CH.5 Introduction to Office Automation
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 organise raw data into useful information.
Common types of application software used in office automation
Word proccessor
Create, modify, format and print documents.
Microsoft Word
spreadsheet
Organize, calculate, chart and present data on spreadsheets.
Microsoft Excel
Database
Create and manage data files systematically, and execute queries
Microsoft Access
Presentation software
Create slides with multimedia elements for presentations.
Microsoft PowerPoint
Communication
Manage address books, appointment calendars, and e-mails
Microsoft Outlook
Image editing software
Create and modify images
Adobe Photoshop
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: e-mails servers, database servers, file servers
5.3 Basic Activities in Office Automation
4 basic activities in office automation
In office automation, data application includes:
editing documents , producing reports and documents ,
modifying digital images
Application software used in various types of data application in an office:
Data analysis
Spreadsheet, statistic software
Microsoft Excel
Digital image modification
Image editing software
Adobe Photoshop
Document production
Word processor
Microsoft Word
Report generation
Database management system
Microsoft Access
Data storage
Office record, 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
storage of data and software
Compact disc read-only memory (CD-ROM) and digital versatile disc (DVD)
Files backup or transfer
Magnetic tape
system backup
Memory card
Storage of files in portable electronic devices
Data exchange
Can be carried out through electronic communication channels
Some examples of electronic communication channels:
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 conference 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
Marketing expenditure
Customer orders
A number of applications have been developed to meet the needs of 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.
Task scheduling systems
An office automation system is often used to track both short-term and long term data in:
Marketing expenditure
Financial plans
workforce allocation
inventory control
Provide tools for monitoring and managing various project and activities through:
Timeline
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
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 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 required 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.