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GCE MAY 2010 : (A2 7) Investigating Systems

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Centre Number 71 Candidate Number ADVANCED General Certificate of Education 2010 Applied Information and Communication Technology A6J11 Assessment Unit A2 7 assessing Unit 7: Investigating Systems [A6J11] TUESDAY 18 MAY, 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 The total mark for this paper is 100. Quality of written communication will be assessed in questions 5, 7, 10 and 11. 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. ADVICE TO CANDIDATES You are advised to take account of the marks for each part question in allocating the available examination time. 5876 5 2 4 3 6 4 10 5 8 6 9 7 17 8 7 9 8 10 16 11 10 Total INFORMATION FOR CANDIDATES 1 100 Marks Remark BLANK PAGE 5876 2 [Turn over 1 Janet Legg, the owner of TIP TOP TOES, has employed the services of DYNAMIC DESIGNS to assist with the introduction of a computer system for her business. DYNAMIC DESIGNS has a policy of encouraging clients to clearly identify and explain their reasons for initiating a systems project. DYNAMIC DESIGNS has provided Janet with the following reasons for computerisation. Examiner Only Marks Remark Complete the table below to give specific examples from TIP TOP TOES. Reason Explanation of reason Reduce paperwork Competitive advantage Improved communication Accuracy Protection of data [5] 5876 3 [Turn over 2 The analysts are ready to start their investigative activities and Janet has suggested that, to save time, she can provide all the necessary information. Examiner Only Marks Remark (a) Suggest two reasons that Chris Smith, the senior systems analyst, could give as to why this is not a good idea. Reason 1 _________________________________________________________ _______________________________________________________ [1] Reason 2 _________________________________________________________ _______________________________________________________ [1] (b) During the interview, Chris looks at a copy of the appointment book. Suggest two pieces of information that he could obtain from this source, other than client name and appointment time. _________________________________________________________ _________________________________________________________ _________________________________________________________ _______________________________________________________ [2] 5876 4 [Turn over 3 An analyst must communicate with a range of people during the systems development process. Complete the missing information in the table below. Person Phase(s) System owner. Has an understanding of the whole process and knows what the system must do for the business. Has ultimate responsibility for making decisions regarding costs and time scales. Implementation Remark Reason for communication Throughout the whole project Examiner Only Marks Need to source hardware to meet the requirements identified in the system specification. Programmers Users [6] 5876 5 [Turn over 4 Chris has asked a junior analyst to ensure that all the necessary paperwork is in place. As the project progresses, documents may be referred to and must be returned to their correct location. Examiner Only Marks Remark Complete the table below by inserting a tick ( ) to show to which document each item belongs. Document Item Feasibility study System specification Technical guide User guide Implementation plan Terms of reference Entity relationship models Adding new hardware Test data Creating a new user account Adding a new supplier Data flow diagrams Cost benefit analysis Problems with current system [10] 5876 6 [Turn over 5 The analysts must test that their proposed design will meet the requirements of TIP TOP TOES. The database structure shown below has been suggested. CLIENT Examiner Only Marks Remark STAFF is responsible for makes occurs during APPOINTMENT TREATMENT Janet Legg has asked for a report which she can use to see how popular treatments are. This report will be produced once a month. A sample is shown below. Treatment Popularity Report May 2010 Treatment Ref 10011 10012 10014 10015 10016 10017 10018 Treatment Description Basic pedicure Bunion removal Shape up for summer Wax pedicure Verruca treatment In-grown toenail treatment Toenail shape and polish Cost Number of Income treatments 45 562.50 60 1020.00 32 720.00 28 532.00 19 171.00 29 348.00 105 1575.00 12.50 17.00 22.50 19.00 9.00 12.00 15.00 Total income: 4928.50 (a) In order to develop this report, the analysts will initially have to design a query. Which tables should be included in the query? _________________________________________________________ _______________________________________________________ [2] 5876 7 [Turn over Part of the query output is shown below: Treatment ref Treatment description Cost Appt No 10011 12.50 10091 10012 Bunion removal 17.00 10092 10014 Shape up for summer 22.50 10097 10011 Basic pedicure 12.50 10095 10016 Verruca treatment 9.00 10096 10011 Basic pedicure 12.50 10094 10018 Toenail shape and polish 15.00 10099 10011 Basic pedicure 12.50 10202 10011 Basic pedicure 12.50 10205 10014 Shape up for summer 22.50 10207 10015 Wax pedicure 19.00 10208 10011 Basic pedicure 12.50 10211 10017 In-grown toenail treatment 12.00 10213 10018 Toenail shape and polish 15.00 10218 10011 Basic pedicure 12.50 10219 10012 Bunion removal 17.00 10222 10014 Shape up for summer 22.50 10225 10011 Basic pedicure 12.50 10227 10016 Verruca treatment 9.00 10228 10017 In-grown toenail treatment 12.00 10226 10018 Toenail shape and polish 15.00 10330 10011 Basic pedicure 12.50 10332 10012 Bunion removal 17.00 10335 10011 Basic pedicure 12.50 10440 10015 Wax pedicure 19.00 10543 10011 Basic pedicure 12.50 10556 10011 Basic pedicure 12.50 10889 10018 5876 Basic pedicure Toenail shape and polish 15.00 10600 8 [Turn over (b) Analysts must always be