COMPUTER APPLICATIONS

1.0 INTRODUCTION TO COMPUTER APPLICATIONS

1.1 DEFINITION
A Computer System is
a) An electronic device that processes data and then produces information.
b) Its an electronic device /machine that works under the control of stored data to
produce information
c) A combination of hardware and software meant to make the work of processing data
easier.
NB
A computer is a system - an interrelated combination of components that performs the
basic system functions of input, processing, output, storage and control, thus providing
end users with a powerful information processing tool.

Advantages of computer
Computer is very accurate in performing any task
Computer is very flexible
Computer can tackle huge volume of data efficiently
Computer is automatic
Out put of a computer is presentable
Computer records are more secured than manual

Disadvantages of computer
Computer is relatively expensive
Computer technology change too often
Installation of Computer require retraining staff
Computer is prone to failure
Computer cause job displacement

Data
a) is a general term that denotes all facts, letters, symbols, figures, multi-media, graphics
that refer to or describe an object, idea or define a situation or condition
b) elements of information that can be processed by e computer

Information
a) Data that has been put into meaningful and useful context and communicated to the
recipient who uses it to make decisions
b) Consists of data, images, texts, documents, video clips, still pictures, voice, graphics
etc organized into a meaningful context

 Information is a vital economic resource

 it is the indispensable link that ties all components of an organization for effective
and efficient coordination
 in as much as information is important for decision making, lack of it, too much or
misinformation can lead to a lot of loss and damage. To ensure this doesn’t happen,
information should be managed in the right way, there should be solid means of
collecting and managing.
 Attributes that make information a very important tool are: - timeliness, accuracy,
relevance, reliability, flexibility, user friendliness, security, response time,
understandability, completeness etc
Information Technology
Refers to the use of computers, telecommunication equipment’s, human skills and other
technologies i the creation, manipulation, processing, storage, dissemination or
communication of information to specific target, groups, or individuals for effective
managing of organization.

TYPES OF COMPUTERS
Can be categorized according to :
1. Computer generations (classification by age)
2. Classification by size
3. Classification by technology
4. Classification by purpose

1. COMPUTER GENERATIONS (CLASSIFICATION BY AGE)

The development of computing power can be classified into five major generations based
on the relative change in processing speed, storage capacity and the technology enabling
this change;

a) First Generation
The are the earliest computers which were in use from around the mid 1950’s to late 50’s
They used big physical devices in them. Used vacuum tubes to process data all programs
were written in machine language. It was programmed manually using switches. These
computers used electronic valves like the ones used in radios and television.

Second generation
More reliable, smaller in size, powerful machines than the first generation. Used
transistors which replaced the vacuum tubes. Transistors were smaller, cheaper, lesser
power consumption and heat production rates. They were expensive machines and only
large organizations could afford. and silicon –based. Programmers could use high level
programming language e.g. Fortran, Cobol, for development of commercial based
business applications. The speed increased to 200,000 instructions per second and the
memory was about 32kb

Third generation
More powerful, reliable and compact computers using simple integrated circuit (ICs). ICs
are transistors etched onto a substrate bundled together. This allows thousands of
transistors to be packed together efficiently. This also made computers small comprising
of semi conductor memory cells and interconnections manufactured on a semiconductor
e.g. silicon was divided into chips. These chips were packaged together with pins and
assembled on a printed circuit board.
Microprogramming was used extensively to simplify the design of processors and
increase their flexibility
Operating system and the processor, he techniques of concurrent and parallel processing
were introduced eg multiprocessing, multiprogramming, pipelining.
Methods for automatic sharing of facilities or resources of a comp were introduced.

Fourth generation
The computers in use today, contain more sophisticated microelectronic devices such as
complex integrated circuits, which are classified as “ large scale integration or very large
scale integration. Networks, use of optical disks & magnetic disks were introduced
Programmers could use object oriented languages such as c++, Pascal , c etc
Fifth generation
Development of computers able to converse with people in a human like manner and able
to mimic human senses, manual skills and intelligence..... artificial intelligence, symbolic
processing. They also use very large scale integrated circuits

2. CLASSIFICATION BY SIZE
Super computers
These are very expensive, ver fast, and the most powerful computers in the world. They
are quite are as they are mainly used in scientific research stations such as in nuclear
stations and weather forecasting stations

Mainframes
They are the large and very powerful computers. They can serve hundreds of people
(multi-user system) and do many jobs at the same time. They have extensive processing,
storage capabilities

Mini computers
These are smaller and less powerful that mainframes. Several people can also use them
from different locations at the same time. Used for medium scale tasks which can not
utilize fully the main frame

Microcomputers
Are the smallest but most important for the end users
Also known as personal computers (PC’s). Can be used as standalone computers or in a
networked environment as terminals. They come in various sizes and shapes for a variety
of purposes. Or based on their use, they include home, personal, professional,
workstation and multi-user
 Desktop computers
 Laptop computers
 Notebook computers
 Palmtop computers

COMPONENTS OF A MICROCOMPUTER
 Input components
 Central processing components (CU, ALU, Main Memory & Register)
 Output
 Buses
 Registers
 Storage devices

3. CLASSIFICATION BY TECHNOLOGY

Digital computers
Operations are based on two or more discrete states, binary digital computers are based
on two states a logical “on” and “off’ represented by two voltage levels of 0 and 1. These
arrangement of zeros and ones are used to represent all kinds of characters such as
numbers, letters, graphics, symbols and graphic instructions.
Analog computers
Are used in measurement of quantities such as thermometers and voltmeters with pointers
on circular dials
These computers measure data varying continuously in value such as speed, temperature,
voltages, frequency, pressure, humidity etc

Hybrid computers
Is a combination computer using all qualities/features of both the analog and digital
computers. eg petropumps

CLASSIFICATION BY PURPOSE
Special purpose computers
Are designed for a particular job only; to solve problems of a restricted nature (a specific
problem domain). e.g. computers designed for use in petrol pumps.

General purpose computers

Are designed to solve a wide variety of general user problems. It can be adopted to
perform particular tasks or solve problems with special written programs
The range of the application s/ware available in the personal computer is a clear
indication of the problem areas it can be applied eg word processing, graphic design etc.

1.2 INTRODUCTION TO COMPUTER SOFTWARE AND HARD WARE

COMPUTER HARDWARE
This refers to the physical, electronic and mechanical parts of the computer. They are
divided into the following categories;- input devices, processing devices, output devices,
storage devices and communication devices.

INPUT DEVICES
Used to enter data and commands into the computer system for processing.

Examples are:
a) Keyboard
b) Pointing devices i.e. mouse, light pen, digitizers, joystick, track ball and touch pads
c) Scanners/imaging i.e. Scanners, Optical Character Recognition (OCR), Optical Mark
Recognition (OMR), Magnetic Ink Character Recognition, Point of
Sale (POS)/Barcodes.
d) Terminals
e) Voice Recognition

1. Magnetic Ink Character Recognition (MICR)

In this system characters are made by ink containing magnetized particles are able to be
recognized by the MICR which transfers them directly into computer system
They are commonly used in banks e.g. in clearance of cheques

Advantages
 Readable characters by both human and machine faster methods as far as transfer of
information is concerned (user friendly)
 Accurate hence reduces chances of errors getting into the system
Disadvantages
 Documents are expensive to produce
 It has limited application in practice
 It needs some manual key boarding ie when entering the name and the amount
 It needs careful handling ie no folding or stripping of cheques etc

2. Optical Character Recognition (OCR)

It is a method of input involving a machine that is able to read characters . Normally done
by passing the document through the OCR which produces a beam of light changing the
characters into signals for processing.
Can be used in payment of utilities e.g telephone, water and electricity bills and mail
sorting.

Advantages
 They are fast
 They often read ordinary typed texts
 Reduces chances of errors in the system

Disadvantages
 Limited application due to the limitation of the character set
 At times when the text is handwritten it is slow because it has to pass a number of
times before characters recognition

(3) Optical Mark Reader (OMR)

Generally used for numerical characters i.e. values are denoted by a line or a cross
This document is read by the OMR which senses the mark using and electric current and
translates it to the machine readable
It is used in marking multiples codes, analysis, stock control etc

Advantage
 It is accurate
 It is fast
 It is cost effective

Disadvantages
 Requires expensive equipment
 Limited business applications

(4) Terminals
Terminals are devices for transmitting or relieving data over communication channels
Terminals consists of cables, VDU(monitor),Mouse and keyboard

Functions/purposes of a terminal
Transmission of data from one location to another between computers in a local
network environment for text, data or electronic mail processing purposes
 To enable users to have access to computers for firms sharing facilities either for
programmed development problem solving or processing
 Ton have access to real firms system e.g. airtime reservation systems hotel bookings
etc
 To provide point of sale data capture in retail outlets e.g. supermarkets
 To provide access to cash outside banking hours and other banking services by means
of cash point terminals (ATM)
 To support business systems e.g. online controls online entry online payroll systems.
In order to provide random inquiry etc

Types of terminals
a) Dump terminal
This is a terminal that entirely depends on a host computer for all its processing activities
and is simply installed with input/output devices ie a keyboard and a VDU
It provides a means of data entry only and viewing of the processed data

b) Smart terminals
They have efficient processing capabilities of their own to allow some editing storage etc

c) Intelligent terminals
They have efficient processing capabilities of their own and they can allow programmers
to programme.

5. Electronic Point of Sale (EPOS)

A POS is a term used for various types of devices used in retailing business to capture
sales inventory data
It consists of a VDU that displays items sold, their cost and quantity
A counter that gives an automate and itemized output is also part of the point of sale
A keyboard is used for limited data entry
The EPOS comprises of a range of electronic devices that are used to capture sales and
inventory data at the point of sale
It is mostly used in supermarkets, library, warehouses, manufacturing companies which
need regular information on stock composition and taking

Advantages
a) They provide a faster means of data capture i.e. scanning is faster than keyboarding
b) It is less Labor intensive
c) It reduces level of errors i.e. transcription errors are minimized
d) Provides automatic inventory updates
e) There is better customer service because its fast

Disadvantages
a) There is high initial cost i.e. the cost of installing
b) They only operate when there is power supply

BARCODES
These are physical labels which represent information regarding a stocked item e.g. the
stock no. date of manufacture date of expiry, quality, quantity, type of item cost etc
It can also be described as a set of bars or spaces which represent data and information
which is in a computer sensible form

Disadvantages
Cost of adding a label is relatively
They cannot be manipulated easily since they are not human readable

6. Kimball Tag reader

It is a plastic card used in textile and footwear shops and it contains details such as size,
colour, place of manufacture, type of item etc
During the transactions the card is detached and read by a Kimball tag reader and the
sales data is captured and stock levels is automatically updated
Kimball tags are mainly used for stock control purposes.

