Domestic Data Entry Operator Textbook for Class IX

 Domestic Data Entry Operator (Job Role) Qualification Pack: Ref. Id. SSC/Q2212 Sector: Information Technology and Information Technology enabled Services (IT–ITeS)...

 Domestic Data Entry Operator (Job Role) Qualification Pack: Ref. Id. SSC/Q2212 Sector: Information Technology and Information Technology enabled Services (IT–ITeS) Textbook for Class IX Prelims.indd 1 9/26/2018 10:13:03 AM  ISBN 978-93-5292-095-2 First Edition ALL RIGHTS RESERVED September 2018 Bhadrapada 1940  No part of this publication may be reproduced, stored in a retrieval system or transmitted, in any form or by any means, electronic, mechanical, photocopying, recording or otherwise without the prior permission of the publisher. PD 5T BS  This book is sold subject to the condition that it shall not, by way of trade, be lent, re-sold, hired out or otherwise disposed off without the publisher’s consent, in any form of © National Council of Educational binding or cover other than that in which it is published. Research and Training, 2018  The correct price of this publication is the price printed on this page. Any revised price indicated by a rubber stamp or by a sticker or by any other means is incorrect and should be unacceptable. OFFICES OF THE PUBLICATION DIVISION, NCERT NCERT Campus Sri Aurobindo Marg New Delhi 110 016 Phone : 011-26562708 108, 100 Feet Road Hosdakere Halli Extension Banashankari III Stage Bengaluru 560 085 Phone : 080-26725740 Navjivan Trust Building P.O. Navjivan Ahmedabad 380 014 Phone : 079-27541446 165.00 CWC Campus Opp. Dhankal Bus Stop Panihati Kolkata 700 114 Phone : 033-25530454 CWC Complex Maligaon Guwahati 781 021 Phone : 0361-2674869 Publication Team Head, Publication : M. Siraj Anwar Division Chief Editor : Shveta Uppal Printed on 80 GSM paper with NCERT Chief Business Manager : Gautam Ganguly watermark Chief Production Officer : Arun Chitkara Published at the Publication Division by the Secretary, National Council of Editor : Bijnan Sutar Educational Research and Training, Production Officer : Abdul Naim Sri Aurobindo Marg, New Delhi 110 016 and printed at Laxmi Print India, Cover and Layout 519/1/23, Sansar Compound, Dilshad Garden Industrial Area, Shahdara, DTP Cell, Publication Division Delhi -110 095 Prelims.indd 2 9/26/2018 10:13:03 AM  Foreword The National Curriculum Framework–2005 (NCF–2005) recommends bringing work and education into the domain of the curricular, infusing it in all areas of learning while giving it an identity of its own at relevant stages. It explains that work transforms knowledge into experience and generates important personal and social values such as self-reliance, creativity and cooperation. Through work one learns to find one’s place in the society. It is an educational activity with an inherent potential for inclusion. Therefore, an experience of involvement in productive work in an educational setting will make one appreciate the worth of social life and what is valued and appreciated in society. Work involves interaction with material or other people (mostly both), thus creating a deeper comprehension and increased practical knowledge of natural substances and social relationships. Through work and education, school knowledge can be easily linked to learners’ life outside the school. This also makes a departure from the legacy of bookish learning and bridges the gap between the school, home, community and the workplace. The NCF–2005 also emphasises on Vocational Education and Training (VET) for all those children who wish to acquire additional skills and/or seek livelihood through vocational education after either discontinuing or completing their school education. VET is expected to provide a ‘preferred and dignified’ choice rather than a terminal or ‘last-resort’ option. As a follow-up of this, NCERT has attempted to infuse work across the subject areas and also contributed in the development of the National Skill Qualification Framework (NSQF) for the country, which was notified on 27 December 2013. It is a quality assurance framework that organises all qualifications according to levels of knowledge, skills and attitude. These levels, graded from one to ten, are defined in terms of learning outcomes, which Prelims.indd 3 9/26/2018 10:13:03 AM  the learner must possess regardless of whether they are obtained through formal, non-formal or informal learning. The NSQF sets common principles and guidelines for a nationally recognised qualification system covering Schools, Vocational Education and Training Institutions, Technical Education Institutions, Colleges and Universities. It is under this backdrop that Pandit Sunderlal Sharma Central Institute of Vocational Education (PSSCIVE), Bhopal, a constituent of NCERT has developed learning outcomes based modular curricula for the vocational subjects from Classes IX to XII. This has been developed under the Centrally Sponsored Scheme of Vocationalisation of Secondary and Higher Secondary Education of the Ministry of Human Resource Development. This textbook has been developed as per the learning outcomes based curriculum, keeping in view the National Occupational Standards (NOS) for the job role and to promote experiential learning related to the vocation. This will enable the students to acquire necessary skills, knowledge and attitude. I acknowledge the contribution of the development team, reviewers and all the institutions and organisations, which have supported in the development of this textbook. NCERT would welcome suggestions from students, teachers and parents, which would help us to further improve the quality of the material in subsequent editions. Hrushikesh Senapaty Director New Delhi National Council of Educational June 2018 Research and Training (iv) Prelims.indd 4 9/26/2018 10:13:03 AM  About the Textbook The IT–ITeS sector is growing at a fast pace and is a very important industry in India and abroad. In the growing business opportunities in various domains around the globe, there is a huge transfer of information from one place to another. Large amount of data are churned thus creating a need for proper management of the data that are collected. The companies also have to concentrate on their core activities and resort to outsourcing the data entry process. The rapid growth in the IT industry along with the entry of many small and large outsourcing companies in this area, has led to a huge demand for trained personnel for various job roles, such as Data Entry Operator. Domestic Data Entry Operators in the IT-ITeS Industry are also known as a Data Entry Operators. These individuals are responsible for providing daily work reports and work on hourly basis. They are also responsible for electronic entry of data from the client site on to the office site or vice-versa. Individual tasks vary depending on the size and structure of the organisation. This job requires the individual to have thorough knowledge of various technology trends and processes as well as have updated knowledge about database management systems and IT initiatives. The individual should know fast and accurate typing or data