Review: STID1103

Computer
Applications in
Management
 Final Exam
First Semester
2017/2018

Management Foundation
Information
1 Technology 2014/2015
© 2016 by Universiti Utara Malaysia © 2016 by Universiti Utara Malaysia
 STID 1103
Computer Applications in Management

 Date: 6th January 2018

 Time: 2:30pm – 4:30 pm (2
hours)

 Questions: 100 MCQ

 Topics covered: Topic 5 - 11

Management Foundation
Information Technology 2014/2015
© 2016 by Universiti Utara Malaysia
2
STID1103 Computer Applications in Management

Topic 5
Word Processing (MS Word)

3
Basic functions & process of WP

• Word Processor - the tools for producing (composing),

editing, formatting, saving and possibly printing of any sort
of material (texts, graphics, tables).
• The earliest WP  basic functions of manipulating text.
• Recently  page layout and graphics facilities
• Now more demand ready-made style sheets, font-
manipulation, and one-click boxes and icons.
• Modern word-processors are now take advantage of a
graphical user interface providing some form of
WYSIWYG editing which including a combination of text-
processors and page-layout packages.
1/5/18 01:41:10 PM STID 1103
4
Advantage of using Word Processor

1. Offer the chance to

• generate text
• revise text
in ways which were inconceivable before.
2. Makes writing more of a pleasure
3. Saves time
4. Increases output

1/5/18 01:41:10 PM STID 1103

5
Word Introduction Module

Open your browser and go to this address:

• http://www.gcflearnfree.org/word2013

You need to cover topic:

© Office Basics
© Word 2013: Word Basics
© Word 2013: Working with Text
© Word 2013: Working with Objects
© Word 2013: Reviewing Documents and Collaboration
© Doing More with Word 2013

1/5/18 01:41:10 PM STID 1103

6
1- Office 2013

• In January 2013, Microsoft released the latest version of its Office

software suite, Office 2013.
• The Microsoft Office suite is an essential collection of applications that
includes Word, Excel, PowerPoint, and much more.
• It is integrated with its Microsoft account and OneDrive (previously
known as SkyDrive)

7
2- Working with Your Microsoft Account and
OneDrive
• Many of the new features in Office 2013 are geared toward saving and sharing files
online. To use these features, you'll need to get a free Microsoft account(previously called
a Windows Live ID) if you don't already have one. You can then log in to your Microsoft
account to access your OneDrive, which is an online storage space for your documents
and other files.
• Here are a few of the things you'll be able to do with your Microsoft account:
• Access your files anywhere: You can save files to your OneDrive, so you'll be able to
access them from any computer that has an internet connection. This also helps to keep
your files safe if anything happens to your computer.
• Edit documents in your web browser: If you're using a computer that doesn't have
Microsoft Office, you can use Office Online (previously known as Office Web Apps) to edit
documents in your browser for free. Office Online includes simplified versions of Word,
Excel, PowerPoint, and OneNote.
• Share files: It's easy to share your OneDrive files with friends or coworkers. You can
choose whether they can edit or just read the files. This option is great for collaboration
because multiple people can edit a document at the same time (also known as co-
authoring).
8
4- Getting to Know Word

9
6- Saving and Sharing Documents

• Save and Save As

– Save: When you create or edit a document, you'll use the Save command to save your
changes. You'll use this command most of the time. When you save a file, you'll only need to
choose a file name and location the first time. After that, you can click the Save command to
save it with the same name and location.
– Save As: You'll use this command to create a copy of a document while keeping the original.
When you use Save As, you'll need to choose a different name and/or location for the copied
version.
• To save a document:
• Using Save As to make a copy
• To change the default save location:
• AutoRecover - Word automatically saves your documents to a temporary
folder while you are working on them. If you forget to save your changes or if
Word crashes, you can restore the file using AutoRecover.
• Exporting documents
• Sharing documents
10
7- Text Basics

Keyboard button Functions

Home Move to the start line
End Move to the end of the line
CTRL + Right Arrow Move one word to the right
CTRL + Left Arrow Move one word to the left
CTRL + Up Arrow Moving a previous paragraph
CTRL + Down Arrow Move to the next paragraph
Pg Up Move to the top of the window
Pg Dn Move to the bottom of the window
CTRL + Pg Up Move one page up
CTRL + Pg Dn Move down one page
CTRL + HOME Move to the top of the document

11
8- Formatting Text

• Formatted text can draw the reader's attention to

specific parts of a document and emphasize
important information.
• In Word, you have several options for adjusting
the font of your text, including size, color, and
inserting special symbols.
• You can also adjust the alignment of the text to
change how it is displayed on the page.
• How to create a table of contents in Word?

12
17- Headers, Footers, and Page Numbers

• The header is a section of the document that appears in the top margin,
while the footer is a section of the document that appears in the bottom
margin.
• Headers and footers generally contain additional information such
as page numbers, dates, an author's name, and footnotes, which can
help keep longer documents organized and make them easier to read.
• Text entered in the header or footer will appear on each page of the
document.
• A footnote provides additional information on the text it refers to. It
could include information for how to learn more about the topic, or it
could include a citation (a reference to published work) for a quote used
in the text. Footnotes are commonly used in research reports and
academic writing. It is located at the bottom of the page.

13
18- Pictures and Text Wrapping

• Adding pictures to your document can be a great

way to illustrate important information or
add decorative accents to existing text. Used in
moderation, pictures can improve the overall
appearance of your document.
• To insert a picture from a file:
• Inserting online pictures
• Changing text wrapping settings

14
19- Formatting Pictures

• There are a variety of ways to format pictures in

your document. Depending on how the images are
used and where they are placed, you can use Word's
picture tools to personalize and modify them in
interesting ways.
• To crop an image:
• To add a border to a picture:
• Image adjustments
• Compressing pictures
• Removing the background from an image
15
21- Text Boxes and WordArt

• Text boxes can be useful for drawing attention to specific text.

They can also be helpful when you need to move text around
in your document. Word allows you to format text boxes and
the text within them as WordArt.
• To insert a text box
• To move a text box
• To resize a text box
• Modifying text boxes
• 3D effects
• Creating WordArt

16
24- Charts

• A chart is a tool you can use to communicate data

graphically. Including a chart in your document can
allow your reader to see the meaning behind the
numbers, and it can make showing comparisons
and trends easier.
• Types of charts
• Identifying the parts of a chart
• Inserting charts
• Creating charts with existing Excel data
• Modifying charts with chart tools
17
26- Track Changes and Comments

• Understanding Track Changes

• Reviewing changes
• Track Changes viewing options
• Comments
• Comparing documents

18
29- Styles

• A style is a predefined combination of font style,

color, and size that can be applied to any text in your
document. Styles can help your documents achieve a
more professional appearance.
• To apply a style:
• To modify a style:
• To create a new style:

19
 TOPIC SIX (6)

INTRODUCTION TO SPREADSHEET

1/5/18 STID 1103 20

Introduction
 Spreadsheet – a computer application that simulates
a paper, accounting worksheet (a computerized
ledger).
 Divided into rows and columns
– Rows identified with numeric headings (1, 2, 3…)
– Columns identified with alphabetic headings (A, B,
C…)
 Cell – the intersection of a row and a column
– Cell reference uniquely identifies a cell
• Consists of column letter and row number
1/5/18 STID 1103 21
Microsoft Excel 2013 Workbook
and Worksheet
 A worksheet is the grid of cells where you can type the data. The
grid divides your worksheet into rows and columns.
 Columns are identified with letters (A, B, C … ), while rows are
identified with numbers (1, 2, 3 … ).
 A cell is identified by column and row. For example, B8 is the
address of a cell in column B (the second column), and row 8 (the
eighth row).
 A worksheet in Excel 2013 consists of 16,384 columns and over 1
million rows. The worksheets in turn are grouped together into a
workbook.
 By default each workbook in Excel 2013 contains 1 blank
worksheets, which are identified by tabs displaying along the
bottom of your screen. By default the first worksheet is called
Sheet1, the next is Sheet2 and so on as shown here.