7. Turn Around Document

This is a document that acts both as an input and output document i.e. a document that is
an output of one process and they become inputs of another
Examples :- OCR

PROCESSING DEVICES

The purpose of the processing hardware is to relieve, interpret and direct execution of the
software instructions provided to the computer.
The CPU is the brain (heart of the computer) and it monitors all the computer operations
A computer fetches - decodes - executes

The CPU is made up of the following;

(i) Control Unit (CU)
(ii) Arithmetic Logical Unit (ALU)
(iii) Main Memory / Primary Memory (MM)

Functions of the CPU

1. Accepting and storing input data
2. Assembling & communicating input data
3. Rearranging data in the main memory
4. Carrying out calculations & logical operations
5. Accepting commands or instructions interpreting them executing them

a) Control Unit
This is the system coordinator and coordinates all the parts of the computer system -
controlling the transfer of data to and from the various major parts.

Its major functions include:-

 Controlling flow of data to and from the CPU
 Directing the activities of the input / output devices
 Responsible for fetch execution cycle; it fetches the required
information/commands/instructions from the main storage, stores it in a no. of specialized
registers, interpret the instruction and causes it to be executed by giving signals/command
to the appropriate hardware device.

b) Arithmetic Logical Unit

It is where actual processing takes place
The ALU carries out all arithmetic operations which include multiplication subtraction
addition division, the logic unit performs logical operations which are concerned with
comparing, selecting, matching, sorting etc

The speed of the processor/ computer speed or the speed of which a computer is able to
process data is measured in hertz = cycles per second/ instructions per second
Eg 1mhz = 1,000,000 instructions per second ie the clock speed
Mega hertz are the units used to measure the processor speed or its clock speed
A typical modern personal computer might have a specification of 600 mhz – 2.8ghz

c) Main Memory
It is the memory found internally or within the computer.
It is used to store data within the processing unit.
NB The processing power or capacity of a computer is dictated by the capacity of the
memory.

All characters (number, letters, space, symbols), pictures or words in a computer system
must be reduced to binary digits. A binary digit is called a bit and represents either a 0 or
a I. In a computer the presence of an electronic or magnetic signal means one and its
absence signifies zero. A string of 8 bits is called a byte.

1 kilobyte = 1024 bytes

1 megabyte = 1020 Kb
1 gigabyte = 1020 Mb
1 terabyte = 1020 Gb

e.g. a 32 megabytes computer with an internal memory of 32 million bytes i.e. it can hold
32 million characters

Functions of Main Memory

It holds input data in a small area of storage temporarily which is a waiting processing
It holds output data which is already processed
It provides a working area i.e. provides a small area to hold data that is being processed
The main memory will stop programs that are used to run the computer

Types of computer memories

a) Random access memory
b) Read only memory

a) Random Access Memory (RAM)

This memory is directly available to the processing unit. It offers high speed data access
to the processor and its speed of retrieval and transfer closely matches that of the
processor. It holds data in current use temporarily. Typical sizes of RAM for a PC are ; -
32, 64, 128, 256, 512mb etc

Features / characteristics of RAM

It is volatile i.e. the contents of the ram gets lost/erased when the power goes off
It can allow reading or writing
It makes up to 70% of the internal memory.
It provides computer users with a working area

Functions of RAM
1. Stores data temporarily awaiting processing
2. Data currently being processed
3. Data awaiting output
4. Instructions awaiting to be obedient
5. Instructions currently being executed
b) ROM - Read Only Memory
It is a memory chip into which fixed data is written permanently at the time of its
manufacture

Features
ROM is non volatile and therefore its contents do not disappear in case of power failure
ROM only allows reading and not writing (you can only retrieve the contents of the
ROM)
It constitutes 30% of the main memory.

Functions of the ROM

It stores control programs that are necessary for the initial activation of the computer
hardware when power is switched on - A process known as booting
Booting occurs when a computer is switched on and it involves the loading of the
computer system into the main memory.
The operating system is held in a section of the ROM called bootstrap

Types of ROM
a)Programmable Read Only Memory (PROM)
Type of memory that can be programmed only once. Gives opportunity to user to be able
to configure the setting according to its requirements

b) Erasable Programmable ROM (EPROM)

Can be programmed and erased. Users can incorporate instructions in the memory and if
need arises erase and reprogram them

c) Electrical Erasable PROM (EEPROM)

A type of EPROM that can be electrically erased and programmed and as such doesn’t
need to be removed from the system to be erased.

Other types of important memories

Cache memory - it is a small amount of very fast static ROM located between the
processor and the main memory. It can be btn 64 and 254 kilobytes. its purpose is to hold
a copy of frequently used code and data so that instead of accessing the slow main
memory for the data the processor can go directly to the cache memory.

The virtual memory

The memory was developed after some problems of multi-programming became apparent
It holds programs more efficiently because the computer device the programs in to small
fixed or variable length or oceans
In the primary memory only a small portion of the programme is stored at any one time
although two or three large programs can be read to the main memory at different times
A certain part of the main memory generally remains underutilized because the program
add up to less than total amount of primary storage available given the limited amount of
primary memory only a small amount of programs can reside in the primary storage ie a
few statements of a program only execute at any given one time

The virtual storage breaks a program into a number of fixed lengths called pages or
variable lengths called segments and this permits a very large no of programs to reside in
the primary memory
Bubble memory
This type of memory represents data and instructions within it in terms of magnetic
principles ie polarized spots (bubble)
A bubble represents a 1 or the absence of a bubble represents 0

Advantages
It is convenient and easy to develop
It can withstand adverse conditions e.g. dust and this memory does not lose data while
power goes off
It can be expanded limitless

Disadvantages
It is very expensive and sometimes has ltd. capacity

Holographic / optical memory

This type of memory uses the principle of light to store data instructions and information.
The data or information is stored in form of dots on a light sensitive plate this memories
are non volatile (permanent) and have very large storage capacity
E.g. compact disk.

Core memory
It is an internal store, which is made up small magnetic rings which are magnetized by
the wires threaded on them.
The polarity of these magnets are sent by currents ton represent data in terms of
instructions information using ones and zeros. the core storage is usually non volatile
The polarities do not change even if power is switched off and therefore very expensive

Semi conductor memory

This type of memory is found in all types of computers, it is normally faster & cheaper
than magnetic core memory. It is volatile and uses its contents in the event of power
failure . this can be overcomed by having back up power units
The physical size of this memory is very small.

STORAGE HARDWARE: BACKING STORE

This type of memory is found in all types of computers.
The major purpose of a backing store is to provide a permanent storage of data or
information for future reference.
It actually supplements the main memory, which is normally expensive and limited in
capacity.
Characteristics
They are relatively cheap compared to the main memory
It provides mass storage of data and instructions
Provides permanent storage of data and information

They can be classified into 3:

i. Magnetic Disks
ii. Magnetic Tapes
iii. Optical Disks
Magnetic Disks
It is a regular metallic plate in which electronic data can be stored e.g. floppy and hard
disks data files on the disks can be read sequentially or directly.

Floppy Diskettes
This is s small flexible one disk unit coated with iron on which data is stored and it is
available on 3 sizes 31/2 inch 51/4'' , 8"
3 1/2 diskette is the most popular of the 3 it has a hard plastic covering and a metallic
shatter to cover its surface when not in use
the computers operating system performs a format operation which divides the diskette
into concentric circles called tracks and pre shaped wedges called sectors. These tracks &
sectors determine the storage and location on a diskette.

Advantages
 They are portable
 They are relatively cheap compared to CD Allows users to read and write on them as
many times as possible
 Allows direct access

Disadvantages
 They have limited capacity
 Transmit virus

Hard Disk
It is made from the rigid light alloy coated on both sides with a layer of magnetized oxide
data is stored on the disk surfaces along concentric tracks
The disks rotate at a very high speed on the disk drive. (a disk drive is the input output
device used to transfer data from a hard disk and have a higher data transfer speed i.e.
3600 rotations / minute as compared to the floppy disks of 360 rotation per minute.
Reading is carried out by the read write head.

Advantages
 Secure since its internally in the system
 Are affordable
 Are reusable – you can erase data and store again
 Rotates at a very high speed. Therefore data transfer is also faster
 Higher storage capacity

Disadvantages
 Affected by magnetic and electrical fields
 Portability is a risk – coz they are very delicate – its rigid
 Incase of a virus infection, all data is lost.

Magnetic tapes
Its an 1/2 '' or 1/4 '' ribbon of plastic light material coated with a thin layer of iron oxide
The magnetic tapes store very large amounts of data. Data n is stored when the read write
head aligns the iron particles
Magnetic tapes store data serially i.e. one recorded after the other the other to get to the
data one is looking for every record proceeding it must be read.
Between each record is a space where the tape starts and stops i.e. the inter blocking gap
(IBG)
This allows the tapes to attain a proper speed before data can be read or written on , data
access is slow because the tape driven has to stop between each record.
Tapes can store large quantities of data inexpensively and so are always used as back up
storage medium.
They are reusable, erasable and durable
Magnetic tapes can take various forms

Optical Disks
They use optical technology, which uses highly concentrated beams of light to store data.
One laser beam writes to the recording surface and another reads the data from the light
sensitive recording surfaces.

Optical beams are becoming popular because they are less sensitive to environmental
fluctuations. They provide more direct access storage.

Features of optical disks.

They have a very high storage capacity.
They are difficult to damage i.e. data is held more permanent.
Data on optical disks cannot be erased accidentally.

There are 3 types of optical disks.

i. CD ROM
ii. WORM
iii. CD RW

CD-ROM
It is a read only technology, meaning that all data is implanted at manufacture
The capacity of a single CD ROM is over 550 Mb

Application
Delivering of text sound pictures though a single terminal (multimedia)

WORM
Write once read many
They are more advanced than CD ROM's in that users can enter their own data and once
data has been written to the medium it cannot be erased .

CD RW
IT comprises of a magnetized recording medium sandwiched between 2 plastic disks
The content of the disk can be altered magnetically at high temperatures and in this disk
old data can be erased.

Factors to consider for storage devices

* Cost
* Security
* Access of data
* Storage ccty

OUTPUT DEVICES
The purpose of output devices is to relay/deliver the output of processing.
The most commonly used output devices include
* Printers,
* Visual display units,
* Graph plotters and
* Computer output on microfilms

There are two categories of output devices i.e.

* Hard copy output devices
* Soft copy output devices

Hard copy output devices

There are devices which produce tangible output e.g. printers and plotters

Printers
Printers can be classified into
Impact and non-impact printers

Non impact printers

-Are quiet in operation since there is no contact between the print head and the paper
during printing process
Examples include the laser printer i.e. they operate on the principle of laser technology
the same as the photocopier, thermal printer they use heat technology to produce
characters, ink jet printers they don't make any contact between the print head and the
paper.

Features of non-impact printers

They are expensive
They operate at high speed( page printers)
They produce high quality text and graphic output
They have low noise levels while in operation.

Impact printers
They are noisy in operation since there is physical contact between the printers head and
the paper eg daisy wheel, dot matrix, chain printers.

