MODULE 2- USE OF INFORMATION TECHNOLOGY TOOLS

Objective 1: Explain the reasons for the use of IT TOOLS

What are Information Technology Tools?

Information Technology tool is a program or software that is used to do work or perform a task.
Sometimes, people will call any software a "tool." For example, the phrase, "there aren't any
tools to do that job" means that no application is available to perform the required processing.

Benefits (Reason for the use) of Information Technology

 Enhance speed – eg. Information systems can perform calculations or process paperwork
much faster than people.
 Increase accuracy – eg. When calculation is done it can give one a more accurate figure
than human.
 It is more reliable- can get the same result using the same input all the time.
 It is more efficient- books compare to hard drive
 It is more flexible
 Enhance presentation of information
 Assist in a more objective decision making.
 It enable storage and retrieval of large volumes of data
 Allow for multitasking.
 Information systems can help companies learn more about the purchase patterns and
preferences of their customers.
 Information systems provide new efficiencies through services such as automated teller
machines (ATMs), telephone systems, or computer-controlled airplanes and air terminals.
 Information systems have made possible new medical advances in surgery, radiology and
patient monitoring
 Better communication - The internet distributes information instantly to millions of
people across the world.
 Objective 2: Explain the functions and uses of the major types of software tools

Productivity tools

Within the category of general purpose software is a set of application tools known as
productivity tools. These software tools were originally designed for use in businesses. The most
popular productivity tools that are available on the market today are

 Word processing – produce documents such as letters, memos, newsletter and reports

 Spreadsheet – process numerical data and formulae to produce tabulated information or

graphs. Also perform what is scenarios

 Desktop publishing – combine text and graphics such as photographs and line drawings to
create visually appealing, high quality pages for books, magazines etc. Example of DTP
include PageMker, Ms. Publisher, Pageplus

 Presentation packages and DBMS – prepare great looking visual such as slide show for
presentation, especially to large audience.

Other software tools include:

 Financial or accounting packages – track income and expenses and produce financial
reports and statements. Examples of this type of software include ACPAC and Quicken

 Software development tools

 Statistical tools – perform statistical function of variance, regression, correlation and

distribution. Examples of this type of software include SPSS, RATS
 Objective 3: Explain where a word processing tool is appropriate

Word processor
This package allows the user to produce documents of various types. It can produce reports, letters,
essays, fillable forms and so on. Modern word processors have all the features necessary to produce
newspapers and magazines. Typical features of a word processor are:

 Mail Merge- Can be found under the MAILINGS Tab which is normally used when
preparing documents that will be printed in bulk, especially letters (for example: Letter
from JPS, Flow, NWC). It is often used to insert address block, recipient’s name and
other fields.
 Fillable Form- this feature is found within the DEVELOPER Tab and is used to
prepare a fillable form, similar to application forms and surveys. It has options such as:
Check boxes, button, drop-down menu and more.
 Restrict Editing- this feature can be found within the REVIEW Tab, and enables users
to apply password to sections of their document or the entire document, preventing
unauthorized persons from making edits to the document content.
 Watermark- this feature is located with the DESIGN Tab and is used to place a pale
text in the background/backdrop of a document.

Other options/ functions of a Word Processor application includes:

• Type and correct text, delete text, move text.
• Produce various layouts, set margins, organize into columns, and so on.
• Set fonts and special effects, italic, bold, underline.
• Insert pictures and diagrams.
• Create indexes and table of contents.
• Find and replace text.
• Check spelling and grammar.
• Automatically produce personalized letters (mail merge).
• Charts of various types.
Word processing packages are the most popular type of computer software. It is widely used by
individuals from various cultural backgrounds, as the tool is very user friendly and easy to
understand. It is hard to think of a single job where some use for word-processing cannot be found.

Now, even printing letters is becoming out-of-date because electronic mail is often used to send
word processed documents in electronic form from one place to another. There is no need for an
envelope or a stamp and the recipient may store the letter on disk for future reference, thus saving
valuable storage space.
 Objective 4: Explain where a Spreadsheet tool is appropriate

Spreadsheet

A spreadsheet is a table of values arranged in rows and columns. Each value can have a
predefined relationship to the other values. If you change one value, therefore, you may need to
change other values as well.

Spreadsheet applications are computer programs that let you create and manipulate spreadsheets

electronically. In a spreadsheet application, each value sits in a cell. You can define what type of
data is in each cell and how different cells depend on one another. The relationships between
cells are called formulas, and the names of the cells are called labels.