1/5/18 STID 1103 22

Excel 2013 screen elements

1/5/18 STID 1103 23

Types of Cell Entries
 Constant – an entry that does not change
– Labels – descriptive text
– Values – numeric
 Formula
– Function – a predefined (build-in) computational
task
– Formula – a combination of numeric constants,
cell references, arithmetic operators, and functions
– Usually begins with an equal sign

1/5/18 STID 1103 24

How to Enter Data into Excel
2013 Worksheet?
 To enter text into a worksheet
– Select the cell in which you want to enter the text.
– Type in the text/data into the cell.
– Press the Enter key. Text entries are left aligned by
default.
 To enter numbers into a worksheet
– Select the cell in which you want to enter a number.
– Type in the number into the cell and press Enter.
– If you want to enter a negative number, type a minus
sign in front of it or enclose it in parentheses (bracket),
e.g. -15 or (15).
– To indicate decimal places, you type a full stop such as
125.89.
– The numbers will be right
1/5/18 STIDaligned
1103 by default. 25
 How to Enter Data into Excel
2013 Worksheet? (cont…)
 To enter dates and times into a worksheet
– Select the cell in which you want to enter the date or time.
– Type in the date or time. Separate the date with either hyphens (-) or
slashes (/).
– Press Enter.
– To enter the current date, press Ctrl+;
– To enter the current time, press Ctrl+:
 To speed up your data entry
– Enter key: Pressing the key will enters the data and moves the active
cell highlight down to the next cell in the current column.
– Tab key: Pressing the key will enters the data and moves the active cell
highlight to the next cell in the current row.
– Arrow keys: Pressing the key will enters the data and moves the active
cell highlight to the next cell in the direction of the specific arrow key
pressed.
–1/5/18 STID 1103
Esc key: Pressing the key will will cancels the current data entry.
26
Cell Ranges
 Range – a rectangular group of cells
– May be a single cell or the entire worksheet
– May consist of a row (or part of a row), a column
(or part of a column) or multiple rows and/or
columns
 To select a range:
– Click left mouse button at the beginning of the
range
– Hold left mouse button as you drag the mouse
– Release left mouse button at the end of the range

27
Cell Referencing (cont…)
 Use relative and absolute references correctly
– Use relative cell references if the value will change
when a cell is copied
– Use absolute references if the value remains constant
(typically assumptions)
 Mixed references
– Use when either the row or the column will change
 Isolate your assumptions
– Formulas in cells refer to the assumptions area, not to
the actual values

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 Absolute and Relative References
Absolute references ($B$13) are used to refer to the weight of each exam.
These weights do not change for each student, so absolute references are
needed to keep those references constant as the formula is copied

Relative references (B9) are used to refer to each student’s exam scores. These
scores do change for each student, so relative references are needed to make sure
each student’s average reflects his/her scores
29
 Mixed References
 Mixed references are most often used to create
a table, where one value in a formula remains
the same as the formula is copied over a
column, but changes as the formula is copied
down a row, and the other value in a formula
does just the opposite.

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Comments

 Comments provide explanation for values

and/or descriptions of formulas.
 Comments are indicated by a small
triangle in the upper right corner of a cell.

31
Excel 2013 Formula
 A formula is an equation that performs operations on worksheet data.
You can use an Excel 2013 formula to perform mathematical
operations, such as addition and multiplication, or they can compare
worksheet values, join text, averaging a student's test results, etc.
 Formulas can refer to other cells on the same worksheet, cells on
other sheets in the same workbook, or cells on sheets in other
workbooks. In addition, if you change the data in your spreadsheet,
Excel will automatically recalculate the answer without you having to
re-enter the formula.
 A basic formula format will start with an equals sign (=) followed by
one or more operands, separated by one or more operators.
Operands can be values, text, cell references, ranges, defined names,
or function names. Operators are symbols used to represent the
various arithmetic and comparison operations you can perform on the
operands.
1/5/18 STID 1103 32
Excel 2013 Formula (cont…)
 In Microsoft Excel 2013, operators are executed in this order:

1/5/18 STID 1103 33

To enter a formula
 Place the cursor in the cell where the formula will appear,
i.e.E5.
 Enter an = sign. All Excel formulas start with the 'equal' sign.
 Enter the expression that will produce the result you want. This
can consist of operands, values, variables, and symbols which
represent mathematical procedures such as + or - to add and
subtract, e.g. A5+C5.
 When the formula is complete, press Enter. The result of the
formula will be calculated and displayed in the cell E5.
 You can see the formula in the Formula bar at the top of the
screen by placing the cell pointer on the cell E5.
 If there is an error in a formula, an error message is displayed
which will begin with a # sign.
1/5/18 STID 1103 34
To know the Excel 2013 formula
error messages
 When writing formulas it is easy to make a mistake. Here are
some common mistakes:

1/5/18 STID 1103 35

Excel 2013 Functions

 Excel 2013 Functions are build-in, special commands that

incorporated into the formulas to perform mathematical
calculations. It can be used to make complex operations
simple.
 Excel 2013 contains a build-in list of worksheet functions,
which are categorised to make it easy to search for the ones
you need.
 Excel has over 300 built-in functions divided into various
function categories, including:
– Financial, Logical, Text, Date & Time, Lookup & Reference, Math &
Trigonometry, Information, Database, Statistical, Engineering, Cube.

1/5/18 STID 1103 36

Excel 2013 Functions (cont…)
 Here are some commonly used functions:
– AVERAGE: Used to determine the average value of the selected cells
contents.
– COLUMNS: Used to return the number of columns within a reference.
– COUNT: Used to count how many numbers are in the list.
– MAX: Used to return the maximum number from a list.
– MIN: Used to return the minimum number from a list.
– ROUND: Used to round off numbers to a specified number of decimal
points.
– SUM: Used to add the contents of selected cells.

1/5/18 STID 1103 37

Excel 2013 Count Function
 Excel 2013 Count function is to calculate the number of
entries in a range of cells (list of arguments). It counts only
the numeric values and excludes the text values, dates, and
logical values.

 The syntax for the Count function:

=COUNT (value1[,value2,...]) whereby

 value1, value2,... is one or more ranges, arrays, function

results, expressions, or literal values of which you want the
count.
1/5/18 STID 1103 38
The PMT Function

 Calculates a periodic payment for a loan

based on constant payments and a
constant interest rate, such as a car or
mortgage payment.
 Based on:
– Amount financed
– Interest rate
– Number of periods

39
Excel 2013 PMT Function
 The syntax for the PMT function:

= PMT(rate,nper,pv,fv,type)

– Rate is the interest rate for the loan.

