the system there is a chance that
an error will be made.
ii. This might be because the person misreads what is written on the source
document or perhaps mishears what the customer tells them over the
telephone. It might simply be down to the person rushing and not being
careful over which keys they press.
iii. Long codes made up of numbers or letters that have no particular meaning
to the person keying in the data are particularly vulnerable to error.
iv. An example of a transcription error might be entering 'Smyth' instead of
'Smith'

Reducing Errors

Obviously, every effort has to be made to minimise the number of errors that can occur in a
computer system.

There are various methods which can help to achieve this goal:

 The use of automatic data entry, where there is no need for the keying in of data, removes
the possibility of transcription errors.
 As a transposition error is a very common form of typing error, it is crucial it is avoided
as far as possible. Paper forms need to be designed with great care so that the chances of
errors being made are kept to a minimum.
 A data entry screen should be designed to follow the layout of data on the paper form.
Mistakes are more likely to be made if the eye has to jump around the page to find an
appropriate data field.
 The greater number of characters that need to be keyed in, the greater the chance of
error. Wherever possible, codes should be used.
 To ensure that only valid choices can be entered, options can be given for the user to
choose, either in the form of tick boxes or drop-down lists.
 Human errors such as transcription errors can be detected using two techniques:
o Verification
o Validation

ST JAGO HIGH SCHOOL 7 of 10

BUSINESS EDUCATION/INFORMATION TECHNOLOGY DEPT
MODULE 4 2017/MAR/28

Accuracy and Validity

It is important to be aware that validation can only check that the data is reasonable, it cannot
guarantee accuracy.

If the source data is wrong, then the data entered into the system will also be incorrect.

Even when combined with verification, accuracy cannot be guaranteed.

Verification and Validation

After data has been entered, there may be errors. In order to eliminate errors, two techniques are
used:

1. Data Verification (human check) – This refers to checking that the data Verification is the
has been input correctly, that is, to ensure that the data entered in the process of
computer system matches that on the source document. Two common determining the
errors when inputting data are typographical errors and transposition correctness of the
errors. Verification is a preventative process/actions, which makes it like data.
a QA (quality assurance) process (e.g. Was this done right or not?)
 Testing against specifications.
 Testing against requirements

2. Data Validation (computer check) – This type of check is carried out

by the computer system when data is entered to identify data that cannot Validation is the
be correct. The checks compare the user entered data against a rule. process of
The check depends on the type or nature of the data that is entered. If determining if the
data is correct.
there is an error the user will get an error message. Validation is a
corrective process/actions, which makes it a QC (quality control)
process (e.g. Was this the right thing to do or not?)

ST JAGO HIGH SCHOOL 8 of 10

BUSINESS EDUCATION/INFORMATION TECHNOLOGY DEPT
MODULE 4 2017/MAR/28

Methods of data validation:

Validation type How it works Example usage

Check digit the last one or two digits in a code are bar code readers in supermarkets use check
used to check that the other digits are digits
correct
Format check checks the data is in the right format a National Insurance number is in the form LL
99 99 99 L where L is any letter and 9 is any
number
Length check checks the data isn't too short or too a password which needs to be six letters long
long
Lookup table looks up acceptable values in a table there are only seven possible days of the week
Presence check checks that data has been entered into in most databases a key field cannot be left blank
a field In LIME’s database for example customers are
required to have their telephone numbers listed.
Range check checks that a value falls within the number of hours worked must be less than 50
specified range and more than 0
For eg, when entering the months in the date of
birth field, the range of acceptable numbers
would be in the range of 1-12.

Limit check Unlike range checks, data are checked e.g., data should not be greater than 2 (<=2).
for one limit only, upper OR lower

Data type check used to check that an entered value is When a table in a database is created, each field
of a particular type. is given a data type (text, number, date/time etc).
When data is entered into a specific field the
database will check to ensure that the data is of
the correct type. For example, age is numerical,
so a data type check would notice if a letter was
included.

Reasonableness compares an input value with The age of a living person would reasonably by
check expected reasonable values less than 130 years

Consistency this checks one piece of data against For eg if we have gender (M or F) and title (Mr,
(inconsistency) check another. It detects whether the values Mrs, Miss) and someone has entered M for male
of two or more data items are in and the title as Mrs then these two data items are
contradiction. inconsistent.
Uniqueness check Checks that each value is unique. This Email address is unique to a person
can be applied to several fields

Spell check looks up words in a dictionary when word processing

ST JAGO HIGH SCHOOL 9 of 10

BUSINESS EDUCATION/INFORMATION TECHNOLOGY DEPT
MODULE 4 2017/MAR/28

References
 http://www.teach-
ict.com/as_a2/topics/validation_verification/verification_validation/index.htm
 http://www.bbc.co.uk/schools/gcsebitesize/ict/databases/3datavalidationrev1.shtml
 http://en.wikipedia.org/wiki/Information_systems_discipline
 https://en.wikipedia.org/wiki/Information_processor
 https://en.wikipedia.org/wiki/Data_processing_system

ST JAGO HIGH SCHOOL 10 of 10

BUSINESS EDUCATION/INFORMATION TECHNOLOGY DEPT