<ul><li>Office Automation </li></ul><ul><li>Dr.  David Asirvatham [email_address] </li></ul>Office Automation David Asirva...
Software Office Automation David Asirvatham
Types of software Office Automation David Asirvatham End-user Software Application software Systems software Systems Devel...
Application Software <ul><li>Application software perform the functions required by the users </li></ul><ul><li>e.g. word-...
Systems Software: Operating Systems <ul><li>Generally, these software are hidden from the users </li></ul><ul><li>Most of ...
Operating Systems <ul><li>Examples: </li></ul><ul><ul><li>Windows XP, 98 and windows 2003 </li></ul></ul><ul><ul><li>Linux...
Development Tools <ul><li>These software supports the programmers </li></ul><ul><li>Users can also use it to write their o...
Programming languages <ul><li>Machine language </li></ul><ul><ul><li>instructions, in binary, that directly controls the c...
Programming Language <ul><li>Fourth generation language </li></ul><ul><ul><li>non-procedural language </li></ul></ul><ul><...
Programming Languages Office Automation David Asirvatham 0110 00101 1100 01010 0111 10101 1100 01010 0111 11000 0001 01100...
Translation Office Automation David Asirvatham LDA  A,5 LDA  B,10 ADD  A, B MOVE  C INC  A 0110 00101 1100 01010 0111 1010...
Evolution of Programming Languages Office Automation David Asirvatham First Generation 1940s (Machine language) Difficult ...
Off-the shelf vs in-house development <ul><li>Software can be obtained in three different ways: </li></ul><ul><ul><li>off-...
Off-the shelf vs in-house development <ul><li>Consultant </li></ul><ul><ul><li>suitable if the necessary skills are not av...
Selection of Software <ul><li>User friendly </li></ul><ul><li>Compatibility (platform, other packages) </li></ul><ul><li>E...
Software Selection <ul><li>Features Weight Package 1 Package 2 </li></ul><ul><li>Price/perform. 0.8 9 7 </li></ul><ul><li>...
Software Evaluation Office Automation David Asirvatham 8 compatibility 3 Networking 8.5 Charts/graphics 7 Installation 9 F...
Office Automation <ul><li>The main reason for the application of IT in office environment is to increase productivity </li...
Benefits of OA <ul><li>Direct benefits </li></ul><ul><ul><li>better control over work </li></ul></ul><ul><ul><li>fewer con...
Benefits of OA <ul><li>Indirect benefits </li></ul><ul><ul><li>less dependency on other departments </li></ul></ul><ul><ul...
OA Technology <ul><li>E-mail </li></ul><ul><ul><li>variety of message format </li></ul></ul><ul><ul><li>fast and easy to u...
OA Technology <ul><li>Telecomputing </li></ul><ul><ul><li>work from at home </li></ul></ul><ul><ul><li>save commuting time...
OA Technology <ul><li>Facsimile </li></ul><ul><ul><li>scanning and transmission of the documents </li></ul></ul><ul><ul><l...
OA Technology <ul><li>Voice mail </li></ul><ul><ul><li>voice store-and-forward </li></ul></ul><ul><ul><li>less wasted tele...
OA Technology <ul><li>Computers </li></ul><ul><ul><li>business presentation </li></ul></ul><ul><ul><li>clerical work </li>...
