Question 3 - Scenario
Your school is holding a fund-raising event in the form of a variety concert with guest artists. The school has decided to use FIVE computers to make this task easier. Grade 12 CAT learners have been asked to assist with this project. You have been appointed as the team leader. Your tasks will include the following:
To give advice on the computer systems needed for the project
To select suitable computer programs to use
To advise on how networks make the task easier
To give general support on all computer-related issues
3.1 The team will be working together on the project. Discuss TWO advantages of having the five computers linked in a network
• Share data OR resources
• Share hardware OR printers OR scanners
• Reduce costs
• Better security
• More efficient / less time consuming
3.2 You wish to set some 'rules' for saving files on the network to make it easy for everyone to find and access the files.
Name ONE way in which you could achieve this.
• Give the files sensible filenames
• Arrange the files in a well thought out file structure
• Use sub-folders
• Give folders meaningful names
• Adopt naming conventions
3.3 Jabu has to make sure that work is not lost. He is asked to make regular backups of the team's work. He can choose from the following devices:
• File server
• Flash disk
• MP3 player
3.3.1 Name ONE potential disadvantage of saving on the file server as opposed to saving on the other three devices.
Needs to be backed up somewhere else
Could lose the original and the backup if stored on the same machine.
Server could be stolen/damaged
Server is down or unavailable/inaccessible
3.3.2 Name THREE potential disadvantages of using a CD, flash disk or MP3 player as compared to saving on the file server.
More susceptible to corruption / easily damaged
Files could be confidential
3.4 A list of some of the files from the project are shown below.
3.4.1. Concert.dot is a template file. What does that mean?
A template determines the basic structure for documents based on it.
3.4.2 You can open and read all the .doc files but not the Concert.docx file. What is the most likely cause of this?
It is saved using a newer version of the program.
3.4.3 Which ONE of the files is most likely to be a webpage?
3.4.4 What is a text file (.txt)?
A text file contains data that is purely/plain text
It is not formatted in any way.
3.5 Many pictures were scanned as bitmaps into a word processing document. You tried to e-mail this document to your home so that you could continue working on it. Every time you wanted to send the e-mail with the attachment you received a message that it could not be sent.
3.5.1 Assuming that there is nothing wrong with the e-mail system, give ONE possible reason why this happens.
• The file has become too large to be sent over your e-mail connection.
• The file can be infected with a virus
3.5.2 Suggest TWO ways of solving this problem.
• Compress/zip/re-size the file
• Remove the pictures from the document and send separately
• Send attachments via multiple e-mails
• Change the format of the pictures to jpg
• Use a faster broadband connection
• Rescan the document (pictures in the document) at a lower resolution.
3.6 Another learner wishes to join your team and since you only have access to five computers, he offers to bring an old computer from home. The machine runs extremely slowly.
Name TWO critical hardware upgrades that could be done so that the speed of the computer system could be improved. Motivate EACH of your answers.
• Extra RAM
• Reason: will allow for increased primary memory (latest systems are memory intensive)
• Less need for virtual memory
• Faster processor
• Reason: Calculations/processing done faster
• A new/faster motherboard
• Reason: A faster motherboard will speed up the computer (allows faster components)
• Faster hard drive
• Reason: Will speed up file transfer
3.7 One of the team members has a brand new computer, loaded with the latest software, at home. At school he cannot open a word processing document that he has saved and brought from home.
Suggest an action that he could take to solve the problem.
• Find a patch that will allow him to open the program on the older software.
• Resave in an earlier format that can be opened at school.
• Get a new version installed on the school computer
3.8 The team will be spending many hours working on the computers. Identify TWO possible health risks from spending long hours working on a computer AND, for each, suggest an action that could be taken to help reduce the effect of each.
Repetitive Strain Injury (RSI)
• Use ergonomic keyboard/mouse
Carpal Tunnel Syndrome (CTS)/Tendonitis
• Use ergonomic keyboard/mouse
Headaches, other aches, e.g. back, shoulder, etc
• Take regular breaks
• Use well designed furniture
• An ergonomically designed workspace
• Take regular breaks
• Ensure good background lighting
• Fit an anti-screen-glare device
• Set the monitor to a better resolution
• Replace monitor with an LCD panel
3.9 A member of your team wants to take some work home, but he does not yet have an office suite on his home computer. He now has to choose between a proprietary office suite such as Microsoft Office and an open source office suite such as OpenOffice.