– Nper is the total number of payments for the loan.
– Pv is the present value, or the total amount that a series of future
payments is worth now; also known as the principal.
– Fv is the future value, or a cash balance you want to attain after
the last payment is made. If fv is omitted, it is assumed to be 0 (zero),
that is, the future value of a loan is 0.
– Type is the number 0 ((at the end of the period) or 1 (at the
beginning of the period) and indicates when payments are due. If type
is omitted, it is assumed to be 0 (zero).
1/5/18 STID 1103 40
The FV function
 Returns the future value of an investment
based on periodic, constant payments and a
constant interest rate.
– For example, contributions to your pensions.
Based on:
– Number of periods
– Expected rate of return
– Amount invested each period

41
Excel 2013 FV Function
 The syntax for the FV function:

= FV(rate,nper,pmt,pv,type)

– Rate is the interest rate per period.

– Nper is the total number of payment periods in an annuity.
– Pmt is the payment made each period; it cannot change over the life of the
annuity. Typically, pmt contains principal and interest but no other fees or
taxes. If pmt is omitted, you must include the pv argument.
– Pv is the present value, or the lump-sum amount that a series of future
payments is worth right now. If pv is omitted, it is assumed to be 0 (zero), and
you must include the pmt argument.
– Type is the number 0 (at the end of the period) or 1 (at the beginning of the
period) and indicates when payments are due. If type is omitted, it is assumed
to be 0.
1/5/18 STID 1103 42
The VLOOKUP function
 To search the first column of a range of cells,
and then return a value from any cell on the
same row of the range.
 Allows Excel to look up a value in a table and
return a related value.
 V = vertical
 Requires three arguments:
– the numeric value (or cell) to look up
– the range of the table
– the column number containing the value
43
you want to return
 Excel 2013 VLOOKUP Function
 The syntax for the VLOOKUP function:

= VLOOKUP(lookup_value, table_array, col_index_num, [range_lookup])

– lookup_value ~ Required. The value to search in the first column of

the table or range. The lookup_value argument can be a value or a
reference.
– table_array ~ Required. The range of cells that contains the data.
– col_index_num ~ Required. The column number in the table_array
argument from which the matching value must be returned.
– range_lookup ~ Optional. A logical value that specifies whether you
want VLOOKUP to find an exact match or an approximate match.

1/5/18 STID 1103 44

STID1103 Computer Applications in Management

Topic 7
Chart & Graph (MS Excel)

45
 1/5/18 01:41:18 PM

Why use charts & graphs?

• To show the percentage of total comparison.

• To show the relationship between variables.
• To show the trends across data or data
changes.
• To compare categorical or series of data.

46
 1/5/18 01:41:18 PM

Example

Year 2011
Cause of Developed Undeveloped
Death countries countries
Accident 1,234,560 210,000
Cancer 657,000 480,000
Heart disease 3,512,000 2,484,000
Suicide 799,000 100,000

• Pie chart is used:

– when have only one data
series.
– when the total of
something is known.
– to show the pieces that
make it up.
– to show the percentage of
total comparison. 47
 1/5/18 01:41:18 PM

Example

• Line charts:
– can display continuous data over time.
– can be extended with no arbitrary ending points.
– can show trends in a data at equal intervals.

What can
we see?

48
Chart Types

• Keep it simple
• Use the appropriate chart type
– Pie and Exploded pie charts display proportional
relationships
– Column charts display numbers rather than
percentages
– Bar charts display numbers horizontally

49
Describing Data with Charts and Graphs

Purpose of the Chart Appropriate Chart Type

Compare categorical data Column Chart; Bar Chart, Radar Chart

Compare series of data Area Chart, Line Chart, Column Chart

over time (stacked), High-Low Chart

Percentage of total Pie Chart, Donut Chart, Stacked Bar or

comparisons Column chart
Relationship between two Scatter Plot
variables
Relationship between three 3-Dimension Surface Plot
variables
50
Charts and their elements
• Charts are used to display series of numeric data in a graphical
format to make it easier to understand large quantities of data and
the relationship between different series of data.
• A chart has many elements. Some of these elements are displayed
by default, others can be added as needed. You can change the
display of the chart elements by moving them to other locations in
the chart, resizing them, or by changing the format. You can also
remove chart elements that you do not want to display.

51
Charts and their elements (cont…)

1. The chart area of the chart. (chart area: The

entire chart and all its elements)
2. The plot area of the chart. (plot area: In a 2-D
chart, the area bounded by the axes, including
all data series. In a 3-D chart, the area bounded
by the axes, including the data series, category
names, tick-mark labels, and axis titles.)

3. The data points of the data series that are plotted in the chart. (data points: Individual
values plotted in a chart and represented by bars, columns, lines, pie or doughnut
slices, dots, and various other shapes called data markers. Data markers of the same
color constitute a data series.) (data series: Related data points that are plotted in a
chart. Each data series in a chart has a unique color or pattern and is represented in the
chart legend. You can plot one or more data series in a chart. Pie charts have only one
data series.)
52
Charts and their elements (cont…)

4. The horizontal (category) and vertical (value) axis

along which the data is plotted in the chart. (axis: A
line bordering the chart plot area used as a frame of
reference for measurement. The y axis is usually the
vertical axis and contains data. The x-axis is usually
the horizontal axis and contains categories.)
5. The legend of the chart. (legend: A box that
identifies the patterns or colors that are assigned to
the data series or categories in a chart.)

6. A chart and axis title that you can use in the chart. (titles in charts: Descriptive text that is
automatically aligned to an axis or centered at the top of a chart.)
7. A data label that you can use to identify the details of a data point in a data series. (data
label: A label that provides additional information about a data marker, which represents a
single data point or value that originates from a datasheet cell.)

53
 1/5/18 01:41:19 PM

Describing Data with Charts and Graphs

• Graphical representation of data is far more

effective in conveying information than are
tables of data
• Excel 2013 has ten (10) basic types of charts
and graphs with many subclassifications
within each of the eleven types

54
 1/5/18 01:41:19 PM

Describing Data with Charts and Graphs

• Column  Stock
• Line  Surface
• Pie  Radar
• Bar  Combo
• Area
• X Y (Scatter)

55
Modifying the Chart Type
• Chart type can be modified.
• Click tab Design > Change Chart Type

56
 1/5/18 01:41:19 PM

Questions

What type of graph would you use to display the following types of data:

• The daily high temperatures in your city for a year.

• The sources of income for your city.
• Low temperature trends over a year.
• Monthly sales by region.
• Average amount of milk drank in a year by different age groups.
• How your income is spent.
• The average height of men and women during the 20th century.
• The weekly commission you have earned as a salesperson.
• The monthly total of TV sets you have sold.
• The average age of women when they have their first child.

57
 1/5/18 01:41:19 PM

Questions

What type of graph would you use to display the following types of data:

1. Line
2. Pie
3. Scatter
4. Bar or line
5. Bar
6. Pie
7. Scatter
8. Bar or line
9. Bar or scatter
10. Bar or scatter

58
 Topic Eight (8)

PROJECT MANAGEMENT

1/5/18 STID 1103 ~ Chapter 6 59

 A group of activities that need to be
done in order to accomplish a set of

Project objectives in a specific time and with

available resources.

