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MODULE 1 USING INFORMATION SYSTEMATICALLY

Description This module covers the knowledge, skills and attitudes required to use technical information
systems, apply information technology (IT) systems and edit, format & check information.

UNIT 1 USING TECHNICAL INFORMATION

Objectives At the end of this unit, you should be able to:

● Collate and organize information into a suitable form for reference and use;

● Classify stored information so that it can be quickly identified

and retrieved when needed; and
● Prepare data in the workplace
LESSON 1 Collating Information

Introduction Obtaining information is essential for reaching well-informed conclusions and developing
thorough understanding of a topic. Through aggregating information from several sources, we
can guarantee a comprehensive comprehension. This process allows for the identification of
patterns, trends, and critical details that may otherwise be overlooked.
Media

TOPIC 1 Collating Information process

Presentation on Collating Information

COLLATING INFORMATION is a process of gathering, organizing, and preparation of data for analysis
and interpretation for presentation. This process includes tasks such as data entry, record keeping, data
mining, and data analysis.
GOAL OF COLLATING INFORMATION
 ensure the accuracy
 consistency
 currency of all relevant data

What does it mean to collate information?

TOPIC 2 Interpretation of relevant data

Presentation on Interpretation of relevant data

IMAGES: Pictures associated with Interpretation of relevant data

Classification of Information according to context

● general
● specific

Classification of information
● property
● organizational
● technical

Interactive Quiz H5P/Drag and Drop (5 items) Classification of information

Media

References  Collate: Meaning and usage. (n.d.). Retrieved from

https://www.wineverygame.com/words/collate.html

 Explorium_Admin. (2023, August 31). Property Data | Explorium. Explorium.

Retrieved from https://www.explorium.ai/blog/location-data/property-data/

 Brynjolfsson, E. (1994). Information assets, technology, and organization.

Management Science, 40(12), 1645-1662. Retrieved from
https://www.jstor.org/stable/2632943
LESSON 2 Collecting, Organizing, and Analyzing Information
Introduction
Collecting, organizing, and analyzing information are fundamental steps in transforming raw data into
meaningful insights. By systematically gathering data, structuring it logically, and scrutinizing it
thoroughly, we can uncover patterns and trends. This comprehensive approach aids in making informed
decisions and developing effective strategies.
TOPIC 1 Collection of information and organization of data

Presentation on Collection, Organization and Analysis of Data

Reasons for Collection, organization, and analysis of data
 Decision making
 Process improvements
 Competitive advantage
 Risk management
Ways of collection, organization and analysis of data
 Implement measurement system
 Organize data
- Enter any essential data into the computer
- Transcribe any audio or video tapes
- Sort information by category or ways appropriately
- Convert qualitatiebdata into qualitative data as needed , if feaseable and relevent.
 Organization of framework
Media

 Reasons for collecting, organizing and analyzing data

  Methods in organizing data

TOPIC 2 Information analysis

Media

Infographics: 5Ws and H

 The Five Ws and H
- Who
- What
- Where
- When
- Why
- How
Interactive Quiz H5P/Drag and Drop (5 items) Identification of 5Ws and H

 Sharma, R. (2023, July 3). What is data collection? Why is it important for
your business? Emeritus Online Courses. Retrieved from
https://emeritus.org/blog/dataanalytics-what-data-collection/#:~:text=third
%2Dparty%20data.-,Why%20is%20Data%20Collection%20Important
%3F,better%20decisions%2C%20and%20so%20on.

 The Council on Quality and Leadership. (2021, November 2). 12 reasons

why data is important - The Council on Quality and Leadership. Retrieved from
References https://www.cq-l.org/resources/guides/12-reasons-why-data-is-important/

 Chapter 37. Operations in evaluating community interventions | Section 5.

Collecting and analyzing data | Main section | Community Tool Box. (n.d.).
Retrieved from https://ctb.ku.edu/en/table-of-contents/evaluate/evaluate-
communityinterventions/collect-analyze-data/main

 Rupp, E. E. (2023, May 2). How to organize information: The best methods
for lifelong learning. ABLE Blog: Thoughts, Learnings and Experiences.
Retrieved from https://able.ac/blog/how-to-organize-information/
LESSON 3 Preparing Data in the Workplace

TOPIC 1 Prepare data for analysis and presentation

Media
Presentation on Preparation of Data in the Workplace

How to prepare data for analysis and presentation?

