Topic X Computer

5 Software
LEARNING OUTCOMES
By the end of this topic, you should be able to:
1. Explain the four roles of system software;
2. Identify four categories of system software;
3. Discuss the functions and features of an operating system;
4. Explain the strengths and weaknesses of operating systems;
5. Discuss four categories of advanced application software; and
6. Discuss four types of database.

X INTRODUCTION
From the earlier topic, you now know that a computer system is made up of
hardware and software. Hardware is the physical manifestation of the computer,
while software consists of the programs that command the hardware. Computer
software can be divided into system software and application software. Both
software can be divided further into a few categories, as illustrated in Figure 5.1.
Each of these categories will be explained in greater detail, later in this topic.

Figure 5.1: Division of computer software

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5.1 SOFTWARE
For most people, when they think about computers, they normally think about
the hardware, such as keyboard, monitor and processor. They do not realise the
presence and importance of software. Computer software is actually a set of
planned instructions and step by step action that is required to convert data into
information, thus making the computer useful.

In general, software can be categorised into system software and application

software. The system software is rarely talked about but discussions on it
normally revolve around a subset of system software, known as operating
system (OS). The OS is the basic software found in all computers.

The system software is actually divided into OS, utility programs, device drivers
and language translators. The OS contains various functions and features like
multitasking, multi-user, multiprocessor, etc. There are many operating systems
in the market and each has its own strengths and weaknesses. Windows is a
personal computer (PC) OS that is the most popular and has been built by
Microsoft Corporation. UNIX is mostly used in the server system. Linux contains
various features of UNIX and is becoming more popular because it is a free and
reliable OS.

Computer software is developed by using a programming language. There are

many types of programming languages, such as the imperative language, object-
oriented language, logic-based language and function-based language. Each
language has its own strength in solving certain problems. There are several
generations of programming languages, beginning with the machine language
up to the natural language. Various popular programming languages such as C,
C++, and Java will be discussed here together with examples.

Application software is used by many people to solve specific problems like

providing documents, generating reports, making presentations, performing
calculations and others. Computers require instructions from humans to perform
certain tasks. Currently, there are various types of application software in the
market. The most often used are word processing, spreadsheet, databases and
graphic software. Figure 5.2 illustrates the relationship between the computer
hardware, OS and application software.

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Figure 5.2: Relationship between computer hardware,

OS and application software

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5.2 SYSTEM SOFTWARE

Software consists of instructions that run inside the computer. System software
is used to start the computer and it is located on the back of the application
software. It also coordinates the hardware components and application software.
System software enables users to interact directly with the computer.

System software operates through the complexities of the computer hardware.

Among the main roles of a system software is to inform the computer how to
translate data and instructions, how to operate computer devices such as printers
and disc drives, and how to use computer hardware. System software is divided
into four categories, as shown in Figure 5.3.

Figure 5.3: Categories of system software

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Table 5.1 explains the roles of the system software categories shown in Figure 5.3.

Table 5.1: Four System Software Categories and Roles

System Software Roles

Operating System Program that operates microcomputers. It coordinates resources,
provides interfaces between users and the computer, and runs
the applications.
Utility Programs Perform special tasks related to the management of computer
resources and files. This includes programs that help users to
identify problems on the hardware, searching lost files and
making copies of data. In other words, a utility program
functions as a virus scanner, hard disk formatter, compression
software and copy-making software.
Device Driver Program that is specially designed to allow input and output
devices to communicate with other computer systems.
Language Translators Translate program instructions that have been written by a
programmer into a language that is understood and processed
by the computer. Language translators will be explained in
greater detail in the programming language section. Language
translators include compilers, translators and assemblers.

SELF-CHECK 5.1

What are the main uses of a system software? Explain.

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5.3 OPERATING SYSTEM

Every computer system, whether large or small, has an OS and every OS has
three basic functions, as illustrated in Figure 5.4.

Figure 5.4: Three basic functions of OS

The resources managed by an OS include mouse, printer, keyboard, storage

device and memory. User-interfaces are provided by the OS to enable users to
interact with the application programs and hardware. The OS loads and runs
applications such as word processing.

The OS manages and controls all processing activities in the computer. It

determines how the random access memory (RAM) is allocated to the programs,
determines the importance of the needed tasks and controls the flow of
information to and from the processor. An OS is a complex computer program
that is very important to the computer. For example, Windows 2000 OS is said to
have 30 million lines of program code, built by over 5,000 programmers within
more than three years with a cost of nearly RM3.8 billion. The Linux OS has
almost 2.5 million lines of program code, built by 150 programmers.

The OS enables a computer to perform various types of tasks.

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The OS also enables a computer to perform more than one task simultaneously. It
enables the computer to identify the processor (central processing unit), main
memory (RAM), keyboard, video displays, disc drive and others. The OS also
provides facilities for users to communicate with the computer and acts as an
enabler for running the application software.

The OS normally contains a number of basic programs. An important program

inside the OS is called supervisor. This program is also known as monitor,
executive, kernel or command processor. For example, the supervisor program in
Windows 98 is win.32.dll and in Linux is vmlinux.

The OS is normally stored in the hard disk. When a computer is switched on, it
will first perform the power on self-test (POST). Then, the basic input-output
system (BIOS) inside the read only memory (ROM) will search for the OS to boot-
up the system. The BIOS will search for the OS on the „master boot record
(MBR)‰ sector in the floppy disc. If there is no OS on the floppy disk, the basic
input-output system will search for it on the master boot record sector of the
hard disk.

The MBR sector contains information on the OS of the computer. After reading
data from the MBR and meeting the supervisor program, the BIOS will load the
supervisor program into the main memory, which is the RAM. Then, the BIOS
will pass on the computer management job to the supervisor program. Now, the
computer is under the control of the OS and can accept commands from users.

Part of the OS will remain in the main memory for as long as the computer is on.
This portion will always be in the memory and is said to be resident (permanent)
and is made up of the supervisor program. The supervisor program will control
the overall OS and will load into the main memory of other OS programs from
the hard disk, when required. The OS program that is located in the hard disk is
non-resident.

The OS forms the core that enables the computer to function. It works behind the
scenes and becomes the middleman for requests from users and programs. It
manages and drives computer hardware, and reads and writes data from and
onto the disc drive. When a user works on an application program, the
supervisor program will load the software into the main memory, before the
program is executed.