 Projects are efforts to achieve objectives, within

finite time and cost expectations.
 Projects are contrasted with operational activities –
the repetitive things performed regularly over time.
 Projects produce outcomes like newly design car
models, an annual budget, a great party, or a new
procedure.
 Projects may have life cycles, limited budgets,
conflicts and some unique elements.
1/5/18 STID 1103 ~ Chapter 6 60
Project Management
 It is the application of a broad set of skills to properly initiate,
plan, execute, control and close a project.
 The primary skills are scoping (i.e., describing and agreeing
on project objectives and requirements), scheduling, and
estimating.
 Added to these core skills are managing risk and
uncertainty, managing quality, communicating, managing
ourselves, and collaborating with others, including suppliers
of goods and services and everyone else who works on or
is affected by the project.
 The people who are involved or interested in a project are
referred to as stakeholders.
1/5/18 STID 1103 ~ Chapter 6 61
The importance of Project
Management
 Project management is an application of knowledge,
skills, tools and techniques for project activities in
order to meet or exceed stakeholder needs and
expectation from a project.
 Helps project manager and team in term of
– Scope management
– Time management
– Cost management
– Quality management

1/5/18 STID 1103 ~ Chapter 6 62

Project Management Software
 The best time to use project management tools is at
the beginning of a project.
 Example of Project Management software
– Microsoft Project
– Microsoft Visio

1/5/18 STID 1103 ~ Chapter 6 63

Project Management Terms
 Critical Path Method
 Work Breakdown Structure
 Terminal Elements
 Dependency

1/5/18 STID 1103 ~ Chapter 6 64

Critical Path Method (CPM)
 A mathematically based algorithm for scheduling a set
of project activities.
 It is an important tool for effective project management.
 The essential technique for using CPM is to construct a
model of the project that includes the following:
– A list of all activities required to complete the project (typically
categorized within a work breakdown structure),
– The time (duration) that each activity will take to completion
– The dependencies between the activities.

1/5/18 STID 1103 ~ Chapter 6 65

Critical Path Method (cont…)
 Using these values, CPM calculates the
longest path of planned activities to the end of
the project, and the earliest and latest that
each activity can start and finish without
making the project longer.
 In project management, a critical path is the
sequence of project network activities which
add up to the longest overall duration and
determines the shortest time possible to
complete the project.
1/5/18 STID 1103 ~ Chapter 6 66
Critical Path
 The flow or sequence of activities that must be
followed in order to complete the whole project.
 It is represented by the sequence of connected
activities that produce the longest overall time.
 All activities and nodes within this sequence
are referred to as being “on” the critical path.
 The delay or change in time on the critical path
will delayed give impact to the whole project.

1/5/18 STID 1103 ~ Chapter 6 67

Determining the Critical Path

1/5/18 STID 1103 ~ Chapter 6 68

Work Breakdown Structure
 A tool used to define and group a project's discrete
work elements in a way that helps organize and define
the total work scope of the project.
 A work breakdown structure element may be a product,
data, a service, or any combination.
 A WBS also provides the necessary framework for
detailed cost estimating and control along with
providing guidance for schedule development and
control.
 Additionally the WBS is a dynamic tool and can be
revised and updated as needed by the project
manager. 69
WBS (cont…)
 The Work Breakdown Structure is a tree structure,
which shows a subdivision of effort required to achieve
an objective; for example a program, project, and
contract.
 In a project or contract, the WBS is developed by
starting with the end objective and successively
subdividing it into manageable components in terms of
size, duration, and responsibility (e.g., systems,
subsystems, components, tasks, subtasks, and work
packages) which include all steps necessary to achieve
the objective.
1/5/18 STID 1103 ~ Chapter 6 70
 The three largest
elements of WBS Level

WBS (example) 2 are further subdivided

at Level 3.

At WBS Level 1 it
shows 100 units of
work as the total
scope of a project to
design and build a
custom bicycle.

At WBS Level 2, the 100

units are divided into
seven elements. The
number of units
allocated to each
element of work can be
based on effort or cost.

1/5/18 STID 1103 ~ Chapter 6 71

Terminal Element
 A terminal element is sometimes called a work
package.
 A terminal element is the lowest element (activity or
deliverable) in a work breakdown structure; it is not
further subdivided.
 Terminal elements are the items that are estimated in
terms of resource requirements, budget and duration;
linked by dependencies; and scheduled.

1/5/18 STID 1103 ~ Chapter 6 72

Dependency
 A link amongst a project's terminal elements.
 Task dependency: A relationship between two
linked tasks; linked by a dependency between
their finish and start dates.
 There are four kinds of dependencies with
respect to ordering terminal elements:
– Finish to start (FS)
– Finish to finish (FF)
– Start to start (SS)
1/5/18
– Start to finish (SF)
STID 1103 ~ Chapter 6 73
Dependency (cont…)

1/5/18 STID 1103 ~ Chapter 6 74

 Dependency (cont…)
 Finish to start (FS)
– A FS B = B can’t start before A is finished
– Example: (Lecture week) FS (Final exam)
 Finish to finish (FF)
– A FF B = B can't finish before A is finished
– Example: (Last chapter written) FF (Entire book written)
 Start to start (SS)
– A SS B = B can't start before A starts
– Example: (Lecture week) FF (Teaching)
 Start to finish (SF)
– A SF B = B can't finish before A starts
– Example: (New shift started) SF (Previous shift finished)
75
Dependency
(Example : Wedding Cake)
Finish – To – Start

Start – To – Start

Finish – To – Finish

Start – To – Finish

76
Microsoft Project
 A project management software/program is
designed to assist project managers in
developing plans, assigning resources to tasks,
tracking progress, managing budgets and
analyzing workloads.
 The application creates critical path schedules,
and critical chain.
 Schedules can be resource leveled, and chains
are visualized in a Gantt chart and PERT chart.
1/5/18 STID 1103 ~ Chapter 6 77
Gantt Chart
 Also known as Time Line Charts
 Graphical representation (type of bar chart) of the
duration of tasks against the progression of time that
illustrates a project schedule.
 Gantt charts illustrate the start and finish dates of the
terminal elements and summary elements of a project.
 Terminal elements and summary elements comprise
the work breakdown structure (WBS) of the project.
 Some Gantt charts also show the dependency (i.e.,
precedence network) relationships between activities.
1/5/18 STID 1103 ~ Chapter 6 78
Gantt Chart (cont…)
 useful tools for planning and scheduling
projects.
 allow you to assess how long a project should
take.
 lay out the order in which tasks need to be
carried out.
 help manage the dependencies between tasks.
 determine the resources needed.

1/5/18 STID 1103 ~ Chapter 6 79

Gantt Chart (example)

1/5/18 STID 1103 ~ Chapter 6 80

Gantt Chart (Advantages)
 Gantt charts are useful tools when a
project is under way.
 Monitor progress. You can immediately
see what should have been achieved at
a point in time.
 Show how remedial action may bring
the project back on course.

1/5/18 STID 1103 ~ Chapter 6 81

Gantt Chart (Disadvantages)
 Does not show the relationship among
various projects activities.
 Some Gantt Chart does not show
precedence relationships.

