Computer Applications for Record Keeping

DIAGNOSTIC RADIOGRAPHY · NTA LEVEL 4 · SEMESTER TWO

Computer Applications for Record Keeping

CRT04207 · Radiology Informatics

Study Computer Applications for Record Keeping using the sections below. Use the topic navigation to continue through Radiology Informatics.

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SESSION 2: Apply word processing

program in keeping records

Learning objective:

Describe features of Microsoft excel, Microsoft access and statistical packages

Demonstrate computer application in (excel, MS excel worksheet, charts) Describe the scope of Computer information system, functional support, benefits and challenges Discuss advantages and disadvantages of computer packages in information communication

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FEATURES OF COMPUTER APPLICATIONS

Computer features encompass a wide range of capabilities, from basic functionalities like user interface elements and file management to advanced features like data analysis, multimedia integration and online collaboration.

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FEATURES OF MICROSOFT WORD

Microsoft word is a versatile word processing program with features like:
Text formatting
Grammar and spelling check
Image insertion and
Advanced page layout

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FEATURES OF MICROSOFT EXCEL

Microsoft excel is the powerful spreadsheet program with numerous features for data organization, analysis and visualization.

Key features are:
Formulas
Chart
tables
Pivot tables
Along with functionalities for sorting, filtering and conditional formatting

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FEATURES OF STATISTICAL PACKAGES

Statistical packages are software suites designed for performing statistical analysis, data management and visualization, Key features:

Data entry and data management
Descriptive and inferential statistics
Hypothesis testing
Data visualization
Reporting

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ADDING NEW COLUMN/ ROW

OR WORKSHEET

Click on a Column(S) heading/ Row(s) heading or Worksheet name beside a new one.
Click on “Insert” menu.
Click on the option you want. E.g. Columns, Rows or Worksheet.
Note:
New column(s) is added at the left side of a selected column.
New row(s) is added above a selected row(s)

New worksheet(s) is added at the left side of a selected worksheet(s)

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REMOVING COLUMN/ ROW OR WORKSHEET

Click on a Column(s) heading/ Row(s) heading or Worksheet name(s) you wish to remove.
Click on “Edit” menu.
Click on “Delete” command.
OR: Click on “Delete Sheet” command, then click on “Yes” button to confirm.
Note:

When you remove a Worksheet, it is permanently deleted i.e. you can’t restore.

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RENAMING A WORKSHEET

Click on the sheet name you wish to rename.
Click on ‘Format’ menu
Select ‘Sheet’ command
Click on ‘Rename’ option
Type a new name.
Press ‘Enter’ key

REARRANGING WORKSHEETS

Press and hold down left mouse button over the sheet name you wish to rearrange.

Drag to a new position and then release the mouse button.

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HANDS ON PRACTICE

Copy the data as shown on the worksheet above and answer all the question on the next slide

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HANDS ON PRACTICE CONT…

Insert a new Column between Name and Residence Column and name it Age type any numbers Insert a new row between Maimuna and Zakaria ,and type any entries as per columns headings Copy all the contents and paste in the sheet number 2

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CHANGING TEXT ALIGNMENT

Select the text you wish to change alignment.
Click on ‘Format’ menu.
Click on ‘Cells’ command.
Click on ‘Alignment’ tab.
Under “Orientation” text box, set an angle you want.
Click on ‘Ok’ button when you are done
Note:

Under “Text Control” text box you can apply a “Wrap text” effect in a Cell.

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WORKING WITH CHARTS

A Chart is the graphical representation of data.

Using Microsoft Excel, you can represent numbers in a chart, by choosing from a variety of chart types.

When you change your data, your chart will automatically update.

You can use Microsoft Excel's Chart Wizard to take you through the process step-by-step to accomplish creating your chart.

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CREATING A CHART

Select the range of data in your spreadsheet that you wish to include in the chart.
Click on ‘Insert’ menu.
Click on ‘Chart’ command.
Note: Chart Wizard dialog box will appear
Select a Chart Type and Subtype, then click ‘Next’

Select data Series for the chart. Click ‘Next’ button Click on “Titles” tab, type Chart Title, Category (X) axis, Value (Y) axis, and then click ‘Next’ button.

Select a location to place your chart. E.g. “As new sheet” or “As Object in…” option.

Click ‘Finish’ when you are done.

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FORMATTING CHARTS

You can modify your chart by using the Chart toolbar.
Click on a down arrow beside “Chart Object” tool
Select the object you wish to format. E.g. Legend
Click on “Options” tool

Select the tab you want, E.g. Pattern, Font e.t.c.

Note; Under Pattern Tab, select the options you want, E.g. Border Style, Border Color, Border Weight, Shadow, Area (Fill) color or using Fill Effects colors.

