UTILITY PROGRAMS

UTILITY PROGRAMS

These are also called Service programs.  A utility program is a form of system software that performs a specific task, usually related to managing a computer, its devices or its programs.  Popular types of utility programs include:

-       File viewer

-       File compression utility.

-       Diagnostic utility.

-       Disk scanner

-       Disk defragmenter

-       Un installer

-       Back up utility

-       Anti virus utility

-       Screen saver

(a)    File Viewer.  Is a utility that displays and copies the content of a file.  An operating system’s file manager often includes a file viewer.

(b)   File compression utility. Reduces or compresses the size of a file.  A compressed file takes up less storage space on a hard disk or floppy disk, which frees up room on the disk and improves system performance.  Compressed files sometimes are called Zipped Files because they usually have a zip extension.  A compressed file must be unzipped or restored to its original form before being used.

(c)    Diagnostic utility.  A diagnostic utility complies technical information about  a computers hardware and certain system software programs and prepares a report outlining any identified problems.  Windows XP includes Dr. Watson as a diagnostic utility.

(d)   Disk scanner.  Is  a utility that detects and corrects both physical and logical problems on a hard disk of floppy disk and searches for and removes unwanted files.

A physical problem is one with the media, such as scratch on the surface of the disk.

A logical problem is one with the data such as a corrupted file allocation table (FAT)

Two disc scanner utilities included with windows are scan disc and disc clean up.

(e)     Disk defragmenter. This is a utility that organizes the files and un used space on a computer’s hard disk so data can be accessed more quickly and programs can run faster.  When the contents of a file are scattered across two or more non-contiguous sectors, the file is fragmented. The process of defragmentation is reorganizing the disk so the files are stored in contiguous sectors.

(f)     Uninstaller.  This is the utility that removes an application as well as any associated entries in the system files.

(g)    Backup utility.  This allows a user to copy or back up selected files or the entire hard disk onto another disk or tape.

(h)    Antivirus utility.  This is a program that prevents, detects and removes viruses from a computers’ memory or storage devices. One popular antivirus program is Norton Antivirus.

(i)     Screen saver. A screen saver is a utility that causes the monitors screen to display a moving image or blank screen if no keyboard or mouse activity occurs fro a specified time period.

Applications of screen saver program

Screen savers were originally developed to prevent a problem called Ghosting in which images could be permanently etched on a monitors screen.

-       Screen savers can also be used for reasons of security.  It prevents unwanted on lookers from accessing information or data on your computer screen.

-       Business. (advertisement on the screen)

-       Entertainment.  Digital photos can be put on your screen as moving pictures.

PROGRAMMING LANGUAGES

This is a medium used by man to write instructions that command the computer hardware to perform particular tasks.  These instructions are written in different languages depending on the place of a manufacturer.

Language is a media to communicate between human beings.  Similarly the language used for communicating between human beings and the computer is called computer language or programming language.

Although there are many different computer languages, most fall under one of the four categories. These groups are known as levels of languages because they can be arranged hierarchically.

The highest level is occupied by languages that make it easy for people who are not necessarily  programmers to develop computer applications.  Going from the lowest to the highest, the classifications are:

(a)    Machine language.  This consists of binary numbers that represents instructions, memory locations and data so they can be processed by a specific model.  Its own machine language is the only language that can be directly used by a computer.  All instructions in a machine code are represented in the binary format.  An example of a machine code is 1010000000000001001 a 16-bit machine code.

(b)   Assembly language.  This consist of mnemonic symbols that stand for zeros and ones of machine language e.g the above code would be written as LOAD S Assembly language was more meaningful that series of codes.

(c)    High-level language.  These are statements in form of instructions or commands given to a computer to generate a considerable amount of machine code.  Object codes are used to translate these languages so that they can be used by all computers of the same make.  Programming languages help in writing software that can be understood more easily than machine language.  Some of the high level languages are;

(i) BASIC (Beginning All purpose symbolic Instruction Code).  This was developed in 1964 by John Kemeny and Thomas Kutz to teach students how to use computers.  It is very easy to learn. It uses very common English words so a basic program can be understood by even a non-programmer.   Today is a common language on micro computers.