1/5/18 STID 1103 ~ Chapter 6 82

PERT Chart
 Program (or Project) Evaluation and Review
Technique (PERT).
 Also known as Network Diagram.
 A model for project management designed to
analyze and represent the tasks involved in
completing a given project.
 A method to analyze the involved tasks in
completing a given project, especially the time
needed to complete each task, and identifying the
minimum time needed to complete the total
project.
1/5/18 STID 1103 ~ Chapter 6 83
PERT chart (cont…)
 "PERT" developed by the United States Department
of Defense as a management tool for complex
military projects is an acronym for "Program
Evaluation and Review Technique".
 Developed primarily to simplify the planning and
scheduling of large and complex projects.
 This technique was soon adapted for used in
educational research and evaluation.
 Through PERT, complex projects can be blueprinted
as a network of activities and events (Activity
Network Diagram).
1/5/18 STID 1103 ~ Chapter 6 84
PERT chart (cont…)
 It is used for project scheduling.
 It is commonly used in conjunction with the critical
path method or CPM.
 Allows software planners, or individuals to:
– Determine the critical path a project must follow.
– Establish most likely time estimates for individual task by
applying statistical models.
– Calculate boundary times that define a time ‘window’ for a
particular task.

1/5/18 STID 1103 ~ Chapter 6 85

PERT Chart (Example)
 PERT network chart for a seven-month project with
five milestones (10 through 50) and six activities (A
through F). The project has two critical paths:
activities B and C, or A, D, and F – giving a minimum
project time of 7 months.

1/5/18 STID 1103 ~ Chapter 6 86

1/5/18 STID 1103 ~ Chapter 6 87
PERT Chart (Advantages)
 Explicitly defines and makes visible dependencies
(precedence relationships) between the WBS elements.
 Facilitates identification of the critical path and makes this
visible.
 Facilitates identification of early start, late start, and slack
for each activity.
 Provides for potentially reduced project duration due to
better understanding of dependencies leading to improved
overlapping of activities and tasks where feasible.
 The large amount of project data can be organized &
presented in diagram for use in decision making.

1/5/18 STID 1103 ~ Chapter 6 88

PERT Chart (Disadvantages)
 There can be potentially hundreds or thousands of activities
and individual dependency relationships.
 The network charts tend to be large and unwieldy requiring
several pages to print and requiring special size paper.
 The lack of a timeframe on most PERT/CPM charts makes it
harder to show status although colours can help (e.g.,
specific colour for completed nodes).
 When the PERT/CPM charts become unwieldy, they are no
longer used to manage the project.

1/5/18 STID 1103 ~ Chapter 6 89

Microsoft Project-Gantt Charts
 Gantt charts provide a standard format for displaying
project schedule information by listing project
activities and their corresponding start and finish
dates in a calendar format.
 Symbols include:
– A black diamond (♦) : milestones or significant
events on a project with zero duration
– Thick black bars: summary tasks
– blue horizontal bars: no critical tasks
– red horizontal bars: critical tasks
– Arrows: dependencies between tasks
1/5/18 STID 1103 ~ Chapter 6 90
 Menu Bar Tool Bar
Title Bar Entry Bar

Entry Table View

View Bar

Status Bar

Gantt Chart View

1/5/18 STID 1103 ~ Chapter 6 91
 Summary Task

Milestone

Task
Critical Task
Dependency

1/5/18 STID 1103 ~ Chapter 6 92

Creating a Gantt Chart
 The Gantt chart is constructed with:
– a horizontal axis representing the total time
span of the project, broken down into
increments (days, weeks, or months).
– a vertical axis representing the tasks that
make up the project and constructed with a
graph area which contains horizontal bars
for each task connecting the period start
and period ending symbols.
1/5/18 STID 1103 ~ Chapter 6 93
Gantt Chart Variants
 Milestones: important checkpoints or interim goals for
a project. It is the end of a stage that marks the
completion of a work package or phase.
 Resources: for team projects, it often helps to have an
additional column containing numbers or initials which
identify who on the team is responsible for the task.
 Status: the projects progress, the chart is updated by
filling in the task's bar to a length proportional to the
amount of work that has been finished
 Dependencies: an essential concept that some
activities are dependent on other activities being
completed first
1/5/18 STID 1103 ~ Chapter 6 94
 Extra Notes

Resources

Sub Task Dependency

Task List

Time line

1/5/18 STID 1103 ~ Chapter 6 95

1/5/18 STID 1103 ~ Chapter 6 96
Pert Components
 PERT has two main components:
– Arrows: Arrows shows the activities flow
– Node/ field: Every node has information on
task name, task ID, duration, start, finish
and resources .

1/5/18 STID 1103 ~ Chapter 6 97

 Task ID

Task Name

Node Field Flow of activity Duration Resources

Start
Finish

1/5/18 STID 1103 ~ Chapter 6 98

 No critical path.

Every arrow is possible to have critical path.

1/5/18 STID 1103 ~ Chapter 6 99

Example 1
– You are asked to develop a Payroll System for
Human Resources Department in UUM.
– You have selected SDLC to develop the
system.
– Create WBS and use it as a guide to help you
create Gantt chart.

100
 Gantt Chart

 Before developing a Gantt chart, the team must

identify the activities involve in one project.
 A hierarchical chart known as Work Breakdown
Structure (WBS) can be useful to help the team
structures the activities
 WBS can help the team identify activities and
expected time to implement and complete each
activity.
101
Solution
SDLC has eight phases:
1. Investigation Phase: 3 wks
2. Analysis Phase: 4 wks
3. Design Phase: 4 wks
4. Coding Phase: 6 wks
5. Testing Phase: 1 wks
6. Implementation Phase: 2 wks
7. Operation Phase: 2 wks
8. Maintenance Phase: 2 wks

102
WBS
Payroll System

Investigation Design Testing Operation

Analysis Coding Implementation Maintenance

Feasibility Studies

103
Gantt Chart

104
Example 2
 From the table below, find the critical path, the
duration and the greatest slack time.
Activity Immediate follower Estimated time
(Days)
A B 2
A C 1
A D 3
B E 5
C E, F 4
D G 7
E F 6
G F 2
F end 3
1/5/18 STID 1103 ~ Chapter 6 105
 Activity Immediate Estimated time
follower (Days)

A B 2
A C 1
A D 3
Solution B
C
E
E, F
5
4
D G 7
E F 6
G F 2

B 5 E
F end 3

2
4 6
1 4 3
A C F End
3 2
7
D G

1/5/18 STID 1103 ~ Chapter 6 106

Solution
B 5 E
2
4 6
1 4 3
A C F End
3 2
7
D G
 Path 1: ABEF = 16 days
 Path 2: ACEF = 14 days
 Path 3: ACF = 8 days
 Path 4: ADGF = 15 days
107
 Solution
 Path 1: ABEF = 16 days
 Path 2: ACEF = 14 days
 Path 3: ACF = 8 days
 Path 4: ADGF = 15 days

 The critical path is the longest path of the network diagram which is
Path 1: ABEF with the duration of 16 days.
 The slack time is the amount of time an activity can be delayed
without delaying the entire project which is the shortest path of the
network diagram which is Path 3: ACF with the duration 8 days.

