Using cloud and traditional systems together Exam Questions

Award one mark for each correct drawback, up to a maximum of two marks from:

• Orders cannot be sent to the office until the tablet reconnects/orders reach the office late
• The rep may be using an old version of files/data that are not up to date
• Files that were not downloaded before going offline cannot be opened/accessed
• Work cannot be shared with other staff while offline
• Messages/notifications cannot be received
• Changes made offline may be overwritten/conflict when the tablet next synchronises

Do not accept: the battery running out, or the device being lost or stolen, as these are not caused by working offline

Accept any other appropriate response.

Award one mark for a correct way and one mark for an expansion of that way, up to a maximum of two marks.

• Work in offline mode/offline working (1) so the documents are saved on the device and will synchronise when a connection is available (1)
• Keep editing the files on the laptop/tablet (1) because a copy of the files is stored on the device itself (1)
• Use a smartphone as a mobile hotspot (1) so the devices can use the mobile phone network to get a connection where there is none (1)
• Download/save the files they need before leaving the office (1) so a copy is already stored on the device and can be opened on site (1)
• Save their work to the device's local storage (1) as the files stay on the laptop/tablet and can be opened again later without going online (1)

Do not accept: connecting to the customer's Wi-Fi/a wireless network, as the stem says there is often no internet connection there

An expansion must say what happens to the work (e.g. it is saved on the device and synchronises later), not just restate that offline working does not need an internet connection

Allow mix and match if it makes sense

Accept any other appropriate wording/phrasing

Award one mark for a correct benefit and one mark for a justification of that benefit, up to a maximum of two marks.

• A record made on one tablet is copied to the other tablets (1) so any member of staff can see the child's information straight away (1)
• All staff see the same, up-to-date information (1) so two staff do not both record the same meal or nap (1)
• A change made on one tablet updates the others (1) so there are not different versions of the same record (1)
• Records are copied to the central system as they are made (1) so staff do not have to type them into the main system later (1)
• A child's record can be started on one tablet and finished on another (1) as the work is carried over between the devices (1)

Do not accept: 'saves time'/'quicker' on its own

Allow mix and match if it makes sense

Accept any other appropriate wording/phrasing

A description of how staff work offline and then synchronise their work when an internet connection is available. To include three from

• Staff can use offline mode to open and edit files/documents without an internet connection (1)
• Changes are saved locally/on the device (1)
• When an internet connection is available, the device connects to the cloud/company network (1)
• The saved work is synchronised/uploaded to the cloud/company server (1)
• The latest version can then be accessed from another device/online (1)

Allow: working without an internet connection for offline mode

Accept any other appropriate response.

A description of how device synchronisation works. To include three from

• A booking/record is created or changed on one device (1)
• The change is uploaded/sent to the cloud (booking) system (1)
• The cloud system sends/copies the change to the other device(s) (1)
• Each device updates its stored copy (1)
• All the devices then show the same up-to-date information (1)

Accept any other appropriate wording/phrasing.

A description of how synchronisation shares records between devices. To include three from

• Delivery records are saved on the handheld device and in the cloud/in the office system
• When a driver adds or changes a delivery record on the handheld device
• The change is uploaded to the cloud/the office system over an internet connection
• The office laptop then receives/downloads the change
• Each device then shows the same, latest/up-to-date version of the record

Accept any other appropriate response.

Award one mark for each correct benefit and one mark for a justification of each benefit, up to a maximum of four marks.

• A change made on one tablet is sent to the cloud and copied to the other devices (1) so the office and the technicians all see the same up-to-date job details (1)
• Jobs completed on a tablet are updated in the cloud straight away (1) so office staff can send the technician their next job without ringing them (1)
• Files can be opened on any device (1) as a copy is downloaded from the cloud to each tablet/office computer (1)
• There is no need to email files between devices (1) which saves time and stops staff working on an out-of-date copy (1)
• The job details are not lost if a tablet is lost or broken (1) as a copy is held in the cloud (1)
• A technician can start a job on one device and finish it on another (1) as the work they have already done is synchronised across (1)

A benefit stated on its own, without a justification, earns one mark only.

Do not accept: answers about getting more cloud storage or cheaper cloud storage, as these are not benefits of synchronisation.

Allow mix and match if it makes sense.

Accept any other appropriate wording/phrasing.

Award one mark for each correct way and one mark for a justification of each way, up to a maximum of four marks.

