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![ANSWERS TO THE QUESTIONS IN VIEW OF
EXAMINATION
1] What are the advantages and disadvantagesof traditionalfile
systems ?
Ans : Advantages
1. Simple and low cost
2. Can be managed well
3. Provides timely accurate and reliable info
4. It is flexible enough and well documented
5. Good file management , efficientinformation systems can be built
Drawbacks:
1. Data redundancy
2. Program dependence
3. Inflexibility
4. Poor data security
5. Lack of data integration
2] describe ofapplications of computersystems in various business
activities ?
Ans The importance ofComputer in Business:-Computerspeed up
the business processesand systems with top quality. Today’s world
computeris important to use to start an online and offline business. A
computeris important to use in business to automate the manufacturing,
marketing and, distribution process.
Computers help in research, production,distribution, marketing, banking,
team management, business automation, data storage, employees
management and very helpful to increase the productivity in lower cost,
less time with high quality. That’s why the use of the computeris](https://image.slidesharecdn.com/computersformanagersnotes-200519113409/85/Computers-for-managers-notes-58-320.jpg)
![slides for presentations,either internal ones or external ones meant for
clients. Businesses can also make letters, memos,and reports,using
word processing software,either for disbursementto the client or for
internal use.
In general, a computerhas plenty of productivity software that a
business can use to make its functions easier; this is software that
enables a business to be much faster and more efficientthat it was only
20 or 30 years ago.
Computers Are Used for EducationalPurposes
Computers can be used to educate employees.A business can use a
computerto educate the employeeson such things as the company
policy, software use, as well as standard procedures and safety.
Rather than hire teachers to teach its employees,a business can let
employees learnwhat the employee needs,by learning at their own
pace via webinars and live Q&A sessions.Withthe internet, a business'
employees will have access to a world of information, and the business
will not need to create all of its own educational content.
Computers also enable employees to learn in a way that they enjoy.
Employees canlearn via differentmedia, such as videos,text, and even
games,enabling them to better understand the subject matter.
Computers Are Used for Research
Computers allow a business to do a variety of things, including research
about the competition,as well as what its customers want. With modern
data-mining techniques,a business can acquire insightful information
about its customers and competitionfrom all kinds of places,including
forums,search engines,industry-specific websites and even from social
networks.
3] advantages and dis advantages of bus star and ring topologies?
Bus Network](https://image.slidesharecdn.com/computersformanagersnotes-200519113409/85/Computers-for-managers-notes-62-320.jpg)
![Star Network
-Advantages
Good performance
easy to set up and to expand. Any non-centralised failure will have very
little effecton the network, whereas on a ring network it would all fail with
one fault
-Disadvantages
Expensive to install
Extra hardware required
4] what do you mean by network protocols
In the world of technology, there are vast numbers of users'
communicating with differentdevices in differentlanguages. That also
includes many ways in which they transmit data along with the different
software they implement. So, communicating worldwide will not be
possible if there were no fixed 'standards' that will govern the way user
communicates for data as well as the way our devices treat those data.
Here we will be discussing these standard set of rules.
Yes, we're talking about "protocols" which are set of rules that help in
governing the way a particular technology will function for
communication. In other words, it can be said that the protocols are
digital languages implemented in the form of networking algorithms.
There are differentnetworks and network protocols,user's use while
surfing.
There are various types of protocols that support a major and
compassionate role in communicating with differentdevices across the
network. These are:
1. TransmissionControl Protocol(TCP)
2. Internet Protocol(IP)
3. User Datagram Protocol(UDP)](https://image.slidesharecdn.com/computersformanagersnotes-200519113409/85/Computers-for-managers-notes-64-320.jpg)
![secure the communication among two computers one using the
browser and other fetching data from web server. HTTP is used for
transferring data between the client browser (request)and the web
server (response)in the hypertext format, same in case of HTTPS
exceptthat the transferring of data is done in an encrypted format. So it
can be said that https thwart hackers from interpretation or modification
of data throughout the transfer of packets.
9. Telnet: Telnet is a set of rules designed forconnecting one system with
another. The connecting process here is termed as remote login. The
system which requests for connection is the local computer,and the
system which accepts the connectionis the remote computer.
10. Gopher: Gopheris a collectionof rules implemented forsearching,
retrieving as well as displaying documents from isolated sites. Gopher
also works on the client/serverprinciple
5] explain various ecommercebusiness models ?
E-commerce business models can generally be categorized into the
following categories.
Business - to - Business (B2B)
Business - to - Consumer(B2C)
Consumer - to - Consumer(C2C)
Consumer - to - Business (C2B)
Business - to - Government(B2G)
Government - to - Business (G2B)
Government - to - Citizen (G2C)
Business- to - Business
A website following the B2B business model sells its products to an
intermediate buyer who then sells the product to the final customer. As
an example, a wholesalerplaces an orderfrom a company's website and
after receiving the consignment, sells the endproduct to the final
customer who comes to buy the product at one of its retail outlets.](https://image.slidesharecdn.com/computersformanagersnotes-200519113409/85/Computers-for-managers-notes-66-320.jpg)
![provided by various banks via websites. A business organization who
fulfills the consumer's requirement within the specified budget,
approaches the customer and provides its services.
Business- to - Government
B2G model is a variant of B2B model. Such websites are used by
governments to trade and exchange information with various business
organizations. Such websites are accredited by the government and
provide a medium to businesses to submit application forms to the
government.
Government - to - Business
Governments use B2G model websites to approach business
organizations. Such websites support auctions, tenders, and application
submission functionalities.
Government - to - Citizen
Governments use G2C model websites to approach citizen in general.
Such websites support auctions of vehicles, machinery, or any other
material. Such website also provides services like registration for birth,
marriage or death certificates.The main objective of G2C websites is to
reduce the average time for fulfilling citizen’s requests for various
government services.
**
*]] what is dbms explain its advantages and disadvantages
A databasemanagementsystem (DBMS)is a collectionof programsthat
manages the database structure and controls access to the data stored in
the database".](https://image.slidesharecdn.com/computersformanagersnotes-200519113409/85/Computers-for-managers-notes-68-320.jpg)
![ The cost of maintaining the hardware, software, and personnel
required to operate and manage a database system can be
substantial. Training, licensing, and regulation compliance costs
are often overlooked when database systems are implemented.
2. Managementcomplexity:
Database systems interface with many differenttechnologies and
have a significant impact on a company’s resources and culture.
The changes introduced by the adoptionof a database system
must be properlymanaged to ensure that they help advance the
company’s objectives.Given the fact that database systems hold
crucial company data that are accessedfrom multiple sources,
security issues must be assessedconstantly.
3. Maintainingcurrency:
To maximize the efficiencyof the database system, you must keep
your system current.
Therefore,you must perform frequent updates and apply the latest
patches and security measures to all components.
Because database technologyadvances rapidly, personnel
training costs tend to be significant. Vendordependence.
Given the heavy investment in technology and personneltraining,
companies might be reluctant to change database vendors.
4. Frequentupgrade/replacementcycles:
DBMS vendors frequently upgrade their products by adding new
functionality. Such new features often come bundled in new
upgrade versions of the software.
Some of these versions require hardware upgrades.Not only do
the upgrades themselves costmoney, but it also costs money to
train database users and administrators to properly use and
manage the new features.
**]] what is hacking and what are the steps taken to prevent hacking
Definition: Hacking is an attempt to exploit a computersystem or a
private network inside a computer. Simply put, it is the unauthorised
access to or control over computernetwork security systems forsome
illicit purpose.
Description: To better describe hacking, one needs to first understand](https://image.slidesharecdn.com/computersformanagersnotes-200519113409/85/Computers-for-managers-notes-71-320.jpg)
![seems fishy, do a quick search on the Internet for the subject line.
Others may have been scammed and posted about it online.
9. Some websites will ask you to sign in with a specific service to
access features or posta comment.Ensure the login option isn’t a
sneaky phish, and if you’re giving permissionto an app to perform
a task, ensure you know how to revoke access once you no longer
need it. Old, abandoned connections from service to service are
an easy way to see your main account compromisedby spam.
10. Keep sensitive data off the cloud. “No matter which way you
cut it, data stored on the cloud doesn’t belong to you,” says
Taggart. “There are very few cloud storage solutions that offer
encryption for ‘data at rest.’ Use the cloud accordingly. If it’s
important, don’t.”
**]]] what is mail merge and steps in mail merge
Mail merging means to plug data from an address table into form letters,
e-mail messages,envelopes,address labels,or a directory (a list or
catalog, for example). To start a mail merge, choose Tools | Letters and
Mailings | Mail Merge Wizard to open the Mail Merge task pane. Step 1:
Selecta DocumentType The first step is to selectwhat Word calls a
“documenttype” in the Mail Merge task pane, what kind of mail-merge
you want to undertake: form letters, e-mail messages,envelopes for
mass-mailings, labels for mass-mailings,or a directory (a list or catalog).
Choose an option button and click Next at the bottom of the task pane to
go to step 2. Step 2: Select a Starting DocumentWhat Word calls the
“starting document” is the documentin which the merging takes place. In
other words, the address or other data you retrieve will land in the
documentyou choose or create now. You can create a new start
documentor use an existing one. In the case of labels and envelopes,
you tell Word what size labels or envelopes you intend to print on. In the
case of form letters, e-mail messages,and directories,you supply the
text either by making use of a documentyou’ve written already or writing
a new document.Step 3: SelectRecipients In step 3, you tell Word
where to get the data that you will merge into the starting document you
created or supplied in step 2. You can retrieve the data from a table in a
Word document,an Access database table or query, or the address
book or contact list where you store your addresses.You can also
create a new list for the data if you haven’t entered the data in a file yet.
Step 4: Write/Arrange Your Document In step 4, you insert the merge
fields,the parts of the starting documentthat differfrom recipient to
recipient. By inserting merge fields,you tell Word where to plug](https://image.slidesharecdn.com/computersformanagersnotes-200519113409/85/Computers-for-managers-notes-74-320.jpg)
![2. What are generations of computers ? explain ?
Ans Generation in computerterminologyis a change in technologya
computeris/was being used. Initially, the generation term was used to
distinguish between varying hardware technologies.But nowadays,
generation includes both hardware and software, which together make
up an entire computersystem.There are totally five computer
generations known till date. Each generation has been discussedin
detail along with their time period,characteristics. We've used
approximate dates against each generations which are normally
accepted.Following are the main five generations of computers S.N.
Generation & Description
1] First Generation The period of first generation : 1942- 1954.
Vaccum tube based.
2] Second Generation The period of second generation : 1952-1964.
Transistor based.
3] Third Generation The period of third generation : 1964-1972.
Integrated Circuit based.
4] Fourth Generation The period of fourth generation : 1972-1990.VLSI
microprocessorbased.
5] Fifth Generation The period of fifth generation : 1990-onwards.ULSI
microprocessorbased](https://image.slidesharecdn.com/computersformanagersnotes-200519113409/85/Computers-for-managers-notes-77-320.jpg)
![4 . computers at a] home
b] education
c] at job / work place
ans Today, computeris used in almost every field of life. The use of
computerhas made differenttasks very easy for us. Computercan be
used at home in the many differentways.
1. Home Budget
2. Computergames
3. Entertainment
4. Information
5. Communication
6. Onlinebanking and onlineshopping
Computers are being usedactively in educationalinstitutes to improve
the learning process.Teachers can use audiovideo aidsthrough
computerto prepare lesson plans.They can use MicrosoftPowerPoint
to prepare electronicpresentations abouttheirlectures.These electronic
presentationswillbe displayedon multimedia projectors in class rooms.
