Skill Set 1. Planning a Solution

Transcription

1 Imprving Prductivity using IT Skill Set 1 Planning a Slutin By the end f this Skill Set yu shuld be able t: Understand the purpse fr using IT Identify what methds, skills and resurces will be needed Plan hw t carry ut tasks using IT Identify any factrs that may affect the task Select IT systems and sftware applicatins Understand why particular IT applicatins were chsen Identify any legal/lcal guidelines r cnstraints Micrsft Office 7 CiA Training Ltd 2012

2 Imprving Prductivity using IT Level 1 ITQ Exercise 1 - Purpse Knwledge: In the curse f yur persnal and wrking life, yu will ften cme acrss prblems that can be slved using IT (Infrmatin Technlgy). Althugh nt every prblem that yu encunter will require a cmputer-based slutin, many culd benefit frm the significant speed and accuracy advantages that IT systems ffer. Indeed, yu nw live in a wrld where cmputers are used in almst every aspect f mdern life, frm business, educatin, media and banking t cmmunicatins and shpping. Defining the prblem The first step twards finding a slutin t a prblem must start with a clse lk at the prblem itself. Questins yu shuld ask are: What exactly is the prblem that needs t be slved? What infrmatin is needed t slve the prblem? Can a cmputer be used t simplify r enhance the slutin? Wh will use the slutin? Will they require assistance? Hw much pre-existing knwledge can yu assume? Hw and where will it be used? Fr example, n a cmputer r as a printed dcument? When is the cmpleted task required? Hw lng d yu have t finish it? When slving a prblem fr thers, yu will have t cmmunicate with the peple invlved friends, clleagues, custmers. Hld meetings with these peple, as a grup and individually. Gather infrmatin n the prblems facing them and ask abut their requirements fr a slutin. Make sure yu knw what their prblem actually is; peple may be talking abut the symptms f a prblem rather than the cause itself. Perhaps mre imprtantly, ask yurself whether a cmputer can help yu create a slutin (in mst cases yu will prbably find it can, especially when yu are faced with tight deadlines!). The intended users f yur slutin can als have a majr impact n hw yu g abut creating it. Fr example, building a reprt n cmpany perfrmance will be different fr the general staff f a cmpany than it will fr a Financial Directr, and a letter t a friend wuld lk different t a business letter t a custmer. Cnsider als the cultural backgrund f the audience and make sure yur slutin is bth relevant and apprpriate. With technical cntent, yu shuld be aware f the level f knwledge that the intended audience has, and plan yur slutin accrdingly. T much explanatin f areas with which the audience is familiar may cause them t lse interest; t little explanatin fr an audience with little r n subject knwledge may put them ff. CiA Training Ltd Micrsft Office

3 Imprving Prductivity using IT Exercise 1 - Cntinued In the assessment fr this unit yu will be given a scenari describing a well defined prblem. Yu shuld read the details f the scenari carefully and make sure yu can answer all the questins discussed in this exercise. Yu may find it useful t write dwn specific aims befre starting the task, and t refer t them thrugh the curse f develping yur slutin; this can help prevent effrt being spent in areas that are nt relevant. Example scenaris Fur sample scenaris will be used thrughut this guide t illustrate key pints. Each will represent ne f the sftware applicatins that culd ptentially be used t slve a prblem (wrd prcessing using Wrd, spreadsheets using Excel, presentatins using PwerPint, and databases using Access). Scenaris: A. Yu are asked t prduce a newsletter fr a lcal garden centre s custmers, highlighting new plants available fr this seasn. All f the necessary cntent exists as dcuments, text files, picture files, etc. It all needs t be used in ne dcument and frmatted t a prfessinal standard with headers and fters, fnts, images, etc. A huse style shuld be fllwed. The file is t be printed and sent t a mailing list f custmers tday. B. Yu have been given a partially finished presentatin highlighting a new campaign at a nearby z children s birthday parties. Yu need t cmplete the presentatin by adding additinal infrmatin: pictures, infrmatin abut ptinal activities, and prices. The presentatin will be run n a large screen in the z gift shp s custmers can see it as they brwse. It shuld be ready fr viewing by the end f tday. C. Yu are prvided with sets f figures relating t pay fr wrkers in a small manufacturing cmpany. Yu are asked t wrk ut vertime payments fr staff that are n varius rates f pay, wrk varius hurs, and have wrked n different prjects. Yu have been given pay slips cntaining the infrmatin t be input; the vertime pay details are required by the end f the day. D. Yu are asked t update a lcal estate agent s viewing diary. Custmer details, agent details, and prperty details are all held separately n spreadsheets. The structure has already been created; yu nly need t add the apprpriate new infrmatin. The gal is t make it easier fr thers t find, manage and update the existing infrmatin. It shuld be ready fr use by the end f the day. Nte: It shuld be stressed that these are sample scenaris, designed nly t illustrate key pints intrduced in this unit. They have n cnnectin with any scenari which may frm part f the testing f this unit. Micrsft Office 9 CiA Training Ltd 2012

