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Chapter 4 Software

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Page 1: Bis Chapter4

Chapter 4

Software

Page 2: Bis Chapter4

TOPICS

1. Categories of computer software2. Document production software3. Graphics packages4. Spreadsheets5. Databases6. Management applications of productivity

software7. Multimedia software8. Software for using the Internet

Page 3: Bis Chapter4

Software defined

• Software is a series of detailed instructions that control the operation of a computer system.

• Software exists as programs that are developed by computer programmers.

• Examples of software:– Microsoft Windows– Microsoft Office (Word, Excel, PowerPoint,

Access, Outlook)– Norton AntiVirus– Oracle Database– Daceasy accounting software, MYOB accounting

software

Page 4: Bis Chapter4

Figure 4.1 Categories of computer software

Page 5: Bis Chapter4

Systems Software

• It manages and controls the operation of the computer system as it performs tasks on behalf of the user.

• Systems software consists of three basic categories: – operating systems– development programs e.g. Visual Basic – utility programs e.g. BIOS

Page 6: Bis Chapter4

Operating System

• Operating system (OS) is a software that interacts with the hardware of the computer in order to manage and direct the computer’s resources.

• For most operating systems such as Microsoft DOS there is a text-based operating system.

• A GUI (graphical user interface) operating environment such as Windows XP.

Page 7: Bis Chapter4

Figure 4.2 Diagram showing the relationships between the different types of software and hardware

Page 8: Bis Chapter4

Graphical User Interface

• A Graphical user Interface (GUI) allows users to enter instructions using a mouse.

• The mouse is used to issue instructions using menus and icons.

• The term WIMP (windows, icons, mouse and pull-down menus) is often used to describe this kind of environment.

• Examples of operating systems using a GUI are Windows XP and some versions of UNIX.

Page 9: Bis Chapter4

Network operating system software

• The network operating system (NOS) used by an organization will provide the majority of facilities required to support workgroup computing.

• NOS is the software needed to operate and manage a network system.

• Services provided by the NOS include:– A centralised storage space– Security or access control features to restrict access to

documents and other data by those outside the workgroup.

– Allow access to resources and facilities• NOS are now often integrated with operating systems

such as Microsoft Windows XP and UNIX. However, older systems still exist that use software such as Novell Netware in conjunction with earlier versions of Microsoft Windows.

Page 10: Bis Chapter4

Development Programs

• They allow users to develop their own software in order to carry out processing tasks using programming languages.

• Example: Visual Basic for Applications – built into MS Word and Excel

Page 11: Bis Chapter4

Utility Programs

• They provide a range of tools that support the operation and management of a computer system.

• Programs that monitor system performance or provide security controls are examples of utility programs.

Page 12: Bis Chapter4

Applications Software

• Applications software is a set of programs that enable users to perform specific information processing activities that may be general-purpose or application-specific.

• General purpose applications are programs that can be used to carry out a wide range of common tasks , e.g. Microsoft Office

• Application specific software comprises programs intended to serve a specific purpose or carry out a clearly defined information processing task.Examples are– accounting software such as MYOB, Flex-system.– enterprise resource planning (ERP) software.

Page 13: Bis Chapter4

Categories of Programming Languages

Machine LanguagesUse binary coded instructions

1001 10011100 1101

High Level LanguagesUse brief statements

Compute X = Y + Z

Markup LanguagesUse embeddedcontrol codes

Assembler LanguagesUse symbolic codedinstructions

LOD YADD Z

Fourth GenerationLanguagesUse natural statements

Object-OrientedLanguagesDefine objects thatcontain data and actions

Document.write(“Hi There”)

<H1>First heading</H><!ELEMENT Product (#Item | manuf)>

SUM THE FOLLOWINGNUMBERS

Page 14: Bis Chapter4

Development of different programming languages

• First generation • Characteristics and advantages

– Early computer systems were programmed using machine language that consisted of strings of binary digits.