This will be interesting and easy to learn for students.Multimedia
presentationsare easy to deliverfor teachers too,These presentations
save a lot of effort and time.Moreovermultimediapresentations are
interestingto view and hear sound and visual effects
Computer use is prevalent in many workplaces, and some companies
may find functioning without them virtually impossible. As a result,
computers have become an important part of how companies conduct
business as well as how workers perform their job tasks. Computers](https://image.slidesharecdn.com/computersformanagersnotes-200519113409/85/Computers-for-managers-notes-79-320.jpg)
Computers for managers notes
- 1. COMPUTERS FOR MANAGERS COURSECODE : CSIT102 CREDIT UNITS : 3 EXAMINATION SCHEME INTERNALS. = 30 END TERM EXAMINATION = 70 TOTAL = 100
- 2. COURSE CONTENTS MODULE 1: WORLD OF COMPUTERS Module 2 : Computer Networks and Internet Technology MODULE 3. : E COMMERCE MODULE 4 : ERP MODULE 5 : DBMS MODULE 6 : OFFICE AUTOMATION
- 3. Module -- 1 Worldof Computers introduction to world of Computers,Basic Structure of Computer System, Computers in Home (Reference,Education & Communications, Entertainment an Digital Media Delivery, Smart Appliances,Home Computers),Computers in Education, Computers in workplace (productivity and decisionmaking, customerservices,communications), Computers on the move (Portable and Hand held computers,Self- Service kiosks, GPS Applications), Generation of Computer,Types of Computer(Size and Technologywise), Support Systems - Hardware and Software, Computer Peripherals,Memory Management..
- 4. Computers in YourLife • Why learn about computers? – Pervasive computing • Also known as ubiquitous computing • Computers have become an integral part of our lives – Basic computerliteracy • Knowing about and understanding computers and their uses is an essential skill today for everyone • Before 1980 – Computers were large, expensive – Very few people had access to them – Computers were mostly used for high-volume processing tasks • Microcomputers in the early 80s – Inexpensive personal computers – Computeruse increased dramatically • Today – More than 80% of US households include a computer, and most use computers at work – Electronic devices are converging into single units with multiple capabilities • Computers in the Home • Computers used for a variety of tasks: – Looking up information and news – Exchanging e-mail – Shopping and paying bills – Watching TV and videos – Downloading music and movies – Organizing digital photographs – Playing games – Telecommuting • Convergence – The computerhas becomethe central part of home entertainment – Dual-mode mobile phones • Wireless networking – Computers can be used in nearly any location • Smart appliances – Traditional appliances with built-in computer or communication technology • Smart homes – Household tasks are monitored and controlled by a main computerin the house
- 5. Computers in Education •Many students today have access to computers either in a classroom or a computerlab • Colleges and universities are even more integrated – Wireless hotspots allowusage of personal laptops to connect to the college network – Some colleges require a computerfor enrollment • Distance learning – Students participate from locations other than the traditional classroom setting using computers and Internet access • Computers on the Job • Computers have become a universal on-the-job tool for decision- making, productivity, and communication – Used by all types of employees – Used for access controland other security measures – Use by service professionals is growing – Used extensively by the military – Employees inall lines of work need to continually refresh their computerskills • Computers on the Job • Computers on the Go • Computers are encountered in nearly every aspect of daily life – Consumerkiosks – ATM transactions – POS systems at retail stores – Self-checkoutsystems – Portable computers or mobile devices – M-commerce systems – GPS systems • What Is a Computer and What Does It Do? Computer:A programmable,electronic device that accepts data, performs operations on that data, and stores the data or results as needed – Computers followinstructions, called programs, which determine the tasks the computerwill perform • Basic operations – Input: Entering data into the computer – Processing:Performing operations on the data – Output: Presenting the results – Storage: Saving data, programs,or output for future use
- 6. – Communications:Sending orreceiving data Data vs. Information • Data – Raw, unorganized facts – Can be in the form of text, graphics, audio, or video • Information – Data that has been processedinto a meaningful form • Information processing – Converting data into information • The computeras we know it is a fairly recent invention Generationsof computers • The history of computers is often referred to in terms of generations • Each new generation is characterized by a major technological development • Pre computers and early computers (before1946) – Abacus, slide rule, mechanical calculator – Punch Card Tabulating Machine and Sorter • First-generation computers (1946-1957) – Enormous and powered by vacuum tubes – Used a great deal of electricity, and generated a lot of heat – ENIAC and UNIVAC • Second-generationcomputers (1958-1963) – Used transistors – Computers were smaller, more powerful, cheaper, more energy-efficient,and more reliable – Punch cards and magnetic tape were used to input and store data – Computers Then and Now • Third-generation computers (1964-1970) – Used integrated circuits (ICs) – Keyboards and monitors introduced • Fourth-generation computers (1971-present) – Use microprocessors – IBM PC, Apple Macintosh – Use keyboards, mice, monitors, and printers – Use magnetic disks, flash memory, and optical disks for storage – Computernetworks, wireless technologies,Internet introduced – Computers Then and Now • Fifth-generation (now and the future)
- 7. – Infancy stage –No precise classification – May be based on artificial intelligence (AI) – Likely use voice and touch input – May be based on optical computers and utilize nanotechnology Hardware • Hardware: The physical parts of a computer – Internal hardware • Located inside the main box (system unit) of the computer – External hardware • Located outside the system unit • Connect to the computervia a wired or wireless connection – There is hardware associated with all five computer operations • Input devices – Used to input data into the computer – Keyboards,mice,scanners, cameras, microphones, joysticks, touch pads, touch screens,fingerprint readers,etc. • Processing devices – Perform calculations and control computer’s operation – Central processing unit (CPU) and memory • Output devices – Present results to the user – Monitors, printers, speakers,projectors,etc. • Storage devices – Used to store data on or access data from storage media – Hard drives, CD/DVD discs and drives, USB flash drives, etc. • Communications devices – Allow users to communicate with others and to electronically access remote information – Modems,network adapters, etc. Software • Software: The programs or instructions used to tell the computer hardware what to do – System software: Operating system starts up the computer and controls its operation • Without OS computercannot function • Boots the computerand launches programs at the user’s direction
- 8. • Most usea GUI to interact with the user via windows, icons, menus, buttons, etc. • Windows,Mac OS, Linux, etc. • • Application Software – Application software: Performsspecific tasks or applications • Creating letters, budgets,etc. • Managing inventory and customerdatabases • Editing photographs • Scheduling appointments • Viewing Web pages • Sending and receiving e-mail • Recording / playing CDs/DVDs • Designing homes • Playing games • Computerusers (end users): People who use a computerto obtain information • Computerprofessionals include: – Programmers – Systems analysts – Computeroperations personnel – Security specialists • Six basic categories of computers: – Embedded computers – Mobile devices – Personal computers – Midrange servers – Mainframe computers – Supercomputers • Embedded computer:Embeddedinto a product and designed to perform specific tasks or functions forthat product • Cannot be used as general-purpose computers • Often embeddedinto: – Household appliances – Thermostats – Sewing machines – A/V equipment – Cars • Mobile device: A very small device with some type of built-in computing or Internet capability • Typically based on mobile phones
- 9. • Typically havesmall screens and keyboards • Examples: – Smartphones – Handheld gaming devices – Portable digital media players Personal Computers (PCs) • Personal computer:A small computerdesigned to be used by one personat a time – Also called a microcomputer – Range in size from desktop computers to UMPC’s • Desktop computers:Fit on or next to a desk – Can use tower case,desktop case, or all-in-one – Can be PC- compatible or Macintosh – Not designed to be portable Portable Computers • Notebook(laptop) computers:Typically use clamshell design • Tablet computers:Can be slate tablets or convertible tablets • Netbooks:Small notebooks;rapidly growing type of PC • Ultra-mobile PCs (UMPCs): Handheld computers • Thin Clients and Internet Appliances • Thin client or network computer(NC): Device designed to access a network for processing and data storage – Lower cost, increased security and easier maintenance – Limited or no local storage – Not able to function as a computerif network is down • Internet appliance: Specialized network computerdesigned for Internet access and/or e-mail exchange – Often set-top boxes – Can include Internet-enabled gaming consoles • Thin Clients and Internet Appliances • Midrange server: A medium-sized computerused to host programs and data for a small network – Users connect via a network with a computer,thin client, or dumb terminal
- 10. – May consistof a collection of individual circuit boards called blades – Virtualization: Creating virtual environments (often used to share a server for increased efficiency) • Mainframe computer: Powerfulcomputer used by several large organizations to manage large amounts of centralized data – Standard choice for large organizations, hospitals, universities, large businesses,banks, governmentoffices – Located in climate-controlled data centers and connected to the rest of the company computers via a network – Larger, more expensive, and more powerfulthan midrange servers – Usually operate 24 hours a day – Also called high-end servers or enterprise-class servers • Mainframe Computers • Supercomputers • Supercomputer:Fastest, mostexpensive, mostpowerful type of computer – Generally run one program at a time, as fast as possible – Commonlybuilt by connecting hundreds of smaller computers,supercomputing cluster – Used for space exploration, missile guidance, satellites, weather forecast,oil exploration, scientific research, complex Web sites,decisionsupport systems,3D applications, etc. • Supercomputers • ComputerNetworks and the Internet • Computernetwork: A collectionof hardware and other devices that are connected together. – Users can share hardware, software, and data – Users can communicate with each other • Network servers:Manage resources on a network • Clients: Access resourcesthrough the network server • Computernetworks exist in many sizes and types – Home networks – Schooland small business networks – Large corporate – Public wireless networks – The Internet • ComputerNetworks and the Internet
- 11. • What Arethe Internet and the World Wide Web? • Internet: The largest and mostwell-known computernetwork in the world • Individuals connect to the Internet using an Internet service provider (ISP) • World Wide Web:One resource (a vast collectionof Web pages) available through the Internet – Web sites contain Web pages stored on Web servers – Web pages viewed using a Web browser (Internet Explorer, Chrome, Safari, Firefox,Opera, etc.) • A wide variety of information is available through the Web Accessing a Network or the Internet • Need a modem or network adapter • Some networks require a username and password • Internet connections can be: – Direct (always-on) connections – Dial-up connections • Internet addresses are used to access resources on the Internet – IP address:Numeric address that identifies computers (207.46.197.32) – Domain name: Text-based address that identifies computers (microsoft.com) – Uniform resource locator (URL): Identifies Webpages (http://twitter.com/jobs/index.html) – E-mail address:Identifies people fore-mail exchange (jsmith@cengage.com) – IP Addressesand Domain Names • IP addressesare numeric and unique • Domain names: Correspond to IP addresses – Top-leveldomains (TLDs) identifies type of organization or its location – Custom TLDs may soonbe allowed • Uniform Resource Locators(URLs) • URL: Uniquely identifies a Web page – Consists of: • Protocolor standard being used • Identificationof the Web server • Names of folders in which the Web page file is stored • Web page’s filename • Protocols:
- 12. – Hypertext TransferProtocol(http://) is typically used to display Web pages (https:// is used for secure Web pages) – File Transfer Protocol(ftp://) is often used for file exchange • Uniform Resource Locators(URLs) • E-mail addressesconsistof: – Username: A person’s identifying name for a particular domain – The @ symbol – Domain name for the computerthat will be handling the person’s e-mail (mail server) • Pronouncing Internet addresses • Surfing the Web • Web browser:Used to display Web pages • Browser starting or home page: The first page displayed when the browser is opened • To navigate to a Web page, you can: – Type a URL in the Addressbar – Click a hyperlink on a displayed Web page – Selecta Favorite/Bookmark or page from the History list • Surfing the Web • Searching the Web • Search site: Web page that helps you find Web pages containing the information you are seeking – Typically search using keywords • Online Video • E-Mail • Electronic mail (e-mail): electronic messages exchanged between computers on a network – Can be conventional or Web-based – Can contain photos,attached files, etc. • Computers and Society • The vast improvements in technology over the past decade have had a distinct impact on daily life, both at home and at work • Many benefits of a computer-oriented society: – Ability to designproducts before constructionleads to safer products – Earlier medical diagnoses – Devices that allow challenged people to perform job tasks – Documents e-mailed or faxed in moments – Download information, music, programs,movies, and more on demand • Computers and Society • Computer-oriented societyalso has risks
