Transcript Theory Lesson 2

Business Information Systems
Batch
Processing
Batch
Processing
Method
Week 1 Theory 2
Assignment 6 - Batch Processing
1
Business Information Systems
Batch
Processing
Batch Processing
• The data has now been collected and there exists piles of data
capture sheets.
• These data capture sheets now need to be assembled and the
data contained on them has to be transferred onto the computer.
• As we have seen previously, this is the time when most errors
occur.
• Care must now be exercised and controls set in place to ensure
the successful transfer of data.
• In an office situation the person who is responsible for this is
called the “Data Control Clerk”
Week 1 Theory 2
Assignment 6 - Batch Processing
2
Business Information Systems
Batch
Processing
Data Control Clerk
• In a batch processing system, documents such as data capture
sheets are typically grouped into batches of 50.
• This is a suitable number to be processed at any one time with
few human errors caused by fatigue.
• This person has responsibility for ensuring the correct
procedures are followed when transferring data to disk.
• You will assume the responsibility of this person when you
process your work.
• As the data that you will use will have been processed already
by others you will have to check its accuracy and you will
process all the data from the year in one go and NOT 50 at a time.
Week 1 Theory 2
Assignment 6 - Batch Processing
3
Business Information Systems
Batch
Processing
Responsibilities of the Data Control Clerk
• The first responsibility is to count the documents(files).
• Checking visually to see that the details have been entered
accurately and the correct number of data cells have been input.
• Calculating a “control total” of some crucial cell for the entire
batch, manually.
• Calculating “hash totals” of other fields for further validation.
• Filling in a “Batch Header Document” which will show :• Batch number
• Number of documents in the batch
• Date processed
Week 1 Theory 2
• Control Total
• Hash Total
Assignment 6 - Batch Processing
4
Business Information Systems
Batch
Processing
Hash Totals
• A hash total is a sum of values calculated purely for validation
purposes.
• Select a cell header such as ‘age’, ‘shoe size’ or some other. By
hand (calculator) add up the total sum of all the data in that cell.
• The result is called a “hash total”.
• This hash total needs to be entered onto the “Batch Header
Document”, which is a sheet of paper that belongs to the data to be
processed.
• When you process the data, there will be a calculation on the
spreadsheet which corresponds to the hash total. If the two figures
do not match then there is an error.
Week 1 Theory 2
Assignment 6 - Batch Processing
5
Business Information Systems
Batch
Processing
Control Total
• The control total is simply a record of the number of records
entered.
• The ‘batch header document’ will show from visual checking
how many records need to be processed.
• Your spreadsheet will need to count the number of records
processed.
• If the two sets of figures do not tally then there has to be an
error.
Week 1 Theory 2
Assignment 6 - Batch Processing
6
Business Information Systems
Batch
Processing
Validation
• Validation checks are useful in identifying where data has
incorrectly been entered.
• Whole numbers cannot be entered into cells that should contain
words only.
• Cells can be configured to change colour when incorrect data is
entered.
• It will not, necessarily, stop the processing of the data, but it
will identify inaccuracies.
Week 1 Theory 2
Assignment 6 - Batch Processing
7