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Year 11 · ICT · Summer 2 · After the exams

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What this lesson covers

11.1 Manage files effectively

Cambridge IGCSE ICT 0417 · Topic 11: File management

7.3 Development and testing

Cambridge IGCSE ICT 0417 · Topic 7: The systems life cycle · Paper 1

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.

Success criteria

  • 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.
The syllabus points for these sections
  • Locate, open and import files of different types.
  • Save files in a planned folder structure with meaningful file names.
  • Save and export in application formats and generic formats.
  • Describe what each common file format is for.
  • Explain why generic file formats are needed.
  • Explain why a system must be tested before it is used.
  • Describe testing of modules, functions and the whole system.
  • Complete a test plan with test data, expected outcome, actual outcome and remedial action.
  • Choose normal, abnormal and extreme test data.
  • Explain the use of live data.

Key words

Say each word, then read what it means. Every one is in the glossary too.

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

The explanation

Read it here, or open the study page below to go one step at a time with things to try.

11.1 Manage files effectively

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.

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.

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.

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.
!Watch out

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

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.

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.

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.

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.

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.

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.
?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.

Generic file formats you must know

Cambridge lists these generic formats. Learn what each one is for.

Text-type formats come first, then web formats, then images, then compressed files.

ExtensionFull nameWhat it is and when to use it
.csvComma separated valuesTable data as plain text, one record per line, fields separated by commas. Moves data between spreadsheets and databases. No formatting or formulas.
.txtTextPlain text only: letters, numbers, spaces. No fonts, bold or images. Opens on any computer.
.rtfRich text formatText with basic formatting: fonts, bold, italic, sizes, alignment. Opens in almost any word processor.
.pdfPortable document formatA fixed page that looks the same on any device and printer. Hard to edit. Good for final documents, forms and printing.
.htm / .htmlHypertext markup languageA web page. Opened by any web browser.
.cssCascading stylesheetStyle rules (colours, fonts, layout) for web pages. Linked from .htm files.
.jpg / .jpegJoint Photographic Experts GroupPhotos. Lossy compression gives small files with millions of colours. Some quality is lost.
.pngPortable network graphicsImages with lossless compression and transparent backgrounds. Good for logos, diagrams and screenshots.
.gifGraphics interchange formatSimple images and short animations. Only 256 colours. Supports transparency.
.zipZip (compressed archive)One or more files compressed into one smaller file, for storing or sending.

Application-specific formats

These keep everything the software can do, so you use them while working on a file.

In the exam, save in the application format when told to, so the work can be edited later.

ExtensionSoftware typeWhat it keeps
.docxWord processorStyles, headers and footers, tables, images, page layout
.xlsxSpreadsheetFormulas, functions, several sheets, formatting, charts
.accdbDatabaseTables, relationships, queries, forms, reports
.pptxPresentationSlides, master slide, transitions, animations, speaker notes
.odt / .ods / .odpFree office software (OpenDocument)The same features for open-source office programs
!Watch out

Saving a spreadsheet as .csv keeps only the values of the current sheet. All formulas, formatting and other sheets are lost. Keep a .xlsx copy too.

Choosing the right format

Ask three questions: who will open it, will they need to edit it, and what must be kept?

Use a generic format when the reader's software is unknown. Use an application format when you, or someone with the same software, will keep editing.

SituationBest formatReason
Send a final newsletter that must look identical everywhere.pdfFixed layout; opens on any device; hard to change
Move a list of members from a spreadsheet to a database.csvPlain table data any database can import
Logo with a transparent background for a website.pngLossless and supports transparency
Holiday photo for a website.jpgSmall file size, good enough quality for photos
Letter someone else will edit in a different word processor.rtfKeeps basic formatting and opens in most word processors
Spreadsheet you are still building.xlsxKeeps formulas and formatting
7.3 Development and testing

Why test, and the test strategy

Development means building the system: creating the file structures, forms, validation and reports.

Testing checks that the system works as the design says, and that it handles mistakes without crashing.

A test strategy decides what is tested and in what order: each module (a separate part), then each function (one task, such as 'record a loan'), then the whole system working together.

e.g.Example
Library system modules: member records, book records, loans, reports. Test the loans module alone first. Then test the function 'return a book'. Then test the whole system: a new member borrows a book, returns it late, and appears on the overdue report.
?Why?

Testing small parts first makes errors easy to find. If the whole system fails at once, the fault could be anywhere.

Types of test data

Normal data is sensible data that the system should accept.

Abnormal data is data that should be rejected: outside the range or the wrong type. Some books call it erroneous data.

Extreme data is data at the very limits of what is allowed. It should be accepted.

Computer Science 0478 also uses boundary data: the limit value and the value immediately beyond it. ICT 0417 asks for normal, abnormal and extreme.

Field ruleNormalExtremeAbnormal
Exam mark 0 to 10056, 730, 100101, −5, 'sixty'
Year group 7 to 139, 117, 136, 14, 'ten'
Loan length 1 to 21 days141, 210, 22, 3.5
e.g.Example
Try the toy with the range 1 to 100. Classify 50, 1, 100, 0, 101 and 'abc'. Notice that 1 and 100 are extreme and accepted. 0 and 101 are rejected. ICT calls them abnormal. The toy labels them boundary, the Computer Science term for the value just outside the range.
!Watch out

Extreme data is accepted. Students often think extreme means 'too big'. Too big is abnormal.

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

The test plan

A test plan is a table written before testing. Each row is one test.

The first columns are: what is being tested, the test data and the type of data.

Then come the expected outcome (what should happen), the actual outcome (what did happen) and the remedial action (what was done to fix a failure).

If the actual outcome matches the expected outcome, the test passes. If not, the system is fixed and the test is run again.

TestTest dataTypeExpected outcomeActual outcomeRemedial action
Mark field range 0 to 10056NormalAcceptedAcceptedNone needed
Mark field range 0 to 1000ExtremeAcceptedAcceptedNone needed
Mark field range 0 to 100100ExtremeAcceptedRejected with errorChanged rule from <100 to <=100, retested: accepted
Mark field range 0 to 100101AbnormalRejected, error message 'Mark must be 0 to 100'Rejected, message shownNone needed
Mark field range 0 to 100sixtyAbnormalRejected, error message 'Enter a number'Accepted and savedAdded type check, retested: rejected
Surname presence check(left blank)AbnormalRejected, 'Surname is required'Rejected, message shownNone needed
?Why?

Writing the expected outcome before testing stops the tester accepting whatever happens. The test plan also becomes evidence in the technical documentation.

Live data

Live data is real data from the organisation, such as last month's actual library loans.

After testing with made-up test data, the system is tested with live data whose results are already known from the old system.

If the new system gives the same results as the old one, it is working correctly with real-world data.

e.g.Example
The library enters last October's 1,240 real loans. The old card system recorded 63 overdue books. The new system's overdue report should also show 63.
!Watch out

Live data contains real personal data, so it must be kept secure during testing.

Saved on this device.