Spreadsheet Formulas & Functions

 If Statements- these are used to check conditions to determine of the return value equals
to TRUE or FALSE.

=if(A1> =20, “Adult”, “Teen”)

The statement above suggests that if whatever value is in cell A1 is greater than or equal
to the value/number 20, then the result should show “Adult”, otherwise the result should
show “Teen”

 Sum- =sum(A1+B1+ C1) or = sum(A1:C1)

 Average- =average(A1:B1)
 Product- =product(A1*B1)

Other Features found in Spreadsheets

 Filter & Advanced Filter- Shows only a selected set of items based on given criteria (eg:
only males in a class)
 Charts and Graphs- for graphical representation of values
 Merge & Center- used to combine a number of cells and allowing them to appear as one
(for example: Cells A1 to E5 could be merged to allow the heading “School” to be
centered or spread across the cells.
 Pivot Table- Similar to filter, allows for a selected number of cells to show, based on
specified criteria.
 Name Range- Used to name a certain amount of range and using the name in a formula,
instead to the actual cell names (for example: To find the total for cells A1:A10, we could
name the range “Total” and have the formula as: =sum(Total).
 Objective 5: Explain where a Presentation tool is appropriate

Presentation

Presentation software is a program used to display information in the form of a slideshow.

Microsoft PowerPoint creates and plays presentations. A PowerPoint presentation is made up of
"slides" that are individual frames or screens of information. In order for a presentation to be
created, Slides must first be created. The file extension for a PowerPoint file is (*.ppt)

Presentation Features

 Slide- is a single page of presentation on which contents are placed.

 Media- allows a user to enter video, audio or screen recording into a powerpoint
presentation.
 Header & Footer- allows the user to enter information in the heading or footer section of
the presentation.
 Design- this features enables a user to choose from a variety of themes that can be used
as the main background for the presentation.
 Transition- gives the user the option to add effects such as fading in and out, flip or
shape transitions to the slides within the presentation.
 Animation- is an addition to transition, which allows adds effects to text, images or
related content in the presentation.
 Slideshow- gives a variety of ways in which the user can view their presentation, whether
from beginning, from current slide, present from online source, adjust slide time or
repetition, or to even record the slideshow.
 View- gives the user a number of ways or formats which they can view their presentation.
 Objective 6: Explain where a Database Management System tool is appropriate

Database Management

Database management systems (DBMS) are collections of tools used to manage databases.
Four basic functions performed by all DBMS are:
 Create, modify, and delete data structures, e.g. tables
 Add, modify, and delete data – Data Manipulation
 Retrieve data selectively
 Generate reports based on data

Database Features
 Tables- These include entities for which the database is been built to accommodate. For
example, one may collect data for Student, as such tables would be created as it relates to
student. This contain Entities and related attributes
 Primary Key- is a unique identifier used to find values within a table and is also used to
make a connection among other tables.
 Relationship- This is used to make a connection between/among tables. The use of a
primary and foreign key allows for this to take place. Relationship also allows for data
validation, verification and referential integrity.
 Queries- are special criterion used in database, which enables data in multiple tables to
be displayed in one location.
 Forms- are used to allow user to make inputs in a database, for example: searching
through student table, adding records and more.
 Reports-displays a summary based on related entities and attributes. It is more geared
towards outputting information for the user to see a summarized content based on given
specifications.
 Macros- used for the purpose of commands. It can be used to distribute warning,
informational or command window to be displayed to a user.
 Switchboard- is a feature which enables a user to access forms, tables, reports or macros
from one location, as they are displayed in one area.
 Objective 7: Use IT tools to solve real-life problems

The following IT Tools would have been used in class and to assist with the completion of SBA:

 Word Processor
 Spreadsheet
 Presentation
 Database Management

Objective 8: Justify the use if IT Tools to solve real-life problems

Types of Analysis

1. A Statistical Analysis will generally be used to demonstrate a "cause & effect"

relationship  ( i.e. a correlation ) or a comparison.

2. A Narrative Analysis tells a story using a lot of relevant & descriptive details;

usually organized to tell the story in sequence.  The thesis is often implied, but,
preferably, makes some specific, clearly articulated point about the story being
told.

Types of Storage

1. External Hard Drive: These are hard drives similar to the type that is installed within a
desktop computer or laptop computer. The difference being that they can be plugged in to
the computer or removed and kept separate from the main computer.

