Computer studies analysis of questions and answers

Explain three functions of an information system in an organisation.

15/1/2021

Explain three functions of an information system in an organisation.

(b) Explain two benefits that a company would gain from using batch processing method for data processing

(c) (i) Convert the number 11101.1 1₂ to its decimal equivalent.
(ii) Perform the following binary operation 11011₂ + 101₂

RESPONSES

a) Functions of information system in an organization.

Process data in an organization according to the policies and objectives.
Decision making by providing information that helps with strategic planning within the organization.
Means of communication and flow of information to various sections of an organization / enable sharing of information.
Improving quality of production, through the use of feedback mechanisms for counter checking the production with expected results.

(b)Benefits of using batch processing.

Output is increased because the processor work is uninterrupted.
Low cost of operation since the tasks are processed as a group.
Requires little supervision since the processing runs automatically as long as the instructions is given.
Less labour required since the process is automatic.
Efficient use of computer resources due to no idle time.
Gives company opportunity to check any error before processing begins.

(c) (i) Convert the number 11101.1 12 to its decimal equivalent. (ii) Perform the following binary operation 110112 + 1012

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A school has been advised to employ a database administrator. State three responsibilities of this personnel in the school.

15/1/2021

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A school has been advised to employ a database administrator. State three responsibilities of this personnel in the school.

(b) Explain two ways in which computers can be used in the transport industry.
(c) Mary was advised to partition a hard disk for her computer. Explain two reasons that may have necessitated this.
(d) Explain a reason for conducting each of the following studies in systems development:
(i) Schedule feasibility;
(ii) Technical feasibility.

RESPONSES

a) Possible responsibilities of a database admin in a school

Carrying out school database backups.
Recovering of lost school data incase of system failure.
Ensuring the security and integrity of the school system.
Adding new users to the school system and managing the user’s accounts.
Designing and developing database application for the school.
Updating or maintaining database for the school.

b) Ways in which computers can be used in a transport industry.

Use of GPS to track vehicles, flights etc.
Bookings to different destinations can be done through the use of computers ( online booking).
The computers can also be used to reduce the speed of vehicles and bring sanity in the industry.
Managing human resource involved in the industry.

c) Reasons for partitioning hard disk

For security purposes, incase one partition fails the second partition remains functional.
If she requires backup copies to be stored in the same hard disk.
If she intends to install more than one operating system.

d) (I Schedule feasibility

To determine if the proposed solution can be developed within the required time.

(ii) Technical feasibility

To determine if the system can be supported by the available technology.

(b) Explain two ways in which computers can be used in the transport industry. (c) Mary was advised to partition a hard disk for her computer. Explain two reasons that may have necessitated this. (d) Explain a reason for conducting each of the following studies in systems development: (i) Schedule feasibility; (ii) Technical feasibility.

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Describe three arithmetic errors that may occur during computerised data processing.

15/1/2021

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Describe three arithmetic errors that may occur during computerised data processing.

(b) Arnold a programmer intends to create a user input interface screen for a system. State three factors that he should consider.
(c)With the aid of an example in each case describe the following types of maintenance.
(i) adaptive;
(ii) perfective;
(iii) corrective.

RESPONSES

a) Arithmetic errors
Truncation error

Results due, to shortening or leaving out part of a number or a word.
Rounding off error
Arising by approximating a number by replacing it with a number that has fewer significant digits or one with zeros for its ending digits.

Overflow error

Occurs when the results of a computation is larger than the allocated memory space.

Underflow error

Type of error occurs when the output is low small to be represented in the chosen format.

b) User interface design considerations

Should be user friendly.
Colour, fonts and layout should be appealing to the user.
Consider a consistent layout in the entire system.
Should prompt user clearly.
Should capture the same number of items of date as indicated in the manual data capture form.

(c)Types of maintenance
(i) Adaptive

Type of maintenance that is done to make the system to adopt the changing technology e.g. changing the system because to new ois

(ii) Perfective

Type of maintenance done to make the system better in its operation e.g. adding a module in a system.

