2ND Term SS2 COMPUTER NOTE

1st week

Topic: Concept of Computer Files

Definition of some terms in concept of computer files

a. Computer Files
Computer files are the most basic unit of data that users can store on a disk.
Every program, image, video, song and document is stored as a file.
b. Record
A record is a collection of related data items or fields. Each record normally
corresponds to a specific unit of information e.g student number, student’s name,
score in English etc.
c. Field
Data items are physically arranged as fields in a computer file. Their length may
be fixed or variable. Since all individuals have 3 digit employee numbers, a 3-
digit field is required to store the particular data. Hence, it is a fixed field. In
contrast, since customer’s name vary considerably from one customer to
another, a variable amount of space must be available to store this element. This
can be called variable field.
d. Data Item
Data item is the smallest unit of information stored in computer file. It is a single
element used to represent a fact such as a student’s name, student’s exam
number etc.
Types of Data Items
1. Numeric
This type of data item consists of numbers 0 - 9
2. Alphabet
This type of data item consists of letters A – Z
3. Alphanumeric
It sometimes shortened to alphameric, is a combination of alphabetic and
numeric characters, and is used to describe the collection Latin letters and
Arabic digits or a text constructed from this collection. There are either 36
(single case) or 62 (case - sensitive) alphanumeric characters. The
alphanumeric character set consists of the numbers 0 – 9 and letters A – Z.
 File Structure
Data

Field

Record

File

Represented above is the structure of a file in a systematic order from top to bottom.
a. Data
A Data item is the smallest unit of information stored in computer file
b. Field
A field is a collection of related data items
c. Record
A record is a collection of related fields
d. File
The collection of records is called a file

WEEK 2
Topic: Concept of Computer Files

Types of file organization

1. Serial file
2. Sequential file organization
3. Indexed file organization
4. Random file organization

1. Serial file is one in which the record have been stored in the order in which they
have arisen. They have not been sorted into any particular order e.g an unsorted
transaction file, a shopping list (non – computerized serial file). It can be stored
on tape, disc or in memory.
2. Sequential file is one records are organized in the sequence by which they were
added. A sequential file contains records organized in the order they were
entered. The order of the records is fixed. The records are stored and sorted in
physical, contiguous blocks within each block the records are in sequence.
Records in these files can only be read or written sequentially.
3. Indexed file organization contains reference numbers, like student file that
identify a record in relation to other records. These references are called the
primary keys that are unique to a particular record.
Alternate keys can also be used as reference number e.g instead of accessing a
student’s record using student number, you can use an alternate key that
reference students by departments/subject offer. This allows greater flexibility for
use to randomly search through thousands of records in a file. However, it
employs complex programming in order to be implemented.
4. Random file organization is a file organized via an index. Also called a “direct file”
or a “direct access file”, it enables quick access to specific records or other
elements within the file rather than having to read the file sequentially. The index
points to a specific location within the file, and the file is read from that point.

Methods of Accessing Files

a. Serial Access
b. Sequential Access
c. Random Access

a. Serial Files e.g tape, the only way to access a serially organized file is serially.
b. Sequential files
The method of access used is still SERIAL but of course the files are now is
sequence, and for this reason the term SEQUENTIAL is often used in describing
serial access of a sequential tape file. It is important to note that to process (e.g
update) a sequential master tape file, the transaction file must also be in the
sequence of the master file. Access is achieved by first reading the transaction
file and then reading the master file until the matching record (using the record
keys) is found. Note therefore that if the record required is the 20 th record on the
file, in order to get it into storage to process it the computer will first have to read
in 19th preceding records.
c. Random files
Generally speaking the method of accessing random files is RANDOM. The
transaction record keys will be put through the same mathematical formula as
were the keys of the master records, thus creating the appropriate bucket
address. The transactions in random order are then processed against the
master file, the bucket address providing the address of record required.
Computer File Classification
a. Master file
b. Transaction file
c. Reference file
a. Master file are files of a fairly permanent nature e.g customer ledger, payroll,
inventory. It need to update to show a current position. It is seen therefore that
 master record will contain both data of a static nature, by its nature will change
each time a transaction occurs.
b. Transaction file is also known as movement file. This is made up of various
transactions created from the source documents. It is the file used to update the
master file. It is no more required as soon as it had been used to update because
it will be replace by a file containing the next batch of orders.
c. Reference file is a file with a reasonable amount of permanency e.g price lists,
tables of rates of pay, names and address.