 Define your objective and questions
 Select and collect data
 Clen and validate data
 Organize and structure data
  Transform and enrich your data
 Explore and visualize your data
TOPIC 2 Presentation of Data

Media Video on Tips on Presentation of Data at Work

Steps on how to present Data

● Know you’re your audience
● Define Your Objectives
● Choose the Right Format
● Organize Your Data
● Highlight Key Findings
● Provide Context
● Use Visuals Effectively
● Keep it Simple and Clear
● Tell a Story
● Practice and Get Feedback
● Engage Your Audience
● Follow Up
References  How do you prepare data for analysis? (2023, September 3). LinkedIn.
Retrieved from https://www.linkedin.com/advice/3/how-do-youprepare-data-
analysis-skills-data-analysis#define-your-objectives-andquestions

 Jeff Su. (2021, July 13). 7 Effective tips for presenting data at work! [Video].
YouTube. Retrieved from https://www.youtube.com/watch?v=jizZKNnx9wA
UNIT 2 Applying information technology (IT)

Objectives At the end of this unit, you should be able to:

 Identify information technology system, it’s process and components.

● Operate appropriate and valid procedures for inputting, maintaining, and archiving
information.
● Handle, edit, format and check information and data obtained from a range of internal
and external sources.
● Implement specified security measures to protect the confidentiality and integrity of
project data held in IT systems.

LESSON 1 Brief Introduction on Information Technology (IT)

Introduction In today's "Information Age," effectively using information is crucial, similar to how the industrial
revolution shaped history. Computers and software enables you to process data and perform
tasks more efficiently than before. IT systems are versatile and can perform a wide range of
functions to support modern operations.

TOPIC 1 Information Technology System/ Input, Output, Processing and Storage

Information Technology (IT) systems handle processing, storing, and transmitting various types of information like
text, numbers, images, audio, and video. This information is represented in IT systems using binary digits (ones
and zeros), known as data.

These four functions encompass the methods through which data moves the computer system:
 Input—the process by which the computer accepts data input from the user via peripheral
devices, such as mice, keyboards, scanners, cameras, and microphones.

Output—The processed data is displayed or played back to the user using an output
device, such as a monitor or speaker system.

Processing—The data is stored in memory and processed by the CPU, following

instructions from the operating system and application software.

Storage—Data might be stored in various kinds of storage devices, like hard disks or
optical discs, as data retained in most system memories is only maintained during
computer power-up.

Media Interactive Quiz: Drag and Drop using H5P (10 items)

TOPIC 2 What is Data, Information and Knowledge

Data refers simply to raw facts and figures.

Information is the data which is presented in a context so that it can answer a question or support decision
making.

Knowledge is the collection of all that is known; In an information system, it is the application of information by the
use of rules.

Data has two category:

Quantitative data is:

 Countable or measurable
 Relates to numbers
 Factual i.e. fixed values
 Source-counting or measurement
 Data can be measured accurately
 Structured data collection methods
Qualitative data is:
  Descriptive
 Relates to words of language
 Subjective i.e. open to interpretation
 Source-observations, interviews, open dataset
 Data can be observed, not measured
 Semi-structured or unstructured data collection methods

Media Interactive Slideshow on Data Information and Knowledge

References Publisher, A. R. a. R. O. O. (2015, October 27). 11.2 Data, information, and

knowledge. Pressbooks. https://open.lib.umn.edu/informationsystems/chapter/11-2-
data-information-and-knowledge/

Paunović, K. (2008). Data, information, knowledge. In Springer eBooks (pp. 203–207).

https://doi.org/10.1007/978-1-4020-5614-7_685

LESSON 2 Software Application in Collating Information

Introduction Application software has become essential in your daily lives. From Microsoft Office to Gmail
and Facebook Messenger, many rely on a range of apps for personal and professional tasks.

You've come a long way from the days of single-application computers with software installed
via floppy disks and CDs.

Today, the diversity of software options offers many choices, which can be both exciting and
challenging as you select the best tools to meet your needs.