• Main disadvantages– Programs were considered expensive to develop

as they took extremely long periods of time to design, code and test.

Page 15: Bis Chapter4

Development of different programming languages

• Second generation • Characteristics and advantages

– Assembly language represented an attempt to simplify the process of creating computer programs.

– Symbols and abbreviations were used to create sequences of instructions.

– An assembler or low-level language was used to translate a completed assembly language program into the machine code required by the computer.

Page 16: Bis Chapter4

Development of different programming languages

• Main disadvantages– Relatively slow for certain tasks, such as those

involving large-scale data processing.

– Remained difficult to create large or complex programs using assembly language.

Page 17: Bis Chapter4

Development of different programming languages

• Third generation• Characteristics and advantages

– Provided a more natural means of developing programs by enabling users to create programs made up of English-like statements.

– Such programming languages are still in use today and are known as “high-level languages”.

– Languages such as COBOL, Fortran, C++ and Java allowed users to develop programs quickly and easily.

Page 18: Bis Chapter4

Programming Language Translation

LanguageTranslation

Process

LanguageTranslation

Process

SourceProgram

MachineLanguage

ObjectProgram

Written inBASIC,COBOL,

etc.

LanguageTranslatorProgram

• Compiler• Interpreter• Assembler

IF A := BTHEN 1001101

11101010010110

Page 19: Bis Chapter4

Programming Languages (Cont.)

Page 20: Bis Chapter4

Development of different programming languages

• Main disadvantage – Resulting applications were sometimes slow and

inefficient.

Page 21: Bis Chapter4

Development of different programming languages

• Fourth generation• Characteristics and advantages

– A drive towards even greater ease of use resulted in the development of new programming systems designed to allow even non-technical users to develop their own applications.

– The focus of such tools as Microsoft Visual Basic.NET is on ease of use and the rapid development of applications.

– Examples of common programming tools include report generators, query languages and application generators.

Page 22: Bis Chapter4

Development of different programming languages

• Main disadvantage – Some programming knowledge is still necessary.

Page 23: Bis Chapter4

Development of different programming languages

• Fifth generation• Characteristics and advantages

– Developments in this area may result in programming systems that accept a spoken question from a user and then generate a computer program intended to produce the required information.

• Main disadvantage – Artificial intelligence techniques are still not

sufficiently developed to make this a practical reality.

Page 24: Bis Chapter4

TOPICS

1. Categories of computer software

2. Document production software3. Graphics packages4. Spreadsheets5. Databases6. Management applications of productivity

software7. Multimedia software8. Software for using the Internet

Page 25: Bis Chapter4

Document production software• One of the most common activities in a business organization

is the production of documents for internal or external use.• Internal documents, such as an inter-office memo, are

generally used to support communications within an organization.– Appearance of internal document is seldom important as

the document main purpose is to convey information quickly and efficiently.

• External documents, such as a sales brochure, are generally used to support communications with customers, suppliers and other agencies.– Appearance of an external document can have an impact

on an organization’s image and reputation. Therefore a great deal of emphasis is often placed upon presentation.

Page 26: Bis Chapter4

Document production software (Continued)

Document production technology• Word processing is concerned with entering or editing

text, with emphasis on the content of the document.– Word processing allows the production of simple

documents but gives more limited control over layout.• Desktop publishing is concerned with the overall

appearance of documents, placing a great deal of emphasis on features that provide control over the layout and presentation of a document.

• Document management involves managing documents such as company procedures, letters from customers or invoices from suppliers which are circulated to people throughout an organization.

Page 27: Bis Chapter4

Document production software (Continued)

• The distinctions between different categories of document production software have become blurred.

• A modern word processor will often have much of the functionality of a desktop publishing program.

• Many desktop publishing packages have sophisticated text editing features and no longer rely on users’ preparing the different elements of a document in advance.