Features of impact printers

They have low quality output
They are less expensive compared to non impact printers
They are very noisy
They have limited graphic capability and therefore cannot produce high quality graphics
They are slow since they are character or line printers

Graph plotters
They are output devices used to come up with artistic designs they can be used by
architects and engineers to come up with intricate shapes

Types
 Flat bed plotter
 Drum plotter
Soft copy output devices
They include the VDU, COM
They are outputs which cannot be touched but can only be seen.

COM -Device
Micro films are photographically reduced documents on a film.
The computer displays the results on the screen whose contents are then photographed
onto the microphone

Advantages of com -device

It saves on storage space. i.e. compared to the voluminous books on text.
Microfilms occupy small storage area and are able to hold a large capacity of data
They are not bulky and hence easily portable
They have a larger life span as compared to paper medium output.
The medium is not easily read using naked eyes hence guaranteeing the security of the
report.

Disadvantages.
The technology is expensive
Updating the records is difficult

VDU/ monitor
Uses pixels for resolution

Types
VGA - video display adapter
SVGA- super VGA
LCD- liquid crystal displays
Flat screen
Antiglare screen- protective lacing for the eyes.
Computer jackets stop radiators

Factors to consider when choosing an output medium

Format of out put -
When we need only to view the data a VDU will be sufficient.

Volume of data
For very voluminous data a hard copy medium will be suitable compared to soft copy.

Speed of the output medium

Some printers are faster than others

Cost
Non impact printers are more expensive than impact

Compatibility
The medium should be compatible with the current technology

Security
A computer output i.e. soft copy is more secure than a printed output.
SOFTWARE
Software is a set of instructions; they can be divided into 2 types
a) System
b) Application

a) System software
These are sets of instructions designed to manage and support the computer resources i.e.
hardware & software
It is used within the computer for organizing the internal functions of the computer.
Systems can be divided into the following categories
 Operating system
 Utility software
 Translation programs

b) Application software
They are a set of instructions that help the user to perform specific tasks

 Off the shelf e.g.

 Word processing
 Spread sheets
 Graphical packages
 Accounting packages
 Desktop publishing

 In house be spoke/Tailor made e.g.

 Payroll systems
 Hotel booking systems

OPERATING SYSTEM
This is an integrated collection of programs that manage the operations of the CPU and
other peripherals devices therefore it manages the computer system to enhance its
optimum utilization and efficiency.

Functions of the operating system

1. Memory management
It allocates memory locations to data and other programs
It defines how much memory is used up and how much is available for use.

2. File management
Provides creation / deletion of files
Automatic management of disk space
Protection of files from accidental or deliberate corruption

3. Scheduling
Refers to the lining up of jobs which need to be passed over to other devices e.g. several
jobs awaiting printing

4. Security
Enables use of passwords and user names which the computer recognizes to identify the
legitimate user

5. Logging & accounting

Allows records or jobs performed to be maintained indicating the times and dates when
they were created. It accounts for who logged in and when

6. Peripheral device control

Coordinates all the peripheral devices connected to the CPU

7. Interface between user and computer system

Relieves and interprets commands for the user.

EXAMPLES OF OS
 Windows 95, 98, 2000 millenium, XP.
These are multi-user and multitasking
User friendly (GUI), use mouse +keyboard.
 MS DOS
Single user, single tasking
 Unix-
 OS/2
 Novell
 Windows NT
 Linux
 Macintosh

Single-user, Single-tasking Operating System

Only one person can use it to perform one task
It is a single program operating system that allows only one program to be executed at a
time; it can only be used by one user
The program must have completed executing one task before the next can begin. E.g. MS
DOS

Single-user, Multi-tasking Operating System

It is a program that allows one user to perform several tasks at the same time e.g.
Windows 95,98, 2000

Multi-user, Multi-tasking Operating System

It’s sometimes referred to as concurrent operating system.
It’s the type of program that allows the computer to carry out several tasks at the same
time while being used by different users
Such an operating system allows the computer to accommodate several tasks in the
memory at the same time and this task can run concurrently e.g. UNIX and Windows NT

Time Sharing Operating System

This allows multi users to access a single computer system by supervising the clock wise
rotation from one user to the other.
The attention of the CPU is switched among users on a time basis controlled by the OS

Virtual Storage Operating System

This allows the user of secondary devices as an extension of the primary storage.
Portions of a program are interchanged between secondary storage devices and primary
storage devices if needed. This gives an impression of having a maximum amount of
primary memory.

COMMAND BASED OPERATING SYSTEMS e.g. MS DOS

Features
 For the user to interact or communicate with the computer system they have to enter
commands by typing them via the keyboard
 The DOS environment is not usually very user friendly because the user has to
memorize commands required to allow the user execute certain functions
 DOS only supports single-user, single-tasking environment and therefore doesn’t
allow optimum utilization of the available memory of at any time

WINDOWS BASED
 The user input the actions using the mouse
 They use graphics i.e. icons or images are used to give commands and hence the user
does not have to memorize all the commands
 They are easier to use but slower
 They support multi-tasking
 They allow optimum utilization of the available memory

Desirable features of an Operating System

 Must have better input/output control
 Offer automatic recovery from error situations -If an error persists the program will
be interrupted and a suitable error signal transmitted to the operator
 Offer storage protection
 Allow automatic logging of the tasks performed by the system
 Offer automatic scheduling of jobs.

UTILITY PROGRAM
They are programs written to enhance the efficiency of carrying out routine repetitive
tasks
These tasks can also be done by the operating system but not as efficiently as utility
programs,
Utility programs are therefore system programs that provide useful services to the user of
the common tasks

Examples of utility programs

Editors
These are instructions that provide a series of commands, which the user can use to make
any alteration on data
Used to make necessary changes to programs

Debuggers
They are used to as an aid to removing bugs or errors from a program

Dump utility
Dumping means to copy the contents of the main memory out e.g. copying of data from
the main memory on to the storage media like a diskette and this is useful when errors
have occurred during the running of a program

Merge utility
This program is used to enhance the combining of two file contents into a single file

Screen saver
this is a screen that prevents the monitor displaying screen from being tampered with by
putting moving patterns on the screen.

Back up utility
This enables the user to move duplicate copies of the files or information on the hard
disk.

Anti virus utility

It’s a utility program that scans the hard disk – diskettes and computer memory to detect
viruses

Data compression
This utility removes redundant elements and unnecessary data from the computer
memory

Recovery of damages files

TRANSLATION PROGRAMS
They are programs that convert the source code programs (written in 2nd 3rd & 4th
generation languages into machine language i.e. 0’s and 1’s
Examples
Compilers- transform programs written in a high level language into machine code
program
Interpreters – transform the source code of HLL one statement at a time into the machine
code
Assembler- transform programs written in assembly language (2nd generation) into
machine code.
APPLICATION SOFTWARE
These are set of instructions/programs designed to help the user to solve specific
applications /problems/ tasks
They can be bought- off the shelf or developed - in house depending on the needs of the
organisation to solve general or specific problems
Note.
Microsoft office is a suite of programs with word, excel, access, PowerPoint etc

OFF THE SHELF

They are standardized ready-made programs that can be bought from the manufacturer
readily they are designed to solve particular problems but not made for a particular user.

They are suitable when

(a) The problem to be solved is of a general nature
(b) When programmers are not available in the organisation
(c) When it’s cheaper to buy them than developing one in house.
(d) When implementation time required is short i.e problem at hand is very urgent.

Examples
Accounting packages - sage, quickbooks, pastel, sunsystem
Spread sheets – ms excel, lotus 1-2-3, Quattro pro, super calc
Word-processing- ms word, word perfect, word star, word pro
Database management – ms access, dbase, oracle, fox pro, etc
Desktop publishing – PageMaker, Ventura, Harvard graphics, ms publisher

Advantages of Off the Shelf

1. They are portable- most of them can run in different computer
2. They are developed by experts
3. Well tested and tried, therefore error free
4. They are cheap- customers share cost.
5. They are readily available and takes less time to implement
6. They are user friendly i.e. they use WIMP and Graphical User Interface
7. They are well documented- well designed user manuals

Disadvantages
1. They may not solve unique needs of the user
2. The user doesn’t have the ownership rights (copyrights) and cannot modify or sell the
package
3. Require regular training especially when a new version comes into the market
4. They become out of date soon

IN HOUSE: TAILOR MADE

It is software designed to meet the unique needs of the user
It is developed by the user in particular regard to a specific problem
It is suitable under the following circumstances
i. there is enough time to allow development
ii. when the user problem is unique
iii. when there is availability of programmers in the organisation
Advantages
i. Capable of meeting specific user needs
ii. Security- only users within the org. know about the software
iii. Users require less training because they were involved in development
iv. Users/org. have ownership rights and can modify or copy it
v. Maintenance can be done in-house and hence no risk of obsolescence

Disadvantages
i. Require a lot of time to implement
ii. Not highly portable
iii. May not be well documented
iv. Costly because the user has to meet all the costs/ expenses
v. Likely to have errors due to improper testing

Compare & Contrast off the shelf with in house in terms of

 User needs – variety specific
 Cost - cheap expensive
 Portability - yes less portable
 Security – less more
 Implementation time - shorter longer
 Documentation - properly not well
 Training – more less
 Flexibility – not easily adaptable easily adaptable

Factors to consider when selecting appropriate software

a. Cost –
b. User friendliness – have GUI and offer online help facilities to the user
c. Flexibility - change with time
d. Maintainability – should give room for modification
e. User needs /requirement – need for user influences the type of software to be
acquired
f. Compatibility – fit in the existing technology
g. Portability – run in a variety of machines.
h. Reliability- perform desired task without failure
i. Vendor support – suppliers of the software to offer maintenance , training etc
j. Security – have facility to stop hackers
k. Documentation – should have instruction manual highlighting how to use , install etc
l. Fault tolerate – allow users to easily handle mistakes,

1.3. BENEFITS AND LIMITATIONS OF COMPUTERS

Advantages
1. storage capacity
2. accuracy
3. reliability
4. it operates at high speed
5. multitasking
6. cost- cutting
7. portability – laptops
8. convenient and user friendly
9. can be able to undertake large/complex mathematical calculation and statistical
analysis
10. security – use of passwords and user names
11. easier access
12. databases thus reducing redundancy
13. used for communication
14. unlike mankind can work continuously
15. can be used as an analysis tool
16. can do voluminous work

Disadvantages
1. Replacement of labor
2. Obsolescence – degradation
3. Access to Internet – access to immoral sites terrorist site
4. Piracy –leading to legal issues
5. “Deskilling” – decreased value of individual skills
6. Create health hazards
7. Expensive
8. Depends entirely on power
9. Maintenance cost is high
10. Becomes outdated very fast
11. Can only be operated by computer literate users

1.4 COMPUTER APPLICATION AREAS

1. Retail Systems e.g. order processing, stock control

2. Financial Systems e.g. payroll systems
3. Industrial Systems e.g. process control
4. Scientific and Research Systems e.g weather forecasting systems
5. Transportation System e.g. Air reservation
6. Communication System
7. Educational Systems e.g. registration
8. Mathematics Systems
9. Computer Aided Engineering
10. Operations Management e.g. repair & maintenance
11. Hotel Systems