(iii) Corrective

Type of maintenance done to correct an error in the system e.g.wrong results during addition.

a) Arithmetic errors Truncation error Results due, to shortening or leaving out part of a number or a word. Rounding off error Arising by approximating a number by replacing it with a number that has fewer significant digits or one with zeros for its ending digits. Overflow error Occurs when the results of a computation is larger than the allocated memory space. Underflow error Type of error occurs when the output is low small to be represented in the chosen format. b) User interface design considerations Should be user friendly. Colour, fonts and layout should be appealing to the user. Consider a consistent layout in the entire system. Should prompt user clearly. Should capture the same number of items of date as indicated in the manual data capture form. (c)Types of maintenance (i) Adaptive Type of maintenance that is done to make the system to adopt the changing technology e.g. changing the system because to new ois (ii) Perfective Type of maintenance done to make the system better in its operation e.g. adding a module in a system. (iii) Corrective Type of maintenance done to correct an error in the system e.g.wrong results during addition.

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An organisation intends to replace an existing system by carrying out the process in stages.

12/1/2021

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An organisation intends to replace an existing system by carrying out the process in stages.

(a) Name this implementation strategy;

The implementation strategy is: - phased change-over/modular

(b)Give two reasons why the organisation is opting to use the implementation strategy in (a) above.

It gives employees opportunity to learn
Organization can revert to old system in case of failure.
Reduces resistance by employees.

(c) A manager wishes to replace the current manual system with a computerised one. Describe three main areas that must be evaluated to justify the replacement.
Technical feasibility:

Does' the current technology (hardware & software) allow.

Economic feasibility:

Are funds available?

Social feasibility:

How will the new system impact on the organization/society?

An organisation intends to replace an existing system by carrying out the process in stages.

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Explain two uses of a system documentation in system development.

8/1/2021

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Explain two uses of a system documentation in system development.

Uses of system documentation

Technical manual referred to during system maintenance;
User training: it has details of how the system works and used hence used for training new users;
System progress: the document assists in the tracking of flow from one stage to the next;
User guide that helps a system user to solve problems since the document outlines how the system is operated and the errors that are likely to occur/installing programs.

Explain two uses of a system documentation in system development.

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With the aid of a diagram. describe time sharing mode as used in computer data processing.

7/1/2021

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With the aid of a diagram. describe time sharing mode as used in computer data processing.

(b) A company’s management has opted to use computers to process data. State four factors that the management needs to consider when selecting the company data processing mode.
(c) Explain the purpose of each of the following in system documentation:
(î) user manual;
(ii) sample data:
(iii) table descriptions.

RESPONSES

(a) Time-sharing mode
This is a processing mode in which a central processor serves two or more users with different requirements. The processor time is divided equally
among the tasks in the queue. A user whose task requirements are more than is apportioned is send back to the queue. For example, four jobs requiring times t1, t2, t3 and t4 to complete is apportioned equal time in each round until when they are done.

With the aid of a diagram. describe time sharing mode as used in computer data processing.

(b) Factors to consider when selecting data processing mode

The optimisation of processing time;
The time factor required for decision arising from the processed data;
The ease of development, use and maintenance;
The control over the resources e.g. files, I/O devices e.t.c;
The need for the shared resources among several users who may afford purchasing their own facilities as in time sharing configuration;
The volume of work involved;
The cost of acquiring the relevant hardware. software. media e .t .c and the cost of maintenance;
The nature of the task to be processed.

It is a documentation whose purpose is to help a user to use the system with little guidance.

(ii) Purpose of sample data

Before the system is implemented, it has to be confirmed that it is functional. Sample data is meant to be used to test whether the system is giving desired output.

(iii) Purpose of table descriptions

They are details of table structures that the system will require for the purpose of designing the actual tables.

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Identify each of the following symbols as used in a system flowchart.

7/1/2021

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Give two differences between a Graphical User Interface (GUI) and a Commandline Interface.

Identify each of the following symbols as used in a system flowchart.

(a) Report or documentation
(b )Disk/master file/database

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Distinguish between Computer Aided Instruction (CAI) and Computer Aided Learning (CAL).

