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GCE MAY 2006 : (A2 7) Investigating Systems

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Centre Number 71 Candidate Number ADVANCED General Certificate of Education 2006 Applied Information and Communication Technology A6J11 Assessment Unit A2 7 assessing Unit 7: Investigating Systems [A6J11] THURSDAY 25 MAY, MORNING 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. A6J1S6 2725 5 5 9 10 10 14 5 6 12 13 11 Total ADVICE TO CANDIDATES 1 2 3 4 5 6 7 8 9 10 11 100 Remark 1 Harry Tracey the Senior Systems Analyst employed by the consultancy company to investigate the existing system intends to extend his investigation of the current system to Carol s customers. By looking through records of past orders, he has estimated that there are around 200 customers who could provide him with information relating to the service provided by CAROL S CATERING COMPANY. Examiner Only Marks Remark (a) Identify one fact finding technique that would be suitable for getting information from this type of group. _______________________________________________________ [1] (b) List two advantages of using this fact finding technique with Carol s customers. 1. _______________________________________________________ _______________________________________________________ [1] 2. _______________________________________________________ _______________________________________________________ [1] (c) List two disadvantages of using this fact finding technique with Carol s customers. 1. _______________________________________________________ _______________________________________________________ [1] 2. _______________________________________________________ _______________________________________________________ [1] A6J1S6 2725 2 [Turn over 2 Harry Tracey has identified several problems with the existing system. He has explained to Carol 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 Harry 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 Home telephone is used for the business as well. Effect on the business 2 Carol sometimes writes down preliminary telephone orders on a yellow post it sticker. 3 Carol sometimes runs out of stock when trying to complete an order. 4 When a payment comes in from a customer Carol has to match up the original order, the invoice and the payment. 5 Carol has no record of the customers who have borrowed equipment. [5] A6J1S6 2725 3 [Turn over 3 Harry is committed to developing a new system for CAROL S CATERING COMPANY that is based on the needs of the Users of the system. He intends to use the most appropriate method available to determine Carol s requirements. He has considered SSADM as an option because it represents a structured approach to the analysis and design process. Examiner Only Marks Remark Four of the stages of this method are listed in the table below and are numbered in the sequence in which they appear in the method. (a) Add three additional stages to the table below that could be considered part of the SSADM method. Stage No. Investigation of the Current Environment Feasibility 1 0 Business System Options 2 Logical Design 5 [3] (b) The activities already listed above are numbered in the sequence in which they occur. Number the additional activities in the sequence in which they should appear. [3] (c) Which of the following are features of SSADM? Feature There is no documentation associated with SSADM SSADM uses a top down approach The USER is not required at any stage of SSADM SSADM covers most of the system life-cycle from feasibility study to system design SSADM does not use Data Flow Modelling SSADM is used in the design stages only SSADM can only be used by large organisations SSADM can be supported by software [3] A6J1S6 2725 4 [Turn over 4 Harry is also considering the possibility of using the technique of Prototyping in the development of the new system. Examiner Only Marks Remark (a) Explain what you understand by the term Prototype. _________________________________________________________ _________________________________________________________ _______________________________________________________ [2] (b) List two advantages of using Prototyping. 1. _______________________________________________________ _______________________________________________________ [1] 2. _______________________________________________________ _______________________________________________________ [1] (c) List two disadvantages of using Prototyping. 