4 Imprving Prductivity using IT Level 1 ITQ Exercise 2 - Sftware Chice Knwledge: Once yu ve identified a prblem and cnsidered the need fr a slutin, yu can then cnsider pssible IT systems that can help. Hw and where yur slutin will be used delivered in electrnic frmat r printed and distributed n paper will als dictate the sftware that yu chse t create it. Nte: At this level it is assumed that a single sftware applicatin will be apprpriate t slve any prblem. It is als assumed the sftware yu use is part f the Micrsft Office suite f applicatins. Yu will have t decide upn and justify which sftware applicatin is best suited t yur given task. The fllwing ntes will help yu t understand the differences between them and appreciate their separate uses. Wrd prcessing One f the mst widely used cmputer applicatins are wrd prcessing prgrams. Sftware such as Micrsft Wrd enables yu t prduce prfessinal, well-styled dcuments fr many different purpses. Typical wrd prcessing slutins include: Letters and newsletters Marketing mailings Reprts Wrd prcessing applicatins are apprpriate fr any task that requires a largely text based slutin, particularly if printed utput is required. The entry, presentatin and frmatting f text are easily handled by an applicatin such as this, as t is the ability t include different types f bjects such as images, tables and charts. Wrd can als create cntents and index pages autmatically, and merge dcuments with custmer data t prduce bespke letters and mailings. Anther imprtant advantage f wrd prcessing applicatins is their widespread use and acceptance. If an electrnic versin f yur slutin needs t be used by ther peple in the future (e.g. perhaps t update and reprint a newsletter), it is highly likely they will be able t d s. Presentatins Presentatin sftware is an apprpriate chice fr any task that requires a mre visual slutin, particularly if n-screen viewing is required. If text is restricted t brief ntes r bullet pints, sftware such as Micrsft PwerPint will allw yu t create cmplex and impressive presentatins with relative ease. CiA Training Ltd Micrsft Office

