Associated files: Operations Issues. Task 1 1 ½ -2 hours plus homework Task 2-2hour Task 3-30 minutes

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1 Unit 2 Infrmatin Systems Operatinal Issues Instructins and answers fr Teachers These instructins shuld accmpany the OCR resurce Operatinal Issues, which supprts the OCR Level 3 Cambridge Technical Certificate in IT Unit 2 Infrmatin Systems Assciated files: Operatins Issues Task 1 1 ½ -2 hurs plus hmewrk Task 2-2hur Task 3-30 minutes Operatinal Issues is a range f tasks that allws learners t investigate peratinal issues related t the use f infrmatin and demnstrate their learning. OCR recgnises that the delivery f this qualificatin will vary cnsiderably between schls and between different teachers. It is therefre, with this in mind, that these instructins are nly ffered as a pssible apprach t this sectin and the assciated sample answers are just examples f what culd be prduced. It is anticipated that individual teachers will wish t mdify the suggested apprach t suit their wn delivery r use their wn lessn material t suit their wn teaching style. This resurce cmprises f three tasks and is primarily written as guidance fr teachers. It is recmmended that if it is the intentin t use resurce directly with learners, then additinal guidance and assistance may need t be prvided.

2 Task 1 - Research Identify what different businesses need t cnsider in terms f peratinal issues which are related t the use f infrmatin. Then, either individually r in pairs (as directed by the teacher), research hw these different peratinal issues impact n businesses. This research shuld include: Security f infrmatin assciated with strage and transfer. Backup prcedures. The prcesses, prcedures and regulatins assciated with IT health and safety. Organisatinal IT plicies. The csts assciated with IT develpment, mdificatin, upgrading and user training. Cntinuance planning. Legislatin The list abve cntains just samples f sme f the rganisatinal issues related t the use f infrmatin that businesses shuld cnsider, hwever, it is by n means an exhaustive list, s yu culd research ther examples that yu are aware f. Yur research culd investigate hw different issues impact ne particular cmpany. Alternatively yu culd fcus n ne issue that affects a number f businesses, such as security f infrmatin r prcedures fr infrmatin backup what d yu think are the gd and bad practices and hw d yu think that they culd be imprved? It is suggested that the initial research exercise shuld take place in a 1 ½ - 2 hur lessn. Learners culd then be instructed t wrk n the presentatin f their finding as hmewrk with a view t presenting their research in a fllwing lessn. Sample answers belw.

3 Task 1 - A real rganisatinal example When Ambermills High Schl decided t put in place a new management infrmatin system (MIS), it had t cnsider many issues that it had t address. Sme f the these issues are listed belw: Ambermills wanted the capability fr its entire staff t be able t access and share infrmatin, which was relevant t their respective psitins as efficiently and as effectively as pssible. It therefre had t cnsider frming a hierarchy access prtcl, which structured what type f infrmatin, as well as its level f sensitivity, culd be accessed by which members f staff. As part f the system, Ambermills needed t draw up rigrus plicies and strategies t ensure that recrds carried up-t-date and accurate infrmatin abut students that was gathered and stred in a manner that ensured cnfidentiality. These prcedures als included methds that prvided peridic verificatin f held infrmatin such as ccasinally asking parents whether the held infrmatin n their child was crrect. Within the management infrmatin system, Ambermills Schl needed t als put in place prcedures t ensure that nly necessary infrmatin was retained. It als drew up strategies t deal with the deletin f infrmatin when it is deemed irrelevant due t being ut-f-date r as a result f a change in persnal circumstances f a student r member f staff. Ambermills als needed t cnsider hw t prevent unauthrised access t highly sensitive infrmatin n students with regard t bth the strage and transmitting f infrmatin and hw t minimise the risks f hacking r data theft frm bth within the schl and frm utside the premises. The schl als needed t draw up plicies fr when giving ut infrmatin abut students and the schl in general t the press as part f publicity disclsures (such as the reprting sprting achievements within lcal papers etc.) A critical part f the new MIS was the back-up prcedures it shuld fllw t ensure that the integrity and security f the infrmatin it held were maintained. It needed t cnsider: What media needed t used t back up the infrmatin, The schedule fr back-up (i.e hurly, daily, weekly etc,), The number f back-up cpies t made, Where back-up cpies wuld be stred. As part f the strategy f adapting existing plicies and prtcls t ensure that they are aligned with the new infrmatin management system, Ambermills als decided t write a cmprehensive Health and Safety Advice dcuments specifically targeted at staff whse wrk is primarily carried ut n cmputer wrkstatins within a technlgy-equipped ffice. Obviusly the implementatin f an rganisatin-wide IMS requires a sufficient budget fr the prject t succeed and Ambermills Schl needed t ensure that the system achieved its intended purpses and scpe whilst still remaining within that