Criteria for classifying computer files

a. By nature of content
b. By organization method e.g serial, sequential, random etc.
c. By storage medium e.g magnetic or optical disk, magnetic tape etc.

WEEK 3
Topic: Handling Computer Files
 I. Basic operations on computer files
a. Creation: creating a file with a given name
b. Deletion: Deleting files that are unwanted
c. Retrieval: Retrieving a stored file or lose file
d. Copy: Copying a created file to either an external or in – built storage device
e. View: Viewing a created file or granting privilege of viewing
f. Update: Reading or updating the contents
g. Open: Opening a file to use its contents
h. Close: Closing the file, thereby losing access until it is opened again.

II. Steps involved in creating sequential file with e.g EXAM FILE using BASIC
file processing statements. To create sequential file the ‘OPEN’ statement is
used for writing information to a file. It goes thus:
The file determines the file name to use.
The FOR portion indicates how the file will be accessed or operated. It may
be APPEND, BINARY, INPUT, OUTPUT and RANDOM.
As # is the identifier used for the file handle in question.
Example:
The following opens a file, using mode OUTPUT and number 1, and then
saves the text subject offered to the file
10 CLS
20 OPEN “Example.dat” FOR OUTPUT AS # 1
30 PRINT # 1, “Subject offered”
40 CLOSE # 1
50 END.

III. Steps involved in accessing sequential file using BASIC file processing
statements.
The ‘OPEN’ statement is also used for reading information from a file which
goes thus;
OPEN file $ FOR INPUT AS # 1
Example:
10 CLS
20 OPEN “Examfile .dat” FOR INPUT AS # 1
30 INPUT # 1subject offered &
40 CLOSE # 1
50 PRINT subject offered &
60 END

WEEK 4
Topic: Handling Computer Files.

I. Basic file processing statement to read and display files.

The table below would be used in BASIC program. The table would be stored
in a file named “EXAMFILE.TXT” The content would be retrieved from the file
and output to the screen.

Matric No Math English Total Score

0142 50 40 90
0143 70 30 100
0144 90 70 160

Example:
10 CLS
20 OPEN “EXAMFILE.TXT” FOR INPUT AS # 1
30 PRINT #1, “Matric No Maths Eng Total score
40 PRINT #1, “0142 50 40 90
50 PRINT #1, “0143 70 30 100
60 PRINT #1, “0144 90 70 160
70 CLOSE #1
80 OPEN “EXAMFILE.TXT” FOR OUTPUT AS #1
90 DO WHILE NOT E OF (1)
100 INPUT #1, text $
110 PRINT text $
120 LOOP
130 CLOSE # 1
140 END

II. Effect of file insecurity

File insecurity
Computer file insecurity system is vulnerable to attack, and that this fact
creates a constant battle between those looking to improve security and those
looking to circumvent security.
Effect of insecurity of files.
a. Data loss refers to the unforeseen loss of data or information.

An occurrence of data loss can be called a Data Loss Event and there are
several possible root causes e.g intentional action, unintentional action,
failure (power failure, hardware (hard drive) software crash, data
 corruption, crime, Natural disaster (fire, flood, earthquake), explosion etc.
Backup and recovery schemes are developed to restore lost data.
b. Overwriting is a process of writing a binary set of data on a memory. It
generally occurs when unused file system clusters are written upon with
new data. In general it writes over the previous data.