Page 28: Bis Chapter4

Office automation systems (OAS)

• Office automation systems are computer-based information systems used in producing documents or organizing meetings.

• These systems can help to improve efficiency, reduce costs and enhance internal communications.

• The functions of office automation systems are commonly provided by groupware.– Groupware is a category of software used to support

the activities of workgroups.– Groupware is software which enables information and

decision making to be shared by people collaborating within and between businesses.

• In general, groupware applications fall within two basic categories: electronic communications systems, supporting internal and external communications and electronic meeting systems.

Page 29: Bis Chapter4

Electronic meeting systems

• Electronic meeting systems describes a category of Office Automation Systems that seeks to improve communications between individuals and groups.

• Examples of these systems include those that support teleconferencing, teleworking and group work.

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Features of a word processor• Editing• Text alignment• Block operations• Search and replace• Text formatting and style• Headers and footers• Mailmerge• Import and export• Language tools – spellchecking and grammar checking• Drawing tools• Tables• Programming applications

– A macro is a sequence of instructions that can be used to automate complex or repetitive tasks.

– Macros can be used to emulate a sequence of keys pressed on the keyboard or can be programmed so that they can carry out more complicated processes.

Page 31: Bis Chapter4

TOPICS

1. Categories of computer software2. Document production software

3. Graphics packages4. Spreadsheets5. Databases6. Management applications of productivity

software7. Multimedia software8. Software for using the Internet

Page 32: Bis Chapter4

3. Graphics packages

• Graphics packages have been divided into three basic categories: – drawing (or painting) packages– design packages – presentation software.

• Other categories of graphics software include– diagramming packages – photo-editing programs.

Page 33: Bis Chapter4

TOPICS

1. Categories of computer software2. Document production software3. Graphics packages

4. Spreadsheets5. Databases6. Management applications of productivity

software7. Multimedia software8. Software for using the Internet

Page 34: Bis Chapter4

4. Spreadsheets

• Spreadsheet packages are office software for processing numerical information.

• Spreadsheet packages are used for a variety of different purposes.– Financial applications

• Common applications include production of cashflow forecasts, accounting statements, invoices, purchase orders, etc.

Page 35: Bis Chapter4

Spreadsheets

– Modelling and simulation• Modelling involves creating a numerical representation of an

existing situation or set of circumstances.• Simulation involves predicting new situations or

circumstances.• In both cases, a model is produced that provides a numerical

representation of the situation or circumstances being studied.• An example is a cashflow forecast which is a numerical model

that attempts to predict the financial state of a business over a given period of time. Once a model has been constructed, it can be manipulated so that users can see how changes to parts of the model influence the whole.

• A user might change the level of sales in a cashflow forecast to see how overall profit and loss would be affected.

• This ability to manipulate models is often referred to as what if analysis.

Page 36: Bis Chapter4

Spreadsheets

– Statistical analysis• All spreadsheet programs provide a wide range of tools that

can be used to analyze numerical information in a number of ways.

• Goal seeking describes a way of automatically changing the values in a formula until a desired result is achieved.

• Many programs offer a descriptive statistics feature which can be used to generate various summaries relating to a block of data.

Page 37: Bis Chapter4

Spreadsheet features

• A spreadsheet is a program designed to store and manipulate values, numbers and text in an efficient and useful way.

• Worksheets and cells. The work area in a spreadsheet program is called the worksheet.

• Formulae• Functions• Automatic features• Formatting• Charts• Data analysis tools• Import and export• Workbooks

Page 38: Bis Chapter4

Figure 4.4 Organisation of a spreadsheet worksheet showing example formula

Page 39: Bis Chapter4

TOPICS

1. Categories of computer software2. Document production software3. Graphics packages4. Spreadsheets

5. Databases6. Management applications of productivity

software7. Multimedia software8. Software for using the Internet

Page 40: Bis Chapter4

Databases

• Previously, almost all of the information an organization needed to store was organized using manual filing systems.

