Ict revision notes:

School Management Systems

Computer-controlled School Management Systems: Comprehensive software applications that automate

administrative tasks, such as attendance tracking, grading, scheduling, and student information management, improving

educational institutions' efficiency, accuracy, and organization.

 Advantages:

o Absenteeism can be addressed more quickly.

o Parents are kept updated.

o Reduced workload for teachers.

 Disadvantages:

o Operating the software will require training.

o The initial cost of the software is very high.

o Unauthorized access will have to be prevented as there is lot of personal information

 Learner registration and attendance

o ID cards with magnetic tapes: The students will have to swipe their ID cards, which contain the student’s name, school’s

name, date of birth and the registration ID when they enter and leave the school; this way, time is saved, and the

attendance is more accurate.

o Biometrics: Every student’s fingerprint is stored on a database along with their personal information, the students must

put their finger on a fingerprint scanner to enter or leave the school premises.

 Advantages of biometrics over magnetic ID cards

o Unique fingerprints disable attendance forgery

o Portability makes them easy to lose

o Easy to be stolen due to small size

o ID cards can be easily cloned

 Disadvantages of biometrics over magnetic ID cards

o It is time-consuming for all fingerprints to be individually collected

o Expensive equipment is required to read fingerprints

o If the finger is cut/damaged, the fingerprint won’t be readable, and access will be denied.

o There is an invasion of privacy in storing fingerprints on a school database.

 Learner’s performance
o Spreadsheets can be used to record students’ performances. It is easier to compare each other’s performances and an

individual student’s performance over the academic year.

 Computer-aided learning

o The use of computer-based technologies to help students acquire academic material is known as computer-aided learning

(CAL). They are meant to supplement classroom instruction, not serve its purpose. Students will take online assessments

to track their progress while learning on computers. Although CAL cannot consistently assist a student with an issue, in

certain circumstances, students would need to get other aid.

Banking Applications
 The use of computer technology has revolutionized how we do our banking transactions, for
example:
o Internet banking
o The use of automated teller machines (ATMs)
o Chip and PIN technology
Automated Teller Machines (ATMs)
Automated teller machines (ATMs) are places where customers can get cash (or carry out certain other banking activities,
such as ordering a statement) using their credit or debit card.
Sequence at ATM What goes on behind the scenes

Customer puts card into ATM Contact is made with bank’s computer

PIN is entered using the PIN is checked to see if it is correct

keypad Card is checked to see if it is valid
The transaction is closed if the card is
 Sequence at ATM What goes on behind the scenes

stolen or the number of PIN attempts

allowed is exceeded.

Several options are given:

change PIN, pay in cheques,
pay a bill, see balance, get
money

The customer selects the

cash option & several cash
options are shown

The customer accepts one of The customer’s account is accessed to see

the options or types in a if they have sufficient funds, it is checked to
different amount see if they are withdrawing more than their
daily limit.d
If the limit is not exceeded and all other
checks are OK, then the transaction is
authorized, and the machine then counts
out the cash

