Business Data and Information - Lecture 6

Business Data and InformationLecture 6Summary of PreviousIn the previous lecture we have learntWhat are the quality metrics in order to buy a monitor from a market.Size, resolution etc.Monitor technologiesStrain due to wrongly choosing monitors.How to avoid strain while using monitors.Video cards and sound cardsSummary of PreviousWe have seen a practical to set the resolutionDPI settings of monitors. Today’s TopicsDataExamples of data and its types.Number systemsDecimalBinary Number SystemsBits and BytesHow computer store data?How computer represent data?Today’s TopicsASCIIEBCDICUnicodeInformationHow Data is Converted into Information?ExercisesKnowledgeData SourcesToday’s TopicsDirect and Indirect Data SourcesData Quality MattersMicrosoft Word Practical SessionWhat is Data?Data items refer to an elementary description of things, events, activities, and transactions that are recorded, classified, and stored but not organized to convey any specific meaning. Data items can be numbers, letters, figures, sounds, or images. Examples of Data ItemsExamples of data items are a student grade in a class, A+, A, B+, B-, etc the number of hours an employee worked in a certain week e.g. 50, 40, 60 etc.Time e.g. 12:30  What are the Types of Data Items?Types of Data areTextMultimedia sound files, avi etc.Numeric 0 1 2 3 4 5Floating 10.23 2.4578 e 25 for scientific and engineering purposesAlpha Numeric A12, CIIT-Fall-001 etc.Number SystemNumber Systems are used for,Expressing NumbersA Manner of countingSeveral different number systems exists.Decimal number systemUsed by humans to countContains ten distinct digitsDigits combine to make larger numbersAs discussed in Lecture 1, a computer can understand only 1 and 0. A different number system is needed other then decimal.Hence it is a Binary Number System.How Computers Store Data?Binary number systemA number system that has just two unique digits, 0 and 1A single digit is called a bit (binary digit)A bit is the smallest unit of data the computer can representBy itself a bit is not very informativeThe two digits represent the two off and on statesOFFON01OR= 1 bit10000011000011OR= 1 Byte= 1 Byte OFF00Bit is ON or OFFByte – Eight bits grouped together to represent a character (an alphabetical letter, a number, or a punctuation symbol); 256 different combinations.ON1000 bits = 1 kilobit (kb)1,000,000 bits = 1 megabit (mb)1,000,000,000 bits = 1 gigabit (gb)BitsKilobits per second (Kbps), megabits per second (Mbps), and gigabits per second (Gbps) are terms that describe units of data used in measuring data transfer rates. Example: 56 Kbps modem8 bits = 1 Byte1024 Bytes = 1 Kilobyte (KB)1,048,576 Bytes = 1 Megabyte (MB)1,043,741,824 Bytes = 1 Gigabyte (GB)1,099,511,627,776 Bytes = 1 Terabyte (TB)BytesKilobyte, megabyte, gigabyte, and terabyte are terms that describe large units of data used in measuring data storage. Example: 20 GB hard driveHow Computers Represent DataIn order to represent data, Text codes is used by computer systems. Used to converts letters into binaryStandard codes necessary for data transferASCIIAmerican English symbolsExtended ASCIIGraphics and other symbolsUnicodeAll languages on the planetRepresenting Characters: Character CodesAmerican Standard Code for Information Interchange (ASCII)Eight bits equals one character; used by minicomputers and personal computers.Character CodesExtended Binary Coded Decimal Interchange Code (EBCDIC) Eight bits equals one character; used by mainframe computers.Character CodesUnicode – Sixteen bits equals one character; over 65,000 combinations; used for language symbols.01000011= 4= 4ASCII00011111EBCDICASCII Table- ExampleCharacterDecimal@64A65B66C67D68E69F70G71H72I73Detail of ASCII TableData RepresentationHow is a character sent from the keyboard to the computer?Step 1:The user presses the letter T key on the keyboardStep 2:An electronic signal for the letter T is sent to the system unitStep 3:The signal for the letter T is converted to its ASCII binary code (01010100) and is stored in memory for processingStep 4:After processing, the binary code for the letter T is converted to an image on the output deviceWhat is Information?Information refers to data that have been organized so that they have meaning and value to the recipient. For example, a grade point average (GPA) is data, but a student’s name coupled with his or her GPA is information. The recipient interprets the meaning and draws conclusions and implications from the information.How Data is converted into Information?To achieve its aims the organisation will need to process data into information.Data must be processed In Context , in order to turn it into an information.ExamplesIn the next 3 exercises we will see how the data could be processed to give it meaningWhat information can then be derived from the data?Exercise 1Yes, Yes, No, Yes, No, Yes, No, Yes, No, Yes, YesRaw DataContextResponses to the market research question – “Would you buy brand x at price y?”Information???ProcessingExercise 1: SolutionWe could add up the yes and no responses and calculate the percentage of customers who would buy product X at price Y.The information could be presented as a chart to make it easier to understand.Exercise 242, 63, 96, 74, 56, 86Raw DataContextAli marks in the six subjectsInformation???ProcessingExercise 2: SolutionAdding Ali scores would give us a mark out of 600 that could then be converted to a letter grade. Alternatively we could convert the individual subject results into grades.Exercise 2111192, 111234Raw DataContextThe previous and current readings of a customer’s gas meterInformation???ProcessingExercise 3: SolutionBy subtracting the second value from the first we can work out how many units of gas the consumer has used. This can then be multiplied by the price per unit to determine the customer’s gas bill.Information, Data, Context, MeaningInformationDataContextMeaning=++ProcessingData – raw facts and figuresInformation – data that has been processed (in a context) to give it