When a user uses the computer, the main memory has the supervisor program,
the application software to be run and the data or information being processed.
Thus, a larger RAM size in a certain computer will enable it to function faster and
in a comfortable manner. If a computer does not contain enough RAM to run the
software, then, the computer will run slowly or it may hang.

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5.4 FUNCTIONS OF OS
In general, the functions of an OS are to:

(a) Provide Interface for Users

There are two types of interfaces: command-line interface and graphical
user interface. By using the command-line interface, users need to type a
command like the one shown in Figure 5.5. An example of an OS using a
command-line is the MS-DOS which was very popular in the 1980s.

Figure 5.5: Command-line interface

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For example, look at the following command-line:

C:\> copy c:\myfile a:\yourfile

This command-line directs the computer to copy a file from the hard disc
(C:) to the floppy disc (A:). You will need to use a clear command when
using the command-line. This command-line also shows that you need to
inform the computer where to find MYFILE and where to copy YOURFILE
to. If you forget important information or use a wrong format, an error
message will be displayed on the screen.

In general, the command-line interface is more suitable for skilled users

who have been using computers for a long time and can remember the
required commands. The UNIX and Linux operating systems also use the
command-line. This interface is also called the character user interface
(CUI). Normally, the OS based on the character user interface has one other
layer that acts as a translator of the commands to the supervisor program.
This layer is called shell. Examples of shell for Linux is C shell (csh) and
born again shell (bash).

Currently, the number of computers using the command-line interface has

reduced. It is still used in the mainframe system and server system that
uses UNIX platform. The OS trend is moving towards a user-friendly
environment and becoming graphic-oriented, known as graphical user
interface (GUI). GUI depends on software based graphics, which enable
texts to be integrated with graphic images.

Among the components inside it are icons, dialogue box and menu.
Examples of software that uses graphical user interfaces are Windows,
Macintosh and BeOS. GUI users interact with the OS and other software
packages by using pointing devices like the mouse and keyboard to enter
instructions.

Now, users do not have to type every line of command; users only need to
select from the screen display. Users use the mouse to manipulate icons,
dialogue box and menu. In a GUI, an icon is a graphic image that represents
a processing activity. For example, a user may select the „Recycle Bin‰ icon
to delete a file from storage. The GUI was first introduced in 1983 in
Macintosh computers. GUI simplifies a lot of things for users, where they
now do not have to memorise and enter difficult instructions (see Figure
5.6).

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Figure 5.6: Graphical user interface

(b) Manage Hardware

This includes input components (mouse, keyboard, scanner), output
components (printer, screen, audio, video), secondary storage (hard disc)
and main memory. The OS coordinates and performs according to the
program, using the hardware needed.

(c) Manage Hard Disk File System

The OS manages the movement of data from input component (keyboard)
to output component (monitor) and from secondary storage to main
memory, apart from the main memory to secondary storage.

(d) Manage the Processing or Running of Other Software

Assume the execution of one program as one process. If a user uses three
programs simultaneously (e.g. producing graphs using CorelDraw, surfing
the Internet using Internet Explorer and listening to the music on the
Internet using RealAudio) ă hence, there are three different processes being
executed in the computer.

The OS is responsible for ensuring that the three processes execute well and
do not cause the computer to hang. This ability in using the three programs
simultaneously is known as „multitasking‰. An important characteristic of
the OS in managing multitasking is robustness; if one program fails, it does
not cause the computer or other processes to hang. OSes that have the
robust characteristic are UNIX, Linux and BeOS.

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The other main functions of the OS are to:

(a) Help the interaction between computers and users;
(b) Help communication between computer components;
(c) Reduce time for executing userÊs instructions;
(d) Optimise the use of computer system resources;
(e) Reach all files in the disk storage;
(f) Ensure safety of the computer system; and
(g) Examine all system activities and give warnings to users on all matters.

SELF-CHECK 5.2
1. State the advantages of the graphical user interface over the
command-line interface.
2. State two methods of opening files using a graphical user
interface.
3. Explain at least three main functions of the operating system.

5.5 FEATURES OF OS
Every OS has its own features. Even the ability of every system is different.
Among the main features of an OS are multitasking, multi-user, multi-
processing, batch processing and virtual memory, as shown in Figure 5.7.

Figure 5.7: Features of OS

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5.5.1 Multitasking

Multitasking is the ability of a computer system to perform more than one

task at one time (simultaneously).

If an OS allows only one task to be performed at one time, such a system is called
single tasking. Multitasking enables a user to perform a new task without having
to exit from the task currently being performed and can even use the result of the
second task inside the first task. For example, a user can produce a chart inside a
spreadsheet software, while using a word processing software and later, insert
the chart into the document being typed. Multitasking is divided into two types,
as shown in Figure 5.8.

Figure 5.8: Two types of multitasking

Users normally do not see the tangible differences between these two types
of multitasking. Tangible differences may be seen in real-time applications.
Preemptive multitasking is more robust and stable than cooperative
multitasking.

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5.5.2 Multi-User

If an operating system is capable of accepting more than one user to access the
computer at one time, it is called a multi-user system.

Sometimes, multitasking is also referred to as „time-sharing‰. Normally, a multi-

user OS allows multitasking as well. Every user gets an equal slice of time.
Examples of OS that have multi-user capability are UNIX, Windows 8 and Linux.

5.5.3 Multi-Processing

Multi-processing refers to an operating system that is capable of handling

more than one processor simultaneously.

The use of more than one processor is suitable for scientific computers because
computers of this type perform a lot of calculations and processing. As such,
scientific computers require an OS that can manage more than one processor.
Examples of multi-processor type of OS are UNIX (Solaris), Linux, BeOS and
Windows 8. Table 5.2 illustrates four OSes and their maximum processors.

Table 5.2: Four OSes and Maximum Processors

Operating System Maximum Number of Processors

BeOS 8

Solaris 64

Linux 16

IRIX 128

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5.5.4 Batch Processing

Batch processing refers to the processing mode of an operating system.

During the early computer era, data processing was done using the batch mode.
This means that data and programs are prepared on batch mode for processing.
Users cannot enter data during the running of program. Data and programs are
collected and prepared first, then later, entered one by one for processing by the
computer. Batch processing is still being used now in the mainframe system
environment. Nowadays, the interactive processing type of OS is very popular,
where users can enter data while programs are executed.