108
Introduction (cont…)
 Normal term of graphic: Any picture or drawing object
including engraving object.
 Also about the use of visual to explain concept
(sometime difficult to explain with text)
 Efficient Information delivery resource and accepted
by people
 Computer Graphic ~ graphics created using
computers and, more generally, the representation
and manipulation of image data by a computer.
 From simple image to complex (fractal) image.
 Fractal ~ a rough or fragmented geometric shape that
can be split into parts.
AI0023 109
Computer Graphic Application
 The development of computer graphics, has made
computers easier to interact with, and better for
understanding and interpreting many types of data.
 Developments in computer graphics have had a profound
impact on many types of media and have revolutionized
animation, movies and the video game industry.
 Computer based graphic industry growth in positive trend :
Ability to help in work productivity.
 Uses in Project Management, Publication, Business,
aerospace, automotive
 E.g: Car model development, Electronic circuit and
engineering drawing.
AI0023 110
Graphic Art Software
 A subclass of application software used for graphic
design, multimedia development, specialized image
development, general image editing, or simply to access
graphic files.
 Graphic programs widely used by graphic arts
professional.
– Graphic design software (desktop publishing)
– Image development software (image editors)
– Illustration software
– Multimedia development software

AI0023 111
Desktop Publishing (DTP)
 The creation of documents using page layout skills on a
personal computer.
 Can produce text and images with attractive layouts and
typographic quality.
 Provide more control over design, layout, and typography
than word processing does.
 Self-publish a wide range of printed matter i.e. menus,
local newsletters, books, magazines, and newspapers.
 DTP Software:
– Adobe PageMaker
– Corel Draw
– Microsoft Publisher
AI0023 112
Image Editor & Illustration
Software
 Image editing software is a program or collection of programs
that enable a person to manipulate visual images on a
computer.
 Computer illustration or digital illustration is the use of digital
tools to produce images under the direct manipulation of the
artist, usually through a pointing device such as a tablet or a
mouse.
 Computer illustration distinct from digital manipulation of
photographs, in that it is an original construction "from scratch".
 Two main types of tools used for image editor & digital
illustration:
– Bitmapped applications or commonly called "painting" programs
– Vector applications or commonly called "drawing" programs.
AI0023 113
The Important of Graphic
Application in Management
 Information delivery more
accurate, clear, consistent and
efficient compare with text.
 Uses to emphasize certain info.
 Example usage: advertisement,
presentation and company
report.
 Increase performance of
management
“ A picture is worth than a thousand
words.”
AI0023 114
 Graphic Category
 There are two types of computer
graphics:
– vector graphics, ~ object based image
represented by geometric form (mathematical
formulas are used to draw lines and shapes)
– raster graphics (bitmap) ~ The image
represented by matrix pixels where each
pixel is separately defined (as in a digital
photograph)

AI0023 115
Vector Image
 The use of geometrical primitives such as points, lines, curves,
and shapes or polygon(s), which are all based on mathematical
equations, to represent images in computer graphics.
 Vector graphics files store the lines, shapes and colours that
make up an image as mathematical formulae.
 A vector graphics program uses these mathematical formulae to
construct the screen image, building the best quality image
possible, given the screen resolution.
 The mathematical formulae determine where the dots that make
up the image should be placed for the best results when
displaying the image.
 Since these formulae can produce an image scalable to any
size and detail, the quality of the image is limited only by the
resolution of the display AI0023 116
Vector Image (cont…)
 Draw type image or object oriented
image
 Represented in geometric form
(mathematical instruction) to create
straight line, oval, curve and sphere.
 E.g instruction:
Line startcoord=“x.0 y.0”
Endcoord=“x.20 y.20”
AI0023 117
The Advantages of Vector Images
 Using vectors results in infinitely sharp
graphics.
 Ability to change the size of graphic without
effect image quality.
 The storage is small because just store
computer drawing instruction. E.g line (x1,y1,
x2,y2)
 Easy to make amendment toward image

AI0023 118
Disadvantages of vector image
 Produced by computer so less/not realistic
 The complex object make the image
instruction processing slower and have larger
file sizes.
 Need high skill to draw high quality vector
image.

AI0023 119
The usage of vector image
 Store computer files in clip art form for
marketing purposes.
 Use in technical fields such as
CAD/CAM architecture, scientific
modeling.
 Graphic art and multimedia using vector
graphic application such as
CorelDRAW, Adobe Freehand, Adobe
Illustrator and Autocad.
AI0023 120
Raster Image
 Also known as bitmap image
 A data structure representing a generally rectangular
grid of pixels, or points of color.
 A pixel (or picture element) ~ a single point in a
bitmap image.
 Pixels are normally arranged in a regular 2-
dimensional grid, and are often represented using
dots or squares.
 The intensity of each pixel is variable; in color
systems, each pixel has typically three components
such as red, green, and blue.
AI0023 121
Bitmap Image (cont…)
 Bitmap ~ map of bits
 A bitmap corresponds bit-for-bit with an
image displayed on a screen.
 A bitmap is technically characterized by the
width and height of the image in pixels and by
the number of bits per pixel (a color depth,
which determines the number of colors it can
represent).

AI0023 122
Bitmap Image (cont…)
 Representing image in dot form known as
pixel or bit.
 Image pixels are generally stored with a color
depth of 1, 4, 8, 16, 24, 32, 48, or 64 bits per
pixel.
 Pixels of 8 bits and fewer can represent either
grayscale or indexed color.

AI0023 123
Resolution and color in bitmap
image
 Resolution determined by image dimension
vertically and horizontally. E.g 640x480
 The highest pixel make an image more clear.
 Color depth determined by total memory for
each pixel (VRAM)
 n bits per pixel is equal to 2n color
 4 bit = 24 equal to 16 color, 24 bit = 16 million
of color (which is called truecolor ~Near to
real life).
AI0023 124
Method to produce bitmap image
 3 main method to produce bitmap image:
– Use computer based drawing application such as
Microsoft Paint
– Screen capture
– Use scanner, digital camera and video card
 Graphic software uses to amend bitmap
image : MS Paint, Adobe Photoshop, Corel
Painter, PrintShop Artist.

AI0023 125
Advantages of Bitmap image
 Modification level is higher depend on
the depth of an image.
 Can view the actual image.

AI0023 126
Disadvantages
 File size is bigger.
 The process of resize make the image
fuzzy and jaggies.
 High computer memory.
 Anti-aliasing to prevent image jagged
/distorted.

AI0023 127
Image graphic exchange
 Vector image can be change to bitmap
image by using graphic software such
as Adobe Photoshop
 Bitmap (raster) image to vector image
using software such Streamline.

AI0023 128
Image file formats
 Image file formats are standardized means of
organizing and storing digital images.
 Image files are composed of either pixel or vector
(geometric) data that are rasterized to pixels when
displayed (with few exceptions) in a vector graphic
display.
 The pixels that constitute an image are ordered as a
grid (columns and rows); each pixel consists of
numbers representing magnitudes of brightness and
color.
 Image file formats is used to determine quality, size
and purpose of uses.
AI0023 129
Image file formats (cont…)
 Image file size—expressed as the number of bytes—
increases with the number of pixels composing an
image, and the colour depth of the pixels.
 The greater the number of rows and columns, the
greater the image resolution, and the larger the file.
 Each pixel of an image increases in size when its
colour depth increases—an 8-bit pixel (1 byte) stores
256 colors, a 24-bit pixel (3 bytes) stores 16 million
colors.