III. Methods of file security

a. Use of back up
Backup refers to making copies of files so that these additional copies
may be use to restore the original after a data loss event.
Backups have two distinct purposes:
(i) To recover data loss
(ii) To recover data from a historical period of time.
b. Use of Anti – Virus
An anti – virus program protects a computer file from malicious viruses
attack, detects and heals files that have been attacked. Usually it consists
of a fire wall, a virus scanner and remover and sometimes other tools as
well.
c. Password
It is a user chosen secret string of characters that allows access to a
computer, interface, files etc. The use of password is at user’s discretion
and caution must be exercised by the user to remember the password
always.
d. Proper label of storage devices.
To avoid mix up of files/data, all the storage device must be proper label
accordingly especially in a big firm.
e. Maintenance of storage drive/hardware.
Data sometimes loss due to hardware failure or pack up of storage drive.
The hardware/storage drive should be maintained to prevent this
occurrence to take place.

WEEK 5
Topic: Handling Computer Files
Computer files are files processed using computer system. Manual files are files physically done

by hand or using basic implements instead of by machines usually implying it is unskilled or

physically demanding

I. Differences between computer files and manual files.

s/no Computer files Manual files

1 Computerized file system is using Manual is using old method without the
latest technology of ICT to carry out help of the technology
various tasks.
2 It is more effective Not effective
3 More productive in terms of printing Not productive
out
4 It saves time /fast It is time consuming
5 Due to the use of modern Maybe less to perform certain task or
technology, it can perform various work.
task, storing file for a long time,
retrieving file etc.

II. Advantages of computerized files

1. Fast to access
Faster and efficient in processing of information unlike manual files.
2. More reliable
Many types of useful reports can be generated for management from
computer files to make decisions
3. Neatly modified: Computer file is accurately informated and faster in
decision making while manual database is like a filing cabinet, slow and
clumsy, and you can lose records
4. Space manager
A computer file takes less space, is up to data but a manual file system
takes lots of space and is difficult to find.
5. Less laborious
More timely information can be produced with computer file with less
stress while manual files information are not timely and sometimes
stressful.
 III. Limitations of computerizes file system
1. Expensive to set it up
2. Requires regular power supply
3. Data are separated and isolated
4. Data are often duplicated
5. Application program dependent
6. Incompatible data files
7. Vulnerable to virus attacks
8. Liable to piracy and computer crimes
9. It requires learning skills before it can be processed.

WEEK 6
Topic: Word Processing
 I. Definition of Word Processing and Text Document.
Word processing is the use of computer software to create, edit, view, store,
retrieve and print text documents. Text document is a written communication
like letters, reports, memos, etc. The software that is used for word
processing is called a word processor.

II. Example of Word Processor

a. Microsoft word
b. Word Star
c. Word Perfect
d. Word Pro
e. Corel Word Perfect
f. Note Pad
g. Lotus Notes
h. Perfect Writer
i. Multimate Advantage
j. Professional Write
k. Open Office Org Writer etc.

III. Application Areas of Word Processor.

Word Processing is used in the following areas:
1. In Offices
2. For Publishing
3. In Journalism
4. In Education
5. For Writing Articles
6. In Hospital
7. In Hotels etc.

WEEK 7
Topic: Word Processing

I. Facilities available in a word processor

a. Typing document
This involves the use of keyboard to insert data into the system
b. Editing document
Editing features in Ms word include
1. copy, cut and paste
Copy: copying a document or portion of a document means duplication
the document. To copy a document five major methods are involved
and they are:
 Shortcut method
 Keyboard method
 Drag and drop method
 Ribbon bar method
 Right mouse method

ii. Cut: To cut a document means to move the document from its original
location to a different location.