3.9.1 Explain what an office suite is.
An office suite is a collection of programs (software applications), such as word processing, spreadsheets, database, etc.
3.9.2 Compare these TWO types of office suites in terms of cost and support.
||Available free of charge
More difficult to get local support (scarce skills) /
May require technical expertise/could be expensive
Could get free support from on-line community /
||Can be expensive
||Support readily available
3.10 During preparation for the concert, you have created and deleted a large number of files. Your computer is now noticeably slower.
Recommend a software utility which can be used to restore the speed of the computers.
Defrag or Disk Keeper or Optimizer
The guest artists would like video images of themselves shown on a screen on the stage during their performance. You decide to use your laptop for this purpose.
4.1.1 Name the hardware device that could be used to project the images of the artists from your computer onto the screen.
• Data projector
• Digital projector
• Digital light projector
4.1.2 During the show a message appears on the laptop saying that the laptop is about to hibernate. Explain why:
(a) the hibernation message appears.
To warn the user that the screen is going to 'blank'/switches into reduced battery power mode, (to go to sleep)
The message appears to warn the user that the laptop will save the battery by blanking the screen
Laptop is set to hibernate after set period of time when there is no mouse or keyboard activity
(b) this is applicable to a laptop AND NOT a desktop.
Laptop has battery power and desktop has a constant supply from electric mains.
4.1.3 Name ONE advantage and ONE disadvantage (besides hibernation) of using a laptop instead of a desktop computer for the concert.
• Smaller / takes up less space
• Can get its power supply from the battery for short periods of time /does not always need main electricity supply
• Battery life too short/laptop can be easily stolen
4.2 One of your team members will be taking photographs at the concert.
4.2.1 Other than cost and brand name, name TWO specifications that you should consider when choosing a digital camera.
• Digital resolution (megapixels)
• Optical or digital zoom
• Weight/size (only 1)
• Simplicity of use
• Type/size of viewing screen
• Battery life
• Transfer media/technology
4.2.2 Name the most common device used for storage of these pictures on the camera.
• Memory/camera card
4.3 Sam captured some photographs of the artists on his cell phone.
Describe a process you could use to transfer these photographs to your computer.
• Using any wireless technology, e.g. Bluetooth/Infrared/WiFi if both PC and cellphone are enabled/have the capabilities
• Connect the wire/cable that connects the cellphone to the PC to the USB port
• Via the memory card or card reader
4.4 You need to do some printing for the concert. What would be the best printer to do the following?
4.4.1 Print 500 A4 posters advertising the concert.
laser OR networked photocopier
4.4.2 Print high quality colour photographs of each of the artists
• Inkjet / PhotoSmart printer
• Colour laser printer
4.5.1 You decide to burn and distribute CDs containing some of the music that was performed at the concert.
Give THREE reasons why CDs are suitable for this purpose.
• Large capacity
• Relatively cheap
• Can be reproduced fairly quickly
• CD-writers are fairly commonplace
4.5.2 Give ONE legal/ethical reason why you should NOT sell any music other than that which was performed at the concert.
• Copyright infringement
• Software piracy
4.6.1 From the following options, select a site where video clips from the concert could be stored on-line for free:
YouTube.com hosts videos
4.6.2 Motivate why EACH of the other three options was rejected as a possibility by indicating what you would typically do on EACH of these sites.
Amazon.com business / retail / e-commerce website
Google.com search engine
Secondlife.com virtual life website(do not accept ‘game’)
4.7 Conserving paper is every computer user's duty.
4.7.1 Discuss TWO ways of saving paper in the computer centre.
• Printing on both sides of the paper/recycling paper
• Using a smaller font
• Adapting the layout of the document / fit onto fewer pages.
• Printing multiple pages on a single sheet.
• Proof reading on screen/Print preview.
• Use recycled paper.
4.7.2 Name ONE other way in which users can contribute to the environment by practising 'green computing'.
• Environment friendly disposal of hardware
• Recycling cartridges
• Refurbishing old computers
• Low power monitors OR LCD panel
• Hibernate OR sleep mode
You need to communicate with certain individuals/groups. However, due to problems beyond your control, the same method of communication cannot be used for all.
