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GCE JAN 2009 : (A2 7) Investigating Systems

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Centre Number 71 Candidate Number ADVANCED General Certificate of Education January 2009 Applied Information and Communication Technology A6J11 Assessment Unit A2 7 assessing Unit 7: Investigating Systems [A6J11] MONDAY 12 JANUARY, AFTERNOON TIME 2 hours. INSTRUCTIONS TO CANDIDATES Write your Centre Number and Candidate Number in the spaces provided at the top of this page. Answer all eleven questions. For Examiner s use only Marks Question available ADVICE TO CANDIDATES You are advised to take account of the marks for each part question in allocating the available examination time. 4322.04 2 11 3 12 4 8 5 13 6 14 7 14 8 9 6 10 4 11 4 Total The total mark for this paper is 100. Quality of written communication will be assessed in all questions. Figures in brackets printed down the right-hand side of pages indicate the marks awarded to each question or part question. This paper is accompanied by a Case Study. You must not use your own annotated copy of this Case Study. 5 9 INFORMATION FOR CANDIDATES 1 100 Marks Remark 1 Following several meetings with consultancy firms, Janet has decided to employ DYNAMIC DESIGNS to coordinate the development process. Chris Smith, the senior systems analyst with DYNAMIC DESIGNS, has identified several problems with the existing system. He has explained to Janet Legg that it is very important to understand the effect that each of these problems is having on the company. Examiner Only Marks Remark Five of the problems Chris has identified are listed below. Provide one reason why each of these problems will have an effect on the business. Write your answer in the space provided. Problem 1 Staff are sometimes off sick. 2 Lots of paperwork needs to be kept up to date. 3 The secretary must remember to allocate an extra 15 minutes for a new client. 4 A product being out of stock is only identi ed when a customer asks for a particular item. 5 Effect on the business The secretary nds the whole process very tedious and time consuming. [5] 4322.04 2 [Turn over 2 Chris Smith knows that background information about the current situation at TIP TOP TOES is needed. He has asked a junior analyst, Peter O Kane, to plan the fact finding activities. Examiner Only Marks Remark (a) Complete the following table to identify the fact finding technique being used in each situation. TECHNIQUE BEING USED SITUATION Talk to Janet Legg to get an overview of the whole business. Spend some time sitting in the reception area. Examine some of the client les. Find out how all customers feel about TIP TOP TOES. Find out what therapists nd dif cult about the current procedures. General chat about work with staff in the staff room. [6] Before he starts the fact finding activities, Chris gives Peter some advice. (b) Complete the table below by stating whether each statement is either True or False. Interviews are the easiest method of fact nding as you don t have to plan anything beforehand. Questionnaires are useless as people never ll them in honestly. Document research is very useful as it provides you with reference material. With observation, you must ensure that the person understands why you are watching them. Fact nding is the least important part of the system development life cycle. [5] 4322.04 3 [Turn over 3 Early on in the process, Chris has a meeting with Janet to discuss certain documents which will be produced during the computerisation project. Examiner Only Marks Remark (a) Complete the table below, by entering a number in the sequence column, to show the order in which the documents should be produced. Document Sequence System Speci cation Feasibility Study Project Plan 2 Technical Guide Test Plan User Guide 6 [4] (b) Why is a feasibility study written for the project at TIP TOP TOES? _________________________________________________________ _________________________________________________________ _________________________________________________________ _______________________________________________________ [1] (c) Why is a system specification written for the project at TIP TOP TOES? _________________________________________________________ _________________________________________________________ _________________________________________________________ _______________________________________________________ [1] 4322.04 4 [Turn over (d) Identify with a tick ( ), one section which should be included within each of the listed documents. Examiner Only Marks Remark DOCUMENTS Section System Speci cation Feasibility Study Technical Guide Test Plan Algorithms Installing a new printer User requirements Cost bene t analysis Proposed screen layouts Data les [6] 4322.04 5 [Turn over 4 On completion of his investigation activities, the junior analyst has identified the following requirements for the new system at TIP TOP TOES. Examiner Only Marks Remark He now needs to categorise them into inputs, outputs, files and processes. Complete the following table by inserting a tick ( ) to show which category each item should be assigned to: Categories INPUT OUTPUT FILE PROCESS Produce client invoice Therapist rota Client name Payments Update client address Calculate weekly sales gures Stock Appointment card [8] 4322.04 6 [Turn over 5 Chris has decided that a database approach would be the best way of meeting all the identified requirements within TIP TOP TOES. Examiner Only Marks Remark (a) Give two advantages of using a database within TIP TOP TOES. Advantage 1 _________________________________________________________ _______________________________________________________ [1] Advantage 2 _________________________________________________________ _______________________________________________________ [1] Following