SUBJECT: COMPUTER STUDIES

CLASS: SS 2

WEEK 1
TOPIC: CONCEPT OF COMPUTER FILES
CONTENT:
 Definition of Terms
 Types of data item
 File structure organization
 Types of file organization
Duration: 45 minutes
Date:
Age: 13 - 14 years
Specific Objectives: At the end of the lesson, the students will be able to:
 Know the concept of computer files
 Know the types of file organization
 Know the file structure organization
Rationale: Students will be able to understand the concept of computer files organization
Previous Knowledge: the students should have fundamental knowledge on food
Set Induction: The teacher begins by asking the students questions on the previous lesson
Instructional Method: Explanation and Discussion and Illustration
Instructional Materials: whiteboard, marker, handout
Presentation:
Step I
Teacher's Activity: teacher begins the lesson by reviewing previous lesson and stating the usefulness
of the concepts being taught
Students' Activity: the students engage in a discussion with the teacher about what they've learnt.
Step 2
Teacher's Activity: the teacher introduces the topic and begins to define and explain key words
Students' Activity: the students pay keen attention to the teacher
Step 3
Teacher's Activity: the teacher makes the class interactive by asking the students questions on what
has been explained
Students' Activity: the students provide answers to the teacher's questions
Step 4
Teacher's Activity: the teacher encourages the students to ask questions
Student's Activity: the students participate in the question and answer session
Step 6
Teacher's Activity: the teacher copies the note of lesson on the board
Students' Activity: the students take down the note.
Summary: the teacher summarizes the topic
Resource Materials: Internet
EVALUATION
1. Define the following key terms;
(i) Computer file (ii) Record (iii) Field (iv) Data item
2. Highlight the types of data item

Sub-Topic 1: DEFINITION OF TERMS

 Computer Files
  Record
 Field
 Data item
COMPUTER FILES: This is an entity of data available to system users that is capable of being
manipulated as an entry. Computer files are the most basic unit of data that users can store on a disk.
Every program, image, video, song, and document is stored as a file.

RECORD: A Record is a collection of related data items or fields. Each record usually corresponds to
a specific unit of information, e.g Employee number, Employee name, Basic salary, etc. The elements
of records are usually called fields or members.

FIELD: This is portion where data items are physically arranged in a computer file. It is commonly
used to refer to a column in a database or a field in a data entry form. It is a space allocated for a
particular item of information. The length of a field may be fixed or variable.

DATA ITEM: Data item is the smallest unit of information stored in computer files. In computing,
data is information that has been translated into a form that is more convenient to move or process.
Data can exist in a variety of forms – as numbers or text on pieces of paper, as bits and bytes stored in
electronic memory, or as facts stored in a person’s mind.

There are four types of data items, which are;

(i) Numeric
(ii) Alphabetic
(iii) Alpha-numeric
(iv) Boolean

FILE STRUCTURE ORGANIZATION

DATA

FIELD

RECORD

FILE
Represented above is the structure of a file in a systematic order from top to bottom, i.e. from DATA
to FILE.
Data item is the smallest unit of information stored in computer file.
A field is a collection of related data items
A record is a collection of related fields.
The collection of records is called file.
Sub-Topic 2: TYPES OF FILE ORGANIZATION
There are a large number of ways records can be organized on disk or tape. The main methods of file
organization used for files are;
 Serial
 Sequential
 Indexed
 Random ( or Direct)

SERIAL ORGANISATION: Serial files are stored in chronological order; that is, as each record is
received it is stored in the next available storage position. It is only used on serial medium such as
magnetic tape. This type of file organization means that the records are in no particular order and
therefore to retrieve a single record, the whole file needs to be read from the beginning to the end.

SEQUENTIAL ORGANIZATION: Sequential files are serial files whose records are sorted and
stored in an ascending or descending order on a particular key field. In a sequential file organization,
records are organized in the sequence by which they were added. Records in these files can only be
read or written sequentially.

INDEXED ORGANIZATION: An indexed file organization contains reference numbers, like

employee numbers, that identify a record in relation to other records. These references are called the
primary keys that are unique to a particular record. This allows greater flexibility for users to randomly
search through thousands of records in a file. However, it employs complex programming in order to
be implemented.