encoding. This job involves working on a computer, and appropriate software to enter accurate data regarding different issues like retrieving data from a computer or to a computer. The textbook for the job role of “Domestic Data Entry Operator” has been developed to impart knowledge and skills through hands‑on learning experience, which forms a part of the experiential learning. Experiential learning focuses on the learning process for the individual. Therefore, the learning activities are student-centered rather than teacher-centered. The textbook has been developed with the contribution of the expertise from the subject and industry experts and academicians Prelims.indd 5 9/26/2018 10:13:03 AM  for making it a useful and inspiring teaching-learning resource material for the vocational students. Adequate care has been taken to align the content of the textbook with the National Occupational Standards (NOSs) for the job role so that the students acquire necessary knowledge and skills as per the performance criteria mentioned in the respective NOSs of the Qualification Pack (QP). The textbook has been reviewed by experts so as to make sure that the content is not only aligned with the NOSs, but is also of high quality. The NOSs for the job role of Domestic Data Entry Operator covered through this textbook are as follows: 1. SSC/N3022 – Undertaking data entry services 2. SSC/N9001 – Managing work to meet requirements 3. SSC/N9003 – Maintaining a healthy, safe and secure working environment Unit 1 of the textbook explains the various career opportunities within the IT–ITeS sector. It then details the various IT enabled services. Maintaining the work area as well as the health and safety aspects within the IT service sector are also covered in the first unit. Unit 2 will help students to learn typing skills using a typing tutor. It also covers the ergonomics and sitting posture, to put the student on a firm footing in terms of health aspects associated with computer systems. Unit 3 deals with basic Word Processing skills so that students can learn to enter and edit the text to prepare the document. Unit 4 deals with basic spreadsheet skills to prepare a worksheet so that students can learn to create and manipulate the data in the spreadsheet. Unit 5 covers the basic presentation skills to prepare a slide presentation so that students can learn to create presentations. Dipak D. Shudhalwar Associate Professor (CSE) and Head Department of Engineering and Technology PSSCIVE, NCERT, Bhopal (vi) Prelims.indd 6 9/26/2018 10:13:03 AM  ACKNOWLEDGEMENT The National Council of Educational Research and Training (NCERT) expresses its gratitude to all members of the Project Approval Board (PAB) and officials of the Ministry of Human Resource Development (MHRD), Government of India, for their cooperation in the development of this textbook. The Council also extends gratitude to all the contributors for sharing their expertise and valuable time by positively responding to the request for the development of this textbook. The Council expresses it gratitude towards Rajesh Khambayat, Joint Director, PSS Central Institute of Vocational Education (PSSCIVE), Bhopal, for providing support and guidance in the development of this textbook. We are thankful to the course coordinator Dipak D. Shudhalwar, Associate Professor (CSE) and Head, Department of Engineering and Technology, PSSCIVE, NCERT, Bhopal, for his untiring efforts towards solely developing the content for this textbook and also providing software related photographs used in the textbook. The images used other than these are under Creative Commons License. Ganesh Kumar Dixit and Jayant Mishra, Consultants in IT–ITeS, Department of Engineering and Technology, PSSCIVE, Bhopal, are also duly acnowledged for their untiring efforts and contribution in the development of this textbook for vocational skills. The Council is grateful to Saroj Yadav, Professor and Dean (A), NCERT, and Ranjana Arora, Professor and Head, Department of Curriculum Studies, and Mamur Ali, Assistant Professor, CIET, NCERT, New Delhi, for carefully evaluating and giving suggestions for the improvement of this book and its finalisation. The Council acknowledges the copy editing and valuable contribution of Shilpa Mohan, Assistant Editor (Contractual) and Sanjeev Kumar, Copy Holder in shaping this book. The efforts of Pawan Kumar Barriar, DTP Operator, and Haridarshan Lodhi, DTP Operator (Contractual), Publication Division, NCERT, for flawless layout design are also acknowledged. The Council is grateful to the Ministry of Human Resource Development for the financial support and cooperation in realising the objective of providing a quality textbook for the Indian vocational students. Prelims.indd 7 9/26/2018 10:13:03 AM Prelims.indd 8 9/26/2018 10:13:04 AM  Contents Foreword iii About the Textbook v Unit 1 : Introduction to IT–ITeS Industry 1 Unit 2 : Data Entry and Keyboarding Skills 15 Unit 3 : Digital Documentation 45 Unit 4 : Electronic Spreadsheet 98 Unit 5 : Digital Presentation 137 Answer Key 175 List of Credits 177 Prelims.indd 9 9/26/2018 10:13:04 AM Prelims.indd 10 9/26/2018 10:13:05 AM  1 Introduction to IT – ITeS Industry Introduction Information and Communication Technology (ICT) has become one of the basic requirements of the modern society. In today’s digital era, we use mobile devices to perform the tasks of our daily life. It is difficult to think of any event without the use of digital devices. Information Technology (IT) is one of the world’s fastest growing economic activities, which envisages easier flow of information at various levels in the desired pattern. The Information Technology enabled Services (ITeS) sector has not only changed the way the world looks at our country but has also made significant contributions to the Indian economy. This session will introduce the basic concepts and ideas related to Information Technology (IT) and IT enabled Services (ITeS). Information Technology Information Technology (IT) means creating, managing, storing and exchanging information. IT includes all types of technology used to deal with information, such as computer hardware and software technology Unit 1.indd 1 9/6/2018 12:10:38 PM  Notes used for creating, storing, and transferring information. Computer takes data as input, processes it and produces the results as output. The information is the result of data processing. Data refers to the facts or raw material, which are processed to get the information. Number of boys and girls in a class is a factual data of the classroom. This is an example of data related to the students in the class. Some conclusion can be drawn based on the data. This conclusion is information. The decisions are taken on the basis of data and information. IT is a tightly integrated part of business. Computers and information systems are an essential part of every business today. Like accounting and legal, every business needs to invest in technology to compete. IT has several benefits for a business, such as it helps in reaching more potential customers, developing a business relationship with potential