Topic 1—System fundamentals (20 hours)

1.1 - System fundamentals (10 hours)

1.2 - System design basics (10 hours)

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1.1 Systems in organizations

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1.1 Systems in organizations

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1.1 Systems in organizations

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1.1 Systems in organizations

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1.1 Systems in organizations
Lesson Objectives:
In this lesson, we will focus on developing essential skills in the field of systems in organizations. By the end of this section, By the end of section 1.1 Systems in
organizations you will be able to:
1. Understanding System Context and Change Management:
• Identify why a new system is needed and describe the importance of change management.
• Outline compatibility issues that can arise from factors like legacy systems or business mergers.
• Compare implementing systems using a client's hardware vs. remote hosting.
• Evaluate different installation processes.
• Discuss potential problems during data migration.
• Suggest various types of testing.
2. User Focus:
• Describe the significance of user documentation.
• Evaluate different methods for providing user documentation.
• Assess various approaches to delivering user training.
3. System Backup:
• Identify causes of data loss.
• Describe the consequences of data loss in specific scenarios.
• Explain methods to prevent data loss.
4. Software Deployment:
• Describe strategies for managing software releases and updates.
By the end of this lesson, you will have a solid understanding of these key topics.
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1.1 Systems in organizations
• Planning and system installation (1.1.1, 1.1.2, 1.1.3, 1.1.4, 1.1.5, 1.1.6,
1.1.7)
• User focus (1.1.8, 1.1.9, 1.1.10)
• System backup (1.1.11, 1.1.12, 1.1.13)
• Software deployment (1.1.14)

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1.1 Systems in organizations
Planning and system installation:
• IT Systems Introduction
This Assessment statement is all about understanding the context. In this topic, especially Topic 1.1, it's crucial to put things
into their own context. So, what's the big picture here? The main context is "Systems." And when we say "systems," we're
not just talking about software systems like the one you work on in your Internal Assessment project. We mean complete IT
systems. That includes the hardware (like computers), the software (like programs), and the people who work together to
handle a specific group of IT services.

• Think of "context" as the background or setting that surrounds a system. It's the situation in which something exists.

• Installing a New System

Imagine you're adding a new app to your phone, like a weather app. You download it, set your location, and start getting
weather updates. Now, think of installing a new system like building a new house. Adding an app is like getting a new gadget
for your house; you plug it in and use it. Installing a system is like constructing an entirely new house – you plan where each
room goes, decide on the layout, and create a whole new living space, not just adding a single gadget. So, they both involve
"installation," but one's about adding a gadget, and the other's about building a brand-new house.

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1.1 Systems in organizations
Planning and system installation:
• Reasons for New Systems

"Implementing a new IT system can happen for various reasons. It might serve a completely new purpose for the organization or
replace an existing system that's no longer efficient, suitable, or up-to-date. The new system aims to reduce errors, enhance
productivity and quality, and cut costs. Developing such systems is a complex, time-consuming process with many stages.“.

• Why Organizations Create New IT Systems

"Organizations create new IT systems for important reasons. Sometimes, it's for new tasks, while other times, it replaces old
systems due to reasons like inefficiency, outdatedness, or misfit.

New systems improve quality, productivity, reduce errors, and may even save costs.

Developing them is like a big project, similar to building a new school – it takes time and effort to solve problems and work more
efficiently."

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1.1 Systems in organizations
Planning and system installation:
• Why Organizations Create New IT Systems

• Inefficiency: Imagine an office using outdated computers that take forever to load files and run software. They decide to implement a
new IT system with faster computers and streamlined software to improve efficiency and save time.

• Not Suitable Anymore: Think of a small clothing store that initially used a basic cash register to ring up sales. As the business grows,
they find the old cash register can't handle the increasing volume of transactions, so they decide to replace it with a modern point-of-
sale (POS) system tailored to their needs.

• Outdated or Redundant: Consider a company using an old, legacy accounting software program. Over the years, it has become
outdated, and there are now more advanced and user-friendly accounting software options available. They decide to switch to a new
system to stay up-to-date.

• Improved Quality and Productivity: Picture a manufacturing plant that relies on manual processes for quality control. They decide to
implement an automated quality control system that can detect defects more accurately and quickly, leading to higher product quality
and productivity.

• Reducing Mistakes: Imagine a hospital that relies on paper-based medical records, which can lead to errors and delays in patient care.
They decide to implement an electronic health records system to reduce mistakes and provide better patient care.

• Lower Costs: Consider a company with a fleet of old, fuel-inefficient vehicles. They decide to invest in a new fleet of energy-efficient
vehicles, which may have a higher upfront cost but will save them money on fuel and maintenance expenses over time.

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1.1 Systems in organizations
Planning and system installation:
(1.1.1, 1.1.2, 1.1.3, 1.1.4, 1.1.5, 1.1.6, 1.1.7)
1.1.1 to 1.1.7 deal with the planning of a new system, and 1.1.1 focuses in on the context of the system, i.e., where is
it, and what the issues are, which you will have to consider in planning a particular IT system. You need to think about
the problems that may be encountered due to the specifics of the context.
1.1.1: Identify the context for which a new system is planned.

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1.1 Systems in organizations
Planning and system installation:
1.1.1: Identify the context for which a new system is planned.
Where: It's about the location of the new system within an organization, just as a football field defines where the game happens (Example:
The new payroll system will be implemented in the HR department).
What: It refers to the new system itself, like a tool or software, which aligns with the organization's goals (Example: We're developing a new
Customer relationship management (CRM) system to streamline customer interactions).
Who: These are the software developers responsible for creating the new system (Example: The IT department's software developers will
design the new website).
When: Planning occurs when changes are needed, such as outdated systems or evolving technology (Example: We're upgrading our security
software due to recent cyber threats).
Why: The purpose is to solve problems or enhance efficiency within the organization (Example: We're introducing a new inventory
management system to reduce stockouts and improve customer satisfaction).
How: This involves the methods and strategies used by software developers, such as breaking the project into smaller tasks and regularly
reviewing progress (Example: We'll use a step-by-step approach, like building a puzzle piece by piece, to create the software).

Breaking down the context using these “when ,where, what, who, why and how" elements helps us understand the reasons behind planning
a new system within an organization.
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1.1 Systems in organizations
Planning and system installation:
1.1.1: Identify the context for which a new system is planned.
Before Creating a New System:
Imagine the systems analyst as a tech detective. They investigate the current system by talking to users, watching how it
works, and checking documents.
Once they have all this info, they evaluate what's good and what needs improvement. Then, they suggest a new system that
should be more productive.
They think about what parts of the old system can still be useful and decide on the new system's hardware and software. They
also consider ethics, like whether the new system might lead to job loss.
For collecting data, they use questionnaires, interviews, observations, current system documents, and user manuals.

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1.1 Systems in organizations
Planning and system installation:
1.1.1: Identify the context for which a new system is planned.
Understanding Why New Systems are Created.
Example 1: Database Management Systems
• New systems often emerge when technology changes. Think about how organizations used to
manage their data with physical files and folders. Then, along came Database Management
Systems (DBMS), which made it faster and more efficient to store and retrieve information.

Example 2: IPv6
• The internet once used IPv4, but as it expanded, its limitations became clear. So, IPv6 was introduced, allowing
more devices to connect with 128-bit addresses instead of 32-bit. This transition is gradual and should be complete
by 2026.
• Remember, new systems bring benefits and challenges. Consider the switch from IPv4 to IPv6 – it offers more
connections and better security but requires time, money, and IT training. It's like upgrading a game on your
computer – exciting but requires some adjustment.
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1.1 Systems in organizations
Planning and system installation:
1.1.1: Identify the context for which a new system is planned.
Understanding Why New Systems are Created.
Example 3 - Smartphones as IDs: Think about if our school uses students' personal smartphones instead of ID cards for school
tasks. It's like using phones to unlock the doors or manage library checkouts. This is a way of implementing a new IT system
that makes school life more modern and convenient.

Example 4 -Upgrading Student Systems: Imagine our school replaces PowerSchool with a completely new system that
helps with sharing class materials and tracking students' progress. It's like getting a fresh and improved way of
managing student information using technology.

Example 5 - AI Entry System: If our school starts using AI-powered turnstiles that remind people to wear masks when
they enter, that's a new IT system in action. It's like having a smart technology at the entrance to help keep everyone
safe.

Example 6 - Better WiFi Network: Updating our school's WiFi network to make it faster and more reliable is a change.
It's like getting a supercharged internet connection that makes everything online work even better
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1.1 Systems in organizations
Planning and system installation:
1.1.1: Identify the context for which a new system is planned.

Discussion question
Facebook wants to change its look and feel and implement a new social media platform.

The new platform will have entirely different features and functionality.

a) Should one person be in charge of the new design specification or two or more people? Why?
b) Do you think this is a good idea for Facebook? Who should they consider when planning?

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1.1 Systems in organizations
Planning and system installation:
1.1.1: Identify the context for which a new system is planned.

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1.1 Systems in organizations
Planning and system installation:
1.1.1: Identify the context for which a new system is planned.

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1.1 Systems in organizations
Planning and system installation:
1.1.1: Identify the context for which a new system is planned.

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1.1 Systems in organizations
Planning and system installation:
1.1.1: Identify the context for which a new system is planned.
Feasible: possible to do easily or
conveniently

What is the feasibility approach to

a project?
A feasibility study aims to provide
an independent assessment that
examines all aspects of a proposed
project, including technical,
economic, financial, legal, and
environmental considerations. This
information then helps decision-
makers determine whether or not
to proceed with the project.

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1.1 Systems in organizations
Planning and system installation:
1.1.1: Identify the context for which a new system is planned.
Exams Questions and Answers:
Question 1: What is the importance of understanding the context in which a new system is planned? Give an example.

Answer: Understanding the context helps ensure that the new system meets the specific needs and goals of the organization.
It prevents the development of a system that doesn't align with organizational objectives.

Example: Imagine a retail company planning to implement a new inventory management system. Understanding the context
involves considering factors like the company's size, the number of stores, and the types of products they sell. If they fail to do
so, they might end up with a system that can't handle their large inventory or product variety.

Question 2: Provide an example of a situation where a new system might be needed in an organization.

Answer: Example: An organization's manual paper-based payroll system is error-prone and time-consuming. They plan to
implement a new automated payroll system to improve accuracy and efficiency.
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1.1 Systems in organizations
Planning and system installation:
1.1.1: Identify the context for which a new system is planned.
Question 3: Explain why it's crucial for an organization to appreciate the extent and limitations of a new system before
implementation. Give an example.
Answer: Appreciating the extent and limitations helps manage expectations. It ensures that the organization understands
what the new system can and cannot do, reducing unrealistic expectations and potential disappointment
Example: If a company plans to implement a new customer relationship management (CRM) system, they should appreciate
its limitations. For instance, the CRM system might not provide all the features they desire, but understanding this in advance
prevents disappointment.