1. _______________________________________________________ _______________________________________________________ [1] 2. _______________________________________________________ _______________________________________________________ [1] A6J1S6 2725 5 [Turn over (d) Harry is keen that Carol, David and the Secretary should have no difficulty either entering data into the new system or getting information from the system. Explain two different ways in which Prototyping could help this aspect of the new development. Examiner Only Marks Remark 1. _______________________________________________________ _________________________________________________________ _________________________________________________________ _______________________________________________________ [2] 2. _______________________________________________________ _________________________________________________________ _________________________________________________________ ______________________________________________________ [2] A6J1S6 2725 6 [Turn over 5 As part of his investigation Harry Tracey intends to look at the files already in use by the current system. Examiner Only Marks Remark (a) Two files maintained by the current system are listed below. For each file identified, state the purpose of the file. (i) FILE: CUSTOMER PURPOSE ____________________________________________ _____________________________________________________ ___________________________________________________ [1] (ii) FILE: ORDER PURPOSE ____________________________________________ _____________________________________________________ ___________________________________________________ [1] (b) (i) For the CUSTOMER file noted below, identify the six items of data most likely to be included if the file were to be computerised and linked to the ORDER file. Assume that an order can only be placed by one customer. CUSTOMER 1 2 3 4 5 6 7 8 9 10 11 12 13 14 A6J1S6 2725 Customer Surname Customer Address Invoice Date Item Description National Insurance No. Order No. Customer No. Quantity e-Mail Address Customer First Name Driving Licence No. Telephone No. Date of Service Date of Order [3] 7 [Turn over (ii) For the ORDER file noted below, identify the six items of data most likely to be included if the file were to be computerised and linked to the CUSTOMER file. Examiner Only Marks Remark Assume that an order can only be placed by one customer. ORDER 1 2 3 4 5 6 7 8 9 10 11 12 13 14 Order No. Customer Name Date of Service Postcode National Insurance No. Driving Licence No. Invoice Date Order Item No. Customer No. Date of Order Supplier Address Stock Level Item Cost No. of People [3] (c) Which field in each of the above would connect the two files together in a relational database? _______________________________________________________ [1] (d) What is the purpose of this field? _______________________________________________________ [1] A6J1S6 2725 8 [Turn over 6 If Harry decides to approach the systems development process from a more traditional point of view, he will be required to produce documentation including a Feasibility Report and a Systems Specification. Examiner Only Marks Remark (a) Which three of the following items are likely to form part of a Feasibility Report? 1 2 3 4 5 6 7 Analysis of existing system Report designs Terms of reference Screen designs Inputs User manual Alternative proposals [3] (b) Who prepares the Feasibility Report? _______________________________________________________ [1] (c) Who is the Feasibility Report written for? _______________________________________________________ [1] (d) Describe two functions of a Feasibility Report. 1. _______________________________________________________ _______________________________________________________ [1] 2. _______________________________________________________ _______________________________________________________ [1] (e) Which three of the following items are likely to form part of a Systems Specification? 1 2 3 4 5 6 7 A6J1S6 2725 User manual Program speci cations Cost bene t analysis Technical guide Alternative proposals Test plan Implementation plan [3] 9 [Turn over (f) Who prepares the Systems Specification? Examiner Only Marks Remark ______________________________________________________ [1] (g) Who is the Systems Specification written for? _______________________________________________________ [1] (h) Describe two functions of a Systems Specification. 1. _______________________________________________________ _______________________________________________________ [1] 2. _______________________________________________________ _______________________________________________________ [1] A6J1S6 2725 10 [Turn over 7 The proposed new system is going to be based on database technology and will have web access for customers. This means that customers will be able to place on-line orders any time they want. Examiner Only Marks Remark Carol will still have to cater for customers who will complete paper based order forms and Harry has explained that a new form must be designed. (a) State two advantages for an existing customer of completing an on-line order form instead of a paper based one. 1. _______________________________________________________ _______________________________________________________ [1] 2. _______________________________________________________ _______________________________________________________ [1] (b) Identify three items of information that should be included on any new order form that are not present on the existing order form. 1. _____________________________________________________ [1] 2. _____________________________________________________ [1] 3. _____________________________________________________ [1] A6J1S6 2725 11 [Turn over 8 When the new system is implemented, Carol and David will need some support if there are any problems. There will be support for the software from the consultancy company and they will also require a hardware maintenance contract. Examiner Only Marks Remark (a) If there was a problem with the printers Carol and David install as part of the new system, which one of the following would be the most appropriate source of immediate help? Systems Analyst Call Centre Bulletin Board Help facility in software System Speci cation Project Manager [1] Give two reasons for your answer. 