For EACH of the situations below, suggest the most suitable method of communication.
5.1.1 Sending a short invitation to last year's head learner/prefect who is backpacking in a rural area without Internet access
• mobile phone
• email on cell phone
• satellite phone
5.1.2 Communicating a sneak preview of the concert to your principal who is in London
• e-mail with a video clip
• Mpeg message on cell phone
• MMS (Multimedia message)
5.1.3 A written invitation to another school that does not have Internet access
• deliver by hand
5.2 The date, time and venue of the concert need to be sent out to all past learners. The following communication methods could be used:
Assuming that all of the above methods are available and accessible, arrange the options above from most expensive to least expensive.
Fax SMS E-mail
E-mail SMS Fax
5.3 You have decided to use your word processing program to prepare some documents for the concert.
5.3.1 John has inserted a picture to be included in the concert programme. He is unable to move the picture from the point at which it was inserted. Give the most likely reason for this occurrence AND explain how you would solve this problem.
• The wrapping style/formatting of the picture is incorrectly selected
• Correct/change the formatting/wrapping style (to “tight”)
• Menu options: format picture – layout/wrapping
5.3.2 You insert a table into a document for the concert and find that this table is too 'wide' as it flows over the left and right margins. Recommend TWO ways in which you could solve this problem without deleting any columns or changing the font size.
• Use the ‘AutoFit’ table function
• Reduce the left and right margins of the page
• Reduce the width of the columns in the table
• Change to landscape
5.3.3 When you run the Spell Check function you find that the words programme and colour appear as incorrectly spelt words. Propose a solution to this problem.
• Change language setting to English SA
• Ignore all
• Add to dictionary
• Disable the spellchecker / Do not check spelling
5.4 Sally is unable to use her fingers to type but wants to be part of your team. Briefly discuss ONE way in which she can input data with limited use of the keyboard.
• Voice recognition – voice recognition program and microphone
• Keyboard operated by foot at ground level / Adaptive/assistive keyboard
• On-screen/virtual keyboard operated with roller-ball/specialised input device
• Inputting data via a scanner
• Inputting data via a tablet
5.5 Jabu struggles to control the mouse as he finds the movement to be erratic. Suggest how this problem can be solved if:
5.5.1 the mouse is a mechanical mouse with a ball inside.
• Clean the dirt inside
• Adjust the mouse settings
• Use a suitable mouse pad
• Replace it with an optical mouse
5.5.2 the mouse is an optical mouse.
• Check if the surface that you are working on is too shiny and put it on a less shiny/reflective surface
• Use a different surface as a mouse pad
• Adjust the mouse settings
• Make sure surface is flat
As one of the computer monitors was stolen, a new monitor has to be bought.
5.6.1 Give ONE reason for choosing a CRT monitor.
• More robust/lasts longer
• Good image
5.6.2 Give TWO reasons for choosing a flat panel LCD screen.
• Better for eyes/easier to read
• Clear image/no flicker
• Takes up less space
• Generates less heat
• Uses less power
• Aesthetically appealing
5.7 The computers are linked in a network. List THREE ways of restricting access to confidential files on the network.
• Access rights
• Passwords on files
6. You plan to have outside vendors selling cold drinks, popcorn, hot dogs, chips and sweets during the interval at the concert. You need to keep data about vendors in a database.
One of the tables is called VENDOR and its structure is as follows:
6.1.1 Suggest an appropriate field size for the Cell_Number field.
10 (for a local cell number)
12/13 (including the international code)
6.1.2 Why is the Cell_Number field declared as text when it is a number?
• The leading zero will be removed automatically if entered as a number.
• The text type retains the zero as a normal character.
6.1.3 Why would it not be possible to select a default value for the Vendor_Name field?
• Each vendor has a specific name for the business – there is no general name applicable.
• Different vendors – different names (has to be typed in)
6.2 When designing the database (refer to QUESTION 6.1), it was decided to set the cell number as the primary key.
Briefly explain what a primary key is AND suggest why the Cell_Number field is a suitable primary key.
• A primary key is a field with data which is unique to each record.
• No two vendors have the same telephone number – it is therefore a unique value.