Question 4: What are some organizational issues related to the installation of new systems that should be considered? Give
an example.

Answer: Organizational issues include user roles and responsibilities, training needs, data migration, integration with existing
systems, and potential resistance to change among employees.

Example: When a hospital installs a new electronic health records (EHR) system, they must address organizational issues. This
includes defining who has access to patient records (user roles), training doctors and nurses on the new system, ensuring old
patient data is migrated accurately, and managing potential resistance from staff accustomed to paper records. 22
1.1 Systems in organizations
Planning and system installation:
1.1.1: Identify the context for which a new system is planned.
Question 5:

Why is it essential to define user roles and responsibilities when implementing a new system? Give an example [3]

Answer: Defining user roles ensures that everyone knows their responsibilities within the system. It helps streamline
processes, prevents conflicts, and ensures a smoother transition to the new system.

Example: In a university implementing a new online learning platform, user roles must be defined. Professors, students, and
administrators should have distinct responsibilities. Professors may upload course materials, students access content, and
administrators manage user accounts, ensuring a clear division of tasks.

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1.1 Systems in organizations
Planning and system installation:
1.1.2: Describe the need for change management.
Please click the link below to watch the video
https://youtu.be/M7w3bjSbMrg

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1.1 Systems in organizations
Planning and system installation:
1.1.2: Describe the need for change management.
When creating a new system, it's not just about design; it's also about planning a smooth transition from the old to the new
system. This is where change management comes in. Change management is like a detailed roadmap that helps us handle
these challenges effectively. It involves carefully planning, training, and coordinating the shift from the old system to the new
one.

This means thinking about many important factors, including:

• Managing people, departments, and organizations through the transition from the old system to the new one.

• Maximizing benefits and minimizing disruption so that stakeholders accept the change.

• Resolving planning issues to ensure a successful system implementation.

A proper plan is crucial for the successful change from the old system to the new one. Important factors to consider include
employee training and deciding how the new system will be implemented, whether through Parallel running, pilot running,
direct changeover and phased conversion ( section 1.1.5).

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1.1 Systems in organizations
Planning and system installation:
1.1.2: Describe the need for change management.
• Employee Training: We must ensure that everyone knows how to use the new system. For example, if a company switches to
new accounting software, employees need training on how to use it efficiently.

• Implementation Strategy: How will we make the change happen? Will we switch to the new system all at once (direct
changeover), run both systems side by side (parallel running), try it out in smaller parts (pilot projects), or roll it out step by
step (phased implementation)?

• Inadequate Hardware: Sometimes, the old hardware isn't up to the task of running the new system smoothly. For instance, if
you're upgrading to the latest video editing software, your old computer might not have the power to handle it.

• Continuous Business Operations: Often, businesses must keep running smoothly even as they implement a new system. For
example, an online retailer can't afford to shut down its website while upgrading its e-commerce platform.

• Compatibility Issues: The new software may not work well with existing software and data. Think of it as trying to run a
modern smartphone app on an ancient phone with limited capabilities.

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1.1 Systems in organizations
Planning and system installation:
1.1.2: Describe the need for change management.
• Misaligned with Business Needs: Sometimes, the new system isn't actually designed to meet the specific needs of the
business. For instance, if a restaurant adopts a reservation system that doesn't account for peak hours, it can cause
scheduling chaos.

• Installation and Configuration: Finally, installing and configuring the new system can be time-consuming and complex, often
requiring someone with specialized knowledge.

Example:

Imagine your school decides to replace the old paper-based grading system with a new digital one. Without a plan, it could be
chaotic. Change management, in this case, would involve training teachers to use the new digital grading system and deciding
whether to implement it for all subjects at once or roll it out gradually, like starting with just one grade level. This thoughtful
approach ensures a smoother transition and helps avoid confusion and disruptions.

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1.1 Systems in organizations
Planning and system installation:
1.1.2: Describe the need for change management.
Exams Questions:
Question 1: What is change management, and why is it important when implementing a new system? Give an example? [3]

Question 2: List three common factors that need to be managed during a system change to ensure its success. Give an
example. [3]

Question 3: Explain why employee training is a critical component of change management during a system implementation.
Give an example. [3]

Question 4: How can effective communication play a crucial role in change management? Give an example. [3]

Question 5: Describe one potential effect on employees if change management is not adequately implemented during a
system change. Give an example. [3]

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1.1 Systems in organizations
Planning and system installation:
1.1.3: Outline compatibility issues resulting from situations including legacy systems or business mergers.
Think of Windows, Linux, and Mac OS as different types of computers. Sometimes, they can't work together smoothly because
they speak different "languages." They can share certain documents like RTF or PDF files, but they can't run the same software.
For example, even if you have MS Word on both Windows and Mac, they're not exactly the same program.

Now, imagine two businesses with their own unique computer systems. When these businesses merge, it becomes a big
challenge to make their systems work together. Here are some issues that can come up:

• Language Differences: Imagine one business speaks English, and the other speaks French. They need to find a way to
understand each other.

• Using Old Systems: If one business uses an older version of a system, it's like speaking an old, outdated language. They have
to figure out how to connect with the more modern system of the other business.

• Compatibility with Devices: Imagine if you have a laptop that only works in your room, but you need it to work in other
parts of the house. That's similar to making sure employees' laptops can function in different departments after a merger.

• Unit Systems: If one business uses pounds and inches, and the other uses kilograms and centimeters, they need to agree on
which measuring system to use.

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1.1 Systems in organizations
Planning and system installation:
1.1.3: Outline compatibility issues resulting from situations including legacy systems or business mergers.
• Software Differences: It's like one business using Microsoft software and the other using IBM software. They need to decide
which software to keep using or find a way for them to work together.

So, when different systems need to cooperate, it's a bit like making sure people who speak different languages can understand
each other and work together effectively. Sometimes, when different computer systems meet, they don't get along smoothly.
This can happen when old systems (like legacy systems) or when two businesses merge. Here are some common examples:

• Legacy Systems: Imagine using an old video game console with modern games. They might not work together because the
technology is different. Similarly, old computer systems might not work well with new ones. Another example:Think of trying
to play a classic Nintendo game on a modern PlayStation. The old game isn't designed to work on the new system, so it won't
run smoothly.

• Business Mergers: When two companies join forces, their computer systems might not speak the same "language." It's like if
two people who speak different languages try to have a conversation. Another example:Imagine a company in the USA
merging with a company in Europe. They might use different measurement systems (like using inches and centimeters) or
different software (like using Microsoft and IBM). Getting everything to work together smoothly can be a big challenge, like
making sure everyone speaks the same language during a big international meeting.
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1.1 Systems in organizations
Planning and system installation:
1.1.3: Outline compatibility issues resulting from situations including legacy systems or business mergers.
Exam Questions :
Below Question to make you understand compatibility issues resulting from legacy systems or business mergers in
the context of systems in organizations.
Question 1:

Explain what is meant by "legacy systems" in the context of compatibility issues. Provide an example.

Question 2:

Discuss two common compatibility issues that arise when two businesses merge. Provide examples for each.

Question 3:

How can compatibility issues resulting from legacy systems or business mergers be mitigated or resolved? Provide two
strategies, along with examples.

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1.1 Systems in organizations
Planning and system installation:
1.1.4: Compare the implementation of systems using a client’s hardware with hosting systems remotely.
When it comes to setting up computer systems, there are two main approaches: using a client's hardware or hosting systems
remotely.

Client's Hardware:

Imagine you have your own computer at home. You control everything about it, from the software you use to the way it's set
up. This is similar to how some companies have their own computer systems. They manage and control everything themselves,
just like you do with your personal computer.

Remote Hosting (Software-as-a-Service - SaaS):

Now, think of a different scenario. Instead of having your own computer, you use a powerful computer owned by someone
else. This computer is located far away, but you can access it through the internet, just like when you play an online game.
Companies can do something similar, where they don't run their own computer systems but use servers from a software
company. These servers are managed and maintained by the software company, not the client.

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1.1 Systems in organizations
Planning and system installation:
1.1.4: Compare the implementation of systems using a client’s hardware with hosting systems remotely.
Benefits and Drawbacks of SaaS (Software-as-a-Service):

Benefits:

• Cost-Efficiency: Organizations can save money on hardware and IT staff because the software company handles maintenance and
updates.

• Expertise: Software companies are experts in managing their systems, which can lead to better performance and reliability.

• Accessibility: Users can access the software from anywhere with an internet connection, promoting flexibility and remote work.

Drawbacks:

• Data Security: Trusting another company with sensitive data can pose security risks.

• Time Zone Challenges: If the server is in a different time zone, maintenance or updates may disrupt the workday for users.

• Time Zone Challenges: If the server is in a different time zone, maintenance or updates may disrupt the workday for users.
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1.1 Systems in organizations
Planning and system installation:
1.1.4: Compare the implementation of systems using a client’s hardware with hosting systems remotely.
Benefits and Drawbacks of SaaS (Software-as-a-Service):

Example of SaaS: One popular example of SaaS is Microsoft 365 (formerly known as Office 365). Instead of installing Microsoft Office
software on individual computers, users can access it online. The software runs on Microsoft's servers, and users can create, edit, and
share documents from anywhere with an internet connection. Microsoft manages the servers, ensures updates, and offers support,
making it a convenient choice for many organizations.

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1.1 Systems in organizations
Planning and system installation:
1.1.4: Compare the implementation of systems using a client’s hardware with hosting systems remotely.
Exam Questions :
Question 1:

Compare the implementation of systems using a client's hardware with hosting systems remotely. Provide advantages and
disadvantages for each approach.

Question 2:

Discuss the impact of internet connectivity on the implementation of systems using client hardware versus hosting systems
remotely. Provide an example.

Question 3:

Explain the role of scalability in the comparison between using a client's hardware and hosting systems remotely. Provide a
real-world example for each scenario.

Question 4:

Explain the concept of SaaS (Software-as-a-Service) and provide a real-world example of a SaaS application.
1.1 Systems in organizations
Planning and system installation:
1.1.5: Evaluate alternative installation processes.

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1.1 Systems in organizations
Planning and system installation:
1.1.5: Evaluate alternative installation processes.
When you're changing from one system to another, like switching to a new email platform, there are different ways to do it. Each way
has its pros and cons.

Direct Changeover: Imagine you buy a new game for your console and stop playing your old one right away. It's the quickest and
cheapest way, but what happens to all your old game progress? Direct Changeover is like that. You immediately switch to the new
system and stop using the old one. If there are issues, it can be a big problem.

Pros and Cons of Direct Changeover: "Overnight" Replacement

Advantages:

• Cost-Effective: Direct changeover is the least expensive method because you don't need to maintain both old and new systems
simultaneously.