RANDOM FILE ORGANIZATION: This is a file arranged physically without regard to the
sequence of the primary key. It is also called a ‘direct file’ or a ‘direct access file’, it enables quick
access to specific records or other elements within the file rather than having to read the file
sequentially.
GENERAL EVALUATION
(i) With the aid of a diagram, systematically illustrate the structure of computer file
(ii) Enumerate four ways of organizing files

READING ASSIGNMENT
Study the topic ‘METHODS OF ACCESING FILES’ using your students’ textbook
WEEKEND ASSIGNMENT
1. Records in a .............................. file are inserted as they arrive
(a) serial (b) sequential (c) indexed (d) random
2. ................ is the collection of related data items or field.
(a) Data item (b) Field (c) Record (d) File
3. ................... is the smallest unit of information stored in computer file
(a) Data item (b) Field (c) Record (d) File
4. ......................... file is referred to as direct access file
(a) Random (b) Indexed (c) Serial (d) Sequential
5. The length of a field may be ............................ or ...................................

ESSAY QUESTION
1. Clearly distinguish between sequential and random file organization

WEEK 2
CLASS: SS 2
SUBJECT: COMPUTER SCIENCE
TOPIC: CONCEPT OF COMPUTER FILES (cont’d)
CONTENT:
 Methods of accessing files.
 File classification.
 Criteria for classifying files.
Duration: 45 minutes
Date:
Age: 13 - 14 years
Specific Objectives: At the end of the lesson, the students will be able to:
 Know the concept of computer files
 Know the types of file organization
 Know the file structure organization
Rationale: Students will be able to understand the concept of computer files organization
Previous Knowledge: the students should have fundamental knowledge on food
Set Induction: The teacher begins by asking the students questions on the previous lesson
Instructional Method: Explanation and Discussion and Illustration
Instructional Materials: whiteboard, marker, handout
Presentation:
Step I
Teacher's Activity: teacher begins the lesson by reviewing previous lesson and stating the usefulness
of the concepts being taught
Students' Activity: the students engage in a discussion with the teacher about what they've learnt.
Step 2
Teacher's Activity: the teacher introduces the topic and begins to define and explain key words
Students' Activity: the students pay keen attention to the teacher
Step 3
Teacher's Activity: the teacher makes the class interactive by asking the students questions on what
has been explained
Students' Activity: the students provide answers to the teacher's questions
Step 4
Teacher's Activity: the teacher encourages the students to ask questions
Student's Activity: the students participate in the question and answer session
Step 6
Teacher's Activity: the teacher copies the note of lesson on the board
Students' Activity: the students take down the note.
Summary: the teacher summarizes the topic
Resource Materials: Internet
EVALUATION
1. State the three methods of accessing files

Sub-Topic 1: METHODS OF ACCESSING FILES

An access method defines the way the computer process the read and write files. Each file
organization can be accessed or processed in different ways, the methods of accessing files include the
following:
 Serial Access
 Sequential Access
 Random Access

Serial Access
This is a method of storing or retrieving data or information that requires the program to start writing
or reading at the beginning and continues until it finds the desired data. The only way to access a
serially organized file is serially, for instance, the tape.

Sequential Access
The method of access used is still SERIAL but of course in an organized way, that is, in the order in
which they are physically arranged. It is important to note that to process (e.g update) a sequential
master tape file, the transaction file must also be in the sequence of the master file. Also, if the record
required is the twentieth record on the file, in order to get it into storage to process it the computer will
first have to read in all nineteen preceding records.
This is possible with files organized sequentially or indexed-sequentially.
Random Access:
This is a method of retrieval or storage of data that does not require any other stored data to be read
first, that is, the storage locations can be accessed (read or written to) in any order, with the help of the
record key. It is also called ‘direct access’. This type of access is possible on a file with indexed-
sequential or random organization.

Sub-Topic 2: FILE CLASSIFICATION

Computer files can be classified as follows:
 Master file
 Transaction file
 Reference file

Master File:
This is a file containing relatively permanent information, usually updated periodically, e.g customer
ledger, payroll, inventory, etc. it is a file that can be used as an authoritative source of data when
carrying out a particular job on the computer. Master files contain descriptive data.
Transaction File:
This is a collection of transaction records. The data in transaction file is used to update the master file
that contains the data about the subject of the organization. (customers, employees, vendors, etc.).
Transaction files also serve as audit trails and history of the organization.

Reference File:
In computer science, a reference is a value that enables a program to indirectly access a particular data
item, such as variable or a record, in the computer’s memory or in some other storage device.
Reference file contains data that are to be permanently stored. Amendment to records on it are usually
not frequent. It stores data that are used as reference for processing of transaction

CRITERIA FOR CLASSIFYING COMPUTER FILES

Computer files can be classified according to the following criteria:
(i) Nature of Content: Files of similar contents are classified together. Examples aere database files,
worksheet files, etc
(ii) Organization method: The organization methods include sequential methods, random methods,
etc.
(iii) Storage medium: a storage medium is any technology used to place, keep and retrieve data.