6.3 You invite many artists to perform at the variety concert. You have saved the following information about each artist in a database:
• Name and surname
• Contact details
• Fee per performance
6.3.1 The governing body requires a printed report containing the information about the artists in an easily readable format, giving the TOTAL AMOUNT of money needed at the bottom of the report.
Discuss the most effective way of providing the total.
• =sum([Fee per performance])
• in the (report) footer
6.3.2 Every time you enter the fee in the database the currency displays as Euro(€). Suggest a solution for this problem.
• Change the regional settings
• Change the field format
6.3.3 Give ONE reason why you would use a database and NOT a spreadsheet program to manage this data.
• You are not required to make a large number of calculations.
• You are able to query and present the information in ways that you cannot do in a spreadsheet.
• You can do queries and reports on data in a database more easily.
• Design a form for entering of data - easier than in a spreadsheet.
• Easier to perform data validation.
• A database is specifically designed for/easier to work with records.
6.4 One of the team members has a fancy and expensive graphics program on his home computer. He offers to bring the disk to school so that you can load it onto the computers you are using to design the concert programme.
Discuss TWO ethical issues related to this.
• Breaks the law / infringes on copyright / piracy (accept only one of these options)
• The creator of a program is paid by the users of it / copying it prevents the creator from being paid
• Copying onto other computers exceeds the number of users specified in the licence agreement.
6.5 Some learners at school indicated that it was not necessary to have a computer team to help with the concert: 'Everything could have been done the old-fashioned way!
6.5.1 Give ONE possible reason to support this statement.
• It may be more expensive.
• You cannot depend on having electricity.
• Spending too much time and effort making sure everything is secure may be irritating.
• Expertise may not be available.
• Data may be lost.
6.5.2 You disagee. Defend your use of computers for this concert.
Support your argument by giving at least TWO relevant examples.
- Communication / Send fast messages / e-mail
- Organising data or queries in a database
- Calculations in a spreadsheet
- Professional presentation of information
- Personalizing/mail merge
- Share data
- Easier to manipulate electronic data to answer queries or produce reports
- More efficient and less time consuming
- Improved collaboration of ideas / creative thinking
- Check spelling and grammar
- More tools to enhance creativity / design
- Computer allows you to do the work in-house, i.e. printing
- Webpages / Internet access
- Burning CDs
- Display/project/create videos
7.1 You open your e-mail and notice that you have an e-mail from one of the guest artists. The e-mail contains an attachment called gucx.exe. You are worried that the attachment might contain a virus.
7.1.1 Define the term computer virus.
A virus is a (malicious) computer program / software that (intentionally) affects the system negatively
7.1.2 Give TWO reasons why you would NOT want a computer virus on your computer.
- The virus can spread itself by copying or being copied from computer to computer
- Can infect, hide, corrupt, destroy or delete data
- Can slow up the computer system
- Can attach itself to other files
- Time consuming or downtime if you have to reformat computer or re-install programs
- Can expose your computer to security threats
7.1.3 Describe how you would check that the attachment is safe to open.
- Scan using an anti-virus utility program
- Use/run an anti-virus utility program
- Auto-protect option activated
7.1.4 Discuss ONE action you would take if the attachment you have checked contains a virus.
- Disinfect OR clean OR delete the virus
- Quarantine / virus vault
- Inform the sender
7.1.5 Apart from the possibility of downloading a virus, name TWO other problems associated with using e-mail.
- Can only send to people who have an e-mail address
- You must know a person’s e-mail address
- Reliant on the Internet working properly
- Relies on the other person checking their e-mail regularly
- E-mail can be intercepted and read by other people
- You could receive SPAM
- You could receive a lot of mail and the system becomes blocked
- You could be exposed to obscene mail
- No control of where your email goes or is forwarded to
- Could easily be sent to the wrong person
- Often characterised by poor structure, spelling and grammar
7.2 Your team wishes to use the Internet for up-to-date information about the artists. You tell them to use a search engine.
7.2.1 What is a search engine?
A search engine is a software program / website used to find webpages that match the search criteria entered.
7.2.2 Name TWO ways in which the search could be narrowed or limited to produce more relevant results.
- Use quotation marks
- Use + or - signs in front of keywords
- Use an advanced search, e.g. domain, date, file types
- Search within a search
- Use alternative words/synonyms
- Use another search engine
- Web pages from South Africa / Select languages from Home Page of the search engine
7.2.3 Discuss TWO ways to decide whether the information on the websites that you access, is accurate and reliable, or not.