AI0023 130
Major graphic file formats
(raster)
 BMP (bitmap) – An old image format. Image
decompress, big in size and accepted
 TIFF (Tagged Image File Format)- Uses for image
generated by scanner, frame grabber.
 TGA (Targa)- first format support 24 bit of color
 GIF (Graphics Interchange Format) – Standard
image for online interchange, 8 bit image
compression and small size
 JPEG (Joint Photographic Expert Group)- Method
uses to compress an image, suitable for photo
picture. Not suitable for characters.
AI0023 131
Major graphic file formats
(vector)
 WMF (Windows Metafile Format)- Use in
Windows operating system. Usually use for
image vector clipart.
 EPS (encapsulated PostScript); Image for
PostScript illustration
 SVG (Scalable Vector Graphics); employs
XML

AI0023 132
Major graphic file formats
(both raster & vector)
 PICT- For Macintosh Image format. Suitable for
presentation, video and screen view

AI0023 133
Designing Vector Image
 Software can be used such as Adobe
Illustrator, Adobe Freehand, Autocad
etc.
 Online at http://pixlr.com/editor/
– Draw line and curve
– Color filling
– Text manipulation

AI0023 134
Designing Bitmap Image
 Coloring type application can be used such as
Microsoft Paint and Adobe PhotoShop.
 Online:
– http://www.online-image-editor.com/
– http://www.picmonkey.com/
– http://www.befunky.com/
– http://fotoflexer.com/
 Features:
– Image can be drawn, colored and modified.
– Allows user to pick brush, pen, eraser, color and other
– As real artist tool.
AI0023 135
 Graphic Rating
 Graphic quality, size, image depth (depth), & resolution
images to determine the quality of an image.
 Image size
– Referring to the height and width of the image is
measured in inches, cm, pixels and others.
– If the images have 300x500 pixels then there are
15000 pixels for the image. (Horizontal vs. vertical).
– A 320x240 image then meet 25% resolution 640x480
screen.

136
 Graphic Assessment (cont'd)
 Color depth
– Refers to the range of colors that exist within the
pixel / how many different colors exist in a self-
image at a time (bit depth).
– Most small two colors of black & white.
– 1 bit (0.1) (1.0) - 2 color combinations, four bits
(0000) to (1111) - 16 color combinations.
– Dithering - process to change the depth of the
color.
137
 Graphic Assessment (cont'd)
 Resolution
– Refers to the number of points per inch (dot per
inch) are available in the image.
– The higher the sharpness of the image if the
image resolution is high.
– Interpolation & re-digitizing: for enhancing image
resolution.

138
CHAPTER TEN (10)

PRESENTATION APPLICATION
&
MICROSOFT POWERPOINT
Introduction
 Presentation is the practice of showing and
explaining the content of a topic to an
audiece or learner.
 Presentation is also the means of one-way
communication which can be adapted to
various speaking situation, such as talking to
a group, addressing a meeting or briefing a
team.

STID1103 140
Introduction (cont...)
 A presentation program is a computer
software package used to display information,
normally in the form of a slide show.
 It typically includes three major functions:
– an editor that allows text to be inserted and
formatted,
– a method for inserting and manipulating graphic
images
– a slide-show system to display the content.

STID1103 141
MS PowerPoint 2013
It is a presentation software
application developed by Microsoft Corporation

Each presentation Slide is a page or

can consist of one or sheet that helps display
more slides
B C
presentation material to be
Introduction implemented

Every presentation
you want to do is
depending on D E Presentation in the form
the creativity of the of Interactive & Normal
individual

142
Effective PowerPoint Presentation

• Outlines
• Slide Structure
• Fonts
• Colour
• Background
• Graphs
• Spelling and Grammar
• Conclusions
• Questions

STID1103
143
Outline

• Make your 1st or 2nd slide an outline of your presentation

– Ex: previous slide
• Follow the order of your outline for the rest of the
presentation
• Only place main points on the outline slide
– Ex: Use the titles of each slide as main points
Slide Structure – Good

• Use 1-2 slides per minute of your presentation

• Write in point form, not complete sentences
• Simple and active form of sentences
• Include 4-5 points per slide
• Avoid wordiness: use key words and phrases only
MS PowerPoint Features
 a complete presentation-graphic software
package
 Can create professional and motivating
presentations
 can include text, graphics, charts, and
QuickTime movies
 can create slides that can be used for lesson,
school, or office presentations.
 can also create speaker notes, outline pages,
and audience handoutsSTID1103 146
PowerPoint Basics
☺ Getting to Know PowerPoint
☺ Creating and Opening Presentations
☺ Saving and Sharing
☺ Slide Basics
☺ Text Basics
☺ Applying Themes
☺ Applying Transitions
☺ Managing Slides
☺ Printing
☺ Presenting Your Slide Show
STID1103 147
PowerPoint Text & Objects
☺ Lists
☺ Indents and Line Spacing
☺ Inserting Pictures
☺ Formatting Pictures
☺ Shapes and WordArt
☺ Arranging Objects
☺ Animating Text and Objects

STID1103 148
PowerPoint More Objects
☺ Inserting Videos
☺ Inserting Audio
☺ Tables
☺ Charts
☺ SmartArt Graphics
☺ Embedding an Excel Chart

STID1103 149
PowerPoint Customizing Your
Presentation
☺ Modifying Themes
☺ Slide Master View
☺ Hyperlinks and Action Buttons
☺ Advanced Presentation Options

STID1103 150
 TOPIC ELEVEN (11)

INTRODUCTION TO DATABASE

1/5/18 AI 0023 151

Traditional Filing System -
Weaknesses
 Complexity
– Amount of data increases exponentially.
– Data come from many sources including internal sources,
personal sources and external sources.
 Data are scattered (Separated and Isolated Data).
– Access Time
– Duplication of data (data redundancy)
– Order of Data (lack of data integration)
 Data Inflexibility
– Difficulty in representing data from the user's view
 Data security, quality and integrity.
5-152
Database Approach
 Many programs and users can share data in
database.
 Secures data so only authorized users can
access certain data

5-153
Database Approach (cont…)
 Strengths of the database approach
– Reduced data redundancy
– Improved data integrity/consistency
– Shared data
– Easier access
– Reduced development time
– Reduce data searching time
– Facilitate report

5-154
 What is a Database?

Collection
Collection of data
data Database
Database software
software
organized
organized so Database
Database software
software also
also called
called database
database
you
you can
can access,
access,
allows you to management
management system
retrieve,
retrieve, and
and
(DBMS)
(DBMS)
use
use itit Create
Create
Create
Create forms
forms
database
database and
and
Add,
Add, Sort
Sort reports
reports
change,
change, and
and
and
and delete
delete retrieve
retrieve
data
data data
data

1/5/18 STID 1103 155

Database Examples
– Banking: all transactions
– Airlines: reservations, schedules
– Universities: registration, grades
– Sales: customers, products, purchases
– Online retailers: order tracking, customized
recommendations
– Manufacturing: production, inventory, orders,
supply chain
– Human resources: employee records, salaries,
tax deductions
 Databases touch all aspects of our lives
Database Management System
Functions
 Database Development
– Defining and organizing the content, relationships, and
structure of the data needed to build a database.
– (refer to previous slides)
 Database Application Development
– Using DBMS to create prototypes of queries, forms, reports,
Web pages.
 Database Maintenance
– Using transaction processing systems and other tools to
add, delete, update, and correct data.
 Database interrogation
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 Data Dictionary
 Known as metadata  Contains data about each file in
repository, a database and each field within
"centralized those files.
repository of
information about
data such as
meaning,
relationships to other
data, origin, usage,
and format.