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MIS Lesson3 Software

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MIS Lesson3 Software

  1. 1. <ul><li>Office Automation </li></ul><ul><li>Dr. David Asirvatham [email_address] </li></ul>Office Automation David Asirvatham
  2. 2. Software Office Automation David Asirvatham
  3. 3. Types of software Office Automation David Asirvatham End-user Software Application software Systems software Systems Develop. Tools Used for a specific type of business process. E.g billing systems, inventory system End-User Software General purpose software. E.g. word processor spreadsheet, etc Systems Develop. Tools Used for the construction of other business applications e.g. compilers. DBMS, etc Controls the operation of a computer e.g. Windows95, UNIX, etc Application Software System Software
  4. 4. Application Software <ul><li>Application software perform the functions required by the users </li></ul><ul><li>e.g. word-processor, graphics, CAD, Animation </li></ul><ul><li>Effective software should be: </li></ul><ul><ul><li>free from errors or bugs </li></ul></ul><ul><ul><li>flexible (can handle a range of transactions; changing OS, etc) </li></ul></ul><ul><ul><li>performance (response time) </li></ul></ul><ul><li>Examples </li></ul><ul><ul><li>General purpose: Ms-word, Excel, OpenOffice, etc </li></ul></ul><ul><ul><li>Special purpose: ATM application, accounting package, etc </li></ul></ul>Office Automation David Asirvatham
  5. 5. Systems Software: Operating Systems <ul><li>Generally, these software are hidden from the users </li></ul><ul><li>Most of the resident programs are OS modules </li></ul><ul><li>The main module of the OS is the monitor program. Its functions include: </li></ul><ul><ul><li>memory allocation and management </li></ul></ul><ul><ul><li>multi-user scheduling </li></ul></ul><ul><ul><li>access control </li></ul></ul><ul><ul><li>I/O control </li></ul></ul><ul><ul><li>providing utilities and user services </li></ul></ul><ul><li>OS performs four main functions: </li></ul><ul><ul><li>controlling of all devices and components of the computer </li></ul></ul><ul><ul><li>carry out all utility routines </li></ul></ul><ul><ul><li>performs translation to machine code (compatible to the OS) </li></ul></ul><ul><ul><li>supports networking & communication </li></ul></ul>Office Automation David Asirvatham
  6. 6. Operating Systems <ul><li>Examples: </li></ul><ul><ul><li>Windows XP, 98 and windows 2003 </li></ul></ul><ul><ul><li>Linux </li></ul></ul><ul><ul><li>Unix (e.g. Solaris) </li></ul></ul><ul><ul><li>IBM OS/2 </li></ul></ul><ul><ul><li>McOS </li></ul></ul>Office Automation David Asirvatham
  7. 7. Development Tools <ul><li>These software supports the programmers </li></ul><ul><li>Users can also use it to write their own modules </li></ul><ul><li>It involves the writing, storing and execution of programs </li></ul><ul><li>The main functions are: </li></ul><ul><ul><li>load program into the memory (loaders) </li></ul></ul><ul><ul><li>links modules together (linkers) </li></ul></ul><ul><ul><li>permits modification of program codes (editors) </li></ul></ul><ul><li>e.g Visual Basic, Visual C++, PHP, Java, etc </li></ul>Office Automation David Asirvatham
  8. 8. Programming languages <ul><li>Machine language </li></ul><ul><ul><li>instructions, in binary, that directly controls the computer </li></ul></ul><ul><ul><li>processor depended; different machines will different machine codes </li></ul></ul><ul><ul><li>not human recognisable; difficult to read or understand </li></ul></ul><ul><li>Assembly language </li></ul><ul><ul><li>written in symbolic rather than numerical machine code </li></ul></ul><ul><ul><li>An assembler is used to translate it to machine code </li></ul></ul><ul><li>High-level language </li></ul><ul><ul><li>machine independent </li></ul></ul><ul><ul><li>more efficient development of software </li></ul></ul><ul><ul><li>procedural language and more English-like </li></ul></ul><ul><ul><li>easy to user and understand </li></ul></ul>Office Automation David Asirvatham