EVALUATION
(i) List and explain the methods of classifying files
(ii) Highlight the criteria require to classify files
GENERAL EVALUATION
(i) State the difference between Master file and Transaction file
(ii) List two classes of computer files
(iii) Which is the best method of accessing the following types of file;
 Serial files = ................................................ Access
 Sequential files = ............................................ Access
 Indexed files = ........................................ Access
 Random files = ........................................ Access
WEEKEND ASSIGNMENT
1. A computer file that is used as an authority in a given job that is relatively permanent is
called ................. (a) transaction file (b) reference file (c) master file (d) random file
2. A computer file of data that is kept so that it could be referred to is called ....................
(a) transaction file (b) reference file (c) master file (d) authority file
3. The data in a .................................. file is used to update the master file, which contains the
data about the subject of the organization.
(a) transaction file (b) reference file (c) master file (d) authority file
4. Which of the following is NOT a method of accessing files?
(a) Random (b) Selection (c) Serial (d) Sequential
5. Which of the following is not a criteria for classifying files?
(a)Nature of content (b) Organization method(c)Storage medium(d) Correction methods
5. Which one of these is not a data item?
(a) Numeric data (b) Alphabetic data (c) Letter data (d) Alphanumemeric data

ESSAY QUESTIONS
1. List and Explain the methods for classifying files
2. State the similarity between Master file and Reference file.
WEEK: 4
CLASS:
SUBJECT: COMPUTER SCIENCE
TOPIC: HANDLING COMPUTER FILES I (PRACTICAL)
CONTENT: (a) Basic operations on computer files (b) Steps involved in creating sequential files (c)
Steps involved in accessing sequential file (d) basic file processing statements (e) effects of file
insecurity: data loss and insecurity.

Sub-Topic 1: BASIC OPERATIONS ON A COMPUTER FILE.

The following are some operations that can be performed on a computer file;

(i) File creation: Creating a file with a given name

(ii) File Deletion: Deleting files that are no longer wanted
(iii) File retrieval: Retrieving a lose file or stored file.
(iv) File copy: Copying a created file to either an external or in-built storage device.
(v) File view: Viewing a created file or granting privilege of viewing.
(vi) File Update: Reading or changing the content of a file.
(vii) File Open: Opening the content of a file on the screen.
(viii) File Close: Losing access to a file by closing, until it is opened again.

EVALUATION:
1. Outline five (5) basic operations on a computer file.

Sub-Topic 2: STEPS INVOLVED IN CREATING AND ACCESSING SEQUENTIAL FILES.

Meaning of Sequential File: A sequential file is a file that is read from start to finish, character by
character or line by line in a chronological order.

The following are steps involved in the creation of sequential files:

1. Open the file in Output(0) mode i.e. OPEN “0” #1” filename
2. OPEN
3. The OPEN command is used to open files - that is, it makes files available so that Basic can
read or write to them. The general form of the command is
OPEN "filename" FOR mode AS #filenumber .

4. Write data to the file using the PRINT# or WRITE# statements:

PRINT#1, A$
PRINT#1, B$
PRINT#1, C$
5. To access the data in the file, you must close the file and reopen it in input mode: CLOSE#1
OPEN “I”, #1,” filename
6. Use the INPUT# or LINE INPUT# statement to the read data from the sequential file into the
program:
INPUT#, X$,Y$,Z$

The example below can help us access a sequential file:

10 OPEN “I”, #1, “DATA”
20 INPUT#1, N$, D$, H$
30 IF RIGHT$ (H$, 2) =”78” THEN PRINT N$
40 GOTO 20
 50 CLOSE #1
RUN
JOHN AYO
SUPERMANN
Input past end in 20
OK

EVALUATION:
1. List the steps involved in creating sequential files.
2. What is a sequential file?

Sub-Topic 3: EFFECTS OF FILE INSECURITY

File Insecurity refers to the concepts that a computer system is vulnerable to attack, thereby affecting
the files in the system.
Effects of file insecurity include;
1. Data Loss: This refers to the unforeseen loss of data or information.
Causes of data loss:
(i) Human error
(ii) Computer virus
(iii) Natural disaster
(iv) Hardware or system problem
(v) Software corruption or program problem.

2. Overwriting: This is a process of writing a binary set of data on a memory. Overwriting

generally occurs when unused files system clusters are written upon with new data. In general
it writes over the previous data.

EVALUATION:
1. Explain any two effects of file insecurity.

