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Cambridge IGCSE0417

Analysis

Information Communication Technology 0417 Chapter Notes

What this chapter covers

AnalysisDesignDevelopment and testingImplementationDocumentationEvaluation
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In this chapter

  1. 1Observation and interviews
  2. 2Questionnaires and existing documents
  3. 3Recording and analysing the current system
  4. 4The system specification
  5. 5File and data structures
  6. 6What validation is
  7. 7Naming and describing a check
  8. 8Presence check and check digit
  9. 9Input formats and data capture forms
  10. 10Output formats
  11. 11Why a system is tested
  12. 12Test designs: what is tested
  13. 13Test strategies
  14. 14Test data: normal, abnormal and extreme
  15. 15The test plan
  16. 16Live data
  17. 17Direct changeover
  18. 18Parallel running
  19. 19Pilot running
  20. 20Phased implementation
  21. 21Choosing a method
  22. 22Purpose of technical documentation
  23. 23Components of technical documentation
  24. 24Components of user documentation
  25. 25Technical or user documentation?
  26. 26Evaluating a solution
  27. 27Comparing with the original task requirements
  28. 28Limitations and necessary improvements
  29. 29Users' responses to testing

1. Observation and interviews

Analysis is a stage of the systems life cycle. It comes before design: the analyst studies the current system first. One research method is observation: the analyst watches an employee using the current system.

Another is the interview: a two-way conversation in which the analyst asks questions and a person answers at the time. An interview can be with a manager or with every member of a group.

Each has a cost. Staff may work differently when they are watched (the Hawthorne effect). Interviewing everyone takes a long time, because every member has to be interviewed.

Examiner insight

“An interview involves a two-way conversation, whereas a questionnaire involves asking questions which an employee answers but not necessarily at the time of asking.” “a number of candidates mentioned that interviewing would take a long time without mentioning that it would take a long time to interview all the members.”

Worked example 14 marks

A sports club has 400 members. The club is analysing its current membership system. The analyst will interview every member. Describe one advantage and one disadvantage of this method.

  1. 1

    Advantage: an interview is a two-way conversation. [1]

  2. 2

    so the analyst can ask a follow-up question about an answer. [1]

  3. 3

    Disadvantage: it takes a long time. [1]

  4. 4

    because all 400 members have to be interviewed. [1]

2. Questionnaires and existing documents

A questionnaire is a set of questions that people answer, not necessarily at the time of asking. It can be anonymous, so staff may be more honest. Some may not be completed.

Examination of existing documents means reading the current documentation of the system.

The research methods are observation, interviews, questionnaires and existing documents. Survey is not a method: it is the whole process of gathering, analysing and interpreting data.

Examiner insight

“Some candidates gave ‘survey’ as their answer which is the entire process of gathering, analysing and interpreting data and therefore not a research method in this scenario.” “Even when the candidates identified, interview, questionnaire or observation they could not go on to give benefits and drawbacks.”

Worked example 14 marks

A hotel is analysing its current booking system. The analyst sends a questionnaire to all 30 staff. Describe one advantage and one disadvantage of using a questionnaire.

  1. 1

    Advantage: staff can answer anonymously. [1]

  2. 2

    so they may be more honest. [1]

  3. 3

    Disadvantage: a questionnaire may not be completed. [1]

  4. 4

    so the analyst may not receive an answer from every member of staff. [1]

3. Recording and analysing the current system

The analyst records the inputs, the processing and the outputs of the current system. These give an understanding of the system.

The analyst also identifies the problems with the current system, and the user requirements and information requirements for the new system.

Write the input, not the input device. A device is not credited.

Examiner insight

“Other possible answers were the input, process and output of the current system however some candidates wrote devices after input and output and therefore credit could not be given.” “The question should have generated answers relating to the understanding of the system or the types of devices that would be needed in the new system.”

Worked example 14 marks

A bakery takes orders by telephone and writes them in a book. Each morning the orders are copied from the book to a list for the bakers. The bakery is replacing this system. Describe four items of information the analyst records about the current system.

  1. 1

    the inputs: the orders given by customers on the telephone. [1]

  2. 2

    the processing: the orders are copied from the book to a list. [1]

  3. 3

    the outputs: the list of orders for the bakers. [1]

  4. 4

    the problems with the current system: for example, an order is copied wrongly. [1]

4. The system specification

The system specification identifies the hardware and software requirements of the new system. It aids the developers.

Say whether you mean the new system or the current one. Choose hardware and software that suit the task, and justify each choice with a reason.

Use generic names, for example a database or a laser printer. Brand names are not permitted.

Examiner insight

“Those candidates that did well in this question stated hardware and software requirements and how it aids the developers.” “For example, it is cheaper without giving a clear justification as to why it is cheaper.”

Worked example 14 marks

A school office is replacing its paper records of 800 pupils. The new system will keep the records and print letters to parents. Identify and justify one item of hardware and one item of software for the new system.