5 Imprving Prductivity using IT Exercise 2 - Cntinued Presentatins can be used as n-screen shws cntrlled by a presenter, eye catching autmatic presentatins fr use in public places, r even as interactive presentatins n the Internet. It is an excellent tl fr prmtins r staff training. Presentatins can include text, pictures, charts, graphs, sunds, film clips and animatins. Even infrmatin and pictures frm the Internet (prvided yu are legally allwed t use them) can be added t a presentatin. Furthermre, PwerPint can prduce presentatin ntes r handuts that can be printed. Spreadsheets Spreadsheets are cmmnly used t manipulate figures and financial infrmatin. They are mst cmmnly used fr the fllwing purpses: Accunting Cash flws Budgets, frecasts, etc. Any task invlving the use f numbers can be dne using a spreadsheet, and Micrsft Excel is ne f the best sftware packages available t d this. The biggest advantage that a spreadsheet has ver ther methds f manipulating data (e.g. using a table in a wrd prcessing applicatin fr example) is its ability t cnstantly update figures withut the need t red any calculatins manually. Once a spreadsheet is set up crrectly, any changes in data is recalculated autmatically and accurately. Spreadsheets can als take basic data and present it in an attractive way, using frmatted lists, tables and graphs. Mre pwerful and cmplex features are als available fr advanced users (such as cnditinal frmatting, data validatin, cmplex frmulas, linked data, hyperlinks, and a range f chart types). Databases Databases are efficient at handling large amunts f data held in a number f different lcatins. Micrsft Access is an applicatin which allws databases t be built and managed easily and effectively. Data in a database is held in tables, and if there is a lgical cnnectin between the data, the tables can be linked tgether (related). When used prperly this shuld mean that n item f data is ever held in mre than ne place. Micrsft Office 11 CiA Training Ltd 2012

6 Imprving Prductivity using IT Level 1 ITQ Exercise 2 - Cntinued Access makes it easy t find, manage and update database cntents using the fllwing techniques: Queries Frms Reprts These allw data t be extracted frm tables using simple instructins. These allw data t be viewed and/r updated using n-screen frms. These allw data t be extracted, analysed and presented using specifically frmatted layuts. Scenaris: A. The newsletter scenari requires a wrd prcessing slutin. This is because the slutin invlves extensive use f text and frmatting. If the slutin required the newsletter t be viewed n screen (n an intranet, fr example) then a presentatin r web site slutin culd be cnsidered, but given the fcus n text, wrd prcessing shuld be the selected methd. The slutin culd als have used a desktp publishing applicatin such as Micrsft Publisher, but at this level, wrd prcessing wuld prbably be chsen because f greater familiarity and better chice f frmatting functins. B. The z prmtinal scenari requires a presentatin slutin. This is because the scenari requires simple imprtant text t be presented in an eye-catching way. A presentatin applicatin such as PwerPint is the mst ideal way t achieve this. C. The accunts scenari requires a spreadsheet slutin. This is because it will mainly invlve the prcessing and presentatin f numbers. A spreadsheet ffers a wide range f tls t help perfrm calculatins. D. The estate agent s viewing diary scenari wuld be best handled with a database slutin. This is because the existing data is held in a number f different lcatins and it wuld be mre efficient t have them related in a single system. Als, the prcess f finding, managing and updating data can be made much easier by using database features such as frms, queries and reprts. CiA Training Ltd Micrsft Office

7 Imprving Prductivity using IT Exercise 3 - Justificatin Knwledge: Having cmpared IT applicatins and decided n ne which meets the needs f yur current task, yu shuld be prepared t justify yur chice f applicatin why did yu chse it ver ther applicatins? This includes justifying the use f an IT slutin rather than a manual apprach. Althugh fr the purpses f this qualificatin it is assumed that an IT slutin will be used, yu shuld be aware that in the real wrld, the verall use f IT within an rganisatin wuld have t be cnsidered befre deciding n any slutin. Indeed, within any business r rganisatin, there may be varius issues which affect peple s attitudes t IT. Peple wh have never used IT systems in the past can be wary f using them they are unfamiliar and can seem difficult t use. Peple may distrust IT systems because they see them as intrusive and capable f mnitring their activities. Peple may favur IT slutins because they like their flexibility (the pssibility f hme wrking, fr example). Sme see IT systems as envirnmentally friendly because they can reduce the use f paper. Hwever, thers cnsider them envirnmentally unfriendly because f their high demands n electricity. In general, hwever, there are many benefits t be gained frm using an IT slutin: Fr many tasks it will usually be better t use an IT slutin. It will prduce results far mre quickly and accurately than slving the prblem by hand. This is particularly true fr repetitive r cmplex tasks. An IT slutin shuld be mre cnvenient t prduce as all the necessary infrmatin and sftware tls will be available frm a single pint the cmputer. An IT slutin shuld prduce mre cnsistently high quality results, withut the time and expense f emplying specialists. Micrsft Office 13 CiA Training Ltd 2012

