Year 12 - AIT - Application Skills

Application Skills

Year 12 General AIT

Purpose of data organisation

• Data management is the practice of collecting, keeping and securely, efficiently and cost-effectively using data

• The purpose of data organisation is to help people and organisations optimise the use of data within the bounds of policy and regulation so that decisions can be made and actions taken to benefit the organisation

Common file formats for graphics and audio

• Vector graphics

• Raster graphics

• Audio graphics

Vector Graphics

• Allow for more flexibility

• Constructed using mathematical formulae

• Excellent for creating graphics that require resizing such as company logos and brand graphics

• Common file formats include: SVG, EPS, PDF, AI

Raster Graphics

• Use many coloured pixels or blocks to form image

• JPEGs, GIFs, APNG, MPEG4 and PNGs are common raster types

• Almost all photos on the web and in print catalogues

• Can't be dramatically resized without compromising resolution

• When stretched they become grainy and distorted

• Altered photos appear pixelated or have a low resolution

• Save at precisely the dimensions needed

Audio Files

• M4A

• FLAC

• MP3

• MP4

• WAV

• WMA

• AAC

Multiple Choice

Which of the following represents a Vector graphic?

• WAV

• MP4

• EPS

• JPEG

Multiple Choice

Which of the following represents a Raster graphic?

• SVG

• GIF

• PDF

• WAV

Multiple Choice

Which of the following represents an Audio file?

• PDF

• JPEG

• MP3

• PNG

Management of Software

• Installation of software

• Update of software

Installation of Software

• Refers to particular configuration of software or hardware with a view to making it usable with the computer

• A soft or digital copy of the program is needed to install it

• There are different processes of installing a piece of software

• Because this process varies, programs generally come with an installer, a specialised program responsible for doing whatever is needed for installation

• May be a part of a larger software deployment process

Update of software

• A new, improved or safer version of software

• Used on all personal or business devices such as phones, tablets, computers, laptops

• Includes OS like Windows, Android and macOS; apps on your phone; games on your console; your anti-virus, browsers or word processors

• Many providers release free updates

• Most devices are set to automatic update or set-and-forget

Multiple Choice

When a developer informs you that there is a newer, safer or better version of software available

• Software Installation

• Software update

Multiple Choice

When you don't already have the software on your device.

• Software Installation

• Software update

Types of Software Licences

• Open sourced

• Closed sourced

• Proprietary

• Shareware

• Freeware

Open Sourced

• Distributed under licensing agreement allowing computer code to be shared, viewed and modified by users and organisations

• Available for the general public to use and modify from its original design free of charge

• Examples include: Android by Google, Open Office, Firefox Browser, VCL Media Player

Closed Source

• Proprietary software distributed under a licensing agreement to authorised users with private modification, copying and republishing restrictions

• The source code is not shared with the public for anyone to look at or change

• Examples include Skype, Adobe Flash, Google Earth

Proprietary

• Also known as Non-Free software or Closed-source software

• Computer software for which the software's publisher or another person retains intellectual property rights

• Usually copyright of the source code, but sometimes patent rights

• Examples include Microsoft Windows, Adobe Flash Player, iTunes, WinRAR

Shareware

• Software that is initially distributed free of charge to users

• Users are allowed and encouraged to make and share copies

• Usually downloaded from a website or on a compact disc included with a magazine

• Many types and usually users will eventually have to purchase the full version

• Examples include Adobe Acrobat Reader, Winzip, Getright

Freeware

• Software distributed at no cost to the user but without source code being made available

• Normally proprietary

• May be intended to generate money by offering user to purchase a more capable version

• Examples include Adobe PDF, Yahoo Messenger, Google Talk, MSN Messenger

Multiple Choice

Computer software for which the software's publisher or another person retains intellectual property rights, usually has copyright of the source code, but can include patent rights.

• Open Sourced

• Closed Source

• Proprietary

• Shareware

• Freeware

Multiple Choice

Distributed under licensing agreement allowing computer code to be shared, viewed AND modified by users and organisations, available for the general public to use and modify from its original design free of charge.