INTRODUCTION TO COMPUTERS
1. (a) Clearly define a computer
- A computer is an electronic device that operates (works) under the control
of programs stored in its own memory unit
- An electronic device that accepts data, as input and transforms it under the
influence of a set of special instructions called programs, to produce the
desired output (referred to as information)

(b) Give one reason why a computer is referred to as an electronic device

- It uses electrical signals to process data
- It is made up of electronic components and uses electric energy to operate

2. Explain the following terms as used in computer science

(i) Data
A collection of raw facts, figures or instructions that do not have much
meaning to the user

(ii) Program
A computer program is a set of related instructions which specify how
data is to be processed
A set of instructions used to guide a computer through a process

(iii) Data processing

It is the process of collecting all terms of data together & converting them
into information

(iv) Information
Data which has been refined summarized & manipulated in the way you
want it, or into a more meaningful form for decision- making

3. State any three functions of a computer

- Accepting data
- Processing the data
- Producing information

4. Explain the following input/ output terms as used in computer systems. Give
an example for each
(a) Read - To transfer data from an input device to the computer, e.g.
the computer
reads data from a disk, a keyboard, etc
- To move or copy data from backing storage to the main
Storage
(b) Write - To transfer information from the computer to an output
Device e.g. the computer writes output on a printer or onto
a disk.
- To move or copy data from the main storage to a backing
storage

5. State four different parts that make up a computer (2

mks)
- System unit
- Monitor
- Keyboard
- Mouse
- Printer
- Modem
- Scanner
- Speakers
- Graph plotters

6. (a) Explain the term system Unit

This is the casing that houses the internal components of the computer
such as the CPU and storage devices
 (b) List four devices located under the cover of the system unit
- Central processing Unit (CPU)
- Motherboard
- Power supply unit
- Main memory
- Hard disk
- Disk drives
- Battery
- Buses
- Input/ output ports
- Video card
- Expansion slots

(c) Give two differences between tower – style and desktop system units
- Tower style system unit is designed to stand alone or to be placed
on the floor, desktop units lie on the desk with the monitor placed
on top
- Tower style units have more space for expansion than the typical
desktop units
(2 mks)

7. Computers have evolved through a number of generations. List any 4

characteristics of the first generation of computers.
- Large in physical size
- Relied on thermionic valves (vacuum tubes) to process and store
data
- Consumed a lot of power
- Produced a lot of heat
- The computers constantly broke down due to the excessive heat
generated; hence were short- lived, and were not very reliable
- Their internal memory capacity/ size was low
- Processing speed was very slow
- Very costly
- Used magnetic drum memory

8. Briefly explain the classification of computer according to historical

development (generations)
First generation computers
- Used vacuum tubes in their memory
- Large in physical size
- consumed a lot of power
- Produced a lot of heat
- The computers constantly broke down due to the excessive heat
generated; hence were short- lived and were not very reliable
- Their internal memory capacity/ size was low
- Slow in processing data
- Very costly
- Used magnetic drum memories
- Cards were sued to enter data into the computers

Second generation computers

- Used transistors in their memory
 - They consumed less power & produced less heat than the first
generation computers
- They were relatively faster than the 1st generation computers
- Used magnetic core memories
- Were less costly than first generation computers
- RAM memory capacity was 32 KB

Third Generation computers

- Used integrated circuits in their memory
- They were faster than second generation computers
- RAM memory capacity was 2 GB
- Slightly smaller in size than 1st & 2nd generation computers
- They used a wide range of peripheral devices
- Could support remote communication facilities/ more than one
user at the same time
- Magnetic disks were introduced for storage purposes

Fourth generation computers

- Used large scale integrated (LSI) circuits & very large scale
integrated (VLSl) circuits in their memory
- They were small & very fast
- Had storage (memory) capacity
- Magnetic disks, bubble memories & optical disks were used for
storage
- The first operating system was introduced

Fifth generation computers

- Are the modern computers
- Are designed/ constructed using parallel architectures, 3 –D circuit
design & superconducting materials
- Are very powerful, with very high processing speeds
- The computers can perform multiprocessing
- Have virtually unlimited ( very high) memory sizes
- Can support complex programs
- Use advanced hard disks and optical disks for storage, e.g. DVDs
- Use of zip disks
- Use of multi user operating systems & advanced application
programs

9. State four factors used to classify computers

- Physical size & processing power
- Power
- Functionality (mode/ method of operation)
- Type of processor (CPU)

10. State the differences between desktop computers and laptop

computers
- Desktop is designed to be used when placed on a desk in an office
environment. A laptop can be used comfortably when placed on
the User’s lap
- A laptop is small & portable; desktop computers are not portable
 11. (a) Explain the emerging trends in microcomputer technology in
relation to
size
- PCs are becoming small and portable, e.g. personal Digital
Assistant (PDA).

(b) Give two reasons why smaller computers like Laptops tend to be
more expensive than Desktop computers
- The technology of producing smaller devices is expensive
- They are convenient because they are portable
- They have advanced power management capabilities (they
consume less power since a laptop can operate on rechargeable
batteries

12. Which category of computers would you place an N- series Nokia

phone
- Microcomputer/ palmtop

13. Give three reasons why a mobile phone is regarded to be a computer

- It is electronic * uses electric energy to operate
- It has a display unit (screen)
- It has a keypad
- It has a memory for storage
- It is programmable

14. (a) Mention three Analogue devices

- Computer used to control a flight Simulator for training pilots
- Bathroom scale
- Thermometer
- Speedometer
- Post- office scale
- A radio with a knob that slides in a slot to increase volume

(b) Give three example of special – purpose computers

- Robots
- Mobile phones used for communication only
- Calculators that carry out calculations only
- Computers used in digital watches & in petrol pumps
- Computers used in petrol pumps
- Computers used in washing machines
- An automatic pilot
- A word processor

15. State a specific example where each of the following types of computers can
be used
(a) Supercomputer
- Weather forecasting
- Petroleum research
- Defense and weapon analysis
- Aerodynamic design and simulation
 (b) Mainframe computer ( 1
mk)
- Banks for preparing bills, payrolls, etc
- Hospitals
- Airports (i.e., in Airline reservation systems for booking & storing flight
information)
- Communication networks as servers

(c) Minicomputer (1 mk)

- Scientific laboratories & research institutions
- Engineering plants for controlling chemical or mechanical processes
- Space industry
- Insurance companies & banks for accounting purposes
- Communication centers as servers

(d) Microcomputer / personal computer ( 1

mk)
- Training & Learning institutions, e.g. schools
- Communication centers as terminals
- Small business enterprises e.g. shops, small offices and homes

16. (a) Define a microcomputer ( 1

mk)
- A computer who’s CPU (processor) has been implemented with a
microprocessor

(b) Differentiate between a microcomputer and a personal computer ( 2

mks)
- A microcomputer is larger in physical size than a PC
- A microcomputer is more powerful than a PC
- A PC was designed to be used by one person only

(c) List three factors to be considered when purchasing a microcomputer

(3 mks)
- Type of processor
- Processing speed
- Amount of main memory (RAM)
- Storage capacity of the hard disk
- Cost of the computer
- Speed of output devices
- Number of users who can access the computers at the same time

17. Explain four reasons which make microcomputers suitable for personal
computing work
- Reduced cost, i.e. are cheaper than the minicomputers & mainframe
computers
- Have high processing speed
- Are small in size (occupy less office space)
- Are more energy efficient (i.e. consume less power)
- Are more reliable in doing various functions than the early mainframe
computers
- Are versatile (i.e. can be used for many different tasks)
18. (a) Identify and explain five areas where computers are used to process data
( 10 mks)
Supermarkets
- For stock control i.e. records of what is in store, what has been sold, and
what is out of stock
- For calculating customer’s change
- For production of receipts
- It can be used as a barcode reader
Banks
- Manage financial transactions through the use of special cash dispensing
machines called ATMs used for cash deposit & withdrawal services
- Processing of cheques
- For preparation of payrolls
- Better record keeping & processing of documents
- Provide electronic money transfer facilities
Homes
- Entertainment e.g. watching movies, playing music, playing computer
games
- For storing personal information/ documents
- For calculating & keeping home budgets
Industries
- To monitor and control industries processes through the use of robots
- For management control, i.e. to keep track of elders, bills and transactions
- For advertisement purposes, which enable an industry to attack more
customers
Police stations
- Matching, analyzing & keeping databases of fingerprints
- For taking photographs & other identification details
- For record keeping
- For face recognition, scene monitoring & analysis which help the police
carry out criminal investigations speedily
Transport industry
- Airports; to control the movement of aircrafts, their take off & landing
using radar equipment
- For making reservations (booking purposes)
- Storing flight information
- Automobile traffic control; to monitor vehicle traffic in busy towns
- In Railways corporations; to coordinate the movement of goods & wagons
- In shipping control, for efficient management of fleets, cargo handling &
communication
Offices
- For receiving & sending of information through e- mails, fax, etc
- Production of documents
- Keeping of records

19. Identify three advantages of using computers in banking

(3 mks)
- Speed and accuracy
- Easy to access information
- Easy to update records
- Requires less space for storage
- Improves data security and privacy
26. Why would it not be good to install Powder or Water – based fire
extinguishers in the computer room?
- Powder particles settle on storage devices and may scratch them during
read/ write operation
- Water causes rustling of metallic parts and short – circuits if used
COMPUTER SYSTEMS
1. Define the following terms as used in computing
(i) System
A collection of independent entities that collectively work together to
achieve a desired goal
(ii) Computer system
 A collection of entities that work together to process and manage
information using computers
 A collection of hardware software and live- ware all working together in
data inputting, processing and production of required output from a
computer
2. Differentiate between a computer and a computer system
A computer is made up of both hardware and software, while a computer
system integrates hardware, software and user

3. (a) List and explain three functional elements of a computer system

( 6 mks)
 Hardware
They are the physical & tangible devices that make up a computer
systems, e.g system unit, input devices, output devices and storage devices
 Software
These are programs & data used in a computer system that enable it
perform a number of specific functions, e.g. operating systems, application
programs, utility programs, programming languages & device drives
 Live – ware ( people – ware)
These are the people who coordinate the various activities which are
necessary to make a computer system perform useful tasks e.g. data entry
clerks, computer operators, programmers, system analysis, etc
(b) Draw a well – labeled diagram showing the functional units of computer
hardware
. (a) Give two main functions of a computer input device. (2 marks)