The customer is asked if they

want a receipt

The card is returned

Money is dispensed Customer’s account is updated

 Advantages:
o possible to withdraw at any time of the day
o offer many banking services without having to go to the bank
o possible to access an account from anywhere in the world
o usually provides quicker service than waiting in a queue at a bank
 Disadvantages:
o often in places where theft can take place at night
o potential for shoulder surfing
o some banks charge customers for using ATMs
o cash withdrawal limits are often imposed on people
Electronic Funds Transfer (EFT):
It is possible to send money transfer instructions directly to a bank's computer system via electronic funds transfer (EFT)
technology. The system depends on electronic money transfers between accounts; no cash is moved. The computer
system automatically moves the requested amount from one account to another when it receives an EFT command.
 Advantages:
o very secure payment method
o very quick payment method
o less expensive than cheques
o the customer has the right to dispute an EFT payment for up to 60 days
 Disadvantages:
o the bank transaction can’t be reversed without full dispute investigations
o customer needs to have funds available immediately
o cannot guarantee the recipient’s identity
Credit/debit card transactions
Several credit/debit cards come with a magnetic stripe and a chip; the chip houses essential data like the PIN. This
technique is intended to increase security because it is superior to a signature. A chip and PIN card to make purchases is
an example of an electronic funds transfer (EFT).
 Advantages of credit cards:
o customer protection if ordered goods don’t arrive
o internationally accepted payment method
o interest-free loan if money is paid back within the agreed time period
o can make purchases online
 Disadvantages of credit cards:
o can be charged high interest rates
o annual fees often apply
o easy to end up with credit damage
o security risks in online transactions
 Advantages of debit cards:
o money comes from the user’s current account, there is no interest
o safer than carrying cash
o can make online purchases
 Disadvantages of debit cards:
o less customer protection if goods don’t arrive
o no credit allowed; funds are needed at the time of purchase
o security risks in online transactions
Cheques
Individuals and organizations use cheques as a form of payment. When issuing a cheque, the payer writes the recipient's
name, the payment amount, and the date on the cheque. The recipient then deposits or presents the cheque to their bank
for processing. The payer's bank verifies the fund’s availability, and upon clearance, the specified amount is transferred
from the payer's account to the recipient's account, completing the transaction.
 Advantages:
o more convenient and safer than cash
o can be post-dated
o can be traced if they are lost
 Disadvantages:
o aren’t legal tender and can be refused
o slow method of payment
o easier for fraudsters than other methods
o relatively expensive payment method

Computers in the Retail Industry

Point of sale (POS) terminals: Computerized systems used at checkout counters to handle purchases and oversee

stock. It is extensively used in retail stores to process sales transactions. They enable quick and secure payment

processing through various methods, including cash, credit/debit cards, mobile payments, and digital wallets. POS
 terminals calculate totals, generate itemized receipts, update inventory, and provide real-time sales data for effective

business management.

 Some features include:

o update stock files immediately

o track inventory levels in real-time

o monitor inventory levels and reorder when stock is lower than a predefined value

o streamline supply chain management and minimize stockouts

Electronic funds transfer at Point of sale (EFTPOS) terminals: Devices for processing electronic payments; they allow

customers to make payments using debit or credit cards by securely transferring funds from their bank accounts. EFTPOS

terminals authenticate and authorize transactions in real-time, providing convenience and security for customers and

businesses during retail purchases.

The process of checking credit and debit cards at a supermarket EFTPOS is much the same as was described for paying

a restaurant bill in Section 6.6.

Some functions of EFTPOS include:

 Use of chip and PIN cards:

o Enhance security with two-factor authentication

o Require customers to enter a personal identification number (PIN)

 Use of contactless cards:

o Allow for faster transactions

o Enable customers to tap their card on the terminal

 Use of Near Field Communication (NFC):