• Immediate Readiness: The new system is ready to go as soon as the switch happens. There's no need for a transition period.

Disadvantages:

• Lack of Backup: If the new system encounters issues or fails, there's no backup or fallback option. It's like having only one car, and if
it breaks down, you're stuck without transportation.
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1.1 Systems in organizations
Planning and system installation:
1.1.5: Evaluate alternative installation processes.
Parallel Running: Think of having two game consoles, and you play the same game on both. It's extra work, but if one console
has issues, you still have the other. Parallel Running is like that. You use both the old and new systems at the same time. Once
you're sure the new system works well, you can stop using the old one.
Pros and Cons of Parallel Running: Using Both Old and New Systems Simultaneously

Advantages:

• Data Safety Net: If the new system encounters problems or fails, the old system serves as a reliable backup. It's like having a spare tire in your car in
case one goes flat.

• Training Opportunity: Staff can learn how to use the new system while still relying on the old one. It's like taking driving lessons while keeping your
current driver's license.

• Easy Comparison: You can easily compare the outputs of the new system with the existing one, making it simpler to test and ensure everything works
as intended (planned).

Disadvantages:

• Higher Costs: Running both systems at the same time can be costly. It's like paying for two different streaming services when you only need one.

• Time-Consuming: Operating both systems simultaneously takes more time and effort, which can slow down daily operations. It's similar to trying to
read two books at once—it's possible but not very efficient.
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1.1 Systems in organizations
Planning and system installation:
1.1.5: Evaluate alternative installation processes.
Pilot Running: Testing Before Full Launch

In pilot running, the new system is like a trial run. It's tested with a small group within the organization first. Once everything works
smoothly and any issues are fixed, it's rolled out to everyone.

• Example: Imagine your school wants to introduce a new online homework system. They start by letting a few classes test it out. If
everything goes well and they fix any problems, they make it available to all the students and teachers.

• Pros and Cons of Pilot Running: Testing in One Part Before Full Rollout

Advantages:

• Localized Impact: If the system fails, it only affects one part of the business, like one supermarket in a chain. It's like testing a new
recipe in one kitchen—if it doesn't turn out well, it doesn't ruin the whole meal.

• Cost-Efficient: Pilot running is usually less expensive than parallel running because you're not maintaining two systems
simultaneously.

• Training Opportunity: Staff can get hands-on training in the pilot facility, which helps them learn how to use the new system
effectively.
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1.1 Systems in organizations
Planning and system installation:
1.1.5: Evaluate alternative installation processes.
Pilot Running: Testing Before Full Launch

Disadvantages:

• Pilot Facility Impact: If the system fails during testing, work at the pilot facility can be disrupted, affecting that specific part of
the business.

• Potential Data Loss: If the pilot system fails, there's a risk of data loss, which can impact the information collected during the
testing phase. It's like losing a few ingredients while experimenting with a new recipe.

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1.1 Systems in organizations
Planning and system installation:
1.1.5: Evaluate alternative installation processes.
Phased conversion (Implementation): Let's say your school gets a new website. They start by putting new stuff on the new site but
keep the old one running with all the old info. Gradually, they move old stuff to the new site, so you rely more on the new one over
time. It's a smoother way to change. Eventually, the old site is completely replaced.

Pros and Cons of Phased Conversion (Implementation): Replacing the Old System Step by Step.

Advantages:

• Testing Opportunities: Each part of the new system can be thoroughly tested before moving on to the next, reducing the chances of
issues cropping up later. It's like checking each ingredient before adding it to a recipe.

• Learning stages: Staff can learn to use the new system gradually, which can be more manageable than trying to learn everything all
at once. It's similar to learning new dance moves one step at a time.

Disadvantages:

• Lack of Backup: If a part of the new system fails during implementation, there may not be a backup to rely on, which can disrupt
operations.

• Complexity Challenge: For very complex systems, introducing them in parts can be difficult to coordinate and manage effectively.
It's like trying to assemble a complicated puzzle piece by piece.
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1.1 Systems in organizations
Planning and system installation:
1.1.5: Evaluate alternative installation processes.

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1.1 Systems in organizations
Planning and system installation:
1.1.5: Evaluate alternative installation processes.
Exam Questions
Question 1:
Define and compare the three common installation processes: direct changeover, parallel running, and phased
implementation. Provide an example for each.
Question 2:
Explain the advantages and disadvantages of direct changeover as an installation process. Provide a real-world example of
when direct changeover might be suitable.
Question 3:

Discuss the advantages and disadvantages of parallel running as an installation process. Provide a real-world scenario where
parallel running would be beneficial.

Question 4:

Evaluate the advantages and disadvantages of phased implementation. Provide a real-world scenario where phased
implementation is a suitable approach.
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1.1 Systems in organizations
Planning and system installation:
1.1.6: Discuss problems that may arise as a part of data migration.
Data migration = moving data
Data migration can be as easy as copying a file from one device to another, like using a USB flash drive. But it can also get quite
complicated when huge databases need to share information across countries, even when dealing with different time zones.
When moving data from an old system to a new one, several issues can arise:
Incompatible File Formats: Imagine trying to open a file with a brand-new software that doesn't recognize the format. It's like
trying to play a new video game on an old console that doesn't support it.

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1.1 Systems in organizations
Planning and system installation:
1.1.6: Discuss problems that may arise as a part of data migration.
Incompatible or Obsolete Data Structures: Think of data structures as the organization of information. If the new system
doesn't understand how the old system organized data, it's like trying to read a book in a language you don't understand.

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1.1 Systems in organizations
Planning and system installation:
1.1.6: Discuss problems that may arise as a part of data migration.
Validation Rule Changes: If the new system has different rules for what's acceptable data, your old data might not fit. It's like
trying to use an expired ticket to enter an event.

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1.1 Systems in organizations
Planning and system installation:
1.1.6: Discuss problems that may arise as a part of data migration.
Transfer Errors: Errors can occur during data transfer, like missing pages in a book when you're photocopying it.

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1.1 Systems in organizations
Planning and system installation:
1.1.6: Discuss problems that may arise as a part of data migration.
Changed Character Sets: If characters in your data change, it's like letters in a word suddenly appearing differently, leading to
misinterpretation.
Changed Units: If the new system interprets measurements differently, like using Celsius instead of Fahrenheit for
temperature, it can lead to misunderstandings.

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1.1 Systems in organizations
Planning and system installation:
1.1.6: Discuss problems that may arise as a part of data migration.
Exams Questions and Answers
Question 1:
Discuss the potential problems associated with incompatible file formats during data migration. Provide an example to illustrate
this issue.
Question 2:
Explain how changes in character sets can lead to misinterpretation of data during migration. Provide a real-world scenario
where this issue can occur.
Question 3:
Describe the potential problems related to data loss when transitioning from legacy systems to modern systems during
migration. Provide an example of a situation where data loss can occur.
Question 4:
Discuss how validation rule changes in a new system can render old data unusable during data migration. Provide an example to
illustrate this challenge.
Question 5:
Describe what transfer errors are in the context of data migration and provide two examples of transfer errors that might occur
66
during a migration process.
1.1 Systems in organizations
Planning and system installation:
1.1.7: Suggest various types of testing.
Click the link below to watch different type of testing:

https://www.youtube.com/watch?v=YaXJeUkBe4Y

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1.1 Systems in organizations
Planning and system installation:
1.1.7: Suggest various types of testing.
Here are various types of testing:

Static Testing and Dynamic Testing are two fundamental approaches to software testing:

• Static Testing: is a software testing technique that doesn't involve code execution. It's about reviewing and analyzing the software or its
documentation to find defects without actually running the program. Examples: Static testing methods include code reviews, inspections,
walkthroughs, and requirements analysis.

Benefits of Static Testing : It helps identify issues early in the development process, making it cost-effective and efficient. It's excellent for finding design
flaws, coding errors, and inconsistencies in requirements.

Limitations: Static testing cannot detect runtime errors or issues related to the software's actual execution.

• Dynamic Testing: involves executing the software and evaluating its behavior while it's running. It aims to find defects related to the program's
runtime behavior. Examples: Dynamic testing methods include unit testing, integration testing, system testing, regression testing, and performance
testing.

• Benefits: Dynamic testing uncovers runtime errors, functional issues, and performance bottlenecks. It verifies that the software operates as expected
under various conditions.

• Limitations: Dynamic testing typically occurs later in the development cycle and may not catch all design or requirement issues.

In summary, static testing focuses on inspecting software artifacts (are typically created during the software development process) without execution,
while dynamic testing evaluates the software's behavior during execution. Both approaches are essential for comprehensive software quality assurance,
with static testing emphasizing early defect detection and dynamic testing addressing runtime behavior and functionality. 73
1.1 Systems in organizations
Planning and system installation:
1.1.7: Suggest various types of testing.
Click the link blow to watch difference between Black-box testing, and White-box testing:

https://www.youtube.com/watch?v=ucmIS3z7mqc

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1.1 Systems in organizations
Planning and system installation:
1.1.7: Suggest various types of testing.
Black-box testing, and White-box testing are two distinct methods for testing software, each with its own approach and
objectives:

• Black-box Testing: (also known as functional testing): is a testing approach that treats the software as a "black box." Testers
examine the software's functionality without knowledge of its internal code or structure. They focus on inputs, outputs, and
how the software behaves based on various inputs. Examples: Functional testing, acceptance testing, and system testing are
common black-box testing methods.

• Benefits: Black-box testing is excellent for evaluating the software's behavior from a user's perspective. Testers can identify
issues related to functionality, usability, and compatibility.

• Limitations: Testers might not discover certain types of defects, such as those related to specific code paths or internal data
structures. It can be less effective in finding vulnerabilities or security issues.

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1.1 Systems in organizations
Planning and system installation:
1.1.7: Suggest various types of testing.
• White-box Testing: (also known as clear-box or structural testing): Examines the internal workings of the software. Testers
have knowledge of the software's code, architecture, and internal logic. They design test cases based on this understanding.
Examples: Unit testing, code coverage analysis, and control flow testing are typical white-box testing techniques.

• Benefits: White-box testing is effective at uncovering defects related to code quality, control flow, and internal data
structures. It's useful for improving code reliability and security.

• Limitations: White-box testing may not fully address functional or behavioral aspects of the software. It can be time-
consuming, especially for large and complex systems.

In summary, black-box testing assesses the software's functionality from an external perspective, while white-box testing
delves into the internal code and logic. Both approaches are valuable for comprehensive software testing, with black-box
testing emphasizing user-focused functionality and white-box testing addressing code quality and structure. Depending on the
testing goals and objectives, organizations may use one or both of these methods as part of their quality assurance processes.

