1. Course Name Communication Skills
Course Code PEM, BME, BCE, EEE,
CSC1114 Lecture 13 – OFFICE AUTOMATION
AND ICT
Instructor Ms.Josephine Najjobyo
CSC1114
communication
skills
-Seven
2. Instructor Information
Ms.Josephine Najjobyo
Email: jnajjobyo@must.ac.ug
Office No.: FF 011
Office hours
Tuesdays 2:00 p.m. – 5:00 p.m.
or by appointment
Thur
sday
28th
Augu
st
2014
CSC1114
communication
skills
-Seven
3. House Rules
Respect Time. Don’t be Late
Switch Off Our Phones and
Computers unless accessing Notes
Be respectful to your Colleagues
No Late Assignments EXCEPT WITH
VALID REASONS
CSC1114
communication
skills
-Seven
4. House Rules – Cont’d
I DON’T KNOW IT ALL….We are Both
Here to Teach Each Other and Learn
from Each Other.
Please Participate and Communicate
CSC1114
communication
skills
-Seven
5. The journey so far...
CSC1114
communication
skills
-Seven
6. Talking Point
By the End of the Class, Students should be able
to understand and Explain the Following Concept;
1) Define the Term “office”
2) Define the Term “System”
3) Differentiate between “Data” and “Information”
4) Brief overview of the Information Age
5) Milestone in Computing
6) Milestone in Networks
7) Understand the Terms Information Technology
and Information System
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8. The office is that part of a business that
handles the information dealing with
operations of a business, for example
accounting, payroll, billing, etc.
The office, then, can be viewed as a
mechanism that maintains the state of the
business, by means of a series of activities
that cause change in state.
The world appears to have contracted or been
squeezed into a small room in which, given
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What is an Office
9. Brief of the Information
Age
Characterized by unprecedented access to
information
Catalysts
◦ Low-cost computers
◦ High-speed communication networks
Examples of advances in past two decades
◦ Cell phones
◦ Email
◦ World Wide Web
◦ MP3 players
10. Introduction (cont.)
Technology and Values
Dynamic between people, technology
◦ People adopt technology
◦ Technology changes society
Different ways people are affected by
technology
◦ Physical changes (e.g., pains accompany the
use of laptops)
◦ Psychological changes (e.g., cell phones
make you feel safer)
Technologies can solve problems, create new
problems
◦ Automobile
◦ Refrigerator and the Ozone Layer
◦ Low-cost international communication
11. 1-11
Control over New Technologies
People can control whether to adopt new
technology
◦ Nuclear power moratorium in United States
◦ Nuclear power advances in rest of world
People can influence rate at which
technologies are developed
◦ Intellectual property laws (make money from
creativity)
◦ Tax structure (accumulate great wealth)
Introduction (cont.)
13. Milestones in Computing
Aids to manual calculating
Mechanical calculators
Cash register
Punched card tabulation
Precursors of commercial computers
First commercial computers
Programming languages and time-sharing
Transistor and integrated circuit
IBM System/360
Microprocessor
Personal computer
15. Milestones in Networking
Discoveries in electromagnetism (early 1800s)
Telegraph (1844)
◦ A telegraph is a machine used to transmit messages
in the form of electrical impulses that can be converted
into data
Telephone (1876)
Typewriter and teletype (1873, 1908)
In 1908 a typewriter was modified to print a message transmitted over a
telegraph line; the inventors called the invention, a teletype
Radio (1895)
Television (1927)
16. Other Milestones in Networking
Remote computing (1940)
ARPANET - Advanced Research Projects Agency Network (1969)
Email (1972)
Internet (1983)
◦ network of networks communicating using TCP/IP
Broadband (2000)
Broadband
◦ High-speed Internet connection
◦ At least 10x faster than dial-up connection
◦ Enhanced by fiber optic networks
◦ South Korea is the world leader in broadband
networking.3/4 of homes have broadband
17. Other Milestones in Networking
Newspapers
Graphical User Interface
World Wide Web (1990)
◦ Protocols based on TCP/IP general
◦ Later browsers
Mosaic
Netscape Navigator
Netscape Mozilla
Microsoft Internet Explorer (most popular)
Search Engines - Google, AltaVista, MSN
Information Technology
19. Information Technology
Definition: Devices used in creation,
storage, manipulation, dissemination of
data, sound, and/or images
Examples: Computers, telephones, video
cameras, MP3 players
People making greater use of IT
◦ Costs keep falling
◦ Capabilities keep rising
20. 1-20
IT Issues
Email
◦ Easy way to keep in touch
◦ Spam has become a real problem
Web
◦ Free access to huge amounts of information
◦ Harmful consequences of some sites
CDs, MP3s, MP4s
◦ Free or cheap copies readily available
◦ May be unfair to musicians
Credit cards
◦ Convenience over cash and checks
◦ Increases possibility of identity theft
◦ Who owns information about transactions?