• The dentist can type the patient's notes on the tablet during the visit (1) so the appointment is not held up/they do not have to write the notes on paper and type them up later (1)
• The notes are saved on the tablet itself (1) so the work is not lost if the connection drops/the notes can be opened without the internet (1)
• The dentist can look at patient records that were downloaded before the visit (1) so they have the information they need while at the patient's home (1)
• The notes synchronise with the practice's system once there is a connection (1) so the practice record is updated without the dentist typing it in again (1)
• The dentist does not have to travel back to the surgery to record the visit (1) which saves time (1)

Allow: the dentist can work without an internet connection (1) if a consequence is given, e.g. the home visit is not delayed/the notes are not lost (1)

Allow mix and match if the response makes sense.

Accept any other appropriate wording/phrasing.

Responses will be credited according to the learner’s demonstration of knowledge and understanding of the material, using the indicative content and level descriptors below.

The indicative content that follows is not prescriptive. Responses may cover some or all indicative content, but learners should be rewarded for other responses.

Discussion may consider

Benefits for staff

• Up-to-date records – a change made on a clinic computer is copied to the tablets and phones, so staff see the latest patient information.
• Consistent information – every device shows the same appointment times and treatment notes, reducing the risk of staff working from an old version.
• Time saved – staff do not have to copy information between devices or email files to themselves.
• Continuity – a physiotherapist can start updating a record on a tablet at a patient's home and finish it later on a clinic computer.
• Fewer errors – because the same record is updated everywhere, staff are less likely to book the wrong appointment or repeat a treatment.
• Flexible working – staff can view and update records on whichever device they have with them, whether at the clinic or visiting patients.
• Automatic updates – synchronisation happens in the background when devices connect, so staff do not need to remember to transfer files.
• Team coordination – reception and physiotherapists can all see the same current schedule, so they know which patients are booked and when.

Levels

• Level 0 (0 marks): No rewardable content
• Level 1 (1–2 marks): Demonstrates isolated elements of knowledge and understanding; there will be major gaps or omissions; Few of the points made will be relevant to the context in the question; Limited discussion which contains generic assertions rather than considering different aspects and the relationship between them
• Level 2 (3–4 marks): Demonstrates some accurate knowledge and understanding; with only minor gaps or omissions; Some of the points made will be relevant to the context in the question, but the link will not always be clear; Displays a partially developed discussion which considers some different aspects and some consideration of how they interrelate, but not always in a sustained way
• Level 3 (5–6 marks): Demonstrates mostly accurate and thorough/detailed knowledge and understanding; Most of the points made will be relevant to the context in the question, and there will be clear links; Displays a well-developed and logical discussion which clearly considers a range of different aspects and considers how they interrelate, in a sustained way

Responses will be credited according to the learner’s demonstration of knowledge and understanding of the material, using the indicative content and level descriptors below.

The indicative content that follows is not prescriptive. Responses may cover some or all indicative content, but learners should be rewarded for other responses.

Evaluation may consider

Benefits

• Up-to-date orders – an order recorded on a tablet appears on the office system, so the creamery can plan production
• Works in rural areas – orders are saved on the tablet and sync when a connection returns
• Saves time – orders do not need to be emailed or brought back on paper
• Notifications – staff are told when a shared price list or order changes, so they do not use old prices

Drawbacks

• Needs a connection – in a poor-signal area an order may not reach the office until later, delaying production
• Conflicts – two staff editing the same order offline can mean one version overwrites the other
• Errors spread – a mistake synced from one tablet is copied to every device
• Security – a lost tablet holds the creamery's data, which could be seen by others

Levels

• Level 0 (0 marks): No rewardable material
• Level 1 (1–2 marks): Demonstrates isolated elements of knowledge and understanding; there will be major gaps or omissions; Few of the points made will be relevant to the context in the question; Limited evaluation which contains generic assertions leading to a conclusion which is partially supported
• Level 2 (3–4 marks): Demonstrates some accurate knowledge and understanding; with only minor gaps or omissions; Some of the points made will be relevant to the context in the question, but the link will not always be clear; Displays a partially developed evaluation which considers some different competing points, although not always in detail, leading to a conclusion which is partially supported
• Level 3 (5–6 marks): Demonstrates mostly accurate and thorough/detailed knowledge and understanding; Most of the points made will be relevant to the context in the question, and there will be clear links; Displays a well-developed and logical evaluation which clearly considers a range of different aspects and competing points, leading to a conclusion that is fully supported