- Accepts data & instructions from the user and sends them into the
CPU. V
- Converts data into a form that the computer can understand (i.e.,
machine-
Sensible/readable form)
(b) Give an example of a: (3 marks)
(i). Device that reads data (scanning device).
- Scanner,
- Digital cameras,
- Barcode readers.
~ Credit/smart card readers,
- Kimball tag readers.
- OMR, OCR, MICR, etc
(ii). Keying device.
- Keyboard,
- Keypad.
OH). Pointing device.
- Mouse.
- Trackball.
- Light pen
- Joystick.
(h). Voice input device.
- Microphone.
(v). Printing device.
- Printer.
- Plotter.
5. State two advantages of using a mouse instead of a keyboard. (2 marks)
- The mouse is easy & convenient to use.
- Modern software includes an option to use it.
 - It selects a position on screen much more quickly than a keyboard.
6. Outline any two advantages of a light pen as an input device, (2 marks)
- It is a faster input device because it involves just pointing on the screen
and selecting options.
- Can be used to draw images on the screen.
~ It is light and easily portable (saves energy).
- A light pen will result in few errors.
7. (a) What are computer scanning devices? (2 marks)
These are devices that enter (capture) data into the computer directly.
(b) Name the type of scanner used: (2 marks)
(i). To capture prices of goods at points of sale terminals in supermarkets and
superstores.
Barcode reader
(ii).To grade multiple choice examination
Optical mark reader (OMR)
-12- Computer studies

8. Mr. Otieno a French teacher used speech method to store students oral
answers to an exam into a computer
(a) What is a speech input?
It is a type of input where a microphone connected to a computer system is
used to enter data in form of spoken words into the computer
(b) State two advantages and two disadvantages of using this method of data
input
(4
mks)
Advantages
- Voice input is fast
- Its suitable for people with special needs especially those with
impaired hands
- Can be used in emergency situations

Disadvantages
- Voice input is complex to develop
- Voice input does not take care speech related problems such as
accents, tone etc
- The response rates of speech input devices are relatively slow
- Most speech input devices can recognize a limited, standard
vocabulary of spoken words, and the voice of only one speaker
- Cannot differentiate words that have same sounds (homophones)

(c) State four areas where speech input would be used

- For people with special needs or disabilities (e.g. the handicapped
especially those with impaired hands.
- Emergency situations
- Where faster data input is required
- In language translator or programs
- Voice tags for voice dialing
- In automated materials handling e.g. in airports, a good handlers give
spoken commands that direct the luggage to the appropriate conveyor
belt.
 - For house/ office or car security where voice activated locks are used for
access control
- In voice- activated toys and games
- In electronic funds transfer

9. Name two examples of scanning (data capture) devices used at point of scale
terminals in supermarkets
- Barcode reader
- Light pen
- Cash registers

10. (a) What are turnaround documents

These are documents produced as output and which can be re-used as input by the
computer
(b) Name any two data capture techniques that make use of turnaround
documents
( 2
mks)
- Optical character recognition (OCR)
- Optical Mark Recognition (OMR)
- Magnetic Ink Character Recognition (MICR)
- Optical Bar Recognition (OBR)
- Magnetic Stripe Recognition

11. List five factors one would consider when selecting a data input device (4
mks)
- The needs of the user
- Type of data to be input
- Volume of data to be entered
- Input speed
- Cost, i.e. the initial cost of the input device & cost of using the device on a
day – to – day basis.
- Availability & reliability of the data entry device
- Accuracy required
- Availability of space
- Appropriateness of the device in reference to where it is to be used

12. Describe three functions performed by the CPU ( 3

mks)
(i) It carries out processing of data
(ii) System control- it controls the sequence of operations within the computer
(iii) It gives commands to all parts of the computer
(iv) It controls the use of the Main Memory in storing of data & instructions
(v) Storage of data- It provides temporary storage (RAM) & permanent
storage (ROM)

13. Explain the functions performed by each of the following central processing
unit elements
(i) Control Unit ( 2
mks)
- Interpreting instructions
- Issuing control instructions to the operating system
 (ii) Arithmetic and logic Unit
- Performs arithmetic calculations such as addition, or multiplication of
figures
- Performs logical operations & comparison on data
- Performs output of logical functions (variables)

(iii) Registers
- Holds data and instructions temporarily just before and after processing

(iv) The main memory

- Stores data just before and after processing
- Stores instructions waiting to be obeyed/ executed
- Holds program instructions & the data currently being processed
- Stores intermediate results of processing awaiting transfer to the output
devices

(v) The system clock

It determines the processing speed of the CPU

14. In reference to ALU, explain the meaning of logic operations and give an
example of this processing operation
Logic operation is the ability to compare two quantities or numbers to
determine which is greater than, less than, equal to, or not equal to the
other.
It also involves the testing for existing of a condition encountered during
the processing of an application & altering the sequence of instructions
accordingly.

15. Give four types of registers found in the CPU

- Accumulator
- Instruction
- Address register
- Storage register

16. (a) Name the basic unit used to measure the processing speed of a computer
( 1 mk)
Hertz (Hz)
INTERNET & E-MAIL

1. The first computer Network was set up by ARPA in the United States of
America. What is the full meaning of the acronym ARPA (1mk)
Advanced Research Projects Agency

2. Your manager wishes to be connected to the Internet. He already has a

powerful personal Computer (PC), a printer, and access to a Telephone line.
However, he understands that he will need a Modem.
State why a modem is required to connect him to the internet. (2mks)
A modem enables one to connect to the Internet and access information by
transmitting data from one computer to another across telephone lines.
3. The Internet connects millions of computers and telecommunication devices
that have different hardware and software configurations. For these
incompatible devices to be able to communicate, a protocols? (1mk)
A protocol is a set of rules that govern how tow computers can send and
receive data on a network
Special communication rule that government sending and receiving of
messages by computers on a network

b) Name the two most common protocols for the Internet, and state their
functions. (3mks)
Transmission control Protocol (TCP); - It governs how data is
transferred from one place to another
Internet Protocol (IP); - It is used to provide routing from one network to
another (i.e. it enable data to be sent& received by the different computers
on a network)
4. a) Explain the following terms as used in internet:
i) Website ( ½ mk)
A collection /group of related Web pages belonging to an organization or
individual
ii) Browse/Surf the web. ( ½ mk)
Moving around and between the Web pages
5. a) What is meant by the term e-learning? (1mk)
This is learning through interaction with special programs on the
computer.
b) A school intends to set-up an e-learning system. List three problems
that are likely to be encountered. (3mks)
- Lack of capital
- Lack of skilled manpower (required technology to run & support the e-
learning system)
- Spread of computer viruses
- Availability of pornographic material & literature to the students from the
internet.
6. a) Identify the parts of the following e-mail address labelled A, B, C and
D
(4mks)
lat @africaonline . co.ke

A B C D

A Name of the individual or organization

B Name of the host computer in the network on which the e-mail
account is hosted
C Identifies the type of the organization or institution offering a
particular service, i.e. commercial organization
D Name of the country where the site is located, i.e. Kenya.

b) Mention two examples of e-mail software. (2mks)

- Microsoft Outlook
- Outlook express
- Microsoft exchange
- Eudora
7. Discuss four advantages and two disadvantages that electronic mails have
over regular mails. (6mks)
Advantages
i) Cheap & economical: -It costs almost nothing to transmit and e-mail
message over the network. There is no need for stamps, envelopes, etc
ii) Secure;-Access to a user’s mailbox can be restricted by use of a password
iii) Faster: - The delivery of an e-mail message normally takes seconds or
minutes depending on the distance to the receiver.
iv) Efficient:- A message prepared only once can be sent to several people
v) Convenient: - with e-mail, one can send his/her messages when it is
convenient for him/her & the recipients can respond at their convenient
times.
vi) Cheaper in preparing the message: - Most e-mail users accept less well-
formatted messages and slight typing errors are overlooked, unlike in
business letters which are expected to be error-free and formatted
according to certain standards.

Disadvantages
- the initial installation cost is higher
- Messages may be lost before they can be read due to virus infection
- Messages may not be kept for future reference due to the high cost of
storage
(2mks)
8. a) What is a search engine? (2mks)
 Google .com
 Yahoo. Com
 Hotmail.com
 Excite.com
9. Briefly describe four factors contributing to Internet access and growth in
Kenya. (6mks)
i) Cost: - for effective use of internet, a powerful & costly computer is
needed. The cost of installing internet services, telephone bills is also high
hence discouraging internet growth.
ii) Illiteracy: - Many people are computer illiterate and therefore have no idea
of computer internet services.
iii) Inadequate infrastructure: - Lack of infrastructures such as telephone
services in rural areas also hinders growth of internet access. Lack of
electricity discourages people from installing internets in their offices.
iv) lack of awareness of the existence of such services by the public.
 DATA SECURITY & CONTROL
1. Differentiate between data security and data integrity. (2mks)
Data security – the protection of data & information from accidental or
intentional
disclosure to unauthorized person or from unauthorized modification.
Data integrity-the accuracy & completeness of data entered in a computer.
Define integrity – the accuracy & completeness of data entered in a
computer.

2. a) Define the term Computer crime (2mks)

 The use of computer hardware or software for illegal activities, e.g.,
stealing, forgery defrauding, etc.
 A deliberate theft or criminal destruction of computerized data
 Committing of illegal acts using a computer or against a computer system.
b) Explain the meaning of each of the following with reference to
computer crimes.
(7mks)
i) Cracking – use of guesswork over and over again trying to look for
weak access points in software in order to get access to data &
information
ii) Hacking – Breaking of security codes and passwords to gain
unauthorized access to a computer system.
iii) Tapping - Listening to a transmission line to gain a copy of the
message being transmitted.
iv) Piracy –Making illegal copies of copyrighted software, data, or
information (i.e. copying of software illegally).
v) Data alteration – Illegal changing of stored data & information
without permission with the aim of gaining or misinforming the
authorized users. Alteration changes the information inferences
from the data.
vi) Fraud- use of computers to conceal information or cheat other
people with the intention of gaining money or information
vii) Trespass-illegal physical entry to restricted places where computer
hardware, software & backed up data is kept.
3. Outline four ways of preventing piracy with regard to data and information.
(4mks)
- Enact & enforce copyright laws and other regulatory frameworks that
protect the owners of data & information against piracy
- make software cheap enough to increase affordability
- -use licenses and certificates of authenticity to identify originals
- Set installation passwords that prevent illegal installation of software.
4. a) What is a Computer virus? (2mks)
This is a program intentionally written to destroy data, information or the
working of other programs inn a computer system
b) i) State two ways through which computer viruses may be controlled.
(2 mks)
Running antivirus software programs regularly
Controlling the movement of storage media (e.g. floppy disks, flash disk,
etc) in and out of the computer room
Disabling the floppy disk drives
ii) Explain how each of the two ways listen in b (i) above assist in
controlling computer viruses. (2mks)
 Antivirus software helps to detect and remove the viruses from the
computer controlling the movement of floppy disks ensures that infected
disks are not inserted into computers.

5. Computer systems need maximum security to prevent an unauthorized

access. State six precautions that you would expect an organization to take to
prevent illegal access to its computer-based systems. (6mks)
 Lock the doors, (i.e. keep the computers in a strong room, which should
remain firmly locked when nobody is using it).
 Avoid welcoming strangers into the computer room
 Use of personal identification cards
 Use of fingerprint identification
 Install security alarms at strategic access points so as to alert the security
personnel in case of a break in.
 Use of special voice recorders that would be able to analyse the voice of a
trespasser & check against the database containing the voice patterns of
valid users
 Enforce data & information access control policies on all employees to
control access to data
 Use file passwords to prevent any person from getting access to the
electronic files
 Enforce network security measures, e.g. use of firewalls
 Encrypt the data & information during transmission
 Perform frequent audit trails to identify threats to data & information.

