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Chapter 8

Personal Productivityand

Problem Solving


Our Agenda Improving Personal Productivity Managing Stored Data Analyzing Data Presenting Information Locating and Retrieving

Information Using the Internet


Our Agenda (cont’d.) Solving Problems with Personal

Applications The Problem-solving Process


Learning Objectives Explain how individual information

systems can improve personal productivity.

Explain how stored data is managed with database software.

Describe how data is analyzed in a spreadsheet and why spreadsheet software makes the analysis easier.


Learning Objectives (cont’d.) Describe several types of software

used to prepare information for presentation to others.

Explain how data management, data analysis, and information presentation applications can be combined.

Describe how the Internet can be used to locate and retrieve information.


Learning Objectives (cont’d.) Explain how personal computer

applications are used to help individuals solve problems.

Explain the meaning of end-user computing.

Describe the activities in the problem-solving process.


Improving Personal Productivity


Problem Solving


Improving Personal Productivity Productivity has to do with how

much a person contributes to a business in a period of time.

Individual information systems include computer applications that assist individuals in storing and analyzing data, presenting information and in locating and retrieving information on the Internet.


Managing Stored Data


Problem Solving


Managing Stored Data Individual information systems

often require that data be stored in secondary storage in either data files or databases.

Using a database to manage data consists of three main functions: Creating a database Accessing a database Updating or changing a database


Creating a Database Creating a database consists of

two main steps:1. Entering a description of the

structure of the data and the relationships.

2. Entering the initial data in the database, a process sometimes called populating the database.


Accessing a Database Accessing data means retrieving

the data from the database in secondary storage and bringing it into primary storage.


Updating a Database Updating a database involves

three main tasks:1. Adding new data to the database2. Deleting old data in the database3. Changing data in the database


Analyzing Data


Problem Solving


Analyzing Data The most widely used analytical

software is spreadsheet software. A spreadsheet is an arrangement

of data into rows and columns that is used to analyze the data.

With spreadsheet software an individual creates an electronic spreadsheet, or worksheet.


Analyzing Data (cont’d.) One of the main reasons for

making changes in a worksheet is to see what would happen to other figures when changes are made. This technique is called what-if-analysis.


Presenting Information


Problem Solving


Presenting Information Information is prepared for

presentation in a text form by using word processing software.

Functions available in word processing software include: Formatting text by selecting the font,

the font size, and font style. Editing the existing text. Printing the document.


Presenting Information (cont’d.) Information is prepared for

presentation in a graphical or pictorial form by using computer graphics software.

Examples include: Charts or graphs Diagrams Graphic designs Realistic images Computer art


Presenting Information (cont’d.) Common types of computer

graphics software include: Charting software Drawing software Presentation graphics software Computer-Aided Design (CAD)

software



presentation in a published form by using desktop publishing software.

The functions of desktop publishing (DTP) software are similar to those of word processing, except that some capabilities are more sophisticated.



presentation in multimedia form using special software.

Elements of the presentation include text, graphics, animation, video, sound, voice, music and other forms.

After all parts have been prepared, they are brought together using authoring software.


Locating and Retrieving Information Using the Internet


Problem Solving


Searching the World Wide Web A browser lets a user follow links

from one Web page to another to locate information.

A better approach is to use a search engine.


Searching the World Wide Web (cont’d.)

Three main types of search engines A directory that contains references to

Web pages. Example - Yahoo Locating pages on the Web periodically

by sending programs, sometimes called spiders, over the Web to look for new pages. Example – Alta Vista

A meta-search engine does not search the Web, rather other search engines. Example - MetaCrawler


Searching the World Wide Web (cont’d.) A portal is a Web site that provides

multiple services for its users. Searching the Web using a browser

can be thought of as pulling information into the users computer.

Having information sent to you automatically uses a technique called push technology.


Searching the World Wide Web (cont’d.) For information obtained from the

Web, the user must carefully analyze the credibility of the source of the information to ensure that what is received is accurate and relevant.


Solving Problems with Personal Applications


Problem Solving


Problems, Solutions and Solution Procedures A problem is a question to which

someone does not know the answer, or a statement of something to be done.

The solution to a problem is the answer to the problem question or the result of doing what is required by the problem statement.


Problems, Solutions and Solution Procedures (cont’d.) A solution procedure is a set of

steps that, if carried out, results in the solution of a problem.


Problems, Solutions and Solution Procedures (cont’d.) One of the main tasks in computer

problem solving is determining the solution procedure needed to solve the problem. This task can be stated as follows: Given a problem, a person must figure out what steps the computer has to go through to solve the problem.


End-User Computing End-user computing is the

development and use of personal computer applications by end users.

The user identifies the problems to be solved, decides on the appropriate software, determines the appropriate procedures, customizes the software, and uses the software to develop a solution.


The Problem-Solving Process


Problem Solving


The Problem-Solving Process The five main activities of the

problem-solving process are:1. Understand and define the problem2. Design the solution procedure3. Implement the solution procedure,

using the selected software4. Test the software implementation

and correct any errors5. Document the result


Problem Definition At a minimum the problem

definition should include descriptions of the following: The output to be produced and its

layout. The input data available and how it

will be entered. The calculations to be performed. Other processing to be done.


Software Selection Determine the appropriate type of

software that will be used to implement the solution procedure. The most common alternatives are database, spreadsheet, word processing, graphics software, and statistical software, among others.


Solution Procedure Design Steps necessary to solve the

problem must be carefully planned.

Written notes should be made of the solution procedure.

The designing activity does not involve setting up the software to solve the problem.


Software Implementation Completing the implementation

requires knowing how to use the software selected.

Spreadsheet software requires that the numbers, text and formulas be entered.

Database software requires that the data is defined and entered, and that the query specifications and formats of forms and reports be created.


Implementation Testing The user must test the software

implementation to see it there are any errors.

Three types of errors:1. Syntax error – an error in a

command.2. Execution error – errors appearing

during execution of the software.3. Logic error – generally resulting in

incorrect output.


Documentation Documentation is a general term

used for any written description of a computer application.

Two types of documentation1. User documentation – provides

information so the user can understand how to use the software.

2. Developer documentation – is for the person who developed the software.


Personal Productivity and Problem Solving

Key Terms


Key Terms Authoring Software Bug Charting Software Computer-Aided Design (CAD) Software Debugging Desktop Publishing Desktop Publishing Software

Documentation Drawing Software Integrated Software Portal Presentation Graphics Software Problem Push Technology Search Engine


Key Terms (cont’d.) Solutions Solution Procedure Spreadsheet Suite Testing What-if Analysis Word Processing Worksheet


Summary Improving Personal Productivity Managing Stored Data Analyzing Data Presenting Information Locating and Retrieving

Information Using the Internet


Summary (cont’d.) Solving Problems with Personal

Applications The Problem-solving Process

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