  1. 1

    Hardware: a laser printer. [1]

  2. 2

    because it prints a large number of letters quickly. [1]

  3. 3

    Software: a database. [1]

  4. 4

    because the pupil records can be stored, searched and sorted. [1]

Recap

  • Analysis studies the current system. It comes before design.
  • Research methods: observation, interviews, questionnaires, examination of existing documents.
  • Observation = the analyst watches an employee using the system. Interview = two-way, answered at the time.
  • A questionnaire is not necessarily answered at the time of asking. It may not be completed.
  • Record the inputs, processing, outputs, problems, user requirements and information requirements.
  • The system specification identifies hardware and software for the new system, each justified.
  • Generic names only. Expand every point with a reason.

5. File and data structures

At the design stage the file structure is decided. For every field it gives a field name, a field length and a data type.

Data can be coded, for example M for male and F for female. Give the most appropriate data type: a field that holds only Y or N is Boolean (logical). Numeric on its own is not accepted, so add the type of number, such as numeric: integer.

A field name has no spaces or disallowed symbols. When the paper gives the name, copy it exactly, with its capital letters and underscores.

Examiner insight

“A few candidates did not achieve marks due to inappropriate field names, data examples or for using disallowed symbols or spaces in the field names.” “Numeric as an answer on its own was not accepted but adding the correct type of number achieved the mark.”

Worked example 13 marks

A school stores one record for each student. The table gives the fields with an example of the data in each. The Boarder field holds only Y or N.

State the most appropriate data type for Student_ID, with a reason, and the most appropriate data type for Boarder.

Field_nameExample data
Student_ID0472
SurnameOkafor
BoarderY
  1. 1

    Student_ID: text (alphanumeric). [1]

  2. 2

    It has a leading zero, or it is not used in calculations. [1]

  3. 3

    Boarder: Boolean (logical). [1]

6. What validation is

Validation routines are part of the design. Validation checks that data is reasonable and follows the set criteria.

It does not check that the data is correct. Validation reduces errors but does not eliminate them.

The validation routines are range check, character check, length check, type check, format check, presence check and check digit.

Examiner insight

“Validation checks if data is reasonable and follows the set criteria.” “Some candidates were challenged by the types of validation checks that could be carried out or on which field.”

Worked example 12 marks

An example of the data stored in the Date_book_sold field is: 25/02/2025.

Validation checks can be carried out on this field.

State two validation checks that could be carried out on this field.

  1. 1

    Any one from: range check (limit check), length check, character check (type check), format check. [1]

  2. 2

    A second, different check from the same list. [1]

  3. 3

    Presence check is not credited: this field does not need to be filled in.

7. Naming and describing a check

The name of a check and its description are marked separately. The description says what is checked in that field, using the data the question gives.

For a field that always holds 4 characters, a length check checks for exactly 4 characters, not up to 4. For a date such as 25/02/2025, a format check checks for dd/mm/yyyy, not dd/mm/yy. A length check does not suit a field whose entries have different lengths.

Do not describe a check by repeating its name, and do not write down data from the field as the description.

Examiner insight

“A lot of candidates named sensible checks but then used the words in the description, e.g. Length check to check the length.” “Some candidates gave the correct validation check but then had issues with the description.”

Worked example 14 marks

A school database has a Student_ID field, which is always 4 characters long, and a Date_of_birth field, with data such as 14/03/2011. Name a different validation check for each field and describe how it works.

  1. 1

    Student_ID: length check. [1]

  2. 2

    It checks that there are exactly 4 characters. [1]

  3. 3

    Date_of_birth: format check. [1]

  4. 4

    It checks that the data is in the form dd/mm/yyyy. [1]

8. Presence check and check digit

A presence check makes sure a field is not left empty. It suits only a field that has to be filled in. In the question in block 2, a book may not have been sold when its details are entered, so Date_book_sold can have no data and a presence check is not suitable.

Check digit is one of the validation routines. Write its name accurately: check digit, not digit check.

Examiner insight

“Some candidates identified presence check as a possible validation check which was not a suitable validation check since this field did not need to be filled in.” “Some candidates gave the correct answer to this question although some wrote digit check rather than check digit.”

Worked example 12 marks

A bookshop database has a Barcode field. Some second-hand books do not have a barcode. Explain why a presence check should not be used on the Barcode field.

  1. 1

    A presence check makes sure the field is not left empty. [1]

  2. 2

    Some books have no barcode, so for those books the field has no data and has to stay empty. [1]

9. Input formats and data capture forms

Input formats include data capture forms. A design question asks for a data entry form for one record.

The design has every field the question lists, in different size boxes: a long title needs more space than a five-digit number. Where the user can click instead of typing, it uses radio buttons, check boxes, drop-down menus or calendar selection. It has navigation buttons such as save, exit and help, and it fills at least 75% of the screen.

Draw a data entry form, not a report layout.

Examiner insight

“A few candidates designed a report form layout rather than a data entry form.” “However, navigation buttons were missed by many.”