- 13. – Computerviruses andmalware – Identity theft and phishing – Privacy issues • Differences inonline communications – Less formal than traditional – Netiquette – Emoticons • The anonymity factor • Information Integrity – Check your source,not all information on the Internet is accurate. Module2 ComputerNetworks and InternetTechnology Introduction to ComputerNetworks, Networking components, Classificationand types of Networks, Network Topologies – Overview with Advantages and Disadvantages, CommunicationChannels, Client Sever Architecture, LAN concepts,Introductionto Internet (History, Concepts,& Myths), Difference betweenInternet, Intranet and Extranet, Domain Name Service,Internet Protocols and Addressing,Services of Internet, Internet and SupportTechnologies,Censorship and Privacy issues
- 14. ComputerNetwork : isa collectionof computers and other hardware devices connected togetherso that the network users can share hardware, software and data as well as electronically communicate with each other Networking and Communications applications • Mobile phones: cellular , Satellite phones • Paging and Messaging • Global Positioning System GPS): A system that uses a satellite and a receiver to determine the exact location of the receiver • Monitoring systems:Medical • GPS based monitoring • RFID Technology • Satellite Radio • Video conferencing:A real time meeting that takes place between people in differentlocations via computers and communications media • Collaborative computing • Telecommuting • Digital Data distribution • Telemedicine:The use of communications technology to provide medical information and services • Telesurgery:A form of robot –assisted surgeryin which a doctoris in a differentlocation from the patient and controls the robot remotely over the Internet or another communication medium Typesof Networks • Networks can be classified in terms of their topologies,or physical arrangement • Commonnetwork Topologies • Star network: Typically consists of a central device ( Hub, switch , or router) to which all these computers are and other devices in the network connectforming a star shape • Ring networks: Do not have a central hub ,but the computers and other devices are connected in a ring formation from one device to the next. Data travels in one direction only • Bus network: Does not have a central hub. Instead it consists of a central cable to which all the network cables are attached . • Mesh network : Each computeror network device is connected to all other devices • Combination topologies:Some networks do not confine to a single topology.Some networks combine topologies . E.g. Two star networks may be joined by a bus line
- 15. Star ,Ring andBus networks-Advantages and Disadvantages • A star network is considerablyless reliable than a ring network, since the other computers are heavily dependanton the central host computer . If it fails there is no back up and processing and communication capability, and local computers are cut of from each other • Ring networks are consideredto be more reliable and less costly for the type of communications in Local area network. If one computergoes down in the network the other computers can continue to processtheir own work and continue to communicate with each other Network Architecture • Architecture : They way they are designed to communicate . • Client Server Networks : Include both clients (PC,s and other devices that request and utilize the network resources)and servers( computers that are dedicated to Processing client requests ) • Peer to Peer Networks : A central server is not used . Instead all the computers on the network work at the same level LAN’s WAN’s and other types of networks • A LocalArea Network (LAN) is a network that covers a relatively small geographicalarea, such as a building ,college,or an office building . • Wide Area Network:(WAN) Is a network that covers a large geographicalarea. Typically a WAN could consist of 2 or more LAN’s. A WAN can be a private owned or a public network • Metropolitan Area MAN :A network designed fora city or a country • Intranets and Extranets • Virtual Private Network (VPN):is a private , secure path communications network (usually the Internet) that is se up to allow authorized users private , secure access to the company network. How is data transmitted over a network • Analogue Transmission: The data is transmitted in the form of continuous waves • Digital transmission: Data is transmitted in 2 discrete states- representing 1 or 0) • Serial transmission :Data is sent 1 bit at a time • Parallel transmission :Message is sent at least 1 byte at a time • Bandwidth: Amount of data that can be transmitted over the medium at one time Transmission Media
- 16. • Wired Network •Twisted Pair Cable • Untwisted Pair (UTP)of cables • Coaxial cable • Fiber Optic Cables • Wireless Networks • Broad cast radio transmissions • Microwave signal transmission using • Microwave stations • Satellite communications • Cellular radio Transmissions CommunicationProtocols • A communicationprotocolis an agreed upon standard for transmitting data between two devices • Ethernet: is one of the most widely used wired networking protocol typically used with LAN’s that have a bus or a Star topology • Token Ring : Is usually used with ring networks • Wi-Fi:(Wireless fidelity):A family of Wireless Networking standards(Less than 300 ft.) • WiMAX: Provides Internet access over 30 miles • Blue tooth: designed forshort range ( Less than 10 meters)appropriate for communications between computers or mobiles and peripheral devices • TCP/IP:A protocolused for transmitting data over Internet • WAP(Wireless ApplicationProtocol):A standard for delivering content to mobile devices , smart phones, and other wireless communication devices using the cellular network Networking Hardwarefor small networks • Network Adapters:(NIC)Used to connect the PC to a network (e. g. Ethernet card) • Modem: A device that connects the PC to the Internet • Hub: A central device to connect all the devices in a network • Switch: Identifies the data for which it is intended and sends the data to that node • Routers : Not only identifies the intended recipientbut also plans the path through multiple routes to ensure that the data reaches its destination in the most efficientmanner • Gateway : used to Connecttwo dissimilar networks • Bridge : Used to connect two networks using similar technology Evolution of the Internet Internet : A world wide collectionof separate, but inter connected net works, that are accessed daily by millions of people to obtain information , disseminate information , or communicate with each other
- 17. Internet furnishes astandard way of sending messages and information over virtually any type of computerplatform and transmission media • ARPANET:Advanced ResearchProjectAgency was created in 1969 by DOD USA-A projectaimed to create a network that would allow researcherto located in differentpaces to communicate with each other . This over the years evolved as the internet • Uses of the internet infrastructure : • Exchanging e-mails and messages • Participating in discussiongroups • Chat sessionsand video conferences • Downloading software and music • Purchasing goods and services • Accessing computers remotely • Transferring files between computerusers World Wide Web • WWW.:The collectionof Web Pages over the Internet • One of the most widely used resources • A Way to organize information in the form of Pages linked through selectable text or images (Today’s Hyperlinks) on the screen • Today’s Web Pages are true multimedia experience • They can contain text, graphics ,animation sound video, and 3-D virtual reality objects Services on the Internet • Electronic mail • World Wide Web • Discussiongroups:(also called message boards ,news groups, online forums)facilitate written discussionbetweenpeople on specificsubjects • File sharing • On line chat • Instant messaging :is a form of a private chat that allows you to exchange real time messageseasily with people on your “buddy” list. AOL Instant messenger,MSN MessengerYahoo, Messenger ,Windows Messenger • File transfer: For uploading and down loading files – FTP, Telenet, HTTP • Teleconferencing : refers to the use of computers , video cameras, microphones and other communication technologies to conduct face to face meetings among people located in different locations over the Internet • Telecommunications –(Internet telephony)VoIP: A technology that allows you to make voice telephone calls over the internet
- 18. • On Linemusic • On Line education • Gaming • Social Networking • Publishing • Video on demand • E-Books • ON line News and research • ELECTRONIC COMMERCE • On line shopping and Investing • On line auctions • Online banking • • • • InternetProtocols • Simple Mail TransferProtocol(SMTP):To send and receive electronic mail • File transfer protocol(FTP):To transfer file between computers • Hyper text Transfer protocol(HTTP):To transmit information on the WEB. • Network News transfer Protocol:(NNTP):To transmit discussion forum messages • Transfer Control Protocol/InternetProtocol(TCP/IP)-A communication protocol • Provides a service that allows reliable connectionoriented end to end communication • TCP 1. Sets up calls 2.Facilitates data exchange 3. Clears up calls • Data is transferred in the form of Packets • Two or more packets are combined to form an IP Data gram • TCP breaks up higher level data stream into IP data grams • IT verifies that all packets at their destination • Resends anything that get lost • TCP packets may take differentroutes • Reassemblesthe data in correctorder at the receiver. Internetaddressing • A way to locate computers peopleand resources on the internet Host
- 19. • IP addressor Domain Name uniquely identifies a computeron the internet • 32 bit IP address is used : • URL: Uniform resource Locator : Identifies a web page • A major concernfor users • Computercrime : An illegal act involving a computerincluding: 1. Breaking through the security of a network 2. Theft of financial assets 3. Manipulating data for personaladvantage 4. Act of sabotage:e.g. Releasing a computervirus or shutting down a web server • Unauthorized access:Gaining access to a computernetwork or file , or other resource without permission • Unauthorized Use: Using a computerfor unauthorized activities • Hacking: The act of breaking into another computersystem WI FI hacking : Gaining free access to the internet via a Wi Fi network( War driving or Wi Fi piggy banking Interceptionof communications : Gaining unauthorized access to data s it is being sent over the internet. Once intercepted the contents can be read , altered or otherwise used for unintended purpose • Computersabotage :Acts of malicious destructionto a computer resource • BOT: A PC that is controlled by a computercriminal- could be used to send spam, launch internet attacks and malware • Malware(Malicious software program ComputerVirus : Malicious program embedded ina file that is designed to cause harm to a computersystem. Computerworm : Malicious programs designedto spread rapidly by sending copies of itself to other computers Trojan Horse: Malicious program that masquerades as something else • Logic bomb:A malicious program designed to execute(explode)at some predetermined time in the future. • Denial of service attacks : Acts of sabotage that flood the WEB server with so much of activity that it is unable to function • Data or Program alteration : When a hacker breaches a computer system in order to delete or change the data • Protecting against unauthorized Access,Use, or Sabotage • Accesscontrol systems : • 1. IdentificationSystems : Verifies whether the person is authorized to access the system
- 20. • A. Possessedknowledgeaccess systems Sys : User names, PIN’s Passwords • B Possessedobjectaccess systems:Uses physical objects that an individual has in his possession.-Smart card, Magnetic card, encoded badges,RFID card • 2.Authentication systems:Determines if the person is who he or she claims to be. • Cognitive Authentication : Uses information the individual knows e.g. date of birth, teachers name, birth place • Biometric access systems : Use a unique physical characteristic of an individual in orderto grant access • Finger print • Voice print • Face • Hand geometry • Iris • Fire wall : Security system that provides a protective boundary between a computernetwork and the outside world • Encryption :Method of scrambling a message or a file to make them unreadable. The recipient uses a electronic KEY to read the message • Antivirus software: Used to detectand eliminate computerviruses and other type of malware • Digital signature: Unique digital code that can be attached to an e- mail or a document used • To verify the identity of the sender • To guarantee the message or file has not beenchanged
- 21. MODULE 3 E-COMMERCE Introduction, E-CommerceVsE-Business,Advantages & Disadvantages of E-Commerce,E-CommerceTransaction Models, E-Commerce Business Models, E-Commerce Technologies,Hosting E-Commerce Site – Planning and constructing web services,Electronic Payment System, E-Commerce Applications,E-Core Values – Ethical, Legal, Taxation and International issues,E-Commerce SecurityIssues,
- 22. What Is E-Commerce? E-commerce:Actofdoing business transactions over the Internet or similar technology – Has existed for years via private networks (electronic funds transfers, etc.) – Now most oftenperformed via the Internet • Dot-com:An internet-only store with no physical presence • Brick-and-mortar store: A conventional store with a physical presence. • M-commerce:E-commercecarried out via phones and other mobile devices – Near Field Communications (NFC) uses RFID Advantages of E-Commerce • Advantages for businesses: – Reduced costs • Dot-coms are less expensive than brick-and- mortar stores because there is no physical storefrontto maintain – Increased customer satisfaction • If shopping experience is convenient (open all the time, no driving, etc.) • Can send customers personalized information – Broadercustomerbase (less geographicalrestrictions) – Potentially higher sales – Convenience – Easier comparisonshopping • Higher number of merchants to choose from • Geographicallocation is not an issue • Shopping bots and other comparisonshopping tools are available – Higher degree of selection – Potential costsavings – Customized products Disadvantages of E-Commerce • Disadvantages for customers: – Potential for fraud and other potential security problems • Buyer protectionprograms and using credit card protectioncan help – Not being able to see or touch the goods • 3D online stores may help – Possible expense of returning merchandise • Some brick and mortar stores allow returns to local stores Typesof E-CommerceWeb Sites • Manufacturer and e-tailer Web sites:Sell products and services directly to the end user – Physical goods – Electronic goods • Subscriptionsite: Sells access to its online content – Journals – Video-on-demand – Premium social networking services Financial brokerages:Allow individuals to sell stocks, bonds,etc. – Consumerbrokerages:Assist consumerin finding resources they desire • Real estate