GENERAL EVALUATION:
1. What is ‘overwriting’?
2. Define file insecurity.

READING ASSIGNMENT:
Students are expected to read ‘methods of file security’ of Handbook on Computer studies for SS2.

WEEKEND ASSIGNMENT:
1. All these can be performed on an existing file except
(a) Copy (b) View (c) Delete (d) Creation
2. ‘E O F’ statement is used in ------- file.
(a) Creating (b) Reading (c) Closing (d) Deleting
3. Writing of binary set of data on a memory is called--------
(a) Computer file (b) Manual file (c)data loss(d) Overwriting
4. A file that is read from start to finish is called--------
(a) Logic file (b) sequential file (c) dotted file (d) overwrite file.
5. ------------ is not a basic computer file operation
(a) Delete (b) Open (c) View (d) Pause
WEEK: 5
CLASS: SS 2
SUBJECT: COMPUTER SCIENCE
TOPIC: HANDLING COMPUTER FILES II
CONTENT: (a) Methods of file security: (i) Use of backups (ii) Use of anti-virus (iii) Passwording
(iv) Proper label of stored devices, etc. (b) Advantages of computerized files.

Sub-Topic 1: METHODS OF FILE SECURITY

1. Backups: The process of backing up a file refers to making copies of file so that these
additional copies may be used to restore the original data after a data loss event. Two distinct
purpose of backup are;
(i) Primary purpose: This is to recover data as a reaction to data loss, be it data corruption
or deleted data.
(ii) Secondary Purpose: The secondary purpose of data is to recover data from a historical
period of time within the constraints of a user-defined data retention policy.
2. Anti-virus: An anti-virus program protects a computer file from malicious virus attack, detects
and heals files that have been attacked. It is a program written to fight computer virus. They are
self replicating program that copies themselves and can infect other programs. There are a
number of antivirus packages available in the market, some major ones are Norton antivirus,
McAfee Scan, Karspasky, Avast, etc.
3. Password: A password is a secret word or string of characters that is used for authentication,
to prove identity or gain access to a resource. This prevents people from damaging files or
getting into e-mails account and disrupting them. It is a standard security precaution on many
computer systems.
4. Storage device labelling: Storage devices such as Floppies, CD’s DVDs, Flash drives needs to
be labelled so that one knows what is labelled in them, so as not to accidentally delete them or
format them.

EVALUATION:
1. State two (2) File security methods and explain them.
2. What are the two purposes of file backup?.

Sub-Topic 2: ADVANTAGES OF COMPUTERIZED FILES AND LIMITATIONS

The following are some advantages of a computerized file;

1. Computers can form calculations quickly and effectively
2. They use up less room
3. Data can be retrieved easily and quickly
4. Security is often tight and difficult to break into.
5. Documents that are lost can be retrieved
6. Mistakes and changes made can be corrected.
7. Quicker to find things and easier to sort.
8. Makes work easier
9. Search tools can enable work to be found easily.
10. Transactions and accounts can be handled more properly by computers than manually.
11. Computers can present information through graphs and bars
12. They are more reliable.
Limitations of Computerized Files:
1. They are expensive to set up
2. They require skilled labour with proficiency to set up.
3. They are not effective where there is irregular power supply.
4. They are prone to ‘hacking’

EVALUATION:
1. State ten (10) advantages of a computerized file.
2. State three (3) limitations of a computerized file.

GENERAL EVALUATION:
1. What is an antivirus program?
2. List five (5) antivirus known to you.

READING ASSIGNMENT:
Students are expected to read ‘Computer Applications’ on the next page of Handbook on
Computer studies for SS2.

WEEKEND ASSIGNMENT:
1. ----------- is a self replicating program that copies itself and that can infect other programs
(a) Virus (b) Actors (c) pseudo codes (d) Trojan horse
2. ----------- is a software to protect computer from viruses
(a) File guide (b) Antivirus (c) Format (d) Upgrade
3. ---------- Means to make copies of data
(a) Backup (b) Backing (c) protection (d) storage
4. Which of the following is not and advantage of computerized files
(a) Fast to access (b) Less laborious (c) Neatly modified (d) Less reliable.
5. One of these is not a limitation of computerized files
(a) Expensive to set up (b) Irregular power supply (c) Prone to hacking
(d) Does not require skilled labour.
WEEK 6
CLASS: SS 2
SUBJECT: COMPUTER SCIENCE
TOPIC: WORD PROCESSING
CONTENTS
i. Definition of (i) Word Processing (ii) Text document
ii. Examples of word processors
iii. Application Areas
iv. Facilities available in a word processor – type document, edit document, store document,
move, copy, paste, etc
v. Features: Editing, Formatting, Justification, search and replace, spell-check etc

Sub-Topic 1: Definition of (i) Word Processing (ii) Text document

Word Processing
This is an act of using the computer or other electronic equipments for the manipulation of text which
involves creation, editing, storage and printing. Other electronic devices that can be used to achieve
this are mobile phones, personal digital assistant (PDA), electric typewriters, computer etc.