TOPIC 1 Application Software

Application Software

 often referred to simply as "apps" or "programs,"

 a class of software specifically designed to perform
various tasks and functions for end-users.
 enables users to perform specific tasks, such as
word processing, graphic design, or playing games.

Media Interactive Slideshow on Types of Utilized Application Software

References Bourgeois, D. (2014, February 28). Chapter 4: Data and Databases. Pressbooks.
https://pressbooks.pub/bus206/chapter/chapter-4-data-anddatabases/

TOPIC 2 Types of Utilized Application Software

Choosing the right application software improves functionality and efficiency. Understanding different types can
save time and costs, optimize resources, boost productivity, and enhance your decision-making.

Here are some frequently utilized application software options:

1. Word Processing Applications: Word processing software formats and edits text, creating memos,
letters, faxes, and documents. It enhances text with functions like thesaurus, synonyms, and antonyms.
Users can customize font color, effects, and styles with Word Art. It also checks grammar and spelling for
errors.
Example: Microsoft Word

2. Multimedia Applications: Multimedia application software allows users to generate or capture images, as
well as create audio and video files. It is widely utilized for animation, graphic design, and video editing.
Examples: VLC media player and Windows Media Player.

3. Database Software Applications: Database application software, known as a Database Management

System (DBMS), is used to create and manage databases. It organizes data and allows applications to
retrieve, modify, and save data back into the database.
Examples: Oracle, MySQL, Microsoft SQL Server, PostgreSQL, MongoDB, and IBM Db2.

4. Spreadsheet Applications: Spreadsheet software is used for calculations, organizing data in a table.
Each cell can contain text, dates, times, or numbers.
Examples: Microsoft Excel and Google Sheets

5. Presentation Applications: Presentation software let users display ideas visually through slides. It
includes a text editor, tools to add graphics and multimedia, and a slideshow feature for presenting the
content.

Example: Microsoft Powerpoint

6. Web Browsers or Online Applications: A web browser let users access, view and interact with
websites and online content. It allows searching, downloading files and using web applications.
Examples: Google Chrome, Mozilla Firefox, Microsoft Edge, and Safari

Activity on Utilization, Importance and Challenges in Discovering Software Applications

Media Presentation on Application Software

References Sreejith. (2022, June 21). Types of Application Software: A Detailed Guide for 2022. Fingent
Australia. https://www.fingent.com/au/blog/a-detailedguide-to-types-of-software-applications/

Kizzionline. (2021, December 14). Explanatory Guide To Computer Application Software

Packages » BAZECITY NEWS. BAZECITY NEWS. https://www.bazecity.ng/explanatory-guide-
to-computer-applicationsoftware-packages/

Internet basics: using a web browser. (n.d.). GCFGlobal.org.

https://edu.gcfglobal.org/en/internetbasics/using-a-web-browser/1/

LESSON 3 Database Management

TOPIC 1 Database Designing and Management

A database is an organized collection of related information, Bourgeois (2014). Many information
systems aim to convert data into actionable information, ultimately leading to the creation of knowledge
that can guide decision-making. To achieve this, the system must be capable of contextualizing the data
and offering functionalities for aggregation and analysis. This is precisely the role for which a database
is designed.

Designing a Database

The design process consists of the following steps:

 Determine the purpose of your database .

This helps prepare you for the remaining steps.

 Find and organize the information required

Gather all of the types of information you might want to record in the database, such as
product name and order number.

 Divide the information into tables

 Divide your information items into major entities or subjects, such as Products or Orders.
Each subject then becomes a table.

 Turn information items into columns

Decide what information you want to store in each table. Each item becomes a field, and is
displayed as a column in the table. For example, an Employee’s table might include fields
such as Last Name and Hire Date.

 Specify primary keys

Choose each table’s primary key. The primary key is a column that is used to uniquely
identify each row. An example might be Product ID or Order ID.

 Set up the table relationships

Look at each table and decide how the data in one table is related to the data in other
tables. Add fields to tables or create new tables to clarify the relationships, as necessary.

 Refine your design

Analyze your design for errors. Create the tables and add a few records of sample data.
See if you can get the results you want from your tables. Make adjustments to the design,
as needed.