aware of the need to develop systems that produce the necessary business information. Explain why Janet will find the report output more useful than the query output. Examiner Only Marks Remark _________________________________________________________ _________________________________________________________ _________________________________________________________ _________________________________________________________ _________________________________________________________ _________________________________________________________ _________________________________________________________ _________________________________________________________ _________________________________________________________ _________________________________________________________ _______________________________________________________ [6] 5876 9 [Turn over 6 TIP TOP TOES needs to record details of all sales. Customers may buy one stock item or several different stock items. This data should be linked to the stock control part of the database. Examiner Only Marks Remark (a) Complete the following data dictionary for the SALE and SALE ITEM tables. SALE Field name Data type Description Sample data Sale ref Autonumber Primary key P002 Sale date Default to today s date Payment method Cash, cheque, credit card Cash Description Sample data SALE ITEM Field name Data type Sale ref Stock no Quantity P002 Text, 4 S-05 Number of items required 1 [7] 5876 10 [Turn over (b) Complete the entity relationship model shown below to include the additional two tables. STOCK Examiner Only Marks Remark SUPPLIER provides appears on ORDER ITEM 5876 consists of ORDER 11 [2] [Turn over 7 The following schedule has been drawn up for the investigation phase of the project. Activity Predecessor Description Remark Duration (hours) A Initial interview with Janet Legg 2 B Review documentation obtained during interview A 4 C Interview secretary A 1 D Observe reception area C 6 E Create and distribute customer questionnaire A 5 F Interview chiropodist A 1 G Analyse questionnaire data E 6 H Further document research B, D 3 I Review all findings D, F, G, H 6 J Prepare feasibility study I 6 K 5876 Examiner Only Marks Presentation J 2 12 [Turn over (a) Use the table to complete the network diagram which has a range of elements missing including connections between activities. A Initial interview B Review documentation 0 2 0 2 hrs 2 4 hrs 2 6 3 hrs 6 2 E Create and distribute questionnaire 5 hrs 2 10 3 7 7 1 hr 6 hrs 2 3 12 13 6 hrs 19 19 19 25 19 25 K Presentation 7 7 13 J Prepare feasibility study G Analyse questionnaire data 6 hrs 13 I Review all findings 9 F Interview chiropodist 7 2 6 hrs 3 6 9 D Observe reception area C Interview secretary 1 hr H Further document research 2 hrs 13 25 27 25 Examiner Only Marks Remark [10] 5876 13 [Turn over (b) Which activities in this project are on the critical path? Examiner Only Marks Remark _______________________________________________________ [1] (c) Chris feels that he should save some time on the project. Explain how the allocation of an additional analyst will impact on the overall project plan. Provide specific examples in your answers. _________________________________________________________ _________________________________________________________ _________________________________________________________ _________________________________________________________ _________________________________________________________ _________________________________________________________ _________________________________________________________ _________________________________________________________ _________________________________________________________ _________________________________________________________ _________________________________________________________ _______________________________________________________ [6] 5876 14 [Turn over 8 Chris has provided some guidelines concerning the development of story boards for the junior analyst. Examiner Only Marks Remark Each of the following statements is either true or false. Place the word TRUE or FALSE into the space opposite each statement. The same font size should be used for all text. The users should be consulted regarding colour choices. Graphics must be included on all screens. Data should be easily entered. Navigation is not needed on every screen. Screens should use a similar layout to current paper based documentation. Chris Smith will make the final decision regarding screen layout. [7] 5876 15 [Turn over 9 Data flow diagrams are created by an analyst to show how the current system operates and to plan how the new system should operate. Examiner Only Marks Remark The table below shows some data flow diagrams components. Complete the table by inserting a tick ( ) to show which diagram(s) each component would be part of. Component Context Level 1 Neither supplier M1 appointments appointment details 4 manage client appointments * a client manage appointments at TIP TOP TOES 5 stock control M2 clients M3 * cancellations [8] 5876 16 [Turn over 10 As part of the testing phase, the analysts have asked one of the chiropodists to enter some data through a proposed input screen. Examiner Only Marks Remark (a) What type of testing is this? _______________________________________________________ [1] The chiropodist is quite happy with the interface, but Chris is annoyed when he sees an incorrect calculation on the screen. (b) Give two reasons why Chris might be annoyed. _________________________________________________________ _________________________________________________________ _________________________________________________________ _______________________________________________________ [2] 5876 17 [Turn over The file below is the data that has been entered by the chiropodist. Appointment date Category Client no 07/04/10 CHIROPODY 0023 07/04/10 B 0098 05/04/10 BEAUTY 0023 05/04/10 BEAUTY 0100 06/04/2010 BEAUTY 0100 06/04/10 CHIROPODY 0023 06/04/10 BEAUTY 0871 06/04/10 CHIROPODY 0923 07/04/10 CHIROPODY 0102 07/04/10 BEAUTY 0032 07/04/10 BEAUTY 0103 08/04/10 BEAUTY 0204 09/04/2010 BEAUT 0023 09/04/10 CHIROPODY 0023 09/04/2010 BEAUTY 0100 09/04/10 CHIROPODY 0100 05/04/10 CHIROPODY 0009 05/04/10 CHIROPODY 0101 09/04/10 BEAUTY 0900 09/04/10 BEAUTY 0998 07/04/10 CHIROPODY 0034 08/04/10 BEAUTY 0039 08/04/10 CHIROPODY 0011 07/04/10 CHIROPODY 0034 30/02/10 BEAUTY 0100 10/04/10 CHIROPODY 0901 This data is being used to create a report that Janet has requested. The report was run on 14 April 2010. The report is shown opposite. 