Text Document
This is a collection of data that is written, typed, printed on paper, or created with a Computer
application and used to provide information for future use. A text document could contain single or
multiple pages.

Examples of Word Processor

There are many word processors available for use today; some of these are given below:
- Microsoft Word
- Word Perfect
- Corel word perfect
- Word star
- AmiPro
- iStudio Publisher
- Kingsoft Writer

- Mariner Write

- Mathematica

- Mellel

- Microsoft Word

- Microsoft Works

- Microsoft Write

- Nisus Writer

- Nota Bene

- Polaris Office
- PolyEdit

- QuickOffice

- Scrivener

- TechWriter

- TextMaker

- ThinkFree Office

- WordPad,

EVALUATION
1. Define the following terms:
a. Word processing
b. Text document

Sub-Topic 2: APPLICATION AREAS

1. Offices: Word processing plays a vital role in the running of offices. It is used in the
production of letter heads, memo writing, circulars, etc.
2. Publishing: In publishing, typesetting process has been replaced by desktop publishing
software (DTP). This is the use of computers with graphics capacities to produce printed
materials for public consumption such as newspapers and magazines. DTP is much faster and
more flexible than typesetting. Publishers can easily make last minutes changes.
3. Journalism: This is the profession of reporting or editing news stories for the mass.
Journalists get information noted down on paper or through some other means like audio
recording device.
4. Education: Word processing offers high versatility and flexibility to education. It is also
model-free instructional software, i.e. it provides many general relative advantages to teachers
and students. Word processing helps teachers use reparation time more efficiently by letting
them modify materials (lesson plan, lesson note and diaries) instead of creating new ones.
Enhances document appearance and allows sharing of documents.
5. Articles: Word processing has reduced the stress involved in article writing. The features
of modern word processing software such as Search and Replace, Go to, File sharing etc. have
made article writing more flexible unlike when typewriter was used.
6. Home: Word processing in the home tends to be educational, planning or business related,
dealing with assignments or work being completed at home or occasionally recreational, e.g.
writing short stories, letter writing, resume creation and card creation.

EVALUATION
1. Mention three examples of word processors in use today.

GENERAL EVALUATION
1. Explain how word processor facilitates operations in the following areas:
 a. Offices
b. Home
c. Journalism
d. Education

READING ASSIGNMENT
Read and summarize the following week topic.

WEEKEND ASSIGNMENT
1. The term text document means: (a) a software (b) an application (c) a window (d) a
written and a printed document
2. ___ is a program used for the production of documents

ESSAY QUESTIONS
1. a. What is word processing?
b. Define the term ‘text document’.
2. List and explain four application areas of word processing.

Sub-Topic 3: FACILITIES AVAILABLE IN A WORD PROCESSOR

1. Type Document
The keyboard is used to type a document. You type a document by pressing the relevant keys
on the keyboard in order to arrive at the desired word. You do not have to worry about
overflowing the text line because the program will take care of breaking it up appropriately.
This automatic line breaking features is called word wrapping.

2. Edit Document
This is the ability to change text by adding, deleting and re-arranging letters, words, sentences
and paragraph. Text editing is the main operation users perform in word processing, which also
handles graphics and other multimedia files.

3. Store Document
Word processor gives the opportunity of accessing a previously saved file or document either
on the computer or on external storage facility, e.g. flash disk, DVD, diskette, etc. the
following are the three ways of saving a document:
(a) Click on File on the menu bar, the file menu list appears, click on the ‘SAVE’ command
(b) Click on the save button on the standard tool bar.
(c) Press CTRL + S on the keyboard. If you are saving the document for the first time, the
‘Save As’ dialog box will appear after you have used any of the three methods above.
Then type the file name in the space provided in a dialog window in front of ‘FILE NAME’
(the file name must be a name that reflects its contents for easy and quick retrieval).
Click on the ‘SAVE’ button.

