5.1 basics of office automation affordable computer hardware and user-friendly application software...

5.1 Basics of Office Automation

Affordable computer hardware and user-friendly application software make computer systems the most popular working tools in offices.

Labour intensive office tasks have largely been replaced by computerized processes:

Financial data Payroll records Customer records Inventory information


A typewriter was once a popular method for producing a document.


Office automation refers to the use of computer technology on accomplishing office tasks.

It emphasizes that tasks should be done automatically as far as possible.

The major applications of office automation include: Data processing Management of digital information Information exchange


The advantages of office automation include:

Increased

ProductivityIncreased

Productivity

Better Data Management

Better Data Management

Better

CommunicationsBetter

Communications

ReducingCompany Expenses

ReducingCompany Expenses


Increased Productivity Complete time-consuming office tasks in shorter time

Better Data Management Digital data and documents can be effectively stored, reused

and referenced through a computer network. Better Communications

Various digital communication channels: E-mail Video conferecing IP phones Instant messenger

These channels can complement traditional communication methods.

Reducing Company Expenses The operating cost of office automation software is low. Storing document digitially can save office space.


A company providing office automation solution

Source: http://www.panasonic.oa.hk/english/officeauto.aspx

5.2 Software and Hardware for Office Automation

Software in Office Automation A number of types of application software have been

developed for office automation. Application software helps us organize raw data into

useful information. Typical examples include:

Word processors Spreadsheets Database software Presentation software Communication software Image editing software


Application software Example Usage

Word processor Microsoft Word,OpenOffice.org Writer

Create, modify, format and print documents.

Spreadsheet Microsoft Excel,OpenOffice.org Calc

Organize, calculate, chart andpresent data on spreadsheets.

Databasesoftware

Microsoft Access,OpenOffice.org Base

Create and manage data filessystematically, and execute

queries.

Common types of application software used in office automation

Software in Office Automation


Application software Example Usage

Presentationsoftware

Microsoft PowerPoint,OpenOffice.org

Impress

Create slides with multimedia elements for presentations.

Communicationsoftware Microsoft Outlook

Manage address books,appointment calendars, and e-

mails.

Image editingsoftware

Adobe Photoshop,Ulead PhotoImpact,

OpenOffice.org DrawCreate and modify images.

Common types of application software used in office automation

Software in Office Automation


Hardware in Office Automation Computer systems are the essential types of hardware

found in a modern office. The standard input and output devices include:

Keyboards Mice Monitors Speakers Microphones

Common types of hardware for office automation include:

Network printers Fax machines Scanners


Hardware in Office Automation

Hardware used in office automation


Hardware in Office Automation Besides computer systems, a computer network

equipped with servers are essential in providing a wide range of services for office automation in a modern office.

Some examples of a computer network equipped with servers:

File servers E-mail servers Database servers

5.3 Basic Activities in Office Automation

There are four basic activities in office automation:

Data applicationData application

Data storageData storage Data exchangeData exchange

Data managementData management


Data Application In office automation, data application includes:

Editing documents Producing reports and documents Modifying digital images


Data Application

Type of data application

Applicationsoftware Example

Data analysis Spreadsheet, statistic software Microsoft Excel, SPSS

Digital image modification Image editing software

Adobe Photoshop, Microsoft Photo Editor, Paint.NET

Document production Word processor Microsoft Word,

OpenOffice.org Writer

Report generation

Database management system

Microsoft Access, MySQL, Oracle Enterprise Manager

Application software used in various types of data application in an office


Data Application

Microsoft Excel

Examples of software used in data application


Data Application

Paint.NET



Data Application

Microsoft Word



Data Application

MySQL



Data Storage Office records, documents and various kinds of

multimedia materials are common types of data found in an office.

Some examples of multimedia materials: Scanned forms Voice mails Videos recorded during video conferencing


Data Storage Various secondary storage devices can be used to store

the data.

Secondary storage device Usage

Hard disk Storage of data and software

Compact disc read-onlymemory (CD-ROM) anddigital versatile disc (DVD)

Files backup or transfer

Magnetic tape System backup

Memory card Storage of files in portable electronic devices

Common secondary storage devices used in office automation


Data Exchange Can be carried out through electronic communication

channels Some examples of electronic communication channels:

E-mail Voice mail Fax

For a well-designed computer network, vast amounts of digital information can be instantly transferred from one device to another instantly or shared among a number of users simultaneously.

Video conferencing and groupware are typical applications of exchanging information in office automation.

Groupware and network computer systems enable many users in an office to access data stored in a central repository.


Data Exchange

Video conferencing between several parties in different locations


Data Management The primary objective of office automation is to

manage data from all aspects of a business including: Inventory records Financial plans Personnel information Marketing expenditure Customer orders

A number of applications have been developed to meet the needs of data management.


Data Management Database Management System (DBMS)

Data is stored in the form of records with a specific structure in a database management system (DBMS).

Provides tools and functions for efficient data access and generating reports.


Data Management Database Management System (DBMS)

Microsoft Access – an example of a database management system (DBMS)


Data Management Task Scheduling Systems

An office automation system is often used to track both short-term and long term data in:

Financial plans Workforce allocations Marketing expenditure Inventory control

Provide tools for monitoring and managing various project and activities through:

Timelines Resource equations Electronic scheduling



Major functions of a task scheduling system include: Tasks scheduling Cost management Resources allocation Quality control Reports generation



Can be a sophisticated application system specially developed for large companies and corporations such as:

Civil construction companies Worldwide carrier express companies

Task scheduling systems which can manage smaller projects: Microsoft Project OmniPlan ProjectPier



A worksheet of Microsoft Project

5.4 Effectiveness of Office Automation

There are a number of factors affecting the effectiveness of office automation.

Two main factors that determine the effectiveness of office automation:

EquipmentEquipment

PeoplePeople


Equipment When office automation is introduced into an office, the

following factors should be considered: The cost of installing and maintaining the equipment is

within the proposed budget. The new office automation system is compatible with the

existing system. The time required for system implementation is well

controlled. The levels of technical requirement are tailor-made for the

users. The physical arrangement of equipment is suitable for the

current situation in the office.


People Basically the users of an office automation system can

be: Managing directors Managers Computer engineers Secretaries Clerks

They work in different posts and use different functions of an office automation system.

To ensure proper and effective operation of an office automation system, extensive and well-organized training programmes should be launched so that the users can adapt to it more easily.

5.1 basics of office automation affordable computer hardware and user-friendly application software...

Documents

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