- 23. • Airline tickets •Hotel reservations, etc. – Market and commodityexchange sites: Match organizations with goods or services to sell with potential buyers • Energy, cattle, chemicals, and metals Implementing Web-BasedE-Commerce Step 1: Selectappropriate business models and types of Web sites – More than one can be selected – Some businessesadd additional types later on Step 2: Selectthe desired e-commerceapplications – Determine electronic customerrelationship management (eCRM) activities to be included – Determine which other business systems the Web site will be linked to Step 3: Develop procedures forhandling electronic financial transactions – Need to determine which types will be accepted – Most sites acceptcredit cards Understanding – Other payment options • Smart cards • OTP credit cards for additional security • Online payment service (such as PayPal): A type of payment service accessedvia the Internet and used to make electronic payments to others – Deposited funds,bank account, or credit card – Some transactions require a fee – Can add or remove funds as needed Digital gift certificates,gift cards, and coupons:Appropriate codes are entered into the Web site at time of purchase • Digital wallet: Holds a buyer’s information that can be used to speed up online purchase transactions – Digital wallet programs (used with computers and mobile phones) – Online digital wallets (Google Checkout) – Site-specificdigital wallets (store this information for each customeron a business’Web serverfor use with purchases on that site only e.g. Amazon.com SpecialB2B considerations because of the volume of B2B transactions – B2B transaction processing:Allows merchants to customize their payment processing plans to fit their needs • Can process payments,do credit checks,track expenses,do billing, etc. – Order fulfillment companies:Take care of physically filling orders for a business • Can provide ordermanagement, CRM services,marketing tools,etc. Implementing Web-Based E-Commerce
- 24. • Step 4:Designand develop an effective Web site – Sites should be carefully designed,developed,and tested – Ensure order forms and checkout pages are located on a secure Web server – Continue evaluation of security and collecteddata – E-commerce features can be created using: • Storefrontsoftware: Facilitates the creation of an online store (either packaged or Web-based) • Shopping cart software: Designed to add only ordering capabilities to an existing Web site Step 5: Implementappropriate sales and marketing strategies – Use an appropriate domain name and URL • URL should be easy to rememberand type • Visitors should not have to type a page name (such as index.html) to view the home page of the site – Include adequate customerservice features – Collecttaxes from customers only if required by law Implementing Web-Based E-Commerce – Display a privacy policy and security statement – Promote your Web site sufficiently • Use appropriate meta tags (description,keywords) • Submit your site to search sites • Considersponsored listings Understanding • Optimize your site (SSO) • Advertise your site on business cards, ads, etc. • Considerusing banner ads – Use of rich media ads is growing – Can display sponsorbanner ads on site – Banner ad exchanges – Use of behavioral (targeted) ads is growing • Update your site regularly and consideradding incentives for return visits (contests,coupons,etc.) • Use e-mail marketing techniques (free shipping offers,new product notifications, etc.) Security Issues • Security is essential for e-commerce Websites • Some guidelines for e-commerce sites: – Secure transactions (use a secure Web server) – Secure sensitive documents and files (use encryption) – Authenticate online business partners (use digital certificates and digital signatures)
- 25. MODULE 4 Enterprise ResourcePlanning Introduction,History of ERP, Scope and Benefit, ERP and related technologies (BPR,MIS, DSS,EIS, SCM, OLAP),ERP implementation methodology– implementation life cycle, ERP and its success factors, Pitfalls and management concerns,ERP Market – renowned vendors and the packages
- 26. ERP Basics • ERP: An Acronym for Enterprise resource planning • Essentially a Management Information System Some Basic concepts • System: A set of elements or components that interact to accomplisha goal • Information system : A set of interrelated components that collect, manipulate and disseminate data and information and provide a feed back mechanism to meetan objective • Computerized information system :Computers ,people,procedures and software that store organize and deliver information • Components of an IS: People (Specialists , end Users , Hardware, Software (Processesand procedures),dataand network resources • Management Information System :An IS designed to cater to the requirements of Mangers 1. Support business operations (increase efficiency) 2. Support Managerial decisionMaking (Increase effectiveness 3. Enhance competitive advantage or reduce your competitive disadvantage Functionalareas ofoperation /Businessprocesses • Business Function: A particular area of responsibility,or decision making. Eg. HR , Marketing, Finance Accounting Productionetc. • Functional areas are interdependent – Each requires data from others • Better integration of these functional areas leads to improvement in communications,work flow and success of the company • Process :A processis a specific ordering of activities across time and place ,with a beginning and an end , and clearly defined inputs and out puts- structure for action • Business Process:Any set of activities designed to produce a specified output for a customeror market OR • Collectionof activities that takes some inputs and creates an output that is of value to the customer • Business Processesin an organization fall into three levels • Strategic planning • Management control • Operational control • Thinking in terms of business processeshelps manger to look at their organization from a business perspective. • Managing inputs( Men, Machines , Material Money) and business Processes effectivelyrequires accurate and up to date information
- 27. • Business ProcessRe-engineering: The fundamental rethinking and radical redesignof business processesto achieve dramatic improvements such as cost, quality ,service speed. ERP- A cross functionalintegratedIS • ERP systems are computersystems that integrate application programs in Accounting , Sales ,manufacturing marketing, HR and other functions in the firm. This integration is accomplished through a data base shared by all application programs .Integrated IS facilitates sharing of data among functions • ERP has been promoted as solutions for supporting or streamlining processesat all levels • This is done by sharing data effectivelyand efficientlybetween and within functional areas leads to a more efficientbusiness process • What is ERP • ERP integrates all data and processes of an organization into a unified system • A typical ERP system use multiple components of hardware and software to achieve the integration • A key ingredient of most ERP is the use of a unified data base to store data for various system modules • Primary Goal : To improve and streamline internal business processes • ERP utilizes ERP software applications to improve the performance of the organizational resources(Men, Money, Materials Machines), Planning, Managerial control and Operational control. • It is a multi-module application software that integrates activities across functional departments from ProductionPlanning , Parts planning ,Purchasing ,Inventory control, Product distribution ,to order tracking,. ERP software may include application modules for Finance , Accounting, and Human resource aspects of business ERP Software modules • Module base software is the core of an ERP system.Each software module automates business activities of a functional area of an organisation (mimics a major functional are of an organization ) • Commonsoftware modules include • Productionplanning : Optimizes utilization of manufacturing capacity , parts components and material resources • Purchase : Streamlines procurementof raw material by automating the purchase process.
- 28. • Inventory control: Facilitates the process ofmaintaining the appropriate level of stock in a warehouse and automates the replenishmentsystem . This module is integrated with the purchase and finance • Sales : Implements functions of orderplacement , order scheduling , shipping and invoicing • Marketing : Supports lead generation , direct mailing , and campaigns • Finance / Accounting : Gathers financial data from various departments and generates financial reports such as – Balance sheet, General ledger,Costing , profit and loss statements • Human Resources : Streamlines management of human resources • ERP Users : The users of an ERP system are employees, of the organization at all levels , from workers , supervisors,mid level managers to executives • ERP Vendors : SAP, ORACLE,JD Edwards, BANN, i2 technologies • Vendors have developed specialized ERP to cater to a specific industry • E.g. Erp’s Apparel industry, Pharmaceutical industry , Healthcare , hotels , Hospitals , automobile , paper cement, Retail stores etc . OrganizationalBenefits Facilitates operational coordination across departments Supports decisionmaking Facilitates real time monitoring of activities, tracks costs , check order completionstatus. Supports strategic planning , and facilitate improved operational and managerial control --- which leads to Benefits • Better management of Resources( Men , Machines , Material and Money) • Cost reduction :Lower inventory carrying costs , productioncosts , marketing costs. • Cycle time reduction :From order to delivery • Productivity improvement:-Higher operational efficiencyand enhanced managerial effectiveness • Quality Improvement:Thru reduced -errors and Product defectives • Performance improvement: I. Better customerdeliveries II. Better customerservice III. Reductionin customerresponse time
- 29. • Problems tackledby ERP i. Material shortages ii. Productivity enhancements iii. Customerservice iv. Cash management v. Inventory problems vi. Quality problems ERP Implementation methodologies • Differentcompanies may install the same ERP software in totally differentprocesses.The same company may implementdifferent ERP software in the same approach. There are three commonly used methodologiesforimplementing ERP systems. The Big Bang Approach • Companies layout a grand plan for their ERP implementation. The installation of ERP systems of all modules happens across the entire organization at once.The big bang approach promised to reduce the integration costin the condition of thorough and careful execution. • Modular Implementation • This method of modular implementation goes after one ERP module at a time. This limits the scope of implementationusually to one functional department. This approach suits companies that do not share many commonprocesses across departments or business units. • Process -Oriented Implementation • The process-oriented implementationfocuses on the support of one or a few critical business processeswhich involves a few business units. The initial customization of the ERP system is limited to functionality closelyrelated to the intended business processes. Implementing an ERP Life cycle successfully • ERP Life Cycle: Highlights various stages of implementation of an ERP • Differentstages of implementation are Pre-evaluation screening:Done to eliminate those packages( from several ERP packages commerciallyavailable)that are not suitable for the organization Evaluation of the package: Must be Done rigorously against a well designed selectioncriteria. Projectplanning : Includes schedule of implementation , roles ,responsibilities identifying personneletc. Gap analysis : Done to determine the extent to which a package meets the organizational requirements
- 30. Re- engineering: Implementing ERP requires a large number of processesto be modified. Team training : Training the employeesin using the module and running the system Testing : Must be done under both real case scenario and extreme conditions to identify bugs or weak links Post Implementation: To ensure smooth running and updating of the system with changes in technology 5 Steps to successfulimplementationof ERP Strategic Planning Assigna projectteam Examine current business process and information flow. Set objectives Develop a project plan Procedure review Review software capabilities Identifymanual processes Develop standard operating procedures Data collectionand clean up Convert data Collectnew data Review all data inputs Clean up data Training and Testing : • Pretestthe data base • Verify testing • Train the trainees • Final testing Go Live and evaluation : • Develop a go live check list • Evaluate the solution • Managerial Concerns • End user adoption problems • Training • Application maintenance • Future Upgrades ERP CriticalSuccessfactors Clear understanding of strategic goals Top Management commitment Projectmanagement implementation Great implementation
- 31. Cope withtechnical issues Organizational commitmentto change Extensive education and training Data accuracy Focused performance measures Resolutionof multisite issues MANAGEMENT INFORMATIONSYSTEM Meaning Of Information Systems An information system is an organized combination of people, hardware, software, communications Networks and data resources that collects,transforms, and disseminates information in an organization. The MIS is defined as a system based on the database of the evolved for the purpose of providing information to the people in the organization. Management information systems are distinct from regular information systems in that they are used to analyze other information systems applied in operational activities in the organization. MIS involve three primary resources:technology, information, and people. Management information systems are regarded to be a subsetof the overall internal controls proceduresin a business, which cover the application of people,documents,technologies,and procedures usedby management accountants to solve business problems such as costing a product, service or a business-wide strategy. Role Of MIS The role of MIS in an organization can be compared to the role of heart in the body. The information is the blood and MIS is the heart. In the body the heart plays the role of supplying pure blood to all the elements of the body including the brain. The MIS plays exactly the same role in the organization. The system ensures that an appropriate data is collectedfrom the various sources,processed,and sent further to all the needy destinations. The system is expected to fulfill the information needs of an individual, a group of individuals, the management functionaries: the managers and the top management.