 Apply the normalization rules

Apply the data normalization rules to see if your tables are structured correctly.
Make adjustments to the tables, as needed.

Data Types

1. Text- Used for brief, non-numeric data, typically under 256 characters, with the database
designer specifying the maximum length of the text
2. Number: Designed for storing numerical values, with different available types depending on the
 range of values needed.
3. Yes/No: A specialized version of the number data type, typically one byte in length, representing
"No" or "False" as 0, and "Yes" or "True" as 1.
4. Date/Time: An exclusive form of the number data type capable of representing both numeric and
time values.
5. Currency: A unique number data type that formats all values with a currency indicator and two
decimal places.
6. Paragraph Text: This data type facilitates the storage of text exceeding 256 characters.
7. Object: This data type enables the storage of non-keyboard input data, such as images or music
files.
Media Interactive Quiz H5P/Multiple Choice (10 items)

References Bourgeois, D. (2014, February 28). Chapter 4: Data and Databases. Pressbooks.
https://pressbooks.pub/bus206 /chapter/chapter-4-data-anddatabases/

Database design basics - Microsoft Support. (n.d.).

https://support.microsoft.com/en-us/office/database-design-basics-
eb2159cf-1e30-401a-8084-bd4f9c9ca1f5#bmfindandorganize

LESSON 4 Confidentiality, Integrity and Availability (CIA)

TOPIC 1 Fundamental Properties of Secure Information

Information security is vital in our digital world to protect against threats like unauthorized
access, misuse, and data loss. The core principles of information security are key to building a
strong defense, including best practices and techniques to safeguard important data.

Confidentiality refers to protecting information from unauthorized access.

 What happens if the principle of confidentiality is violated?

One potential scenario is a compromise of the information or data. When there are no
precautions or restrictions to protect the information, anyone without authorization can readily
access it.

Integrity means data are trustworthy, complete, and have not been accidentally altered or
modified by an unauthorized user.

If unauthorized people cannot access the information, they cannot change it. While backup
controls enable you to restore access to destroyed information, audit logs let you know who
has changed a piece of information.

Availability means data are accessible when you need them.

Set up access control for the right people and train them on security measures so they can
assist you in keeping the information secure.

 Where to access the information: Depending on the time and location, different data
may be accessible. A user might need to be physically present at an office building
owned by the organization or in a specific nation to access a particular spreadsheet.

 How information can be accessed: User credentials or information provided by the

user may affect how they access it. For example, someone can use two-way factor
authentication to log in, requiring a username and password.

 When information can be accessed: Setting temporal limits for information may be
essential. A temporary employee may only have access to a document for the duration
of their employment.

Media Interactive Quiz H5P/Multiple Choice (5 items)

References Confidentiality, Integrity, and Availability: The CIA Triad | Office of Information Security |
Washington University in St. Louis (wustl.edu)

Fundamental Principles of Information Security - InfosecTrain

UNIT 3 Editing, formatting and checking information

Objectives At the end of this unit, you should be able to:

● Use editing and formatting tools and techniques for more complex documents.

● Use proofreading techniques to check that documents look professional.

LESSON 1 Data Editing in Surveys and Data Processing

TOPIC 1 Data Editing Types

Data Editing Types

There are several types of commonly used data editing, which include:

Validity edits ensure correct handling of record identifiers, invalid characters, and values, complete
essential fields, use correct units, and report data within acceptable ranges, often integrated into
computer-assisted data collection systems.

Duplication edits ensure single record entry for respondent or survey unit, preventing multiple
appearances, especially in name changes, and ensuring data is entered into the system once.

Consistency edits ensure consistency within records by comparing answers within the same record,
identifying inconsistencies, and verifying the correspondence of figures reported in different sections.

Historical edits compare current survey answers with previous surveys, flagging any dramatic
changes, scrutinizing ratios and calculations, and questioning percentage variances outside established
limits.

Statistical edits cover the entire data set, rejecting extreme values and outliers, while miscellaneous
edits include reporting arrangements, survey-specific checks, correct classification verifications, and
legibility checks.

Media Interactive Slideshow Data Editing Types

TOPIC 2 Levels of Data Editing

Data editing can be carried out manually, with computer programming assistance, or a combination of
both methods. Depending on the data submission medium (electronic or paper), there are two levels of
data editing— micro-editing and macro-editing.