5.5.5 Virtual Memory

Usually the OS will load the application software into the main memory (RAM)
to run the application software. If the RAM size is small or if the software size is
large, the software may not fit in and cannot be run. To overcome this problem,
the OS uses the concept of virtual memory. With this method, the OS will use the
secondary storage (hard disk) as part of the main memory.

In this method, OS loads a portion of application software into main memory

and another portion into virtual memory. When this happens, the running of
computers will slow down because access to secondary storage is slower than the
main memory.

For example, users often find computers running slowly when two or three
software run simultaneously. This is because the OS needs to transfer data from
the main memory (RAM) to the secondary storage (hard disk) and vice versa.
This process of data transfer is slow and often involves some noise signifying
that the computer is accessing the hard disk.

The process of transferring data from virtual memory to the main memory
and from the main memory to the virtual memory is called „swap‰.

Swap space (page) on the hard disk is the storage size that is used as virtual
memory, as illustrated in Figure 5.9.

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Figure 5.9: Page swapping

5.6 TYPES OF OS
We have discussed the functions and features of an OS in the previous sections.
However, we also need to realise that there is no single OS that fits for all kinds
of computers. As we know, nowadays, computers exist in different forms
ranging from as small as mobile phones up to huge servers. So, different OSes
are required to make all these computers work.

In general, OSes can be divided into four categories (see Table 5.3).

Table 5.3: Four Categories of OS

Operating System Description

Personal It is also called desktop operating system and is installed in
a single computer.
Server It is commonly referred to as a network operating system
and designed for network servers that allow multiple user
access to a network, as well as resources.
Mobile It is designed for mobile devices, such as mobile phones,
smartphones and tablets.
Embedded It is installed in other kinds of computers, such as cash
registers, kiosks and most consumer electronics.

We will now take a more detailed look into each category of OS in the following
sections.

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5.6.1 Personal and Server OS

There are various kinds of personal and server OS which are available today. The
most widely used are described in Table 5.4.

Table 5.4: Personal and Server OS

Operating System Description

Disk Operating Dominant OS during the 1980s and early 1990s. Initially, disk
System (DOS) OS only supported command-line interface and later, newer
versions of disk OS allow a menu-driven interface. There are
two forms of disk OS: PC-DOS created for IBM personal
computers and MS-DOS created for IBM-compatible personal
computers.
Windows Windows is developed by Microsoft and for many years, this
OS held nearly 90% market share. There are many versions of
Windows OS:
• Windows 1.0 to Windows 3.1.1 ă It was not really a full-
fledged OS but rather considered as an operating
environment for disk OS graphical shells to make disk OS
easier to use;
• Windows 95 to Windows 98 ă Both versions incorporated
graphical user interface, easier to use than previous
Windows 3.x and supported multitasking, Internet
integration, customisations, long file names, DVD drives,
larger hard disk drives as well as USB drives;
• Windows NT (New Technology) ă It was designed as
32-bit version of Windows that support high-end
workstations and servers;
• Windows ME (Millennium Edition) ă It was introduced
as the improvement to Windows 98 with additional
features: improved home networking and shared Internet
connection; improved multimedia capabilities, better
system protection, faster boot process, and more Internet-
ready activities and games;
• Windows 2000 ă It was introduced as a replacement for
Windows NT and incorporated enhanced capabilities
for wireless devices and other types of new hardware for
high-end servers and workstations;

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Windows (contÊd) • Windows XP (eXPerience) ă As the successor to Windows

2000 and Windows ME, it was considered as the most
accepted version of Windows with improved photo, video,
music editing and sharing, improved networking
capabilities, and support for handwriting and voice input;
• Windows Vista ă It replaced Windows XP and incorporated
a new user interface concept called Aero interface that uses
glass-like transparency, vibrant colours and dynamic
elements like Live Thumbnails of taskbar buttons, and a
Flip 3D feature to view all open windows in 3D. However,
this OS requires higher level of hardware requirements,
which made it less acceptable by end-users;
• Windows 7 ă It was introduced to replace Windows Vista
with better performance and better compatibility with
various range of personal computers, especially netbook;
• Windows Server ă This OS is designed specifically for
server use. It incorporates Internet Information Services
(IIS) as the default web server to run web-based application
and web services, as well as supports virtualisation
technologies, security tools and better management; and
• Windows 8 ă It is the latest Windows OS to cater for use on
personal computers, including home and business
desktops, laptops, tablets and home theatre personal
computers. It offers major changes in user experiences in
using OS, especially tablets, via the introduction of Metro
design concept in its user interface.
Mac OS It is developed by Apple Corporation and is a proprietary OS
for Apple computers, which is based on UNIX. This OS places
heavy emphasis on new „digital lifestyle‰ applications, such as
the iLife suite, enhanced business applications via iWork and
integrated home entertainment through FrontRow media
centre. The latest version of Mac OS is OS X Mountain Lion.
UNIX It was developed at AT&T Bell Laboratories in the late 1960s to
cater for mid-range servers. As a multitasking and multi-user
OS, computers ranging from microcomputers to mainframe
can run it. However, UNIX is harder to install, maintain and
upgrade, than most other commonly used OS. Thus, it is more
expensive and requires a higher level of technical knowledge.
Hewlett-Packard UNIX (HP-UX) is one of the examples of
UNIX OS.

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Linux Linus Torvalds developed Linux in 1991 which is based on

UNIX. Linux is an open source OS that allows the public to
modify and improve the codes. Linux is preferred by
individuals and organisations due to lower cost. Among the
popular Linux OS are Ubuntu, Fedora and Elementary.

5.6.2 Mobile and Embedded OS

Mobile and embedded OS are different from the OS used for personal and server
as this type of OS is specifically and specially designed for particular mobile
devices depending on its specific usage. This is because the OS for mobile or
embedded systems need to consider several aspects such as capabilities of the
mobile device in accepting touch input or whether its display can rotate
automatically as the device is moved from portrait to landscape orientation, the
interface used, and the applications that can run on that device.

Table 5.5 describe nine popular OSes used for mobile and embedded computer
systems.

Table 5.5: Nine Mobile and Embedded OSes

Operating System Description

Windows Embedded Designed by Microsoft for consumer and industrial devices,
such as digital photo frame, cash register, automated teller
machine (ATM) and global positioning system (GPS) device.
Windows Mobile As it is also developed by Microsoft, the elements of Windows
are also incorporated in it but with more emphasis to mobile
devices functionalities. Its standard features include Internet
Explorer Mobile as default web browser, Windows Media
Player as default media player (used for playing digital media)
and Microsoft Office Mobile (mobile versions of Microsoft
Office) as default office suite.
Windows Phone It is the successor of Windows Mobile that incorporates a new
user-interface, featuring its Modern design language. The
software is integrated with third party and Microsoft services.
Current version is Windows Phone 8.