7/1/2021

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a) Distinguish between Computer Aided Instruction (CAI) and Computer Aided Learning (CAL). (4 marks)

Computer aided instruction is an interactive instructional technique/drill and practice whereby a computer is used to present the instructional material and monitor the learning that takes place. Computer aided learning is the use of computers to aid in the education or training.

b)(i) State four activities that may be carried out when disposing off an old system in an organization. (4 marks)

Confidential information must be removed/Backup.
All accounts or access control facilities associated with the equipment must be destroyed.
Installation of the new system.
All potential clues such as configuration settings must be destroyed
Storage devices which had sensitive information should be destroyed.
The equipment to be disposed in proper manner.

ii) State four ways of getting user specifications during systems design. (4 marks)

Sampling of existing documents
Conduct research and visits the sites
Observation of work environment
Use questionnaires
Conduct interviews
Use prototyping approach
Use Joint Requirement Planning (JRP)
Automated method

a) Distinguish between Computer Aided Instruction (CAI) and Computer Aided Learning (CAL). (4 marks)

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State four outcomes that may result from using incorrect requirement specifications during systems development.

7/1/2021

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A) State four outcomes that may result from using incorrect requirement specifications during systems development. (4 marks)

The system will be delivered later than schedule
The system will not meet the user’s expectation
The cost of maintaining and enhancing the system may be excessively high.
The system may be unreliable and prone to errors and downtime.
The system will not meet legal requirements.

B) A school opted to use direct change over approach when installing a new system.
Explain three challenges that the school may face as a result of this approach. (6 marks)

If something went wrong in the new system, there will be no fall back has the business has to stall till the problem is sorted.
There will be a period of time where no system is available because the old one is switched off and the new one is being switched on.
There will be a period of upheaval while the system is brand new and the school staff are finding their way around it.
There is a possibility of sabotage by staff since there is no time to monitor and manage resistance to the new system.

C) State three reasons that may lead an organization to install an intranet. (3 marks)

Used to isolate the organizational resources from the internet/security.
Used to provide communication and collaboration among individual within the control.
Used to publish and share valuable information among the users easily, inexpensively and effectively via portals and intranet website/resource sharing.
Used to run critical applications that support business decision making.
Distributed processing facilities.
Cost Effectiveness.
Protects signal distortion.
Protects signal inteferance.

D) The figure below shows a coaxial cable. State the function of the part labelled A. (2 marks)

Used for blocking electromagnetic fields from entering the cable and producing noise.
Provides insulation.

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An organisation intends to replace an existing system by carrying out the process in stages.

6/1/2021

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An organisation intends to replace an existing system by carrying out the process in stages.

(a) Name this implementation strategy.

The implementation strategy is:

phased change-over/modular

(b) Give two reasons why the organisation is opting to use the implementation strategy in (a) above.

Reasons for partial approach.

It gives employees opportunity to learn
Organization can revert to old system in case of failure.
Reduces resistance by employees.

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What is an information system?

5/1/2021

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What is an information system?

(a) (i) What is an information system?
(ii) State two roles of an information system.
(b) Describe the following file organisation methods:
(i) random file organisation;
(ii) sequential file organisation.
(c)The following records were extracted from two files that contained student data.

(i) Which of the two files above represents a Transaction file?
(ii) Give a reason for your answer in c(i) above.
(iii) Name the other type of file represented above.
(d)An airline uses an information system whereby if a passenger at station A books a plane seat,this transaction is immediately shown at stations A and B such that no other passenger can book the same seat.
(i) Identify this data processing mode.
(ii) State two advantages and two disadvantages of this data processing mode.

RESPONSES

(a)(i) Information system is an arrangement of people, data, processes, communication and IT that interact to support problem solving.
(ii) Improve day-to-day operation

Support problem solving
Support decision making needs for management
Data capture
Processing data into information
Data security
Storing of data/information

(b) (i) Stored and retrieved according to their disk address which is generated by use of an algorithm or formula i.e. stored randomly, accessed randomly.
(ii) Method of storing or retrieving information that requires the program to start reading at the beginning and continue until it finds the desired data.
(c) (i) File B.
(ii) Transaction file: It contains data which is regularly added.
Has data/fee payment .
(iii) Master File: It contains records that do not change regularly like in file A.

(d) (i) Real time processing.
(ii) Advantages

Information is readily available for instant, decision making.
Updating is done instantly when transaction occurs.
Auditing is easier.
It is accurate
Prevent double booking

Disadvantages

Complex - difficult to configure/set up.
Expensive to acquire and maintain.
Errors that occur are difficult to correct

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State two roles of a programmer in system development life cycle.