(ii) FORTRAN.  (FORmula TRANslation).  This was developed in 1956 to provide an easier way of writing scientific and engineering applications because of its simplicity, conciseness, standardization, efficiency and numerical precision.  It is usually used in business application.

(iii) COBOL (Common Business Oriented Language). It came into use in the early 1960’s.  It has wide spread application in businesses, commercial data and is noted for its ability to handle the input and output of large volumes of alphabetical data, its machine independence and its English like statements.

(iv) PASCAL. Was developed in early 1970 specifically for computer scientists.  Though it was developed by Nicklaus W at a Technician University in Zurich.  It was named in rememberance of the inventor of the “Mechanical calculator”.

(v) ADA named in honour of lady Augusta Lovelace  worked with Charles

Babbage at Cambridge University in English during the first half of the 19^th

Century on the first commercial computer.

(vi) ALGOL. It is an abbreviation for Algorithmic language.  It is suitable for both scientific and engineering computations.

(vii) PL/M (Programming Language Microcomputer) was developed purposely for use with Intel microcomputers.  It has a compiler.

(viii) LOGO was developed for educational use in which children can explore

and develop concepts through programming the movement of a “turtle” or

pen.  It has no commercial purpose.

(d)    Application generators attempt to make it easy as possible for users to tell the computer what they want instead of having to specify exactly how to it.

4GLs was designed to meet the following objectives

▪      Enable quick and easy amendments and alterations

▪      Make language user friendly.

▪      Allow non-professional end users to develop their own solutions.

5GLs.  This type of languages is used in intelligent knowledge based systems (IKBS) such as Robots.  Unlike 4GLs which manipulate data, numbers, 5GLs manipulate various facts and rules to reach a conclusion.  Therefore, they “think” just like human beings and because of this they are extremely use in artificial intelligence projects like the recent mars explorations.

         OBJECT ORIENTED PROGRAMMING (OOP)

The current state of the art in programming technology is object oriented programming (OOP).  It Uses objects which combine data and behaviour.  Examples include Visual Basic  (C++)

            What makes the language Good?

-       Suitability of the problem.

-       Clarity and simplicity.

-       Efficiency

-       Availability

-       Consistency

The above are the criteria to be used when choosing a programming language and then the platform whether windows or DOS based.

     WEB DEVELOPMENT LANGUAGES

Web pages are used for creating websites on the Internet where all sorts of advertising can be done.  The most common used languages for creating web pages on World Wide Web are written using Hyper Text Markup languages (HTML) and JAVA

HTML is one of the main language used to create web pages for the inernet and intranet.  This language allows programmers to compose text (Also known as ASCII), data, pictures, sound, animations and video for screen display.

JAVA in an OOP that resembles a simplified form of C++.  Java codes displays graphics, accesses the network with users via a asset of capabilities known as classes.

N.B.  Debuggers:  These are programming tools which help programmers to

         detect, locate and remove routine, syntax or logical errors from a program

         being written.

APPLICATION SOFTWARE

Application software refers to programs that perform specific tasks for users.  Most application software is available as packaged Software that can be purchased in retail stores or on the web.

A Cross-platform application is one that runs identically on multiple operating systems. They often have multiple versions each corresponding to different operating system.

An application service provider (ASP) is a third party organization that manages and distributes software and services on the web.

FORMS OF SOFTWARE

Software is available in a variety of forms.

(a)    Packaged Software. It is commercial software, which is copyrighted and designed to meet the needs of wide variety of users.

(b)   Custom software.  This is a Taylor made software which is developed at a user’s request to perform specific functions.

(c)    Freeware. This is copyrighted software provided at no cost to users.

(d)   Shareware.  Is copyrighted software that is distributed free for a trial period and payment is required for using the software beyond trial period.

(e)    Public Domain software.  This is a free software donated for public use and has no copyrighted restrictions.