Worked example 16 marks

Tawara Books sells books either as an online version or a physical version. Each book has a five-digit book number and each customer has an eight-digit customer number. Tawara Books uses a database system which contains information about the books it sells.

Each record contains the following data:

Book title, Author, Book number, Type of book (online/physical), Date book sold, Customer number.

Design an appropriate online data entry form for one book.

Clearly indicate the amount of space required for each field. Your design must represent a tablet screen and, where appropriate, allow the user to enter data by clicking the mouse button rather than typing in text.

  1. 1

    All 6 fields: Book title, Author, Book number, Type of book, Date book sold, Customer number. [1]

  2. 2

    Sensible spacing with different size boxes: the title of the book may be long. [1]

  3. 3

    Radio buttons, check boxes or calendar selection, for example radio buttons for online and physical. [1]

  4. 4

    Navigation buttons, or a save, exit or help button. [1]

  5. 5

    Date book sold correctly formatted, for example dd/mm/yyyy. [1]

  6. 6

    Customer number box is obviously 8 digits. [1]

  7. 7

    Any six points score. Also credited: the form fills at least 75% of the screen, drop-down menus are used, the Book number box is obviously 5 digits.

10. Output formats

Output formats include screen layouts and report layouts.

An output format is tested for its readability by the user.

A report layout is output. It is not the answer when a question asks for a data entry form.

Examiner insight

“Those candidates that achieved well in this question wrote about the readability by the user.”

Worked example 11 mark

A bookshop system prints a report layout that lists the books sold each day. State why this output format is tested.

  1. 1

    To check its readability by the user: the user has to be able to read the report easily. [1]

Recap

  • A file structure gives each field a name, a length and a data type.
  • Field names have no spaces, and are copied exactly from the paper.
  • Give the most appropriate data type. Numeric on its own is not accepted.
  • Validation checks that data is reasonable. It does not check that it is correct.
  • Name the check, then describe it using the data in the question.
  • Use a presence check only on a field that has to be filled in.
  • A data entry form has every field, different size boxes, clickable choices and navigation buttons.
  • Output formats include screen layouts and report layouts, tested for readability by the user.

11. Why a system is tested

A system is tested before implementation. Testing checks that the system works as expected.

It also checks that the system meets the user's requirements, that errors are fixed, and that it produces the required output.

Examiner insight

“Many candidates were able to give the answer that it could be used to see if the solution worked properly or to fix errors.” “Some candidates wrote answers about testing the data rather than testing the system.”

Worked example 13 marks

A doctor has set up a computer database to store the data of her patients. Before the database can be used, it must be tested. Explain why the database needs to be tested.

  1. 1

    To make sure it meets the user's requirements [1]

  2. 2

    To remove / fix any errors from the database [1]

  3. 3

    To make sure it produces the required output [1]

12. Test designs: what is tested

Test designs cover data structures, file structures, input formats, output formats and validation routines.

Data structures are tested so that data is stored properly. Validation routines are tested so that data is in the correct format. Input formats are tested so that data is entered correctly. Output formats are tested for readability by the user.

Examiner insight

“Those candidates that wrote that the validation routines needed to be tested so that the data was in the correct format produced good marks.” “Some candidates wrote about testing whether the data was correct rather than the data being entered correctly.”

Worked example 12 marks

A school database holds each student's year group, a whole number from 7 to 13. Explain why the validation routine for this field is tested.

  1. 1

    So that the data entered is in the correct format [1]

  2. 2

    so that a year group outside the limits, such as 14, is rejected [1]

13. Test strategies

A test strategy is the plan for how testing will be carried out. It is written before the test plan.

The syllabus gives three levels: test each module, test each function, and test the whole system. Say what happens at each level. Writing only that modules need to be tested lacks detail.

Examiner insight

“Candidates that did well in this question understood the term test strategy and explained how testing is to be carried out in the future went on to achieve the full two marks.” “Some answers repeated that whole system testing checked the whole system without adding any detail.”

Worked example 13 marks

A company has written a payroll program in several modules. Describe the test strategy the company should use.

  1. 1

    Each module is tested separately [1]

  2. 2

    each function of the program is tested [1]

  3. 3

    then the whole system is tested [1]

14. Test data: normal, abnormal and extreme

Test data comes in three types: normal, abnormal and extreme.

Normal data is inside the limits of acceptability and should be accepted. Abnormal data is outside the limits of acceptability and should be rejected. Extreme data sits on the boundary of acceptability, so it is the largest and smallest values that are still accepted. A value just beyond the boundary is abnormal.

An item of test data is a value. An explanation is not, and from a range of values only the first is marked.

Examiner insight

“Some candidates wrote down an explanation of the test data rather than writing down the example.” “Where candidates gave a range of numbers only the first one was marked whether it was correct or not as the question asked for one piece of test data.”

Worked example 13 marks

A form field accepts a whole number from 1 to 10. Give one piece of test data for each type in the table.

