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GCE JAN 2007 : (A2 7) Investigating Systems

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Centre Number 71 Candidate Number ADVANCED General Certificate of Education January 2007 Assessment Unit A2 7 assessing A6J11 Applied Information and Communication Technology Unit 7: Investigating Systems [A6J11] MONDAY 15 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. INFORMATION FOR CANDIDATES 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. For Examiner s use only Marks Marks Question Available You are advised to take account of the marks for each part question in allocating the available examination time. A6J1W7 3335 3 10 3 10 16 8 14 17 2 13 4 Total ADVICE TO CANDIDATES 1 2 3 4 5 6 7 8 9 10 11 100 Remark 1 John Davis has decided to get help from SMART SOLUTIONS, a Computer Consultancy company. The senior systems analyst Sarah Brown wants John to fully understand why it is a good idea to examine the existing system. List three reasons she could give, to help John understand why she should investigate the existing system. (i) 2 [1] (iii) Remark [1] (ii) Examiner Only Marks [1] Sarah Brown understands that before finding the best solution for John Davis, she must fully understand the current system herself. In order to do this she intends to use a combination of two fact finding techniques in her investigation. (a) Identify two fact finding techniques that would be suitable for Sarah to use in this situation. Technique 1 (i) [1] Technique 2 (ii) A6J1W7 3335 [1] 2 [Turn over (b) For the identified techniques, give two reasons why each would be beneficial to use in this situation. Examiner Only Marks Remark Technique 1 benefits (i) [1] (ii) [1] Technique 2 benefits (i) [1] (ii) [1] A6J1W7 3335 3 [Turn over (c) For each of the identified techniques, give two items of information that Sarah could obtain if the techniques were used in her investigation. Examiner Only Marks Remark Technique 1 information (i) [1] (ii) [1] Technique 2 information (i) [1] (ii) [1] A6J1W7 3335 4 [Turn over 3 As a result of her investigations, Sarah has identified a series of problems associated with LUNCH EXPRESS. She is closely examining the effect that each of these problems is having on customers and within the business. In the table below, identify one problem that would have caused the effect noted in each case. Examiner Only Marks Remark Write your answer in the space provided. Problem Effect 1 Customer claims to have paid for an order. 2 Customer receives the wrong order and is very dissatisfied. 3 Customer order is not placed [3] A6J1W7 3335 5 [Turn over 4 Sarah must fully investigate all Inputs, Processes, Files and Outputs as well as a whole range of other issues associated with the current system. In doing this she will achieve a full understanding of everything that happens in the business. She has made a list of some of the Inputs, Processes, and Outputs she has identified. Identify which of the following items are inputs, which are outputs and which are processes by placing a tick ( ) in the appropriate box. INPUTS OUTPUTS Examiner Only Marks Remark PROCESSES stapled PAID order form batched restaurant completed lunch express order forms order forms marked CHECK 1 2 3 4 sort orders 5 restaurant late telephone orders 6 customer payment 7 invoice 8 receipt 9 10 stapled TO PAY order forms record telephone orders [10] A6J1W7 3335 6 [Turn over BLANK PAGE (Questions continue overleaf) A6J1W7 3335 7 [Turn over 5 (a) Before commencing the project, Sarah intends to draw up a project plan for John Davis. Give two reasons why Sarah wants to use Project Management techniques in the development of a new system for LUNCH EXPRESS. Examiner Only Marks Remark (i) Reason 1 [1] (ii) Reason 2 [1] Sarah has identified the tasks she considers necessary for the development process, as well as the timescales associated with each. She has drawn the GANTT chart below to help her plan the project. A B C D Activity E F G H I J K L 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 Duration (weeks) A6J1W7 3335 8 [Turn over (b) Use the GANTT chart to complete the Predecessor column in the table below. Activity Predecessor Examiner Only Marks Remark Duration (weeks) A Analysis of existing system 3 B Requirements specification 2 C Costing D Set up database 2 E Write program modules 3 F Write program reports G Select hardware H Program Testing I Install hardware 1 J Documentation 3 K Training L System Testing B E 1 2 1 F H, I, J 2 2 2 [8] (c) How many weeks will this project take to complete? [1] (d) (i) Which week is the latest week that Activity I can commence? [1] (ii) Give a reason for your answer. [1] A6J1W7 3335 9 [Turn over (e) Critical Path Analysis is a powerful tool that helps you schedule and manage complex projects. Examiner Only Marks Remark Give two benefits of using Critical Path Analysis instead of a GANTT chart. (i) Benefit 1 [1] (ii) Benefit 2 [1] (f) Give one disadvantage of using Critical Path Analysis instead of a GANTT chart. [1] A6J1W7 3335 10 [Turn over 6 Many methods exist to assist the development process. Sarah has