Computerisation in a business like Craven Plc Essay

Plotters: A device designed to produce charts, drawings, maps and other forms of graphical information on paper. The images can be produced by pens, electro-statically, or ink jets. Storage Methods There are two different forms of storage available these are main storage and backing storage. Main Storage: This consists of the Hard disk drive (HDD) and the floppy disk drive. These are storage facilities present within the computer. Information can be saved onto the HDD ready to be opened at some future date. Application software packages and programmes are also stored on the hard disk. The average PC will have an internal HDD of at least 6Gb. The floppy disk drive is another type of main storage. It uses floppy disks to store information in a similar way to a hard drive. Backing Storage: The performance of a computer system can be improved by the addition of more memory. If there is too little memory then more frequent access to the hard disk is required and this will slow down the overall system performance. Therefore many computer applications require quick, direct access to individual records within a file. For this reason, we need backing storage. Backing storage comes in various forms for example compact disks and floppy disks. Backing storage is a portable and convenient way of saving information. To reduce the risk of data loss it is wise to save information on the computers hard drive and make a copy onto a disk or another type of backing storage for insurance purposes. Types of backing storage:   Floppy disks: The most common storage device available, these provide extremely cheap storage and have a capacity of 1. 5 Mb.   Compact Disk (CD-ROM): These have been used for some years as storage devices for computer software. It only accesses information which is already stored on it and is able to store 650 Mb of information.   Zip Drives: A storage device that has become popular over the last few years because it offers the convenience and portability of a floppy disk, combined with a 100 Mb capacity. CD-R and CD-RW:The difference being that CD-R disks can only have data saved to them once, While CD-RW can be used in the same manner as other storage devices having data saved to them on a re-usable basis.   DVD (digital versatile disc) using the same basic principles as the CD, DVD packs the data more densely and can store 4. 7Gb compared with the CD’s 650Mg, can hold 133 minutes of video, with Dolby surround sound. Data pens: A new storage device that plugs into the computers USP drive. These are small and compact and have a capacity of 80Mb. Magnetic Tape: Convenient and cheap medium for backing up hard disks onto computers. Mostly used for mainframe computers for storing information for a long duration. Magnetic tapes will not be suitable for a small company like Craven Plc. Data Protection: Craven Plc must comply with the data protection act in order to hold personal information of customers. The data protection act works in two ways. It gives you certain rights. It also says those who record and use personal information must be open about how the information is used and must follow the eight principles for good handling. The eight principles were put in place to make sure that your information is handled properly. They say that data must be: 1. Fairly and lawfully processed. 2. Processed for limited purposes. 3. Adequate, relevant and not excessive. 4. Accurate. 5. Not kept for longer than is necessary. 6. Processed in line with your rights. 7. Secure, and 8. Not transferred to countries without adequate protection. Micro computers: Micro computers include personal computers and laptop computers, they are usually equipped with hard disk, floppy disk drive, between 1 and 32 megabytes of memory, a keyboard and a VDU unit. Microcomputers will be suitable to fulfil the needs of Craven Plc. Mainframe Computers: These are large systems that can hold vast amounts of data. Mainframe computers occupy a whole floor of a fair sized building. These powerful mainframe computers are present in very large companies storing huge amounts of data on to disk. Mainframe computers cost tens of thousands of pounds, therefore they are not suitable for a small business like Craven Plc. File Server: This is a specially configured microcomputer to control the exchange of files between network users. A file server also has more memory and disk storage than normal microcomputers. These classifications of computers are usually based on physical size, speed, processing capabilities, memory size, disc storage, capacities and cost. Direct and Sequential Access: Direct access devices can go directly to the file or record. For example a CD can go directly to track number 10. Sequential access devices have to run through the file sequentially, for instance, if we want track 10 on a cassette, The cassette moves from the beginning from track 1 to 9 until it comes to track 10. 4) Proposed purchases and prices of equipment 2x Sony Intel 2. 6GHZ DVD CDRW Laptop   256Mb RAM, 40Gb Hard Drive   DVD/CDRW Drive   15 inch TPT screen i 899 each = i 1798 4x Packard Bell 6111 Intel Pentium 42. 8GHZ processor and 15† TFT monitor   Intel P4 2. 8 GHz processor 512 Mb RAM   160 GHb Hard Drive i 1199 each =i 4796 4x PacKard Bell 5050 and Xp2600+ PC and 17† CRT monitor   Athlon Xp 2600 & processor   256Mb RAM. 60 Gb hard Drive i 549 each =i 2196 4x Hewlet Packard DJ 9300 A3 Desktop printer i 279 each =i 1116 3x Hewlet Packard scanner i 99 each =i 396 Network- Windows 2000 professional i 3449 Web Designer Approx 3000to4000 Training costs i 2000 Specialist soft ware – Sage Accounts i 2000 Web Train Video Conferencing i 1000 Total cost i 22751 5) Proposed method of change over from manual to the new computerised systems Before the change over can take place an extensive training programme needs to take place. This may take several months to train the current workforce in the correct operating procedures of the new system. To ensure information will not be lost in transition the old manual method needs to be in place for the first 2 months along side the new computerised system. In the unlikely case of system collapse information and data will still be on hand. This change over will inevitably endure a small cost of training and staff development. 6) Procedure to transfer the payroll from the old to the new system Payroll is something Craven Plc cannot afford to get wrong. Therefore manual systems need to be in place for 3-4 months along side the new computerised sage accounts system. This will again ensure against loss of data.