• A database is a collection of related information stored in an organized way so that specific items can be selected and retrieved quickly.

• A database need not involve the use of technology – examples of manual databases include telephone directories, address books, diaries and card index files.

Page 41: Bis Chapter4

Databases : key terms : entry

Field: e.g. PO number,Date

Each PO is a RECORD

Collection of all POs is a

Table

POTable

SupplierTable

CustomerTable

OrderTable

In this example each drawer is a table!

Page 42: Bis Chapter4

Business-level advantages of databases

Databases are designed for sharing information.1. Multi-user access – allowing different people in the

business access to the same data simultaneously such as a manager and another member of staff accessing a single customer’s data.

2. Distributed access – users in different departments of the business can readily access data

3. Speed – for accessing large volumes of information, such as the customers of a bank, only databases are designed to produce report or access the information rapidly about a single customer.

4. Data quality – sophisticated validation checks can be performed when data are entered to ensure their integrity.

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Business-level advantages of databases (Continued)

5. Security – access to different types of data can readily be limited to different members of staff.

6. Space efficiency – by splitting up a database into different tables when it is designed, less space is needed. (This process is called normalization.)

Page 44: Bis Chapter4

Databases (Continued)

• The information held in an electronic database is accessed via a Database Management System (DBMS).

• A DBMS can be defined as one or more computer programs that allow users to enter, store, organize, manipulate and retrieve data in a database.

• The data in an electronic database are organized by fields and records.

• A field is a single item of information such as a name or a quantity.

• A record is a collection of related fields and a table is a collection of related records.

Page 45: Bis Chapter4

Types of DBMS

• Relational databases enable data to be stored within a number of different tables.

• They are the most widely used type of database.• The tables within a relational database can be

linked together using one or more record keys.• All database records must contain a unique

record key (e.g. HKID card number) that can be used to identify a specific record.

• In a relational database, this is often called the primary key.

Page 46: Bis Chapter4

Types of DBMS

• Records can also contain other keys to help locate data stored in another table.

• The record keys contained in each table can be used to establish one or more relationships between tables.

• By using record keys in combination, it is possible to retrieve data from several tables at once.

• Note that a field used to locate information in another, related table is often called a foreign key.

Page 47: Bis Chapter4

Relational databases

• Figure 4.6 illustrates how records can be linked together using record keys.

• The diagram illustrates a simple relational database containing three tables: Customer, Order and Product.

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Figure 4.6 An example of how key fields are used to link information from different database tables

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Features of RDBMS• All database programs enable users to create and edit tables or

record structures.• All packages allow users to enter, modify, delete, sort and extract

records.• The majority of packages also enable users to print data in a variety

of different formats.• Microsoft ACCESS is the best-known database used on the PC.• Others include Borland Paradox, Lotus Approach and Microsoft

Foxpro.• These databases are mainly for personal or departmental use by a

small number of users.• Where databases are used by a large number of users, they are

hosted on a mainframe or on a UNIX or Microsoft Windows NT server.

• These databases for “mission-critical” applications include ORACLE, Informix, Sybase, Microsoft SQL Sever and IBM DB2.

Page 50: Bis Chapter4

Features of RDBMS (Continued) • All major DBMS enable users to create and modify data

entry forms which provide a convenient means of viewing, entering, editing and deleting records.

• An index stores information concerning the order of the records in the database. The index lists the locations of records but does not alter the actual order in the database.– The index of a book can be used as a simple analogy.

– The index allows users to find a specific piece of information quickly and easily, regardless of how the material in the book is organized.

– Indexes are commonly used to increase the speed with which records can be located or sorted.

– Multiple indexes can be created so that the records in the database can be sorted in a variety of ways.