- Check if it is a reputable institution such as a university
- The same information is found in various unrelated places
- Use common sense/trust instinct, and check the information before relying on it
- The date the website was published, the more recent the better
- Check credentials of authors
- Check whether it is cited by other authors
- Check quality of language
7.2.4 You find some surprising information about the artist on a blog. Explain what a blog is.
An on-line record/diary/journal/board created by a person with comment facilities for the public
7.3 Your team wishes to develop an information sheet about the concert. The team would like to place it on the school's website. You decide to use the pdf format to do this.
7.3.1 Give ONE reason for using a pdf format.
- Will keep the formatting
- Can be used cross-platform
- User does not require original program that file was created in
- Document is created as Read-Only – does not allow editing
7.3.2 Predict whether people will be able to open this pdf document on their computers AND suggest a solution to assist those who have a problem in this regard.
• Depends whether Acrobat/Adobe reader is installed on their computer / Not everyone has PDF (Acrobat/Adobe) reader.
• Install the Acrobat/Adobe reader (You can download it from the Internet free of charge or get it from somebody)
7.3.3 Suggest another suitable format to which you can convert the document before placing it on the web.
8. The team members debate the topic of Internet banking.
8.1.1 Identify TWO possible benefits of Internet banking for the school.
- Can access bank account from home or anywhere
- Can access details 24 hours per day
- Can take more control of the account
- Safety reasons / Do not have to carry money around
- No standing in queues / More efficient and less time consuming
- Cheaper – save on bank transaction costs / travel costs
8.1.2 Identify TWO benefits to the bank if more people were to use the Internet to do their banking.
• Fewer bank branches needed
• Fewer employees needed
• Lower ongoing costs
• Lower administration requirements
8.1.3 State TWO security measures that will help prevent unauthorised access to the bank account of the school, from the bank or user's side.
• Use of username and password
• Use of data encryption software
• Use of digital certificate
• Bank sends SMS with once-off password when once-off payment is made
• Bank sends SMS when any activity occurs on the account
• Banking session times out if you have not been active for a certain period of time
8.2 Patrons will be required to purchase coupons for snacks in the week before the concert. John wants to print the coupons for the concert. He has sent the print instruction various times but the printer still does not respond.
Assuming that the printer driver is correctly installed, describe any THREE actions he can take to determine what the problem is.
- Check whether the printer is switched on
- Check whether the printer is connected to the computer correctly
- Check whether the correct printer has been selected
- Check whether the printer has paper
- Check whether correct paper size is selected
- Check whether there is an ink/laser cartridge installed
- Check whether there is ink/toner in the cartridge
- Check if the printer is on line (not linked to the network)
- Check whether there is a paper jam
8.3 When Sam tries to print the concert programme the printer prints one line of symbols such as '•¥$*•$*•$*•$*' at the top of each page.
Suggest ONE solution to this problem.
8.4 You used a spreadsheet program to capture estimated income from refreshments.
8.4.1 You are told that the cost price of chips is actually R3.00. The vendor decides to sell them at R5.00. You change the data in cell B7 accordingly.
Name any TWO cells where the values will automatically change as a result.
• Relative cell reference – reference changes in relation to the active cell / when copied and pasted
• Absolute cell reference – remains the same even when copied and pasted
8.4.2 The formula listed in one of the cells is: =F9*$B$10
Name and explain the differences between the TWO types of cell references used in the above formula.
• Widen the column
• Reduce the size of the font
8.5 Sam had to keep a running total of all the expenses and hours worked.
8.5.1 The total in cell B8 displays #####. Give a solution to this problem.
• Widen the column
• Reduce the size of the font
8.5.2 When the total for the hours worked was checked it was found that it was wrong.
Give ONE possible reason why this total is wrong.
• Commas and points were used
• Some cell formatting may be text
8.5.3 When Sam entered an amount in the expenses column, the following message appeared on the screen:
Give ONE reason for this message appearing.
• Data validation was applied
• Incorrect data was input
8.5.4 Briefly explain how Sam can prevent anyone else from entering data into this spreadsheet.
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