COMMON TYPES OF APPLICATION SOFTWARE

(1)    Word Processing software

(2)    Spread sheet software

(3)    Database software

(4)    Presentation software

(5)    Software suit

(6)    Integrated software

(7)    Computer aided design software

(8)    Desktop publishing software

(9)    Project management software

(10)     Personal information managers

(11)     Accounting software

(12)     Pointing and Image editing software

(13)     Video and Audio editing software

(14)     Multimedia authorizing software

(15)     Web page authoring software

(16)     Personal finance software

(17)     Educational software

(18)     Reference software

(19)     Entertainment software

(20)     Communications software

(21)     Utilities programs

CHARACTERSISTICS OF APPLICATION PACKAGES

(a)    They are targeted to a wide range of users with a popular and common objective.

(b)   It is user friendly.  Many of them have graphic user interface in windows environment which makes it easy to learn and use.

(c)    It is designed for power and flexibility.  This ensures that most of the capabilities of the packages is addressed irrespective of the hardware.

(d)    The software should be machine independent.  The packages are designed to work on a range of computer systems and data can be transferred form one computer to another cheaply.

1. WORD PROCESSING SOFTWARE

Word processing software also known as word processor is used to create, edit, format and print documents that contains text and graphics.

Creating a document involves entering text or numbers, inserting graphics and performing other tasks using an input device such as a keyboard or a mouse.

Editing is the process of making changes to the existing content of the document.  Common editing features include:

-       Inserting

-       Deleting

-       Cutting, copying, pasting e.t.c..

Formatting involves changing the appearance of a document.  Different levels of formatting include; character formatting, paragraph formatting, section formatting, document formatting e.t.c.

Undo allows actions that have been performed to be reversed such that if some text was accidentally deleted, then the action can be undone.

Saving is the process of copying a document from the memory to storage medium such as the floppy disk or hard disk.  Any document that has been saved exists as a file which is  a name collection of data, instructions or information.  Each file has a file name.

Printing is the process of sending a file to a printer to generate output on a medium such a s a paper.  A user can choose to print a document either in portrait (vertical) or landscape(horizontal) orientation   A4 is the most popular sized paper used in Uganda.

Examples of word processing documents include,

-       Letters

-       Memos

-       Reports

-       Mailing labels and news letters.

 Many word processing softwares are also capable of creating web pages.

POPULAR FEATURES OF WORD PROCESSING SOFTWARE

(a)    Word wrap.  This allows a user to type continuously without pressing the enter key at the end of each line.

(b)   Replace.  This allows the user to substitute existing characters, words or phrases with new ones.

(c)    Spell checker.  This allows a user to check the spelling of a whole document at one time or to check and even correct the spelling of individual words as they are typed (i.e auto correct)

(d)   Grammar checker. Reports grammatical errors and suggests way to correct them.

(e)    Thesaurus.  This suggests alternative words with the same meaning (synonyms) for use in the document.

(f)    Mail merge. This creates form letters, mail labels and envelopes.  Used when similar letters have to be sent to several people.  The names and addresses of each person can be merged with one single standard document and then printed out.

(g)   Automatic page numbering numbers the pages automatically in a document

(h)   Tables allow the user to organize information into rows and columns.

(i)     Multi-columns. This arranges text in two or more columns that look like or similar to newspaper columns or magazines.

(j)     Clip Art gallery allows a user to insert drawing s, diagrams and photographs into a document.

(k)   Mathematical formulae typesetting.  This allows a user to typeset complex mathematical formulae with in the program.

  Popular word processors include;

-       Micro soft word

-       Lotus WordPro

-       Corel WordPerfect

-       Word pad

ADVANTAGES OF WORD PROCESSING OVER ORDINARY TYPEWRITTER

(a)    Easy and fast to make changes to the document.

(b)   Has many features to create documents that look professional and visually appealing.

(c)    Documents can be previewed before being printed.

(d)   Documents can e saved for future use for editing.

(e)    Convenient to create and for letters and mailing labels.

2. SPREAD SHEET SOFTWARE

Spreadsheet software is used to organize data in rows and columns and performs calculation on the data.  Before the advent of computers, cash flows and budgets required for business planning had to be done by hand.  These days, there is no excuse for not having good information.

Using spread sheets

-       Sales can be recorded.

-       Invoices produced and statements compiled.

-       Researchers can compile and analyze their results.

-       Teachers can easily create tables of figures and manipulate then quickly as required.