meaningWhat is Knowledge?Knowledge is the understanding of rules needed to interpret information“the capability of understanding the relationship between pieces of information and what to actually do with the information”Debbie Jones – www.teach-ict.comKnowledge ExamplesUsing the 3 previous exercises:A Marketing Manager could use this information to decide whether or not to raise or lower price yAli’s teacher could analyse the results to determine whether it would be worth him re-sitting a subjectLooking at the pattern of the customer’s previous gas bills may identify that the figure is abnormally low and they are fiddling the gas meter!!!What are Data Sources?Previously we have been discussed data input methods.Another important aspect regarding data is its collection.Data can be collected either: DIRECTLY Gathered from an original sourceorINDIRECTLYGathered from an another source or as a by-product of another operationIn the world of business these would be described as primary and secondary sources of dataDirect (Original) Data SourcesSale of an item in a supermarket recorded at EFTPOS terminalData from sensors e.g. a weather stationData collected in a survey e.g. a questionnaire or an interviewEFTPOS: Electronic Funds Transfer At Point of Sale Indirect Data Sources 1Data collected for one purpose and used for anotherA credit card company collects data about your spending in order to bill you each month. However, a secondary use of this data is to build up a “profile” of your spending habits. This data can then be used to send you direct marketing about goods and services that may appeal to you.Credit Card TransactionIndirect Useof DataDirect Use of DataCustomerBillingDirectMarketingIndirect Data Sources 2Purchased data/data passed onThere are a number of ways data can be acquired from 3rd parties and then used for a different purposeA good example is the email services. Its main use is to send and receive emails. However, marketing companies make extensive use of the emails addresses to target customers.Quality of the Data Source 1GIGO (Garbage In Garbage Out)If data input is poor the resulting information output will be poor i.e. corrupt, inaccurate etc.Can you think of any “real life” examples?Garbage InGarbage OutQuality of the Data Source 2Examples of GIGO can include:Unreliable questionnaires/surveyse.g. inappropriate samples, badly worded questions etc.Incorrectly adjusted instrumentse.g. an incorrectly calibrated balance will give incorrect measures of massHuman errore.g. transcription errors when entering dataIncomplete data sets e.g. failing to account for “shrinkage” when measuring supermarket stockPracticalMicrosoft WordMicrosoft Office 2007It is a package of softwaresWord – text editorExcel – spreadsheetPowerPoint – presentationsOutlook – e-mailAccess – databasePublisher – brochures, calendars, postcards, etc.Office 2007 which was released on January 30 in 2007.Microsoft Word 2007Microsoft wordIt is a text processor to create documentsTemplates for different types of documents is also avalibleWeb pages can be created using Word 2007. Simple formatting Text: Font, size, color, bold/italic/underlineLayout: Bullets, numbering, alignment Welcome to this lectureChanging font Welcome to this lectureBold/Italic/UnderlineHow to change text colorChanging Text ColorsHow to change text sizeChanging Text SizeThe first impression and view of a document is very important for the reader. The options listed underneath are the most important ones. These can make the document nice looking, but also very bad. A professional document should have a standard font (like Times New Roman or Arial), appropriate size (normal text size 12), and black color. The layout of the text should make the reader comfortable – it should be easy to read. In thesis, or other large documents, the text is often aligned to both the left and right margins. This creates a clean look at both sides of the text. Additional extra space are put in between words as necessary.The first impression and view of a document is very important for the reader. The options listed underneath are the most important ones. These can make the document nice looking, but also very bad. A professional document should have a standard font (like Times New Roman or Arial), appropriate size (normal text size 12), and black color. The layout of the text should make the reader comfortable – it should be easy to read. In thesis, or other large documents, the text is often aligned to both the left and right margins. This creates a clean look at both sides of the text. Additional extra space are put in between words as necessary.The first impression and view of a document is very important for the reader. The options listed underneath are the most important ones. These can make the document nice looking, but also very bad. A professional document should have a standard font (like Times New Roman or Arial), appropriate size (normal text size 12), and black color. The layout of the text should make the reader comfortable – it should be easy to read. In thesis, or other large documents, the text is often aligned to both the left and right margins. This creates a clean look at both sides of the text. Additional extra space are put in between words as necessary.Alignment of text Alignment of Text4,0 cm 0 cm 2,5 cm 2,5 cm 4,0 cm Left 2,5 cm 2,5 cm Page Setup / MarginsLine SpacingWord CountHeading 1Heading 3Heading 2TexttextexttexttexttexttextexttexttextexttextexttexttexttexttextexttexttextTexttextexttexttexttexttextexttexttextexttextexttexttexttexttextexttexttextHeading 3TexttextexttexttexttexttextexttexttextexttextexttexttexttexttextexttexttexttextTexttextexttexttexttexttextexttexttextexttextexttexttexttexttextexttexttextHeading and Table of ContentsPicture and CropsAdding References / CitationSummaryToday’s main topics were,DataData Representation/ StorageInformation and its processingKnowledge from InformationData Quality GIGOMS Word PracticalChanging Font, Size, Color, Underline, Adding Reference, Picture Crop, Developing Table of Contents.