Page 51: Bis Chapter4

Databases : key terms : entry

NameAddress1 Address2 PostcodeTel

Name: ChaffeyAddress: 32 Cricket Street

OxfordPostcode:OX5 6DGTel: 01865 234 678

Manual record

cardsystem

Field names

RecordsTogetherequivalentto database

table

Screen form for

Record entry

Page 52: Bis Chapter4

Features of RDBMS (Continued)

• All major database packages allow users to generate a wide variety of reports.– Many programs are capable of creating simple reports

automatically.– In addition, many programs allow users to perform

calculations and other actions as the report is produced. This enables additional information, such as subtotals, to be calculated and included in the report whenever required.

• A query enables a user to locate, sort, update or extract records from the database.– Users design a query by specifying the conditions that

must be met in order for a record to be selected.– The creation of a query is usually an interactive process.

Page 53: Bis Chapter4

Features of RDBMS (Continued)

• The majority of database programs make use of a special Structured Query Language (SQL) in order to create queries.

Page 54: Bis Chapter4

Structured Query Language (SQL)• SQL provides a standardized method for retrieving information

from databases.

• Traditionally, it is used to managed large databases held on mainframes and minicomputers.

• SQL is popular because it supports multi-user databases that operate across network systems.

• SQL programs are created by producing a series of statements containing special key words.

• The example shows a simple SQL query designed to search the Student Record table and display records for students with a Last Name of ‘Jones’.

SELECT DISTINCTROW [Student Record].[Last Name]

FROM [Student Record]

WHERE ((([Student Record].[Last Name])=‘Jones’));

Page 55: Bis Chapter4

Structured Query Language (SQL)

• Users are often unaware that queries created using the interactive design tools provided by many modern database packages are converted into SQL programs before being executed.

• In Microsoft ACCESS, for example, a mouse is used to design a query on the screen.

• However, the query is translated into equivalent SQL statements before it is executed.

Page 56: Bis Chapter4

TOPICS

1. Categories of computer software2. Document production software3. Graphics packages4. Spreadsheets5. Databases

6. Management applications of productivity software

7. Multimedia software8. Software for using the Internet

Page 57: Bis Chapter4

Productivity software

• Productivity software is general-purpose applications, aimed at supporting users in performing a variety of common tasks.

• This type of software can be sub-divided into a number of other categories.– Personal information manager (PIM)

– Contact manager

– Presentation packages

Page 58: Bis Chapter4

Productivity software (Continued)

1. Personal information manager (PIM) is a program that allows users to store, organize and retrieve personal information.

– A PIM can be thought as an electronic personal organizer. The program allows uses to store, organize and retrieve personal information such as appointments, personal expenses, telephone numbers and addresses, reminders and to-do lists.

– A PIM is usually made of several individual applications that are linked together by a menu system.

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Productivity software (Continued)

2. Contact manager is a software application that can be used to maintain lists of information relating to customers, suppliers and other important individuals or organizations.

– Network software describes the software used to establish workgroups on an organization’s network system. The programs used provide the basic infrastructure for workgroup computing.

– Scheduling software describes programs that help to organize the activities of the workgroup. Typical applications include calendars, scheduling programs and workflow software.

*** A workgroup is defined as a group of individuals working together on a given task.

Page 60: Bis Chapter4

Productivity software (Continued)

3. Presentation packages enables users to create, edit and deliver presentations via a computer system.

Page 61: Bis Chapter4

TOPICS

1. Categories of computer software2. Document production software3. Graphics packages4. Spreadsheets5. Databases6. Management applications of productivity

software

7. Multimedia software8. Software for using the Internet

Page 62: Bis Chapter4

Multimedia software

• Multimedia is used to describe software which (together with appropriate hardware) can interact with the user through different techniques such as text, sound, animation or video.

• The type of hardware required to support multimedia includes sound and video cards and capture using microphones and video cameras.

