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What is validation?
This is a checking process in a program that is used to find out if the data is genuine.
What is the purpose of the validation process?
It is used to ensure that the data entered into a database form, web form, or computer program conforms to a set of validation rules or programs.
What are examples of validation checks?
Range check
Presence check
Reasonable check
Data type check
Consistency check
Format check
Length check
What is the function of a range check?
This is used to ensure that the data entered is within a certain range. For example: at an amusement Park the slides in the kid’s section can only be used by children between the ages of 3 and 8
What is the function of the presence check?
This is used to ensure that the data is entered and can be used on any field in a database. For example: all fields that are marked required must be filled out.
What is the function of the reasonable check?
This is used to ensure that the data is reasonable within its context. For example, it is unacceptable for an employee without a driver’s license to be given the rate of driver.
What is the function of the data type check?
This is used to determine whether the data is of the intended data type. For example, a field might only accept numeric data. If a non-numeric character is inserted, the system may reject it because it is not of the intended data type.
What is the function of the consistency check?
This is used to compare the data of two or more fields to make sure that they correctly relate to each other. For example, if a form recorded a response of 6 for the number of children, and 14 for age, at least one of those is probably incorrect
What is the function of the format check?
This is used to ensure that the data conforms to the required format. For example, the data must be entered in the format: day/month/year
What is the function of the length check?
This is used to ensure that the data entered is of the correct length. For example, the year of birth must 4 four digits, e.g. 2020
What is a file?
This is a container in a computer system used to store data, information, or programs.
Define the term file access method
This refers to how data is stored and how files are stored on the storage device.
What are the types or methods of file access?
Serial
Sequential
Random and direct
Define the term serial file access
This is the process of reading in the order that words were written. In other words, it means to start at the beginning and read to the end in one go. For example, to read chapter 3 the day after reading chapters 1 and 2, you’d have to read chapters 1 and 2 again to get to Chapter 3
Define the term sequential file access
This means that the material is required to be ordered in a particular way. For example, if a publisher sequenced the chapter of their book in order, chapter 3 or any other chapter could be accessed more quickly than for serial access.
Define the term binary chop
This is a simple method used to find a chapter in a book by opening it halfway through and seeing which chapter you’re in. As a result, you can then decide if the chapter you want is the first or second half of the book.
What is random and direct file access?
In this file access method, data can be accessed without the need to follow a particular order or sequence, randomly. For example, you can jump straight to the required page/chapter in a book by looking for that page/chapter in the table of contents.
What is backup?
This is the process of copying files to a separate removable storage device so that they can be restored to the original location if they are ever lost or destroyed.
What is system backup?
This is the copying of all files on a computer system that can be used to restore the entire computer in case of hardware failure or data loss.
What is archiving?
This is the act of storing infrequently accessed and modified files on a separate storage device.
What is a real-time system?
This is a computer system in which the response time is critical. For example, self-driving cars have to be real-time systems.
What is verification?
This is the process in which data that has already been input is checked to ensure that it matches the data on the source document.
What are the methods of verification?
Proofreading and double entry
What is double entry?
This is a data verification method in which the data is entered twice by two different data entry clerks and are compared against each other to ensure that they are identical. E.g when you are changing your password and you enter it twice
What is proofreading?
This is a manual method of verification in which a data entry clerk visually checks the source document against data that was already input by another data entry clerk.
Which method of verification is quicker but less reliable?
Proofreading is less reliable but significantly quicker than double entry
What is the main difference between validation and verification?
Verification checks the data being input into the system while validation ensures that the data is real once it is inside the system.
Verification is carried out by humans and validation is done by computers.
What are the types of errors?
Typographical error
Transposition error
What is a typographical error?
This is a type of error that affects the text by such as missing or adding characters
What is a transposition error?
This is a type of error in which the position of 2 adjacent characters in a number or string of text are switched.
What are the methods of file organization?
1. Sequential file organization
Serial file organization
Direct file organization
Random file organization
What is sequential file organization?
In this file organization data is stored in a specific order, using based on a key field. New records are added which makes it easier to read and process data from start to finish. Example a telephone directory
What is serial file organization?
In this file organization, data is stored in the order it is received. It is similar to sequential file organization but does not require a specific order. The data is written consecutively without any sorting. It is best used for transaction logs and error records
What is direct file organization?
In this method, a unique key or address is assigned to each record, enabling direct access to the data without searching through other records, which allows for faster data retrieval. It is best used for customer databases and inventory systems
What is random file organization/ hashed file organization?
This file organization allows records to be stored in a non-sequential manner. It uses a hash function to determine where data will be stored enabling fast access. It is best used in interactive applications like games or multimedia systems.
What is a spreadsheet?
This is a table consisting of cells that hold accounting data and stimulate the traditional spreadsheet.
What is the function of a workbook/spreadsheet?
This is used to organize data in rows and columns and to perform calculations on the data.
What is a workbook/spreadsheet?
This is a spreadsheet file that contains one or more worksheets
What is a worksheet?
This is a single page in a spreadsheet/workbook.
What is a column?
This is a vertical arrangement of cells in the grid layout of a worksheet that is numbered alphabetically
What is a row?
This refers to the horizontal set of cells in the grid layout of a worksheet, which are numbered numerically.
What is a cell?
This is where a column and a row intersect in a spreadsheet. It is referenced by its column letter and row number.
What is the function of a cell address?
This is used to identify a single cell in a worksheet and is given in the format A1, where the letter A indicates the column and the number 1 indicates the row.
What is a range?
This is a rectangular block of cells on a worksheet which is referenced by indicating the upper left cell and the lower right cell by placing a colon between the two cell addresses.
What is a label?
This refers to the text entered in a spreadsheet to explain the contents of other cells.
What is a value?
This refers to the data entered into a cell in a spreadsheet. They are data used for calculations.
What Is a function?
This is a predefined formula in Excel which is used to perform common calculations for business and personal use. Examples include the max, min, count, sum, and average functions
What is a formula?
This is an equation used to carry out calculations using the values held in one or more cells in a worksheet. The results are displayed in another cell.
What are some standard operators used in excel for formulae?
The plus sign for addition
The minus sign for subtraction
An asterisk(*)for multiplication
A forward slash (/) for division
A caret (^) for exponents
What is a similarity between formulae and functions?
They both begin with the equal sign
What are the differences between formulae and functions?
Functions have a name while formulae do not
Formulae use symbols and or signs while functions use range
What is the purpose of the SUM function?
This is used to add together the data is selected cells and is written as =SUM (D1:D6)
What is the purpose of the AVERAGE function?
This is used to find the average or arithmetic mean of a list of Numbers.
What is the syntax for the average function?
=AVERAGE (argument 1, argument 2…)
What is the purpose of the MIN function?
This is used to find the minimum or smallest value in a range of data. If the range selected for the function contains blank cells orcells containing text data, those cells are ignored by the function
What is the purpose of the MAX function?
This is used to find the largest or maximum number in a given list of values.
What is the purpose of the COUNT function?
This is used to count the number of cells in a range that contains numeric or date values. It ignores cells containing text labels.
What is the purpose of the COUNTA function?
This is used to return the count of cells that contain numbers, text, logical values, error values and empty text (““). It does not count empty cells.
What is the COUNTIF function?
This is a function used to count the number of cells in a range that meets a given criteria.
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