customers, streamlining operations, reducing costs, improving efficiency, maximising profit, minimising waste, providing better service to customers, supporting better relationships with key partners, and allowing customers to better guide the business. Information Technology enabled Services (ITeS) Information Technology that enables the business by improving the quality of service is Information Technology enabled Services (ITeS). ITeS is also called web-enabled services or remote services that cover the entire operations which exploit Information Technology for improving the efficiency of an organisation. These services provide a wide range of career options that include opportunities in all offices like call centres, payrolls, logistics management, revenue claims processing, medical billing, coding, medical transcription, legal databases, back office operations, content development, GIS (geographical information system), web services and Human Resource (HR) services, etc. ITeS is defined as outsourcing of processes that can be enabled with information technology and covers diverse areas like finance, HR, administration, health care, telecommunication, manufacturing, etc. 2 Domestic Data Entry Operator – Class IX Unit 1.indd 2 9/6/2018 12:10:38 PM  E-enabled services radically reduce costs and improve Notes service standards. In short, Internet service provider aims to provide B2B e-commerce solutions. ITeS offers different services integrated in a single delivery mechanism to end users. The services may include: Medical Transcription, Customer Relationship Management, Data Entry and Data Processing, Software development, Data Warehousing, IT Help Desk Services, Enterprise Resource Planning and Telecommunication Services. BPO services Business Process Outsourcing (BPO) services means performing business operations through an outside service provider. BPO also comes under IT services as IT plays a very useful role in optimising the business performance. The BPO industry is highly organised and hence various kinds of jobs are outsourced in India. India has the expertise in reducing costs with firm control on the quality of the service. Some of the BPO services are as follows: (a) Financial and Accounting Services (b) Taxation and Insurance Services (c) E-Publishing and Web Promotion (d) Legal Services and Content Writing (e) Multimedia and Design Services (f) Document Management Services (g) Software Testing Services (h) Health Care Services BPM industry in India The IT BPM (Business Process Management) industry has been fueling India’s growth. In addition to contributing towards the country’s Gross Domestic Product (GDP) and exports, the growth of the IT BPM industry has provided India with a wide range of economic and social benefits which includes creating employment, raising income levels, and promoting exports. It has placed India on the world map with an image of a technologically advanced and knowledge‑based economy. This sector attracts amongst the largest investments by venture Introduction to IT–ITeS Industry 3 Unit 1.indd 3 9/6/2018 12:10:38 PM  Notes capitalist and has been credited with enabling the entrepreneurial ventures of many in the country. The IT-BPM industry has almost doubled in terms of revenue and contribution to India’s GDP over the last decade (2008–18). BPO Service Industry is doing exceptionally well in India because of the following advantages: (a) BPO service providers in India invest in hi-tech hardware and software to deliver the best of services. They follow quality checks to ensure error free and exceptional service. (b) Government of India is encouraging the BPO Industry in India by providing necessary infrastructure and logistical support. (c) BPO Industry in India is highly developed and capable of delivering numerous types of BPO services in exceptional quality. Structure of the IT-BPM industry The organisations within the IT‑BPM industry are categorised along the following parameters: Sector the organisation is serving Type as well as range of offering the organisation provides Geographic spread of operations Revenues and size of operations (a) Multinational Companies (MNCs): MNCs have their headquarters outside India but operate in multiple locations worldwide including those in India. They cater to external clients (both domestic and/or global). (b) Indian Service Providers (ISPs): ISPs started with their operations in India. Most of these organisations have their headquarters in India while having offices in many international locations. While most have a client base, which is global as well as domestic, there are some that have focussed on serving only the Indian clients. (c) Global In-house Centers (GIC): GIC organisations cater to the needs of their parent company only and do not serve external clients. 4 Domestic Data Entry Operator – Class IX Unit 1.indd 4 9/6/2018 12:10:38 PM  This model allows the organisation the option to keep IT Operations in-house and at the same time take advantage of expanding their global footprint and offering opportunities for innovation in a cost-effective manner. IT applications ALL 16 POINT In technologically developed nations, Information Technology has become a part of everyday life. For a user, computer is a tool that provides the desired information, whenever needed. The use of computer and Information Technology can be observed at home, workplace, in the modern service industry and in all aspects of our life. It includes listening to music, watching movies, playing games, doing office work, chatting and sending messages, managing daily planner, reading books, paying utility bills, booking ticket to travel, bank operations, etc. Computers and ICT is used in industries, in offices, and in house also. The various application areas are business, banking, insurance, education, marketing, health care, engineering design, military, communication, animation, research, agriculture and government. Fig. 1.1: IT applications IT in home computing A personal computer (PC) is used to work at home, to do household accounts, play games, surf the web, use Introduction to IT–ITeS Industry 5 Unit 1.indd 5 9/6/2018 12:10:38 PM  e-mail, create music, and pursue a range of other hobbies. PC is also used to play games. It includes action games, role playing games, puzzles and many more. A PC with a CD-ROM drive, sound card, and speakers can play audio CD. A computer can be used from home to study a wide range of online training courses. Computers and digital devices are now used for online shopping and e-commerce. IT in everyday life Fig. 1.2: IT in home computing In our daily life, we use washing machines, microwave oven and many other products using which have embedded software. We can store all the information about our important work, appointments schedules and list of contacts in a computer. Computer is, therefore, playing a very important role in our lives and now we cannot imagine the world without computers. IT in library Nowadays many libraries are Fig. 1.3: IT in everyday life computerised. Each book has a barcode associated with it. This makes it easier for the library to a keep track of books and the availability of a specific book. Computer software is used to issue and return the book. Each book in the library has a magnetic strip attached to it that is deactivated before the book can be borrowed. IT at workplace In the office environment, computers and computer applications are used Fig. 1.5: IT in library to perform office work more effectively. 