4 prject budget. Sme f the aspects that the prject team needed t take int cnsideratin within the csting f the budget were: The hardware and infrastructure required t run the MIS, The integrating f infrmatin existing n ld systems (pssibly n paper) int the new system, The training f persnnel in the use f the new system and its assciated plicies, The mdificatin f the system t integrate ther equipment r sftware. The peridic upgrading f the MIS. The schl als had t cnsider its prcedures, methds and scheduling f assessing the accuracy, adequacy, relevance and timeliness f the infrmatin it gathered with regard t its cmpliance with the Data Prtectin act including its legal respnsibilities f string and using sensitive persnal infrmatin abut its students and emplyees. As the students within the schl were under the age f 18, Ambermills needed t cnsider its legal duties with regard t bth the MIS and its child prtectin respnsibilities. The schl als needed t cnsider what changes r new plicies it needed t put place t ensure that it was able t cmply with any requests made t it under the Freedm f Infrmatin act.

5 Task 2 Cnstructin f a plicy, strategy r prcedure Frm yur research, write a cmpany plicy, strategy r prcedure that addresses a particular peratinal issue, related t the use f infrmatin. This culd be, fr example: A prcedure fr hw the rganisatin backs up infrmatin. An acceptable use plicy fr emplyees brwsing the internet. A health and safety dcument fr emplyees wh regularly use desktp cmputers. A strategy n the cmpany s apprach t upgrading the perating system n the cmputers thrughut the rganisatin. An acceptable use plicy fr emplyees wh pssess cmpany mbile devices. Yur apprach t the dcument shuld be t cnsider the target audience that will be reading it, the purpse f the dcument, the structure f the dcument (sectins, chapters, length f sentences, use f bullet pints etc) and the type f language that shuld be used. Althugh yu shuld use yur research t help yu, yu shuld ensure that yur dcument is cmpletely yur wn wrk, in ther wrds yu must nt plagiarise (r cpy) text frm dcuments yu find n the Internet. Allw 2 hur fr this task. An example f a health and safety infrmatin dcument fr emplyees wh regularly use desktp cmputers can be fund belw.

6 Task 2 - Health and Safety Fact Sheet example Intrductin Health Hazards f Cmputer Use and Recmmendatins fr Wrk Statin Setup There are several health prblems assciated with cmputer use, hwever, thrugh prper, ergnmic use f cmputer equipment emplyees can avid all f them. The fllwing aspects are descriptins f cmputer-related health hazards and recmmended measures yu can take t reduce r eliminate yur chance f suffering frm pain, discmfrt r a disabling cnditin due t extensive cmputer use. Repetitive Strain Injuries (RSIs) As with any task carried ut repeatedly, wrking n a cmputer fr lng perids f time can result in inflammatin f tendns, nerve sheaths and ligaments and damage t sft tissues. Depending n an individual s sensitivity t the repeated actins f wrking n a keybard, the cumulative effect can be disabling. The resulting cnditins are called Repetitive Strain Injuries (RSIs). Different types f frearm and wrist RSIs frm cmputer use are carpal tunnel syndrme, tensynvitis, epicndylitis r tendinitis. If yu experience pain, numbness, tingling, r weakness in muscles r mvement f arms, hands, and fingers, it culd be a sign r symptm f an RSI. Reducing the risk f RSIs: Change hw yu use yur cmputer s that the psitin f the wrist is neutral r straight. In rder t achieve a neutral psitin, the keybard needs t be placed s the arms bend at apprximately a 90-degree angle. Bending the wrist puts additinal pressure n the tendns and nerves at the same time they are being required t wrk. By bending the wrist, yu are cnstricting the space available fr yur tendns and nerves. Yu shuld always try t avid resting the wrist r frearm n a hard surface while typing. This causes cntact stress, hwever, if yu feel yu really want a wrist rest, yu shuld ensure that it is well-padded and always replace it when it begins t lse its cushining. Avid wearing a wrist-brace unless a dctr prescribes it as braces als cnstrict nerves and tendns in the mving hand and wrist. Back, Neck and Shulder Prblems Neck and shulder pain and stiffness can ccur as a cnsequence f the pr siting f the cmputer mnitr, muse r the dcument yu are wrking frm. If this equipment is nt sited crrectly, the muscles f yur neck and shulders are cnstantly wrking t maintain yur head and arms in an awkward psitin. Using the phne while typing can als cause neck and shulder pain as a cnsequence f cradling the phne t yur ear.