- 32. The MISsatisfies the diverse needs through a variety of systems such as Query Systems,Analysis Systems,Modeling Systems and DecisionSupportSystems. The MIS helps in Strategic Planning, Management Control, Operational Control and Transaction Processing. Characteristicsof MIS Management-oriented:The basic objective of MIS is to provide information supportto the management in the organization for decisionmaking. Managementdirected: WhenMIS is management-oriented, it should be directed by the management because it is the management who tells their needs and requirements more effectivelythan anybody else. Integrated: Itmeans a comprehensive or complete viewof all the subsystems in the organization of a company. Common database: This is the basic feature of MIS to achieve the objective of using MIS in business organizations. Computerized: MIS can be used without a computer.But the use of computers increases the effectiveness and the efficiencyof the system. User friendly/Flexibility: An MIS should be flexible. Information as a resource: Informationis the major ingredient of any MIS. Features of MIS Timeliness Accuracy Consistency Completeness Relevance Componentsof MIS 1) MarketingResearchSystem (MRS) Marketing research can be seen as the systematic and objective search for and analysis of data and information relevant to the identification and solution of any problem in the field of marketing. 2) MarketingIntelligenceSystem (MIS) The process of acquiring and analyzing information in order to understand the market (both existing and potential customers);to determine the current and future needs and preferences,attitudes and behavior of the market; and to assess changes in the business environment that may affectthe size and nature of the market in the future. 3) InternalRecord System (IRS)
- 33. Marketing managers relyon internal reports on orders, sales, prices,costs,inventory levels, receivables,payables, and so on. By analyzing this information, they can spotimportant opportunities and problems. 4) Decision SupportSystem(DSS) A decisionsupportsystem (DSS) is a computer-based information system that supports business or organizational decision-making activities. DSSs serve the management, operations, and planning levels of an organization and help to make decisions,which may be rapidly changing and not easily specifiedin advance. Aim of ManagementInformation System The main aim of MIS is to inform management and help them make informed decisions about management and the way the business is run. TypesOf MIS Transaction processing systems: These systems processa large volume of routine, recurring transactions. Operations information systems: These systems gather comprehensive data, organize it and summarize it in a form that is useful for managers. Decision supportsystems: These systems help mangers with the necessaryinformation to make intelligent decisions. Expertsystems: They are meant to mimic humans in making decisions in a specific field. Elements of MIS 1.Hardware 2.Software 3.Control 4.Databasesand applicationprograms 5.People 6.Telecommunications and Networks Outputs Of a MIS Scheduled reports which are produced periodically,or on a Schedule (daily, weekly, monthly). Key-indicator report which summarizes the previous day’s critical activities and also it is typically available at the beginning of each day. Demand report which gives certain information at a manager’s request. Exceptionreport which is automatically produced when a situation is unusual or requires management action.
- 34. Benefits of MIS It improves personalefficiency. It expedites problemsolving(speed up the progress of problems solving in an organization). It facilitates interpersonal communication It promotes learning or training. It increases organizational control. It generates new evidence in supportof a decision. It creates a competitive advantage over competition. It encourages exploration and discoveryon the part of the decision maker. It reveals new approaches to thinking about the problem space. It helps automate the Managerial processes. BRP *Automation refers to computerizing processesto speed up the existing tasks. Improves efficiencyand effectiveness. *Rationalization of Procedures refers to streamlining of standard operating procedures,eliminating obvious bottlenecks,so that automation makes operating procedures more efficient. improves efficiencyand effectiveness. Business Process Reengineering refers to radical redesign of business processes. Aims at eliminating repetitive, paper-intensive, bureaucratic tasks reducing costs significantly improving product/service quality. Paradigm Shift refers to a more radical form of change where the nature of business and the nature of the organization is questioned. improves strategic standing of the organization. Business Process Reengineering “Reengineering is the fundamental rethinking and radical redesign of business processesto achieve dramatic improvements in critical, contemporarymeasures of performance such as cost, quality, service, and speed.” Key Word Fundamental Why do we do what we do? Ignore what is and concentrate on whatshouldbe.
- 35. Radical Business reinventionvs.business improvement Dramatic Reengineering should be brought in “when a need exits for heavy blasting.” Companies in deep trouble. Companies that see trouble coming. Companies that are in peak condition. Business Process a collectionof activities that takes one or more kinds of inputs and creates an output that is of value to a customer. What is a Process? A specific ordering of work activities across time and space,with a beginning, an end, and clearly identified inputs and outputs: a structure for action. What is a Business Process? A group of logically related tasks that use the firm's resources to provide customer-oriented results in support of the organization's objectives Why Reengineer? Customers Demanding Sophistication Changing Needs Competition Local Global Why Reengineer? Competition Local Global Change Technology CustomerPreferences Why Organizations Don’t Reengineer? Complacency Political Resistance New Developments Fear of Unknown and Failure Performance BPR seeks improvements of Cost
- 36. Quality Service Speed Business Process Flowchart Symbols Business Process Flowchart Symbols Data Flowchart Symbols Data Flowchart Symbols Rules For Data Symbols Rules For Data Symbols Rules For Data Symbols Rules For Data Symbols Version Management For differentversions of a business processor data flow some mandatory information must be on the flowchart. Name of the business process Unique number of the business process Revision number Date of last change Author Page number with total pages The C’s related to Organization Re-engineering Projects Key Steps 1. Selectthe Process & AppointProcess Team Two Crucial Tasks SelectThe Process to be Reengineered Appoint the ProcessTeam to Lead the Reengineering Initiative Selectthe Process Review Business Strategy and Customer Requirements Select Core Processes Understand Customer Needs Don’t Assume Anything Select the Process Select Correct Path for Change Remember Assumptions can Hide Failures Competition and Choice to Go Elsewhere Ask - Questionnaires, Meetings, Focus Groups Appoint the Process Team Appoint BPR Champion Identify Process Owners Establish Executive Improvement Team Provide Training to Executive Team
- 37. Core Skills Required Capacityto view the organization as a whole Ability to focus on end-customers Ability to challenge fundamental assumptions Courage to deliver and venture into unknown areas Ability to assume individual and collective responsibility Use of Consultants Used to generate internal capacity Appropriate when a implementation is needed quickly Ensure that adequate consultation is sought from staff so that the initiative is organization-led and not consultant-driven Control should never be handed over to the consultant 2. Understand the Current Process Develop a Process Overview Clearly define the process Mission Scope Boundaries Set business and customermeasurements Understand customers expectations from the process(staff including process team) Clearly Identify ImprovementOpportunities Quality Rework Documentthe Process Cost Time Value Data 3. Understand the Current Process Carefully resolve any inconsistencies Existing -- New Process Ideal -- Realistic Process Develop & Communicate Vision of ImprovedProcess Communicate with all employeesso that they are aware of the vision of the future Always provide information on the progress of the BPR initiative - good and bad. Demonstrate assurance that the BPR initiative is both necessary and properly managed Promote individual developmentby indicating options that are available Indicate actions required and those responsible
- 38. Tackle anyactions that need resolution Direct communication to reinforce new patterns of desired behavior 4. IdentifyAction Plan Develop an ImprovementPlan Appoint ProcessOwners Simplify the Processto Reduce ProcessTime Remove any Bureaucracy that may hinder implementation Remove no-value-added activities Standardize Process and Automate Where Possible Up-grade Equipment Plan/schedule the changes 4. IdentifyAction Plan Construct in-house metrics and targets Introduce and firmly establish a feedbacksystem Audit, Audit, Audit 5. Execute Plan Qualify/certify the process Perform periodic qualification reviews Define and eliminate process problems Evaluate the change impact on the business and on customers Benchmark the process Provide advanced team training Benefits From IT Assists the Implementationof Business Processes Enables Product& Service Innovations Improve Operational Efficiency Coordinate Vendors & Customers in the Process Chain BPR Challenges CommonProblems with BPR Process Simplificationis Common - True BPR is Not Desire to Change Not Strong Enough Start Point the Existing Process Not a Blank Slate Commitmentto Existing Processes Too Strong REMEMBER - “If it isn’t broke …” CommonProblems with BPR Process underreview too big or too small Reliance on existing process too strong The Costs of the Change Seem Too Large BPR Isolated Activity not Aligned to the Business Objectives Allocation of Resources Poor Timing and Planning Keeping the Team and Organization on Target How to Avoid BPR Failure
- 39. To avoidfailure of the BPR process it is recommended that: BPR must be accompanied by strategic planning, which addresses leveraging Information technologyas a competitive tool. Place the customerat the centre of the reengineering effort, concentrate on reengineering fragmented processesthat lead to delays or other negative impacts on customerservice. BPR must be "owned" throughout the organization, not driven by a group of outside consultants. Case teams must be comprised of both managers as well as those who will actually do the work. How to Avoid BPR Failure The Information technology group should be an integral part of the reengineering team from the start. BPR must be sponsored bytop executives,who are not about to leave or retire. BPR projects must have a timetable, ideally between three to six months, so that the organization is not in a state of "limbo". BPR must not ignore corporate culture and must emphasize constant communication and feedback. Summary Reengineering is a fundamental rethinking and redesignof business processesto achieve dramatic improvements BPR has emerged from key management traditions such as scientific management and systems thinking Rules and symbols play an integral part of all BPR initiatives Summary Don’t assume anything - rememberBPR is fundamental rethinking of business processes EIS *An executive information system is a type of management information system that facilitates and supports senior executive information and decision-making needs. *It provides easy access to internal and external information relevant to organizational goals. *EIS are enterprise-wide DSS that help top-level executives analyze, compare,and highlight trends in important variables so
- 40. that they canmonitor performance and identify opportunities and problems. *In recent years, the term EIS has lost popularity in favor of business intelligence . The basic hardware neededfor a typicalEIS includes four components: 1) Input data-entry devices.These devices allow the executive to enter, verify, and update data immediately 2) The central processing unit, which is the kernel because it controls the other computersystem components 3) Data storage files. The executive can use this part to save useful business information. 4) several EIS products fornetworked workstations became available. These systems require less supportand less expensive computer hardware. A typicalEIS includes four software components: 1) Text-handling software—documents are typically text-based. 2) Graphic base—graphics canturn volumes of text and statistics into visual information for executives. 3) Typical graphic types are: time series charts, scatter diagrams, maps, motion graphics, sequence charts, and comparison- oriented graphs. Model base—EIS models contain routine and specialstatistical, financial, and other quantitative analysis Advantages of EIS Easy for upper-levelexecutives to use, extensive computer experience is not required in operations Provides timely delivery of company summary information Information that is provided is better understood Filters data for management Improves to tracking information Offers efficiencyto decisionmakers Disadvantages of EIS System dependent Limited functionality, by design Information overload for some managers Benefits hard to quantify High implementationcosts System may become slow,large, and hard to manage Need good internal processesfordata management
- 41. May leadto less reliable and less secure data
- 42. .MODULE 5 Database ManagementSystem Introduction,Need for DBMS, Components of DBMS, Benefits of DBMS over Traditional File System, classificationand types of Database Models, Database Approach – Its benefits and disadvantages
- 43. Introduction • Data Management:In moderntimes the success of a business organization is heavily dependenton its ability to provide its mangers and decisionmakers with timely, accurate and relevant information based on data • For data to be transformed into meaning full information it must first be organized in a meaning full way. Data base &DatabaseManagementsystems • What is a Data Base ? • Data base is data organized in a manner which facilitates easy access and retrieval of data • What is a Data Base Management system(DBMS)? • A group of programs that manipulates the data base and provides an interface between the Data base and the user of the data base and other application programs Data organization • Data is generally organized in a hierarchy that begins with the smallest piece of data used by the computer(a bit)and progresses through the hierarchy to a data base • Character(Byte): Basic building blocks of information, consisting upper case letters , lower case letters , numeric digits , or special numbers • Field :Typically a name , number, or combination of characters that describesan aspectof a business objector activity • Record : A collectionof related data fields • File : A collectionof related records • Hierarchy of data: bits, characters, fields,records , files ,data base. The Hierarchy of Data
- 45. • Entity: generalizedclass of people,or things, for which data is collected stored and maintained • Attribute: A characteristic of an entity • Data item : The specificvalue of an attribute. • Key: A field or a set of a fields in a record to identify the record Primary key: A field or set of fields that uniquely identifies the record. The TraditionalApproachTo Data Management The Database Approach to Data Management Advantages of the DatabaseApproach
- 46. Disadvantages of theDatabaseApproach Entity Relation ships How entities are related to each other One to One : one instance of one entity is related to only one instance of another entity
- 47. One to many: One instance of one entity is related to one or more instances of another entity Many to Many : Many instances of one entity are related to many instances of another entity DatabaseModels • Hierarchical (tree) Data is organized in a top -down tree or inverted tree , structure.-Bestsuited for situations in which logical relationships between data can be representedwith a many to one approach • Net work :An expansion of the hierarchical data base modelwith owner membership in which a membermay have more than one owner Major deficiency: Once the relationships are established , it is difficultto modifythem or to create new relationships • Relational : A data base model that describes data in which all data elements are placed in 2 dimensional tables, called relations , that logically equivalent to files • Advantage: Easy to create or modifyrelationships HierarchicalDatabaseModel Network DatabaseModel
- 48. Using Data baseMgt Software • A DBMS is a set of computerprograms that controls the creation , maintenance and use of the data base • Data base development - • Database Interrogation • Data base Maintenance • Application development • Functions of a Data Base Management Systems • Providing user views • Creating and modifying the data base • Storing , retrieving and manipulating data • Generating Reports Providinga User View • Schema - a descriptionof the entire database • Subschema - a file that contains a descriptionof a subsetof the database and identifies which users can modify the data items in that subset Creating and Modifying the Database • Data definition language (DDL) - a collectionof instructions and commands used to define and describe data and data relationships in a specific database • Data dictionary– detailed descriptionof data in a database • TypicalUses of a Data Dictionary • Provide a standard definition of terms and data elements • Assistprogrammers in designing and writing programs • Simplify database modification • Reduce data redundancy • Increase data reliability • Speed program development • Ease modificationof data and information Popular Database ManagementSystems • Paradox database
- 49. • FileMaker Pro •MicrosoftAccess • Lotus 1-2-3 Spreadsheet • ORACLE • MS SQL Server Worldwide Database MarketShare (2001) • Selecting a Database ManagementSystem • Database size: Depends onthe number of records or files in the data base • Number of concurrent users :Refers to the number of simultaneous users that can access the contents of the database • Performance:How fast the data base can up date records • Integration :Ability to integrate with other applications and data base • Features :Security, privacy protection, Wizards , ready to use templates etc. • Vendor: Size reputation and financial stability of the vendor • Cost : Total costof ownership– acquisition+ Training + Maintenance +Personnel+additional hardware and software Summary • Data - one of the most valuable resources a firm possesses. • Entity - a generalized class of objects for which data is collected, stored,and maintained. • Attribute - a characteristic of an entity. • DBMS - a group of programs used as an interface between a database and application programs.
