Year 11 · ICT · Summer 2

After the exams · Lesson 3 of 5

Build

Project11.1 Manage files effectively7.3 Development and testing

Year 11 · ICT · After the exams · Lesson 3 of 5

You will learn to

  • Use a two-minute stand-up to say what you did, what is next and what blocks you.
  • Save your work in a planned folder structure with meaningful file names.
  • Test each part of the project as you build it.

Year 11 · ICT · After the exams · Lesson 3 of 5

Success criteria

You have got it when you can say:

  • I can give my stand-up in under two minutes.
  • I can show my project folder with clear file names.
  • I can show a log entry with today's progress and next step.

Year 11 · ICT · After the exams · Lesson 3 of 5

Retrieval starter

Questions from before. Write your answers, then show them.

  1. Last unit

    A report grouped by Form means…

    A Each form's records appear together, with a count or total per groupB The records are in random orderC Only one record shows

    A. Each form's records appear together, with a count or total per group

  2. Earlier this year

    An intranet is…

    A The public internetB A private network inside an organisationC A type of cable

    B. A private network inside an organisation

  3. Last year

    Zip compression is…

    A LosslessB NeitherC Lossy

    A. Lossless

Year 11 · ICT · After the exams · Lesson 3 of 5

Key words (1 of 8)

File
A named block of data stored on a disk, such as a document or photo.
Folder
A container that holds files and other folders.
File extension
The letters after the dot in a file name, showing the file type.
Import
Bring data from a file of one type into another application.

Year 11 · ICT · After the exams · Lesson 3 of 5

Key words (2 of 8)

Export
Save a copy of a file in a different format.
Folder structure
The planned arrangement of folders inside each other.
Application-specific format
A file format made for one type of software, keeping all its features.
Generic format
A file format that many different programs can open.

Year 11 · ICT · After the exams · Lesson 3 of 5

Key words (3 of 8)

CSV
Comma separated values: table data stored as plain text with commas between fields.
RTF
Rich text format: text with basic formatting that most word processors can open.
PDF
Portable document format: a fixed-layout document that looks the same on any device.
Compression
Making a file smaller by storing its data more efficiently.

Year 11 · ICT · After the exams · Lesson 3 of 5

Key words (4 of 8)

Archive
A single file, such as .zip or .rar, holding one or more compressed files.
Lossless compression
Compression where no data is lost, so the original is restored exactly.
Lossy compression
Compression that removes some data permanently to make the file much smaller.

Year 11 · ICT · After the exams · Lesson 3 of 5

Key words (5 of 8)

Systems life cycle
The stages used to create a new system: analysis, design, development and testing, implementation, documentation, evaluation.
Systems analyst
The person who studies the current system and plans the new one.
System specification
A list of the hardware and software the new system needs.
Field
One item of data in a record, such as Surname.

Year 11 · ICT · After the exams · Lesson 3 of 5

Key words (6 of 8)

Validation
An automatic computer check that data is sensible and allowed.
Check digit
An extra digit calculated from the other digits, used to detect input errors.
Data capture form
A paper or on-screen form used to collect data.
Test plan
A table listing each test, its data, the expected and actual outcomes and any remedial action.

Year 11 · ICT · After the exams · Lesson 3 of 5

Key words (7 of 8)

Normal data
Sensible data that should be accepted.
Abnormal data
Data that should be rejected, such as out of range or the wrong type.
Extreme data
Data at the limits of the allowed range, which should be accepted.
Live data
Real data from the organisation, used to test the system with known results.

Year 11 · ICT · After the exams · Lesson 3 of 5

Key words (8 of 8)

Remedial action
What was done to fix a test that failed.
Direct changeover
The old system stops and the new one starts immediately.

11.1 Manage files effectively · The explanation · step 1 of 12 · part 1 of 2

Files, folders and file extensions

A file is a named block of data stored on a disk: a document, a photo, a spreadsheet.

A folder (directory) is a container that holds files and other folders.

A file extension is the short code after the dot in a file name, such as .docx or .jpg. It tells the computer which kind of data the file holds and which software opens it.