Shortcut method
 Highlight the portion of a document to be copied
 Right click on the highlighted text
 Select copy
 Position the insertion point in a new location
 Right click in an empty space
 Select paste

Keyboard method
 Highlight the document to be copied
 Press the keys Ctrl + c to copy
 Position the cursor on the insertion point
 Press the keys ctrl + v to paste

Drag and drop method

 Highlight the document to be copied
 Hold down the ctrl key as you drag the highlight to a new location
 Release the mouse button

Ribbon bar method

 Highlight the portion of the document to be copied
 Click copy on the Home Ribbon
  Position the insertion point in a new location
 Click on paste from the Home Ribbon

To cut a document with the shortcut method

 Highlight the document you want to cut
 Right click on the highlights and select cut
 Position the insertion point on a new location
 Right click on an empty space
 Click on paste
2. Format Painter
3. Find and Replace
4. Go to
5. Spelling and Grammar
6. Thesaurus (dictionary)
7. Word Count

Find and Replace

When a mistake is made all over document, e.g typed fred instead of fried, the find and
replace feature helps to locate the errors and quickly replace them with the expected
text. The following steps should be followed:
 Click on Home ribbon
 Click on the Replace tab
 Type the error text in the Find What text box and corrected text in the Replace
with text box
 Click on Replace all if you want it to replace an entire document or Replace if you
want it one after another
 Click cancel button to abort the operation
Spelling and Grammar
They check whether a document is error free both in spelling and grammar.
 Click on Review ribbon
 Click on the Spelling and Grammar icon
 It selects a sentence and asks you to ignore or click on its suggestion and click
change. Select the one that applies.
 Click Next sentence to move to next error.
 Click close if you don’t want to continue
 When spelling and grammar action is completed a dialog box as shown is
displayed
 Click ok

c. Typing using different fonts types and sizes

 Formatting a document
Formatting a document makes the document presentable. Formatting
entails the following:
Font
(i) Font face: Is the text outlook format of a document. Microsoft has
embedded the following font face: Arial, Times New Romans,
Tahoma, Freestyle Script etc. To set a font face for your text, do the
following:
 Type the text
 Highlight the text
 From the Home ribbon click on the face (ctrl + shift + F)
 Click the drop down arrow and select a font face of your
choice
(ii) Font size: This displays text sizes of your choice. Microsoft has
embedded font sizes ranging from 8 – 72.
Same steps as above, only select a font size instead of font face.
(iii) Font style: This displays effects on text, such as bold, italic, regular,
bold italic
Bold
To bold font style for your text, do the following:
 Type the text
 Highlight the text
 From the Home ribbon click on the B icon
Note: Same steps is to italic and underline
(iv) Font colour: This displays colour effects on text such as red, green,
blue etc.
To select a font colour for you text, do the following:
 Type the text
 Highlight the text
 From the Home ribbon click on the A icon drop down arrow.
(v) Font Effects: This displays other effects on text such as strike
through, subscript, superscript etc.

Strike through
To apply strike through effect on your text, do the following:
 Type the text
 Highlight the text
 From the Home ribbon click on the icon
Note: Same is applicable to double strike through, subscript and superscript.
Change case
To change case of a text
 Type the text
 Highlight the text
 From the Home ribbon click on the Aa icon drop down arrow
 Select the format of case you desire for your text

Character spacing
This displays different characteristics of spacing that can be applied on a text they
include: Expanded or Condensed, Kerning etc.

Paragraph
Indent and spacing: This feature creates a text with spacing before or after. The effects
here are alignment, indentation, spacing, tabs etc.

d. Storing or saving documents: This allow saving of document. Use ctrl + s

for shortcut.
Overview of facilities available in a word processor
1. Typing document
2. Editing document
3. Storing or saving documents
4. Move, copy and paste
5. Insert, remove words, sentences or paragraph
6. Typing using different font types and sizes

II. Features of Word processor

A good word processor should have the ability to do the following:
1. Editing
2. Formatting
3. Justification
4. Search and Replace
5. Spell check
6. Thesaurus and file merging
7. Display graphics
8. Wrapping of texts
WEEK 8
Topic: System Development Cycle
I. Definition of system development cycle
 System development cycle is the process of understanding how an
information system (IS) can support the business needs of an organization,
designing the system, building it and delivering it to the users.
II. Description/Objectives of System Development Cycle
1. To ensure that high quality systems are delivered
2. To provide strong controls over the system development
3. To maximize the productivity of the systems staff.
III. Stages in System Development Cycle
The oldest and classical method of system development cycle is called the
Waterfall Model.
The waterfall SDC is a sequence of stages that must be followed one after
the other. Stage two can only begin when stage one is completed. Therefore
the output of each stage becomes the input for the next.
This includes:
1. Investigation Stage
2. Systems Analysis Stage
3. Systems Design Stage
4. Systems Implementation Stage
5. Systems Deployment Stage
6. Systems Maintenance Stage
WATERFALL SYSTEM DEVELOPMENT CYCLE DIAGRAM