6. Give four rules that must be observed in order to keep within the law when
working with data and information. (4mks)
- It should be kept secure against loss or exposure
- Should not be kept longer than necessary
- Should be accurate and up-to-date
- Should be collected, used & kept for specified lawful purposes (e.g., data
should not be used for unlawful gain)
- The owner of the data has a right to know what data is held by the person
or organization having it.
- Data should not be transferred to other countries without the owner’s
permission
- Do not collects irrelevant and overly too much information for a purpose.
7. An individual has a right to demand guarantee to privacy of personal
information stored on a computer. Give three such types of information.
(3
mks)
- Name
- Date of birth
- ID. Number
- Residence
- Address
- Phone number

DATA REPRESENTATION IN A COMPUTER

1. With the aid of a diagram, explain the difference between a digital signal and
an analogue signal. (2mks)
 An analogue signal is continuous in nature, while a digital signal is in discretform.

Analogue signal- sine wave

Digital signal – rectangular shaped

2. Explain the role of a modem is communication. (2mks)

A modem converts (modules) data from digital to analogue form to be transmitted
over the telephone ling. At the receiving end, the modem attached to the
receiving computer converts (demodulates)the analogue signal back to the
original digital form.

3. Explain each of the following computer terminogies as used in data

representation. (4mks)
i) bit - The smallest binary unit, ‘0’ or ‘1’
ii) Byte - A group/collection of 8 bits used to represent a character.
iii) Nibble - a group of four binary digits usually representing a numeric
value.
iv) word - The total number of bits that a single register of a particular
machine can hold

4. State two reasons for using binary in digital technology. (2mks)

- It is easier to develop devices that understand binary language
- Devices designed using binary logic are simple, more reliable & consume less
energy.

5. Distinguish between Binary and Octal number systems, and give an example
of each. (2mks)
Binary (base 2) system has just two states usually called “ON” and “OFF” or “0”
and “1”, Octal (base 8) system has eight different characters, I.e, 01234567.

6. Perform the following computer arithmetic. In each case, show how you
arrive at your answer.
a) Convert the following Decimal numbers to their Binary equivalent.
i) 4510 (2mks)

2 45 Rem
2 22 1
2 11 0
2 5 1
2 2 1
2 1 0
1 1 4510 = 1011012

ii) 4.75 (1mk)

2 4 Rem
2 2 0
2 1 0
1 1
=0.112
0.75 x 2 = 1.50  1
0.50 x 2 = 1.00  1
= 1002 = 100.112

b) Convert 778 to Binary. (2mks)

Step 1: Convert the octal number given to decimal
(7x81) + (7x80)
56 + 7 = 6310

Step 2: Convert the resulting decimal number to binary

2 63 Rem
2 31 1
2 31 1
2 15 1
2 7 1
2 3 1
1 1

` =1111112
c) Use binary addition to solve the following: 410 +310 (2mks)

Step 1: Convert the decimal numbers to binary.

2 4 Rem
2 2 0
 2 1 0
1 1
410 = 1002
Step 2: Add binary notations
1002
112 +
1112 1112

3 Rem
2 1 1
1 1
310 = 112

d) Convert 101000000011111112 to its Hexadecimal equivalent. (2mks)

20 23222120 23222120 232+2120+ 23222120

1 0100 0000 0111 1111

= [1] + [4] + [0] + [4+2+1] +[8+4+2+1]

=[1] +[4] +[0] +[7] +[15]
= 1407F16

7. a) State one use of hexadecimal notation in a computer. (1mk)

- Helps to manage long binary digit properly
- Helps to improve the process14. Write the following abbreviations in full:
(4mks)

i) BIT -Binary digit

ii) BCD -Binary Coded Decimal
iii) ASCII -American Standard Code for information Interchange
iv) EBCDIC -Extended Binary Coded decimal Interchange Code
ing speed and optimize memory usage.
b) Convert 7678 to hexadecimal equivalent. (2 mks)
Step 1: Convert 7678 to decimal
82 81 80

7 6 7

7x82 + 6 x 81 + 7 x 80
448 + 48 + 7 = 50310

Step 2: Convert 50310 to hexadecimal

DATA PROCESSING

1. With an aid of a diagram, explain the stages of the data processing cycle.

(6mks)
 Data Collection

Data Input

Data processing

Output of ‘information’

 Data collection involves getting the data/facts needed for processing from
the point of its origin to the computer
 Data Input- the collected data is converted into machine-readable form by
an input device, and send into the machine.
 Processing is the transformation of the input data to a more meaningful
form (information) in the CPU
 Output is the production of the required information, which may be input
in future.

2. Clearly differentiate between data collection and data capture. (2mks)

 Data capture is the process of obtaining data in a computer-sensible form
for at the point of origin (the source document itself is prepared in a
machine-sensible form for input)
 Data collection involves getting the original data to the ‘processing
centre’, transcribing it, converting it from one medium to another, and
finally getting it into the computer.

3. Outline the 5 stages of data collection. (3mks)

 Data creation
 Data transmission
 Data preparation
 Media conversion (i.e, conversion of data from one medium to another
 Input validation
 Sorting

4. a) Explain the relevance of the term garbage in garbage out (GIGO) in

reference to errors in data processing. (1mk)
The accuracy of the data entered in the computer directly determines the
accuracy of the information given out.
b) Give and explain two transcription and two computational errors
committed
during data processing. (8mks)
  Misreading errors: -they occur when the user reads source document
incorrectly, thus entering wrong values, e.g. a user may confuse 5 in the
number 586 with S, and type S86 instead.
 Transposition errors: - they result from incorrect arrangement of
characters (i.e., putting characters in the wrong order especially when
keying data onto a diskette), e.g. the user may enter 396 instead of 369
computational errors
 Overflow errors: -An overflow occurs if the result from a calculation
is too large to fit in the allocated memory space, e.g., if the allocated
memory space is able to store an 8-bit character, then an overflow will
occur if the result of the calculation gives a 9-bit number.

5. a) Define the term data integrity. (2mks)

Data integrity refers to the dependability, timeliness, availability,
relevance, accuracy & completeness of data/information
b) State three ways of minimizing threats to data integrity. (3mks)
 Backing up the data on external storage media
 Enforcing security measures to control access to data
 Using error detection & correction software when transmitting data
 Designing user interfaces that minimize chances of invalid data being
entered.

6. a) briefly explain real-time processing. (2mks)

 Airline reservation systems
 Theatre (cinema) booking
 Hotel reservations
 Banking systems
 Police enquiry systems
 Chemical processing plants
 Hospitals to monitor the progress of a patient
 Missile control systems

c) Give three advantages and two disadvantages of a real-time system. (5mks)

Advantages
 Provides up-to-date information
 The information is readily available for instant decision-making
 Provides better services to users/customers.
 Fast &reliable
 Reduces circulation of hardcopies.
Disadvantages
 Require complex Os & are very expensive
 Not easy to develop
 Real time systems usually use 2 or more processors to share the workloads,
which is expensive.
 Require large communication equipment.

7. Differentiate between CPU bound jobs and I/O bound jobs.

(2mks)
 CPU bound jobs require more of the CPU time to process these jobs. Most of the
work the I/O devices perform is on the Input; and Output; hence, they require
very little CPU time.

8. Most companies are now shifting from the use of geographically distributed
personal computers. This method of data processing is known as Distributed
Data Processing (DDP)

Required:
i) Name any threes computing resources that can be distributed. (3mks)
-CPU (Processors) time
-Files
-Application software
-Data/information/messages
-Computer processing power
-Memory (computer storage)
-Input/Output devices, e.g. printers
-communication devices/communication ports

ii) Name four examples of industries and business organizations that extensively
use distributed processing systems. (4mks)

 Banks
 Computerized retails stores, e.g. supermarkets
 Learning institutions with many departmental offices
 Bureaus or communication cyber cafes
 Airline reservation systems

iii) List down two benefits and three risks that might be associated with the
distributed data processing system. (5mks)
Benefits
 The load on the host computer is greatly reduced
 The use of low cost minicomputers minimizes the cost in data processing
 Delays in data processing are reduced
 Provides better services to the customers
 There is less risk in case of system breakdown
 The design & implementation of the system is less complex due to
decentralization
 The level of expertise required is less.
Risks
 Data duplication is very common
 Programming problems occur with microcomputers & minicomputers
 Security threats, i.e. the data & information sent one the network from one
place to
 another can be tapped, or listened to by unauthorized parties
 More training is needed for the users involved
 It is expensive due to the extra cost of communication equipment.

9. a) Explain the concept of multi-programming

(2mks)
 A Multi-programming system allows the user to run 2 or more programs,
all of which are in the computer’s main memory, at the same time.

b) Give two benefits that are derived from multi-programming

(2mks)
 It increases productivity of a computer
 Reduces the CPU’s idle time
 Reduces the incidence of peripheral bound operation

10. State at least four advantages of storing data in computer files over the
manual filing system (4mks)
 Stored information takes up less space
 Easier to update and modify
 Provides faster access and retrieval of data
 Reduces duplication of data or stored records
 Cheaper
 Enhances data integrity (i.e. accuracy and completeness)

11. Distinguish between logical and physical computer files.

(2mks)
 A logical file is viewed in terms of what data items it contains and
what processing operations may be performed on the data
 A physical file is viewed in terms of how the data items found in a
file are arranged on the storage media and how they can be
processed.

12. Arrange the following components of the information system data hierarchy
in ascending order of complexity:
Field, Database, Byte, Record, Bit, and file
(4mks)

Bit Byte Field Record File Database

13. In a computer based information system, state the purpose of the following
files, and give one example where such a file may be required in a school.

(8mks)

i) Report file- It contains a set of relatively permanent records extracted

from the data in a master file.
They are used to prepare reports, which can ve printed at a later date, e.g.
report on student’s class performance in the term, extract of students who
have not cleared their school fees, report on absentees.
ii) Backup file- Used to backup data or to hold duplicate copies of
data/information from the computer’s fixed storage or main file for
security purposes e.g. a copy of all the students admitted in a school fees,
report on absentees
iii) Reference file - Used for reference purposes. It contains records that are
fairly permanent or semi-permanent, e.g. Deductions in caution money,
wage rates, tax deductions, employees address, price lists etc.
 iv) Sort file – used to sort/rank data according to a given order, e.g. ranking
position in a class of students.
14. a) What is file organization?
It is the way records are arranged (laid out) within a particular file or any
secondary storage device in a computer
b) Differentiate between the following file organization methods: (4mks)
i) Sequential and serial
In sequential file organization, records are stored in a sorted order using a
key field, while in serial; the records are stored in the order they come
into the file, and are not sorted in any way.

ii) Random and indexed-sequential

In random file organization, records are stored in the file randomly and
accessed directly, while in indexed –sequential, the records are stored
sequentially but accessed directly using an index.

