Transcript COMP05MAINe - HKTA Tang Hin Memorial Secondary School

5.1 Basics of Office Automation
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Affordable computer hardware and user-friendly application software
make computer systems the most popular working tools in offices.
Labour intensive office tasks have largely been replaced by
computerized processes:
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Financial data
Payroll records
Customer records
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Inventory information
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5.1 Basics of Office Automation
A typewriter was once a popular method for producing a document.
5.1 Basics of Office Automation
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Office automation refers to the use of computer technology on
accomplishing office tasks.
It emphasizes that tasks should be done automatically as far as
possible.
The major applications of office automation include:
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Data processing
Management of digital information
Information exchange
5.1 Basics of Office Automation
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The advantages of office automation include:
5.1 Basics of Office Automation
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Increased Productivity
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Better Data Management
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Complete time-consuming office tasks in shorter time
Digital data and documents can be effectively stored, reused and
referenced through a computer network.
Better Communications
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Various digital communication channels:
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E-mail
Video conferecing
IP phones
Instant messenger
These channels can complement traditional communication methods.
Reducing Company Expenses
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The operating cost of office automation software is low.
Storing document digitially can save office space.
5.1 Basics of Office Automation
Source: http://www.panasonic.oa.hk/english/officeauto.aspx
A company providing office automation solution
5.1 Basics of Office Automation
Source: http://www.panasonic.oa.hk/english/officeauto.aspx
A company providing office automation solution
5.2 Software and Hardware for Office
Automation
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Software in Office Automation
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A number of types of application software have been
developed for office automation.
Application software helps us organize raw data into useful
information.
Typical examples include:
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Word processors
Spreadsheets
Database software
Presentation software
Communication software
Image editing software
5.2 Software and Hardware for Office
Automation
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Software in Office Automation
Application
software
Example
Usage
Word processor
Microsoft Word,
OpenOffice.org Writer
Create, modify, format and print
documents.
Spreadsheet
Microsoft Excel,
OpenOffice.org Calc
Organize, calculate, chart and
present data on spreadsheets.
Database
software
Microsoft Access,
OpenOffice.org Base
Create and manage data files
systematically, and execute queries.
Common types of application software used in office automation
5.2 Software and Hardware for Office
Automation
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Software in Office Automation
Application
software
Example
Usage
Presentation
software
Microsoft PowerPoint,
OpenOffice.org Impress
Create slides with multimedia
elements for presentations.
Communication
software
Microsoft Outlook
Manage address books,
appointment calendars, and e-mails.
Image editing
software
Adobe Photoshop,
Ulead PhotoImpact,
OpenOffice.org Draw
Create and modify images.
Common types of application software used in office automation
5.2 Software and Hardware for Office
Automation
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Hardware in Office Automation
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Computer systems are the essential types of hardware found in
a modern office.
The standard input and output devices include:
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Keyboards
Mice
Monitors
Speakers
Microphones
Common types of hardware for office automation include:
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Network printers
Fax machines
Scanners
5.2 Software and Hardware for Office
Automation
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Hardware in Office Automation
Hardware used in office
automation
5.2 Software and Hardware for Office
Automation
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Hardware in Office Automation
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Besides computer systems, a computer network equipped with
servers are essential in providing a wide range of services for
office automation in a modern office.
Some examples of a computer network equipped with servers:
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File servers
E-mail servers
Database servers
5.2 Software and Hardware for Office
Automation
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Hardware in Office Automation
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Besides computer systems, a computer network equipped with
servers are essential in providing a wide range of services for
office automation in a modern office.
Some examples of a computer network equipped with servers:
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File servers
E-mail servers
Database servers
5.3 Basic Activities in Office Automation
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There are four basic activities in office automation:
5.3 Basic Activities in Office Automation
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Data Application
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In office automation, data application includes:
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Editing documents
Producing reports and documents
Modifying digital images
5.3 Basic Activities in Office Automation
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Data Application
Type of data
application
Application
software
Example
Data analysis
Spreadsheet, statistic
software
Microsoft Excel, SPSS
Digital image
modification
Image editing software
Adobe Photoshop, Microsoft
Photo Editor, Paint.NET
Document
production
Word processor
Microsoft Word,
OpenOffice.org Writer
Report generation
Database management
system
Microsoft Access, MySQL,
Oracle Enterprise Manager
Application software used in various types of data application in an office
5.3 Basic Activities in Office Automation
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Data Application
Microsoft Excel
Examples of software used in data application
5.3 Basic Activities in Office Automation
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Data Application
Paint.NET
Examples of software used in data application
5.3 Basic Activities in Office Automation
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Data Application
Microsoft Word
Examples of software used in data application
5.3 Basic Activities in Office Automation
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Data Application
MySQL
Examples of software used in data application
5.3 Basic Activities in Office Automation
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Data Storage
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Office records, documents and various kinds of multimedia
materials are common types of data found in an office.