discussions with Janet, the analyst has decided that details about the range of treatments available should be stored within the system. (b) Identify with a tick ( ) which three of the following data items should be stored in the TREATMENT table. Description Staff ID Date Duration Room Cost [3] (c) A primary key is needed to uniquely identify each record within the TREATMENT table. Suggest an additional field that could be used for this purpose. _______________________________________________________ [1] 4322.04 7 [Turn over The proposed structure for the new database is as shown below: Examiner Only Marks CLIENT Remark STAFF is responsible for makes APPOINTMENT occurs during TREATMENT Peter needs to look closely at output requirements. Janet wants to be able to produce appointment confirmation cards to give to clients when they book an appointment. The proposed layout is shown below. TIP TOP TOES Appointment Details Jenny Black 25 Hillards Mount Bangor Date: Time: Treatment: Therapist: Appt No: 10091 2 July 2009 10.30 am Pedicure (including foot massage) Cost: 19.00 Jill Cancellation will only be accepted up to 24 hours before an appointment, otherwise there will be a 10 charge. 25 Long Road, Bangor. Tel: 028 76543214 4322.04 8 [Turn over (d) The data necessary to produce this output can be found in the following tables. Identify with a tick ( ) which fields could come from which tables. Tables CLIENT APPOINTMENT TREATMENT STAFF Client Name Appt No Date Time Treatment Type Cost Therapist Name [7] Examiner Only Marks 4322.04 9 Remark [Turn over 6 Chris has produced a plan to show how long the database development will take. Activity Description Predecessor Duration (hours) None 4 A Develop entity relationship model B Create tables in Access A 8 C Create relationships B 1 D Create data-entry forms C 10 E Enter test data C 4 F Create queries C 6 G Create reports C 8 H Test outputs E, F, G 7 I Create user interface D, H 4 J Produce documentation I 8 (a) Using the table above, complete the following network diagram: A Develop entity relationship model 4 hrs B Create tables in Access 4 4 0 8 hrs 4 4 12 C Create relationships 12 12 13 13 D Create data-entry forms 10 hrs 13 18 23 28 E Enter test data F Create queries 4 hrs 17 17 21 13 6 hrs 15 G Create reports 19 21 8 hrs 13 13 21 H Test outputs Examiner Only 7 hrs Marks 21 Remark 28 I Create user interface 4 hrs 28 32 J Produce documentation 8 hrs 32 32 40 [10] 4322.04 10 [Turn over (b) What is the shortest time for completion of this project? Examiner Only Marks Remark _______________________________________________________ [1] (c) Identify one area of float within the project plan. _______________________________________________________ [1] (d) List those activities on the critical path. _________________________________________________________ _________________________________________________________ _________________________________________________________ _______________________________________________________ [2] 4322.04 11 [Turn over 7 Jemima Shields is the developer who has been assigned to work alongside Chris on the project. She has asked for a series of data models to be developed. Examiner Only Marks Remark (a) Name two diagrams which should be included. Diagram 1 _________________________________________________________ _______________________________________________________ [1] Diagram 2 _________________________________________________________ _______________________________________________________ [1] 4322.04 12 [Turn over (b) Complete the following table to explain the notation used within data modelling: Symbol Examiner Only Marks Remark Completed Example from within TIP TOP TOES Description appointment request [10] (c) (i) Who should be involved with the creation of the first of these diagrams? _____________________________________________________ ___________________________________________________ [1] (ii) Explain your answer. _____________________________________________________ ___________________________________________________ [1] 4322.04 13 [Turn over 8 In order to ensure that the new system is working properly, several types of testing will be carried out. Examiner Only Marks Remark Testing is carried out at various stages within the system development life cycle. (a) (i) Explain what is meant by program testing. _____________________________________________________ ___________________________________________________ [1] (ii) Who should carry out program testing? _____________________________________________________ ___________________________________________________ [1] (b) (i) Explain what is meant by system testing. _____________________________________________________ ___________________________________________________ [1] (ii) Who should carry out system testing? _____________________________________________________ ___________________________________________________ [1] (c) (i) Explain what is meant by acceptance testing. _____________________________________________________ ___________________________________________________ [1] (ii) Who should carry out acceptance testing? _____________________________________________________ ___________________________________________________ [1] 4322.04 14 [Turn over The proposed structure for the APPOINTMENT table is shown below: Field Name Appt No Data Type/Size Auto number Sample Data 10004 Required? Comments Yes Date Date/Time Yes Time Date/Time Yes Client No. Text, 4 Yes Attended? Text, 6 03/07/09 Yes/No Treatment Code Paid? Primary key uniquely identi es each appointment Appointments can only be made for Mon Fri Opening hours are 8 am to 8 pm Foreign key links to CLIENT table 10:30 C002 Yes Yes Foreign key links to TREATMENT table Yes/No CH0087 Yes (d) The table below shows appointments which have been rejected by the new system. Complete