8 Imprving Prductivity using IT Level 1 ITQ Exercise 3 - Cntinued An IT slutin shuld als prduce mre cnsistently accurate results. Of curse, this depends n the accuracy f the input data. An IT slutin shuld imprve prductivity, as staff will spend less time perfrming and checking manual tasks. An IT slutin shuld help t prduce mre integrated and cnsistent (streamlined) prcesses thrughut an rganisatin. This can result frm using the same fnts, clur schemes, images, etc., acrss slutins, and by integratin and reuse f data. Fr example, the results in a spreadsheet can be easily used later in the creatin f a reprt. It shuld als be nted that there are ptential negative aspects t IT slutins: Scenaris: Any IT slutin has a develpment time and cst. This shuld be weighed up against the time and cst benefits it may prduce. Be aware that peple wh will be asked t run any new IT system must have the necessary skills t use it efficiently. This may invlve retraining. A. Wrd prcessing is the ideal slutin fr the newsletter task. It is a quick and simple way t prduce a gd lking dcument with the required structure. The nly alternative wuld be t use specialist printers and publishers which wuld invlve much mre time and mney. Nn IT staff culd easily take ver the prductin f future editins if a template were prduced. B. Similarly, an applicatin such as PwerPint is the nly practical way that a prfessinal lking presentatin culd be prduced easily and quickly. Alternatives wuld be t emply specialist marketing peple. C. The purpse f the accunts task is t calculate a range f numeric data and present the results in a prfessinal manner. Using a spreadsheet applicatin t d this will create an efficient slutin with the minimum f manual effrt. Once the starting data is entered, all the pay rates can be calculated with guaranteed accuracy. D. Using a database fr the estate agent s diary will integrate the data frm the different spreadsheets int a single system. With frms and reprts set up, the system can be easily managed by persnnel with little IT experience. Sme f the required utput fr the task culd be achieved by manipulating the riginal spreadsheets in Excel, but there wuld be n integratin between them. CiA Training Ltd Micrsft Office

9 Imprving Prductivity using IT Exercise 4 - Planning Knwledge: When the purpse f the task has been identified, the details f the slutin need t be planned. When planning yur chsen slutin, sme thught shuld be given t hw yu are ging t achieve the desired result. Cnsider the infrmatin that yu plan t use and explain where that cntent fits int the finished resurce. Think abut wh the resurce is fr, what level f detail is required, and what ptential prblems may arise. At this level yur planning shuld pay particular attentin t these pints: Sftware. The sftware applicatin t be used. Surce material. What surce infrmatin will be required and where will it cme frm? Hw d yu evaluate this infrmatin is it fit fr purpse? Cntent. If there is mre surce material than is needed fr the slutin s cntent, what data items will yu use? Hw will it be presented t users. Are there any special requirements fr frmat and structure? Fr example, there may be a huse style which must be used, r perhaps specific crprate images and lgs. Pririties. If there are time cnstraints, which features must be included and which culd be left ut? Resurces. What resurces will be necessary t run the slutin? Fr example, is any extra hardware r sftware needed, and will any extra persnnel be required? Resurces can include such things as: Hardware - hw many cmputers are available and what specificatin are they? Are they pwerful enugh? Sftware - what sftware applicatins are available? Can they pen and use a slutin created in a particular applicatin? Peple - hw many peple are available t perate any new system and will any mre be required? Micrsft Office 15 CiA Training Ltd 2012