7 Reducing the risk f Back, Neck and Shulder Prblems: Yur line f visin shuld be level with the tp f the mnitr, the muse shuld be next t the keybard at the same height, and a dcument hlder shuld be used t make sure paperwrk is at the same distance, angle and height as the mnitr. Arrange the cmputer equipment in a straight line s yu are nt twisting yur back. T reduce telephne related muscle stress, use the speaker functin r a headset. Sitting in a chair that des nt prvide supprt fr the lwer back, r lumbar, can cause back pain. If there is n lumbar supprt, back muscles experience fatigue because they must d mre wrk t keep the bdy in an upright psitin. An unsuitable chair als cntributes t pr psture, such as sluching, that puts pressure n the spine. Sit in a gd chair that is adjustable and allws yu t mve the seat up and dwn, the armrests in and ut and the seat back frward and back. Chairs shuld be adjusted s the feet can be placed squarely n the grund r a ftrest. Visin Peple wh use cmputers fr prlnged perids f time ften cmplain f eyestrain, eye fatigue, eye irritatin and blurred visin. Frtunately, crrecting these prblems can be relatively simple. Helpful Hints: T reduce glare, tilt the screen dwn slightly s that that verhead lighting des nt hit the screen. Place mnitrs at right angles t windws s glare des nt hit the screen r the user s eyes. Use blinds r curtains fr cntrlling sunlight glare. Reduce rm lighting t half-nrmal ffice levels and use task lighting fr paper wrk and ther tasks. Try these methds befre relying n glare screens, as they are dust cllectrs and require cntinuus cleaning. If there is flicker, r small and illegible characters, make sure the cmputer is perating prperly and that the screen and characters are big enugh t read cmfrtably. Prlnged, intense viewing f the mnitr can als cause flickering sensatins. Take breaks by lking away frm the screen fr ten secnds; make phne calls r d ther wrk and give yur eyes a rest. Dryness and irritatin are als cmmn cmplaints. Keep cmputers and desk areas clean t keep dust levels dwn and help reduce eye irritatin. Dn t frget t blink when wrking at a cmputer. Eyes need lubricatin and with cmputer wrk, especially in a dry wrkplace, blinking is especially imprtant, as is drinking plenty f water thrughut the day. Wearing cntact lenses can aggravate the prblem. Sme peple discver they either need crrective lenses r a change in their lens prescriptin. This is nt because cmputer wrk is actually causing a wrsening f visin, but the intensity f the wrk can aggravate an existing, but undiscvered visin prblem. If yu wear glasses, they may nt give yu the mst efficient viewing f the screen and yu may need a special prescriptin fr cmputer use.

8 Task 3 The class review (ptinal) Yur teacher will invite yu t cme t the frnt, display yur dcument n the whitebard and ask yu t describe what it is, why yu used the particular language and layut, it s intended audience and purpse and what benefits it will bring t the rganisatin. Yur class clleagues may wish t ask further questins regarding yur apprach. Allw 30 minutes fr this task. These activities ffer an pprtunity fr English skills develpment.