Some examples of multimedia materials:
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Scanned forms
Voice mails
Videos recorded during video conferencing
5.3 Basic Activities in Office Automation
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Data Storage
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Various secondary storage devices can be used to store the data.
Secondary storage device
Usage
Hard disk
Storage of data and software
Compact disc read-only
memory (CD-ROM) and
digital versatile disc (DVD)
Files backup or transfer
Magnetic tape
System backup
Memory card
Storage of files in portable electronic
devices
Common secondary storage devices used in office automation
5.3 Basic Activities in Office Automation
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Data Exchange
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Can be carried out through electronic communication channels
Some examples of electronic communication channels:
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E-mail
Voice mail
Fax
For a well-designed computer network, vast amounts of digital
information can be instantly transferred from one device to
another instantly or shared among a number of users
simultaneously.
Video conferencing and groupware are typical applications of
exchanging information in office automation.
Groupware and network computer systems enable many users
in an office to access data stored in a central repository.
5.3 Basic Activities in Office Automation
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Data Exchange
Video conferencing between several parties in different locations
5.3 Basic Activities in Office Automation
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Data Management
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The primary objective of office automation is to manage data
from all aspects of a business including:
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Inventory records
Financial plans
Personnel information
Marketing expenditure
Customer orders
A number of applications have been developed to meet the
needs of data management.
5.3 Basic Activities in Office Automation
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Data Management
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Database Management System (DBMS)
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Data is stored in the form of records with a specific structure in a
database management system (DBMS).
Provides tools and functions for efficient data access and generating
reports.
5.3 Basic Activities in Office Automation
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Data Management
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Database Management System (DBMS)
Microsoft Access – an example of a database
management system (DBMS)
5.3 Basic Activities in Office Automation
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Data Management
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Task Scheduling Systems
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An office automation system is often used to track both short-term
and long term data in:
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Financial plans
Workforce allocations
Marketing expenditure
Inventory control
Provide tools for monitoring and managing various project and
activities through:
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Timelines
Resource equations
Electronic scheduling
5.3 Basic Activities in Office Automation
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Data Management
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Task Scheduling Systems
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Major functions of a task scheduling system include:
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Tasks scheduling
Cost management
Resources allocation
Quality control
Reports generation
5.3 Basic Activities in Office Automation
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Data Management
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Task Scheduling Systems
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Can be a sophisticated application system specially developed for
large companies and corporations such as:
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Civil construction companies
Worldwide carrier express companies
Task scheduling systems which can manage smaller projects:
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Microsoft Project
OmniPlan
ProjectPier
5.3 Basic Activities in Office Automation
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Data Management
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Task Scheduling Systems
A worksheet of Microsoft Project
5.3 Basic Activities in Office Automation
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Data Management
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Task Scheduling Systems
A worksheet of Microsoft Project
5.4 Effectiveness of Office Automation
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There are a number of factors affecting the effectiveness of office
automation.
Two main factors that determine the effectiveness of office
automation:
5.4 Effectiveness of Office Automation
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Equipment
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When office automation is introduced into an office, the following
factors should be considered:
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The cost of installing and maintaining the equipment is within the
proposed budget.
The new office automation system is compatible with the existing
system.
The time required for system implementation is well controlled.
The levels of technical requirement are tailor-made for the users.
The physical arrangement of equipment is suitable for the current
situation in the office.
5.4 Effectiveness of Office Automation
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People
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Basically the users of an office automation system can be:
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Managing directors
Managers
Computer engineers
Secretaries
Clerks
They work in different posts and use different functions of an
office automation system.
To ensure proper and effective operation of an office automation
system, extensive and well-organized training programmes
should be launched so that the users can adapt to it more easily.
5.4 Effectiveness of Office Automation
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People
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Basically the users of an office automation system can be:
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Managing directors
Managers
Computer engineers
Secretaries
Clerks
They work in different posts and use different functions of an
office automation system.
To ensure proper and effective operation of an office automation
system, extensive and well-organized training programmes
should be launched so that the users can adapt to it more easily.