TypeTest data
Normal…
Extreme…
Abnormal…
  1. 1

    Normal: any whole number from 2 to 9, for example 5 [1]

  2. 2

    Extreme: 1 or 10, the boundaries [1]

  3. 3

    Abnormal: a value outside the range, for example 11 [1]

15. The test plan

A test plan is written after the test strategy. For each test it holds four things: the test data, the expected outcome, the actual outcome and the remedial action.

Remedial action follows testing. It is the action taken when the actual outcome of a test does not match the expected outcome.

Examiner insight

“Some candidates read the examples listed and then wrote the opposite.” “For responses that gained some credit it was often for mentioning parts of a test plan or the decision to use modular testing.”

Worked example 13 marks

Part of a test plan for a year group field (whole numbers 7 to 13) is given in the table. Test 2 failed.

(a) State the type of test data used in test 2.

(b) Describe the remedial action.

TestTest dataExpected outcomeActual outcome
17AcceptedAccepted
214Rejected with an error messageAccepted
  1. 1

    (a) Abnormal data, because 14 is outside the range [1]

  2. 2

    (b) Correct the validation routine [1]

  3. 3

    so that it rejects values above 13 [1]

16. Live data

Live data is data that is in current use. Its outputs are known.

Live data is not the same as real-time data. Testing a database with live data means using customers' data, and strong answers dealt with the implications of this.

Examiner insight

“Some candidates mixed up live data with real time data and then answered the question about real time systems.” “Other candidates wrote that live data was data that was live in the system.”

Worked example 12 marks

A bank is about to test its new customer database with live data. Explain what is meant by live data.

  1. 1

    Data that is in current use [1]

  2. 2

    the outputs are known [1]

Recap

  • A system is tested before implementation: it meets the user's requirements, errors are fixed, and it gives the required output.
  • Test designs cover data structures, file structures, input formats, output formats and validation routines.
  • A test strategy is written before the test plan. It tests each module, each function and the whole system.
  • Normal data is inside the limits. Extreme data is on the boundary. Abnormal data is outside the limits.
  • A test plan holds test data, expected outcomes, actual outcomes and remedial action.
  • Live data is data in current use, with known outputs. It is not real-time data.

17. Direct changeover

In direct changeover the old system is stopped and the new system is used immediately. The new system can be used straightaway.

The new system is not run beside the old one, so there is no other system to fall back on if it fails. Only one set of staff is needed, so costs are lower.

Examiner insight

“What the Examiners were looking for was that the system was changed immediately.” “We were looking for answers stating that it could be used straightaway.”

Worked example 13 marks

A school replaces its paper attendance register with a computerised system. The school will use direct changeover. Describe direct changeover and give two drawbacks of using it.

  1. 1

    The old system is stopped and the new system is used immediately. [1]

  2. 2

    There is no other system to fall back on if the new system fails. [1]

  3. 3

    The users cannot be easily trained on the new system. [1]

18. Parallel running

In parallel running the old and new systems are run together (side by side) until the new system takes over. The old system is a backup while the new one is checked.

Two systems need two sets of staff, so the costs rise. The same data is entered twice.

Examiner insight

“Some candidates produced vague answers that did not state the new system took over, by writing that a system took over.” “Some candidates were able to give good benefits and drawbacks, for example the old system was a backup and that the costs would rise due to two sets of staff.”

Worked example 13 marks

A clinic replaces its paper patient records with a computerised system. The clinic will use parallel running. Describe parallel running and give one benefit and one drawback of using it.

  1. 1

    The old and new systems are run together until the new system takes over. [1]

  2. 2

    Benefit: the old system is a backup if the new system fails. [1]

  3. 3

    Drawback: costs rise because two sets of staff are needed to run both systems. [1]

19. Pilot running

In pilot running the new system is used in one part of the organisation first, such as one branch or one department. The rest of the organisation keeps using the old system.

If the new system fails, only that part is affected. When it works, it is introduced to the rest.

Pilot running is not parallel running. In parallel running the whole organisation runs both systems together.

Examiner insight

“A few candidates confused pilot running with parallel running and one or two chose this as the method to use, despite it not being one of the options given.” “Candidates found this question quite challenging although some candidates produced good answers whilst others mixed up pilot implementation with phased implementation.”

Worked example 13 marks

A chain of 30 shops is buying a new stock control system. The company will try it in one shop first. Name this method of implementation and give two benefits of using it.

  1. 1

    Pilot running. [1]

  2. 2

    If the new system fails, only one shop is affected. [1]

  3. 3

    Problems can be found and put right before the system is introduced to the other 29 shops. [1]

20. Phased implementation

In phased implementation the new system is introduced one part at a time. Each part of the new system replaces the matching part of the old system, until the whole new system is in use.

Pilot running tries the whole system in one place. Phased implementation brings in the system in stages.

Examiner insight

“Candidates found this part quite challenging with some candidates mixing up phased implementation with pilot implementation.”

Worked example 13 marks

A college moves to a new computer system. First the new system is used for enrolment. Next term it is used for timetables. The term after, it is used for exam results. Name this method of implementation and describe one benefit and one drawback.

