Computer and Information Technology – Core Module – Data Processing p.

Computer & Information Technology

Data Processing
Data vs Information
1. Data: Collection of raw and unorganized facts
2. Information: Organized / Processed / Analyzed / Meaningful Data

Data Processing Cycle

1. Data Collection
2. Data Preparation
3. Data Input
4. Data Processing
5. Information Output
e.g. Survey on the heights of F.4 students
1. Data Collection:
 Collect the heights of all students in F.4
2. Data Preparation:
 Group the heights by class
 Check if there is any wrong data
3. Data Input:
 Input the data into Excel
4. Data Processing:
 Sort the heights in ascending order
 Find the max., min. and mean height of each class
5. Information Output:
 Show the result on the screen
 Print the result on a sheet of paper

Data Control
1. To check if the data to be processed is correct
2. Need of data control: Error
 Garbage-In-Garbage-Out (GIGO)
 Source of Errors
Type Source Example
Data Source Error Incorrect data from source Intended fake data from interviewee
Transcription Error Misread or mistyped data “u” read as “v”

“m” typed as “n”

Transposition Error Swapping of characters “12” typed as “21”
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3. Two types of data control:

 Data Validation
 Check if the data complies with a a set of rules
 Common data validation methods:
Method Description Example
Presence Check Check if the data exists
Length Check Check if the input data is of a particular length Tel. no.: 8 numbers

Class: 2 characters
Range Check Check if the numeric/character data lies within a range Class no: 1 – 40

M.C.: A – D
Format Check Check if the data fulfill a prescribed format Date: dd/mm/yyyy

Email: xxx@xxx.xxx
Check Digit Calculate a number by putting the data into a function. HKID Number

The check digit make the data self-checking.

i.e. The data can present its validity

 Data Verification
 Check if the data input matches with the ones on the source document
 Common data verification methods:
Method Description
Double entry Enter the same data set by two operators
Input data twice Enter the same data set twice

e.g. Password confirmation

Data Organization
1. Structure
name age gender sid Field
Chan Tai Man 15 M S012345 Data
Wong Siu Ming 14 F S012378 Record
…… Table
Tam Ka Ming 15 M S012784

Database: Collections of tables

Field: Field Type + Field Length
e.g. Gender: character, length = 1
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2. Key field: A field which can unique identify a particular record in a table
 Example: HKID number can uniquely identify a person from all HK citizens
 Key of a table can be single field, e.g. student_no, or composed of a number
of fields, e.g. class + class_no can unique identify a student in a school
 In other words, a field cannot be a key if there is possibility of duplicated
occurrence of data ind that field. E.g. Name

Common Database Operations

1. Sorting
 Arrange the records in ascending / descending order of particular field(s)
 E.g. Sort student records in ascending order of their class and class number
Sort key = Class + Class number
2. Filtering / Searching
 Selecting records according to some rules
 E.g. Select all student records where age = 15
3. Merging
 Combining two or more tables of the same structures
4. Insertion
 Insert new record(s) into the table
5. Deletion
 Remove existing record(s) from the table
6. Update
 Changing existing data

Modes of Operation
1. Comparisons between batch processing and real-time processing
Batch Processing Real-time Processing
Description Data are collected in batched before Data are processed immediately after
processing collection
Feature  Significant delay between data  Very short delay from collection
collection and data processing to processing

 information may be outdated  Information is always up-to-date

Cost Low High
System Complexity Relatively low High
Resource utilization High Low
Example  Payroll System  Online game

 Printing academic report  Banking system