Investigation stage

Systems Analysis Stage

Systems Design Stage

Systems Implementation Stage

Systems Deployment Stage

Systems Maintenance Stage

WEEK 9
Topic: Description of each stage of system development cycle

1. Investigation Stage
This stage involves the investigation of the existing system. The existing system
is studied and evaluated to identify its problems and deficiencies. It involves
gathering information about the existing systems. The information could be
gathered through observation, questionnaire and interviewing. The information
gathered is use in a feasibility study. The aim of the feasibility study is to identify
the problem and proffer feasible solution through a feasibility report. The output
here is feasibility report.
2. System Analysis Stage
This stage starts with a more detailed investigation into the existing system. The
date and procedures gathered are analyzed to define the new system
requirements. The new system requirements are defined addressing the
deficiency in the existing system with specific proposals for improvement. The
output here is the user’s requirements.
3. Systems Design Stage
At this stage the proposed system is designed. It involves layout plans for the
physical construction, hardware requirements, operating systems, programming
communications and security.
It describes the desired features and operations of the proposed system in detail,
including screen layouts, business rules, process diagrams, flowcharts,
pseudocode and other documentation etc.
4. System Implementation Stage
This stage is where programs of the new system are written in the specified
programming language in line with the system specifications. It involves testing of
all aspects of the new system and adjustments and corrections are made where
necessary.
5. Systems Development Stage
This is where system developed in stage 4 is put into use. It involves bringing all
the different parts of the proposed system together. This is the stage where the
software is put into use and runs the actual business.
6. Systems Maintenance Stage
Here, the system is subject to evaluation on how to achieve its setup goals.
Thus, the remaining life of the system is subject to changes, correction,
additions, moves to a different computing platform and more, which make system
existing forever.
WEEK 10
Topic: Program Development

A computer program can be defined as a list of instruction issued to the computer to

perform a particular task.
Characteristics of a good program

1. Accuracy
Every good program must be error free.
2. Readability
The program should be easy for any programmer to read and understand.
3. Maintainability
A carefully written program should be very easy to amend and maintain if need
be
4. Efficiency
A good program should possess ability to solve a particular problem skillfully
5. Generality
A good program should be able to solve all similar problems
6. Clarity
Every good and tested program must be clear, straight forward and easy to
understand
7. Reliability
The program should be depended upon at all times.

Precautions to Be Taken When Writing A Program

1. Do not rush, be careful, stable and patient when writing programs

2. No step should be skipped
3. The order of execution must be followed sequentially

WEEK 11
Topic: Steps involved in program development

1. Problem Definition
The programmer is expected to first of all understand the problem and know
exactly what the program entails. The definition of the problem must be clear.

2. Problem Analysis
The programmer is expected to analyze the problem to determine how it will be
solved, the required inputs and output.

3. Planning the Solution

Before a program is written, the algorithm or flowchart for that program must be
drawn and tested before the actual coding of the program and this is called dry
running a program. The flowchart is a diagrammatical representation of the steps
involved in writing a given program

4. Program Coding
This is the actual writing or coding of the program in a particular programming
language e.g Basic, Cobol etc.

5. Program Compilation
This is done after coding process of the programming language allows it.

6. Program Testing
This is similar to proof reading. The written program is tested and errors
corrected to check if the program is able to solve problem it is expected to solve.

7. Program Documentation
This involves writing a detailed description about the program and some specific
facts pertaining to the usage and maintenance of the program.

8. Program Running
This is the actual running or execution of the program with the compiler or
interpreter so as to check if the desired output is generated

9. Maintenance
It is process of updating or amending a previously written program for current
use.