2. Optical Drive (CD/ DVD): CD’s and DVD’s are ideal for storing a list of songs, movies,
media or software for distribution or for giving to a friend due to the very low cost per disk.
They do not make good storage options for backups due to their shorter lifespan, small
storage space and slower read and write speeds.

3. Cloud Storage: Cloud storage is storage space on commercial data center accessible from
any computer with Internet access. It is usually provided by a service provider. 
4. USB Thumb Drive or Flash Drive: They are extremely portable and can fit on a keychain. 
They are Ideal for backing up a small amount of data that need to be brought with you on the
go.

Types of Data

Qualitative Data Quantitative Data

Objective /  To gain an  To quantify data and

purpose understanding of generalize results from a
underlying reasons and sample to the population of
motivations interest
 To provide insights into the  To measure the incidence
setting of a problem, of various views and
generating ideas and/or opinions in a chosen
hypotheses for later sample
quantitative research  Sometimes followed by
 To uncover prevalent qualitative research which
trends in thought and is used to explore some
opinion findings further

Sample Usually a small number of non- Usually a large number of cases

representative cases. representing the population of
Respondents selected to fulfil a interest. Randomly selected
given quota. respondents.

Data Unstructured or semi-structured Structured techniques such as

collection techniques e.g. individual depth online questionnaires, on-street or
interviews or group discussions. telephone interviews.

Data analysis Non-statistical. Statistical data is usually in the

form of tabulations (tabs). Findings
are conclusive and usually
descriptive in nature.

Outcome Exploratory and/or investigative. Used to recommend a final course

Findings are not conclusive and of action.
cannot be used to make
generalizations about the
population of interest. Develop an
initial understanding and sound
base for further decision making.
Types of Access Method
1. Sequential Access – When records are physically in order in a file, the file is said
to be a sequential. When a sequential file is updated, it is necessary to go through
the entire file. Since records cannot be inserted in the middle of the file, a
sequential file is usually copied over during the updating process.
2. Random Access - In a random-access system, the user does not need to go
through the entire file, as they are able to access the required file directly.

Types of Processing
1. Batch Processing- This allows more than one tasks of the same type to be processed at
the same time. For example, finding the average for a series of numbers in a spreadsheet
document would only require the formula for the first row. The computer would then be
able to calculate the average for all the other numbers, when the user drags the selected
area.
2. Real Time Processing- Allows the data to be processed immediately, without the user
having to wait for a long period of time.
3. Online Processing- This allows the user to directly interact with the computer. It allows
the user to enter the information and once all the information has been entered, it is
processed immediately.
Types of Reports

1. Detailed – These types of reports contain complete information about the thing or person
that the data is being collected on. It gives a full description or tells a story of how the
incidents occur from beginning to end.
2. Summary- This gives an overview about a person or thing that information is being
collected on. It only highlights instances of the most important processes or actions that
took place.
3. Preformatted- These are default layout that has already been prepared to be used at a
later date. The user would just use their own words in the slot or spaces where certain
information was located. On computer systems, these would collect certain information
from the user and then provide the user with a format that was already created.
4. Ad hoc- This type of report is normally used by business entities, as they are used for
specific purposes.
 Objective 9: Use the most appropriate format to display or present information

FORMAT EXAMPLE OF INFORMATION

Text Used to represent information too detailed for other

formats. It can be used for : Reports, Analysis, etc.
(findings from an earthquake)
Graphics Displaying a graphical representation of required
information. (Eg. Fire in the forest)

Sound Recording audio (for example: classroom lecture,

interview, aid for a blind person, etc)

Video Video capture for News report (Flooding, interview)

Graphs Best for large scale comparisons or monitoring trends.

Used to track changes over short and long periods of
time
Charts Used for comparing parts of a whole
(compare students in four classes, number of males in a
class compared to females)
Tables Used to organize data that is too detailed or
complicated to be displayed on Graphs or charts
Objective 10: Use appropriate information sources to retrieve and disseminate information for
a particular task

SOURCES OF INFORMATION

What is Sources of Information?

Sources of information refer to any means by which information can be received. This includes
sources such as persons, thing or place from which information was collected. Sources of
information are used to give persons’ additional knowledge or information about a topic that they
did not know or knew much about. 

Information sources are divided into separate distinct categories; online and offline sources

What is meant by credible source?