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1.1 Systems in organizations
Planning and system installation:
1.1.7: Suggest various types of testing.
Automated Testing: Using automated scripts to conduct repetitive tests quickly and consistently.
Automated testing is a method in software testing that makes use of special software tools to control the execution of tests and
then compares actual test results with predicted or expected results.
• All of this is done automatically with little or no intervention from the test engineer.
• Automation is used to add additional testing that may be too difficult to perform manually of when the body of code that
needs to tested is vast.
Example : Imagine a robot that checks if all the buttons on a remote-control work by pressing them repeatedly.
Click the link to watch the video: https://www.youtube.com/watch?v=Nd31XiSGJLw

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1.1 Systems in organizations
Planning and system installation:
1.1.7: Suggest various types of testing.
• Alpha Testing: performed by testers who are usually internal employees of the organization. Alpha testing performed at
developer's site. Alpha Testing: It's done by internal employees, like company workers testing a new app before anyone else.
For example, employees trying out a new company software at the office.

• Beta Testing: Beta Testing: Clients or end users outside the organization test the product. For example, gamers trying a new
video game before its release. To outline what is meant by Beta testing is the phase in software development where a select
group of external users evaluates a software product before its official release to identify and address issues and gather
feedback.

• User Acceptance Testing (UAT): Letting end-users test the software to ensure it meets their needs. User Acceptance Testing
(UAT): When real users try out the software to check if it works the way they want. For example, students testing a new
classroom app to see if it's easy to use,

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1.1 Systems in organizations
Planning and system installation:
1.1.7: Suggest various types of testing.
Exam Questions and Answers:

Question 1: Describe what Black-Box Testing is and provide an example scenario where Black-Box Testing would be applicable.

Question 2: Explain the concept of White-Box Testing and provide a real-world example where White-Box Testing would be
beneficial.
Question 3: Define the term "Static Testing" in software testing and provide an example scenario where Static Testing can be
applied.
Question 4: What is Dynamic Testing in software testing and give an example of a situation where Dynamic Testing is essential.
Question 5: Explain what Beta Testing is and provide an example of a product or service that commonly undergoes Beta
Testing.

Question 6: Describe what Automated Testing is and provide an example of a scenario where Automated Testing would be
advantageous in a software development project.

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1.1 Systems in organizations
User focus:
1.1.8: Describe the importance of user documentation..

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1.1 Systems in organizations
User focus:
1.1.8: Describe the importance of user documentation.
User documentation matters (important) because:

• Guidance: It provides users with a reference guide, ensuring they can effectively utilize a system very easy.

• Clarity: Clear instructions help users discover and utilize less obvious features.

In essence, user documentation ensures that users can make the most of a system by offering clear guidance and uncovering
hidden functionalities.

Users are not developers. Users are like everyday drivers, not car designers. Good user documentation acts as their GPS. Simpler
documentation speeds up system adoption, reducing training needs. Users are non-technical people; they only need to know
how to use the system. Therefore, the user documentation does not involve detailed explanations of how the system works.

• A well-made user documentation guides the user through using the system and thus increases productivity.

• If the user documentation is simple, system implementation can happen faster because users require less training to learn how
to use the new system.

Example: Imagine getting a new smartphone with clear instructions on how to use its features. It makes things easier, right?

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1.1 Systems in organizations
User focus:
1.1.8: Describe the importance of user documentation.
Exam Questions and Answers
Question 1:
Explain why user documentation is important when implementing a new computer system.
Question 2:
Describe the potential consequences of inadequate user documentation for a complex computer system.
Question 3:

Provide an example of how user documentation can facilitate the adoption of a new system.

Question 4:
Discuss the role of user documentation in reducing training costs during the implementation of a new computer system.

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1.1 Systems in organizations
User focus:
1.1.9: Evaluate different methods of providing user documentation.

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1.1 Systems in organizations
User focus:
1.1.9: Evaluate different methods of providing user documentation.

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1.1 Systems in organizations
User focus:
1.1.9: Evaluate different methods of providing user documentation.
Help Files: Files supplied together with the system. They can usually be called up with a button in the system.

• Advantage: Accessible while using the program, offering general instructions and major error solutions.

• Disadvantage: Only available after system installation, limited to general errors, lacks search functionality.

• Example: Imagine you've installed a new graphic design software, and when you encounter a problem while editing an image, you click on the
"Help" button within the software. A window pops up with detailed instructions and troubleshooting tips.

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1.1 Systems in organizations
User focus:
1.1.9: Evaluate different methods of providing user documentation.
Online Support: Special web service hosted by the system's developer to provide user documentation.

• Advantage: Extensive, continuously updated, offers live support, and has search capabilities.

• Disadvantage: Requires an internet connection, live support can be challenging for tech novices. – Live support does not work quite well with
users unfamiliar with computers when they have to explain their problem (“I clicked 'that' button and then something happened!”)

• Example: Picture signing up for a social media platform and needing assistance with account settings. You visit their website and find an
extensive support section with FAQs, articles, and even a live chat option for real-time help.

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1.1 Systems in organizations
User focus:
1.1.9: Evaluate different methods of providing user documentation.
Printed Manuals: Manuals printed on paper and supplied together with the system.

• Advantage: Can be read beforehand (can be read through by users before starting to work with the new system) , provides installation
assistance, always available.

• Disadvantage: Prone to being lost (Can be lost / misplaced), often limited in content, may not receive regular updates.

• Example: When you purchase a new smartphone, it comes with a printed booklet in the box. This booklet provides step-by-step instructions
on setting up your phone, using its features, and troubleshooting common issues.

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1.1 Systems in organizations
User focus:
1.1.9: Evaluate different methods of providing user documentation.
Exams Questions and Answers:
Question 1:
Explain the advantages and disadvantages of providing user documentation through printed manuals.
Question 2:
Describe the benefits and drawbacks of offering user documentation in the form of online support.
Question 3:
Discuss the benefits and limitations of delivering user documentation via help files.

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1.1 Systems in organizations
User focus:
1.1.10: Evaluate different methods of delivering user training.

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1.1 Systems in organizations
User focus:
1.1.10: Evaluate different methods of delivering user training.

Training is important!
• Training end-users in using a new system is very important as productivity greatly depend on how familiar they are with a
system.

• Effective user training is an essential part of introducing a new system.

Methods of delivering user training:

• Self-instruction

• Formal classes

• Remote/Online training

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1.1 Systems in organizations
User focus:
1.1.10: Evaluate different methods of delivering user training.
Self-instruction:Users can learn how to use a new system on their own, provided they have the right material to learn
from. It can take the form of reading a manual or watching a tutorial.

Advantage:

• Cost-Effective: Users can learn at their own pace without the need for expensive instructors.

• Flexibility: Suited for experienced users who prefer self-guided learning.

Disadvantage:

• Not Suitable for Everyone: Not ideal for those unfamiliar with technology or who require structured guidance.

Example: Scenario: Jane is a seasoned computer user and needs to learn how to use a new software program at work.

• Approach: She reads the software manual and explores the program on her own.

• Advantage: Cost-effective and flexible for experienced users.

• Disadvantage: Not suitable for beginners or those requiring structured guidance.

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1.1 Systems in organizations
User focus:
1.1.10: Evaluate different methods of delivering user training.
Formal Classes : Users sitting in a classroom listening to an instructor who shows and explains how to use the system. This type of
training is useful to train large amounts of staff as it is effective and relatively cheap, but if the size of the classes is too big, there is little
time to deal with individual problems and questions.

Advantage:

• Effective for Large Groups: Useful for training a large number of staff simultaneously.

• Cost-Efficient: Generally, more cost-effective than personal training.

Disadvantage:

• Limited Personalization: Instructors may have limited time to address individual questions or needs.

Example: Scenario: A company introduces a new accounting software for its employees.

• Approach: They organize group training sessions where an instructor teaches employees how to use the software.

• Advantage: Effective for a large group and cost-efficient.

• Disadvantage: Limited personalization in a classroom setting.

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1.1 Systems in organizations
User focus:
1.1.10: Evaluate different methods of delivering user training.
Remote / Online training: An instructor training one user or a small group of users by some kind of remote connection (Skype, Google
Hangouts, Face time, etc.). This is the most effective way of training as training can be suited to user's needs and abilities, while being
instructed by a professional that caters to specific needs.

Advantage:

• Highly Effective: Tailored to individual users' needs and abilities.

• Quality Interaction: Allows for direct interaction with instructors, even when physically apart.

Disadvantage:

• High Cost: Can be expensive compared to other training methods due to personalized instruction.

Example: Scenario: A graphic design company hires a remote instructor to train a new designer.

• Approach: The instructor conducts personalized training sessions via video conferencing.

• Advantage: Highly effective with tailored instruction.

• Disadvantage: More expensive than other methods due to personalization.

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1.1 Systems in organizations
User focus:
1.1.10: Evaluate different methods of delivering user training.

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1.1 Systems in organizations
User focus:
1.1.10: Evaluate different methods of delivering user training.
Exam Questions and Answers:
Question 1:
Explain the concept of self-instruction as a method of user training. What are its advantages and limitations?

Question 2:

Describe formal classes as a method of user training. What are the benefits and challenges associated with formal
classes?

Question 3:
Explain remote/online/personal training as a method of user training. What makes this method effective, and what
are its drawbacks?

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1.1 Systems in organizations
System backup:
1.1.11: Identify a range of causes of data loss.

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1.1 Systems in organizations
System backup:
1.1.11: Identify a range of causes of data loss.

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1.1 Systems in organizations
System backup:
1.1.11: Identify a range of causes of data loss.

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1.1 Systems in organizations
System backup:
1.1.11: Identify a range of causes of data loss.
Causes of Data Loss:

• Power Outage During Storm: When severe weather disrupts electricity, computers may shut down unexpectedly, potentially
leading to data loss. Example: Imagine you're working on an important document, and suddenly, a severe thunderstorm
causes a power outage. You hadn't saved your work, and as a result, the unsaved changes are lost when your computer shuts
down.

• Defective Hard Drives: Faulty hardware components, particularly hard drives, can result in data corruption or loss. Example:
Over time, the hard drive in your laptop develops a physical defect, causing it to fail. As a result, you're unable to access the
files stored on that drive

• System Crashes: Software or hardware failures, like system crashes, can cause data to become inaccessible or corrupted.
Example: While working on a complex project, your computer experiences a sudden system crash due to a software bug.
When you reboot your computer, you find that the project file you were working on is corrupted and unreadable.

• Malicious Activities: Deliberate actions, whether by employees or external intruders, such as unauthorized access, hacking, or
data deletion, can lead to data loss. Example: An employee with access to sensitive company data decides to steal and delete
important financial records. As a result, the company experiences data loss, affecting its financial stability and operations.
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1.1 Systems in organizations
System backup:
1.1.12: Outline the consequences of data loss in a specified situation.

