GCE APPLIED ICT OCR UNIT 2 How Organisations Use ICT Student Workbook
OCR GCE Applied ICT UNIT 2: Student Workbook
Organisations vary in size from small local businesses to large multinational corporations. In our information and knowledge based economy all organisations need to use ICT if they are to operate effectively and survive. In this unit of work you will study organisations and how they exchange information. You will also examine how ICT has impacted on businesses and society. This is a mandatory AS unit.
In this unit you will learn about: y y y y y y y
different types of organisation how organisations are arranged in departments with different functions how information is used by organisations ICT systems the impact of ICT on working practices the impact of ICT on methods of production the legislation that affects ICT users
The case study will give you an opportunity to examine how ICT is used by an organisation and to make recommendations on how the organisation can make more effective use of ICT.
Your work for this unit is externally assessed by OCR What you need to do: y
y
You need to examine pre-release case study materials and complete a series of tasks. You will be given a case study booklet. The booklet will include information on the use of ICT in an organisation. Instructions on what you need to do will be in the case study booklet. You will sit a test that is set and externally marked by OCR. Your pre-release work will be returned to you at the start of the test. At the end of the test both your test paper and your pre-release work will be collected so that they can be submitted to OCR for marking.
OCR GCE Applied ICT UNIT 2: Student Workbook Organisations and Information
Research and Development Make use of the Internet to identify and write a short report on how a business has benefited through innovation.
Business Operations y y
Describe the different stages involved in the final assembly of a car. Describe the different skilled jobs involved in delivering medical care in a hospital.
Organisation Chart Your task is to research the structure of the ICT Department in your school or college and make use of appropriate software to draw an organisation chart. Your ICT department will have many functions including: y y y y y y y
The teaching of ICT courses. Supporting the use of ICT to enhance teaching and learning across the curriculum. Supporting the use of ICT by administration and support staff. Providing computer training for teaching and support staff. The installation of new computer equipment. The maintenance of existing computer equipment. Creating and maintaining a website.
You should make sure that your chart covers all of the personnel involved in the management and delivery of these functions.
Organisation Types Your task is to identify a range of organisations and use the following table to describe their activities.
OCR GCE Applied ICT UNIT 2: Student Workbook Job Functions
This is a group task. Each member of the group should research one or more of the job functions described in this course. You should deliver a presentation to report the findings of your research. The presentation should be supplemented with a handout for each member of the group that covers: y y y
A description of the job function. Information on how ICT can be used to facilitate the job function. Details of the information that is exchanged with others.
OCR GCE Applied ICT UNIT 2: Student Workbook Using Information Key items of information Complete the table to help you to identify some of the key items of information that a department needs to carry out a function. Department
Function
Accounts
Calculation at the end of the month of the profit or loss made by the organisation.
Purchasing
Submit a purchase order to a supplier.
ICT Services
Identifying items of computer equipment that need maintenance or repair.
Items of information required to carry out the function
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OCR GCE Applied ICT UNIT 2: Student Workbook
Methods used for communicating information
For each of the methods used for communicating information listed below; • • • • •
Give an example of information that could be communicated using the method State who would send the information State who would receive the information Give the advantages of using this method for communicating information Give the disadvantages of using this method for communicating information
Face-to-face communication The post A telephone call A fax A video-conference Using a Local Area Network (LAN) Email Internet Intranet Extranet Electronic Data Interchange (EDI) Bankers Automated Clearing System (BACS) Centralised Database System Electronic Point of Sale (EPOS) Electronic Funds Transfer Point of Sale (EFTPOS)
Your task is to produce information flow diagrams for the following: y y
The submission of your marks for your portfolio of evidence for this course to the examination board and the external moderator. The use of time sheets to record hours worked, the calculation and payment of wages and tax and the notification of wage payments.