- 50. MODULE 6 Introductionto OfficeAutomation using MS-Office Concepts of Office Automation, Components of OfficeAutomation, Word Processing & Text Documentation, Spreadsheets & Data Management, Staging and Managing Presentations, Setting up of Mail Client Services,Management of Internet Services.
- 51. Office automation refersto the integration of officefunctions usually related to managing information. There are many tools used to automate office functions and the spread of electronic processors inside computers as well as inside copiers and printers is at the centre of most recent advances in office automation. Raw data storage,electronic data transfer, and the management of electronic business information comprise the basic activities of an office automation system. The modern history of office automationbegan with the typewriter and the copy machine, which mechanized previously manual tasks. Today, however, office automation is increasingly understood as a term that refers not just to the mechanization of tasks but to the conversion of information to electronic form as well. The advent of the personal computerrevolutionized office automation, and today, popular operating systems and user interfaces dominate office computersystems.This revolution has been so complete,and has infiltrated so many areas of business,that almost all businesses use at least one commercial computerbusiness application in the course of daily activity. Even the smallest companies commonlyutilize computertechnology to maintain financial records,inventory information, payroll records,and other pertinent business information. "Workplace technologythat started as handy (but still optional) business tools in the 1980s evolved into a high- priority requirement in the 1990s," summarized Stanley Zarowin in Journalof Accountancy."As we enter the new millennium, it has taken another quantum leap, going from a priority to a prerequisite fordoing business." THE BASICSOF OFFICE AUTOMATION Generally, there are three basic activities of an office automation system: storage of information, data exchange, and data management. Within each broad application area, hardware and software combine to fulfil basic functions. Information Storage
- 52. The first areawithin office automation is information storage which is usually considered to include office recordsand other primary office forms and documents.Data applications involve the capture and editing of files,images, or spreadsheets.Word processing and desktop presentation packages accommodate raw textual and graphical data, while spreadsheetapplications provide users with the capacity to engage in the easy manipulation and output of numbers. Image applications allow the capture and editing of visual images. Text handling software and systems cover the whole field of word processing and desktop publishing. Word processing,the mostbasic and commonoffice automation activity, is the inputting (usually via keyboard) and manipulation of text on a computer.Today's commercial word processing applications provide users with a sophisticated set of commands to format, edit, and print text documents.One of the more popular features of word processing packages is its preformatted documenttemplates. Templates automatically set up such things as font size, paragraph styles, headers and footers,and page numbers so that the user does not have to reset documentcharacteristics every time he or she creates a new record. Desktop publishing adds another dimension to text manipulation. By combining the features of a word processorwith advanced page design and layout features, desktop publishing packages have emerged as valuable tools in the creation of newsletters,brochures, and other documents that combine text and photographs, charts, drawings and other graphic images. Image handling software and systems are another facet of office automation. Examples of visual information include pictures of documents,photographs,and graphics such as tables and charts. These images are converted into digital files, which cannot be edited the same way that text files can. In a word processoror desktop publishing application, each word or character is treated individually. In an imaging system, the entire picture or documentis treated as one whole object. One of the most popular uses of computerized images is in corporate
- 53. presentations or speeches.Presentationsoftwarepackages simplify the creation of multimedia presentations that use computervideo, images, sound, and text in an integrated information package. Spreadsheet programs allow the manipulation of numeric data. Early popular spreadsheetprograms such as VisiCalc and Lotus 123 greatly simplified commonbusiness financial recordkeeping.Particularly useful among the many spreadsheetoptions is the ability to use variables in pro-formastatements. The pro-formaoption allows the user to change a variable and have a complexformula automatically recalculated based on the new numbers. Many businesses use spreadsheets forfinancial management, financial projection,and accounting. Data Exchange While data storage and manipulation is one componentof an office automation system,the exchange of that information is another equally important component.Electronic transfer is a general application area that highlights the exchange of information among multiple users. Electronic mail, voice mail, and facsimile are examples of electronic transfer applications. Systems that allow instantaneous or "real time" transfer of information (i.e., online conversations via computeror audio exchange with video capture) are considered electronic sharing systems.Electronic sharing software illustrates the collaborative nature of many officeautomation systems. Office automation systems that include the ability to electronically share information betweenmore than one user simultaneously are sometimes referred to as groupware systems.One type of groupware is an electronic meeting system.Electronic meeting systems allow geographically dispersed participants to exchange information in real time. Participants in such electronic meetings may be within the same office or building, or thousands of miles apart. Long-distance electronic sharing systems usually use a telephone line connectionto transfer data, while sharing in the same ofteninvolves just a local area network of computers (no outside phone line is needed).The functional
- 54. effectivenessof such electronicsharing systems has been one factor in the growth of telecommuting as an option for workers. Telecommuters work at home, maintaining their ties to the office via computer. Electronic transfer software and systems allow for electronic transmission of office information.Electronic mail uses computer-based storage and a commonset of network communicationprotocols to forward electronic messages from one user to another. Most of these systems allow users to relay electronic mail to more than one recipient, although they refer to this in an old-fashioned way as carbon copying or "ccing." Electronic mail, or e-mail systems,provide security features, automatic messaging,and mail management systems like electronic folders or notebooks.Voice mail offers essentially the same applications, but for telephones,not computers. Other traditional office machines continue to undergo changes that improve their data exchange capacities as well. Digital copiers,for example, are increasingly multifunctional (with copying, printing, faxing, and scanning capabilities) and connectable to computernetworks. Laptops,Personal Digital Assistants (PDAs), and Blackberries (wireless cell phone and PDA units) use wireless data transfer technologies to provide users with almost instant access to information stored on a company's computernetworks and servers from just about anywhere within reach of a cell phone tower or wireless Internet transmitter. That means just about anywhere within an urban area of the United States these days. Data Management Office automation systems are also often used to track both short-term and long-term data in the realms of financial plans, workforce allocation plans, marketing expenditures, inventory purchases, and other aspects of business.Task management or scheduling systems monitor and control various projects and activities within the office.Electronic management systems monitor and control office activities and tasks through timelines, resource equations, and electronic scheduling.
- 55. OFFICE AUTOMATIONCONSIDERATIONS:PEOPLE,TOOLS,AND THE WORKPLACE Businessesengaged inlaunching or upgrading officeautomation systems must considera wide variety of factors that can influence the effectivenessof those systems.These factors include budgetary and physical space considerations,and changes in communication infrastructure, among others. But two other factors that must be considered are employee training and proliferating office automation choices: Training—People involved with officeautomation basically include all users of the automation and all providers of the automation systems and tools. A wide range of people—including software and hardware engineers, management information scientists, executives, mid-level workers, and secretaries—are just a few of the people that use office automation on a daily basis. As a result, training of personnelon these office automation systems has become an essentialpart of many companies' planning. Afterall, the office automation system is only as good as the people who make it and use it, and smart business owners and managers recognize that workplace resistance to these systems can dramatically lessentheir benefits."It's true that as technology matures the need for specialtraining will decline—because tomorrow's software and hardware will be much more intuitive and loaded with built-in teaching drills—that time is not here yet," wrote Zarowin. "Training is still essential." Choice—A dizzying array of officeautomation alternatives are available to businessesof all shapes, sizes,and subjectareas. Such systems typically involve a sizable investment of funds, so it is wise for managers and business owners to undertake a careful course of study before making a purchase. Primary factors that should be considered include:cost of the system,length of time involved in introducing the system, physical condition of the facility into which the system will be introduced,level of technical support, compatibility with other systems,complexityof system (a key
- 56. factor in determiningallocations of time and money for training), and compatibility of the system with the business area in which the company is involved. As the high-tech economy,information age economy,or new economy continues to evolve, business experts warn small businesses notto fall too far behind. Some small businesses remain resistant to change and thus fall ever further behind in utilizing office automationtechnology, despite the plethora of evidence that it constitutes the wave of the future. The entrepreneurs and managers who lead these enterprises typically defend their inaction by noting that they remain able to accomplishtheir basic business requirements without such investments, or by claiming that new innovations in technology and automation are too expensive or challenging to master. But according to Zarowin, "those rationalizations don't acknowledge what many recent converts to technology are discovering:the longer one delays, the larger the gap and the harder it is to catch up. And though many businesses still can function adequately with paper and pencil, their customers—and their competition—are not sitting on their hands."
- 58. ANSWERS TO THEQUESTIONS IN VIEW OF EXAMINATION 1] What are the advantages and disadvantagesof traditionalfile systems ? Ans : Advantages 1. Simple and low cost 2. Can be managed well 3. Provides timely accurate and reliable info 4. It is flexible enough and well documented 5. Good file management , efficientinformation systems can be built Drawbacks: 1. Data redundancy 2. Program dependence 3. Inflexibility 4. Poor data security 5. Lack of data integration 2] describe ofapplications of computersystems in various business activities ? Ans The importance ofComputer in Business:-Computerspeed up the business processesand systems with top quality. Today’s world computeris important to use to start an online and offline business. A computeris important to use in business to automate the manufacturing, marketing and, distribution process. Computers help in research, production,distribution, marketing, banking, team management, business automation, data storage, employees management and very helpful to increase the productivity in lower cost, less time with high quality. That’s why the use of the computeris
- 59. important in business.Andthe computeris the 1st and main tool in business that generates and manage profits. Computerhelp business to collectmanages, calculate, arrange, and visualize customerdata and information by us computerapplications such as Microsoftword, excel, lower power point and tally. A computer helps to communicate faster with the customerby using the internet, online communication tools, and internet phone system.It’s really important for the administration of the big or small organization and each field that manage resources and Opportunities. Computers Are Used for Communication When it comes to establishing contact with clients, computers are a vital tool; they are also vital when it comes to maintaining that contact. This is a very important computerapplication inbusiness, enabling a business to communicate with its clients via email, IM, Skype, collaboration software, and via various other communicationsolutions that a business might wish to use. When a business can keep in touch with its clients, it becomeseasierfor the clients to make inquiries of the business or to ask for more information about the services and products the business offers.It also becomes easierfor the business to offercustomersupportto its clients in a timely, efficientmanner. The business will also be able to keep the clients updated about any new developments concerning the business. Communication goes beyond a business' clients.A business also needs to communicate with its employees,and computers play an important role. Rather than have time-wasting one-on-one meetings with employees,managers can simply email their employeesor they can message them on any other acceptable communicationplatform. This saves time, and it also improves the internal communicationof the business.