Micro-editing involves correcting data at the record level. This process identifies errors in data by
verifying individual data records, aiming to ensure data consistency and rectify individual data records.
● Does the document make sense, and is it clear?
● Are the title and abstract concise, accurate, informative, and in the appropriate style and length?
● Are the paragraphs arranged in the correct order?
● Is the emphasis adequate?
● Are the data precise?
● Are the references sufficient?
● Do the tables and figures align with the text, and are they effectively presented?
● Is the document relevant to the reader and at an appropriate level?
● Is the document concise?
Macro-editing also identifies data errors but does so by analyzing aggregate data (totals). The data is
compared with information from other surveys, administrative files, or previous iterations of the same
data. This process assesses the comparability of the data.
● Completeness
● Correct grammar, syntax, spelling, and punctuation
● Are the abbreviations, acronyms, and symbols accurately defined and consistent?
● Capitalization
● Numbers (words or numerals?) and units (correct and consistent?)
● Heading hierarchy, fonts, consistency of bulleted lists, and justified/unjustified text
● Are the references following the appropriate style, are all referenced sources listed, and are all listed
sources cited?
● Tables and figures should be comprehensive with titles, legends, and axis labels, consistent,
accurately numbered, cited in the text, and positioned correctly within the text.
● Accuracy and consistency of drug names and medical terminology

Activity on Identifying and Maintaining Data Quality

Media Interactive Slideshow on Levels of Data Editing

LESSON 2 Proofreading Techniques

Introduction Proofreading is a meticulous process essential for ensuring written content is error-
free, clear, and polished. Effective proofreading techniques enhance the overall quality
 of documents, whether they are academic papers, business reports, or creative works.

By employing these proofreading techniques, writers can enhance the clarity,

accuracy, and professionalism of their written work. Each technique contributes to a
comprehensive approach to proofreading that ensures content is error-free and ready
for its intended audience.

TOPIC 1 Techniques for Proofreading

Proofreading occurs when editing is finished and concentrates on identifying surface-level issues such
as spelling and grammar errors.

Techniques for Proofreading

● Read your paper aloud to detect discrepancies between written and spoken language.
● Create a list of typical errors and be vigilant for them.
● Read the text in reverse order to prevent the brain from automatically correcting mistakes.
● Concentrate on proofreading for one type of error at a time.
● Double-check everything, including proper names, citations, punctuation, page numbers,
header/footer content, and fonts.
● Read slowly and meticulously to ensure thorough examination. Basic Competencies Integrated with
21st Century Skills Using Information Systematically Date Developed: March 2024 Module No.: 6 NC
Level: III Developed and issued by: TESDA in collaboration with USAID Opportunity 2.0 Page 58 of 62
Additional Helpful Tips
● Focus on the task, eliminating distractions and background noise to enhance error detection.
● Refrain from editing your paper immediately after writing it. Take a break for a while, even a few days,
and return to it with fresh eyes to identify more errors.
● Once you have reviewed it extensively, have someone else read it. A second set of eyes can spot
additional mistakes.
● Do not solely depend on spell check or grammar check tools, as they may overlook certain errors.
● Understand whether it is more convenient for you to edit on a computer or a printed page.
● Keep your reference materials close at hand for quick consultation. Useful resources include a
dictionary, thesaurus, handbooks, and handouts

Media Presentation on Proofreading Techniques

Interactive Quiz H5P/True or False (5 items)

References Data Editing in Surveys and Data Processing References: Government of Canada,
Statistics Canada. (2021, September 2). 3.4.3 Editing.
https://www150.statcan.gc.ca/n1/edu/powerpouvoir/ch3/editing-edition/5214781-
eng.htm Manuscript editing: macro and micro editing techniques. (n.d.).
https://www.rxcomms.com/blog/manuscript-editing-technique

Proofreading Techniques Reference Basic Competencies Integrate | University Writing

& Speaking Center. (n.d.). University of Nevada, Reno. https://www.unr.edu/writing-
speakingcenter/writing-speaking-resources/editing-and-proofreading-techniques
English Language editing software. (n.d.). QuyaSoft.
https://quyasoft.com/apps/english-language-editing-software-2