  1. 1

    Phased implementation. [1]

  2. 2

    Benefit: staff can be trained on one part of the system at a time. [1]

  3. 3

    Drawback: it takes a long time before the whole new system is in use. [1]

21. Choosing a method

A question may ask you to compare methods or to evaluate them. Give the positives and negatives of each method the question names, and link them to the scenario. Other methods are not credited.

Benefits and drawbacks must be exclusive. Do not say "costs are reduced" for direct changeover and then "costs are increased" for parallel running as two separate points.

Examiner insight

“An evaluation involves positives and negatives of each type of implementation.” “The best responses gave reasons for their choice of method in relation to the school, demonstrating the ability to apply their knowledge to the scenario given.”

Worked example 14 marks

A hospital is replacing its patient records system. It is choosing between direct changeover and parallel running. Evaluate the two methods for the hospital.

  1. 1

    Direct changeover benefit: the new system can be used straightaway. [1]

  2. 2

    Direct changeover drawback: the users cannot be easily trained on the new system. [1]

  3. 3

    Parallel running benefit: the old system is a backup if the new system fails. [1]

  4. 4

    Parallel running drawback: two sets of staff are needed, so costs rise. [1]

Recap

  • Direct changeover: the old system stops and the new system is used immediately.
  • Parallel running: old and new run together until the new system takes over. Costs rise.
  • Pilot running: the new system is tried in one part of the organisation first.
  • Phased implementation: the new system is introduced one part at a time.
  • Give a reason with every benefit and drawback, and link it to the scenario.

22. Purpose of technical documentation

Technical documentation is produced after the system has been completed. It is written for the programmers / analysts / technical team.

Its purpose is to make improvements to the system and to help maintain the system. A purpose answer names who it is for, then what they use it for.

Do not mix it up with the system specification, which is written when a new system is planned. That is a statement of what the system is to carry out and it contains the requirements of the system.

Examiner insight

“Most responses that identified programmers/system analysts went on to gain the additional mark for why technical documentation is needed.”

Worked example 12 marks

After the system has been completed, technical documentation is produced. State the purpose of technical documentation.

  1. 1

    It is for the programmers / analysts / technical team [1]

  2. 2

    to make improvements to the system (or to help maintain the system) [1]

23. Components of technical documentation

Technical documentation has a fixed list of components. About the program it holds the program listing, the program language, program flowcharts / algorithms and the list of variables.

About the system it holds the purpose of the system, the limitations of the system, system flowcharts, and the hardware and software requirements.

It also holds the file structures, the input format and output format, validation routines and sample runs / test runs.

Examiner insight

“However, some candidates gave verification routines as the opposite to validation routines, but verification routines do not exist.” “In order to do well in this type of numbered question candidates must only give one answer per line, others will be ignored and not to exceed the three components asked for, others will be ignored.”

Worked example 13 marks

State three items that could be found in technical documentation.

  1. 1

    file structures [1]

  2. 2

    input format [1]

  3. 3

    list of variables [1]

24. Components of user documentation

User documentation is written for the people who use the system. It starts with the purpose of the system, its limitations and the hardware and software requirements.

It then shows how to use the system: how to load / run / install software, how to save a file, how to print data, how to add records and how to delete / edit records. It also gives the input format, output format and sample runs.

For when something goes wrong it holds error messages, error handling, a troubleshooting guide / helpline, frequently asked questions and a glossary of terms.

Examiner insight

“For those who gave a reason why user documentation is needed, and not just what it contained, both marks were opened up.” “Candidates must remember there are specific terms for the list of elements in a user documentation and these should be used.”

Worked example 13 marks

A library installs a new system to store its records of books. State three items that could be found in the user documentation for the system.

  1. 1

    how to add records [1]

  2. 2

    error messages [1]

  3. 3

    troubleshooting guide / helpline [1]

25. Technical or user documentation?

Some items are in the syllabus list for both documents: the purpose of the system, the limitations of the system, the hardware and software requirements, the input format, the output format and sample runs.

The program listing, file structures, list of variables and validation routines are listed only for technical documentation, with the program language and the flowcharts. How to save a file, error messages and the glossary of terms are listed only for user documentation.

Read the question for who will use the document, then choose.

Examiner insight

“Some candidates were confused about what should go into both.”

Worked example 14 marks

A garage has a new booking system. State whether each item belongs in the technical documentation or the user documentation.

(i) program listing(ii) how to delete a record(iii) file structures(iv) troubleshooting guide

  1. 1

    (i) technical documentation [1]

  2. 2

    (ii) user documentation [1]

  3. 3

    (iii) technical documentation [1]

  4. 4

    (iv) user documentation [1]

Recap

  • Technical documentation is for the programmers / analysts / technical team.
  • Its purpose is to make improvements to the system and to help maintain it.
  • It holds the program listing, program language, flowcharts, list of variables, file structures and validation routines.
  • User documentation is for the people who use the system.
  • It holds how to load / run / install, save, print, add and delete records, error messages and a troubleshooting guide.
  • Purpose of the system, limitations, requirements, input and output formats and sample runs appear in both.