21. IT Issues (cont.)
Telecommuting
◦ Saves time, allows more flexible work hours
◦ Can lead to longer work hours
◦ May result in fewer chances for promotion
Improved global communication network
◦ Allow companies to sell to entire world
◦ Allow companies to move jobs out of their
home countries.
World Wide Web
◦ A conduit for democratic ideas?
◦ Another tool for totalitarian governments?
22. What Is A SYSTEM?
• The orderly arrangement of a set of
interrelated and interacting elements that
operate collectively to achieve a common
goal, examples include human body ,
computer system , business enterprise.
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23. Information Vs Data:-
Information is the data that have been put
into a meaningful and useful context.
Data is a “given,” or fact; a number, a
statement, or a picture that represents
something in the real world.
In other words Data is the raw materials in
the production of information.
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25. Information systems
An information system is an
arrangement of a number of elements
that provide effective information for
decision and/or control of some
operations of an organization.
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26. Five level pyramid model based on the processing
requirement of different levels in the organization
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27. Advantages and disadvantages of
information systems
Advantages.
- Communication
- Operations
- Decisions
- Records
- Globalization and
cultural gap
- Availability
- Creation of new types
of jobs
Disadvantages…
- Unemployment and
lack of job security
- Dominant culture
- Security issues
- Implementation
expenses
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29. Office automation is referred to as
“electronic office”. It is a combination of
various technologies meant to improve
the efficiency of office work and also to
reduce the number of office staff.
Office automation has changed and
also expected to change the further
work styles in modern offices
considerably. 7/27/2022 29
30. Office automation
systems
At present these are computer-
based information systems that
collect, process, store and
transmit electronic messages,
documents and other forms of
communications among
individuals, work groups within an
organization.
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31. FIVE MAJOR OFFICE AUTOMATION SYSTEMS
OFFICE AUTOMATION
SYSTEM
Electronic
Publishing Systems
eg. Microsoft word
Electronic Communications
and collaboration Systems
eg. electronic mail
Electronic meeting
Systems eg.
videoconferencing
Image Processing
Systems eg. digital
cameras, scanners.
Office Management
Systems eg. Online
database management
systems
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32. Impact of Office automation
systems
Such systems can increase the
productivity of managerial users and
offer professional work by significantly
reducing the time and effort needed to
produce, access and receive business
communications.
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33. Electronic Publishing:-
• Electronic publishing systems include
word processing and desktop
publishing.
• Word processing software, (e.g.,
Microsoft Word) allows users to create,
edit, revise, store, and print documents
such as letters, memos, reports, and
manuscripts.
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34. Electronic Communication:-
• Electronic communication systems
include
electronic mail (e-mail), voice mail,
facsimile (fax), and desktop
videoconferencing.
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35. Electronic Collaboration:-
• Electronic collaboration is made possible
through electronic meeting and collaborative
work systems and teleconferencing.
• These allow teams of coworkers to use
networks of microcomputers to share
information, update schedules and plans, and
cooperate on projects regardless of
geographic distance.
• For example; e-mails, skype, twitter,
facebook, google docs etc.
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36. Image Processing Systems
• These include electronic document
management, présentation graphics, and
multimedia systems.
• Imaging systems convert text, drawings, and
photographs into digital form that can be
stored in a computer system.
• This digital form can be manipulated, stored,
printed, or sent via a modem to another
computer.
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37. Image Processing Systems –
Cont’d
Imaging systems may use scanners,
digital cameras, video capture cards, or
advanced graphic computers.
Companies use imaging systems for a
variety of documents such as insurance
forms, medical records and mortgage
applications.
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38. Office Management
These include electronic office accessories,
electronic scheduling, and task management.
These systems include;
a) Online database management systems.
b) Business dates, appointments, notes, and
c) Client contact information can be created,
edited, stored, and retrieved.
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39. BENEFITS OF OFFICE AUTOMATION
Office automation reduces the number
of clerical work.
Large firms no longer have to employ
typists.
Increase productivity.
Can be used to gain strategic
advantage.
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40. BENEFITS OF OFFICE AUTOMATION cont--
Brings tools and techniques into office
and assists people as they process
information.
Alters the quality of work, which focuses
on opportunities to workers job
satisfaction by providing meaningful job
as a supportive environment.
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41. CHALLENGES WITH OFFICE
AUTOMATION SYSTEMS
Poorly planned applications of office automation
may produce some of the following
undesirable results;
Displacement of people.
Excessive monitoring of workers.
Stressful work environments.
Factory or assembly line approach of office
work.
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42. Class Tutorial
• As a Student Discuss How the Following
Tool Can be useful to you as a Student
and Your Career after University
1) google
2) Internet,
3) skype,
4) twitter,
5) e-mails,
6) google
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