1. _____________________________________________________ [1] 2. _____________________________________________________ [1] (b) If Carol and David want to develop their system the way they have heard other people running similar businesses have done, which one of the following would be the most appropriate source of help? Systems Analyst Call Centre Bulletin Board Help facility in software System Speci cation Project Manager [1] Give two reasons for your answer. 1. _____________________________________________________ [1] 2. _____________________________________________________ [1] A6J1S6 2725 12 [Turn over 9 Carol and David have been extremely impressed by the manner in which Harry has conducted the systems development process for the company. They are very interested in the way he has planned all of the activities and how he has managed to meet all of the deadlines. Harry has suggested that they could use similar techniques to plan some of their bigger events. Indeed Carol has decided to include catering for weddings as part of her business development plan. Examiner Only Marks Remark (a) State two advantages to the company of using Project Management techniques for planning a major event such as a wedding. 1. _______________________________________________________ _______________________________________________________ [1] 2. _______________________________________________________ _______________________________________________________ [1] (b) Harry has mentioned the terms Activity and Duration to Carol. (i) What is meant by the term Activity? _____________________________________________________ ___________________________________________________ [1] (ii) What is meant by the term Duration? _____________________________________________________ ___________________________________________________ [1] A6J1S6 2725 13 [Turn over Carol has identified the tasks she thinks are necessary to plan the catering for an event such as a wedding. A B C D E F G H I J K L Predecessor none A A C C D F G H I J K Activity Meet with customer Identify speci c requirements Create possible menus Generate costings Agree menus Decide numbers Decide quantities Order ingredients Cook food Deliver Serve food Clear up Examiner Only Marks Remark Duration 1 2 3 2 1 1 2 2 6 1 3 2 Activity (c) Complete the GANTT chart below clearly identifying Activities C, D, E, F and G. A B C D E F G H I J K L 123 45 678 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 Duration (hours) [5] A6J1S6 2725 14 [Turn over (d) In Project Management, what is meant by the term Critical Path? Examiner Only Marks Remark _________________________________________________________ _______________________________________________________ [2] (e) Explain one way in which the Critical Path can be altered. _______________________________________________________ [1] A6J1S6 2725 15 [Turn over 10 Harry Tracey is using Data Modelling techniques to help him document the current system at CAROL S CATERING COMPANY. He has decided to draw a set of data flow diagrams to help him understand what exactly is happening at CAROL S CATERING COMPANY at the moment. Examiner Only Marks Remark (a) What is the purpose of drawing a LEVEL-1 diagram? _________________________________________________________ _______________________________________________________ [2] (b) What one element would you expect to find on a LEVEL-1 diagram that does not appear on a Context Diagram? _______________________________________________________ [1] (c) Harry has spent a considerable amount of time examining the way in which the orders are managed within the current system. He has identified all the key processes, files, entities and data flows that are involved and has started to create a set of data flow diagrams to help him document what is currently happening. He has made a list of the processes that he believes are currently carried out when an order is placed with the company as follows: handle customer orders manage supplier accounts manage customer accounts manage stock Although Harry has completed the full Level-1 diagram, he just wants to show Carol and David parts of it to begin with. He wants to fully understand how customer accounts are managed. Harry accidentally left out the names of some data flows and files in the following