considered applying several of these in the development process for LUNCH EXPRESS. Two useful methodologies are Dynamic Systems and Design Methodology (DSDM) and the traditional Systems Development Life Cycle (SDLC) model. Examiner Only Marks Remark In the table below, identify with a tick ( ) which of the characteristics listed refers to DSDM and which to the SDLC model. Note that each characteristic may only be present in one methodology. CHARACTERISTIC DSDM SDLC High level of User involvement No task can commence before the previous one is complete Is developed within tight timescales Is driven by the Systems Analyst It is not possible to actually see what is being developed until quite late in the development cycle Can be broken into small steps so that different tasks can be achieved at the same time Generates specific documentation at each stage Highly suited to business applications [8] A6J1W7 3335 11 [Turn over 7 Sarah intends to produce a set of data flow diagrams that will fully describe the existing system. She wishes to agree the diagrams with John. Examiner Only Marks Remark (a) Give two reasons why Sarah should draw a set of dataflow diagrams. Reason 1 [1] Reason 2 [1] (b) Give one reason why she wishes to agree the diagrams with John. [1] (c) Give one reason why it is necessary to draw a context diagram. [1] A6J1W7 3335 12 [Turn over (d) Complete the partially completed CONTEXT diagram below by identifying the missing elements. CONTEXT DIAGRAM FOR ORDER PROCESSING AT LUNCH EXPRESS Examiner Only Marks (i) [1] (ii) [1] (iii) [1] (iv) [1] (v) [1] (vi) [1] (vii) [1] (viii) [1] (ix) [1] (x) Remark [1] A6J1W7 3335 13 [Turn over 8 Sarah has given a lot of thought to the problems in LUNCH EXPRESS. She realises that a database solution could be the answer. She has put forward the following table structure to her team of programmers. CUSTOMER places Examiner Only Marks Remark ORDER consists of appear in ITEM ORDER ITEM (a) Sarah has identified the contents of each of the four tables shown above. Identify the fields associated with each table by placing a tick ( ) in the spaces provided. Note that some fields may be present in more than one table. Field Name CUSTOMER ORDER ORDER ITEM ITEM Customer name Customer no. Order no. Item no. Mobile no. e-mail address Price Item description Quantity Date Delivery address Paid? [11] A6J1W7 3335 14 [Turn over (b) Each of the tables CUSTOMER, ORDER, ORDER ITEM and ITEM has a key field associated with it. Examiner Only Marks Remark (i) What is the purpose of a key field ? [1] (ii) Identify the key field in the ORDER table. [1] (iii) Identify the key field in the ITEM table. [1] (c) List two queries that would be of use to a User of a new database system at LUNCH EXPRESS. (i) [1] (ii) [1] (d) List one report that could be generated by a new database system at LUNCH EXPRESS that would be of benefit to management. [1] A6J1W7 3335 15 [Turn over 9 Sarah believes that it is essential to establish a connection between the system in place at the restaurant and the one in place at LUNCH EXPRESS so that orders can be placed directly. She has also considered the possibility of the delivery men having hand held devices that would assist the ordering process. Suggest two ways in which orders could be sent between the restaurant and LUNCH EXPRESS. Examiner Only Marks Remark [1] [1] 10 Testing is critically important to the successful implementation of any new system. (a) Give one reason why each of the following must be tested: (i) Hardware [1] (ii) Software [1] (iii) Data [1] (iv) Documentation [1] (v) Procedures [1] A6J1W7 3335 16 [Turn over (b) For the error message displayed below, identify the field that is being tested, the error that has occurred to cause the message to be displayed and the data that should have been entered. Examiner Only Marks Remark Error message 1 (i) What data field is being tested in this case? [1] (ii) Suggest two items of data that might have caused this error. Item 1 [1] Item 2 [1] (iii) What data should have been entered? [1] A6J1W7 3335 17 [Turn over (c) Error message 2 Examiner Only Marks Remark (i) What data field is being tested in this case? [1] (ii) Suggest two items of data that might have caused this error. Item 1 [1] Item 2 [1] (iii) What data should have been entered? [1] A6J1W7 3335 18 [Turn over 11 One of the possible developments of a new system for LUNCH EXPRESS would be the possibility of receiving on-line orders. (a) Give two advantages of on-line ordering for LUNCH EXPRESS. (i) [1] (ii) [1] (b) Identify two reasons other than on-line ordering why LUNCH EXPRESS would benefit from developing an on-line aspect to the business. (i) [1] (ii) [1] THIS IS THE END OF THE QUESTION PAPER A6J1W7 3335 19 Examiner Only Marks Remark 1 SE50.01.31 S 11/06 800 9-068-1 ADVANCED General Certi cate of Education January 2007 Applied Information and Communication Technology Case Study Assessment Unit A2 7 assessing Unit 7: Investigating Systems [A6J11] MONDAY 15 JANUARY, AFTERNOON You must use this clean copy of the Case Study in the examination and not your own annotated copy. A6J11CS A6J1W7 3335.02 CSI LUNCH