Page 63: Bis Chapter4

TOPICS

1. Categories of computer software2. Document production software3. Graphics packages4. Spreadsheets5. Databases6. Management applications of productivity

software7. Multimedia software

8. Software for using the Internet

Page 64: Bis Chapter4

Electronic mail

• Electronic mail (or email) is well known as a method of sending and receiving electronic messages.

• It has been available across the Internet for over 20 years.• E-mails are typically written and read in a special mail

reader program that in a large company is often part of a groupware package such as Lotus Notes, Microsoft Exchange or Novell Groupwise.

• Smaller companies or individuals may use lower-cost or free mail programs such as Microsoft Outlook Express, Eudora or Pegasus mail.

• A relatively recent innovation is the use of websites which provide free e-mail facilities and do not require any special software other than a web browser.

Page 65: Bis Chapter4

Advantages of e-mail

Some of the major advantages of e-mail are:

• Speed -- E-mail messages can be transmitted very quickly.

• Cost – The cost of sending or receiving messages is considered very low.

• Multiple copies – E-mail allows multiple copies of the same basic message to be created and transmitted.

• Auditing – Even the simplest e-mail package will provide a number of features that allow users to audit their messages. Most programs allow users to keep copies of any messages they produce, automatically marking them with the date and time they were created.

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Advantages of e-mail (Continued)

• Sharing data – E-mail messages can be used to transmit data file to other users. Files can be attached to messages and transmitted in the usual way.

• Multimedia – The latest e-mail packages allow users to include multimedia elements in their messages. Messages can include a variety of different elements including graphics, video, hyperlinks to information on the Internet, and sound files.

• Groupwork – E-mail supports groupwork and remote working.

Page 67: Bis Chapter4

Disadvantages of e-mail

• Routing – E-mail messages seldom take the most direct route to their destinations. This can lead to a number of difficulties:– The time taken to receive the message can be long.– There are more opportunities for the message to become lost.– There are more opportunities for messages to be intercepted.

• Cost – Organizations must have access to the correct hardware and software.

• Technical issues – Novice users may find it difficult to operate the hardware and software involved.

• Spam – Unwanted messages, such as advertisements, are received by most email users. The act of sending out these messages is usually called spamming.

• Security – Unless encrypted, email messages can be intercepted relatively easily,

Page 68: Bis Chapter4

Features of an e-mail package

• Attachments• Composition tools• Viewing tools• Filters• Management tools• Encryption• Managing addresses – use of address book• Signature files – a signature file contains

information that can be automatically added to the end of an e-mail message.

Page 69: Bis Chapter4

World Wide Web and web browsers

• The World Wide Web (WWW) is a medium for publishing information on the Internet in an easy-to-use form.

• The medium is based on a standard document format known as HTML (hypertext mark up language) which can be thought of as similar to a word-processing format. It is significant since it offers hyperlinks which allow users to readily move from one document to another – the process known as “surfing”.

• The World Wide Web is accessed using a web browser.• WWW pages feature sections of text that include hypertext

links and graphics.

Page 70: Bis Chapter4

Features of a web browser

• The interface used by a web browser makes use of hypertext linking techniques.

• A hypertext is a document that includes highlighted words or phrases.

• These highlighted sections represent links to other documents or sections of the same document.

Page 71: Bis Chapter4

HTML• HTML is the method used to create web pages and

documents.• The HTML code used to construct pages has codes or

tags such as <TITLE> to indicate to the browser what is displayed.

• <HTML> tag Denotes an HTML document.• <HEAD> tag The header part of an HTML document

containing titles, meta tags and scripts.• <TITLE> tag The text that appears in the browser

title bar.• <BODY> tag The main part of an HTML document

containing content• <! - -> tag Used to document code, text does

not appear in browser

Page 72: Bis Chapter4

HTML example

<HTML>

<HEAD>

<TITLE> The B2C Company</TITLE>

</HEAD>

<BODY> <!- main content starts here->

Welcome to the web site of the <B> B2C Company</B>

</BODY>

</HTML>