4. Move, Copy and Paste

Another fantastic feature of the word processor is the ability to make changes to text easily
without having to cancel or rewrite. You can move a selected text from one place to another,
and as well copy. The difference between Move and Copy is the Move deletes the selected text
from the initial location, while copy retains the text. To Paste is to place the copied or moved
text into desired location in the document.
5. Using different font type and sizes
Several font sizes and type are available in modern word processor. The font size can be
increased or decreased anytime. The font type can also be changed anytime the need arises.
Follow the steps below to increase the font size:
(a) Highlight the word, text or paragraph
(b) Click the down arrow next to the size on the format bar. Often the default size is 12
(c) Click on the desired font under size
(d) Click on OK

Changing Font Type

i. Select the text you wish to change.
ii. Click the down arrow next to the font on the format bar. If you want to change the font
to bold, italic or underlined, click on the B, I, or U on the format bar
iii. Click the font you wish to use and the highlighted text will change.

EVALUATION
1. Mention three examples of fonts in word processor
2. What are the differences between Cut and Copy in word processor

Sub-Topic 4: FEATURES: EDITING, FORMATTING, JUSTIFICATION, SEARCH AND

REPLACE, SPELL-CHECK, ETC.

1. Editing: This is the ability to make corrections by changing text, by adding, deleting and
rearranging letters, words, sentences and paragraphs.

2. Formatting: Formatting a document means making the document appears the way you want
it. This refers to the structure, organization, presentation and appearance (colours, size, font
size and font face) of a set of data in a document.

Remove Extra Space between paragraphs in word 2007

i. On the home ribbon, find the Paragraph section
ii. In the bottom right corner of the section, click the button to show the paragraph dialog
box
iii. Select “Don’t add space between paragraphs of the same style”
iv. Click OK

You can remove the space between paragraphs you have already typed in your document.
Simply select the paragraphs and then follow the above steps.

Inserting Column in your word document

i. Position your cursor where you would like to insert the columns
ii. Open the Page Layout ribbon
iii. In the Page Setup section, click Columns
iv. From the dropdown menu, select the number of columns you would like o insert.
 v. Word will automatically insert the columns in your document.

Inserting a Column Break in your Word Document

i. Position your cursor where you would like to insert the column break
ii. Open the Page Layout ribbon
iii. In the Page Setup section, click Breaks
iv. From the dropdown menu, select Column
v. Any text typed will begin in the next column

3. Justification
Justification in word processor means to adjust horizontal spacing, so that text is aligned evenly along
both the left and right margins. Justifying text creates a smooth edge on both sides.
Steps
i. Highlight the text
ii. Press Ctrl + J on the keyboard OR

i. Highlight the text

ii. From the Home button, take your cursor to the paragraph ribbon and click on desired
justification.

4. Search and Replace

This means looking for a particular word/phrase in a document and replacing it with another word or
phrase. E.g
i. In the word document, select the word (or group of words) that you wish to be replaced. Click
the Replace button found in the Editing group under the Home tab option in the office Ribbon
menu bar.
ii. In the displayed dialog box, you will that the selected word is already in the Find what text box
as show below:

ii. In the Replace with text box, type the word you will like to use to replace the existing ones in
the document.
iv. Click Replace to replace only that word.
v. Click Replace All to replace all the occurrence of the word.

5. Spell Check/Thesaurus
This is the capability of the word processor to check the correctness of spelling or the grammar of a
document using a particular dictionary; it could be British or American dictionary.
Type the text exactly as seen and observe how the word processor underlines words and sentences.
Take your cursor over the underlined texts and right-click to see the correct options.
6. File Merging
Modern word processors have the ability of joining two or more documents from one. These
documents can be texts or graphics. Steps:
i. Create a new blank document and then set the page layout to be similar to the documents that
you are going to merged.
ii. Click Insert tab option in the Office ribbon menu bar

iii. In the Text group, click on the down arrow at the right side of object.

iv. Select Text from File ….option

v. In the ‘Insert File” dialog window, select all word documents that you want to merge and
combine into one.
vi. Click on Insert button

EVALUATION
1. What does it mean to justify text?
2. What is the use of formatting marks in word processors?
GENERAL EVALUATION
1. What features in word processors enables automatic line breaking?
2. Mention three other automatic features in word processors.
3. State the command that you will use in word processors to do the following:
i. Save a document
ii. Copy text
iii. Paste text
iv. Open a file

READING ASSIGNMENT
Read the next topic and summarize them

WEEKEND ASSIGNMENT
1. In Microsoft word environment, ‘File’ is located except (a) changing of font size (b)
deleting a word (c) adding a word (d) rearranging paragraph
2. Ctrl + V is the short cut for __ (a) saving a document (b) an application (c) a window (d)
a written and a printed document
3. Editing of document involves the following except. (a) changing of font size (b) deleting
(c) adding a word (d) rearranging paragraph
4. The save command can be found under the ___ menu. (a) edit (b) format (c) View (d)
File
5. CTRL + J is the shortcut for (a) joining texts (b) justifying texts (c) formatting text (d)
file sharing