o Facilitate payments through smartphones and other devices

o Increase convenience for customers

o Recognition Systems

1. Optical Mark recognition (OMR) media in schools:

 School registers: Paper-based registers are fed into OMR to be scanned and stored in a database.
 Multiple-choice examination papers: The position of a mark is stored in a computer’s memory after being read by the
OMR, a device using a template that maps out the X-Y coordinates of each tablet (pen/pencil mark).
 Used at POS terminals for scanning and reading the information stored in barcodes.
 Many digital devices have OMR scanners, which may be used to scan QR codes.
 Advantages:
o very fast way of inputting the results of a survey
o more accurate than keying in data
o more accurate than OCR methods
 Disadvantages:
o designing the forms is a very complex job
o there can be problems if they haven’t been filled correctly
o often only work with black pens or pencils
2. Optical Character Recognition (OCR):
 Automatic Number Plate Recognition (ANPR) systems:
o The sensor sends a signal to instruct a camera to capture an image of the front of the vehicle
o An algorithm is used to locate and isolate the number plate from the image taken by the camera.
o The brightness and contrast of the number plate are first adjusted. Each character on the number plate is then
segmented.
o Each character is then recognized using OCR software. The characters are converted into a string of editable text by the
software.
o This text string is then stored in a database.
o A barrier is raised, and the motorist is issued with a ticket. The ticket shows the date and time of entering the car park.
o When the car returns to the car park, they insert their ticket into a machine that calculates their charges and registers the
payment into the database.
 Advantages:
o Used to automatically monitor the average speed of vehicles over a stretch of road.
o There is no need to employ a car park or security guards.
o It's a much faster system than checking a ticket at the exit.
o It can automatically control the entry and exit to a car park or private roads.
o It can be used as a security system to prevent illegal parking.
o It can be used to analyze driver behaviour.
o It can be used in inner-city congestion charging systems.
 Disadvantages:
o A lack of manned security car park surveillance could lead to vandalism.
o There could be an invasion of privacy due to recording drivers’ number plates.
o Damaged or very dirty number plates will not be recognized.
o The ANPR system only recognizes the number plate and not the car so that a car can be fitted with a cloned number
plate, thus bypassing car park security, for example.
3. RFID in tracking stock:
 Tracking of stock using RFID involves either tracking livestock (on a farm) or goods in a shop, supermarket, or distribution
centre.
 RFID in passports:
o The data on the RFID chip is read when the passport is scanned.
o Your photo is clicked and compared to the RFID chip image.
o If face recognition passes, some checks are made to ensure you are eligible to enter the country, and if you are, the gate
opens automatically.
 RFID in automobiles:
o Tags allow or deny access to parking in a secure, private car park.
o RFID tags in lorries and delivery vans can be used at weigh stations to ensure the vehicle is not carrying too much weight.
o RFID tags can be used on a car production line to track its progress through assembly.
 RFID in contactless payments:
o The embedded chip on credit/debit cards and the antenna enable customers to wave their card over a reader at the point
of sale terminals to make payments
o Smartphone apps can also be used to make contactless payments.
 Advantages:
o No line-of-sight contact is necessary.
o It is a very robust and reliable technology.
o Tags are much more difficult to forge than barcodes.
o RFID tags can reduce the number of staff needed in, for example, a warehouse because tracking items is automatic (thus
reducing costs).
o It provides a very fast read rate.
o Bulk detection is possible.
 Disadvantages:
o Tag collision is when the signals from two or more tags overlap, interfering with each other.
o Because RFID uses radio waves, they are relatively easy to jam or interrupt.
o It is relatively easy to hack into the data/signal transmitted by the tag.
o The initial cost of an RFID system is more expensive than a comparable barcode system.
4. Near Field Communication (NFC):
 Enables short-range wireless communication between devices.
 Allows payment using a smartphone.
 Advantages:
o Convenient and secure method of payment
o allows for contactless transactions
 Disadvantages:
o Limited range
o compatibility issues with some devices
5. Biometric recognition:
 Usually refers to automated technologies for authenticating and verifying human body characteristics such as face, iris,
retina, finger, thumb, hand and voice.
 Advantages:
o very high accuracy
o very easy to use
o very fast verification time
o non-intrusive method
 Disadvantages:
o it can make mistakes if the skin is dirty or damaged
o very expensive to install and set up
o uses a lot of memory for the data to be stored
o a person’s voice can be quickly recorded and used for unauthorized access
o an illness, such as a cold, can change a person’s voice, making absolute identification difficult or impossible

database
Database is collection of records
Types of data
Alphanumeric
Currency
Date and time
Boolean
Decimal
Primary key
Primary key is unique
Helps identify records
Cannot be null
One primary per table
Foreign key
Can have null value
Foreign key is a primary key of other table
Found in relational database
Used to create relationships
Flat file
Contains single table of data
Relational file
Two or more tables connected by link which is called relationship
Linked by common field in both tables