diagram. A6J1S6 2725 16 [Turn over The partial level-1 diagram shows the manage customer accounts process. Examiner Only Marks Remark Complete the diagram by identifying the missing elements. Write your answers in the numbered spaces provided. M1 (i) completed order details M2 (iv) (ii) (iii) 3 M3 M4 receipt details receipts reminders reminder details (vi) manage customer accounts (vii) a customer (viii) customer payment details M5 (v) (i) ___________________________________________________ [1] (ii) ___________________________________________________ [1] (iii) ___________________________________________________ [1] (iv) ___________________________________________________ [1] (v) ___________________________________________________ [1] (vi) ___________________________________________________ [1] (vii) ___________________________________________________ [1] (viii)___________________________________________________ [1] A6J1S6 2725 17 [Turn over (d) Harry has also noted the importance of maintaining a Data Dictionary for the new System. Examiner Only Marks Remark Explain what is meant by the term Data Dictionary. _________________________________________________________ _________________________________________________________ _______________________________________________________ [2] A6J1S6 2725 18 [Turn over 11 Testing is a major activity in the development of any new computer system. Harry has identified some key areas that must be tested before the computer system that he has specified for CAROL S CATERING COMPANY can be fully implemented. Examiner Only Marks Remark Harry has explained to Carol that he has devised a test plan that he hopes will thoroughly test the system. Harry has created a test file to help conduct some of the test procedures. This file is made up of clean data , that is data containing no errors. (a) What is the purpose of testing the system with this file? _______________________________________________________ [1] Once he has tested the system with this clean data Harry intends to introduce known errors into the data file and to test the system with it again. (b) What is the purpose of testing the system with this file? _______________________________________________________ [1] (c) What would Harry hope to prove by testing the system with this data? _______________________________________________________ [1] A6J1S6 2725 19 [Turn over (d) As part of the testing of the new system, Harry has allowed some orders to be entered by the secretary. Examiner Only Marks Remark The secretary is told to place an order dated 20th April 2006 for services to be provided for a party planned for the 12th December 2006. The secretary enters the data incorrectly. The system displays the following error message when the data is being keyed in. (i) What data fields are being tested in this case? ___________________________________________________ [1] ___________________________________________________ [1] (ii) What error has occurred to cause this message to be displayed? ___________________________________________________ [1] (iii) What data should have been entered? ___________________________________________________ [1] A6J1S6 2725 20 [Turn over (e) A customer has placed an order for a party of 40 people. The order contains a range of food and drinks for each person. A cost per person has been agreed with the customer. The system displays the following error message when the data is being keyed in. (i) What data field is being tested in this case? ___________________________________________________ [1] (ii) Give three examples of the type of error that could have caused this message to be displayed. 1. _________________________________________________ [1] 2. _________________________________________________ [1] 3. _________________________________________________ [1] THIS IS THE END OF THE QUESTION PAPER A6J1S6 2725 21 Examiner Only Marks Remark ADVANCED General Certificate of Education 2006 Applied Information and Communication Technology Case Study Assessment Unit A2 7 assessing Unit 7: Investigating Systems [A6J11] THURSDAY 25 MAY, MORNING You must use this clean copy of the Case Study in the examination and not your own annotated copy. A6J1S6 2725.02 CSI CAROL S CATERING COMPANY Carol Doran is a terrific cook. When she left school, she trained as a chef at catering college and then worked in various restaurants and hotels before she got married to her husband David, a car salesman, ten years ago. People often asked her to help them out at parties or to bake a cake for a special occasion. As her reputation spread she decided to take on private work outside her normal working hours for which she got paid. Before long Carol was taking on so much extra work that it was becoming increasingly difficult to continue both her current full time job at Haven Hotel and maintain all the private contracts that she was asked to fulfil. In fact the demands of having three small children, twin boys and a little girl and keeping both jobs going was just too much. Carol and