26. Evaluating a solution

To evaluate a solution is to judge how well the finished system works. Three things are judged: the efficiency of the solution, the ease of use of the solution and the appropriateness of the solution.

An evaluation gives positives and negatives. A description of what the system contains is not an evaluation.

Examiner insight

“Evaluation questions require the candidates to give both positives and negatives, full marks cannot be achieved unless both are given.” “Most candidates were able to give negatives, but few were able to give positives.”

Worked example 14 marks

Hartley Florists has replaced paper order forms with a computer ordering system. Staff say an order now takes two minutes instead of five, but some find the screens confusing. Evaluate the new system.

  1. 1

    Positive, efficiency: an order takes two minutes instead of five [1]

  2. 2

    so staff can serve more customers in the same time [1]

  3. 3

    Negative, ease of use: some staff find the screens confusing [1]

  4. 4

    so mistakes are more likely, and the screens need to be made clearer [1]

27. Comparing with the original task requirements

The solution is compared with the original task requirements. The evaluation says which requirements the solution meets and which it does not meet.

Answer with a judgement, such as "faster than the old system". Turning the heading into a question, such as "is the system easy to use", earns nothing.

Examiner insight

“Most common correct responses were for ‘faster than old system’, ‘user friendly’ or ‘meets objectives’.” “There was a tendency from candidates to repeat the question in their answers.”

Worked example 13 marks

A school's task requirements said its new library system must record loans, record returns and print overdue letters. Testing showed that it records loans and returns but cannot print letters. Compare the solution with the original task requirements.

  1. 1

    The requirement to record loans is met [1]

  2. 2

    The requirement to record returns is met [1]

  3. 3

    The requirement to print overdue letters is not met, so the solution does not fully match the task requirements [1]

28. Limitations and necessary improvements

The evaluation identifies any limitations of the system and the necessary improvements to it.

An improvement must be appropriate and valid, and it needs a justification.

Examiner insight

“The suggested improvements needed to be appropriate and valid so a Boolean field for the Binding field would be appropriate.” “Where good suggestions were made few could give valid justifications for their choice.”

Worked example 13 marks

Dev Travel’s booking system stores every booking, but it cannot print a booking confirmation. Staff write each confirmation by hand. Identify one limitation of the system and suggest one improvement. Justify your improvement.

  1. 1

    Limitation: the system cannot print a booking confirmation [1]

  2. 2

    Improvement: add an option to print a confirmation from the stored booking [1]

  3. 3

    Justification: staff no longer write confirmations by hand, so each booking takes less time [1]

29. Users' responses to testing

The evaluation includes the users’ responses to the results of testing the system.

The responses are evaluated too. Say what they show is good about the system and what is not, then what needs to be improved.

Examiner insight

“Candidates were able to state the tasks but expanding on these were more difficult.”

Worked example 13 marks

Ten staff tested a new till system and gave their responses. All ten said a sale was quicker than on the old tills. Eight said the screen was hard to read. Evaluate these responses.

  1. 1

    Positive: all ten users found it faster than the old system, so the solution is efficient [1]

  2. 2

    Negative: eight out of ten found the screen hard to read, a weakness in ease of use [1]

  3. 3

    Improvement needed: a screen that is easier to read, because most users reported the problem [1]

Recap

  • Evaluate a solution: efficiency, ease of use and appropriateness.
  • Evaluate means give positives and negatives. Do not describe the system.
  • Compare the solution with the original task requirements, one by one.
  • Identify limitations and the improvements the system needs.
  • Justify every improvement.
  • Evaluate the users' responses to the results of testing the system.
  • Use generic terms. Brand names get no marks.

End-of-chapter exercise

Test yourself on the whole chapter. Work through these before moving on.