-        

A spreadsheet document is often called a worksheet. On each worksheet, data is organized vertically in columns and horizontally in rows.  Each column is identified by a letter (i.e A, B, C ) and each row is represented by a number (i.e 1, 2, 3, 4…)

A cell is the intersection of a column and a row.  Each cell has  unique cell address e.g A1, A2, D6 e.t.c  to define its location on the worksheet.  The upper-left most cell is generally identified as A1.

For relative addressing, the cell addresses e.g (B1+C1) will be self adjusted when the formula is moved or copied to another cell e.g (C2+C2)

A cell can be empty or contain a label, a value (i.e a number or a formula).  Labels are text that identify the data and help organize the worksheet.  Values are numbers to be used for calculations.

BASIC MATHEMATICAL OPERATIONS USED IN SPREAD SHEETS INCLUDE

SYMBOL	DESCRIPTION	EXAMPLE
(  )	Parentheses	=B2*(C4+D5)
*	Multiplication	=B2*C4
/	Division	=B2/C10
+	Addition	=(B2+C4)
-	Subtraction	=(B2-C4)
%	Percentage	=C5*60%
^	Exponential	=C5^2

Spreadsheet programs normally have enormous functions which are predefined formulae to perform common calculations.

Mathematical	ABS (number )	Returns the absolute value of a number
	INT(number )	Round to the nearest integer
	LN(number )	Calculate the natural logarithm of  a number
	LOG(number base)	Calculates logarithm of a no. to a specified base
	ROUND(number, no. of digits)	Round to a specifies number of digits
	SQRT(number )	Square root of a number
	SUM(range)	Calculates the total of range of numbers.
Statistical	AVERAGE(range)	Calculate the average value
	COUNT(range)	Counts how many cells in the range have entries
	MAX(range)	Returns the maximum value
	MIN(range)	Returns the minimum value
	STDEV(range)	Calculate the standard deviation
Logical	IF(logical test, value, if true, value if false)	Performs a test and returns one value if the test of the result is true and another value if the result is false
Financial	FV(rate, no. of periods, payment)	Calculate the future value of investment.
	NPV (rate, range)	Calculate the net present value of investment.
	PMT (rate, no. of periods, present value	Calculates the periodic payment for annuity.
	PV(rate, no. of periods, payment	Calculates the present value of investment
	RATE(no. of periods, payment, present value	Calculates the periodic interest rate of an annuity.
Date & Time	DATE	Returns the current date
	NOW	Returns the current date and time
	TIME	Returns the current time

Popular features of spread sheets

(a)    Adjusting columns.  This allows the user ability to adjust columns

(b)   Date sorting.  Allows the user ability to sort data accordingly e.g descending , ascending

(c)    Printing.  Allows the user to print the entire worksheet, portions of a worksheet and several worksheets.

(d)   Charting.  Allows the user to display data in graphical rather than a numerical form.  Popular chart types include; line charts, bar charts, pie charts e.t.c ..

Popular spread sheet software

●     Microsoft Excel

●     Lotus 1-2-3

●     Corel Quattro Pro

●     Visicalc

●     Super Calc

ADVANTAGES OF SPREADSHEET SOFTWARE

(a)      Easy to make changes and corrections to data on the worksheet.

(b)      The rest of the worksheet is recalculated whenever data on the worksheet changes.

(c)      Operation is very fast with the help of built-in functions and macros.

(d)     Calculation is always accurate, provided that data and formulae entered are correct.

(e)      Easy to create different kinds of charts or to change chart types.

(f)       Information on charts is updated automatically whenever related data on the worksheet changes.

(g)      Electronic spreadsheets are much longer than manual worksheets. Manual worksheets are limited by size.

(h)      Electronic spread sheets can perform mathematical, statistical and financial calculations quickly and accurately.

(i)        They can be stored and retrieved for repeated use for example on diskettes, discs, e.t.c rather than searching through endless filing cabinets.

3. DATABASE SOFTWARE

A database is a collection of data organized in a way that allows access, retrieval and use of the data. Common database papers include;

▪      Telephone books

▪      Dictionaries

▪      Recipe books

▪      Television guides

Computerized databases in Uganda include;

▪      Flight information

▪      Phone inquiry system

▪      Database system in public libraries.