5876 18 [Turn over Treatment Summary Report Week Commencing 5 April 2010 Beauty 2 2 Tuesday 6th 3 2 Wednesday 7th 2 3 Thursday 8th 2 1 Friday 9th 3 Remark Chiropody Monday 5th Examiner Only Marks 2 Total appointments for week 22 22 Report date 16 April 2010 (c) Chris has discovered errors with the data entry and with the report. These are to be summarised in the table below. Complete the missing information in the table below. Error 1 Possible reason Total appointment calculation not correct 2 3 4 Expected result 14 April 2010 Does not reject invalid date value Any valid date Validation rule not defined properly [7] 5876 19 [Turn over (d) Analysts from DYNAMIC DESIGNS have been quoted as saying that acceptance testing is the most important part of testing . Give your opinion on this statement. Examiner Only Marks Remark _________________________________________________________ _________________________________________________________ _________________________________________________________ _________________________________________________________ _________________________________________________________ _________________________________________________________ _________________________________________________________ _________________________________________________________ _________________________________________________________ _________________________________________________________ _________________________________________________________ _______________________________________________________ [6] 5876 20 [Turn over 11 Janet is very pleased with how the analysts have trained her staff, but she is concerned that they may require further help once they start using the system. Chris has proposed two possible options. Examiner Only Marks Remark (a) Complete the missing information in the table below to enable Janet to make an informed decision. Support option Advantage 1 Advantage 2 Negotiate a support contract with DYNAMIC DESIGNS Employ a technician [4] (b) It is important that organisations have access to a range of ICT support systems. Apart from the two options provided above, identify and describe the range of alternative support options available to TIP TOP TOES. _________________________________________________________ _________________________________________________________ _________________________________________________________ _________________________________________________________ _________________________________________________________ _________________________________________________________ _________________________________________________________ _________________________________________________________ _________________________________________________________ _________________________________________________________ _______________________________________________________ [6] 5876 21 [Turn over THIS IS THE END OF THE QUESTION PAPER 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. 5876 ADVANCED General Certificate of Education 2010 Case Study Assessment Unit A2 7 assessing Unit 7: Investigating Systems A6J11CSI Applied Information and Communication Technology [A6J11] TUESDAY 18 MAY, AFTERNOON You must use this clean copy of the Case Study in the examination and not your own annotated copy. 5876.02 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 qualified 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 benefit 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 fit clients in with one of the other chiropodists or to just cancel the appointment. The secretary will first 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. 5876.02 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 first 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 first 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 file has to be created for each client. This file has to be updated each time the client attends thereafter. The secretary must have these records filed by either 2pm or 8pm each day. In addition, the files for the next day must be selected and placed in order of appointment time for each member of staff. The client history files must be updated by the staff member at the end of each appointment and left for filing by the secretary. Clients can pay immediately after their appointment by cash, cheque, debit card 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 card), (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 card 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 notified. 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 find 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. 5876.02 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 first come first 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 difficult 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 significant 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 files. She cannot generate useful reports. She cannot track client history, money or stock. Janet has decided to seek advice! CCEA 5876.02 1847-092-2 4 [Turn over

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Additional Info : Gce Applied ICT May 2010 Assessment Unit A2 7 - Investigating Systems
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