10 Imprving Prductivity using IT Level 1 ITQ Exercise 4 - Cntinued The skills and capabilities f the ptential users - keep things simple and d nt create a slutin that will be technically beynd the users abilities t perate. Yur skills and capabilities - d nt attempt a task that will be technically beynd yur ability t develp successfully. Supprt will yu need supprt t cmplete the task? The needs f the rganisatin - there shuld be clear and definable bjectives frm the pint f view f the rganisatin which justify the prject. These bjectives can be reviewed n cmpletin t see hw well they have been met. Scenaris: A. In the newsletter scenari, all cntent wuld be prvided, but there may be mre than is required. Select the mst apprpriate data based n the task specificatin. The newsletter is t present infrmatin n new seasnal plants; any infrmatin nt relevant t this purpse shuld be left ut. Hwever, part f the specificatin was that the final reprt shuld be prfessinally presented, s pay particular attentin t layut. B. In the prmtinal presentatin scenari, all cntent wuld be prvided, but again there may be mre than is needed t meet the requirements f the slutin. Select the mst apprpriate data based n the task specificatin. Include cntent that will be relevant t custmers with children. This may include basic infrmatin abut the z, details f facilities, infrmatin abut the activity ptins n ffer, etc. C. The accunts spreadsheet wuld prbably have less emphasis n style and layut, althugh f curse it shuld be clear and easy t understand. The main requirements f the system will be that it is accurate and easy t perate. All starting data wuld be prvided, but check t see if it is all required. Fr example, any details f individual prjects will prbably nt be required; it wuld be sufficient t shw the prject name. D. Fr the diary database task it will be necessary t identify what infrmatin is needed frm the system and input the apprpriate data nly. As the data already exists n spreadsheets, it is pssible t use this data t create database tables which are then maintained in Access. CiA Training Ltd Micrsft Office

11 Imprving Prductivity using IT Exercise 5 - Imprtant Factrs Knwledge: In cmpleting any task there are a great number f factrs t be taken int accunt t ensure the develpment f successful slutin. Many influencing factrs have been tuched n in previus exercises, but they can be summarised here with a little mre detail. Scenaris: Resurces. Are all f the required resurces ging t be available t allw yu t develp yur slutin? Infrmatin. Is all f the infrmatin required by the task ging t be available? Timescales. Are there limits as t when the cmpleted slutin must be available? Csts. Are there financial limits which may restrict develpment f the slutin? Style and frmat. Are there any particular requirements fr style (fr example, eye-catching, simple, amusing, etc.) which may affect the frm f the slutin? External factrs. What impact will the slutin have n peple utside f yur business r rganisatin, e.g. custmers, suppliers, public? Persnal preferences. Are there any strngly held persnal preferences which may affect the frm f the slutin? Advance steps. Are there any steps, maybe arising frm the pints abve, which yu must cmplete befre starting yur slutin. Fr example, rdering new hardware/sftware r evaluating data surces. Fr each scenari used in this assessment, the factrs that may affect the task will be included in the scenari specificatin. Fr example, restrictins n time, cst r appearance. When planning the slutin, take all such factrs int accunt. Micrsft Office 17 CiA Training Ltd 2012