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Android A Linux-based OS developed by Google and it is an open

platform OS. It supports multitasking and capable of allowing
mobile applications to take full advantage of the mobile device
features has to offer. It can be installed in both smartphones
and tablets. Current version of Android is Android Jelly Bean
4.3.
iOS The OS developed by Apple to run on its proprietary mobile
devices, namely iPod, iPhone and iPad. iOS is derived from OS
X and the current version is iOS 6.
Blackberry Operating It is designed specifically for Blackberry devices. Like other
System OSes, it also supports multitasking, e-mail communication,
web browsing, music management, video recording and
calendar tools.
Palm Operating It was originally designed for Palm devices. In 2009, the Palm
System and Palm web OS was released, which is based on Linux as well. This
Web Operating version was targeted for new Palm devices and incorporated
System contact and calendar synchronisation, as well as web
browsing.
Symbian Widely used in Nokia phones and offers various
functionalities: multithreading and multitasking, web
browsing, e-mail, handwriting recognition, synchronisation
and a range of other mobile applications. Developers can
customise user-interfaces to meet the needs of end-users via its
flexible user interface framework.
Embedded Linux An alternative OS that is used for other kinds of mobile
devices, such as global positioning system and portable digital
media players. It is available in various flavours from different
companies.

5.7 APPLICATION SOFTWARE

Application software contains programs developed to fulfil the need of certain
users. Application software is divided into two sections, i.e. basic application
software and advanced application software. The basic consists of software used
to increase productivity of users, while the advanced consists of software for
specific objectives and requires a little expertise to operate. With the help of
computers, various operations that were previously done only by people with
expertise and training, can now be performed by users. Application software
consists of programs that have been developed to fulfil the specific needs of
users.

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If the system software is considered as „behind the scene‰ programs, the

application software is considered as programs for performing beneficial work
like typing, calculations and drawings. Basic application software is also called
„general purpose‰ application program. Its objective is to increase productivity
of users by helping them to perform normal tasks. They can be referred to as
productivity packages, e.g. word processing, spreadsheet, database management,
batch software, groupware software, communications and desktop accessories.

Application software can exist in a variety of forms, depending on the needs and
requirements of individuals, groups or organisations. The following Table 5.6
describes the forms of seven application software:

Table 5.6: Seven Application Software

Application
Explanation
Software
Packaged Software developed and sold for profit. As it is mass produced and
software or copyrighted, this means it caters for a wide variety of users. Examples may
commercial include Microsoft Office, Adobe Photoshop and Norton Antivirus.
software
Custom Software that performs specific functions for any business or industry. This
software software is required when there is no packaged software that can meet
such specific requirements. As a result, the company needs to find or hire
developers to develop the tailor-made software to fulfil the business needs.
Some examples are e-procurement system and e-recruitment system.
Shareware Software distributed and available to try for free. Although it requires no
cost during the trial period, it is still copyrighted. Users need to pay certain
fees to the developer in order to use this software for a longer period of
time. Popular examples of shareware are WinZip and WinRAR.
Freeware Software distributed to be used for free. As it is also copyrighted, users still
do not have access to source codes to make any modifications. QuickTime
Player and Yahoo! Messenger are examples of freeware.
Public Free software and can be used, copied, modified and distributed to others
domain without any restrictions. The public owns the ownership; therefore, the
software software is not copyrighted. Pine and Lynx are examples of public domain
software.
Web Software hosted on a server allowing users to access and interact from any
application computer, via an Internet connection.
Open Software that has no copyright restrictions. Thus, it can be used, modified
source and redistributed freely. It can also be downloaded from the Internet
software without any cost. Examples are Blender and Moodle.

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Advanced application software consists of specific purpose programs and

requires some expertise to operate. These four categories of software are specific
in nature and can be further categorised, as shown in Figure 5.10.

Figure 5.10: Four categories of advanced application software

(a) Business software ă Deals with assisting people to ensure their day-to-day
business can run effectively and efficiently. It comprises of programs like
word processing, spreadsheet, database, presentation, personal information
manager, business software suites, project management and accounting.
Examples are Microsoft Word, Microsoft Excel, Oracle Database, Apple
Keynote and Oracle Primavera.

(b) Graphic and multimedia software ă Offers the capabilities of handling and
working with complex graphic and multimedia. It covers computer-aided
design, desktop publishing, paint/image editing, photo editing, video and
audio editing, multimedia authoring, and web page authoring. Examples
may include Autodesk AutoCAD, Adobe Illustrator and Adobe
Dreamweaver.

(c) Home, personal and educational software ă Offers functionalities for

personal use, as well as for education purpose. Personal finance, photo
editing, reference, home design, self-learning and video editing are among
the usage of personal and educational software. Examples are Microsoft
Windows Movie Maker, Broderbund Instant Architect and Intuit Quicken.

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(d) Communication software ă Allows users to share information and

communicate with each other effectively via various media. It offers
capabilities such as web browsing, e-mail, instant messaging, chatting,
blogging and video/audio conferencing. Examples may include Mozilla
Firefox, Skype, Yahoo! Messenger, and Microsoft Outlook.

SELF-CHECK 5.3

What is the difference between basic application software and

advanced application software? Explain.

5.8 WORD PROCESSING SOFTWARE

Those who are involved in business make use of the word processor to prepare
information in the form of documents like memos, reports, letters, minutes of
meetings and whatever is required to be typed. Users in a house environment
type assignments, letters, journals, a log of cinema titles and many others.

A word processing software enables you to create, edit, format, store and
print texts and graphics in one document.

Since you can save memos or documents that you have typed into the disc, you
can access them at other times to modify them, reprint or do whatever you want
with them. Parts of existing documents that do not change do not need to be
re-typed; the entire document that has been checked can be reprinted as new. An
assignment often done by computer users is to prepare information in the form
of documents. Word processing software is the software mostly used by users.
Five important activities of word processing are as illustrated in Figure 5.11.