• Open Sourced

• Closed Source

• Proprietary

• Shareware

• Freeware

Multiple Choice

Software distributed at no cost to the user but with some source code being made available and may be intended to generate money by offering users to purchase a more capable version.

• Open Sourced

• Closed Source

• Proprietary

• Shareware

• Freeware

Multiple Choice

Software that is initially distributed free of charge to users who are allowed and encouraged to make and share copies.

• Open Sourced

• Closed Source

• Proprietary

• Shareware

• Freeware

Multiple Choice

Propritary software distributed under a licensing agreement to authorised users with private modification, copying and republishing restrictions. The source code is not shared with the public for anyone to look at or change.

• Open Sourced

• Closed Source

• Proprietary

• Shareware

• Freeware

Multiple Choice

Adobe PDF, Yahoo Messenger and MSN Messenger are examples of this type of software license.

• Open Sourced

• Closed Source

• Proprietary

• Shareware

• Freeware

Multiple Choice

Skype, Adobe Flash and Google Earth are examples of this type of software licence.

• Open Sourced

• Closed Source

• Proprietary

• Shareware

• Freeware

Multiple Choice

Android by Google, Open Office and Firefox are examples of this type of software licence.

• Open Sourced

• Closed Source

• Proprietary

• Shareware

• Freeware

Multiple Choice

Adobe Acrobat Reader, Winzip and Getright are examples of this type of software license.

• Open Sourced

• Closed Source

• Proprietary

• Shareware

• Freeware

Multiple Choice

Microsoft Windows, Adobe Flash Player and iTunes are examples of this type of software licence.

• Open Sourced

• Closed Source

• Proprietary

• Shareware

• Freeware

Composition, layout and design considerations for the construction of spreadsheets

• Spreadsheets are used to analyse data and present results in a clear and comprehensive way

• When designing a spreadsheet, you need to know its purpose, who will use it and the inputs, processing and outputs required

• The design of the spreadsheet should meet the needs of the person requesting it, as well as organisational expectations and standards

• You can use formatting, charts and other graphics to improve the readability and overall presentation of the spreadsheet

Composition, layout and design considerations for the construction of spreadsheets

• Formulae and functions simplify the processing of data

• Automatic features can be used to save time and reduce errors

• Spreadsheets should be consistent in design and layout

• Spreadsheet design and layout must adhere to organisational and task requirements

• Text, numerals, date and time, formulae and functions can be entered into a spreadsheet

• It is important to proofread and check spreadsheets to ensure accuracy of the end-product

Composition, layout and design considerations for the construction of spreadsheets

• Formatting options provide a means to improve the readability and design of spreadsheets

• Formulae and functions allow repetitive calculations to be done automatically. All the user needs to do is change the data

• Excel has several ways to identify and correct errors in a worksheet

• There are many ways you can get help, including referring to manuals, help desks and online support

Principals for good spreadsheet practice

The spreadsheets business environment:

o Determine what role spreadsheets play in your business and plan your spreadsheet standards and processes accordingly

o Adopt a standard for your organisation and stick to it

o Ensure that everyone involved in the creation or use of spreadsheets has an appropriate level of knowledge and competence

o Work collaboratively, share ownership, peer review

Principals for good spreadsheet practice

Designing and building your spreadsheet:

o Before starting, satisfy yourself that a spreadsheet is the appropriate tool for the job

o Identify the audience. If a spreadsheet is intended to be understood and used by others, the design should facilitate this

o Include an 'About' or 'Welcome' sheet to document the spreadsheet

o Design for longevity

o Focus on the required outputs

o Separate and clearly identify inputs, workings and outputs

o Be consistent in structure

o Be consistent in the use of formulae

o Keep formula short and simple

o Never embed in a formula anything that might change or need to be changed

o Perform a calculation once and then refer back to that calculation

o Avoid using advanced features where simpler features could achieve the same result