- 60. Computers Are Usedfor Marketing Computers allow a business to perform a variety of tasks. For starters, with the help of the internet, computers help put a business on the map. With a computer,a business’s team of IT developers can create a professionalwebsite complete with enticing graphics and content with differentforms of media, such as text, images,and videos. They can do search engine optimization – SEO – for the website so that it appears prominently in Google’s search results, which then attracts traffic, which, ultimately, will enable the business to sell those products to website visitors. With a computer, a business can create and execute entire marketing campaigns that span across every social media platform on the internet. The business can create ads to run on websites and social media platforms,using specialsoftware, and it can also buy marketing services from other businesses – all connected to the internet. The computeris likely the greatest marketing device ever built! Computers Are Used for Accounting Accounting is a function in which accuracy is of the utmost importance. When you perform accounting functions – and you have nothing nothing exceptpen and paper - and you're relying solely on brain power, you expose yourself to errors. Accounting software helps prevent that from happening. Accounting software enables a business to quickly and accurately obtain large- and small-scale pictures of the company's financial situation. All the employees needto do is to input his financial information into the software and – with a few clicks – the employees understand everything about the financial health of the business' operations. Computers are also critical for tasks such as invoicing clients; maintaining data about debtors and creditors;calculating payroll, calculating and filing tax forms, as well as for a lot of other functions.
- 61. With the computer,accountantscan now focus on the higher level picture of a business’s finances,leaving the lower level stuff to the machines. Computers Are Used for Storage Businesses have come a long way from the era of filing cabinets thanks to computers.Although a filing cabinet will occupya very large space but will store only a small amount of information, a computerwill occupy only a fraction of that space but it will store thousands of times the amount of information. With computers and servers, businessesare able to store and sort millions of files,to enable the business to access at any time. Computers also enable a business to store its data in differentways. The business could store the data in a central location, and it could have other computers on the network access the data whenever the business needs to; when the business has the permissionto; or, when the business could store the data locally on individual computers. Not only is digital storage much larger than physical storage in terms of capacity, but it is also much more efficientbecause of the level of sorting that takes place, which is one of the greatest benefitsof the computer. Digital storage is also more secure, as it is more difficultto lose or steal files from a well-protected database. Computers Are Used to Produce Documents Most businesseswill need to produce numerous documents,either in the form of written documents or spreadsheets.Computers provide word processors and spreadsheetsoftware to help with this. With these two types of software, a business can generate virtually everything, from memos to letters to tutorials to reports to ads for the company’s services and products or company events. With spreadsheetapplications, a business has the power to manipulate alphanumeric data and organize it into tables, charts, graphs, and reports. Another kind of software that businesses make use of is presentation software. With presentation software, a business can make
- 62. slides for presentations,eitherinternal ones or external ones meant for clients. Businesses can also make letters, memos,and reports,using word processing software,either for disbursementto the client or for internal use. In general, a computerhas plenty of productivity software that a business can use to make its functions easier; this is software that enables a business to be much faster and more efficientthat it was only 20 or 30 years ago. Computers Are Used for EducationalPurposes Computers can be used to educate employees.A business can use a computerto educate the employeeson such things as the company policy, software use, as well as standard procedures and safety. Rather than hire teachers to teach its employees,a business can let employees learnwhat the employee needs,by learning at their own pace via webinars and live Q&A sessions.Withthe internet, a business' employees will have access to a world of information, and the business will not need to create all of its own educational content. Computers also enable employees to learn in a way that they enjoy. Employees canlearn via differentmedia, such as videos,text, and even games,enabling them to better understand the subject matter. Computers Are Used for Research Computers allow a business to do a variety of things, including research about the competition,as well as what its customers want. With modern data-mining techniques,a business can acquire insightful information about its customers and competitionfrom all kinds of places,including forums,search engines,industry-specific websites and even from social networks. 3] advantages and dis advantages of bus star and ring topologies? Bus Network
- 63. -Advantages Easy toimplement and extend Well suited for temporary networks (quick setup) Initially less expensive than other topologies Cheap -Disadvantages Difficultto administer/troubleshoot. Limited cable length and number of stations. If there is a problem with the cable, the entire network goes down. Maintenance costs may be higher in the long run. Performance degradesas additional computers are added or on heavy traffic. Low security (all computers on the bus can see all data transmissions). One virus in the network will affectall of them (but not as badly as a star or ring network). Propertermination is required.(loop must be in closed path). If one node fails, the whole network will shut down. If many computers are attached, the amount of data flowing causes the network to slow down. Ring Network –Advantages Data is quickly transferred without a ‘bottle neck’. (very fast, all data traffic is in the same direction) The transmission of data is relatively simple as packets travel in one direction only. Adding additional nodes has very little impact on bandwidth It prevents network collisions because of the media access method or architecture required. -Disadvantages Data packets must pass through every computerbetween the sender and recipient therefore this makes it slower. If any of the nodes fail then the ring is broken and data cannot be transmitted successfully. It is difficult to troubleshootthe ring. Because all stations are wired together, to add a station you must shut down the network temporarily. In order for all computers to communicate with each other, all computers must be turned on. Total dependence uponthe one cable
- 64. Star Network -Advantages Goodperformance easy to set up and to expand. Any non-centralised failure will have very little effecton the network, whereas on a ring network it would all fail with one fault -Disadvantages Expensive to install Extra hardware required 4] what do you mean by network protocols In the world of technology, there are vast numbers of users' communicating with differentdevices in differentlanguages. That also includes many ways in which they transmit data along with the different software they implement. So, communicating worldwide will not be possible if there were no fixed 'standards' that will govern the way user communicates for data as well as the way our devices treat those data. Here we will be discussing these standard set of rules. Yes, we're talking about "protocols" which are set of rules that help in governing the way a particular technology will function for communication. In other words, it can be said that the protocols are digital languages implemented in the form of networking algorithms. There are differentnetworks and network protocols,user's use while surfing. There are various types of protocols that support a major and compassionate role in communicating with differentdevices across the network. These are: 1. TransmissionControl Protocol(TCP) 2. Internet Protocol(IP) 3. User Datagram Protocol(UDP)
- 65. 4. Post officeProtocol(POP) 5.Simple mail transport Protocol(SMTP) 6. File Transfer Protocol(FTP) 7. Hyper Text TransferProtocol(HTTP) 8. Hyper Text TransferProtocolSecure (HTTPS) 9. Telnet 10. Gopher Let's discuss each of them briefly: 1. TransmissionControl Protocol(TCP): TCP is a popular communication protocolwhich is used for communicating over a network. It divides any message into series of packets that are sent from source to destination and there it gets reassembledat the destination. 2. Internet Protocol(IP): IP is designed explicitly as addressing protocol.It is mostly used with TCP. The IP addressesin packets help in routing them through differentnodes in a network until it reaches the destination system.TCP/IP is the most popular protocolconnecting the networks. 3. User Datagram Protocol(UDP): UDP is a substitute communication protocolto Transmission Control Protocolimplemented primarily for creating loss-tolerating and low-latency linking between different applications. 4. Post officeProtocol(POP): POP3 is designed forreceiving incoming E- mails. 5. Simple mail transport Protocol(SMTP): SMTP is designed to send and distribute outgoing E-Mail. 6. File Transfer Protocol(FTP): FTP allows users to transfer files from one machine to another. Types of files may include program files, multimedia files, text files, and documents,etc. 7. Hyper Text TransferProtocol(HTTP): HTTP is designed fortransferring a hypertext among two or more systems.HTML tags are used for creating links. These links may be in any form like text or images. HTTP is designed onClient-server principles which allow a client system for establishing a connectionwith the server machine for making a request. The server acknowledges the requestinitiated by the client and responds accordingly. 8. Hyper Text TransferProtocolSecure (HTTPS): HTTPS is abbreviated as Hyper Text Transfer ProtocolSecure is a standard protocolto
- 66. secure the communicationamong two computers one using the browser and other fetching data from web server. HTTP is used for transferring data between the client browser (request)and the web server (response)in the hypertext format, same in case of HTTPS exceptthat the transferring of data is done in an encrypted format. So it can be said that https thwart hackers from interpretation or modification of data throughout the transfer of packets. 9. Telnet: Telnet is a set of rules designed forconnecting one system with another. The connecting process here is termed as remote login. The system which requests for connection is the local computer,and the system which accepts the connectionis the remote computer. 10. Gopher: Gopheris a collectionof rules implemented forsearching, retrieving as well as displaying documents from isolated sites. Gopher also works on the client/serverprinciple 5] explain various ecommercebusiness models ? E-commerce business models can generally be categorized into the following categories. Business - to - Business (B2B) Business - to - Consumer(B2C) Consumer - to - Consumer(C2C) Consumer - to - Business (C2B) Business - to - Government(B2G) Government - to - Business (G2B) Government - to - Citizen (G2C) Business- to - Business A website following the B2B business model sells its products to an intermediate buyer who then sells the product to the final customer. As an example, a wholesalerplaces an orderfrom a company's website and after receiving the consignment, sells the endproduct to the final customer who comes to buy the product at one of its retail outlets.
- 67. Business- to -Consumer A website following the B2C business modelsells its products directly to a customer. A customer can view the products shown on the website. The customer can choose a product and order the same. The website will then send a notification to the business organization via email and the organization will dispatch the product/goods to the customer. Consumer -to - Consumer A website following the C2C business modelhelpsconsumers to selltheir assets like residentialproperty, cars, motorcycles,etc.,or rent a room by publishing their information on the website. Website may or may not charge the consumer for its services.Another consumermay opt to buy the productof the firstcustomerbyviewing the post/advertisementonthe website. Consumer -to - Business In this model, a consumer approaches a website showing multiple business organizations for a particular service.The consumerplaces an estimate of amount he/she wants to spend for a particular service. For example, the comparison of interest rates of personal loan/car loan
- 68. provided by variousbanks via websites. A business organization who fulfills the consumer's requirement within the specified budget, approaches the customer and provides its services. Business- to - Government B2G model is a variant of B2B model. Such websites are used by governments to trade and exchange information with various business organizations. Such websites are accredited by the government and provide a medium to businesses to submit application forms to the government. Government - to - Business Governments use B2G model websites to approach business organizations. Such websites support auctions, tenders, and application submission functionalities. Government - to - Citizen Governments use G2C model websites to approach citizen in general. Such websites support auctions of vehicles, machinery, or any other material. Such website also provides services like registration for birth, marriage or death certificates.The main objective of G2C websites is to reduce the average time for fulfilling citizen’s requests for various government services. ** *]] what is dbms explain its advantages and disadvantages A databasemanagementsystem (DBMS)is a collectionof programsthat manages the database structure and controls access to the data stored in the database".
- 69. The DBMS servesas the intermediary between the user and the database. The database structure itself is stored as a collectionof files, So, we can access the data in those files through the DBMS. The DBMS receives all application requests and translates them into the complexoperations required to fulfill those requests.The DBMS hides much of the database’s internal complexityfrom the application programs and users Advantage ofDBMS 1. Improved data sharing: The DBMS helps create an environment in which end users have better access to more and better-managed data. Such access makes it possible forend users to respond quickly to changes in their environment. 2. Improved data security: The more users access the data, the greater the risks of data security breaches.Corporations invest considerable amounts of time, effort,and money to ensure that corporate data are used properly. A DBMS provides a framework forbetter enforcementof data privacy and security policies. 3. Better data integration: Wideraccess to well-managed data promotes an integrated view of the organization’s operations and a clearer view of the big picture. It becomes mucheasierto see how actions in one segmentof the company affect other segments. 4. Minimized data inconsistency: Data inconsistencyexists when differentversions of the same data appear in differentplaces. For example, data inconsistencyexists when a company’s sales department stores a sales representative’s name as “Bill Brown” and the company’s personneldepartment stores that same person’s name as “William G. Brown,” or when the company’s
- 70. regional sales officeshows the price of a productas $45.95 and its national sales office shows the same product’s price as $43.95. The probability of data inconsistencyis greatly reduced in a properly designed database. 5. Improved data access: The DBMS makes it possible to produce quick answers to ad hoc queries. From a database perspective,a query is a specificrequest issued to the DBMS for data manipulation—for example, to read or update the data. Simply put, a query is a question, and an ad hoc query is a spur-of-the-momentquestion. The DBMS sends back an answer (called the query result set) to the application. For example, end users 6. Improved decision making: Better-managed data and improved data access make it possible to generate better-quality information, on which better decisions are based. The quality of the information generated depends on the quality of the underlying data. Data quality is a comprehensive approachto promoting the accuracy, validity, and timeliness of the data. While the DBMS does not guarantee data quality, it provides a framework to facilitate data quality initiatives. Increased end-userproductivity The availability of data, combined with the tools that transform data into usable information, empowers end users to make quick, informed decisions that can make the difference betweensuccess and failure in the global economy. Disadvantage ofDBMS 1. Increased costs: Database systems require sophisticated hardware and software and highly skilled personnel.