OCR GCE Applied ICT UNIT 2: Student Workbook Using ICT ICT Systems Your school or college will use an ICT system to manage examinations. A key stage in the examination process is collecting information about examination entries, checking the accuracy of the information and submitting the entries to the examination board. Your task is to find out about the procedure used in your school or college and write a report to describe the different stages of this process. Your report should cover: y y y y y y
the hardware used the software used how data is input into the system the processing that takes place the outputs that are produced how data output is communicated to others
The Impact of ICT on Working Practices Computers in the workplace have changed working styles and employment opportunities. 1. Explain how computers and mobile communication technologies have changed the way that organisations communicate with their employees and customers. 2. Create a set of guidelines for employees that will prevent the misuse of email. 3. The move to an information and knowledge based economy has changed the range of jobs that are available. • •
Identify 5 'traditional' jobs that have disappeared. Identify 5 new employment opportunities that have been created by the use of computer systems in the workplace.
4. Describe the concerns that employees may have when a new ICT system is introduced into the workplace. Describe the steps that a responsible employer should take to reassure their employees about the changes. 5. Identify three causes of workplace stress that can be attributed to ICT systems. Describe suitable working practices that can reduce the causes of stress you have identified.
OCR GCE Applied ICT UNIT 2: Student Workbook The Impact of ICT on Methods of Production
1. Explain the meaning of the terms "production control" and "process control". 2. Use the Internet to find a case study about the introduction of either robotics or the use of sensors and feedback into a production process. Describe the use of ICT in the case study and state the advantages and disadvantages of introducing process control into the production process.
OCR GCE Applied ICT UNIT 2: Student Workbook Legislation Question 1 For each of the following Acts of Parliament: y y y y y
a. b. c.
The Data Protection Act (1998) The Freedom of Information Act (2000) The Misuse of Computers Act (1990) The Copyright, Designs and Patents Act (1988) The Regulation of Investigatory Powers Act (2000)
Identify the use of ICT covered by the Act. Explain the reason for the introduction of the Act. Describe the protection provided by the Act.
Question 2 Explain the role of the following in the provision of a safe working environment: y y y y y y y
The European Commission The Health and Safety at Work Act (1974) Regulations The Health and Safety (Display Screen Equipment) Regulations 1992 The Health and Safety Executive An employer An employee
Question 3 a.
Explain the role of y y
b.
A Data Controller The Information Commissioner
Identify the 8 rules or principles that a Data Controller must follow
OCR GCE Applied ICT UNIT 2: Student Workbook Case Study
Task 1: Draw an organisation chart for Bromsminster Manor. In each box on the chart, state the job function and, where known, the name of the person who carries out the job function.
Task 2: Describe the tasks which are carried out in the Conference Centre Office. Identify the information that must be collected when a booking is taken for the Conference Room. Identify the documents that must be exchanged between the hotel and the organisation that makes the Conference Room booking.
Task 3: The kitchen order fresh produce from local suppliers on a daily basis using the telephone. Draw an information flow diagram to show the transaction. The diagram will need to show the ordering and delivery process, the exchange of documents covering the transaction and payment for the goods.
OCR GCE Applied ICT UNIT 2: Student Workbook Task 4: The hotel would like to link all of their computer systems into a local area network. Produce a report for the Board of Directors that covers the following: y y
The advantages and disadvantages to the business of using a local area network. The potential benefits to the hotel of being able to use the network to: access the Internet and an intranet make use of email use a centralised database system use wireless connections so that the directors can connect their laptop computers to the network when they bring them into the hotel provide Internet access for guests
y
How and why data stored on the network should be backed up on a daily basis.
Task 5: Dan would like to make greater use of the website for sales and marketing purposes. Write a report for Dan to show how the hotel could make more use of e-commerce through the website.
Task 6: Describe what is meant by Electronic Data Interchange (EDI) and the advantages to the hotel of using BACS for payments to suppliers and staff.
Task 7: Julie is concerned about the effect on the hotel staff of introducing new computer technology. Produce a briefing paper for the Board of Directors to highlight the possible concerns of staff and how they may be addressed.
