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Ch.5 Introduction to Office Automation - Coggle Diagram
Ch.5 Introduction to Office Automation
5.2 Software and Hardware for Office Automation
software
A number of types of application software have been developed for office
automation.
Application software helps us organize raw data into useful information.
Common types of application software used in office automation
Word processor
spreadsheet
Database software
presentation software
communication software
Image editing software
hardware
Computer system are the essential types of hardware found in a modern office.
The standard input and output devices include:
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.
Common types of application software used in office automation:
Communicate software
Presentation software
Database software
Image editing software
Spreadsheet
Word processor
Hardware in Office Automation
Computer system 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 printer, fax machines,scanner
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, Email servers, database servers
5.3 Basic Activities in Office Automation
Data application
In office automation, data application includes:
Editing documents
Producing reports and documents
Modify digital images
Application software used in various types of data application in an office:
Digital Image modfication
Document production
Data analysis
Report generation
Data Storage
Office records, document 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
Common secondary storage devices used in office automation:
Hard disk
Compact disc read-only memory (CD-ROM) and digital versatile disc (DVD)
Magnetic tape
Memory card
Data exchange
Can be carried out through electronic communicate channel;
Some examples of electronic communication channels:
Email
Voice mail
fax
For a well-designed computer network, vast amounts of digital information can be instantly transferred from one device to another insanity 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 management
The primary objective of office automation is to manage data from all aspects of a business including:
Inventory records
Financial Plans
Personnel information
Customer order
A number of applications have been developed to meet the needs of data management.
Database(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.
Task scheduling systems
An office automation system is often used to track both short-term and long term data in:
Financial plans
Marketing expenditure
workforce allocations
inventory control
Provide tools for monitoring and managing various project and activities through:
timelines
l Resource equations
Electronic scheduling
Major functions of a task scheduling system include:
Tasks scheduling
Cost managemention
Resources allocation
quality
Reports generation
Can be a sophisticated application system specially developed for large companies and corporations such as:
Civil construction companies
lWorldwide carrier express companies
Task scheduling systems which can manage smaller projects:
Microsoft Project
OmniPlan
ProjectPier
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:
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 theproposed budget.
The new office automation system is compatible with the existing system.
The time required for system implementation is well controlled.
l The levels of technical 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
Computer engineers
Secretaries
Clerks
Managed
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.