  9. 9. Programming Language <ul><li>Fourth generation language </li></ul><ul><ul><li>non-procedural language </li></ul></ul><ul><ul><li>easy to use </li></ul></ul><ul><ul><li>closer to natural language </li></ul></ul><ul><ul><li>main features </li></ul></ul><ul><ul><ul><li>prototyping </li></ul></ul></ul><ul><ul><ul><li>query language (oracle-SQL) </li></ul></ul></ul><ul><ul><ul><li>report gemerators </li></ul></ul></ul><ul><ul><ul><li>application generator </li></ul></ul></ul><ul><ul><li>E.g PowerBuilder, FOCUS, NOMAD and RAMIS </li></ul></ul>Office Automation David Asirvatham
  10. 10. Programming Languages Office Automation David Asirvatham 0110 00101 1100 01010 0111 10101 1100 01010 0111 11000 0001 01100 1010 01010 MACHINE LANGUAGE LDA A,5 LDA B,10 ADD A, B MOVE C INC A ASSEMBLY LANGUAGE $a=8; $b=2; if ($a>$b) { print &quot;a is bigger &quot;;} else { print &quot;b is bigger &quot;;} print &quot;Done &quot;; HIGH LEVEL LANGUAGE
  11. 11. Translation Office Automation David Asirvatham LDA A,5 LDA B,10 ADD A, B MOVE C INC A 0110 00101 1100 01010 0111 10101 1100 01010 0111 11000 0001 01100 1010 01010 Assembler ASSEMBLY LANGUAGE (Source Code) MACHINE LANGUAGE (Object Code) 0110 00101 1100 01010 0111 10101 1100 01010 0111 11000 0001 01100 1010 01010 $a=8; $b=2; if ($a>$b) { print &quot;a is bigger &quot;;} else { print &quot;b is bigger &quot;;} print &quot;Done &quot;; Compliers (Interpreters) HIGH LEVEL LANGUAGE (Source Code) MACHINE LANGUAGE (Object Code)
  12. 12. Evolution of Programming Languages Office Automation David Asirvatham First Generation 1940s (Machine language) Difficult to learn and use Long instructions Machine Dependent Second Generation 1950s (Assembly language) Difficult to use for large programs Shorter codes than ML Machine Dependent Third Generation 1950s (COBOL, C++) English-like Problem Oriented Easy to use Fourth Generation 1980s (Foxpro, Dbase) More English-like Many Functions Incl. Data Management Easy to use Natural language Future Use of natural language Voice-recognition
  13. 13. Off-the shelf vs in-house development <ul><li>Software can be obtained in three different ways: </li></ul><ul><ul><li>off-the-shelf </li></ul></ul><ul><ul><li>third party software developers (consultants) </li></ul></ul><ul><ul><li>in-house development </li></ul></ul><ul><li>Off-the-shelf </li></ul><ul><ul><li>suitable for well-established software like word-processors, graphics packages, small database, etc </li></ul></ul><ul><ul><li>e.g. MS-Office, Lotus Smartsuite, Macromedia Director, etc </li></ul></ul><ul><ul><li>general applications </li></ul></ul><ul><ul><li>difficult to customers </li></ul></ul><ul><ul><li>cheaper </li></ul></ul><ul><ul><li>upgrade version are available </li></ul></ul><ul><ul><li>available immediately </li></ul></ul><ul><ul><li>user-friendly; user-support, documentations </li></ul></ul>Office Automation David Asirvatham
  14. 14. Off-the shelf vs in-house development <ul><li>Consultant </li></ul><ul><ul><li>suitable if the necessary skills are not available internally </li></ul></ul><ul><ul><li>drawback: </li></ul></ul><ul><ul><ul><li>consultant may not have sufficient experience </li></ul></ul></ul><ul><ul><ul><li>may require more time </li></ul></ul></ul><ul><ul><ul><li>future enhancement can be expensive </li></ul></ul></ul><ul><ul><ul><li>support; documentation; enhancement of software </li></ul></ul></ul><ul><li>In-house </li></ul><ul><ul><li>should have a programming team within the company </li></ul></ul><ul><ul><li>staff must be of high-caliber, reliable and well trained </li></ul></ul><ul><ul><li>expensive; proper documentation is needed; time consuming </li></ul></ul><ul><ul><li>easy to maintain; future upgrades; tailor-made </li></ul></ul>Office Automation David Asirvatham
  15. 15. Selection of Software <ul><li>User friendly </li></ul><ul><li>Compatibility (platform, other packages) </li></ul><ul><li>Editing facilities </li></ul><ul><li>Text, graphics, GUI and others options </li></ul><ul><li>import/export capability </li></ul><ul><li>Media option (interface with various peripherals) </li></ul><ul><li>Interactivity (branching, menu, hot spots) </li></ul><ul><li>Management capabilities (database, folder organisation) </li></ul><ul><li>Cost (incl. Upgrades) </li></ul><ul><li>Others: Support, Reliability, number of users, hardware & memory requirements, training, installation, Documentation, etc </li></ul><ul><li>Networking (ability to share the software/files) </li></ul>Office Automation David Asirvatham