  1. State one research method used to analyse a current system.1 mark
  2. Describe what is meant by observation when analysing a system.2 marks
  3. State two differences between an interview and a questionnaire.2 marks
  4. A gym has 600 members. The analyst will interview every member. Give one drawback of this and explain it.2 marks
  5. A questionnaire for staff is anonymous. Explain one advantage of this.2 marks
  6. An analyst watches the cashiers in a shop use the current till system. Explain one problem with this method.2 marks
  7. A cinema takes bookings at a desk and marks each one on a paper seating plan. Sometimes the same seat is booked twice. State three things the analyst records about this current system.3 marks
  8. A taxi company needs a new system. An operator will type in each telephone booking and the system will store it. Identify and justify one item of hardware and one item of software for the new system.4 marks
  9. A vet’s surgery keeps a paper card for each animal. The receptionist writes each appointment on the card. Each evening the next day’s appointments are copied onto a sheet for the vets. Cards are often put back in the wrong place. A trainee analyst writes: ‘Input: keyboard. Output: printer. New system: a tablet computer, because it is cheaper.’ (a) Correct the input and the output. (b) State two other things about the current system that the trainee should have recorded. (c) Explain what is wrong with the reason given for the tablet computer, and give a better reason.6 marks
  10. A bus company has 4 managers and 250 drivers. An analyst has 40 hours to research the current timetable system. One interview takes 30 minutes. She plans to interview every driver and every manager. (a) Use a calculation to explain why her plan for the drivers fails. (b) Suggest a better method for the drivers, with a reason, and check that interviewing the managers fits the time. (c) Give one drawback of your method for the drivers.6 marks
  11. A file structure has a field name for each field. State two other items the file structure gives for each field.2 marks
  12. A table uses field names such as Book_title and Date_sold. Write down a suitable field name for a student's date of birth.1 mark
  13. A Rings field holds only Y or N. State the most appropriate data type for the field.1 mark
  14. A Telephone_number field holds data such as 0125 555 0188. State the most appropriate data type and give one reason.2 marks
  15. Define the term validation check.1 mark
  16. A Pupil_code field always holds exactly 6 characters. Name a validation check for it and describe how it works.2 marks
  17. A Date_joined field holds data such as 07/11/2024. Name a validation check for it and describe how it works.2 marks
  18. A clerk types in an eight-digit customer number from a printed list. One digit is typed wrongly, but the number is still eight digits long and inside the allowed range. Name the validation check that could trap this error, and explain why a length check would not.2 marks
  19. A cycle hire shop is designing a file structure. The table gives two examples of the data in each field and a student's design note for the field. Bike_code always has 5 characters. Explain what is wrong with each of the four notes. Give the correct description for the notes on Bike_code and Date_hired. | Field_name | Example 1 | Example 2 | Student's note | | --- | --- | --- | --- | | Helmet | Y | N | Most appropriate data type: text | | Rider_name | Li | Fernandez | Length check | | Bike_code | BK072 | BK310 | Length check: up to 5 characters | | Date_hired | 03/08/2026 | 21/11/2026 | Format check: dd/mm/yy |6 marks
  20. A plant nursery is designing a new system. Each plant has a six-digit plant number and each supplier has a four-digit supplier number. Each record contains: Plant name, Supplier name, Plant number, Position (sun/shade), Date delivered, Supplier number. A record is entered when the plants are ordered, before they are delivered. A student drafts a data entry form for a tablet screen. The draft lists ten plants in rows under column headings. Every box is the same size. Position is typed in. Nothing tells the user how to enter the date. There are no buttons. The draft fills one third of the screen. (a) Describe five improvements to the draft. Use the data given. [5] (b) The student puts a presence check on the Date_delivered field. Explain why this is not suitable, and state two validation checks that are suitable for this field. [4]9 marks
  21. State one reason why a system is tested before it is implemented.1 mark
  22. A test plan has test data and expected outcomes. State two other items in a test plan.2 marks
  23. A field accepts a whole number from 1 to 10. Say whether each of the values 7, 10 and 11 is normal, abnormal or extreme.3 marks
  24. State the three levels at which a test strategy says a system is tested.3 marks
  25. A youth club accepts members aged 5 to 17 (whole numbers). Give two pieces of extreme test data and a reason for using them.3 marks
  26. A student writes: "Live data is data that is live in the system." Explain why this answer earns no mark and give a better one.2 marks
  27. Explain why the input format of a date of birth field is tested.2 marks
  28. A school prints reports from its database. Explain why the output format of a report is tested.2 marks
  29. A depot weighs each parcel. The weight field accepts a number from 0.5 to 30.0 inclusive, in kg. The tester chose the type and the expected outcome for each test in the table. (a) Two tests are labelled with the wrong type of test data. Identify each test and give the correct type with a reason. (b) Identify the one test that reveals a fault in the routine. Describe the remedial action. (c) Explain why the result of test 4 is not a fault in the validation routine. | Test | Test data | Type | Expected outcome | Actual outcome | | --- | --- | --- | --- | --- | | 1 | 12.5 | Normal | Accepted | Accepted | | 2 | 30.0 | Extreme | Accepted | Rejected | | 3 | 30.1 | Extreme | Rejected | Rejected | | 4 | 0.5 | Abnormal | Rejected | Accepted |8 marks
  30. A hospital has a new appointment system written in three modules: registration, booking and reminder letters. A trainee writes four notes about testing it, given in the table. (a) Notes 1 and 2 lack detail. Describe the test strategy the hospital should use. (b) Note 3 was written as the reason why the output format is tested. Explain why it earns no mark and give the reason. (c) Explain the mistake in note 4 and state two things that are meant by live data. | Note | What the trainee wrote | | --- | --- | | 1 | The modules need to be tested. | | 2 | Whole system testing checks the whole system. | | 3 | The output format of the reminder letter is tested by printing one letter. | | 4 | Live data is data that arrives from the booking screens in real time. |8 marks
