Know and understand the need for validation as well as verification

Topic 15 – Proofing

Objective

Know and understand the need for validation as well as verification when preparing documents, data and software (AO 1, AO 2, AO 3).

What is Proofing?

Proofing is the systematic process of checking work for errors before it is finalised or published. It consists of two closely related activities:

  • Verification – confirming that the product has been built correctly according to the technical specifications (the “right way”).

  • Validation – confirming that the right product has been built and that it meets the user’s or client’s needs.

Why Proofing is Essential

  1. Reduces the risk of costly re‑work after release.

  2. Improves the credibility and professionalism of the final product.

  3. Helps to meet legal, regulatory and organisational standards.

  4. Ensures data integrity where decisions are based on the information.

  5. Provides documented evidence of quality control for assessment (AO 3).

Verification vs. Validation

AspectVerificationValidation
PurposeCheck that the product is built correctly (technical correctness).Check that the right product has been built (user requirements).
Key question“Did we build it right?”“Did we build the right product?”
Typical activitiesCode reviews, unit testing, syntax checks, format checks, visual layout checks, style‑application checks in a word‑processor.User‑acceptance testing, stakeholder review, functional testing, checking that the final output follows the brief.
When performedDuring development and before release.After a complete version is ready for use (often just before publishing).
FocusTechnical accuracy.Business or user requirements.

Spell‑check & Grammar Tools – Limitations

  • Only detect words that are not in the dictionary; they cannot recognise context‑specific errors (e.g., “their” vs. “there”).

  • May flag proper names, technical terms or acronyms as errors.

  • Do not check punctuation style, formatting or logical consistency.

  • Therefore spell‑check must be supplemented by a manual read‑through and other proofing techniques.

Standard Validation Checks (Data Entry)

The Cambridge syllabus expects learners to recognise five validation rules. Each rule helps prevent a specific type of error.

Check (syllabus wording)What it testsTypical exampleWhy it is required
TypeEnsures the entry is of the correct data‑type (numeric, text, date, etc.).Age field accepts only numbers.Prevents calculations from failing because of non‑numeric input.
RangeLimits the entry to a minimum and/or maximum value.Score must be between 0 and 100.Stops impossible values (e.g., a negative score) from being recorded.
LengthRestricts the number of characters.Postcode must be exactly 5 characters.Ensures data fits required formats and database fields.
FormatRequires a specific pattern such as DD/MM/YYYY.Phone number entered as “+44 1234 567890”.Guarantees consistency for later processing or printing.
PresenceForces the field to be completed before the record can be saved.Student name cannot be left blank.Ensures essential information is not omitted.

Verification of Document Layout – Checklist

When checking a word‑processed document, learners should verify the following visual elements:

Item to verifyWhy it matters
Page numbers – sequential and correctly positionedFacilitates navigation and ensures a professional appearance.
Headers and footers contain required information (title, date, logo, etc.)Provides context and meets brief specifications.
Widows and orphans are removedImproves readability and visual balance.
Page breaks occur at logical points (e.g., after each chapter)Prevents headings or tables from being split unintentionally.
Consistent use of styles for headings, sub‑headings and body textEnsures uniform formatting and supports automatic table of contents generation.

Proofing Techniques (ICT Context)

  • Spell‑check and grammar tools – automated detection of typographical and grammatical errors (used with awareness of their limitations).

  • Formatting checks – verify fonts, sizes, colours, headings, margins, pagination and style consistency.

  • Data‑validation rules – apply the five standard checks to prevent incorrect data entry.

  • Cross‑referencing – ensure that tables, charts and textual references match the source data.

  • Peer review – another person examines the work for logical, factual or presentation errors.

  • Test cases – predefined inputs with expected outputs used to verify software functions.

  • Validation activities – checking that the final product meets the brief or user requirements (e.g., confirming the grading scale follows school policy).

Validation in Spreadsheet Software

Most spreadsheet packages (e.g., Microsoft Excel, Google Sheets) provide a Data Validation dialog where the five checks can be set.

  1. Select the range of cells for “Score”.

  2. Open Data → Data Validation.

  3. Choose “Whole number” and set the minimum to 0 and the maximum to 100 (Range check).

  4. Optionally tick “Show input message” to remind users of the required format.

Evidence of Proofing (AO 3)

For assessment, learners must record the proofing process. The record demonstrates analysis and evaluation of their work and provides the evidence required for AO 3.

Practical Activity – Proof a Sample Report

Task: Using the checklist below, proof the supplied “Class Performance Report” (Word document). Record your findings in the “Verified?” and “Validated?” columns.

  • Run spell‑check and grammar checker (note any limitations).

  • Verify that every student name matches the enrolment list (verification).

  • Validate that the grading scale follows the school policy (validation).

  • Check page numbers, headers, footers and that no widows/orphans appear (visual verification).

  • Cross‑reference each chart with its source table.

  • Ask a peer to review the document and note any additional comments.

Proofing Checklist (Documents)

CheckVerified?Validated?
Spelling and grammar (spell‑check)
Consistent formatting (fonts, headings, margins, pagination)
Accurate data (numbers, dates, names)
Correct calculations (totals, averages, percentages)
Compliance with specification or brief

Example: Proofing a School Report

  1. Run the built‑in spell‑check and grammar checker.

  2. Verify that all student names are spelled correctly and match the enrolment list.

  3. Validate that the grading scale used matches the school policy.

  4. Print a test copy to verify page breaks, page numbers, headers and footers (visual verification).

  5. Cross‑reference each chart with its source data table to ensure figures match.

  6. Ask a colleague to review the report for any overlooked errors.

  7. Record the verification and validation results in the checklist – this forms the AO 3 evidence.

Key Points to Remember

  • Verification = “Did we build it right?” – focus on technical accuracy.

  • Validation = “Did we build the right product?” – focus on meeting user or client requirements.

  • Both activities are essential for high‑quality ICT products and are assessed under AO 1‑3.

  • Use a blend of automated tools (spell‑check, data‑validation dialogs) and human review (peer check, visual verification).

  • Document the proofing process – this provides the required AO 3 evidence for the exam and for real‑world projects.

Suggested Diagram

Flowchart showing the relationship between verification and validation steps in a typical ICT project (Specification → Design → Coding → Verification → Integration → Validation → Release).

Self‑Check Questions

  1. Define verification and validation in your own words, using the exact syllabus wording.

  2. Give two examples of verification activities and two examples of validation activities.

  3. Why is it important to perform both verification and validation before publishing a document?

  4. Explain how the five standard data‑validation rules can prevent errors in a spreadsheet.

  5. Describe a situation where a document passes verification but fails validation.