A database software or a database management system(DBMS) allows a user to create, access and manage a database.

Most PC databases consist of a collection of tables organized in rows and columns.

A record is a row in a table that contains information about a given person, product or event (an individual entry in a table)

A field is a column in a table that contains specific piece of information with in a record. ( is a piece of information in a record)

The data type of a field specifies the type of data that the field can contain.  Common data types include;

(a)    Text type which may hold letters, numbers or special characters.

(b)   Numeric type which may hold numbers only.

(c)    Currency type which may hold dollars and cents amounts.

(d)   Date type which may hold months, day and year information.

(e)    Memo type which may contain text of any type or length.

(f)    Boolean type which may hold value that is either true or false.

(g)   Ole object (Object linking and embedding) objects, graphics and other binary data.  Filed capacity is up to a gigabyte or limited by available disk space.

LOOKUP WIZARD

When the value that you need exists in another table or from a list of static values, you use the lock up wizard to help you establish a link to the table or to define the combo box that will display the list of values on a form or report.

Validation This is the process of comparing the data entered with a set of predefined rules and values to check if data is acceptable.

MANIPULATION OF DATA IN DATABASES INCLUDE

(a)    Sorting is to organize a set of records in a particular order.

(b)   Tables are the most important objects in a database.  Tables are used for data entry and edit.  In a table, each record is displayed as a row and each filed is displayed a s a column.

(c)    Querying is to use a specific set of rules (i.e criteria) for retrieving data from the database.

(d)    Queries. Are used to locate specific record with in the table or ask questions to your database.  You might want to extract records that meet specific selection criteria (e.g employees who will earn above a certain amount of salary in the accounts department.  When you run a query, the results are arranged in columns and rows like a table

(e)    Forms.  Provide alternatives to tables of data entry and viewing records.  With forms, you arrange the fields as required on the screen.  You can design your form to look like the printed forms (invoices, order from e.tc..) that you use.

(f)    Reports. Are used to produce various printed outputs e.g summaries of data in your database.  Using reports, the same database can produce for instance a list of one publisher’s books in a specific category.

N.B

1.      A Flat file database is made up of only one table.

2.      A relational database can take information from two or more tables and combine them into a new table or report.

 What a good database should be?

A DBMS should make efficient use of computer resources, be fast, interface smoothly with existing facilities, be acceptable, provide easy access to authorized users, preserve data integrity and ensure privacy of data.

ADVANTAGES OF DATA BASE MANAGEMENT SYSTEM

(a)  Reduction of data redundancy. Storing most of data in one place means less duplication and less required place.

(b)  Enhancement of data integrity. Because data are centralized, fewer updating errors occur and greater accuracy can be maintained.

(c) Ensured data independence.  Data are entered, stored, modified and accessed by methods that are not affected by application programs.  Also changes made to data structures usually do not require changes in programs that access the database.

(d) Improvement of access to data. Data systems allow users to query that database directly without necessarily using an application program.

(e) Facilities of data sharing and integration.  Database systems offers users the ability to combine or to cross-reference data in many different ways.

(f) Centralization of security. It is easier to limit access to information if it is grouped together instead of being kept in several scattered files.  Many databases must be protected and kept private.

(g)  Reduction of costs. Data entry, storage and development of new application programs are all made more economical.  By eliminating the duplication of data, many organizations can realize substantial savings.

DISADVANTAGES OF DATABASE MAGAMENT SYSTEM

(a)    Complexity.  Database systems include sophisticated software packages that may require special hardware. They are difficult and time consuming to develop.

(b)   Initial expense. Primary, because of their complexity and efficiency, database systems can be expensive to set up.

(c)    Vulnerability.  Data in  a database may be more susceptible to sabotage, theft or destruction.  Although in one sense, databases are protected because of centralized security measures, in other senses, they are vulnerable because all eggs are in one basket.

4. PRESENTATION SOFTWARE

Presentation software is used to create presentations, which can communicate ideas and other information to a group of audience.  The presentation can be viewed as a slide show which usually displays on a large monitor or on a projection screen.