her husband realised that changes had to be made. After much discussion and advice they decided to launch their own business, Carol s Catering Company . They decided that the range of services they would provide would include: Specialist Cakes (Birthdays, Anniversaries, Weddings, Christenings, Retirements) Sandwiches and Snacks (mostly for lunch events) Parties (Dinner Parties, Engagements, Birthdays, Office Parties) Private Function Catering (Buffets, Business Events, Meetings, Concerts, Funerals) Equipment Rental (Cutlery, Glasses, Dishes, Dinner Services) Waitress Service (Staff from the company would actually serve at an event as well as clear up afterwards) It was agreed that David would help run the administrative side of the business while Carol would concentrate on the cooking. They managed to get some financial assistance to start the company and converted their kitchen to comply with Health and Safety standards and all the regulations associated with food production. The business quickly established an excellent reputation and Carol found herself working harder than ever. She soon employed eight other members of staff, including three assistant cooks, two silver service waitresses, two kitchen staff, and a driver. Sometimes an event required even more help, so Carol had three or four extra staff whom she would call upon to help out part time. Carol would be the first to say that she doesn t have much of an idea about running a business. In fact if the truth were told she is terrible at keeping the paperwork in order. However she is always telling people that she never forgets a recipe and never writes down the ingredients for her own special dishes. It is equally true that David isn t just that good at paperwork either. He is excellent at telling people what services they provide but he has a habit of putting everything to one side and saying that he will see to it later. A6J1S6 2725.02 CSI 2 [Turn over Carol keeps a large notebook beside the telephone in the hall of their home to write down orders. Their home telephone is also their business number. When a customer rings, Carol tries to write down brief details about their requirements and also the date they require the particular service in order to make a preliminary booking. Sometimes, particularly when she is really busy, she writes down a name and telephone number on a yellow post it and tells the customer that she will get back to them. Sometimes the post it sticker gets lost and the customer with it! In the evening, Carol tries to find time to go through the notebook and write the details into a large diary. This lets her see if there are any multiple bookings that she will not be able to manage. When this is done, Carol either rings the customer and says she can t take on the job or she sends the customer out an order form to complete and return. These order forms are very basic and should really give much more information. A sample order form, Document 1 is attached. When the order forms are returned, she places them in date order in a box in the kitchen. As the date approaches (determined by how far down the box she gets), Carol checks her stock of ingredients to make sure everything that she needs is available. If not, Carol writes out a list of items to be ordered the next day. Carol places a daily vegetable order with a local vegetable shop and a weekly grocery order with the local supermarket as well as daily orders when the need arises. These items are delivered accompanied by a delivery note. The vegetable shop and the supermarket also send monthly invoices for payment. Carol knows herself that things are becoming a bit haphazard. She is so busy that sometimes she has no idea what she has in stock and either orders too much or too little. On quite a few occasions recently she has lost a lot of fresh food that would not keep, because of over ordering. Even worse, she found herself so short of the right products twice in the last month that she had to change a menu she had agreed with a customer. Carol realises that this is not good for business. Carol pays for these orders on a monthly basis when an invoice is sent in from the vegetable shop and from the supermarket. When Carol completes an order, for example a party, she tries to get an invoice sent out to the customer as soon as possible. She keeps a copy of the invoices when she remembers so that she can check the payments properly when they come in and because her accountant says that he needs them to balance the books. A sample invoice, Document 2 is attached. Because of the pressure of work, this may take up to three weeks. By the time the customer gets around to paying it may be another three weeks. When a payment comes in from a customer, Carol tries to make sure that the original order, the invoice and the payment all match up. This is a very time consuming activity and means going through the notebook, the orders, the invoice copies and the payments. When she finally gets this sorted out, she will send the customer a receipt. A sample