6 Domestic Data Entry Operator – Class IX Unit 1.indd 6 9/6/2018 12:10:39 PM  In assembly-line industries, where attention to detail, speed and efficiency are important, automation is becoming more and more common. Internet and Office applications form the basis of modern business. IT in education Fig. 1.4: IT at workplace Computers and Information Technology are extensively used in education for teaching-learning and assessment. The software and hardware technology is used for creation and transmission of information in various forms including still pictures, audio, video and animation to the learners. The learning becomes easy and accessible through IT. A lot of teaching resources are available for teachers to teach in a better way. Online assessment Fig. 1.6: IT in education helps to assess the students without any biasness. The students, teachers and educational administrators and every stakeholder in the education sector has benefitted with the integration of IT in education. (a) ICT in the classroom There are many ways in which the ICT is used for education in the classroom, such as e-learning classrooms; smart-board presentations; videos on experiments; creation of images and video; desktop publishing of magazines, letters and documents; educational games; learning using the CD-ROM media; and gathering educational information on the Internet. (b) Education — anywhere anytime Any student in India can access the NCERT book online through the website www.epathshala.nic.in or mobile app. Introduction to IT–ITeS Industry 7 Unit 1.indd 7 9/6/2018 12:10:39 PM  Apart from this there are a variety of websites and mobile apps to access educational resources on any topic. You can also contact a teacher or a trainer via Internet to use WBT (Web-based Training). In this way education has reached the far flung areas by reaching the unreached. (c) Teaching aids and media ICT is used mostly as a teaching aid in schools to use pictures, animations and audio-visuals to explain subjects that are difficult to explain. make the lessons interesting using presentations. organise lessons using the computer. obtain the information relevant to the subjects. (d) Learning Management System (LMS) A Learning Management System (LMS) is being used by many countries to manage school systems. A student or teacher can register himself/herself on the official website to access LMS and can get many services from LMS. The student can be benefited by using LMS, as it can be used to learn lessons anytime and anywhere. submit queries, getting replies and submit comments through forums. participate in the co-curricular activities via video. monitor the progress of their children (by parents). IT in entertainment Information Technology has had a major impact on the entertainment industry. Internet is a major source of entertainment. One can download and view movies, play games, chat, use multimedia, incorporate visual and sound effects using computers, etc. Digital broadcasting has changed the way we experience television, Fig 1.7: IT in entertainment with more interactive programming and participation. 8 Domestic Data Entry Operator – Class IX Unit 1.indd 8 9/6/2018 12:10:39 PM  IT in communication Communication is used to convey messages and ideas, pictures, or speeches. A person who receives this must understand clearly and correctly. Modern communication makes use of the computer system. We use computers for email, chatting, FTP, telnet and video conferencing. IT in business Fig. 1.8: IT in Communication Computers are used in business organisations for payroll calculation, budgeting, sales analysis, financial forecasting, managing and maintaining stocks. A lot of business transactions happen through Internet called e-commerce. IT facilitates marketing, customer visit, product browsing, shopping basket checkout, tax and shopping, receipt and process order. E-commerce offers services pertaining to processing inventory management, transactions, documentation, presentations, and gathering product information. Smart cards, such as credit cards and debit cards are used in shops. These cards have a metallic strip on which the user’s Personal Identification Number (PIN), and account number is stored and can be read when it is passed through a special reader. Airlines use large-scale computer applications for their reservations system, both in the airports and in central reservations call-centers. Other businesses that have large-scale computing requirements are insurance claims systems and online banking, which both have large numbers of users and operators interacting across one system. IT in science and engineering Scientists and engineers use computers for performing complex scientific calculations, Computer Aided Design (CAD) or Computer Aided Manufacturing (CAM) applications are used for drawing, designing and for simulating and testing the designs. Computers are used for storing large amount of data, performing complex calculations and for visualising Introduction to IT–ITeS Industry 9 Unit 1.indd 9 9/6/2018 12:10:40 PM  Notes 3-dimensional objects. Complex scientific applications like rocket launching, space exploration, etc., are not possible without the computers. IT in banking Computer is an essential part of the modern banking system. Every activity of a bank is now online. The customer’s data and transactions are recorded by computers. Recurring deposits (e-RD), Fixed deposits (e-FD), money transfer from one account to another (NEFT, RTGS), online transactions are done using Internet. Capital market transactions, financial analysis and related services are available in online platforms. Bank customers use Automated Teller Machines (ATM) for cash deposits and withdrawal, or to view current balance. IT in insurance Insurance companies keep all records up to date with the help of computer database. Procedures for continuation of policies, starting date, date of next installment, maturity date, interest dues, survival benefits, and bonus are declared by using computers in insurance companies. Many online policies are also available which can be purchased by using the website of insurance companies. IT in marketing In marketing, computers are used for advertising of products, by using arts and graphics facility it is possible to create interesting advertisements of various products so that the goal of selling can be achieved. Using e-commerce websites, people can purchase items even sitting at home. IT in health care ICT is used in the health sector in numerous ways. Hospital Management System is used to maintain and manage patients’ records as well as various activities pertaining to hospital administration. The computerised 10 Domestic Data Entry Operator – Class IX Unit 1.indd 10 9/6/2018 12:10:40 PM  Fig. 1.9 (a) MRI machine Fig. 1.9 (b) Detailed images machines are used for ECG, EEG, Ultrasound and CT Scan. The variety of measuring instruments and surgical equipment are used to monitor patients’ conditions during complex surgery. Expert system is used for diagnosis. Health care manufacturing companies use computers to aid the production of diagnostic tools and instruments. Computers are an integral part of laboratories and dispensaries. They are used in scanning and diagnosing different diseases. (a) Use of ICT in diagnosis With the advancements in computer hardware and software technology, various high-tech machines are used in the diagnosis and treatment of critical diseases. Using expert system, diseases can be diagnosed at the early stages and the patients can be given treatment accordingly. Some of these machines are: (i) Computerised Axial Tomography Machine (CAT): Using this machine three-dimensional (3D) images of different parts of the body can be made. These images are helpful in the diagnosis of diseases. (ii) MRI (Magnetic Resonance Imaging Machine): MRI machines are used to give the digital impression of internal organs of the body by using strong magnetic fields and radio waves. The digital images are very helpful in the detection and in deciding the treatment of diseases. Introduction to IT–ITeS Industry 11 Unit 1.indd 11 9/6/2018 12:10:40 PM  Fig. 1.10 (a) ECG Machine Fig. 1.10 (b) ECG Graph (iii) Electrocardiogram (ECG) Machine: The ECG machine is used to monitor the heartbeat. When the heart pumps blood to different parts of the body some electrical impulses are produced. This machine records the electrical impulses and shows it in the form of a graph. (iv) Cardiac Screening Machine: This Fig. 1.11: Cardiac Screening Machine machine displays the physiology of the and Display heart and it displays the movements inside the heart. Through this machine it is possible to diagnose problems of the heart, such as thinning of veins and then recommend treatment. (v) EEG (Electro ‑ encephalography) Machine: This machine is used to record the activities of the brain. The small electrical probes attached to the head receive the electrical Fig. 1.12: EEG Machine and Display impulses of the brain and display them on a computer screen. This device can retrieve the data in both states where a patient is awake or asleep. (vi) Blood Sugar Testing Machine: This device analyses a sample of blood and determines the blood glucose level. (vii) Blood Pressure Measuring Machine: This device which is worn as a wrist band can measure the blood pressure of a person at Fig. 1.13: Sugar Testing Machine 12 Domestic Data Entry Operator – Class IX Unit 1.indd 12 9/6/2018 12:10:41 PM  rest or when he/she is involved in some physical activity. IT in the government and public service The government uses large-scale computer applications in its daily operations and is actively encouraging e-governance practices. Digital India and e-governance initiative of Government of India are best examples of this. Government and Non-Governmental Organisations (NGOs) as well as International Government Agencies Fig. 1.14: Measuring Blood use ICT applications to communicate and provide Pressure various services to the people and is called as e-governance. There are various official web portals of the Government of India for e-governance. There are various advantages of e-governance. The Income tax department, sales tax department, preparations of voters list, preparation of PAN card makes use of the computer system. Many government services are available online. Electricity bills can now be paid online. The government uses electronic voting for elections, by replacing the traditional voting slip and ballot box. People can enroll themselves in the electoral roll through the State Election Commission portal. Computers are common-place in modern society, and tend to make previously laborious manual tasks of data entry much simpler and quicker. Practical Exercise 1. Explore the impact of IT and ITeS in various areas in day‑to‑day life. 2. Visit Indian government websites, such as the official web portal of Department of School Education, MHRD, Government of India. Make a list of all the valuable information and the services you could obtain yourself. 3. Make a list of e-government services that are provided by other countries. 4. Visit the various websites and list the areas where ICT is used. 5. Identify the advantages of using ICT over conventional methods in various areas. 6. Observe other instances where ICT is used in business and manufacturing and compile a list. Introduction to IT–ITeS Industry 13 Unit 1.indd 13 9/6/2018 12:10:41 PM  Notes Check Your Progress A. Give an example of the use of IT in the following areas. Avoid already discussed examples. Teacher Practice Example Classroom content transaction Assessment of students Library management Student record management B. Short answer questions (50 words) 1. What do you understand by the term IT and ITeS? 2. What are the pros and cons of using ICT? 3. What precautions are required to ensure that ICT use is safe? 4. What are the four main sub-sectors in the IT-BPM industry? 5. Give examples of use of IT in everyday life. 6. How is IT used in libraries? 7. What are the various processes of education where IT is used? 8. Which software are used in digital communication? 9. For what purpose is IT used in business? 10. Which are the prominent areas where IT is used in science and engineering? 11. List the various uses of IT in a banking system. 12. Which are the different areas of healthcare where IT is used? And how? 13. List any 5 websites of the Indian government which provide IT enabled services to the people. 14 Domestic Data Entry Operator – Class IX Unit 1.indd 14 9/6/2018 12:10:41 PM  2 Data Entry and Keyboarding Skills Introduction In order to enhance operational skills in the use of computers, knowledge of efficient and effective keyboarding skills and typing ergonomics has become inevitable today. With consistent, sincere efforts and controlled environment, we can master keyboarding skills and acquire high speed. Keying data into the computer quickly and accurately, thus, becomes easy. There are various methods of typewriting. In this unit, we will study about various types of keys, typing ergonomics and positioning of fingers on the keyboard according to touch method of typewriting and use of typing software for learning keyboarding skills. Keyboarding Skills Keyboard is the most common text-based input device. Computer keyboards are similar to electronic typewriter keyboards with additional keys. A keyboard generally has more than 100 keys. Each key of a keyboard corresponds to a single symbol. Some symbols require pressing and holding several keys simultaneously or in sequence. It allows entering alphabets, digits and Unit 2.indd 15 9/11/2018 5:17:06 PM  Notes symbols into the computer. Simultaneous key press can produce actions or computer commands. The touch method of typewriting is a method of typing without using the sense of sight to find the keys. There is no need to search the key while typing and one has to move