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1.1 Systems in organizations
System backup:
1.1.12: Outline the consequences of data loss in a specified situation.
Consequences of Data Loss in General:

• Data loss can lead to various negative outcomes, such as:

• Blocked Credit Card: You can't use your credit card due to unexplained issues.

• No Access: Incorrect passwords prevent you from logging in or accessing your accounts.

• Credit Rating and Medical Treatment: Incorrect birth dates can affect your credit rating and medical treatment.

• Email Mix-Up: Wrong email addresses result in receiving someone else's emails and missing your own.

• Lost Purchase Orders: Missing purchase orders can lead to undelivered items and disruptions in business operations.

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1.1 Systems in organizations
System backup:
1.1.12: Outline the consequences of data loss in a specified situation.
For Example:

Loss of Medical Records:

• Consequence: Incorrect Treatment

• Example: In a busy hospital where many doctors and nurses don't know patients personally, if medical records are lost, it can
lead to administering the wrong treatment, especially when a patient can't communicate their medical history.

Cancellation of Hotel Reservation:

• Consequence: Tourist Left Without Accommodation

• Example: If a hotel reservation is cancelled without the traveller’s knowledge, they may arrive at their destination only to find
they have no place to stay. This can disrupt their entire trip.

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1.1 Systems in organizations
System backup:
1.1.12: Outline the consequences of data loss in a specified situation.

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1.1 Systems in organizations
System backup:
1.1.12: Outline the consequences of data loss in a specified situation.

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1.1 Systems in organizations
System backup:
1.1.12: Outline the consequences of data loss in a specified situation.

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1.1 Systems in organizations
System backup:
1.1.12: Outline the consequences of data loss in a specified situation.

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1.1 Systems in organizations
System backup:
1.1.13: Describe a range of methods that can be used to prevent data loss.
Key data loss prevention methods

• Failover system

• Redundancy

• Removable media

• Offsite/online storage

• Regular Data Backups

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1.1 Systems in organizations
System backup:
1.1.13: Describe a range of methods that can be used to prevent data loss.
Failover Systems: Failover systems are designed to automatically switch to a backup system when the primary system fails. This
ensures continuous availability of data and services. For example, in a data centre, if one server experiences hardware failure, a
failover system can seamlessly transfer operations to another server without data loss.

• Example: Imagine a website that uses a failover system. If the primary server experiences a hardware failure, the website
automatically switches to a backup server, ensuring uninterrupted access for users.

Redundancy: Redundancy involves creating duplicate components or systems to provide backup in case of failure. Redundant
systems can include mirrored hard drives, backup power supplies, or redundant network connections. In the event of a failure,
the redundant component takes over, preventing data loss. For instance, critical data can be stored on multiple servers
simultaneously to ensure availability.

• Example: In a home computer setup, you can have redundant data storage by using mirrored hard drives (RAID 1= Redundant
Array of Independent Disks Mode 1) A popular disk or solid state drive (SSD) subsystem that increases safety by writing the
same data on two drives). This means that if one hard drive fails, your data is still intact on the other drive.

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1.1 Systems in organizations
System backup:
1.1.13: Describe a range of methods that can be used to prevent data loss.
Removable Media: Removable media, such as external hard drives, USB flash drives, or tape backups, allow organizations to
make copies of critical data and store them separately. Regular backups to removable media ensure that data can be recovered in
case of system failure or data corruption. An example is a company backing up its financial records to an external hard drive on a
daily basis.

• Example: You regularly back up your personal photos and documents to an external hard drive. If your computer crashes, you
can restore your files from the external drive.

Offsite Storage: Offsite storage involves keeping backup copies of data at a location separate from the primary data center or
office. This protects data from physical disasters like fires, floods, or theft. Companies often use secure offsite data storage
facilities or cloud-based solutions to store critical data offsite. For instance, a law firm may store legal documents and case files in
a secure cloud-based storage service.

• Example: A small business sends daily backups of critical financial data to an offsite storage facility. In the event of a fire at the
office, the financial data remains safe and accessible from the offsite location.

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1.1 Systems in organizations
System backup:
1.1.13: Describe a range of methods that can be used to prevent data loss.
Online Storage (Cloud Storage): Cloud storage services offer convenient and secure data storage solutions. Data is stored in data
centers maintained by service providers. Users can access their data from anywhere with an internet connection. These services
often include built-in redundancy and failover mechanisms. An example is a business using a cloud-based file storage service like
Dropbox or Google Drive to store and back up important documents.

• Example: You use a cloud-based file storage service like Google Drive to store your important work files. Even if your computer
malfunctions, you can access those files from any device with an internet connection.

Regular Data Backups: Regularly scheduled data backups are essential for preventing data loss. Automated backup solutions can
ensure that data is consistently copied and stored securely. Examples include setting up nightly backups of a company's email
servers or customer databases.

• Example: A school's computer lab automatically backs up all student assignments and projects to a central server every night.
This ensures that if a student accidentally deletes a file, it can be recovered from the backup.

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1.1 Systems in organizations
Software deployment:
1.1.14: Describe strategies for managing releases and updates.
Release: A product release is the process of launching a new product for a specific market or user base.

• In software development, a product release is sometimes done with a beta version so that core developers/users can assist
with debugging and feedback prior to the release of the actual software.

• Plan regular release cycles for software updates, such as monthly or quarterly. For example, a mobile app might release new
features and bug fixes every month.

• Scheduled Updates: Some organizations or companies prefer to schedule updates during non-business hours or low-traffic
times to minimize disruption. For example, a company might schedule software updates for all computers every Saturday
night.

• when an application or system achieves a new version. This usually requires manual installation and makes large changes and
improvement - for example, going from Windows 7 to Windows 8.

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1.1 Systems in organizations
Software deployment:
1.1.14: Describe strategies for managing releases and updates.
Update An update is a software file that contains fixes for problems found by other users or the software developer. Installing an update fixes the code
and prevents the problems from happening on your computer. Because updates fix problems with a program, they are almost always free and available
through the program or the company's website.

• Automatic Updates: Many software applications, operating systems, and even antivirus programs offer automatic updates. These updates are
downloaded and installed automatically, often in the background, without requiring user intervention. They help keep software secure and up-to-date.
Example: Many modern operating systems, like Windows and macOS, have automatic update features enabled by default. When new security patches
or software updates are released, the system automatically downloads and installs them without user intervention.

– Advantage: Don’t have to think/worry about updates, always up to date

– Disadvantage: No control – bad update might crash the system

• Manual Update: In cases where automatic updates may cause compatibility issues or require careful testing, users or IT administrators may choose to
manually initiate updates. This allows for better control over when updates are applied.

• Example: Mobile apps often require manual updates from users. When a new version of an app is available, users must go to the app store (e.g., Apple
App Store or Google Play Store), search for the app, and then choose to update it by tapping a button. This process requires user action and doesn't
happen automatically.

– Advantage: Full control

– Disadvantage: Time consuming

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1.1 Systems in organizations
Software deployment:
1.1.14: Describe strategies for managing releases and updates.
Patches: A patch is a software update comprised code inserted (or patched) into the code of an executable program. This involves
identifying and applying specific patches or updates to address security vulnerabilities or performance issues. IT professionals use patch
management tools to ensure that systems are up to date and secure.

• Identify and apply specific patches to address vulnerabilities. Example: A critical security patch is deployed to fix a known security flaw
in an operating system.

• Typically, a patch is installed into an existing software program.

• Patches are often temporary fixes between full releases of a software package.

• Patches may do any of the following:

– Fix a software bug

– Install new drivers

– Address new security vulnerabilities

– Address software stability issues

– Upgrade the software

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1.1 Systems in organizations
Software deployment:
1.1.14: Describe strategies for managing releases and updates.
Common types of Release Management

• Continuous delivery

• Agile software development

• DevOps (Development Operations)

Continuous delivery

• Continuous delivery is a software engineering approach in which teams produce software in short cycles, ensuring that

the software can be reliably released at any time.

• It aims at building, testing, and releasing software with greater speed and frequency.

• The approach helps reduce the cost, time, and risk of delivering changes by allowing for more incremental updates to
applications in production.

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1.1 Systems in organizations
Software deployment:
1.1.14: Describe strategies for managing releases and updates.
Agile development

• Agile software development describes an approach to software development under which requirements and

solutions evolve through the collaborative effort of self organizing and cross-functional teams and their customers/end users.

• It advocates adaptive planning, evolutionary development, early delivery, and continual improvement, and it encourages rapid
and flexible response to change.

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1.1 Systems in organizations
Software deployment:
1.1.14: Describe strategies for managing releases and updates.
DevOps (Development Operations)

• DevOps is a software engineering culture and practice that aims at unifying software development (Dev) and software
operation (Ops).

• The main characteristic of the DevOps movement is to strongly advocate automation and monitoring at all steps of software
construction, from integration, testing, releasing to deployment and infrastructure management.

• DevOps aims at shorter development cycles, increased deployment frequency, and more dependable releases, in close
alignment with business objectives

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1.1 Systems in organizations
IB DP Past Paper 1 Exams Questions and Anwers:
Question 1:

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1.1 Systems in organizations
IB DP Past Paper 1 Exams Questions and Answers:
Question 2:

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1.1 Systems in organizations
IB DP Past Paper 1 Exams Questions and Answers:
Question 3:
Identify the context for which a new system is planned.
Planning (analysis) starts with an _____________________ of the current problem.
The analyst must consult all the _______________________, including:
• ________________________ (who will use the system) Fill the cap using each word below:
• ________________________ (who maintain the system) technicians data stakeholders
• ________________________ (who manage the money) technologies administrators specific goals
Planning must clearly define the context for the system, including: organizational investigation developers
• sample ____________ (required information) end users designers extent
• ___________________ (size) of the system (required features)
• limitations of the system (unnecessary features)
• available ________________________________
• __________________________ requirements (such as laws and business rules)
Planning must end with a list of __________________ that can be used by ___________________ and
_____________________ to guide the project to a successful conclusion.

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1.2 System design basics

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1.2 System design basics

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1.2 System design basics

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1.2 System design basics

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1.2 System design basics
Components of a computer system:
1.2.1: Define the terms: hardware, software, peripheral, network, human resources.
5 components of a computer system

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1.2 System design basics
Components of a computer system:
1.2.1: Define the terms: hardware, software, peripheral, network, human resources.
Hardware:
• Computer hardware refers to the physical parts of a computer and
related devices.
• Internal hardware devices include motherboards, hard drives, and
RAM.
• External hardware devices include monitors, keyboards, mice,
printers, and scanners.
• The internal hardware parts of a computer are often referred to as
components, while external hardware devices are usually called
peripherals.
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1.2 System design basics
Components of a computer system:
1.2.1: Define the terms: hardware, software, peripheral, network, human resources.
Peripherals:
• A computer peripheral is any external device that provides input and output for
the computer.
• For example, a keyboard and mouse are input peripherals, while a monitor and
printer are output peripherals.
• Computer peripherals, or peripheral devices, are sometimes called I/O devices
because they provide input and output for the computer.