12 Imprving Prductivity using IT Level 1 ITQ Exercise 6 - Lcal Cnstraints Knwledge: As well as the requirements and cnstraints f the individual task, there may be mre general cnstraints that affect yur slutin. These may be security cnsideratins r lcal cnstraints such as existing huse styles that are in use within yur business r rganisatin. Scenaris: Huse styles. In yur chsen task yu may already be required t frmat all wrk t specified styles. Huse styles are frmatting rules that are set by a business r rganisatin t be applied t all dcuments used. They will include instructins n which text fnts and sizes shuld be used in any given part f a dcument and which clur schemes and lgs shuld be included. The huse style may change slightly fr different purpses, e.g. fr internal and external dcuments r fr particular prjects r prduct brands. Security. Any slutin shuld take int accunt data security. Data security can be divided int tw areas: security against lss f data and security against unauthrised access t data. T help prtect against data lss, make sure that yur slutin is backed up, i.e. cpied t an alternative lcatin, preferably ff-site, and that it is included in any existing regular backup prcedures. Prtectin. Yu must prtect yur slutin against unauthrised access. The mre sensitive yur slutin, the mre effrt yu must invest in prtecting it. Infrmatin security is the term used t describe methds fr prtecting data against cmprmise r unauthrised access. It can include such features as: A user ID/passwrd plicy t cver access t all cmputers/files Separate user-level security n individual systems/data files A specific persn respnsible fr each level f security Antivirus measures, including use f a firewall Prcedures fr educating staff abut their respnsibilities regarding infrmatin security Security is particularly imprtant when data cntains persnal infrmatin abut individuals. Strage and use f such data is gverned by strict legal regulatins, as cvered in the next exercise. A. The newsletter task will invlve the use f huse styles t ensure that the publicatin represents the garden centre s image. Any frmatting requirements will be prvided with the riginal specificatin. There is prbably n requirement fr security n the newsletter file, althugh the cntent culd be passwrd prtected t avid mischievus alteratins. CiA Training Ltd Micrsft Office

13 Imprving Prductivity using IT Exercise 6 - Cntinued B. A prmtinal presentatin will prbably als invlve the same huse style cnsideratins as the newsletter task. Althugh all required images and text will be supplied, in a real situatin the images shuld all be checked fr cpyright issues. C. A spreadsheet slutin t calculate pay is less likely t have huse style and cpyright issues, but will certainly have security and data prtectin implicatins. D. Database bjects such as frms and reprts can have frmatting applied t them, s they may als require applicatin f huse styles r cmpany lgs. Security invlving user IDs and passwrds may be an issue if the system can be accessed frm a public area, and if the system becmes an imprtant feature f the business, regular and cmprehensive backups will be vital. Micrsft Office 19 CiA Training Ltd 2012

14 Imprving Prductivity using IT Level 1 ITQ Exercise 7 - Legal Cnstraints Knwledge: IT and electrnic cmmunicatin nw frm an imprtant part f many peples lives, s it is nt surprising that a large amunt f regulatin and legislatin exists t cntrl it. Many f these cnstraints culd affect yur slutin, and sme majr examples are listed here. Cpyright. Any image, text file r ther item in print r n the Internet is cnsidered t be the cpyright f the persn r rganisatin that created it. S, unless yu have explicit permissin, yu cannt use r distribute any material btained frm the Wrld Wide Web. User Licence. Nrmally when yu buy any piece f sftware, yu purchase a licence t use the sftware in a single lcatin. Organisatins will ften purchase multiple user licences which allw them t run a certain number f cpies (but n mre) within their rganisatin. Therefre, giving away cpies fr thers t use is illegal. Data Prtectin Act. An rganisatin which stres any persnal data referring t any identifiable individuals is bund by the current versin f this Act. In summary, this requires that all such data shall be: Obtained and prcessed fairly and lawfully Prcessed nly fr ne r mre specified and lawful purpses Adequate, relevant and nt excessive fr thse purpses Accurate and kept up-t-date Kept fr the riginal purpse nly and fr n lnger than is necessary. Prcessed in line with the rights f the individual Secure and prtected against lss, damage and inapprpriate prcessing Nt transferred t ther cuntries unless they als have data prtectin CiA Training Ltd Micrsft Office