PROGRAMMING
Section A
1. Define the following terms: (3mks)
i) Computer Program
A computer program is a set of instructions that directs a computer on
how
to process a particular task.
ii) Programming
Programming is the process of designing a set of instructions which can
be used to perform a particular task or solve a specific problem.
iii) Programming language
A programming language is a language (set of instructions) used in
writing of computer programs. The language must be understood by the
computer for it to execute.
2. Explain the meaning of the following as used in computer programming.
(2mks)
i) Syntax-these are rules that govern the arrangement of commands in a
particular language
ii) Semantic - the meaning attached to every command in a particular
language.
3. a) What are low-level languages? Give their features. (4mks)
These are the basic programming languages, which can easily be
understood by the computer directly, or which require little effort to be
translated into computer understandable form.

Features:
 They are machine hardware-oriented
 They are not portable, i.e. , a program written for one computer cannot be
installed and used on another computer of a different family
 They use Mnemonic codes
 They frequently used symbolic addresses.

b) Give three advantages of high-level languages as opposed to low-level

languages (3mks)
 Easier to learn, understand and use
  Easily portable, i.e. they can be transferred between computers of different
families and run with little or no modification
 The programs are short & take shorter time to be translated
 More flexible, hence they enhance the creativity of the programmer and
increase his/her productivity in the workplace
 Easier to debug (correct errors)& maintain
 Easy to modify
 They are user-friendly & problem –oriented, hence can be used to solve
problems arising from the real world.

4 a) Examine two features of fourth generation languages (4GLS) (2mks)

 Have programming tools such as command buttons, forms, textboxes, etc
 Use of mouse pointer to drag an object on a form
 Use application generators to generate program codes
 Can enquire & access data stored in database systems

b) List three examples of fourth generation programming languages.

(3mks)
 Visual Basic
 Delphi Pascal
 Cobol
 Access Basic

5. Describe 5 factors to be considered while choosing a programming language.

(5mks)
i) The availability of the relevant translator
ii) Whether the programmer is familiar with the language
iii) Ease of learning and use
iv) Purpose of the program, i.e. application areas such as education, business,
scientific, etc.
v) Execution time: High –level languages are easy to read, understand &
develop; hence, they require less development time. Machine code &
Assembly languages are relatively difficult to read, understand and
develop; hence, they are time-consuming.

vii) Popularity: - the language selected should be suitable and /or successful in
the market with respect to the problems to be solved.
viii) Documentation: - It should have accompanying documentation
(descriptions on how to use the language or maintain the programs written
in the language
ix) Availability of skilled programmers: - The language selected should have
a pool of readily available programmers to ease the programming activity,
and reduce development time.

6. Differentiate between the following as used in programming:

a) A source program is a program that is not yet translated;
Object code is a program that is in machine readable form obtained from
a source program by use of a translator

b) Flowchart and pseudo code. (2mks)

 A flowchart is a graphical representation of step-by-step processing logic
of a program, while pseudo code is a set of structured English like
statements that describe the processing steps to be followed to solve a
given problem.

7 What do the following abbreviations stand for: (2mks)

i) FORTRAN - formula Translator

ii) COBOL - Common business oriented language
iii) OOP - Object Oriented Programming

8 a) Define a Language translator (1mk)

This is a language processor such as an assembler, interpreter, or compiler
that converts the source program into object code.

b) Give two advantages of compiling a program rather than interpreting

it. (2mks)
- Interpreters translate the source program one statement/line at a time,
Compilers translate the entire source code at once before execution.
- Interpreters translate the program each time it runs, hence slower than
compiling. Complied programs can be saved on a storage media. It does
not require any further translation any time the program is run, hence
executes faster than interpreted programs.
- Interpreter translation takes less memory, while compiled programs
require more memory as the object code files are larger.

9. Name the stages of a program development in their logical sequence. (31/2)

 Problem recognition
 Problem definition
 Program design
 Program coding
 Program testing and debugging
 Program implementation and maintenance
 Program documentation
10. (a) Give two reasons why it is necessary to have a program design. (2mks)
 It identifies the exact order in which the processing tasks will be carried
out so as to solve the problem
 It provides for easy maintenance & modification

b) State two requirements during computer program testing. (2mks)

Compilation to check the whole program if there are any errors
Debugging the program

11. a) State any four rules/guidelines that should be followed when drawing
program flowcharts. (4mks)
 A flowchart should have only one entry (starting point) and one
exit point
 The flowchart should be clear, neat and easy to follow
 Use the correct symbol at each stage in the flowchart
 The flowchart should not be open to more than one interpretation
  Avoid overlapping the lines used’ to show the flow of logic as this
can
 create confusion in the flowchart
 Make comparison instructions simple, i.e , capable of Yes/No
answers
 The logical flow should be clearly shown using arrows
 Ensure that the flowchart is logically correct & complete
b) Give one advantage of pseudo codes over flowcharts (1mk)
 Pseudo codes are easier to write and understand
 They are convenient especially for long algorithms which span
over several pages.

12. Explain the following types of computer program errors:

a) Syntax error
(2mks)
These are programming errors/mistakes that occur due to
incorrect/improper use of the grammatical rules of a particular
language
E.g., Punctuation mistakes, (i.e. omitting a comma or a semicolon),
improper naming of variables, wrong spellings of user defined and
reserved words.
b) Logical Errors
These are errors that occur as a result of bad program design
Logical errors relate to the logic of processing followed in the
program to
get the desired results e.g. they may occur as a result of misuse of
logical operators.

c) Run-time (execution) error. (2mks)

Run-time (execution) errors. They occur when the programmer
develops statements, which are not projecting towards the desired
goal. Such statements will create deviations from the desired
objectives

13. Explain four error detecting methods in program development

(4mks)
i) Dry running (desk checking); - checking a program for errors by
making the corrections on a paper before entering it in the program
editor.
ii) Translator system checking: - It involves the running of a translator
program (e.g., compiler or Interpreter) after entering the set of
coded instructions in order to detect any syntax errors.
iii) Use of debugging utilities: - It involves supplying data values to
the program for which the answer is known. If the program does
not give the correct answers, it shows that it contains some errors.

14. Describe three types of program documentation in reference to

programming (6mks)
i) User-oriented documentation: - It is a manual that enables the user
to learn how to install and use the program
ii) Operator –oriented documentation: - It is a manual that enables the
user to learn how to install and use the program.
 iii) Programmer-oriented documentation: - This is a detailed
documentation written for skilled programmers. It provides the
necessary technical information to help the programmer in future
modification of the program.
15. a) State three types of control structures use in programming.
(3mks)
-Sequence
-Selection/decision
-Iteration/looping

b) Draw a simple flowchart diagram to illustrate the FOR-DO structure.

(3mks)

Boolean Expression
Stop

Counter Increment

16. a) Define the term structured programming (2mks)

This is the technique of program design that allows large programs can be
broken down into smaller components/sub-programs called modules or
sub-routines), each performing a particular task.
b) List any two characteristics of Structured programming. (2mks)
Modules or sub-routines
Use of control structures in problems solving

c) Give two benefits of structured programming. (2mks)

 Breaks (splits) a large program into smaller sub-programs (modules) each
able to solve a particular/specific problem
 Structured programs are easier to read
 They are easy to code and run
 Programs are easy to modify because; a programmer can change the
details of a section without affecting the rest of the program
 Modules are easy to test & debug (i.e correct mistakes/errors). This is
because; each module can be designed, coded & tested independently
 It is easier to document specific tasks.
 Use of modules can be named in such a way that, they are consistent &
easy to find in documentation
 It is flexible.

17. a) Define the term selection to program control structures. (1mk)

 Selection refers to a situation where further program execution depends on
making a decision from two or more alternatives.
b) List four selection control structures used in writing a program(4mks)
 IF…THEN
 IF…THEN…ELSE
 Nested IF
 CASE …OFF
18. a) Name the control structure depicted by the following diagram (2mks)
 Write a pseudo code that reads temperature for each day in a week, in
degree Celsius, converts the celcius into Fahrenheit and then calculate the
average weekly temperatures. The program should output the calculated
average in degrees Fahrenheit.

START
INPUT temperature in 0C
SET Initial day to 0
WHILE Initial day <=6 DO
F = 32 + (9c/5)
INPUT temperature in 0C
Initial day = Initial day + 1
Cumulative = Cumulative + 0F
END WHILE
Average = Cummulative/7
PRINT average
Stop

24. Michael deposits 1,000 in a bank at an interest rat of 10% per year. At the
end of each year, the interest earned is added to the amount on deposit and
this becomes the new deposit for the next year.
Develop a pseudo code to determine the year in which the amount
accumulated first exceeds 2,000. Also for each year, print the year (starting
from 1), the deposit, the Interest earned, and the total accumulated at the end
of the year.
START
Input initial deposit, Interest rate, and Target deposit
Set Deposit to 1000
Set Year to 0
REAPEAT
Year= Year + 1
Interest = Deposit x 10%
Total = Deposit +Interest
Deposit = total
UNTIL Deposit > 2000
PRINT Deposit, Year
STOP
25. Study the flowchart diagram below and answer the questions that follow:
a) What will be the value of the
sum when printed? Show how
you arrive at your answer.

(5mks)

R Term Sum
0 0x20 0 + 0=0
1 1x21 = 2 0+2=2
2 2x22 = 8 2 +8 =10
3 3x23 = 24 10 + 24 = 34

The value of Sum = 34

SYSTEMS DEVELOPMENT

1. What do you mean by a system? (2mks)

A system is a set of items, equipments, procedures, programs or
techniques & people working jointly with an aim of achieving common
goals.

2. Differentiate between soft systems and hard systems. (2mks)

 In Soft systems, goals and objectives are not clearly defined. In hard
systems, goals & objectives are clearly defined and the outcomes from the
processes of the systems are predictable
 Soft systems are usually the human activity systems; their boundaries keep
on changing.
(5mks)
3. Explain five characteristics of a system (5mks)
Holistic thinking: - a system contains a set of interacting elements. However, in
holistic thinking, a system is considered as a whole unit.
Purpose:- a system must be designed to achieve a specific predefined
objective.
System boundaries and environment; -the components of each system
should
operate within a specific framework, limits or space. The system receives
inputs
from & communicates its outputs to the environment.
 Subsystems: - A system does not exist alone, but it is made up of different
components or other systems that communicate with each other
Inputs and outputs: - a system communicates with its environment by
receiving inputs and giving outputs. E.g. a manufacturing firm gets inputs
in form of raw materials from the environment and transforms them into
finished products which are released into the environment
Process:- a system usually transforms or processes data from one state to
another.
System entropy (decay);a system must have controls which help it not to
operate beyond its boundaries. The controls enable the system to adapt to
changes in the environment in order to give the expected output or to
perform to the expected level.