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1.2 System design basics
Components of a computer system:
1.2.1: Define the terms: hardware, software, peripheral, network, human resources.
Network:
• A network consists of multiple devices that communicate with one another
using a transmission medium.
• It can be as small as two computers or as large as billions of devices.
• While a traditional network is comprised of desktop computers, modern
networks may include laptops, tablets, smartphones, televisions, gaming
consoles, smart appliances, and other electronics.
• any types of networks exist, but they fall under two primary categories: LANs
and WANs (see Topic 3)

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1.2 System design basics
Components of a computer system:
1.2.1: Define the terms: hardware, software, peripheral, network, human resources.
Software:
• Computer software is a general term that describes computer programs or sets
of instructions.
• Related terms such as software programs, applications, scripts, and instruction
sets all fall under the category of computer software.
• Software can be difficult to describe because it is "virtual" or not physical like
computer hardware.
• Instead, software consists of lines of code written by computer programmers
that have been compiled into a computer program.
• Software programs are stored as binary.

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1.2 System design basics
Components of a computer system:
1.2.1: Define the terms: hardware, software, peripheral, network, human resources.
Human resources:
• Human resources is used to describe both the people who work for a company
or organization and the department responsible for managing resources related
to employees.
• They are often referred to as the end-users of a system.

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1.2 System design basics
Components of a computer system:
1.2.2: Describe the roles that a computer can take in a networked world.
In section 1.2.2, we will explore the various functions that a computer can
perform in a connected world. These functions are often referred to as roles and
include acting as a server, client, email server, DNS server, router, and firewall.
Let's dive into the different roles' computers can play in networked environments.

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1.2 System design basics
Components of a computer system:
1.2.2: Describe the roles that a computer can take in a networked world.
Server:
A server is like a powerful computer that provides services or resources to other computers, known as clients,
over a network. It stores and manages data, files, or applications that can be accessed and used by multiple users
or devices.
• For example, when you use a search engine like Google, the servers of Google store and deliver search results
to your computer or smartphone. These servers handle the requests from users and send back the information
they need, making Google search possible.
Click the link to watch the video how a server works: https://www.youtube.com/watch?v=UjCDWCeHCzY

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1.2 System design basics
Components of a computer system:
1.2.2: Describe the roles that a computer can take in a networked world.

Client:
A client is a computer or device that requests and uses services or resources
provided by another computer, known as a server, over a network. Clients can be
individuals' devices like laptops, smartphones, or desktop computers.
• For example, when you use a web browser on your computer or smartphone to
access a website like Wikipedia, your device acts as a client. It sends a request
to Wikipedia's servers to retrieve and display the web pages you want to see.

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1.2 System design basics
Components of a computer system:
1.2.2: Describe the roles that a computer can take in a networked world.
Email Server:
An email server is like a digital post office for sending, receiving, and storing
email messages. It manages the delivery of emails between different users or
email addresses over a network, such as the internet.
• For example, when you send an email from your Gmail account to your friend's
Yahoo Mail account, the email server for Gmail takes care of sending the
message to Yahoo Mail's server, which then delivers it to your friend's inbox.
These servers ensure that your emails reach their intended recipients.
Email servers can be run by email service providers like Gmail, Yahoo Mail, or
your organization's IT department, which might use servers like Microsoft
Exchange for internal email communication.
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1.2 System design basics
Components of a computer system:
1.2.2: Describe the roles that a computer can take in a networked world.
DNS Server:
DNS (Domain Name System) server is like a digital phone book for the internet. It translates human-friendly
website addresses (like www.example.com) into computer-friendly IP addresses (like 192.168.1.1) so that your
device can find and connect to websites.
• For example, when you type "www.google.com" in your web browser, your device asks a DNS server to find the
corresponding IP address for Google's website. Once it has the IP address, your device can connect to Google's
servers and display the website on your screen.
• DNS servers are used by internet service providers (ISPs), website hosting companies, and organizations to help
users access websites and other online resources more easily.
Click the link to watch the video how DNS works: https://www.youtube.com/watch?v=mpQZVYPuDGU

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1.2 System design basics
Components of a computer system:
1.2.2: Describe the roles that a computer can take in a networked world.
Router:
A router is like a traffic cop for the internet. It directs data between different devices on a network and helps them
communicate with each other and with the internet.
• For example, at home, your Wi-Fi router connects your smartphones, tablets, and computers to the internet
and allows them to share information with each other. It ensures that when you stream a video on your laptop
or check your email on your phone, the data gets to the right device and goes where it's supposed to.
Routers are used in homes, businesses, and large-scale networks to manage data traffic and keep everything
connected to the internet running smoothly.
https://www.youtube.com/watch?v=Mad4kQ5835Y https://www.youtube.com/watch?v=1z0ULvg_pW8

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1.2 System design basics
Components of a computer system:
1.2.2: Describe the roles that a computer can take in a networked world.
Firewall:
A firewall is like a security guard for your computer or network. It acts as a barrier between your device and the
internet, monitoring and controlling incoming and outgoing data traffic to protect against unauthorized access
and potential threats.
• For example, think of a firewall as a security checkpoint at the entrance of a building. It checks everyone's
identification and only allows authorized individuals to enter while blocking unauthorized individuals.
Firewalls are crucial for keeping your computer or network safe from hackers, viruses, and malware by filtering out
harmful or suspicious data packets and allowing only safe data to pass through.
Click the link to watch the video What is a Firewall?: https://www.youtube.com/watch?v=kDEX1HXybrU

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1.2 System design basics
Components of a computer system:
1.2.3:Discuss the social and ethical issues associated with a networked world.
In this section 1.2.3 , we will explore the social and ethical concerns linked to the
interconnected world of computer networks. We'll gain a better understanding of the moral
and societal dilemmas tied to ongoing advancements in computer systems.

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1.2 System design basics
Components of a computer system:
1.2.3:Discuss the social and ethical issues associated with a networked world.
What is a social issue?
A social issue is a problems that impacts a significant portion of the population within a society.
Examples of social issues include:
• Media & Information Influence or Propaganda
• Poverty
• Terrorism
• Crime
• Health
• Education
• There are also dangerous people "out there" (hackers, criminals) who may try to steal or
damage information from local networks.
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1.2 System design basics
Components of a computer system:
1.2.3:Discuss the social and ethical issues associated with a networked world.
What is an ethical issue?
An ethical issue involves a problems or dilemma where an individual or organization must make
a choice between options that are considered either morally right (ethical) or wrong
(unethical).
Examples of ethical issues include:
• Safeguarding computer assets, data, and software
• Privacy concerns
• Computer-related crimes
• Accountability for computer system failures
• Servers and other external computers can contain dangerous or illegal information that could
damage a local computer/network

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1.2 System design basics
Components of a computer system:
1.2.3:Discuss the social and ethical issues associated with a networked world.

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1.2 System design basics
System design and analysis:
1.2.4:Identify the relevant stakeholders when planning a new system.
In this section,1.2.4, it's important to identify the people or groups with a vested (vested
meaning = invest in or entrust to), interest in its success. We'll focus on the end-users' role in
this process. Who are these significant participants? We'll also explore the concept of
utilitarianism (utilitarianism meaning = that actions are right if they are useful or for the benefit
of a majority), which promotes achieving the most benefit for the majority, emphasizing that
the methods used should align with the desired outcomes.

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1.2 System design basics
System design and analysis:
1.2.4:Identify the relevant stakeholders when planning a new system.
Stakeholder:
A person, group or organization that has interest or concern in an organization.
Some examples of key stakeholders are creditors, directors, employees, government (and its agencies), owners (shareholders),
suppliers, unions, and the community from which the business draws its resources.
Not all stakeholders are equal. A company's customers are entitled to fair trading practices, but they are not entitled to the
same consideration as the company's employees.
Internal vs External stakeholders

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1.2 System design basics
System design and analysis:
1.2.4:Identify the relevant stakeholders when planning a new system.
When identifying stakeholder for a new system, be sure to ask: Who will be affected by the new system?
• Who will the new system affect?
• Who will the end-users be?
• What are their needs?
For example: In a typical company, like an airline, there are:
- employees like ground personnel
- customers (passengers)
- technicians that keep the computer system working
All these people will benefit from a good, reliable functional system, but they will suffer when the system does not function
well.
Utilitarianism:
• When designing a new system, we usually try to design it for the greatest good for the greatest number of people.
• This is approach is called utilitarianism.

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1.2 System design basics
System design and analysis:
1.2.5:Describe methods of obtaining requirements from stakeholders.
In this section 1.2.5, we delve (Search) into techniques for gathering essential information from stakeholders.
We'll focus on methods like surveys, interviews, and direct observations. We'll also emphasize the significance of
effective collaboration when obtaining pertinent (relevant) details from stakeholders and address concerns
related to privacy during this process.

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1.2 System design basics
System design and analysis:
1.2.5:Describe methods of obtaining requirements from stakeholders.
What does the client want?
• Before designing a new system, it is crucial to determine exactly what the client’s requirements are.
• There are several ways or methods of obtaining these requirements.
Methods of obtaining requirements?
• Surveys
• Interviews
• Direct observation
• Collecting documents

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1.2 System design basics
System design and analysis:
1.2.5:Describe methods of obtaining requirements from stakeholders.
Questionnaires/Surveys:
Involves handing out questionnaires for people to fill out.
Advantages:
• It can collect a large amount of data from a large group can be gathered
• It will take little time to analyze (if done electronically)
• It is simple to use
Disadvantage:
• It is hard to ask the right question
• Information gathered is limited by questionnaire, can be biased
• Quality of responses not ensured

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1.2 System design basics
System design and analysis:
1.2.5:Describe methods of obtaining requirements from stakeholders.
Interviews:
Interviewing key individuals involved in the system to gain insights into its functioning.

Advantages:
• Enables the collection of highly detailed information.
• Provides an opportunity to inquire about user preferences and dislikes within the system.

Disadvantages:
• Time-consuming process.

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1.2 System design basics
System design and analysis:
1.2.5:Describe methods of obtaining requirements from stakeholders.
Observation:
This method entails (involve or require) physically observing organizational processes and activities meaning
Involves walking around the organization watching how things are done with his/her own eyes.

Advantages:
• Offers the opportunity to collect impartial (non-discriminatory), first-hand (direct) information.

Disadvantage:
• Sometimes, individuals may alter (change) their usual behavior when they are aware of being observed.