EXPRESS LUNCH EXPRESS is a small company with big prospects. It is the brainchild of John Davis, owner of a popular restaurant in Belfast City Centre. While managing his restaurant John began to see an opportunity for a different type of lunch time service for customers. He realised that there were customers who liked to come in and sit down to eat at lunchtime and those who came to the restaurant to buy lunch to take away. The sit down customers were generally not daily customers and clearly had lots of time to have leisurely lunches. John recognised that the take away customers were fairly regular daily customers and although a good source of business for the restaurant, they inevitably presented a huge drain on staff resources causing some of the sit down customers to complain about poor service. The take away customers tended to come from shops and of ces as well as local educational establishments. John noticed that these customers were always in a hurry, looking at their watches and trying to see how many people were in the queue in front of them. He also noted that the whole procedure involved in processing the take away customer orders was very rushed, not very ef cient and between the hours of 11.30am and 2.30pm everyone was under extreme pressure. John realised that there might be an opportunity to satisfy both his sit down customers and his take away customers. After considering the situation very carefully, he had a solution in mind and took some advice from business colleagues. He also liaised with relevant agencies able to advise on the development of his business plan as well as sources of funding. John s idea was to set up an order and delivery service which would cater for the same type of take away customer he had observed in his restaurant. By doing this he would protect the sit down aspect of his business while at the same time developing a new streamlined service for customers that he already knew as well as for others that would want to use the service. He decided to nd suitable premises outside the city which he would t out with state of the art kitchens and of ce facilities. This whole process took him almost a year and resulted in the opening of LUNCH EXPRESS ve years ago. The concept of ordering and delivering personalised lunches has proved to be extremely successful, much more so than even John expected. By marketing his idea to the customers he already had, John had a ready-made outlet for his idea. His take away customers were delighted to have their orders delivered for a small additional cost or to at least collect their lunches without wasting their valuable lunch break queuing and waiting for their order to be made up. Once the word got around, other people in a whole range of organisations wanted to use the service. When the company opened, John employed a manager to oversee the whole order, production and delivery process. He also employed seven catering assistants to make the orders and two van drivers to ferry the food around Belfast as well as a secretary to manage the of ce and to receive telephone orders. In the last year John has developed the business even further and now accepts business lunch buffet bookings. This means that an organisation can buy in a ready made lunch for groups of people who may be attending meetings, training days or talks and lectures. It is an easy and quick solution for any organisation and is a lot cheaper than providing a sit down meal. In order to cope with the ever growing demands of the business, John now employs an additional ve A6J1W7 3335.02 CSI 2 catering assistants, another secretary and has increased his driving staff and eet of vans to six in total. LUNCH EXPRESS provides a comprehensive menu for both individuals and groups. Customers can choose from hot or cold menus that include soups, sausage rolls, vol-au-vents, quiches, kebabs, sandwiches (which may be toasted) and rolls of all varieties, lled bagels, pitta breads and a range of salads. The choice of llings and spreads is comprehensive and John always responds to new ideas whenever possible in order to satisfy all demands. Although all aspects of the business are expanding, John s administrative procedures are causing problems. The way orders, pricing and billing worked when he started the business was ne but John recognises that this is no longer the case and problems are arising in all sorts of areas which will affect the success of the business if they are not addressed soon. Orders can be made by individual customers through the restaurant, by telephone or through the van driver. Telephone orders must be received no later than 11am each day. Customers are supposed to use the LUNCH EXPRESS ORDER FORM which they ll in and leave in to the restaurant at least one day in advance of the required order. They can pay at the restaurant or wait and pay the delivery man when their order is delivered. If a customer wishes to pay, the order is priced using the LUNCH EXPRESS PRICE LIST and the order form is marked PAID otherwise it is priced and marked TO PAY . The orders are stacked beside the till and a delivery man collects them at around 