Level 3 Diploma in Business and Administration
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PowerPoint presentationUnderstand how information systems are used
Unit 308: Monitor information systems
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Lesson objectives
• Explain techniques to validate the reliability of information.
• Analyse the suitability of different evaluation techniques related to
information systems.
• Assess the potential consequences of breaches of confidentiality.
• Evaluate the potential consequences of publishing reports
containing inaccurate or unsubstantiated information.
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Validate the reliability of information
When would you need to
validate the reliability
information?
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Validate the reliability of information
There are a number of options to validate the reliability of information.
These include:
• Double entry
• Proofreading
• Data type
• Range and constraint
• Code and cross-reference
• Structured
• Check digit
• Format check
• Length check
• Look up table
• Presence check
• Range check
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Validate the reliability of information
Double entry
Entering the data twice and comparing the two values.
Proofreading
Read (printer's proofs or other written or printed material) and mark any
errors.
Data type
A particular kind of data item, as defined by the values it can take, the
programming language used, or the operations that can be performed
on it.
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Validate the reliability of information
Range and constraint
Simple range and constraint validation may examine user input for
consistency with a minimum/maximum range, or consistency with a test
for evaluating a sequence of characters, such as one or more tests
against regular expressions.
Code and cross-reference
Code and cross-reference validation includes tests for data type
validation, combined with one or more operations to verify that the
user-supplied data is consistent with one or more external rules,
requirements or validity constraints relevant to a particular organisation,
context or set of underlying assumptions.
These additional validity constraints may involve cross-referencing
supplied data with a known look-up table or directory information
service.
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Validate the reliability of information
Structured
Structured validation allows for the combination of any of various basic
data type validation steps, along with more complex processing.
Such complex processing may include the testing of conditional
constraints for an entire complex data object or set of process
operations within a system.
Check digit
Used for numerical data. An extra digit is added to a number which is
calculated from the digits. The computer checks this calculation when
data is entered.
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Validate the reliability of information
Format check
Checks that ascertain that only expected characters are present in a
field.
Length check
Checks that a record has a valid number of related records.
Look-up table check
A table look-up check takes the entered data item and compares it to a
valid list of entries that are stored in a database table.
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Validate the reliability of information
Presence check
Checks that important data is actually present and has not been missed
.
Range check
Checks that the data is within a specified range of values.
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Validate the reliability of information
Activity
Answer these data
validation questions
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Evaluation techniques
When monitoring an information system, there will be occasions that
you will evaluate the system.
There are a number of techniques to enable you to do this, including:
• Observation of users
• Surveys
• Interviews
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Evaluation techniques
Observation of users
User observation involves watching and listening carefully to users as
they work with a product. Although it is possible to collect far more
elaborate data, observing users is a quick way to obtain an objective
view of an information system.
As you observe, you see users doing things you never expected them
to do. When you see participants making mistakes, your first instinct
may be to blame the mistakes on the participant’s inexperience or lack
of intelligence. This is the wrong focus: the purpose of observing users
is to see what parts of your product might be difficult or ineffective.
Therefore, if you see a participant struggling or making mistakes, you
should attribute the difficulties to faulty system design not to the
participant.
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Evaluation techniques
Surveys and interviews
Completion of surveys and interviews with users will enable you to
obtain their views and opinions about the system’s day-to-day use and
functionality.
Results can be analysed to identify re-occurring frustrations or issues.
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Evaluation techniques
Activity:
Design a survey for the
information system
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Breaches in confidentiality
A breach of confidentiality occurs when data or information provided in
confidence to you is disclosed to a third party without consent.
What information could
be disclosed?
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Breaches in confidentiality
The data protection act
The Data Protection Act (DPA) is a law designed to protect personal
data stored on computers or in an organised paper filing system.
The Act's definition of ‘personal data’ covers any data that can be used
to identify a living individual.
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Breaches in confidentiality
Today, the Information Commissioner's Office (ICO) has several
options when it finds an organisation in breach of the UK Data
Protection Act. Here are some examples:
• Monetary penalty notices: fines of up to £500,000 for serious
breaches of the DPA.
• Prosecutions and possible prison sentences for deliberately
breaching the DPA.
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Breaches in confidentiality
Activity:
Research the 8
principles of the data
protection act
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Publishing reports
When publishing reports you will need to ensure they contain accurate
and substantiated information.
Why do you think this
is important?
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Publishing reports
There could be a number of consequences for publishing inaccurate or
unsubstantiated information, including:
• Damage to reputation
• Decision-making errors
• Damage to service
• Damage to profitability
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Publishing reports
Activity:
What would be the best
validation technique?
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Any questions?