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1.2 System design basics
System design and analysis:
1.2.5:Describe methods of obtaining requirements from stakeholders.
Collecting documents:
Involves looking in the documents currently being used in the system to try to find out how the present system
works

Advantages:
• Detailed information about the present system can be gathered
• It can be seen where the old system has problems

Disadvantages:
• Time consuming
• Just looking at the forms/outputs may be confusing

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1.2 System design basics
System design and analysis:
1.2.6:Describe appropriate techniques for gathering the information needed to arrive at a workable solution.
In this section, we will explore various techniques that are valuable for collecting the necessary information to
develop practical solutions. These techniques encompass (surround or encircle) the examination of existing
systems, evaluation of rival products, an assessment of organizational capabilities, and conducting thorough
literature searches. Additionally, we will delve (search) into the topic of intellectual property.

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1.2 System design basics
System design and analysis:
1.2.6:Describe appropriate techniques for gathering the information needed to arrive at a workable solution.
Steps in designing a new system:

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1.2 System design basics
System design and analysis:
1.2.6:Describe appropriate techniques for gathering the information needed to arrive at a workable solution.
Before you start making a new system:
Prior to embarking on the development of a new system, it is imperative to have a clear
understanding of the current situation and identify any additional information that may be
required. To achieve this, we can employ four essential techniques for information gathering:

• Evaluation of Current Systems

• Examination of Competing Products
• Assessment of Organizational Capabilities
• Conducting Literature Searches (utilizing web resources and books)

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1.2 System design basics
System design and analysis:
1.2.6:Describe appropriate techniques for gathering the information needed to arrive at a workable solution.
Evaluation of Current Systems:
Before initiating any new endeavors (attempt or achieve something), it is vital to gain insight
into the current operations. This involves understanding:
• Who is responsible for various tasks?
• What methods are currently employed?
It's important to consider the five components of a computer system in this context:
hardware, software, network, peripherals, and human resources.

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1.2 System design basics
System design and analysis:
1.2.6:Describe appropriate techniques for gathering the information needed to arrive at a workable solution.
Examination of Competing Products:
Next assessing competing products, it's beneficial to examine what competitors are offering. The objective is not
to mimic (copy) them, but rather to gain insights into current practices and possibilities within the industry.

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1.2 System design basics
System design and analysis:
1.2.6:Describe appropriate techniques for gathering the information needed to arrive at a workable solution.
Assessment of Organizational Capabilities:
Before embarking on a new system, it's crucial to assess the organization's capabilities:
• Can the organization financially support a new system or acquire new equipment?
• Are the staff equipped to use the new system, or will training be necessary?
• Is there any room for system downtime to facilitate upgrades?

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1.2 System design basics
System design and analysis:
1.2.6:Describe appropriate techniques for gathering the information needed to arrive at a workable solution.
Conducting Literature Searches (utilizing web resources and books):
Read literature about current developments in both hardware and software, to appreciate
what near future changes might affect the system.

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1.2 System design basics
System design and analysis:
1.2.7:Construct suitable representations to illustrate system requirements.
Three types of illustrations:
• System flow chart
• Data flow diagram
• Structure chart

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1.2 System design basics
System design and analysis:
1.2.7:Construct suitable representations to illustrate system requirements.
• System flow chart:
A system flowchart is a visual diagram that shows how a system or process works, with shapes and arrows
representing different steps and the flow of information or actions. It helps people understand the sequence and
interactions within a system or process.
Click the link to watch the video for What is a Flowchart: https://www.youtube.com/watch?v=iJmcgQRk048

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1.2 System design basics
System design and analysis:
1.2.7:Construct suitable representations to illustrate system requirements.
• System flow chart:
Exam Paper 1 -2014- Example: A customer buys an item in a small local shop and pays with a credit card. The sales transaction data is input to
a computer at the point of sale. Prices are downloaded every morning from a central computer at the company headquarters. The credit card
is verified with the card authorization centre and then the receipt is printed.
(a)Draw and label a system flow chart to represent this process in the shop.
Answer:

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1.2 System design basics
System design and analysis:
1.2.7:Construct suitable representations to illustrate system requirements.
• Data flow diagram:
A Data Flow Diagram (DFD) is a visual representation that shows how data moves and is processed within a system
or process. It uses symbols and arrows to illustrate how data enters, is transformed, and exits a system, helping to
understand how information flows and is used.
Click the link below to watch the video for Data Flow Diagrams - What is DFD?
https://www.youtube.com/watch?app=desktop&v=6VGTvgaJllM

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1.2 System design basics
System design and analysis:
1.2.7:Construct suitable representations to illustrate system requirements.
• Structure chart:
A Structure Chart is like an organizational chart for a computer program or system. It shows how different parts or
modules of the program are organized and how they interact with each other. It helps programmers and
developers understand the structure of a software project, making it easier to design, build, and maintain.
Click the link below to watch the video introduction to Structure Charts:
https://www.youtube.com/watch?v=QN2bjNplGlQ

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1.2 System design basics
System design and analysis:
1.2.8:Describe the purpose of prototypes to demonstrate the proposed system to the client.
In Section 1.2.8 , you will be able to understand the significance of prototypes in illustrating (show) the intended
(planned) system to the client. Comprehend (understand) the necessity for efficient collaboration in acquiring
relevant information to address intricate (complex or complicated) challenges. Foster (promote or encourage)
logical and critical thinking skills for making proposed systems.

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1.2 System design basics
System design and analysis:
1.2.8:Describe the purpose of prototypes to demonstrate the proposed system to the client.
Prototypes:
• Prototypes are abstract representations of the system, often focusing on only one or two key aspects of the
system.
• They are important in testing as each component of the system can be tested before implementing, and to
illustrate the working of the future system to the client.

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1.2 System design basics
System design and analysis:
1.2.8:Describe the purpose of prototypes to demonstrate the proposed system to the client.
Prototypes:
Prototypes are small programs or documents that illustrate the basic functions of an intended computer system.
Prototypes facilitate the discussions between developers and clients, allowing the client to "see“ what the
developer is thinking, making it easy for the clients to make specific comments and requests for improvements.

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1.2 System design basics
System design and analysis:
1.2.8:Describe the purpose of prototypes to demonstrate the proposed system to the client.
Prototypes:

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1.2 System design basics
System design and analysis:
1.2.8:Describe the purpose of prototypes to demonstrate the proposed system to the client.
Logical Thinking:
Logical thinking in system development refers to the ability to reason and analyze information in a systematic and organized manner. It
involves making decisions and solving problems based on clear and rational thought processes. In the context of system development,
logical thinking is crucial for:
• Problem Solving: Identifying and defining problems within a system and finding logical solutions to address them.
• System Design: Creating structured and well-thought-out plans for how a system will work, including its architecture, functionality,
and user interfaces.
• Algorithm Development: Designing step-by-step procedures or algorithms to perform specific tasks within the system efficiently
and accurately.
• Data Modeling: Structuring and organizing data in a logical way, ensuring that it can be stored, retrieved, and manipulated
effectively.
• Testing and Debugging: Analyzing system components to identify and resolve logical errors or bugs.
• Optimization: Continuously improving the system's performance and efficiency through logical analysis and refinement.
Logical thinking helps system developers make informed decisions, minimize errors, and create systems that are reliable, efficient, and
effective in meeting their intended purposes. It involves breaking down complex problems into manageable parts, analyzing cause-
and-effect relationships, and applying structured reasoning to arrive at solutions.

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1.2 System design basics
System design and analysis:
1.2.8:Describe the purpose of prototypes to demonstrate the proposed system to the client.
Critical Thinking:
Critical thinking in the context of developing proposed systems involves the ability to analyze, evaluate, and assess
various aspects of a system design or development project. It goes beyond logical thinking and includes a more in-
depth examination of the proposed system from multiple perspectives. Here's how critical thinking applies to
system development:
• Problem Analysis: Critical thinkers thoroughly analyze the problem or need that the proposed system aims to
address. They question assumptions, gather relevant information, and consider alternative viewpoints.
• Requirements Assessment: They critically evaluate the requirements gathered from stakeholders to ensure
they are comprehensive, relevant, and aligned with the organization's goals and objectives.
• Risk Assessment: Critical thinkers identify potential risks and uncertainties associated with the proposed
system, including technical, financial, and operational risks. They develop strategies to mitigate these risks.
• System Design: During the design phase, critical thinkers carefully assess the system's architecture, data
structures, user interfaces, and functionality. They ensure that the design meets the specified requirements and
is scalable and maintainable.
• Technology Selection: When choosing technologies and tools for system development, critical thinkers consider
factors such as compatibility, security, cost-effectiveness, and long-term sustainability.

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1.2 System design basics
System design and analysis:
1.2.8:Describe the purpose of prototypes to demonstrate the proposed system to the client.
Critical Thinking:
• Cost-Benefit Analysis: They conduct a thorough cost-benefit analysis to determine whether the proposed
system is financially viable and whether the benefits outweigh the costs.
• Ethical Considerations: Critical thinkers examine the ethical implications of the proposed system, including
issues related to data privacy, security, and the potential impact on individuals and society.
• User Experience (UX) Evaluation: They assess how the system will impact end-users, considering usability,
accessibility, and user satisfaction.
• Testing and Quality Assurance: Critical thinkers establish rigorous testing processes to ensure that the system
functions as intended and is free from errors and vulnerabilities.
• Feedback and Continuous Improvement: They encourage feedback from stakeholders and end-users and use it
to make necessary adjustments and improvements to the system.
In summary, critical thinking in system development involves a deep and reflective analysis of all aspects of a
proposed system, with the aim of ensuring that it aligns with organizational objectives, minimizes risks, and
maximizes benefits. It requires the ability to question assumptions, consider diverse perspectives, and make
informed decisions that contribute to the success of the project.
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1.2 System design basics
System design and analysis:
1.2.9:Discuss the importance of iteration during the design process.
In this section 1.2.9 ,we will explore why iteration is crucial during the design process. We'll also go through into
the concept of the design cycle.“ This learning objective emphasizes the significance of iteration in design and
introduces the concept of the design cycle,

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1.2 System design basics
System design and analysis:
1.2.9:Discuss the importance of iteration during the design process.

Iteration
The importance of iteration during the design process lies in its ability to refine and improve a design. Iteration
allows designers to revisit and revise their ideas, addressing issues, incorporating feedback, and making
enhancements. It helps in uncovering unforeseen challenges, testing different solutions, and ultimately arriving at
a more effective and well-thought-out design. Without iteration, a design may remain stagnant or fail to meet
user requirements and expectations.