1/5/18 STID 1103 158

The Hierarchy of Data
 Refers to the systematic organization of data, often in a
hierarchical form.
 A hierarchy is an arrangement of items (objects, names,
values, categories, etc.) in which the items are
represented as being "above," "below," or "at the same
level as" one another.

1/5/18 STID 1103 159

The Hierarchy of Data
 Database contains files, file contains records, record
contains fields, field contains characters, characters are
represented by bytes and bits.

1/5/18 STID 1103 160

 The Hierarchy of Data

Bit Byte Field Record File

+
Metadata
Character +
Database
Index
+
Application metadata

161
Field
 A data field holds a single fact.
 Combination of one or more characters.
 Example: “October 18, 2010". This can
be treated as a single date field (eg
birthdate), or 3 fields, namely, month,
day of month and year.
 Smallest unit of data user accesses
– Field size defines the maximum number of
characters a field can contain
– Field name uniquely identifies each field
– Data type specifies kind of data field contains
1/5/18 STID 1103 162
Data Type
 A classification identifying one of various types
of data
– Text (also called alphanumeric) — letters, numbers,
or special characters
– Numeric - numbers only
– AutoNumber - unique number automatically
assigned to each new record
– Currency - dollar and cent amounts or numbers
containing decimal values
– Date - month, day, year, and sometimes time
– Memo - lengthy text entries
1/5/18 STID 1103 163
Data Type (cont…)
 Yes/No (also called Boolean) — only the
values Yes or No (or True or False)
 Hyperlink - Web address that links to document
or Web page
 Object - OLE Object (Object Linking and
Embedding) or BLOB (Binary Large Object) -
photograph, audio, video, or document created
in other application such as word processing or
spreadsheet.
1/5/18 STID 1103 164
Record
 A record (tuple) is a collection of related fields
or a group of related fields.
 An Employee record may contain a name
field(s), address fields, birthdate field and so
on.
 Key field, or primary key is a field or
combination of fields that uniquely identifies
each record in the table.

1/5/18 STID 1103 165

Primary Key
 Uniquely identifies each record.
 Cannot be repeated.
 Can be an auto number.
 i.e. student id, i/c number, staff id, reference
no.

1/5/18 STID 1103 166

File / Table
 A file is a collection of related records.
 If there are 100 employees, then each
employee would have a record (e.g. called
Employee Personal Details record) and the
collection of 100 such records would constitute
a file (in this case, called Employee Personal
Details file).
 Files are integrated into a database. This is
done using a Database Management System.
1/5/18 STID 1103 167
Data File / Table
 Collection of related records stored on disk

Member ID First Name Last Name Address City State

2295 Donna Vandenberg 1029 Wolf Avenue Montgomery AL

2928 Shannon Murray 33099 Clark Street Montgomery AL
3376 Adrian Valesquez 15 Duluth Street Prattville AL
3928 Jonah Weinberg P.O. Box 45 Clanton AL
4872 Marcus Green 22 Fifth Avenue Auburn AL

records key fields

field
1/5/18 STID 1103 168
Data Model
 Rules and standards that define
how database organizes data and
how users view organization of
data.
 The three most common data
models are hierarchical, network,
and relational.
 Other types of data models
include multidimensional, object-
relational, hypermedia,
embedded, and virtual.
1/5/18 STID 1103 169
Relational Database Model
 Most widely used structure
 Stores data in tables that consist of rows and
columns
– Each row (record) has primary key
– Each column (column) has unique name
 Stores data relationships.
– Can relate data in one file with data in another, if both files
share a common data element.
 Uses specialized terminology:

5-170
Relational Structure

Can relate data in one file with data in another,

if both files share a common data element.

5-171
 Database Interrogation
 Database interrogation is where the end
users use a DBMS features such as Query,
Report, or entering and changing data in
database.
 Query language
– Immediate response to ad hoc data requests
– i.e. SQL, QBE
 Report generator
DBMS Function

– Quickly specify a format for information you

want to present as a report.
 Form 5-172
 Structured Query Language
(SQL)
 A database computer language designed for
managing data in relational database
management systems (RDBMS).
 Allows you to manage, update, and retrieve data
 Has special keywords and rules included in SQL
statements
SQL statement results
SQL statement

1/5/18 STID 1103 173

Query Step 1. Select the fields you
want to display in the resulting
query.

 Request for specific data

from a database.
 Query language consists of
simple, English-like
statements that allow users Step 2. Assign a name to the
query, so you can open it later.
to specify data to display,
print, or store.
Step 3. View query on the screen.

1/5/18 STID 1103 174

 Query by Example (QBE)
 A database query language for relational databases
 Program retrieves records that match criteria entered
in form fields
 Has a graphical user interface that assists users with
retrieving data
Query by example screen

criteria

Query results

1/5/18
Report Generator
 Also called report writer.
 Allows user to design a report on screen, retrieve
data into report design, then display or print
reports.

1/5/18 STID 1103 176

Form
 Window on screen that
provides areas for
entering or changing
data in database.
 Used to retrieve and
maintain data in a
database.
 Form that sends data
across network or
Internet is called e-
form, short for
electronic form.
Introduction to MS Access 2013
 Microsoft Access 2013 is a database creation
and management program.
 MS Access 2013 is a relational model
database that is commonly used in
commercial database.
 Saving a database in MS Access 2013 is
done at the beginning of the database.
 MS Access files extension:
– MS Access 97 – 2003 ~ *.mdb
– MS Access 2007 – 2013 ~ *.accdb
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MS Access 2013 Objects
 Databases in Access are composed of four
objects: tables, queries, forms, and reports.
 Other objects include: macros and modules

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MS Access 2013 Tables
 All data in Access is stored in tables, which
puts tables at the heart of any database.
 Tables are organized into vertical columns
and horizontal rows.
 In Access, rows and columns are referred to
as records and fields.

5-180
MS Access 2013 Forms
 Forms are used for entering, modifying,
and viewing records.
 Forms are used to guide people into entering
data correctly.
 Forms allow
to both add data
to tables and
view data that
already exists.

5-181
MS Access 2013 Queries
 Queries are a way of searching for and
compiling data from one or more tables.
 It contains:
– A question about the database
– An answer to the question
– Selected records answering the query

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MS Access 2013 Reports
 Reports offer the ability to present your
data in print.
 MS Access offers the ability to create a report
from any table or query.

5-183
MS Access 2013 Objects
 Every piece of data a query, form,
or report uses is stored in one of your
database tables
 Forms allow to both add data to tables
and view data that already exists.
 Reports present data from tables and also
from queries which, in turn, search
for and analyze data within those same
tables.

5-184
MS Access 2013 Objects
 Every piece of data a query, form,
or report uses is stored in one of your
database tables
 Forms allow to both add data to tables
and view data that already exists.
 Reports present data from tables and also
from queries which, in turn, search
for and analyze data within those same
tables.

5-185
MS Access 2013 Objects
(cont…)
 When conducted the search, you were
entering your search terms into a form that, in
turn, created and ran a query based on your
request.
 When the query finished searching the
database's tables for records that matched
your search, you were shown a report that
drew information from the query and the
related tables.

5-186
MS Access 2013 Objects
(cont…)

5-187
 Review: STID1103
Computer
Applications in
Management
 THE END
First Semester
2017/2018

Management Foundation
Information
1 Technology 2014/2015
© 2016 by Universiti Utara Malaysia
8 © 2016 by Universiti Utara Malaysia