the table by giving a reason for the rejection of each appointment. Appt No Date 10100 Time Client No Attended? Treatment Paid? Code 02/07/09 07:30 C009 Yes BY1009 Yes 10102 02/07/09 12:30 C029 No CH0087 No 10200 06/07/09 10:45 C009 Reason for rejection Yes [3] Examiner Only Marks 4322.04 15 Remark [Turn over 9 Janet has decided to put a separate computer within each of the treatment rooms at TIP TOP TOES. Examiner Only Marks Remark Complete the table below by stating whether each statement is either true or false. A Local Area Network within the business will mean that data can be stored centrally. Clients will be able to view personal details of other clients. All appointment data and client data can now be viewed on screen. A separate printer will be needed in each treatment room. All therapists will have to be trained in the use of the new system. TIP TOP TOES will still need a secretary. [6] 4322.04 16 [Turn over 10 Janet has recently read an article about computer security issues and she is keen to ensure that her business data is adequately protected. Examiner Only Marks Remark Identify with a tick ( ) four security procedures which you think must be adhered to by staff at TIP TOP TOES: Therapists should each have a unique logon code for the system. The backup le should be stored on CD in the ling cabinet in the reception area. TIP TOP TOES should register with the Data Protection Registrar. A full system backup should be carried out each night. Therapists should write their password in their appointment book. The secretary should always lock her computer if she is walking away from the main reception desk. [4] 4322.04 17 [Turn over 11 The project manager at DYNAMIC DESIGNS has suggested that as a next phase of the project, a web presence is developed for TIP TOP TOES. Examiner Only Marks Remark (a) Give two advantages of having a web presence for the business. Reason 1 _________________________________________________________ _______________________________________________________ [1] Reason 2 _________________________________________________________ _______________________________________________________ [1] (b) Janet has decided to set up an email account for the business. Give two reasons why this would be useful? Reason 1 _________________________________________________________ _______________________________________________________ [1] Reason 2 _________________________________________________________ _______________________________________________________ [1] THIS IS THE END OF THE QUESTION PAPER 4322.04 18 [Turn over Permission to reproduce all copyright material has been applied for. In some cases, efforts to contact copyright holders may have been unsuccessful and CCEA will be happy to rectify any omissions of acknowledgement in future if notified. 935-086-1 ADVANCED General Certificate of Education 2009 Case Study Assessment Unit A2 7 assessing A6J11CSI Applied Information and Communication Technology Unit 7: Investigating Systems [A6J11] MONDAY 12 JANUARY, AFTERNOON You must use this clean copy of the Case Study in the examination and not your own annotated copy. 4322.02 CSI TIP TOP TOES TIP TOP TOES provides the ultimate in foot care for the public. Opened in Bangor in 2004, the TIP TOP TOES private clinic has now more than 1000 clients. The owner of the business, Janet Legg, a highly quali ed chiropodist, came up with the idea of providing more than just a chiropody service to the public. Along with all of the normal facilities offered by this kind of practice, she decided to make a total range of foot care available to the public. The services include chiropody services, foot therapies and treatments. A full range of foot care products is also available for purchase. Janet put a great deal of effort and money into launching the business and there is no doubt that it is hugely successful. The clinic is open Monday to Friday from 8am until 8pm. Janet believed that this would be very helpful to people who would have to make arrangements to leave work to attend appointments. This has proved to be absolutely correct and is one of the many advantages the clinic offers. The clinic also provides a home visit service which is of particular bene t to elderly clients. Home visits are conducted in the mornings on Monday, Wednesday and Friday and in the afternoons on Tuesday and Thursday. Janet is also considering the possibility of Saturday opening. The clinic is staffed by Janet and four other fully trained chiropodists as well as a therapist, two secretaries and two cleaning staff. The secretaries work either from 8am until 2pm or from 2pm until 8pm. At any one time there are at least two trained chiropodists working in the clinic with a third one doing the home visits. The therapist is available every day from 2pm until 8pm. There is a huge demand on the resources of the clinic because of its popularity. The staff are stretched to the limit and on a day when someone is sick it is sometimes necessary to reschedule times by trying to t clients in with one of the other chiropodists or to just cancel the appointment. The secretary will rst of all try to accommodate the client with another chiropodist and if that does not work will try to cancel the appointment and agree an alternative one over the phone. This is not very satisfactory for the client and there have been occasions when it has not been possible to contact a client and they have turned up. This is not good for the business and if this happens, Janet allows the next appointment free of charge. When the therapist is off, there is no alternative other than to reschedule the appointment. Clients can make appointments for chiropody services (15 minute duration), foot treatment services (30 minute duration) or therapy services (30 minute duration). Sessions can be booked in multiples of