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1.2 System design basics
System design and analysis:
1.2.9:Discuss the importance of iteration during the design process.
IB (MYP) Design Cycle
Here is an explanation of the IB Design Cycle, https://www.designmyp.com/myp-design-cycle

The design cycle is a systematic

and iterative approach used in
various fields, including
engineering, product design,
software development, and more,
to create and refine designs. It
consists of a series of stages or
phases that guide designers
through the process of defining,
developing, and improving a
design solution. Here's an overview
of the typical stages in a IB MYP
design cycle:

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1.2 System design basics
System design and analysis:
1.2.9:Discuss the importance of iteration during the design process.
Internal Assessment Design Cycle

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1.2 System design basics
System design and analysis:
1.2.10:Explain the possible consequences of failing to involve the end-user in the design process.
Clients (end-users) know a lot more about their needs and wishes, business rules and requirements, than any
software developer. Not involving the end-user = trouble
If programmers and designers make all the design decisions without talking to the end-user, they are likely to
leave out important features, or to design interfaces that are not what the user wants. Then, if the software is
delivered, the users may not want to use it, or they may find it inefficient, time-consuming or unsuccessful.
This causes the company to ask the software team to redesign and reconstruct the system, costing more time and
money. So, in the long run, ignoring the end-users is counterproductive and costly.

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1.2 System design basics
System design and analysis:
1.2.11:Discuss the social and ethical issues associated with the introduction of new IT systems.
What is a social issue?
A social issue is a problem that influences a considerable number of the
individuals within a society.
Examples of social issues are:
• Crime
• Health
• Education
• Media & Propaganda
• Poverty

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1.2 System design basics
System design and analysis:
1.2.11:Discuss the social and ethical issues associated with the introduction of new IT systems.
What is an ethical issue?
A problem or situation that requires a person or organization to choose between
alternatives that must be evaluated as right (ethical) or wrong (unethical).
Examples of ethical issues are:
• Computer crime
• Responsibility for computer failure
• Protection of computer property, records and software
• Privacy

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1.2 System design basics
System design and analysis:
1.2.11:Discuss the social and ethical issues associated with the introduction of new IT systems.
Possible topics for discussion
• Robots replacing humans
• AI algorithms replacing human workers
• New systems being addictive/frustrating/less efficient
• New systems prompting new markets (Amazon)
• Accessibility changing work-patterns
• Software changes driving hardware changes and vice versa

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1.2 System design basics
System design and analysis:
1.2.11:Discuss the social and ethical issues associated with the introduction of new IT systems.
Possible topics for discussion:
Five videos about new systems
• YouTube: TED Talk - the jobs we'll lose to machines and the ones we won’t
https://www.youtube.com/watch?v=gWmRkYsLzB4
• YouTube: TED Talk - Robotics, AI, the end of human work
https://www.youtube.com/watch?v=9Jxlx9SZEAk
• YouTube: CGP Grey - Humans need not apply
https://www.youtube.com/watch?v=7Pq-S557XQU
• YouTube: Intel - The effect of technology
https://www.youtube.com/watch?v=9Y_e0ZZ2BKo
• YouTube: Corning - A day made of glass
https://www.youtube.com/watch?v=X-GXO_urMow

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1.2 System design basics
System design and analysis:
1.2.11:Discuss the social and ethical issues associated with the introduction of new IT systems.

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1.2 System design basics
Human interaction with the system:
1.2.12:Define the term usability.
Usability:
Usability refers to how easy and effective it is for people to use a product, system, or service. It measures how
user-friendly and convenient something is, with the goal of ensuring that users can interact with it efficiently and
without frustration. In essence, usability is all about making things as straightforward and enjoyable as possible
for the people who use them.
Example: Imagine you're using a smartphone. If the interface is straightforward, with clear icons and menus, and
you can easily find and use the apps you need without confusion, that smartphone has good usability. On the
other hand, if the interface is disorganized, icons are unclear, and you struggle to perform basic tasks, it has poor
usability. Good usability means you can efficiently navigate and enjoy using the device, while poor usability leads
to frustration and may discourage you from using it.
Ergonomics
Ergonomics is about designing things to fit the way people naturally work and interact.
Example: when a chair is designed to support your back comfortably during long hours of sitting at a desk, that's
an ergonomic chair. It's made to minimize discomfort and stress on your body while you work or relax.

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1.2 System design basics
Human interaction with the system:
1.2.12:Define the term usability.
Accessibility:
Accessibility means making sure that things can be easily used or accessed by all people, including those with
disabilities.
Example: when a website is designed so that people with visual impairments can use screen-reading software to
navigate and understand the content, that's an example of accessibility. It ensures that everyone, regardless of
their abilities, can use the website effectively.
Special peripherals/software like:
• Braille keyboards
• Eye-typers
• Accessible controllers
• Screen readers
• Voice synthesizers

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1.2 System design basics
Human interaction with the system:
1.2.13:Identify a range of usability problems with commonly used digital devices.
Be aware of usability issues in a range of devices including:
• PCs (including laptops/desktops/tablets/mobile devices): Personal computers and mobile
devices for various tasks and activities.
• Digital cameras: Devices for capturing and storing photos and videos in digital format.
• Cell phones (mobiles): Portable communication devices for making calls, texting, and using
apps.
• Games consoles: Gaming devices for playing video games.
• MP3 players: Portable music players for listening to digital audio files.
• Other commonly used digital devices (e.g. printers…): Various digital tools like printers for
specific functions and tasks.

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1.2 System design basics
Human interaction with the system:
1.2.14:Identify methods that can be used to improve the accessibility of systems.
Accessibility:
Refers to the design of products, devices, services, or environments for people with disabilities or specific needs.
Examples include:
• Touch screen,
• voice recognition
• text-to-speech,
• Braille keyboard
Types of disabilities:
There are four different types of disabilities that can affect the way people use and interact with digital devices.

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1.2 System design basics
Human interaction with the system:
1.2.14:Identify methods that can be used to improve the accessibility of systems.
Accessibility:
Case study: Microsoft Xbox controller:
Click the link below to watch video for Microsoft Xbox Adaptive Controller:
https://www.youtube.com/watch?v=9fcK19CAjWM

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1.2 System design basics
Human interaction with the system:
1.2.14:Identify methods that can be used to improve the accessibility of systems.
Accessibility:

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1.2 System design basics
Human interaction with the system:
1.2.14:Identify methods that can be used to improve the accessibility of systems.
Accessibility:
How does voice recognition work?
Click the link below to watch video How Voice Recognition Works
https://www.youtube.com/watch?v=6altVgTOf9s
https://www.youtube.com/watch?v=2RRT1YuyBCo
https://www.youtube.com/watch?v=AWWjN1QqoYY

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1.2 System design basics
Human interaction with the system:
1.2.14:Identify methods that can be used to improve the accessibility of systems.
Accessibility:
How does voice recognition work?
Click the link below to watch video Text-to-Speech Works
https://www.youtube.com/watch?v=DabMdVTIaw0
https://www.youtube.com/watch?v=8SQV-B83tPU

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1.2 System design basics
Human interaction with the system:
1.2.14:Identify methods that can be used to improve the accessibility of systems.
Accessibility:

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1.2 System design basics
Human interaction with the system:
1.2.15: Identify a range of usability problems that can occur in a system.
For example, consider the problem of purchasing airline tickets online. Access usually involves lots of data entry
and lots of searching. It is not always clear what to do next, so users get confused and frustrated. Some sites put
too much text and data on the screen at once, making it difficult to understand. Language differences in foreign
countries, different time-zones and different money units are all potentially problematic.
Therefore, Systems to consider:
• Ticketing
• Online payroll (paying salaries/wages)
• Scheduling (transport)
• Voice recognition
• Systems that provide feedback

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1.2 System design basics
Human interaction with the system:
1.2.15: Identify a range of usability problems that can occur in a system.
Possible problems…
• What happens if they misunderstand what the system requires as input?
• What would happen if they can’t access the output?
• What would happen if someone can’t access the system?
• What would happen if they can only access certain parts of the system?
Case study: Recognizing Accents:
Click the link to watch the video: https://www.youtube.com/watch?v=gNx0huL9qsQ

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1.2 System design basics
Human interaction with the system:
1.2.16: Discuss the moral, ethical, social, economic and environmental implications of the interaction between humans and machines.
What is an moral issue?
A moral issue is a situation or problem that involves questions of right and wrong, ethical considerations, and
principles of morality. It often relates to dilemmas where different values or beliefs come into conflict, and people
must make decisions based on their sense of what is morally acceptable or unacceptable.
Example: Is the debate over capital punishment, where people have different moral beliefs about whether the
state should have the authority to execute criminals as a form of punishment. Some believe it is morally justified
as a deterrent or retribution, while others argue that it is morally wrong, citing concerns about human rights and
the risk of executing innocent individuals.

Others example of moral issues are:

• Disadvantaging someone/a group
• Freedom/restriction
• marriage/divorce

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1.2 System design basics
Human interaction with the system:
1.2.16: Discuss the moral, ethical, social, economic and environmental implications of the interaction between humans and machines.

What is an ethical issue?

What is an ethical issue?
A problem or situation that requires a person or organization to choose between alternatives
that must be evaluated as right (ethical) or wrong (unethical).
Examples of ethical issues are:
• Computer crime
• Responsibility for computer failure
• Protection of computer property, records and software
• Privacy

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1.2 System design basics
Human interaction with the system:
1.2.16: Discuss the moral, ethical, social, economic and environmental implications of the interaction between humans and machines.

What is an economic issue?

A problem or situation that is concerned with the organization of the money, industry, and
trade of a country, region, or society.
Examples of economic issues are:
• Generating income
• Costs
• Wealth
• Working

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1.2 System design basics
Human interaction with the system:
1.2.16: Discuss the moral, ethical, social, economic and environmental implications of the interaction between humans and machines.
What is an environmental issue?
A problem or situation that is concerned with the protection of the natural world of land, sea, air, plants, and
animals.
Examples of economic issues are:
• Global warming
• Electronic waste
• Plastic waste
• Power generation
• Fuel / Batteries
• Loss of habitat
• Dangerous chemicals

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1.2 System design basics
Human interaction with the system:
1.2.16: Discuss the moral, ethical, social, economic and environmental implications of the interaction between humans and machines.

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1.2 System design basics
Past Paper 1 Section 1.2 Questions and Answers:
Question 1:

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Past Paper 1 Section 1.2 Questions and Answers:
Question 2:

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Past Paper 1 Section 1.2 Questions and Answers:
Question 3:

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Past Paper 1 Section 1.2 Questions and Answers:
Question 4:

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Past Paper 1 Section 1.2 Questions and Answers:
Question 5:

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Past Paper 1 Section 1.2 Questions and Answers:
Question 6:

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Past Paper 1 Section 1.2 Questions and Answers:
Question 7:

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Past Paper 1 Section 1.2 Questions and Answers:
Question 8:

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Past Paper 1 Section 1.2 Questions and Answers:
Question 9:

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Past Paper 1 Section 1.2 Questions and Answers:
Question 10:

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Past Paper 1 Section 1.2 Questions and Answers:
Question 11:

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Past Paper 1 Section 1.2 Questions and Answers:
Question 12:

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