15 Imprving Prductivity using IT Exercise 7 - Cntinued Scenaris: Cmputer Misuse Act. This act cvers the unauthrised access by individuals int cmputer systems, smetimes knwn as cmputer hacking. Cnsumer Rights. In principle, buying gds r services electrnically nline is cvered by the same cnsumer rights as buying frm a high-street shp, with sme extra entitlements such as an rder cnfirmatin and a cling ff perid. Health and Safety. The Health and Safety at Wrk legislatin (HASAW) has many regulatins referring t cmputer installatins, such as suitability and accessibility f equipment (keybards, screens, muse mats, etc.), and time spent using that equipment. Accessibility. Cmputer installatins shuld, wherever pssible, be accessible t everyne regardless f age, gender, rigin r physical disability. Inapprpriate Cntent. The displayed cntent f any cmputer system is gverned by the same laws relating t ffensive r bscene cntent as fr printed material. In additin, individual rganisatins may have their wn guidelines n this subject. A. Cpyright laws and regulatins n inapprpriate cntent culd apply t the newsletter slutin. Yu must wn r have permissin t use any wrds r images that yu use in the newsletter. B. The presentatin will have the same cnsideratins as the newsletter. Hwever, issues relating t accessibility are applicable. Cnsumer rights may als be a cnsideratin. C. The vertime accunts system hlds details referring t individuals, and s security and legal cnstraints are likely t be much mre imprtant. In particular, the Data Prtectin Act wuld seem t apply. D. The database example will have the same cnsideratins as the spreadsheet system. Nte: Fr all scenaris, yu must have a licence t use the relevant sftware. Micrsft Office 21 CiA Training Ltd 2012

16 Imprving Prductivity using IT Level 1 ITQ Exercise 8 - Develp Yur Skills Yu will find a Develp Yur Skills exercise at the end f each Skill Set. Wrk thrugh it t ensure yu ve understd the previus exercises. Revisin Scenari: Yu are emplyed by a catering cmpany and have a fixed weekly budget fr fresh ingredients. The prices change regularly and yur bss has given yu the task f using IT in a way that can help wrk ut what yu can spend. The task is t be cmpleted in a Micrsft Office envirnment. 1. Which applicatin wuld yu use t cmplete this task? a) Database (Access) b) Wrd prcessing (Wrd) c) Spreadsheet (Excel) d) Presentatin (PwerPint) 2. In the abve scenari, which f the fllwing resurces wuld be necessary fr yu t cmplete this task? a) Printer b) Cpy f Micrsft Excel c) Cpy f Micrsft PwerPint d) Scanner 3. In the abve scenari, the fllwing are all reasns fr chsing an IT slutin based n Excel. Which d yu think is the mst imprtant in this particular example? a) The data shuld lk attractive b) If the figures change, the calculatins must stay crrect c) Yu can print ut a cpy f the spreadsheet every week 4. If yu were given a selectin f images cpied frm the Internet t include in a cmpany presentatin, what wuld be yur main legal cnsideratin? a) Sftware licensing b) Data Prtectin c) Cpyright Nte: Answers are listed in the Answers sectin at the end f this guide. CiA Training Ltd Micrsft Office

17 Imprving Prductivity using IT Summary: Planning a Slutin In this Skill Set yu have seen hw t plan the use f apprpriate IT systems and sftware t meet requirements Yu shuld be able t demnstrate yur ability t: Identify the purpse fr using IT: Wh and what is the infrmatin fr? When must it be finished? What infrmatin needs t be included? Where will it be used (n screen, sent t thers, printed)? Identify the methds, skills and resurces required t cmplete the task: What infrmatin surces are needed; hw will they be fund and evaluated? What applicatin sftware shuld be used? What skills and resurces are needed t cmplete the task successfully? Plan hw t carry ut the task using IT t achieve the required utcme: What are the requirements fr cntent, structure and layut? Identify reasns fr chsing IT systems and sftware fr the task: Time, cnvenience, cst Benefits f IT r manual methds f preparing, prcessing and presenting the same infrmatin Select IT systems and sftware applicatins as apprpriate fr the purpse: Cnvenience and effectiveness at meeting needs, quality, and accuracy Hw IT makes tasks easier than ther methds Any difficulties peple have in using IT Streamline business prcesses and increase prductivity Identify any legal r lcal guidelines r cnstraints that may affect the task: Data prtectin, cpyright, sftware licensing, and security Organisatinal huse-style r brand guidelines Micrsft Office 23 CiA Training Ltd 2012