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Figure 5.11: Five activities of word processing

The concept of word processing in personal computers is based on the concept of

What You See is What You Get (WYSIWYG) and it is pronounced „wihzeewig‰.
What is seen on the screen is how a certain document will be produced by
printers ă font, graphic and others. Font refers to the type, size and shape of
characters. Most word processors contain additional features to upgrade their
capabilities. These features are tools like spelling-checker, grammar-checker,
thesaurus, macro, sorting and underlining of ideas.

Activities that can be done during word processing are editing of document,
search and replace, merging of e-mails, document footing and heading,
footnotes, mathematical functions, index generator, content generator, and
document import and export. You can search any word quickly inside a
document by using the search command inside a word processor. A replace
command can replace one word with another. Besides that, spellings can be
verified by the spelling-checker program. The grammar checker will identify the
use of inaccurate sentences, incorrect grammar or sentences that are too long. The
earliest word processing software was Wordstar. Examples of currently and
widely used word processing software are WordPerfect, Ami Pro and Microsoft
Word.

With the addition of more features into word processing packages, word
processing has crossed the boundary into desktop publishing. Desktop
publishing packages are normally better than word processing packages in

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fulfilling the needs of high-level publishing, specifically on the choice of

characters and reproduction of colours. Many magazines and newspapers today
depend on desktop publishing software. Businesses use them to produce
newspapers that look professional, reports and leaflets that can improve
communications, and to give a better picture to the outside world.

When a document is being edited by a user, the word processing software will
load a copy of the document from the secondary storage (hard disk) into main
memory (RAM). All editing activities will be done on this copy inside the main
memory. This is because data access from the main memory is faster than data
access from the secondary memory. When the user completes editing, he/she can
save the document again into the secondary storage to replace the older copy.

Documents produced by commercial word processing software like WordPerfect

and Microsoft Word are in a certain format and not in the form of texts or
American Standard Code for Information Interchange (ASCII). For example,
Microsoft Word uses its own format to store documents. Therefore, a Microsoft
Word document is not portable because the document cannot be used on
platforms other than Windows.

Portable document format (PDF) is a document format that is portable.

This can cause problems in a mixed environment where OSes like UNIX, OS/2,
BeOS, Windows and Linux exist in one place. A number of methods can be used
to produce a form of document that is portable. Among the methods are
producing document in PDF, postscript (ps) format or in markup languages like
standard generalised markup language (SGML), extensible markup language
(XML) or TeX.

Users can use this format to produce portable documents between different OSes.
All forms of documents like those from spreadsheet, power point presentation,
word processing and graphics, can be converted into PDF format by using Adobe
Distiller software. The PDF documents produced have the hypertext capability,
can be printed and displayed on the computer but cannot be edited. The PDF
format was introduced by Adobe (a company). Most articles that are freely
available on the Internet are in postscript or PDF format.

Documents with postscript or PDF format can be displayed with Ghostview

software which can be obtained freely at http://www.cs.wisc.edu/~gost. Adobe
gives out for free the PDF display software, i.e. Adobe Acrobat at
http://www.adobe.com. Users can also use the postscript format. Actually,

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postscript is a page description language and is mostly used in laser printers to

produce high quality printing.

An example of a document in postscript format is shown in Figure 5.12. This

document will produce another document stating Selamat datang ke OUM if
printed by a printer with postscript capability.

/TeXtDict 300 dict def TeXDict begin /Ndefdef /Bbind defN

/FMat[1 0 0 -1 0 0]N /FBB[0 0 0]N /nn 0 N /IE 0 N /ctr 0 N
4 MB /w0 rmovetoB /Ip -4 wB /mp -3 wB /np -2 wB /op
p 1 wB /rp 2 wB /sp 3 /tp 4 wB /x0 S rmovetoB /y
aB /bos/SS save NB /eosSS restoreB end

TeXDict begin 39158280 55380996 1000 600 600(hello.dvi)

@start
/Fa 14 117 dfl116 D E
1 0 bop 639 523 a Fa(Selamat)28 b(datang)e(k)n(e)h(OUM)1926
5255 y(q)p eop
end
userdict /end-hook known end-hook if

Figure 5.12: Example of postscript format

Users can also produce portable documents in a markup language like hypertext
markup language (HTML), SGML and XML. The main objective of producing
documents in a markup language is to separate information from the document
format. This concept is the same as the concept of separating a program from
data in databases. This way, the document format can be modified easily without
involving the information that is present in the document.

SGML is an international standard for producing electronic documents that are

platform-free and hardware-free. This means that documents in SGML can be
used in UNIX, Windows, Linux and other platforms, without being changed.
Documents in Standardised Markup Language form can also be changed into
various types of format like PDF, CD-ROM, postscript, databases, information
system, hypertext or whatever format that is required. It was initially introduced
in the 1960s. HTML is a subset of SGML for use over the Internet. XML was
introduced to overcome the weakness of HTML; XML is the superset of HTML
and a subset of SGML.

Users can also use TeX software to produce portable documents from documents
in the form of TeX markup language. Document based on TeX can be processed
to produce another document in the form of PDF, postscript and device

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independent. TeX is mostly used in producing mathematical and scientific

documents.

SELF-CHECK 5.4
1. What do you understand by the concept of WYSIWYG?
2. List a number of additional features of a word processor that you
know.

5.9 SPREADSHEET SOFTWARE

A spreadsheet which consists of rows and columns has been used as a business
tool for several centuries. Spreadsheets produced manually are difficult to
prepare and when there is a change, a lot of calculations need to be redone. A
spreadsheet software can perform the calculations automatically whenever a
number changes. For example, a function of a spreadsheet is to calculate distance
based on speed and time ă changes in speed will cause another round of
automatic calculation which will alter the distance. This ability enables
businesspersons to try out a set of different numbers and obtain the results
quickly. The ability to ask „What if?‰ and later, see the results on the computer
before committing to buy resources, enables businesspersons to make decisions
faster and better. In short, spreadsheet software is a software for undertaking
analysis, calculation, planning and mathematical modelling on the computer.

What about spreadsheet software for users at home? It provides them the ability
to enter a set of numbers in meaningful ways, such as a set of deposit and interest
rates for buying a house and offer financial ideas to users who cannot do it
themselves (manually). Home users can use a spreadsheet to perform various
tasks from budget preparation to considering whether to accept a new job or not.

It can be used to create a model based on mathematics and other business

activities. Currently, this software has replaced paper spreadsheets, calculators
and pencils.

