Computer system

A computer system is a complete set of components required to operate and use a computer.

Components of a computer system

1
 1. Software
2. Hardware
3. Users
4. Data
5. Procedures
Hardware refers to the physical parts of a computer that can be seen and touched
Software refers to a set of instructions that tell a computer what to do
Users refer to people involved in designing, developing computer systems, operating
computers, creating software.
Procedures refer to description of how different work is supposed to be done on a computer.
Data refers to raw facts including words, figures, sounds, images fed into a computer to be
processed into meaning results.
Uses of the different components of a computer system

Hardware Software
Input commands Managing computer operations
Output data and information Providing the user interface
Processing data Guiding computer operations
Storing data and information Providing security to data
Communication Computer error management

Data Users
Raw materials for information Writing instructions for computer programs
Repairing computers
Networking computers
Information processing cycle
Information is processed data that is useful and meaningful to the user. Information is a product
of data processing. Information is a basis of decision making, planning, analysis, forecast.

Illustration of data and information

Data Information
Letters (a, b, c, d) Words (apple, boy, cat)
Words and symbols A letter, an essay
Numbers Mathematical formula
Examination scores Comments, grades
Musical notes A song
The information processing
cycle (IPC) refers to the series of
input, process, storage and
output activities on a computer.

2
Stages of the information processing cycle
Input of data: Involves entering data into the processing system. (Keyboard, mouse)
Processing of data: Involves calculating or manipulating the input data (central processing unit
and memory)
Storing data: Data is kept after processing for future use. (Hard disks, flash disks, CDs)
Output of data: Involves giving out the processed results in a given form. (Printers, monitors
and plotters)
Data validation and Data verification

Data validation is the checking of input data for errors before processing.
Data verification is the checking for mistakes when data is copied from one place to another.

Data validation techniques

Presence check to make sure that the data is actually present.
Consistency checks to compare new data with previous data.
Range check to make sure that the data entered lies within a certain range.
Control total check to compare the computer calculated total with the manually calculated total.
Data type check to make sure that the data entered is of the correct kind.
Harsh total check to compare the computer calculated total with the manually calculated total
except the total does not have any real meaning.

Data verification techniques

Entering the data twice by the same operator and then compare the two data sets
Entering the data independently by two different operators and then comparing the two data sets

Data collection and processing equipment

1. Typewriters 3. Telephones
2. Fax machines 4. Computers

Information processing systems

Time-sharing system: This is a system that allows multiple users to share time on a single
computer e.g. a bank’s bank card system.

Multi-user system: This is a system that allows different users to independently run different
programs at a time.

Multi-tasking system: This is a system that can handle a number of different tasks at the same
time. For example typing a document and listening to music.

Interactive processing system: involves communications between the user and the computer
during processing e.g. point of sale systems, electronic funds transfer systems and tickets
reservation systems.

3
Batch processing system: This involves data being collected together in a batch before
processing starts e.g. payroll systems and examination report card systems.

Advantages
1. Jobs can be scheduled for a time when the computer is not busy
2. The computer is used only for a certain period of time for the batch job
3. Once the data is submitted for processing, the computer may be left running without
human interaction

Disadvantages
1. Involves an expensive computer and a large number of
trained staff
2. There is always a delay before work is processed and
returned
Real-time processing
This processes data without significant delay e.g. anti-missile defense systems, airline landing
control systems, flight simulation systems and electronic fund transfer systems.

Advantages
1. Output from the computer may be used to adjust and improve the input
2. Information is always up-to-date
3. There is no significant delay for response
Disadvantages
1. The computer must be continually online
2. A computer must be dedicated solely to the task

Advantages and disadvantages of manual information processing systems

Advantages
1. Cheap
2. Power failure does not affect the system
3. Simple to understand

Disadvantages
1. Slow to find a particular data item
2. Rigid as information is difficult to change to
another form
3. Paper files take up a lot of physical space

Advantages of using computers for information processing

1. Computers can store large amounts of data for future use
2. The high reliability of components inside modern computers enables computers to
produce consistent results

4
 3. Tasks can be completed faster because computers work at high speeds
4. Provided the data entered is correct, computers process large amounts of data and
generate error free results.
5. Computers with communication capability can share data and information with other
computers

Disadvantages of using computers for information processing

1. Some jobs may be lost due to use of computers and this can lower the morale of staff
members 2) Initial investment costs can be high
2. Face-to-face interaction among staff may be reduced
3. Easier transmission of computer viruses through the internet and other computer
networks
4. Failure of computer components may lead to a delay or halt in operations
5. Individual privacy may be abused in cases of confidential data on the computers