Principals for good spreadsheet practice

Spreadsheet risks and controls:

o Have a system of backup and version control, which should be applied consistently within an organisation

o Rigorously test the workbook

o Build in checks, controls and alerts from the outset and during the course of spreadsheet design

o Protect parts of the workbook that are not supposed to be changed by users

Organisation and management of data using sort filters in spreadsheets

Data organisation guidelines:

o Put similar items in the same column - design the data so that all rows have similar items in the same column

o Keep a range of data separate - leave at least one blank column and one blank row between a related data range and other data on the worksheet. Excel can then more easily detect and select the range when you sort, filter or insert automatic subtotals

o Position critical data above or below the range - Avoid placing critical data to the left or right of the range because the data might be hidden when you filter the range

Organisation and management of data using sort filters in spreadsheets

Data organisation guidelines:

o Avoid blank rows and columns in a range - Avoid putting blank rows and columns within a range of data. Do this to ensure that Excel can more easily detect and select the related data range

o Display all rows and columns in a range - Make sure that any hidden rows or columns are displayed before you make changes to a range of data. When rows and columns in a range are not displayed, data can be deleted inadvertently

Organisation and management of data using sort filters in spreadsheets

Data format guidelines:

o Use column labels to identify data - Create column labels in the first row of the range of data by applying a different format to the data. Excel can then use these labels to create reports and to find and organise data. Use a font, alignment, format, pattern, border or capitalisation style for column labels that is different from the format that you assign to the data in the range. Format the cells as text before you type the column labels

o Use cell borders to distinguish data - When you want to separate labels from data, use cell borders - not blank rows or dashed lines - to insert lines below the labels

o Avoid leading or trailing spaces to avoid errors - Avoid inserting spaces at the beginning or end of a cell to indent data. These extra spaces can affect sorting, searching and the format that is applied to a cell, instead of typing spaces to indent data, you can use the Increase Indent command within the cell

Organisation and management of data using sort filters in spreadsheets

Data format guidelines:

o Extend data formats and formulae - When you add new rows of data to the end of a data range, Excel extends consistent formatting and formulae. Three of the five preceding cells must use the same format for that format to be extended. All of the preceding formulae must be consistent for a formula to be extended

o Use an Excel table format to work with related data - You can turn a contiguous range of cells on your worksheet into an Excel table. Data that is defined by the table can be manipulated independently of data outside of the table and you can use specific table features to quickly sort, filter, total or calculate the data in the table. You can also use the table feature to compartmentalise sets of related data by organising that data in multiple tables on a single worksheet

Organisation and management of data using sort filters in spreadsheets

Sorting Data:

o For a quick sort, click the arrow below the Sort & Filtering icon in the Editing group of the Home Ribbon and choose the Sort A to Z / Z to A icons in the Sort & Filter group of the Data ribbon. (might say Sort Smallest to Largest and vice versa)

o For a more complex sort, go to the Home ribbon, click the arrow below the Sort & Filter icon in the Editing group and choose Custom Sort. This takes you to the same Sort dialog box you get with the Sort icon in the Sort & Filter group of the Data ribbon.

1. Under Column, choose the first column that you would like to sort. If you want to sort multiple columns, click the Add Level button

2. Under Sort On, choose how you would like to sort. Note that Excel can sort by cell or font colour in addition to values

3. Under Order, choose A to Z (ascending), Z to A (descending), or Custom List

4. Click OK to perform the sort

Organisation and management of data using sort filters in spreadsheets

In addition to sorting, you may find that adding a filter allows you to better analyze your data. When data is filtered, only rows that meet the filter criteria will display and other rows will be hidden. With filtered data, you can then copy, format, print, etc., your data, without having to sort or move it first. To use a filter: 

•Go to the Home ribbon, click the arrow below the Sort & Filtering icon in the Editing group and choose Filter. 

OR

 •Go to the Data ribbon, and then click Filter in the Sort & Filter group.

You will notice that all of your column headings now have an arrow next to the heading name. Click on the arrow next to the heading with which you want to filter, and you will see a list of all the unique values in that column. Check the box next to the criteria you wish to match and click OK. Click on the arrow next to another heading to further filter the data.

To clear the filter, choose one of these options:

•Click on the Filter icon next to the heading and choose Clear Filter from “Name of Heading”.

•Go to the Data ribbon and click the Clear icon in the Sort & Filter group.

•Go to the Home ribbon, click the arrow below the Sort & Filter icon in the Editing group and choose Clear.