Among the traditional functions supported by spreadsheet software are:

(a) Storing data automatically;

(b) Accepting summarised raw data and producing information; and

(c) Performing analysis and improving planning.

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The strength of spreadsheet is the ability to calculate automatically, speedily and

accurately. As such, it can be used to perform „what if‰ analysis, sensitivity
analysis, expense requirement, profit forecasting, graphic creation and
simulation. Any problem involving data that can be entered into rows and
columns are suitable for spreadsheets. Examples of this type of software are
Quattro Pro and Lotus 1-2-3.

A spreadsheet is divided into rows and columns. Each row is numbered, while
each column is given a name. The intersection between each row and column is
called „cell‰. Each cell contains reference address and fixed address. In each cell,
a user can type in a number, text or mathematical formula. Basically, the solution
to a problem using spreadsheet can be divided into four steps:

(a) Problem definition stage ă Covers objective of spreadsheet, type of required

output, type of input variables, assumption in calculation and type of
formula to be used.

(b) Planning for presentation stage ă Covers how to arrange labels, data,
formula and other instructions to achieve maximum efficiency, clarity and
flexibility.

(c) Data entry stage ă Involves required type of commands for input, edit and
store values, label, formula and functions in the required presentation.

(d) Testing and using stage ă Stage that tests whether spreadsheet produces the
results accurately when data is entered.

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Other features that are available in an electronic spreadsheet are macro (short
program which can be used to repeat specific steps), mathematical functions, plot
3D, active function and integration with other applications. Figure 5.13 illustrates
an Excel electronic spreadsheet.

Figure 5.13: Excel electronic spreadsheet

SELF-CHECK 5.5

State the uses of an electronic spreadsheet in business.

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5.10 DATABASE SOFTWARE

This software can store, update, manipulate, access and report in various views,
and print data in various forms.

When data is available as a report, i.e. a form that is useful to users, data has
become information.

Concert organisers, for example, can store and change data of the date of the next
concert, seat number, ticket cost and sales. When this has been done, organisers
can use the software to access information, such as the number of tickets sold in
every price range or percentage of tickets sold on the day before the concert.

Database software is useful for someone who needs to reach out to a large
number of people. For example, a volunteer who is looking for blood donors for
the National Blood Bank can store a file of all donors in his area, so that he can
access their names and telephone numbers to enquire on the type of blood
donated, postcode or the last date he/she donated blood.

The database management system (DBMS) software is also known as a database

manager. The database management system is a computer-based system for
defining, manipulating, controlling, managing, maintaining and using a
database.

Database can be defined as:

(a) Collection of data or information and relationship among them; or

(b) Collection of data with related set of entities.

Data can be in the form of text, video, graphics, audio and others. Databases are
stored in secondary storage. To fulfil the need of organisations, data needs to be
collected, stored and accessed effectively. Databases can help with these three
processes. They also enable data to be processed and shared by various parties.
Data can also be edited, added and erased easily. Users can perform queries over
the database to solve problems. A number of important terms in databases are
entities, attributes, field, record and relationship.

(a) Entities are things, people, places or events whereby the data and
information stored are about them. Examples of entities are universities,
students, employees, cars and doctors.

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(b) Attributes or fields, are data or information that explains the characteristics
or features of a certain entity. For a student entity, examples of attributes
are name, address, date of birth, identity card number, matrix number and
gender.

(c) Record is a collection of related attributes for a certain entity. It also can
explain a certain event, which is a number of related fields about a certain
event grouped together logically to form a record. An example of a record
which groups together number of attributes for a student entity is
presented as follows:
Name : Abdullah Adam
Matrix number : 789
Address : No. 7, Jalan Sephia 2, Taman Sephia Permai, 43600
Bangi, Selangor
Date of birth : 1 January 1977

(d) Files are various collections of records containing the same attributes. An
example is a file of First Year Student containing all records
of Year 1 students in the Faculty of Information Technology and
Multimedia Communications.

(e) Database is a collection of several files that are related to one another. The
main source of data for a computer-based information system is the
database. Another objective of the database is to reduce data duplication.
For example, a student database may comprise a combination of studentÊs
personal file, file of courses offered at Open University Malaysia, co-
curriculum activities file and student finance file, as shown in Figure 5.14.
Figure 5.15 illustrates the different stages of data inside a database.

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Figure 5.14: Database

Figure 5.15: Stages of data in database

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5.10.1 Types of Databases

There are four types of database, as shown in Figure 5.16.

Figure 5.16: Four types of databases

A relational database type is the most widely used today. In this type of
database, data is arranged in a table with rows and columns. Each column
constitutes of one attribute and each row constitutes of one record.

The table of data also has the following three features:

(a) Each column describes one attribute only;
(b) Sequential arrangement of columns and rows are not important; and
(c) Every row is unique.

5.10.2 Database Management System Organisation

A database management system has the function of managing data and
information stored in the database. It can be regarded as an interface between
users and the database, whereby it acts as a facilitator to allow users to access
and manipulate data elements embedded in the database. Examples of
avdatabase management system for personal computers are Microsoft Access,
dBase V, FileMaker Pro, FoxPro, Visual Fox Pro and Paradox.

A database management system is different from traditional file management.

The traditional file management is a system containing files which are separated
from each other. For example, student file and file of courses offered every
semester are different and not related to each other. This makes processing
difficult if information from several files are required.

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For example, we have a record and attributes as follows:

(a) Student file ă Name, matrix, identification card, department;
(b) Course TZ1443 registration file ă Matrix, name, department;
(c) Course TU2983 registration file ă Matrix, name, department; and
(d) Lecturer's room file ă Lecturer name, room no.

With the traditional file system, we may face problems in getting a list of
students' names based on department or list of courses taken by a student,
because the information is present inside three different files.

A traditional file processing system has the following weaknesses:

(a) Data redundancy ă Same data attributes are repeatedly present in different
files;

(b) Data integrity problem ă Data needs to be updated in all files to ensure that
they are consistent throughout; and

(c) Program and data independence problem ă Program and data are closely
related as data is created to feed into a program.

A database management system is created as a means for solving problems. It

has the following objectives:

(a) Integration of data from various file sources or databases;

(b) Avoids data redundancy;

(c) Sharing of data among different applications;

(d) Data integrity can be retained in terms of security and reliability; and

(e) Data in the database can be changed as required.

In the database, each file has a relationship with other files. Relationships among
files are made through key fields. In a database, data dictionary stores
information in data and the database structure. In building a database
application, the following seven steps are required, as illustrated in Figure 5.17.