  16. 16. Software Selection <ul><li>Features Weight Package 1 Package 2 </li></ul><ul><li>Price/perform. 0.8 9 7 </li></ul><ul><li>Compatability 0.7 4 7 </li></ul><ul><li>Features 0.6 5 5 </li></ul><ul><li>Vendor 0.4 2 6 </li></ul><ul><li>Total 13.8 16.3 </li></ul>Office Automation David Asirvatham
  17. 17. Software Evaluation Office Automation David Asirvatham 8 compatibility 3 Networking 8.5 Charts/graphics 7 Installation 9 Formulas/analysis 7 Performance 8.5 Programming 8.5 User friendly 9 Editing 8.5 Support 8 Tools/Utilities 8 Reliability
  18. 18. Office Automation <ul><li>The main reason for the application of IT in office environment is to increase productivity </li></ul><ul><li>Productivity can be improved in the following ways: </li></ul><ul><ul><li>better utilisation of workforce (lesser number, higher output per person) </li></ul></ul><ul><ul><li>improve utilisation of time </li></ul></ul><ul><ul><li>improve quality of management through better decision-making </li></ul></ul><ul><ul><li>increase output through better individual performance </li></ul></ul><ul><ul><li>greater effectiveness through the use of Information </li></ul></ul>Office Automation David Asirvatham
  19. 19. Benefits of OA <ul><li>Direct benefits </li></ul><ul><ul><li>better control over work </li></ul></ul><ul><ul><li>fewer conversion from one form of information to another </li></ul></ul><ul><ul><li>fewer non-productive activities (filing, recording, updating) </li></ul></ul><ul><ul><li>better personal organisation (less travel and less meetings) </li></ul></ul>Office Automation David Asirvatham
  20. 20. Benefits of OA <ul><li>Indirect benefits </li></ul><ul><ul><li>less dependency on other departments </li></ul></ul><ul><ul><li>less need for procedures and control </li></ul></ul><ul><ul><li>increased individual job satisfaction </li></ul></ul><ul><ul><li>greater customer satisfaction </li></ul></ul>Office Automation David Asirvatham
  21. 21. OA Technology <ul><li>E-mail </li></ul><ul><ul><li>variety of message format </li></ul></ul><ul><ul><li>fast and easy to use </li></ul></ul><ul><ul><li>communication tool </li></ul></ul><ul><ul><li>ability to receive message in real-time </li></ul></ul><ul><ul><li>text manipulation facilities </li></ul></ul><ul><ul><li>files and graphics can be attached </li></ul></ul><ul><ul><li>digital signature </li></ul></ul><ul><ul><li>broadcast capabilities </li></ul></ul><ul><ul><li>integration with organizers </li></ul></ul>Office Automation David Asirvatham
  22. 22. OA Technology <ul><li>Telecomputing </li></ul><ul><ul><li>work from at home </li></ul></ul><ul><ul><li>save commuting time </li></ul></ul><ul><ul><li>greater flexibility in working hours </li></ul></ul><ul><ul><li>significant reduction in interruptions </li></ul></ul><ul><ul><li>reduction in office space </li></ul></ul><ul><ul><li>welfare support facilities </li></ul></ul><ul><ul><li>travel expenses </li></ul></ul>Office Automation David Asirvatham
  23. 23. OA Technology <ul><li>Facsimile </li></ul><ul><ul><li>scanning and transmission of the documents </li></ul></ul><ul><ul><li>can verify signatures and can transmit graphics or pictures </li></ul></ul><ul><ul><li>uses telephone lines </li></ul></ul><ul><li>Teleconferencing </li></ul><ul><ul><li>allow organisation to conduct presentation, meetings and negotiations </li></ul></ul><ul><ul><li>80% of Fortune 500 companies are using or planning to use it </li></ul></ul><ul><ul><li>still expensive to high quality video conf. system </li></ul></ul>Office Automation David Asirvatham
  24. 24. OA Technology <ul><li>Voice mail </li></ul><ul><ul><li>voice store-and-forward </li></ul></ul><ul><ul><li>less wasted telephone time </li></ul></ul><ul><ul><li>fewer interruption as message are stored until it is convenient for the user to receive them </li></ul></ul><ul><ul><li>one-way </li></ul></ul><ul><ul><li>absence of social discourse </li></ul></ul><ul><ul><li>high installation cost </li></ul></ul>Office Automation David Asirvatham
  25. 25. OA Technology <ul><li>Computers </li></ul><ul><ul><li>business presentation </li></ul></ul><ul><ul><li>clerical work </li></ul></ul><ul><ul><li>analysis </li></ul></ul><ul><ul><li>database systems </li></ul></ul><ul><ul><li>CAD/CAM </li></ul></ul><ul><ul><li>simulation and testing </li></ul></ul><ul><ul><li>many more </li></ul></ul><ul><ul><li>e.g. MS Office, Smartsuite, financial packages, etc </li></ul></ul>Office Automation David Asirvatham

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