Popular presentation software

-       Microsoft power point

-       Corel presentation

-       Lotus freelance Graphics

Features of presentation software

-       Several “Auto” features that makes it easier for you to perform your work e.g auto correct to correct typing errors, auto clip art provide clip art suggestions.

-       Style checker.

-       Ability to present on screen presentation in colour.

-       Using the new animation effects tool bar.

-       Presentation conferencing

-       Meeting minder

Advantages of Presentation software

(a)    Presentation software usually provides a wide variety of presentation formats and lay outs for the slides.

(b)   Multimedia components such as slip art images, video clips and audio clips can be incorporated into the slides.

(c)    The timing of slides can be set so that the presentation automatically displays the next slide after a predetermined period of time.

(d)    Special transition effects can be applied between each slide.

(e)    The presentation can normally be viewed and printed in different formats e.g outline format, audience handout format and notes page format.

5. SOFTWARE SUIT

A software suit is a collection of individual application software packages sold as a single package.  A software suit usually includes application software; a word processor, a spreadsheet software, a database software and a presentation software.

Popular software suits include;

▪      Microsoft office

▪      Lotus smart suit

▪      Corel WordPerfect suit

Advantages of Software suits

(a)    A software suit normally costs significantly less than purchasing each of the application separately.

(b)   Ease of use because applications within a suit usually use a similar interface and share common features

6. COMPUTER AIDED DESIGN SOFTWARE

Computer aided design software (CAD) is mainly designed for creating engineering, architectural and scientific drawings.  Popular CAD software includes;

▪      Auto desk

▪      Auto CAD and

▪      Microsoft Visio technical

7. DESKTOP PUBLISHING SOFTWARE (DTP)

Desktop Publishing software (DTP) is used to design and produce complicated documents that contain text, graphics and brilliant colours.  It is ideal for the production of high quality colour documents such as newsletters, catalogues, textbooks and annual reports.

Popular DTP software include

▪      Microsoft Publisher

▪      Adobe page maker

▪      Adobe in Design

▪      Quark Xpress

▪      Broderbund Print Shop pro.

DTP combines word processing and graphics to produce high quality documents with a laser printer.  Components of a desktop publishing systems include; a powerful microcomputer, graphics display, mouse, Laser printer, Scanner, Desktop publishing software such as page maker, Ms publisher, Print shop e.tc.

8. MULTIMEDIA AUTHORING SOFTWARE

This combines text, graphics, animation audio and video into an application. Multimedia is widely used in video games , electronic newspapers and magazines, electronic books and references, simulations, virtual reality and computer based training.

VIRTUAL REALITY (VR) is the use of a computer to create an artificial environment that appears and feels like a real environment.  Virtual reality software users usually have to wear specialized headgear, body suits and gloves to enhance the experience of the artificial environment.

COMPUTER BASED TRAINING (CBT). This allows students to learn and complete exercises with instructional software.  Interactive CBT software often called course ware, is usually available on CD ROMS, DVD ROM or shared over a network.  CBT that employs the technologies of the Internet and world Wide Web is called Web based training (WBT)

Advantages of Computer Based Training

(a)    Students can learn at any time and anywhere provided a computer system is available.

(b)    Students can receive instant feed back for their actions.

(c)    Students can learn at their own pace.

(d)   There are rich educational resources on CD ROMS and the internet.

(e)    Teachers can present subject matter and explain abstract concepts  more clearly with multimedia.

(f)    Teachers can show experiments that are difficult to perform or dangerous in nature through simulations software.

(g)   Advanced instructions can be given to students in areas where the teacher may not be qualified.

Disadvantages of Using IT in Teaching and learning

(a)    Face to face interaction between students and teachers may be reduced.

(b)    Students can only follow what the CAL packages are predefined to offer.

(c)    Initial investment cost of this project is not affordable by many schools.

(d)   It benefits schools which have trained perfectly in English since the CD’s come in American English.

(e)    To run this kind of project, there has to be power.

9. COMMUNICATIONS SOFTWARE

This consists of programmes that help to establish a connection to another computer or network and mange the transmission and information between computers and other devices.

Software related to communications includes;

-       E-mail software

-       Web browser

-       Newsreader

-       Instant messenger

-       Video conferencing