Click on “Ok” button when you are done.

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Hands on Practice
Use the data above to create a 3D bar chart type

Format the chart as much as you can

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Hands on Practice

Copy the data as shown below and create a pie chart then answer the questions on the next slide

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Hands on Practice
Using the data and the chart above do the following.
Change the chart above to Cylinder chart type.
Remove the data for UCC-Dodoma. Does the data in the chart changes?

Change the data label of pie chart to percentage values

SCOPE OF COMPUTER INFORMATION SYSTEM

Computer information system(CIS) encompasses the broad fields of using technology to manage and process information for business and organizational purposes. Essentially CIS focus on how technology can be leveraged to improve efficiency, decision making and strategic initiatives with organizations.

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CORE FUNCTIONS

Data management: CIS deals with collecting, storing and retrieving data often in large volume Information technology infrastructures: CIS professionals work with the hardware and software systems that underpin an organization information technology Business process: CIS aims to automate and streamline business process by integrating information systems with various business functions such as accounting , marketing and human resources

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Computer Applications for Record Keeping

Decisional support: CIS provides tools and techniques to analyze data and generate reports that inform decision marking at all levels of an organization Communications: supports communication within organizations and with external stakeholders through emails, wed applications and other digital platform

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BENEFITS OF CIS

Automation: can automate repetitive tasks, freeing up employees for more strategic work and reducing the risks of human error.

Faster access to information: provides user with quick and easy access to data they need.
Data analysis: includes analytical tools that allows user to analyze data.

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Computer Applications for Record Keeping

Better Planning and resources allocations: by providing a clear pictures of organizational performances, CIS can help with better planning and resources allocation.

Improve collaboration: facilitating sharing of information and resources which can improve teamwork and innovation Knowledge sharing: can create repositories of information making it easier for employees to access and share knowledge.

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Cost reduction: by automating tasks, reducing errors and improving efficiency, can help organizations reduce costs

Improve customer service: can help organizations provide better customer services by providing access to customer information and automating processes.

Enhanced security:can help protect sensitive data and system from unathorized access and cyber threats.

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CHALLENGES OF CIS

Cybersecurity Threats: The increasing sophistication of cyberattacks and the growing reliance on digital systems pose a constant threat to information security .

Budget Constraints: Information systems projects often require significant investments in hardware, software, and personnel. Budget limitations can hinder the implementation of new technologies and upgrades

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Computer Applications for Record Keeping

Data Quality: Ensuring the accuracy, completeness, and reliability of information is crucial for effective decision-making. Addressing data errors, inconsistencies, and missing data can be a significant challenge Regulatory Compliance: Staying up-to-date with and adhering to various regulatory requirements (e.g., privacy laws, industry-specific standards) is a constant challenge for information systems

Computer Applications for Record Keeping

Managing Change: The rapid pace of technological advancements and the need to adapt to new systems and processes can be a challenge for both IT personnel and end-users System Integration: Integrating different systems and applications to ensure seamless data flow and collaboration can be complex, especially when dealing with legacy systems or systems from different vendors

Advantage of computer Packages

Document Creation and Presentation:

Word processors and presentation software facilitate the creation of professional documents, presentations, and other visual materials

Email Communication:

Email clients enable efficient communication, both within and outside the organization

Improved Data Management:

Spreadsheets, databases, and other tools within computer packages allow for efficient data organization, analysis, and sharing

Faster Implementation:

Packaged solutions are often readily available, allowing organizations to implement new software quickly

Reduced Development Costs:

Using packaged software avoids the high costs associated with custom software development, including hiring developers, managing projects, and testing

Seamless Integration:

Some packages offer integrated suites, allowing for easy data transfer between different applications

Disadvantages of computer Packages

Inflexibility:

Packaged software often has a set feature set that may not perfectly fit a specific business or user's needs.

Security Risks:

All software packages, especially those used in networks, can be vulnerable to security breaches, malware, and data loss.

Limited Customization:

Off-the-shelf software may not allow for the level of customization needed to perfectly tailor it to a specific workflow or industry.

Integration Issues:

Different packages might not seamlessly integrate, causing compatibility problems or requiring extensive workarounds.

Dependency:

Relatively complex packages can create dependency problems if not properly supported and maintained.

Performance Issues:

Heavy or poorly optimized software can lead to performance slowdowns or crashes, especially on older systems.

Training:

Users may require extensive training to effectively use and maintain the software, leading to additional costs and time.

Data Loss Risks:

Software failures, hardware malfunctions, or security breaches can lead to data loss, potentially causing significant financial and operational impact.

Thank you for listening