  31. State what is meant by direct changeover.2 marks
  32. Describe parallel running.2 marks
  33. A company tries a new ordering system in one of its branches. The other branches keep the old system. Name this method of implementation.1 mark
  34. A library brings in a new system one part at a time: loans first, then reservations, then fines. Name this method of implementation.1 mark
  35. A school uses direct changeover to bring in a new system. Give two benefits to the school.2 marks
  36. A school uses direct changeover to bring in a new system. Give two drawbacks to the school.2 marks
  37. A bank uses parallel running. Give one benefit and one drawback.2 marks
  38. A chain of 40 shops is choosing pilot running. Explain why this method suits a chain of shops.3 marks
  39. A railway company has 25 stations. It is replacing its ticket system and has two plans. Plan A: the new system is used at every station for season tickets this month, then for day tickets next month, then for refunds. Plan B: the new system is used for all tickets at one station first, while the other 24 stations keep the old system. (a) Name the method of implementation in each plan. (b) A fault in the new system must stop ticket sales at as few stations as possible. State which plan the company should choose. Give one reason for your choice and one reason against the other plan.5 marks
  40. An airport is replacing the system that prints its baggage labels. The system is used all day, every day. A missing or wrong label means a bag does not reach its flight. The airport will use either direct changeover or parallel running. Discuss which of these two methods the airport should use. Give a conclusion.6 marks
  41. A bank has a new system for its cash machines. Technical documentation is produced for it. State the purpose of this technical documentation.2 marks
  42. State two items found in technical documentation but not in user documentation.2 marks
  43. State two items found in user documentation but not in technical documentation.2 marks
  44. The technical documentation for a payroll system contains the file structures, the validation routines and the output format. State three other components of technical documentation.3 marks
  45. State two items found in both the technical documentation and the user documentation.2 marks
  46. A shop has a new stock program. State whether each item belongs in the technical documentation or the user documentation. (i) list of variables (ii) how to print data (iii) validation routines (iv) glossary of terms4 marks
  47. A clerk at a shop cannot remember how to print a sales report from the new system. State which document she should use and the item in it that she needs.2 marks
  48. A question asks: 'State three components of technical documentation.' It has three numbered answer lines. A candidate writes: Line 1: program listing, program language. Line 2: verification routines. Line 3: system flowcharts. An added fourth line: file structures. State, with reasons, how many marks the candidate earns.3 marks
  49. A cinema has a new ticket system. A trainee writes this contents list for its technical documentation: program listing, verification routines, how to add records, input format, glossary of terms, list of variables (a) Identify the three items that are not components of technical documentation. (b) One of these three is not a component of either document. State the technical component the trainee should have written in its place. (c) State the one item in the trainee's list that is a component of both the technical documentation and the user documentation.5 marks
  50. A hospital replaces its patient records system. Three people need information about it. (i) A programmer must add a new field to the patient file. (ii) A receptionist sees a message on the screen and cannot carry on. (iii) A manager must find out what the computers at a second site need in order to run the system. For each person, state whether the information is in the technical documentation, the user documentation or both, and state one item of the documentation that holds it.6 marks
  51. Name the three things that are judged when a solution is evaluated.3 marks
  52. State what a solution is compared with when it is evaluated.1 mark
  53. A student is asked to evaluate a database. State the two kinds of point the answer must contain.2 marks
  54. A shop's new stock system finds a product in 2 seconds. Staff need no help to use it. It records all the products the shop sells. Name the aspect of the solution that each statement is about.3 marks
  55. A student writes: "The web page has a heading, three images and a menu." Explain why this does not earn evaluation marks.2 marks
  56. A club's task requirements were: store member names, store payments, print a membership card. The system stores names and payments but cannot print cards. Compare the solution with the task requirements.3 marks
  57. A clinic’s appointment system lets only one user log in at a time. Identify the limitation and suggest an improvement with a justification.3 marks
  58. In a questionnaire, 18 of the 24 users said the menu was hard to follow. Calculate the percentage of users who said this. State the aspect of the solution it shows a weakness in, and suggest one improvement.3 marks
  59. A vet’s surgery has a new appointment system. The task requirements were: book an appointment in under 1 minute, stop two animals being booked into the same slot, send a reminder the day before. In testing, a booking took 40 seconds, the system accepted two bookings for one slot, and reminders were sent the day before. A student’s evaluation reads: "The system has a booking screen and a reminder screen. Is the system easy to use? It does not stop double bookings." Give three faults in this evaluation. Then write the two positives the student missed.5 marks
  60. A bus company has a new payroll system. The task requirements were: (1) calculate a driver’s pay in under 30 seconds, (2) print a payslip for every driver, (3) at least 90% of office staff can use it without training. In testing, pay was calculated in 0.4 minutes, payslips printed for full-time drivers only, and 27 of the 36 office staff used the system without training. One member of staff wrote: "The old paper timesheets were often lost." Compare the solution with each requirement. Explain why the comment about timesheets is not a limitation of this solution. Recommend an improvement for each requirement that is not met, with a justification.7 marks

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