receipt Document 3 is attached. Sometimes Carol also has to send out reminders and this is really difficult to track. A sample reminder Document 4 is attached. With the increase in customers and the range of services provided growing all the time, Carol is having difficulty in keeping track of all her customers. She used to know everyone individually but now when someone rings up and says Hi Carol, remember the party you did for me last year , she frequently makes a mistake with the customer name or event. She has no record of her customers or what they ordered. She hasn t even got a real picture of what the most popular service is. Indeed, she has particular difficulty with her equipment rental service because she does not have a proper list of every item or who has borrowed them. A6J1S6 2725.02 CSI 3 [Turn over David has worked very hard at establishing business contacts that use the catering service frequently. His background in sales has really helped him develop good marketing strategies. Carol has now decided to rent a business unit on the outskirts of the city. This unit will be fully equipped to the highest standard and will have proper parking facilities so that the two vans can be loaded and unloaded easily. Carol has also placed an advertisement in the local press for two secretarial support staff. Although they are very excited about the continued development of the business, Carol and David know that they can no longer sustain the administrative burden. As the business has grown, the paperwork has got totally out of control. They have agreed that they need urgent specialist help and have sought the advice of a computer consultancy firm with a view to installing a computer system to manage the administrative aspects of the business. A6J1S6 2725.02 CSI 4 [Turn over CAROL S CATERING COMPANY ORDER FORM Name: _______________________________ Address: _______________________________ Tel: __________________ _______________________________ ________________________________ Date service required: ____________________ Please complete the details below giving as much detail as possible in the space provided. Service required Description Specialist Cakes Please tell us if it is a birthday, wedding or other special event cake. Please tell us what shape and size. Sandwiches and Snacks Please tell us the type of event and the number of people attending. Tell us if you want some hot snacks as well. Parties Please tell us the type of party and the number of people attending. Tell us what kind of party food you want. Private Function Catering Please tell us the type of function and the number of people attending. Tell us what kind of food you want. Equipment Rental Please tell us the type of equipment and the number of each item you want. Waitress Service Please tell us the type of function and the number of people attending. Tell us what kind of service you want. DOCUMENT 1 A6J1S6 2725.02 CSI 5 [Turn over CAROL S CATERING COMPANY INVOICE To: Mrs. S. O Neill Service provided: Buffet Lunch 42 Woodside Road, Equipment Hire Bangor Waitress Service Co. Down No. of People: 50 Date service provided : 2nd July 2005 26th August 2005 ITEM Price per No. person Sandwiches (variety) Total 6.50 50 325 2.00 50 100 1.50 50 75 Sausage Rolls Sausages Vol au vents (variety) Mini Quiche Bacon Rolls Garlic bread Crumbed Chicken pieces Cheesecake (variety) Eclairs / Meringues Gateau (variety) Red Wine White Wine Soft Drinks Tea Coffee Plates Glasses Cups Saucers Serving dishes Cutlery Waitress (2) for 3 hours at 4.20 25.20 Sub total 525.20 We would be grateful for VAT@17.50% 91.91 prompt payment. Total 617.11 DOCUMENT 2 A6J1S6 2725.02 CSI 6 [Turn over CAROL S CATERING COMPANY RECEIPT To: Mrs. S. O Neill Service provided: Buffet Lunch 42 Woodside Road, Equipment Hire Bangor Waitress Service Co. Down No. of People: 50 Date service provided : 2nd July 2005 12th September 2005 Service cost Sub total 525.20 VAT@17.50% 91.91 Total 617.11 Received with thanks 8th September 2005 Carol Doran DOCUMENT 3 A6J1S6 2725.02 CSI 7 [Turn over CAROL S CATERING COMPANY REMINDER To: Mrs. J. Turner Service provided: Buffet Lunch 64 Windy Lane Equipment Hire LISBURN Waitress Service No. of People: 30 Date service provided : 10th June 2005 1st September 2005 Dear Mrs. Turner, Re: Services provided 10th June 2005 at cost 405.15 I am writing to you to advise you that we have sent you an invoice for payment for the above service on 1st August 2005. Unfortunately, we have still not received payment for the amount shown. I would be most grateful if you could settle this account within the next seven days. If you have any queries regarding the invoice you have received, please contact me at your convenience. Yours sincerely Carol Doran DOCUMENT 4 A6J1S6 2725.02 CSI 8 [Turn over BLANK PAGE A6J1S6 2725.02 CSI 9 BLANK PAGE A6J1S6 2725.02 CSI 10 [Turn over BLANK PAGE A6J1S6 2725.02 CSI 11 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. S 4/06 1000 302507(195) [Turn over

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