11.1 Manage files effectively · The explanation · step 1 of 12 · part 2 of 2

Files, folders and file extensions (continued)

e.g.Example
File name: Y10_Trip_Letter.docx Name part: Y10_Trip_Letter Extension: .docx (a word-processed document)
!Watch out

Many computers hide extensions by default. In the exam you often need to see them, so switch on 'show file extensions' in the file manager before you start.

11.1 Manage files effectively · The explanation · step 2 of 12 · part 1 of 3

Locate, open and import files

In the exam, Cambridge supplies source files, for example a .csv of data, a .txt of text and some images.

Open a file to work on it in its own application, such as a spreadsheet opening a .xlsx file.

Import means bringing data from one file type into another application, such as importing a .csv file into a database table, or placing a .png image into a document.

When importing a .csv, check the field names come from the first row and the data types are correct.

11.1 Manage files effectively · The explanation · step 2 of 12 · part 2 of 3

Locate, open and import files (continued)

e.g.Example
Task: 'Import the file STOCK.CSV into a new database table. Use the first row as field names.' Steps in most databases: External data → Text file → choose STOCK.CSV → delimited by commas → tick 'first row contains field names' → set data types → finish.

11.1 Manage files effectively · The explanation · step 2 of 12 · part 3 of 3

Locate, open and import files (continued)

!Watch out

Do not open a source file and retype the data. Importing is quicker and avoids typing errors that lose accuracy marks.

11.1 Manage files effectively · The explanation · step 3 of 12 · part 1 of 2

A planned folder structure

A folder structure is the way folders are arranged inside each other, like branches on a tree.

Plan folders by subject, project or date so related files are kept together.

A clear structure makes files quick to find, easy to back up and easy to share.

11.1 Manage files effectively · The explanation · step 3 of 12 · part 2 of 2

A planned folder structure (continued)

e.g.Example
Exam work for one candidate: P2_Candidate_0417 Evidence Database Document Presentation Source_files (originals, not edited)
?Why?

If everything sits in one folder, it takes longer to find files, and it is easy to overwrite the wrong one.

11.1 Manage files effectively · The explanation · step 4 of 12 · part 1 of 2

Meaningful file names

A meaningful file name tells you what is inside without opening the file.

Good names are short but clear and may include a date or version number. Avoid spaces or symbols that some systems do not accept. Use _ or - instead.

In the exam, use exactly the file name the question asks for. If it says 'save as JOURNAL', the file must be named JOURNAL.

11.1 Manage files effectively · The explanation · step 4 of 12 · part 2 of 2

Meaningful file names (continued)

Poor nameBetter nameWhy it is better
doc1.docxY10_Trip_Letter_v2.docxSays what it is and which version
final final NEW.xlsxBudget_2026-11.xlsxClear content and date; no spaces
IMG_4821.jpgScience_Fair_Stand.jpgDescribes the picture
!Watch out

Saving with the wrong name, or in the wrong place, means the examiner may not find or credit your work.

11.1 Manage files effectively · The explanation · step 5 of 12 · part 1 of 3

Application formats and generic formats

An application-specific format (proprietary format) is designed for one type of software. It keeps every feature: formulas, styles, layout, macros. Examples: .docx, .xlsx, .pptx, .accdb.

A generic format can be opened by many different programs on any operating system. It may lose some features. Examples: .csv, .txt, .rtf, .pdf, .htm, .css, .jpg, .png, .gif, .zip.

Save keeps the work in the application's own format. Export (or 'Save as' another type) writes a copy in a different format.

11.1 Manage files effectively · The explanation · step 5 of 12 · part 2 of 3

Application formats and generic formats (continued)

e.g.Example
Try the toy. For each extension, choose what it is for, then say if it is generic or application-specific. Hint: .rtf, .csv and .pdf are generic. .xlsx and .accdb are application-specific.

11.1 Manage files effectively · The explanation · step 5 of 12 · part 3 of 3

Application formats and generic formats (continued)

?Why?

Generic formats matter because the person receiving the file may not have the same software. A .csv from any spreadsheet can be read by every database. A .pdf looks the same on any device.

There is something to try for this step in the IGCSE library.

The explanation · 7 more steps

More on the lesson page

The lesson page has the rest of the explanation, step by step:

  • Generic file formats you must know
  • Application-specific formats
  • Choosing the right format
  • Why test, and the test strategy
  • Types of test data
  • The test plan
  • Live data

Open the lesson page