these time slots if a double session or more is required for a particular service. Appointment books are kept beside the telephone in the reception area. There is one book for Chiropody / Treatment and one for Therapy services. Time is marked in 15 minute intervals on the left hand side of the page. The secretary has a weekly schedule on the notice board indicating which staff members are working in each time slot for that week. Every Monday, the secretary will blank out the times each staff member is not available for each day of that week and indicate who is doing the home visits for that week. 4322.02 CSI 2 [Turn over The secretary must also indicate the type of appointment by writing C (chiropody), TR (treatment) or TH (therapy) after the name. When a client rst makes an appointment, usually by telephone, the name, address, telephone number and type of appointment is recorded in a New Client notebook and an appointment card is sent out. The appointment is then recorded in the relevant appointment book. Existing clients can book further appointments on the day of their treatment or by telephone. These are recorded in the same way. When a new client attends for the rst time, an extra 15 minutes is assigned to the appointment time. This is to allow time for a client history to be recorded as a le has to be created for each client. This le has to be updated each time the client attends thereafter. The secretary must have these records led by either 2pm or 8pm each day. In addition, the les for the next day must be selected and placed in order of appointment time for each member of staff. The client history les must be updated by the staff member at the end of each appointment and left for ling by the secretary. Clients can pay immediately after their appointment by cash, cheque, debit or credit card. They are given a receipt of payment and the transaction is noted in a payment ledger book. This book is organised by date and the secretary records the client name, the amount and the transaction type (CA cash), (CH cheque), (D debit), (CC credit card). Alternatively, clients who are having a course of treatment receive an invoice at the end of their treatment. Payment may be made in person or by post using any of the methods noted already. The transactions are recorded in exactly the same manner and receipts are issued accordingly. Clients wishing to purchase foot care products make their request and if the product is available, they pay the secretary by cash, cheque, debit or credit card. Again these transactions are recorded in the payment ledger book (P purchase) and a receipt issued. If the required product is not in stock, the secretary notes the item and places it on a stock out list. The secretary is responsible for ordering stock at the end of each month and must record the orders in a stock order book. The secretary must also take care of stock deliveries and ensure that the original orders match the delivery details. Sometimes this is not the case and the supplier must be noti ed. Invoices are also received from suppliers and the supplier payment issued. Supplier receipts are recorded. Management of the stock is problematic because there is often quite a delay from when an item is out of stock until when it is replaced. Clients are generally not too happy about this especially since the chiropodists and therapist will frequently recommend particular products to them. The secretaries nd the whole process very tedious and time consuming. In addition to this, Janet is not keen to carry too much stock. Space is an issue as well as the unpredictability of sales and the worry of being left with a lot of expensive items. 4322.02 CSI 3 [Turn over The secretary must also deal with cancellations and clients who do not attend. When a cancellation is made, the secretary crosses out the client name in the appointment book and makes a note of the time slot and available staff member on a spare appointment list. Quite often, clients will ring up looking for an immediate appointment. Their details are recorded on a waiting list . The secretary tries to allocate the available cancellations on a rst come rst served basis unless a genuine emergency arises. Cancellations are accepted up to 24 hours before the appointment, otherwise a cancellation fee of 10 is imposed. This amount must be paid before any further appointments can be made. Clients who cancel without appropriate notice and clients who do not attend for an appointment are billed for this amount. Payments can be made in the same way and are recorded in the payment ledger book (B bill). The client details are recorded in a Non Attendance book. When the payment is made, the client name is crossed off. Sometimes clients manage to make further appointments in spite of having an outstanding fee to pay because the secretary does not remember. This is unsatisfactory and can lead to some embarrassment for the secretary who has to request payment before the appointment can proceed. Some clients actually claim that they have made the cancellation payment and this is even more dif cult to deal with. Janet is facing a range of issues that must be addressed to ensure that her business continues to be successful. She is aware that there is signi cant manual effort involved in all of the administrative processes associated with the business. She is also very aware that the only way she can obtain any useful management information is by physically looking through records and les. She cannot generate useful reports. She cannot track client history, money or stock. Janet has decided to seek advice! 4322.02 CSI 935-072-2 4 [Turn over

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Additional Info : Gce Applied ICT January 2009 Assessment Unit A2 7 - Investigating Systems
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