Credible sources are those which are factual, unbiased and trustworthy. There is also some
evidence that research was done or that the person who collected the information is/was an
expert in the field.

INFORMATION USES OF INFORMATION SOURCES

SOURCES
Books Most credible source of information. Books can be electronic (eBook)
or in print. They cover many different topics and can be classified as
fiction or non-fiction.

Journals Scholarly Journals are used to analyze and report on original research
and are normally written by experts/scholars in the field.

Trade Journals are used to report on trends and issues in a given

industry and are written by experts in the industry.

Catalogs Provides information for any compilation or items, thus giving a listing
based on the topic or content that is been displayed.

Magazines Contains general information on topics of popular interest or trending

topics, which are normally written for the general public. Magazines are
often written by writers within a company that is producing them.
Magazines does not contain references or bibliographies, but contains
many images.

Newspapers Contains information related to current affairs or daily happenings.

 Newspapers has information related to local and international events,
entertainment, job classifieds and more. These are normally written by
journalists and freelance writers and are produced for the general
public.

Online Libraries Is an information source containing a large collection of books as a

traditional library would, and are usually accessible through cloud
storage (online/ internet). These are often accessible either free or has to
be bought.

CD-ROMs These information sources are used to store audio information.

Normally used in education, among other industries. In education, these
can be used to teach foreign language or any other subject area.

DVDs These information sources are used to store video format information.
Normally used in education, among other industries. In education, these
can be used to show documentaries.

Electronic Databases These are large online storage areas in which information is normally
stored. Businesses utilize these to store users/client’s search history in
order to advertise their products to them.

Websites Websites can be any platform online that one can used to access
information. Online libraries can be accessed through a website. Blogs
are also another form of website in which persons displays information
based on personal viewpoints or objectivity.

People People are used as information sources, in the case where one wants to
access first-hand information, often carried out using the interview
method.
 Objective 11: Justify the Acceptance or Rejection of a piece of Information

Criteria for rejecting or accepting a piece of information including:

Authority-
When accepting or rejecting a piece of information authority is considered as a crucial aspect.
Authority refers to individuals authorized by a governing body or attained qualification and
expertise in order to give out a piece of information. In other words, they have the expertise
required to give out the information (attained PhD having undergone in-depth field study).
Questions to ask when accepting rejecting information:
1. Does this person have experience in the field they are giving information about? 
2. Can I trust that the person knows what they are talking/advising/writing about?

Publishing Body-
Publishing body refers to the persons who approve and put the information out to be viewed by
the public. Publishing body comprises of the person who created the information and the other
entity been the one to put out the information to be viewed by others. Take for example a book
which was written by an author and was placed in google books to be viewed. When selecting a
publishing body, one must ensure that they are approved by credible sources.

Bias or Objectivity-
Bias is one way in which information may be rejected. Bias will occur as a result of not utilizing
valid or factual sources to retrieve information. Relying on one source is said to be biased, as
other means were not exploited to carry out further investigation or make adequate comparison.
Objectivity focuses on relevance of information in regards to information being factual and free
from opinions or personal biases. Objectivity focuses on fairness, truthful and trustworthy
information.

Currency of information-
Outdated information will not be effective in solving a problem. Persons should ensure that the
information being collected is current and useful in modern society. Outdated information may
actually be the reason why the problem was not solved or got worse.
Reference to other sources
Refereed sources are those in where persons who are experts in their field and their work have
been reviewed by various other experts who have the authority to fairly judge their work.
Unrefereed sources on the other hand, are those which did not receive any peer or expert review
or fair judging. As such, information from refereed sources are normally considered to be
unbiased and accurate to be used by others.

Relevance and Coverage (Breadth and Depth)

Relevance tells well information meets users’ needs, especially in terms of timeliness and
purpose of collected information. Information that was collected outside the scope of the
required timeframe is considered irrelevant, as it will no longer be needed for the prior purpose.
For example: Information been submitted by a student related to SBA in the month of July will
no longer be relevant, as the timeframe would have passed for the student to be considered as a
part of the graded group; and as such will be considered to be Ungraded.
Coverage refers to how much the information source covers. In other words, when rejecting or
accepting a piece of information, one must ensure that all details that is needed is included in the
source. For example: Students were told to complete an Internal Assessment research; however,
students only collected information related to one question in the questionnaire, which was not
relevant to the problem statement give.