5/1/2021

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State two roles of a programmer in system development life cycle.

Coding/writing/constructing (building) the system.
Turning system specification into an information system.
Modify existing programs to meet changes in information processing needs (maintenance) .
Implementing/installing a system
Testing a new system
Developing system/program
Documenting/giving technical guide

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State the stage of system development life cycle in which each of the following activities take place:

5/1/2021

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State the stage of system development life cycle in which each of the following activities take place:

(a) determination of the cost-effectiveness of a system;

Preliminary investigation/requirements specifications/feasibility

(b) interviews;

Requirement analysis/fact finding/data gathering/information gathering and maintenance

(c) replacement of an old system with a new one.

Implementation stage and maintenance

State the stage of system development life cycle in which each of the following activities take place:

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State four activities of the planning stage of systems development

4/1/2021

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(a) State four activities of the planning stage of systems development. (4 marks)

Activities at the planning stages

Identify opportunity for the new project.
Analyse feasibility to establish the viability of the project.
Develop a work plan.
Identify appropriate staff to work in the project.
Control and direct the project.

State four activities of the planning stage of systems development

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State a stage in systems development life cycle where each of the following activities are carried out:

4/1/2021

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State a stage in systems development life cycle where each of the following activities are carried out:

(a) indenting the technologies that may be used in a proposed system; (1 mark)
System analysis/information gathering/problem recognition

(b) indenting shortcomings of a system; (1 mark)
Problem definition

(c) preparing the system migration plan. (I mark)
Implementation stage

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ANALYSIS OF KCSE COMPUTER STUDIES TOPICAL QUESTIONS & REVISION KITS

Explain three functions of an information system in an organisation.

A school has been advised to employ a database administrator. State three responsibilities of this personnel in the school.

Describe three arithmetic errors that may occur during computerised data processing.

An organisation intends to replace an existing system by carrying out the process in stages.

Explain two uses of a system documentation in system development.

With the aid of a diagram. describe time sharing mode as used in computer data processing.

Give two differences between a Graphical User Interface (GUI) and a Commandline Interface.

​a) Distinguish between Computer Aided Instruction (CAI) and Computer Aided Learning (CAL). (4 marks)

b)(i) State four activities that may be carried out when disposing off an old system in an organization. (4 marks)

​ii) State four ways of getting user specifications during systems design. (4 marks)

​A) State four outcomes that may result from using incorrect requirement specifications during systems development. (4 marks)

B) A school opted to use direct change over approach when installing a new system.​ Explain three challenges that the school may face as a result of this approach. (6 marks)

​C) State three reasons that may lead an organization to install an intranet. (3 marks)

​D) The figure below shows a coaxial cable. State the function of the part labelled A. (2 marks)

An organisation intends to replace an existing system by carrying out the process in stages.

(a) Name this implementation strategy.

​(b) Give two reasons why the organisation is opting to use the implementation strategy in (a) above.

What is an information system?

RESPONSES

State two roles of a programmer in system development life cycle.

State the stage of system development life cycle in which each of the following activities take place:

(a) determination of the cost-effectiveness of a system;

(b) interviews;

​(c) replacement of an old system with a new one.

​​(a) State four activities of the planning stage of systems development. (4 marks)

​State a stage in systems development life cycle where each of the following activities are carried out:

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a) Distinguish between Computer Aided Instruction (CAI) and Computer Aided Learning (CAL). (4 marks)

ii) State four ways of getting user specifications during systems design. (4 marks)

A) State four outcomes that may result from using incorrect requirement specifications during systems development. (4 marks)

B) A school opted to use direct change over approach when installing a new system.
Explain three challenges that the school may face as a result of this approach. (6 marks)

C) State three reasons that may lead an organization to install an intranet. (3 marks)

D) The figure below shows a coaxial cable. State the function of the part labelled A. (2 marks)

(b) Give two reasons why the organisation is opting to use the implementation strategy in (a) above.

(c) replacement of an old system with a new one.

(a) State four activities of the planning stage of systems development. (4 marks)

State a stage in systems development life cycle where each of the following activities are carried out: