WAEC SSCE - Data Processing - 2015 (Essay and Test of Practical Work)

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This question tests core database concepts, what a database management system does, and how data can be lost and protected.

(a)(i) Database

A database is an organised collection of related data stored together so that it can be easily accessed, managed, and updated. For example, a school's student records kept in structured tables form a database.

(a)(ii) Database management system (DBMS)

A database management system is the software that allows users to create, store, retrieve, update, and control access to a database. Examples are Microsoft Access, MySQL, and Oracle.

(b) Three functions of a database management system

• Data storage, retrieval and update: it lets users add, read, change, and delete records.
• Data security and access control: it uses passwords and user rights to control who can view or edit data.
• Backup and recovery: it keeps copies of the data and can restore them after a failure.

(Other valid functions: enforcing data integrity, allowing multiple users to share data concurrently, providing query facilities.)

(c) Two ways through which data can be destroyed

• Virus or malware attack that corrupts or deletes files.
• Accidental or deliberate deletion/overwriting by a user (human error or sabotage). (Hardware failure, fire, power surge, and theft are also acceptable.)

(d) Three precautionary measures to prevent data loss

• Take regular backups and store copies in a separate, safe location.
• Install and update antivirus software to guard against malware.
• Use access controls (passwords and user rights) so only authorised people can change data.

(Other valid measures: use an uninterruptible power supply against power failure, keep the system physically secure, and avoid opening suspicious files/attachments.)

Examination reminder: keep the difference clear: a database is the stored data, while a DBMS is the software used to manage that data. Marks are lost when the two are confused.

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This question tests what an application package is, the uses of common packages, the benefits of a presentation package, and good practice when building a PowerPoint presentation.

(a)(i) Application package

An application package is a ready-made program (or set of programs) developed to perform a specific type of user task, sold or supplied for general use rather than written for one organisation only. Examples are Microsoft Word, Excel, and PowerPoint.

(a)(ii) One use each of any four application packages

(b) Two benefits of a presentation package

• It lets you present information attractively and clearly using slides that combine text, images, and multimedia.
• It supports and organises a speaker, allowing points to be revealed one at a time and reused or edited easily for later presentations.

(c) Three guidelines for creating a good MS PowerPoint presentation

• Keep each slide simple and uncluttered: use short bullet points, not long paragraphs (follow a rule such as few lines per slide).
• Use a large, readable font and good colour contrast between text and background so the audience can read from a distance.
• Keep the design consistent (same theme, fonts, and layout) and use images or animation only where they add meaning, not as distraction.

Examination reminder: when asked for guidelines, give practical design rules (readability, brevity, consistency), not just "make it nice"; each specific, distinct point earns a mark.

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This question tests data security concepts, risk assessment, access control in databases, and the duties of a database administrator.

(a)(i) Data security

Data security is the protection of data from unauthorised access, alteration, disclosure, or destruction, so that its confidentiality, integrity, and availability are preserved.

(a)(ii) Data risk assessment

Data risk assessment is the process of identifying the threats and vulnerabilities that could affect an organisation's data, judging how likely each is and how much harm it would cause, so that suitable safeguards can be chosen.

(b)(i) Access control

Access control is the security mechanism that decides and enforces who is allowed to view or use data and resources, and what actions (read, write, modify, delete) each user may perform.

(b)(ii) Access control methods in database security

• Discretionary Access Control (DAC): the owner of the data grants or revokes access rights to other users.
• Mandatory Access Control (MAC): access is decided by fixed security classifications/labels set by the system, not by individual owners.
• Role-Based Access Control (RBAC): permissions are assigned to roles, and users gain access according to the role they hold.

(Authentication methods such as passwords and biometrics support these controls.)

(c) Three roles of a database administrator (DBA)

• Managing security and access: creating user accounts and granting or revoking privileges to protect the data.
• Performing backup and recovery: keeping copies of the database and restoring it after failure.
• Maintaining and tuning the database: monitoring performance, controlling storage, and keeping data integrity (other valid roles: installing/upgrading the DBMS, designing the database structure).