4. a) Define the term information system. (2mks)

An information system is the arrangement of people, data, processes and
information that work together to support and improve the day-today
operations of a business.
b) Highlight three circumstances that necessitate the development of new
information systems. (3mks)
 New opportunities: - a chance to improve the quality of internal
processes and
service delivery in the organization may arise
 Invention of new systems which are more successful than the existing
ones
 Problems: - the user may encounter some difficulties in the operations
of the
existing system
 Directive: - these are requirements imposed by the management,
government, or
external influences.
5. State four roles (functions) of an Information system analyst. (4mks)
 Examines the feasibility of potential computer applications.
 Reviews the existing system & makes recommendations on how to
improve or implement an alternative system.
 Works hand in hand with programmers to construct a computerized
system
 Coordinates the training of new system users and owners.
 He is the overall project manager of the information system being
implemented. Some of his duties include: assuring quality, keeping
within schedule & budgeting.

6. Define the following terms:

i) System control
A system control is a method by which a system adapts to changes
in the environment in order to give the expected output or perform
at the expected level.
ii) System boundary
It is the scope/limits within which the system components operate
iii) Online analytical processing
The process whereby a computer-based information system is used
to capture operational data, analyze it, and generate reports that can
be used to support the decision making process in an organization
7. State one disadvantage of the Traditional approach in system development
(1mk)
The structure of the old system is not changed in anyway; hence; hence,
the weaknesses of the old system are not corrected and are carried forward
to the new system.

8. What is Prototyping as used in system development?

(2mks)
It is a Rapid system/program development technique 1 where system
developers quickly capture user requirements by designing system
interfaces in the presence of the user. 

9. Outline the seven steps followed in structured system development.

(3 ½ mks)
-Problem recognition and definition
-Information gathering
-Requirements specification
-System design
-System construction (coding)
-System implementation
-System review and maintenance.
(NB: Order must be followed)

10. Define the term Feasibility study as used in system development.

(2mks)
This is a special study carried out to establish the costs and benefits of a
proposed
new system.
11. You are required to develop a registration system for a particular school.
State
two ways in which you would gather the information required for the system
development. (2mks)

-Study of available documents

-Observation
-Interviews
-Use of questionnaires
-workshops and seminars
-Use of automated methods
12. Identify two disadvantages of Observation method used in fact-finding.
(2mks)
-The person being observed may perform differently or change his/her
behaviour
leading to wrong requirements being observed
-The work being observed may not involve the level of difficulty or
volume
normally experience during that period of time.
-The need to be on the site where the activities are taking place consumes
a lot of time.
-Some activities may take place at odd times causing a scheduling
inconvenience for the analyst.
13. a) Name three circumstances in which it is better to use a Questionnaire
than an
Interview for gathering information. (3mks)
 If the information to be gathered is located over widely spread
geographical area.
 If a large number of people are to be questioned, and the questions to
be asked require short answers, or are limited to Yes/No
 Where 100% coverage is not essential
 Where privacy (anonymity) of the respondents is to be maintained.

b) Outline three advantages of questionnaires. (3mks)

 Use of questionnaires gives the respondents privacy; hence, there is
likelihood that the information given is sincere and real.
 Questions can be answered quickly since respondents can complete
and return the questionnaires at their convenient time.
 It is a cheap method of collecting data from large number of
individuals
 Responses can easily be tabulated and analyzed quickly.

14. a) Explain the importance of using automated methods in fact finding.

(1mk)
Automated method of data collection can be used in areas which
are not easily
accessible.
b) Give one example of automated information gathering technique.
(1mk)
-Use of a video camera to capture motion pictures
-Use of Tape recorder.
15. Mention the four factors that may be considered in order to design a good
file.(4mks)
o Output specifications (i.e., output from the system)
o Input specifications
o Table/file structure specifications
o Hardware specifications
o Software specifications

16. State four factors that may be considered in order to design a good file.
(4mks)
- Record key fields
- Data type for each field
- Length of each field
- Backup and recovery strategies.
17. Define the term “attribute” (1mk)
An attribute is a unique characteristic of a record for which a data value
can be stored in the system database. E.g., a student record has attributes
such as Name, admission number, class, etc.

18. State two methods/tools that a system analyst may use to design a system.
(2mks)
- Use of system flowcharts
- Data flow diagrams
 - Entity relationship models
- Structured charts

19. Explain three tasks that are carried out during system implementation.
(3mks)
- File conversions
- Staff training
- Project management
- Changeover strategies.

20. Your school has decided to replace its library control system. The current
system was implemented ten years ago but has restricted reporting facilities
and has a text-based interface. The school intents to replace the old system
with a new computerized system, and is now considering both ‘Parallel
running” and “direct changeover”.
a). (i) Briefly explain the terms parallel running and direct changeover as
used in system implementation.
(2mks)
 Parallel running is where both the old and the new systems are run in
parallel to each other (a the same time) for sometime until users have
gained confidence in the new system. Data is processed on both systems
in order to compare their performance, and also cross-check the results.
 Direct changeover is a complete replacement of the old system with the
new system in one bold move. The old system is stopped & abandoned
and the new system starts operating immediately.

(ii) Give two disadvantages of direct changeover over parallel running.

(1mk)
o It may be very inconveniencing (or, the organization will incur
huge losses) in case the new system fails or faces problems.
o The users may not have gained enough confidence to run the new
system.
o The weaknesses of the old system may not be corrected & may still
be transferred to the new system.
o Loss of jobs for the workers whose departments are affected.
o If the new system fails, data recovery may be impossible.

(iii) Mention any two advantages of running both the manual system ad
the computerized system simultaneously.
(2mks)
o If the outputs from the two systems are similar, confidence in the
ICT systems.
o Users have time to familiarize themselves with the ICT systems.
o It is reliable because it enables thorough testing.
o Weaknesses in either of the systems are corrected.
-
NETWORKING & DATA COMMUNICATION

1. Define the following terms:

(2mks)
(i) Computer network
(2mks)
  A collection 2 or more computers connected together using transmission
media (e.g., telephone cables, or Satellites) for the purpose of communication
and sharing of resources.
(ii) Data transmission (2mks)
 Passing information from one terminal to another in a computer network
through telecommunication channels
(b) Differentiate between a modern and a multiplexer. (2mks)
 A Multiplexer enables sending of multiple data signals over the same medium,
either simultaneously or at different times.
 A Modern converts a digital signal to analogue form, so that it can be
transmitted over analogue telephone lines.
3. State three advantages and three disadvantages of computer networking.
(6mks)
Advantages
- Sharing of resources between the computers
- Sharing of risks.
- Provides cheaper and efficient communication.
- Running cost is low because of the minimal hardware required.
- Reliable and error-free.
- Enhances faster communication
- It is not time-consuming.

Disadvantages of networking
- High initial installation cost (i.e., expensive to install).
- Security threats e.g., hacking, which posses a great danger to loss of
information
- Moral and cultural effects.
- Spread of terrorism, drug-trafficking and viruses.
- Over reliance on networks.

4. (a) What is a distributed system? (2mks)

 This is a system in which data is manipulated in different
processors/computers, which are on the same network but placed in separate
locations.

(b) State any two advantages of distributed systems. (2mks)

 There is sharing of data & other resources.
 Relieves the central computer of the burden of processing data
 Failure of the central computer does not affect the operations of the other
terminals
 Processing load is shared equally; hence no time wastage
 There is faster processing of data since each machine can process & store its
data
 It doesn’t need powerful & expensive servers for data storage
 It can accommodate users with variety of needs
 Creation of employment at the remote centers.

5. Distinguish between bounded and unbounded transmission media, giving two

examples in each.
  In bounded media, data signals are transmitted from the source to the
destination through a restricted pathway, e.g., two open wire cables, twisted
pair cables, Coaxial cables, fiber optic cables.
 Unbounded media transmits data without physical connections, e.g.
microwave, satellite, radio, infrared communication.
6. State what is meant by each of the following data transmission media, and
give two advantages and three disadvantages for each.
i) Twisted pair cables. (3mks)
A twisted pair cable is made up of 2 insulated copper wires twisted around
each other in a spiral pattern. This prevents electromagnetic fields from
developing around the two wires as they transmit data.
Advantages
-Has high data transfer rates of up to 100 Mbps
-It is cheap because; of mass production for telephone use.

Disadvantage
o They suffer from high attenuation
o affected by electromagnetic fields
o It has low data transmission rates as compared to other cables

ii) Coaxial cables

Coaxial cables consist of two conductors which are insulated and shielded
to provide high noise immunity & also more resistant to electromagnetic
interference.

Advantages
o They have a large bandwidth (up to 1 Gbps) compared to twisted
pair cables
o They can carry voice, data and video signals simultaneously
o They are more resistant to radio and electromagnetic interference
than twisted pair cables
Disadvantages
o They are hard to work with
o They are expensive to buy & install

iii) Fibre optic cables is made of transparent glass and uses light to
transmit data signals from one point to another on the network.
Advantages
o It is immune to electromagnetic interference, and eavesdropping.
o It is fast and supports high bandwidth
o It has low attenuation; hence, a long distance can be covered
o It is small & light.
Disadvantages
o Difficult & expensive to install
o Once broken, it is difficult & expensive to repair.
iv) Wireless/microwave/radio transmission. (3mks)
 In wireless transmission, no physical connections are used to
transmit data from one point to another. Instead a transmitting
antenna & a receiver aerial are used to facilitate the
communication
Advantages
 o wireless networks can span large geographical areas easily
7. Explain the function of the following network devices:
i) Network interface card (NIC)
NIC creates a physical link between the computer and the
transmission media.
ii) Gateway
Gateways provide access to the Wide area networks & the Internet.
iii) Bridge
This is a network device that selectively determines the appropriate
network
segment for which a message is meant to be delivered.
iv) Repeater
A repeater receives a weak signal on the network, cleans and
amplifies it for transmission over the next portion of the network.
Signals become weak due to attenuation
8. List two advantages of cell phones over fixed lines. (2mks)
 Are cheaper than fixed lines
 Less prone to transmission errors
 Can be used even where there are no telephone lines
 Portable, i.e. can be carried around

9. a) Study the diagram below and answer the questions that follow:

i) Name the communication media depicted in the above diagram.

(1mk)
Satellite communication

ii) Name the parts labelled A, B, C, and D. (4

mks)
A -Receiving earth station
B -Satellite in space
C -Down link
 D -Up link
iii) List three advantages of the above communication media.
(3mks)
- It is fast
- It is convenient because; it provides a large constant line of sight to each
station Hence, there is no need to keep on moving the parabolic dish so as to
track the line of sight
- Can be in very remote areas that do not have high cost physical infrastructure
like telephone lines.
(2mks)
10. a) Define the term network topology. (2mks)
Network topology refers to the arrangement of the computers, printers and
other
equipment connected on the network.
b) Distinguish between logical and physical network topology. (2mks)
 Logical (signal) topology deals with the way data passes from one device
to the next on the network
 Physical topology refers to the physical arrangement (layer out) of devices
on the network.