- 71. The costof maintaining the hardware, software, and personnel required to operate and manage a database system can be substantial. Training, licensing, and regulation compliance costs are often overlooked when database systems are implemented. 2. Managementcomplexity: Database systems interface with many differenttechnologies and have a significant impact on a company’s resources and culture. The changes introduced by the adoptionof a database system must be properlymanaged to ensure that they help advance the company’s objectives.Given the fact that database systems hold crucial company data that are accessedfrom multiple sources, security issues must be assessedconstantly. 3. Maintainingcurrency: To maximize the efficiencyof the database system, you must keep your system current. Therefore,you must perform frequent updates and apply the latest patches and security measures to all components. Because database technologyadvances rapidly, personnel training costs tend to be significant. Vendordependence. Given the heavy investment in technology and personneltraining, companies might be reluctant to change database vendors. 4. Frequentupgrade/replacementcycles: DBMS vendors frequently upgrade their products by adding new functionality. Such new features often come bundled in new upgrade versions of the software. Some of these versions require hardware upgrades.Not only do the upgrades themselves costmoney, but it also costs money to train database users and administrators to properly use and manage the new features. **]] what is hacking and what are the steps taken to prevent hacking Definition: Hacking is an attempt to exploit a computersystem or a private network inside a computer. Simply put, it is the unauthorised access to or control over computernetwork security systems forsome illicit purpose. Description: To better describe hacking, one needs to first understand
- 72. hackers. One caneasily assume them to be intelligent and highly skilled in computers.In fact, breaking a security system requires more intelligence and expertise than actually creating one. There are no hard and fast rules whereby we can categorize hackers into neat compartments.However, in general computerparlance, we call them white hats, black hats and grey hats. White hat professionals hack to check their own security systems to make it more hack-proof. In most cases,they are part of the same organisation. Black hat hackers hack to take control over the system for personal gains. They can destroy,steal or even prevent authorized users from accessing the system. They do this by finding loopholes and weaknesses in the system.Some computer experts call them crackers instead of hackers. Grey hat hackers comprise curious people who have just about enough computer language skills to enable them to hack a system to locate potential loopholes in the network security system. Grey hats differfrom black hats in the sense that the formernotify the admin of the network system about the weaknesses discovered inthe system, whereas the latter is only looking for personal gains. All kinds of hacking are considered illegal barring the work done by white hat hackers. Ways to prevent hacking 1. Update your OS and other software frequently, if not automatically. This keeps hackers from accessing your computerthrough vulnerabilities in outdated programs (which can be exploited by malware). For extra protection, enable Microsoftproductupdates so that the Office Suite will be updated at the same time. Consider retiring particularly susceptiblesoftware such as Java or Flash, especiallyas many sites and services continue to move away from them. 2. Download up-to-date security programs,including anti-malware software with multiple technologies forprotecting against spyware, ransomware, and exploits, as well as a firewall, if your OS didn’t come pre-packaged with it. (You’ll want to check if your OS has both firewall and antivirus built in and enabled by default, and whether those programs are compatible with additional cybersecuritysoftware.) 3. Destroy all traces of your personal info on hardware you plan on selling. Considerusing d-ban to erase your hard drive. For those looking to pillage your recycled devices,this makes information much more difficultto recover.If the information you’d like to protect is critical enough, removing the platters where the information is stored then destroying them is the way to go.
- 73. 4. Do notuse openWi-Fi on your router; it makes it too easy for threat actors to steal your connectionand download illegal files. Protectyour Wi-Fi with an encrypted password,and consider refreshing your equipmentevery few years. Some routers have vulnerabilities that are never patched. Newer routers allow you to provide guests with segregated wireless access.Plus, they make frequent password changes easier. 5. Speaking of passwords:password protectall of your devices, including your desktop,laptop, phone, smartwatch, tablet, camera, lawnmower…you get the idea. The ubiquity of mobile devices makes them especially vulnerable. Lock your phone and make the timeout fairly short. Use fingerprint lock for the iPhone and passkey or swipe for Android. “It’s easy to forget that mobile devices are essentially small computers that just happen to fit in your pocketand can be used as a phone,” says Jean-Philippe Taggart, Senior Security Researcherat Malwarebytes. “Your mobile device contains a veritable treasure trove of personal information and, once unlocked, can lead to devastating consequences.” 6. Sensing a pattern here? Create difficultpasswords,and never use the same ones across multiple services.If that’s as painful as a stake to a vampire’s heart, use a password manager like LastPass or 1Password.For extra hacker protection,ask about two-step authentication. Several services have only recently started to offer 2FA, and they require the user to initiate the process.Trust us, the extra friction is worth it. Two-factor authentication makes taking over an account that much more difficult, and on the flip side, much easier to reclaim should the worst happen. 7. Come up with creative answers for your security questions.People can now figure out your mother’s maiden name or where you graduated from high school with a simple Google search.Consider answering like a crazy person.If Bank of America asks, “What was the name of your first boyfriend/girlfriend?”reply, “Your mom.” Just don’t forgetthat’s how you answered when they ask you again. 8. Practice smart emailing. Phishing campaigns still exist, but cybercriminals have become much clevererthan that Nigerian prince who needs your money. Hover over links to see their actual URLs (as opposed to just seeing words in hyperlink text). Also, check to see if the email is really from the personor company claiming to have sent it. If you’re not sure, pay attention to awkward sentence construction and formatting. If something still
- 74. seems fishy, doa quick search on the Internet for the subject line. Others may have been scammed and posted about it online. 9. Some websites will ask you to sign in with a specific service to access features or posta comment.Ensure the login option isn’t a sneaky phish, and if you’re giving permissionto an app to perform a task, ensure you know how to revoke access once you no longer need it. Old, abandoned connections from service to service are an easy way to see your main account compromisedby spam. 10. Keep sensitive data off the cloud. “No matter which way you cut it, data stored on the cloud doesn’t belong to you,” says Taggart. “There are very few cloud storage solutions that offer encryption for ‘data at rest.’ Use the cloud accordingly. If it’s important, don’t.” **]]] what is mail merge and steps in mail merge Mail merging means to plug data from an address table into form letters, e-mail messages,envelopes,address labels,or a directory (a list or catalog, for example). To start a mail merge, choose Tools | Letters and Mailings | Mail Merge Wizard to open the Mail Merge task pane. Step 1: Selecta DocumentType The first step is to selectwhat Word calls a “documenttype” in the Mail Merge task pane, what kind of mail-merge you want to undertake: form letters, e-mail messages,envelopes for mass-mailings, labels for mass-mailings,or a directory (a list or catalog). Choose an option button and click Next at the bottom of the task pane to go to step 2. Step 2: Select a Starting DocumentWhat Word calls the “starting document” is the documentin which the merging takes place. In other words, the address or other data you retrieve will land in the documentyou choose or create now. You can create a new start documentor use an existing one. In the case of labels and envelopes, you tell Word what size labels or envelopes you intend to print on. In the case of form letters, e-mail messages,and directories,you supply the text either by making use of a documentyou’ve written already or writing a new document.Step 3: SelectRecipients In step 3, you tell Word where to get the data that you will merge into the starting document you created or supplied in step 2. You can retrieve the data from a table in a Word document,an Access database table or query, or the address book or contact list where you store your addresses.You can also create a new list for the data if you haven’t entered the data in a file yet. Step 4: Write/Arrange Your Document In step 4, you insert the merge fields,the parts of the starting documentthat differfrom recipient to recipient. By inserting merge fields,you tell Word where to plug
- 75. information from thedata source into the starting document.You also tell Word which data to take from the data source.Word offers specialtools for entering an address block – the recipient’s address,including his or her name, company, title, street address,city, and zip code.Step 5: Preview Your Document In step 5, you get a chance to see what your form letters, e-mail messages,envelopes,labels, or directory will look like after they are printed or sent. In this step, you find out what the documentwill look like when real data is plugged into it. If something is amiss in the document,you can click the Previous link to return to step 4, the Write/Arrange your documenttask pane, and make changes there. Step 6: Complete the Merge Step 6 is where you complete the merge by either printing a new document or saving the new file and printing it later. By saving the merged data in a new file, you can edit the file before printing it. In the case of e-mail messages,you click the Electronic Mail link to tell Word to send the e-mail messages.Preparing and Selecting the Data Source The data source is the file where the addressesand other information is kept. Step 3 of the mail-merge procedure calls for you to name your data source,and before you name it, make sure that it is in good working order. The data source can be any number of things, as mentioned above. Word also offers aspecial dialog box for creating a data source from scratch and storing it in MicrosoftAccess. 1. What is a computerand explain its architecture ? Ans : Computeris an electronic machine that makes performing any task very easy. In computer, the CPU executes each instruction provided to it, in a series of steps,this series of steps is called MachineCycle,and is repeated for each instruction. One machine cycle involves fetchingof instruction,decodingthe instruction,transferring the data, executing the instruction. Computersystem has five basic units that help the computer to perform operations, which are given below: 1. Input Unit 2. Output Unit 3. Storage Unit 4. Arithmetic Logic Unit 5. Control Unit
- 76. Computerarchitecture is aspecification describing how hardware and software technologies interact to create a computerplatform or system. When we think of the word architecture, we think of building a house or a building. Keeping that same principle in mind, computerarchitecture involves building a computerand all that goes into a computersystem. Computerarchitecture consists of three main categories.
- 77. 2. What aregenerations of computers ? explain ? Ans Generation in computerterminologyis a change in technologya computeris/was being used. Initially, the generation term was used to distinguish between varying hardware technologies.But nowadays, generation includes both hardware and software, which together make up an entire computersystem.There are totally five computer generations known till date. Each generation has been discussedin detail along with their time period,characteristics. We've used approximate dates against each generations which are normally accepted.Following are the main five generations of computers S.N. Generation & Description 1] First Generation The period of first generation : 1942- 1954. Vaccum tube based. 2] Second Generation The period of second generation : 1952-1964. Transistor based. 3] Third Generation The period of third generation : 1964-1972. Integrated Circuit based. 4] Fourth Generation The period of fourth generation : 1972-1990.VLSI microprocessorbased. 5] Fifth Generation The period of fifth generation : 1990-onwards.ULSI microprocessorbased
- 78. 3 . computersclassificationbased on their size and technology? Ans Computer can be classified into four categories based onsize namely Micro, Mini, Mainframe and Super computer.Micro computers are smallest and based on theuse of microprocessors.Microprocessoris combined or integrated circuit which contains all the elements of processing.... Supercomputers are the fastestcomputers Computers differbased ontheir data processing abilities. They are classified according to purpose,data handling and functionality. According to purpose,computers are either general purpose or specific purpose.... According to data handling, computers are analog, digital or hybrid.
- 79. 4 . computersat a] home b] education c] at job / work place ans Today, computeris used in almost every field of life. The use of computerhas made differenttasks very easy for us. Computercan be used at home in the many differentways. 1. Home Budget 2. Computergames 3. Entertainment 4. Information 5. Communication 6. Onlinebanking and onlineshopping Computers are being usedactively in educationalinstitutes to improve the learning process.Teachers can use audiovideo aidsthrough computerto prepare lesson plans.They can use MicrosoftPowerPoint to prepare electronicpresentations abouttheirlectures.These electronic presentationswillbe displayedon multimedia projectors in class rooms. This will be interesting and easy to learn for students.Multimedia presentationsare easy to deliverfor teachers too,These presentations save a lot of effort and time.Moreovermultimediapresentations are interestingto view and hear sound and visual effects Computer use is prevalent in many workplaces, and some companies may find functioning without them virtually impossible. As a result, computers have become an important part of how companies conduct business as well as how workers perform their job tasks. Computers
- 80. can even impactwhere employees do their jobs, as they can often work many miles from their official place of business Computers at work place improves 1. Communication 2. Efficiency 3. Work culture 4. Less paper work