Examination reminder: keep the terms distinct: data security is the overall protection, risk assessment is judging the threats beforehand, and access control is the specific mechanism that limits who can do what.

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This question tests your understanding of the operating system as system software and how it differs from application software, plus the practical steps for password-protecting a document.

(a)(i) Definition of an operating system

An operating system (OS) is the system software that manages the computer's hardware and software resources and provides a platform (an interface and set of services) on which application programs can run. Examples are Windows, macOS, Linux, and Android.

(a)(ii) Two functions of an operating system

• Memory management: it allocates and frees memory (RAM) for running programs.
• Process/CPU management: it schedules and controls the execution of programs, deciding which task uses the processor and when.

(Other acceptable functions: file management, device/input-output management, providing a user interface, security and access control.)

(a)(iii) Two differences between an operating system and application software

(A third valid difference: the OS is general-purpose infrastructure, while application software is designed for a particular user task.)

(b) Steps to password a document from the Save As dialogue box (word processor)

1. With the document open, click File then Save As to open the Save As dialogue box.
2. Choose the folder/location and type a file name.
3. Click the Tools button (near the Save button) and select General Options.
4. In the Password to open box, type the password you want.
5. (Optionally type a Password to modify as well.)
6. Click OK; when asked, re-type the password to confirm it, then click OK.
7. Click Save to store the document with password protection.

Examination reminder: the key distinction to state is that the operating system controls the hardware and must be present for the computer to function, whereas application software runs on top of it to do a user's specific job.

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This practical question tests how to create and format a document in MS Word: opening the program, setting the page, arranging paragraphs, applying character formatting, building a table with a merged total cell, and finally saving and printing.

(a) Type the passage in MS Word using A4 size and portrait orientation (starting from the desktop)

1. From the desktop, click Start, find and click Microsoft Word (or double-click its desktop icon), then choose Blank document.
2. Click the Layout (Page Layout) tab, click Size and select A4.
3. Still on the Layout tab, click Orientation and select Portrait.
4. Type the passage of the report into the document.
5. Save your work regularly as you type.

(b)(i) Begin the second and third sentences in new paragraphs

Place the cursor immediately before the first word of each of those sentences and press the Enter key to push each sentence onto its own new line/paragraph.

(b)(ii) Write the first sentence in capitals, underline it and bold it

1. Select (highlight) the first sentence.
2. Click the Change Case button on the Home tab and choose UPPERCASE (or retype it in capitals).
3. With the sentence still selected, click U (underline) and B (bold) in the Font group.

(b)(iii) Begin the first letter of a sentence with a capital letter

Word does this automatically (AutoCapitalize) when you type; otherwise select the letter, use Change Case and choose Sentence case, or simply retype the first letter as a capital.

(b)(iv) Represent the observation in a table with three columns

Click Insert then Table, choose a table of 3 columns and enough rows, then fill it in. Summarising the student's observation gives:

(Counting the list Car, bus, bus, car, lorry, motorcycle, car, tricycle, motorcycle, bus, bus gives 3 cars, 4 buses, 1 lorry, 2 motorcycles, and 1 tricycle, which add up to \(3+4+1+2+1 = 11\) vehicles.)

(b)(v) Merge the first two cells of the last row and type "Total"

1. Select the first two cells of the last row.
2. Right-click and choose Merge Cells (or use Table Tools, Layout, Merge Cells).
3. Type Total in the merged cell, and in the last column of that row type the total, 11.

(b)(vi) Save the document as "Vehicular traffic"

Click File then Save As, choose a location, type the name Vehicular traffic, and click Save.

(b)(vii) Print the document

Click File then Print, confirm the printer and number of copies, and click Print (make sure the printer is switched on and has paper).

Examination reminder: when a table asks for a total, count each category carefully from the data and make the totals add up (here 11); a merged "Total" cell must sit in the correct last row with the correct sum.

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