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Figure 5.17: Seven steps in building database applications

These steps are usually discussed in greater detail in the System Analysis and
Design course. Database management system is required to free data and
application programs to make them independent of each other. This will simplify
data access and editing, minimise data redundancy, define data, manage data
security and maintain data integrity. It can be regarded as a software layer
surrounding the database. The software includes query language, report
generator and utilities, and graphics.

A database management system has a number of weaknesses. Firstly, the

software is expensive. For a personal computer, the database management
system software costs between RM1,000 to RM2,500 each. This software is meant
for single users and has a limited number of files that can be created.

For a mainframe computer such as the database software used in student

registration at Universiti Kebangsaan Malaysia (UKM), car registration at Road
Transport Department (JPJ) or patient registration at UKM Medical Centre, the
cost of the database management system software is high. Examples of a
database management system with high capacity are Integrated Database
Management System (IDMS), DB2, Oracle, Sybase and Informix. The use of a
database management system requires large secondary storage and high
powered central processing unit. There is also a need for skilled personnel to
manage the database management system software. The person who manages a
database management system is known as the database administrator (DBA).
Development of information systems based on database management system is
more complex, time consuming and costly.

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However, database management system is the core software for any

organisation, whether big or small, in managing information. Almost all large
organisations in various industries use a database management system software
to manage information. Some people say that organisations cannot function
without a good database management system.

There are three types of relationships that can exist in databases ă one-to-one,
one-to-many and many-to-many, as shown in Figure 5.18.

Figure 5.18: Examples of three types of relationships in databases

For example, let us take the database of a business containing their customer
files, sales file, inventory files and supplier files, as follows:
(a) One-to-one relationship ă One data can only have a relationship with one
other data, e.g. relationship between customer file and sales file;
(b) One-to-many relationship ă One data can have a relationship with more
than one other data, e.g. customer file with sales file, if a customer makes
many purchases; and
(c) Many-to-many relationship ă One or more data can have a relationship
with one or more other data, e.g. many suppliers can supply many items.

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There are several types of database organisations. These are hierarchical,

networked and relational and they will be discussed here.

In the hierarchical database, records are arranged or combined in related groups

that resemble a family tree, i.e. the concept of parent and child. This database
functions well if it has a one-to-many relationship. The structure has to be
defined from the beginning. Every child can only have one parent and there is no
relationship among the children. The many-to-many relationship cannot be
established here. This type of database was introduced in the 1960s. Figure 5.19
shows an example of the hierarchical database.

Figure 5.19: Example of a hierarchical database

In a networked database, every child can have more than one parent. This
arrangement can be bent easily as compared to hierarchical database but there is
a limit on the bent and it needs definitions prior to its use. This type of database
can have all types of relationships. It was first introduced in the 1970s. Today,
both hierarchical and networked types are not widely used. Figure 5.20 shows an
example of a networked database.

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Figure 5.20: Example of a networked database

Relational database is the most stable and flexible database. Its model was first
introduced by E. F. Codd. It does not require the database structure to be initially
defined. Data is arranged in the form of a table with rows and columns. A name
is given to each table and column. Every table is given a unique column, known
as the main key. This main key is used to link different tables. Relational
databases are widely used today. Figure 5.21 shows an example of a relational
database.

Figure 5.21: Example of a relational database

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In a hierarchical, networked or relational database, data is stored in the database.

The programs to process the data are stored separately outside the database.
However, there is a new approach in which data and programs are stored in the
database simultaneously. This is known as object-oriented database. This new
type of database is not yet widely used. Now, there is also an object-oriented
relational database. Figure 5.22 shows four types of database management
system organisations.

Figure 5.22: Four types of database management system organisation

5.10.3 Client-Server
Most database management systems are stored in the server. Database
management system software will store and manage data in the server computer.
The client computer will be used by users to access and process the data
contained in the database of the server computer. This method is known as
client-server system. The client-server system enables a database to be shared by
many users. Examples of a server-based DBMS are Oracle, Informix and Sybase.
An example of software that can build user-interface software is PowerBuilder.
Examples of client-server systems are student registration system in OUM and
foreign worker registration in Malaysia Department of Immigration.

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The client-server system has the following advantages:

(a) Server has the main function as storage and processing is done by clients;

(b) Data security at the server is more assured; and

(c) Hardware requirement can be added easily to the server.

Databases can be arranged in three ways − centralised, distributed and client-

server. Figure 5.23 shows three categories of databases. In a centralised database,
all organisational databases are present in one computer only, usually in a
mainframe computer. This technique simplifies management but has risks if the
computer breaks down. For example, in OUM, all databases on students, staff,
finance, etc. are stored in one computer. This technique is known as a centralised
database.

Figure 5.23: Three categories of databases

In a distributed database, all databases are stored in several computers located in

different places (buildings, rooms, areas). For example in OUM, information on
Language Faculty students are stored in the Language Faculty database and the
information on Science Faculty students are stored in the Science Faculty
database. This approach is known as a distributed database. This approach is
more difficult to maintain.

In a client-server database, clients do the database applications while the server

does part or all of the actual database management system. An example of this
type of database is the student registration in OUM.

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There are two ways on how to access data in a database, i.e. through query
language and application programs as shown in Figure 5.24.

Figure 5.24: Two ways to access data

Query language is a language used by users to capture data from the

database.

With this language, users can add, edit, delete and access the database. An example
of the query language is Structured Query Language (SQL) which can be used to
access relational type of databases. An example of SQL instructions are presented in
Figure 5.25.

SELECT OWNERID, ‘is in Orders & Antiques’

FROM ORDERS, ANTIQUES
WHERE OWNERID = BUYERID
UNION
SELECT BUYERID, ‘is in Antiques Only’
FROM ANTIQUES
WHERE BUYERID NOT IN
(SELECT OWNERID FROM ORDERS);

Figure 5.25: Example of SQL instructions

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Users can also access databases through programs that are written in
programming languages like COBOL or C which contain SQL statements that are
embedded inside the programs. This technique is known as embedded SQL, as
shown in Figure 5.26.