only the finger which is needed to strike a key. A touch typist knows the location on the keyboard through muscle memory. Touch typing typically involves placing the eight fingers in a horizontal row along the middle of the keyboard (the home row). Touch typing can be done with two hands or by using a single hand also. A touch typist starts by placing his or her fingers on the “start position” in the middle row and knows which finger to move and how much to move it for reaching any required key. It is important to learn placing fingers into the start position blindly as the hands are frequently raised from the keyboard to operate the line feed lever (in the past) or (more recently) the computer mouse. Typing speed generally improves with practice. The typing speed can be increased gradually and speeds of 60 WPM (words per minute) or higher can be achieved. The rate of speed increase varies between individuals. Many websites and software products (e.g., Rapid Typing Tutor) are available to learn touch typing and many of these are free. There are many such software available which are free of cost and are customised to learn typing efficiently and effectively. Keyboards are also used for computer gaming, either with regular keyboards or by using keyboards with special gaming features. Types of keys Though there are several input devices viz. mouse, touchscreen, character or voice recognition, etc., used for giving input to the computer, yet the use of keyboard is the most common method adopted for input of data into a computer. A computer keyboard contains the following types of keys: Alphanumeric keys: All of the alphabet (A-Z) and numbers (0-9) on the keyboard. 16 Domestic Data Entry Operator – Class IX Unit 2.indd 16 9/11/2018 5:17:06 PM  Punctuation keys: All of the keys associated with Notes punctuation, such as the comma (,), period (.), semicolon (;), brackets ([]), and parenthesis ({ }) and so on. Also, all of the mathematical operators such as the plus sign (+), minus sign (-), and equal sign (=). Alt key: Short for Alternate, this key is like a second control key. Arrow keys: There are four arrow keys to move the cursor (or insertion point) up (↑), down (↓), right (→), or left (←). Arrow keys can be used in conjunction with the Shift or Alt keys: To move the cursor in more than one position at a time. Backspace key: Deletes the character just to the left of the cursor (or insertion point) and moves the cursor to that position. Caps Lock key: It is a toggle key, which when activated, causes all alphabetic characters to be uppercase. Ctrl key: The control key is used in conjunction with other keys to produce control characters. The meaning of each control character depends on which program is running. Delete key: The Del key deletes the character at the current cursor position, or the selected object, but does not move the cursor. For graphics-based applications, the delete key deletes the character to the right of the insertion point. Enter key or Return key: It is used to enter commands or to move the cursor to the beginning of the next line. Esc key: The Escape key is used to send special codes to devices and to exit (or escape) from programs and tasks. Function keys: Special keys labelled F1 to F12. These keys have different meaning depending on which program is running. When a key is pressed, an electrical contact is formed. These electric signals are transmitted to a Data Entry and Keyboarding Skills 17 Unit 2.indd 17 9/11/2018 5:17:06 PM  micro‑controller in a coded form to the computer describing the character which corresponds to that key. Keyboards are used for text-based programs and software. In the modern GUI based operating systems and applications, more sophisticated pointing devices were evolved, such as mouse, joystick, scanner, etc. Numeric keypad Numeric keypad (Figure. 2.1) is used when enormous numeric data is to be entered. This keypad is just like a simple calculator. It is normally located on the right- hand side of computer keyboard. It contains numbers 0 to 9, addition (+), subtraction (–), multiplication (*) and division (/) symbols, a decimal point (.) and Num Lock and Enter keys. Numeric keypad may also work on dual mode. On one mode, it represents numbers and on the other mode, it contains various keys like arrow keys, page up, page down, etc. NumLock is provided to switch between the two modes. Usually, some of the keyboards of laptops do not have a numeric keypad. Fig. 2.1: Numeric keys Home keys Alphabets ASDF are home keys for the left hand and; (semi-colon) LKJ for the right hand. The fingers are trained to make the correct movement to other keys and each finger returns immediately to its respective home key after it has depressed the corresponding key in any other row. Guide keys On a computer keyboard, keys ‘F’ and ‘J’ are called guide keys for left and right hand, respectively. Both contain a small raised tangible mark with the help of which the touch typist can place the fingers correctly on the home keys. Figure 2.2 shows the position of fingers of both Fig. 2.2: Position on Home Row hands on the Home Row. 18 Domestic Data Entry Operator – Class IX Unit 2.indd 18 9/11/2018 5:17:07 PM  Typing and deleting text Notes For typing text in a document you should click on the letters on the keyboard. For deleting text in a document you should use the backspace key or the delete key. The backspace key will remove text from behind (to the left of) your cursor position. For typing numbers in a document you should use the numbers lock or the numbers on the second row of keys on the keyboard. Typing capital letters To type capital letters, switch ON the Caps Lock by pressing the key before typing. A light will shine on the top right side corner of the keyboard that shows Caps lock is on. To switch it off, tap on the Caps lock key before typing. Typing symbols Press and hold the key and then press the key with the required symbol. There are two Shift keys on the keyboard — to the bottom left and right of the letters. The Shift key is used to access the top symbols that are one of the keys with two characters. Typing sentences To get space between typed words, press the space bar once and then type the next word. Creating new lines and spaces between paragraphs The Enter or return key is used to create new lines and spaces between paragraphs. Make sure that the cursor is flashing from a new line. It is also used to authorise instructions asked for the computer to perform. Guide for typing The cursor keys serve as a guide for typing. They can be used to move the position of the cursor. The cursor is the small downward line that flickers in a sentence while typing. Move the position of the cursor by clicking the position with a mouse. Data Entry and Keyboarding Skills 19 Unit 2.indd 19 9/11/2018 5:17:07 PM  Pointing devices Instead of typing, directly some items can be selected from computer screen, for example "print" or "close" button. This can be done using point and draw devices, such as mouse. Not only to select, but drawing of line, curve and shapes is also possible with such devices. Other examples of point and