Theory
1. Highlight the steps involved in finding and replacing a text.
2. List and explain four application areas of word processing.
WEEK 8.
CLASS: SS 2
SUBJECT: COMPUTER SCIENCE
TOPIC: SYSTEM DEVELOPMENT CYCLE
CONTENT:
(a) Definition of System Development Cycle
(b) Description of System Development Cycle
(c) Stages in System Development Cycle: (i) Preliminary study (ii) Feasibility study (iii) Investigative
study (iv) Analysis (v) Design (vi) Implementation (viii) Study review
(d) Description of each stage of system development cycle.

Sub-Topic 1: DEFINITION OF SYSTEM DEVELOPMENT CYCLE

The system development life cycle (SDLC) follows a project through from the initial idea or
innovation to the point where it becomes a functional system. It is a core aspect of the methodology
which is used when defining a project.

Description of System Development Cycle

The System Development Life Cycle (SDLC) process applies to information system development
projects ensuring that all functional and user requirements and agency strategic goals and objectives
are met. The SDLC provides a structured and standardized process for all phases of any system
development effort. These phases track the development of a system through several developmental
stages from feasibility analysis, system planning and concept development; to acquisition and
requirements definition; design; development; integration and testing; deployment and acceptance;
though deployment and production; and finally to system retirement or maintenance.

Stages in System Development Cycle

(i) Preliminary study
(ii) Feasibility study
(iii) Investigative study
(iv) Analysis
(v) Design
(vi) Implementation
(vii) maintenance
(viii) Study review

Sub-Topic 1: DESCRIPTION OF EACH STAGE OF SYSTEM DEVELOPMENT CYCLE

(i) Preliminary study: Preliminary system study is the first stage of system development life
cycle. This is a brief investigation of the system under consideration and gives a clear picture of
what actually the physical system is. In practice, the initial system study involves the preparation
of a System proposal which lists the Problem Definition, Objectives of the Study, Terms of
reference for Study, Constraints, Expected benefits of the new system, etc. in the light of the user
requirements. The system proposal is prepared by the System Analyst (who studies the system)
and places it before the user management. In summary, we would say that system study phase
passes through the following steps:
 problem identification and project initiation
 background analysis
 inference or findings
 (ii) Feasibility study: After the system proposal is accepted by the management, the next phase is
to examine the feasibility of the system. The feasibility study is basically the test of the proposed
system in the light of its workability, meeting user’s requirements, effective use of resources and
of course, the cost effectiveness. These are categorized as technical, operational, economic,
schedule and social feasibility. The main goal of feasibility study is not to solve the problem but
to achieve the scope. In short, following decision are taken in different feasibility study:

Economic feasibility - The likely benefits outweigh the cost of solving the problem which is generally
demonstrated by a cost/ benefit analysis.

Operational feasibility - Whether the problem can be solved in the user’s environment with existing
and proposed system workings?

Organizational feasibility – Whether the proposed system is consistent with the organization’s
strategic objectives?
Technical feasibility - Whether the problem be solved using existing technology and resources
available?

Social feasibility – Whether the problem be solved without causing any social issues? Whether the
system will be acceptable to the society?

(iii) Investigative study: The detailed investigation of the system is carried out in
accordance with the objectives of the proposed system. This involves detailed study of various
operations performed by a system and their relationships within and outside the system. During
this process, data are collected on the available files, decision points and transactions handled by
the present system. Interviews, on-site observation and questionnaire are the tools to be used for
detailed system study. Using the following steps it becomes easy to draw the exact boundary of
the new system under consideration:
 Keeping in view the problems and new requirements
 Workout the pros and cons including new areas of the system
All the data and the findings must be documented in the form of detailed data flow diagrams (DFDs),
data dictionary, logical data structures and miniature specifications. It includes planning for the new
system, analysis of requirement, system constraints, functions and proposed system architecture,
prototype of the proposed system and its analysis.