/* example of embedded SQL using C */

#include

EXEC SQL BEGIN DECLARE SECTION;

Int BUYERID;
char FirstName[100], LastName[100], Item[100];
main()
{
EXEC SQL CONNECT UserID/Password;
EXEC SQL DECLARE Itemcursor CURSOR FOR
SELECT ITEM, BUYERID
FROM ANTIQUES
ORDER BY ITEMS;
EXEC SQL OPEN ItemCursor;

EXEC SQL FETCH ItemCursor INTO :Item :BUYERID;

While(!sqlca.sqlcode) {
EXEC SQL SELECT OWNERFIRSTNAME, OWNERLASTNAME
INTO :FirstName :LastName
FROM ANTIQUES
WHERE BUYERID = :BuyerID;
Printf(‘%s %s %s’, FirstNamre, LastName, Item);
}
exit ();
}

Figure 5.26: Example of embedded SQL

A concept that is widely used today is a „data warehouse‰, i.e. a combination of

several large databases inside an organisation in a form that is suitable for use by
users. A data warehouse may contain a very large amount of data and this may
cause difficulty for users to analyse the data.

This leads to the technique of data mining, i.e. a technique of analysing

voluminous amount of data by using statistical techniques, machine learning,
artificial intelligence, etc.

SELF-CHECK 5.6

1. What is the advantage of having a database?

2. What is meant by database management?

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5.11 DOCUMENT PROCESSING SOFTWARE

TeX is a document processing system for producing documents of high quality. It
is mostly used in the publication of academic journals or magazines. This system
is suitable for use mainly in documents that involve many mathematical
formulas. TeX documents are in the form of ASCII, which contains markups such
as an HTML document. This document will later be processed to produce a form
of portable document like postscript or PDF. Figure 5.27 shows the Gostview
software which can be used to display .ps and .pdf documents.

Figure 5.27: Gostview software that display postscript document

5.12 GRAPHICS SOFTWARE

Displaying graphics to businessmen may look non-beneficial at first because
there is number printing that is normally done by the computer. However,
graphs, maps and charts can help people to compare data, identify pathways
with ease and make decisions more quickly. Research has shown that human
beings learn more from information presented visually. Furthermore, visual
information is normally more meaningful than a page of numbers. Besides
representing numbers and facts, graphs are often used together with messages by
businessperson or whoever, as part of their presentation.

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Graphic software combines various visual objects to produce presentations

that are attractive and joyful.

The use of graphic software is very satisfactory if the work is done by a graphic
artist who has the ability in both artistic aspect, as well as the ability to use
sophisticated graphic software to translate ideas. An artist uses the software as a
tool for producing fantastic computer-based arts. Graphic software is software
that converts numerical data into a graphic display form, such as the bar chart,
pie chart, etc. It enables users to produce various types of graphical forms. Five
types of graphics software are shown in Figure 5.28.

Figure 5.28: Five types of graphics software

(a) Decorative graphics ă It is used to improve document production and not

for delivering information. They are normally embedded inside word
processors like clip drawing. Examples of decorative graphics software are
Paint (given out free inside Windows OS as shown in
Figure 5.29), Paint Shop Pro and Adobe Photoshop.

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Figure 5.29: Microsoft Paint

(b) Business/analytical graphics ă Simplify numerical data so that they are

easily understood. Examples of such graphics are bar chart, pie chart,
dotted area chart, line graph, pictogram, etc. These are normally obtained
by using spreadsheet or statistical software.

(c) Presentation graphics ă It is used to present data/ideas to customers. This

presentation may consist of text, table, clip drawing, picture or business
graphics. Examples of such graphics are Microsoft PowerPoint (see
Figure 5.30), Freelance and Harvard Graphic.

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Figure 5.30: Microsoft PowerPoint

(d) Illustration graphics is a type of presentation graphic that is used

professionally. Three types of illustration software are drawing, painting
and image editing. An example of this software is Adobe Illustrator as
shown in Figure 5.31.

Figure 5.31: Adobe Illustrator

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(e) Animation graphics ă Add movements over the image and drawing.
Examples of graphics software used for animation are Maya (for 3D
animation) and Adobe Flash Professional CS6. These types of software were
used to produce Toy Story and Toy Story 2.

5.13 SOFTWARE SUITE

Suite refers to a set of software or a collection of software units sold as a group at
a price that is lower than the total cost of buying each of them separately.
Examples of such software are Microsoft Office, Lotus SmartSuite, Novell
PerfectOffice and Sun StarOffice. Microsoft Office suite normally includes
Microsoft Word, Microsoft Excel, Microsoft PowerPoint and Microsoft Access.

5.14 GROUPWARE SOFTWARE

Groupware is software used in a network of a group of users working on one
project. It normally consists of four different types, such as the basic groupware
software like Lotus Notes, workflow software like Action Workflow, meeting
software like VetanaÊs Group and scheduling software like MS-Project.

5.15 DESKTOP PUBLISHING SOFTWARE

Desktop publishing software is software used for printing or publishing and is
more advanced than word processing software. The features of this software are
the ability to mix and match texts and graphics, various types of styles and
presentation, importing elements in different format and page description
language. Examples of desktop publishing software are Microsoft Publisher,
PageMaker, FrameMaker, QuarkXPress and Scribus. Figure 5.32 shows an
example of an interface of Scribus, which is an open source software for desktop
publishing.

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Figure 5.32: Scribus

5.16 MULTIMEDIA SOFTWARE

Multimedia presentation software or multimedia composition enables users to
combine text, graphic, animation, video, music, voice and sound in their
presentation. This software simplifies multimedia-based software development.
Examples of multimedia software are Multimedia ToolBook, Authorware, Flash
and Director. Figure 5.33 shows an example of the Flash software.

Figure 5.33: Adobe Flash

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• Although system software is rarely talked about, its importance cannot be

denied.

• There are four categories of system software: OS, utility programs, device
drives and language translators.

• Application software consists of word processing, electronic spreadsheet,

databases, presentation software and others.

• OS manages resources, provides the user-interface and executes applications.

• Windows, Mac OS, UNIX and Linux are commonly used operating systems.

• The five features of OS are multitasking, multi-user, multi-processing, batch

processing and virtual memory.

• Besides that, we have also seen application software that is often used to
increase productivity of organisations and individuals such as word
processing, spreadsheet, databases, groupware software, etc.

• Advanced application software is divided into four categories: business

software; graphics and multimedia software; home, personal and educational
software; and communication software.

Batch processing Multi-processing

Compiler Operating system (OS)
Database Spreadsheet
Data mining User-interface
Device drivers Utility program
Multitasking Virtual memory

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