draw devices are joystick, light pea, touch pad or track ball and touch screen. Mouse Mouse is a pointing device used to point a particular place on the screen and select to perform one or more actions (Figure 2.3). It can be used to select menu commands, resize windows, selecting actions from screen icons, etc. A mouse primarily comprises of three parts: the buttons, the handling area, and the rolling object. By default, the mouse is configured to work for the right hand. The left-handed persons can change the settings as per the needs. Left button Left Right Scroll Wheel Right button Fig. 2.3: Mouse buttons Fig. 2.4 (a) How to hold the Fig. 2.4 (b) Position of fingers mouse while holding the mouse Put the right hand on the mouse, the index finger goes on the left button, and the middle finger goes on the right button (Figure 2.4 [a & b]). Hold the mouse with thumb and ring finger. To click, press a mouse button lightly and release it immediately. Mouse pointer The mouse pointer allows to point on the screen. The pointer changes as shown below. This mouse pointer will appear as you move it around the screen (it can also be used to move things). 20 Domestic Data Entry Operator – Class IX Unit 2.indd 20 9/11/2018 5:17:07 PM  Fig. 2.4: Correct and incorrect positioning of fingers on the mouse It will appear as you move it around the screen.   This mouse pointer will also appear as you move it around the screen, particularly if it is over text. (This shape can be seen when you are about to type text.).   While working on a web browser, the pointer change to a pointing finger symbol as moved it over the page. This identifies a hyperlink. Click the left mouse button once to follow the hyperlink to another page. Mouse operations All mouse do not use the same mechanical operation but all of them accomplish the same task. Some of them use a tracking ball at the bottom and some of them use a type of light beam to detect the motion of mouse. Laptops are equipped with a small flat surface or sometimes with a very short stick for performing same job as mouse. The most conventional kind of mouse has two or three buttons on its top. These buttons are used for different actions. Using left button of mouse different operations like selection, dragging, moving and pasting can be done. With the right button we can open a context menu for an item, if it is applicable. Data Entry and Keyboarding Skills 21 Unit 2.indd 21 9/11/2018 5:17:07 PM  Notes The common mouse actions are as follows: (a) Click or left click: It is used to select an item. Press down once on the left button with your index finger. (b) Double click: It is used to start a program or open a file or trigger an action. (c) Right click: It is used to display a set of commands and available options. Move the mouse pointer to the desired position, position your middle finger on the right mouse button, keeping the mouse still, click lightly with the middle finger on the right button. (d) Drag and drop: It allows to select and move an item from one location to another.  Position the mouse on an object, hold down the left side of the mouse, and drag the object. (e) Scroll: Many applications provide scrollbars on right side of screen if the page length is more than the monitor/screen length. Instead of using page down key or arrow keys, one can use scroll key of a mouse to scroll up or down. If the scroll key is not available, one can click on the scroll bar on the application screen with the let button of the mouse. Use the scroll wheel on the mouse to move the page on the screen up or down. (f) Blocking: Blocking is another way of selecting text. It is used to select text that needs to be edited or formatted. Click at the beginning of the word or sentence and hold down the left button, then drag along the text and see it being highlighted in black. At the end of the text or sentence release the left button. Typing ergonomics Typing ergonomics provides the logistic support for efficient and effective typewriting. They are important to attain and maintain accuracy and speed. Some of these factors included are as given as below. Sitting posture While operating the computer keyboard, sit straight, slightly bending your neck forward. Check your comfort 22 Domestic Data Entry Operator – Class IX Unit 2.indd 22 9/11/2018 5:17:07 PM  Fig. 2.5: Sitting posture while working on computer and sitting position of body. Touch the lower portion of your back to the lower portion of the back rest of the chair. Touch both the feet to the floor (Figure 2.5). Position of hands Put your forearms at level with the keyboard and palms down (Figure 2.6). Keep your wrists straight and hang WRONG! Fig. 2.6 Correct screen angle view Fig. 2.7 Wrong way of sitting Data Entry and Keyboarding Skills 23 Unit 2.indd 23 9/11/2018 5:17:07 PM  Notes your elbows naturally. Don’t touch the elbows to the body nor be too far away from the body (Figure 2.7). Bend at about a 90 degree angle. Monitor placement Do not bend your neck while working on the monitor and keep the upper border of screen at eye level. The distance of screen from the user depends on the size of the screen. Keep an approximate distance of about 60–65 cms for 17 inches screen. Mouse and keyboard placement Keep the keyboard and mouse together at an approximate distance of 20 cms, which will help in smooth and effortless operation of keyboard.  Same height of keyboard, mouse and elbows helps the users to work comfortably. Chair and table placement Adjust computer chair and table to an optimal height. The chair of the computer user must be supportive to his/her lower back. Keyboard and vibrating devices, such as printers, should be on separate tables. The computer table should also have sufficient space for your legs. With the correct ergonomics, typewriting becomes a natural phenomenon without causing unnecessary fatigue. Placement of matter to be typed Place the matter for typing to the left or right side of the keyboard preferably on a Copy Holder which has a sloping surface. Positioning of fingers on the keyboard As typing is equivalent to pen or pencil now-a-days, mastery of computer keyboard has become obvious. Mastery typewriting skills means to attain necessary knowledge and skill of keyboard operation by correct positioning of fingers. In the Home Row Approach, also called Horizontal Approach, all the eight fingers of both the hands rest on 24 Domestic Data Entry Operator – Class IX Unit 2.indd 24 9/11/2018 5:17:07 PM  Home Keys during the keyboard operation. The fingers are trained to make the correct movement to the other keys in such a way that each finger returns immediately to its home key after it has depressed the corresponding key in any other row. The thumb of the right hand is used to operate the Space Bar. Allocation of keys to fingers The keyboard learning process starts from Fig. 2.8: Allocation of keys to fingers the second row (Home Row) followed by the Third Row (Upper Row), First Row (Bottom Row) and the Fourth Row (Number Row). The fingers of both the hands have to operate the keys allotted to them on each row (Figure 2.8). It must be remembered that each