(iv) Analysis: Systems analysis is a process of collecting factual data, understand the processes
involved, identifying problems and recommending feasible suggestions for improving the system
functioning. This involves studying the business processes, gathering operational data, understand
the information flow, finding out bottlenecks and evolving solutions for overcoming the
weaknesses of the system so as to achieve the organizational goals. System Analysis also includes
subdividing of complex process involving the entire system, identification of data store and manual
processes.
The major objectives of systems analysis are to find answers for each business process:
What is being done?
How is it being done?
Who is doing it?
When is he doing it? Why is it being done?
How can it be improved?
It is more of a thinking process and involves the creative skills of the System Analyst. It attempts to
give birth to a new efficient system that satisfies the current needs of the user and has scope for future
 growth within the organizational constraints. The result of this process is a logical system design.
System analysis is an iterative process that continues until a preferred and acceptable solution
emerges.

(v) Design: Based on the user requirements and the detailed analysis of a new system, the new system
must be designed. This is the phase of system designing. It is the most crucial phase in the
development of a system. The logical system design arrived at as a result of system analysis and is
converted into physical system design. In the design phase the SDLC process continues to move
from the, what questions of the analysis phase to the how. The logical design produced during the
analysis is turned into a physical design - a detailed description of what is needed to solve original
problem. Input, output, databases, forms, codification schemes and processing specifications are
drawn up in detail. In the design stage, the programming language and the hardware and software
platform in which the new system will run are also decided. In the design stage, logical design is
translated into computer programming codes after which testing is done to ensure a workable
system
Coding
The system design needs to be implemented to make it a workable system. This demands the coding of
design into computer language, i.e., programming language. This is also called the programming phase
in which the programmer converts the program specifications into computer instructions, which we
refer to as programs. It is an important stage where the defined procedures are transformed into control
specifications by the help of a computer language. The programs coordinate the data movements and
control the entire process in a system.

Testing
Before actually implementing the new system into operations, a test run of the system is done
removing all the bugs, if any. It is an important phase of a successful system. After codifying the
whole programs of the system, a test plan should be developed and run on a given set of test data. The
output of the test run should match the expected results. Sometimes, system testing is considered as a
part of implementation process.
Using the test data following test run are carried out:
 Program test
 System test

Program test: When the programs have been coded and compiled and brought to working conditions,
they must be individually tested with the prepared test data. All verification and validation be checked
and any undesirable happening must be noted and debugged (error corrected).

System Test: After carrying out the program test for each of the programs of the system and errors
removed, then system test is done. At this stage the test is done on actual data. The complete system is
executed on the actual data. At each stage of the execution, the results or output of the system is
analyzed. During the result analysis, it may be found that the outputs are not matching the expected
output of the system. In such case, the errors in the particular programs are identified and are fixed and
further tested for the expected output.

(vi) Implementation: After having the user acceptance of the new system developed, the
implementation phase begins. Implementation is the stage of a project during which theory is
turned into practice. The major steps involved in this phase are:
 Acquisition and Installation of Hardware and Software
 Conversion
 User Training
 Documentation
The hardware and the relevant software required for running the system must be made fully
operational before implementation. The conversion is also one of the most critical and expensive
activities in the system development life cycle. The data from the old system needs to be converted to
operate in the new format of the new system. The database needs to be setup with security and
recovery procedures fully defined.
During this phase, all the programs of the system are loaded onto the user’s computer. After loading
the system, training of the user starts. Main topics of such type of training are:
 How to execute the package?
 How to enter the data?
 How to process the data (processing details)?
 How to take out the reports?
The documentation of the system is also one of the most important activity in the system development
life cycle. This ensures the continuity of the system. Generally following two types of documentations
are prepared for any system.
 User or Operator Documentation
 System Documentation

(vii) Maintenance: Maintenance is necessary to eliminate errors in the system during its working
life and to tune the system to any variations in its working environments. It must meet the scope of
any future enhancement, future functionality and any other added functional features to cope up
with the latest future needs. It has been seen that there are always some errors found in the systems
that must be noted and corrected. It also means the review of the system from time to time. The
review of the system is done for:
 knowing the full capabilities of the system
 knowing the required changes or the additional requirements
 studying the performance.
 If a major change to a system is needed, a new project may have to be set up to carry out the
change. The new project will then proceed through all the above life cycle phases.

EVALUATION
1. Briefly give a description of System development cycle.
2. List various levels of testing.

READING ASSIGNMENT
Read on Changeover during implementation stage and briefly describe three changeover methods.

WEEKEND ASSIGNMENT
1. A system analyst identifies the need for a change in approach in a company during ________
2. The new system is test run during ___________
3. The first stage to consider in system development is ______________
4. The system development has _______________ phases.
5. The new system will still be subjected to _________ even though it is working.

ESSAY QUESTIONS
1. Briefly give a description of System development cycle.
2. List various levels of testing.