4.30 in the afternoon so that they are ready for processing rst thing in the morning. Payments for PAID orders are supposed to be kept separately and sent to LUNCH EXPRESS with the order forms at the same time. When the orders are received at LUNCH EXPRESS, the secretary must check that the total amount of money matches the total value of the orders marked PAID . Unfortunately this is not always the case since mistakes are frequently made because the staff at the restaurant are so busy. Orders received later than 4.30 have to wait until the next time a delivery man is in the area the next morning to collect them. If a member of staff in the restaurant remembers in the morning they will ring and ask for a delivery man to collect additional orders or if they are not too busy, they will ring them through to LUNCH EXPRESS. This can be very time consuming and on several occasions these orders have been overlooked and customers have been very annoyed. Orders can also be telephoned into the of ce by the customer. When a telephone order is received, the secretary notes the required items on a telephone order form which is really the same as the ordinary order form but is titled TELEPHONE ORDER FORM on behalf of the customer. The order is priced using the LUNCH EXPRESS PRICE LIST and the order is again marked PAID if the customer uses a credit card or TO PAY with the amount recorded. Unfortunately sometimes the restaurant staff, delivery men and even the secretary receiving the order forget to mark the order as PAID and there have been a few unpleasant instances that are not good for business. Sometimes a customer insists that the order has already been paid although nothing has been written on the order form. John obviously prefers customers to pay in advance since this method guarantees payment. The delivery men also accept future orders from customers when delivering lled orders. Customers are supposed to complete an order form to give to the delivery man, but sometimes they just give brief details of their requirements. On many occasions important information about A6J1W7 3335.02 CSI 3 [Turn over orders is left out. When the delivery men bring any orders not recorded on an order form into the of ce, the secretary will ll out an order form on behalf of the customer. This is again time consuming and not always accurate. When orders come in to the of ce, whether on LUNCH EXPRESS ORDER FORMS, TELEPHONE ORDER FORMS, or from the delivery men, they are stacked in order of arrival so that the earliest order placed is lled rst. Since the secretary only receives these orders in the late afternoon or early in the morning, there is quite a work load to get through. As the number of orders is increasing all the time, this process is becoming quite pressured. John has tried to streamline procedures at LUNCH EXPRESS. He decided that the orders should be sorted as far as possible so that similar orders were grouped together. His idea was to speed up the production process. This process again takes up a lot of time and has not really improved matters. When lunches are ready the order form is stapled to the brown bag that contains the lunch and these are sorted by delivery area. This sorting process is not done by postcode but by the drivers knowledge of the area. Sometimes this doesn t work out that well and lunches are placed in the wrong delivery batch. For the delivery men, collecting payment isn t straightforward either. Some customers say they have paid when they have not, others complain that the amount they have to pay is incorrect and since the order form does not carry a price list, the delivery men have to write CHECK on the order form. It is then returned to the secretary for recalculation and a further visit by the delivery man. Orders from organisations for business lunch buffets must be recorded on a separate BUSINESS LUNCH EXPRESS ORDER FORM. These must be received by LUNCH EXPRESS at least three days before the event so that all the required food items are in stock. The organisation is sent an invoice for the service and when payment is received a receipt is issued. Because of the increasing variety of choices on offer it is becoming impossible to batch orders. John also realises that he has no real idea of how he can make sure that he has suf cient supplies to ful l the orders and on occasions he has run out of llings or special types of bread because of demand. He has also introduced vegetarian and children s lunch menus to his range and is now struggling to stay on top of the whole business. John has considered the possibility of employing another secretary and investing in some proper computer resources that would speed up the procedures which are entirely manual. He would also like to have some way of accepting internet orders. John realises that he needs expert advice and has decided to employ the services of a consultancy rm. A6J1W7 3335.02 CSI 4 S 11/06 800 9-068-2

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Additional Info : Gce Applied ICT January 2007 Assessment Unit A2 7 - Investigating Systems
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