finger has to operate only the key allotted to it. Allocation of keys to fingers on the second row (home row) Place four fingers of each hand on Home Keys as shown in Figure 2.9. The remaining two keys ‘g’ and ‘h’ on the second row are operated by the forefingers (Index Finger) of left and right hand, respectively. Fig. 2.9: Positioning of fingers on the Home row Let's Practice 1 A. Type the following in double line spacing to get perfection over the Home Row. asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh Instructions: Do not look at the keyboard Each letter should come beneath the other Concentrate your mind on the text Typing should be done quite accurately with constant rhythm Repeat this process until mastery over this exercise Data Entry and Keyboarding Skills 25 Unit 2.indd 25 9/11/2018 5:17:07 PM  Notes Let's Practice 2 B. Type the following in double line spacing to get perfection over the Home Row. asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh fads lall dask sad slak flask fads lall dask sad slak flask fads lall dask sad slak flask fads lall dask sad slak flask fads lall dask sad slak flask fads lall dask sad slak flask fads lall dask sad slak flask fads lall dask sad slak flask Instructions Do not look at the keyboard Each letter should come beneath the other Concentrate your mind on the text Typing should be done quite accurately with constant rhythm Repeat this process until mastery over this exercise Undertake repeated practices of typewriting the character on the Home Row without looking at the keyboard. Allocation of keys to fingers on the third row (upper row) The next step is learning the key-reaches from the Home Row to the row above it. The learning begins with the reaches from ‘a’ to ‘q’ by left hand little finger and from ‘;’ to ‘p’ by right hand little finger. This is followed by the placement of the third fingers (Ring fingers) to the adjoining keys ‘w’ and ‘o’ and so on (Figure 2.10). In the third row, the allotment of fingers is explained below. Fig: 2.10: Allocation of fingers on the third row 26 Domestic Data Entry Operator – Class IX Unit 2.indd 26 9/11/2018 5:17:07 PM  While typing on the upper row, keep fingers on home Notes row. Lift fingers of left hand and strike upper row key one by one and type q w e r t (r and t are typed by the same finger) Now, again lift the fingers of right hand and strike upper row keys one after another and type p o i u y (u and y are typed by the same finger) You should ensure that one finger should move at a time, while other fingers should remain on the home row. Allocation of keys to fingers on the first row (bottom row) After learning how to operate keys on Home Row and Third Row, the next step is to learn how to operate keys on the First Row. Keys Z, X, C, V, B, N, M, Comma, Full Stop and ‘/’ sign are located on this row. Let's Practice 3 A. Type the following words and sentences in double line spacing to practice the Upper Row of the keyboard. qwert poiuy qwert poiuy qwert poiuy qwert poiuy qwert poiuy qwert poiuy qwert poiuy post quite type quaypoleripehope wait role what show flow goal wool post quite type quay pole ripe hope wait role what show flow goal wool self help is the order of the day. Self helpis the order of the day the writer was happy, the writer was happy. In the earlier two rows, all the eight fingers of both the hands were used to operate the keys. But while typewriting on the First Row, little finger of left hand is not used, i.e., no key is assigned to it. So, from the Home Row, turn downwards the Ring Finger of left hand and strike key ‘z’. Similarly, type keys ‘x’ and ‘c’ with middle and forefinger, respectively. Type full stop, comma, m, n with little, Ring, Middle and forefinger of right hand, respectively, which will appear as given below. zxc.,mn Alphabets ‘v’ and ‘b’ are to be typed with forefinger of left and right hand, respectively. Data Entry and Keyboarding Skills 27 Unit 2.indd 27 9/11/2018 5:17:07 PM  Allocation of keys on bottom row is depicted below: LF RF MF IF IF – Z X C V IF IF MF RF LF B N M ,(Comma).(Fullstop) Let's Practice 4 A. Type the following words in double line spacing to practice the Bottom Row of the keyboard. gameroxytimetaximindcampjumplazy,size;zeal,haze,zone;zinc. Gameroxytimetaximindcampjumplazy,size;zeal,haze,zone;zinc. on,no,man,can,child,chalk,number,member,remember,general on,no,man,can,child,chalk,number,member,remember,general Allocation of keys to fingers on the Fourth Row (Number Row) In this row, type 1, 2, 3 with little, ring and middle 9fingers of the left hand, respectively, and 4 and 5 with the index finger (forefinger). Similarly type 0, 9, 8 with little, ring and middle fingers of right hand, respectively, 7 and 6 with index finger (forefingers). Fig. 2.11 Numeric Keypad on keyboard LF RF MF IF IF 1 2 3 4 5 IF IF MF RF LF 6 7 8 9 0 Using numeric keypad Efficient and effective use of numeric keypad is important in numeric data entry. The numeric keypad has four columns and five rows. The row which has 4, 5, 6 and + is called Home Row. This is the row which is initially practiced by a touch typist. The allocation of keys on this row is as shown in Figure 2.12. Fig. 2.12: Positioning of On a numeric keypad, the number 5 is the guide fingers on the number row key. It has a small raised tangible mark which serves as a guide for the touch typist in the placement of fingers on other keys. 28 Domestic Data Entry Operator – Class IX Unit 2.indd 28 9/11/2018 5:17:08 PM  Allocation of rest of the keys on numeric keypad Notes ‘0’ is to be pressed by the right-hand thumb. One can also make use of calculator keyboard for numeric keypad practice. Successful keyboarding tips The following points may be kept in mind for successful keyboarding techniques. Press the keys with feather touch and do not put undue pressure. Rest your fingers on Home row while typing. Allow your fingers to fall naturally on the keys so that each rests on top of the next key along the same horizontal row. While typing, release the key immediately as soon as you press it. Holding the key for long time, will repeatedly type the same character. Do not look at the keyboard while practicing. Press the keys with equal intervals of time in rhythm. Press the keys only with the fingers allotted for them. While pressing a key, say slowly pronounce the character on the key. Do not take any mental stress while typing. Secure typing ergonomics. Maintain patience if committed mistake at initial stage. Maintain a balance between speed and accuracy, as both are equally important. Do not sacrifice accuracy for speed. To gain mastery of computer keyboard, undertake repeated practice of typewriting words, sentences, passages and figures without looking at the keyboard. Check your typing ergonomics Do you sit in the correct posture while working on computers? Yes/No Is your desk and chair ergonomic, and if not, have you adjusted them? Yes/No Data Entry and Keyboarding Skills 29 Unit 2.indd 29 9/11/2018 5:17:08 PM  Notes Are your computer table, mouse, keyboard placed in correct position? Yes/No Is your computer/laptop correctly placed on your desk? Yes/ No