Office Automation 2

8/8/2019 Office Automation 2

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Office Automation


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C ontent

Classification of Office ActivitiesTrends in TechnologyAim of using IT Tools in OfficesConcept of Office AutomationPresent ScenarioNeed for re-engineering of processes

Concept of Work flowGroupware Technology Tools: An Overview


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Cl assification of Office Activities

Documents preparationData Management ( Structured /Unstructured)Scheduling / Planning of activitiesPresentation

Dissemination of InformationCommunication / Correspondence


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Tr ends in T echno logy

Ha r dwa r e Reduced Size, Less cost, More capabilities

Softwa r e More capable, User friendly, More towards

real world environment

Netwo rk ing Faster Communication Media, Concept for

LAN/WAN/MAN / Web Technology cont.


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Tr ends in T echno logy

Lin k ing of conventiona l too ls

Telephone, Fax, Photocopier can be easilylinked with Information Technology tools( Computers & Communication) toautomate office functions.


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Objective of using I T T oo ls in Office

Improvement in quality of outputImproved Productivity / efficiencyOptimal Utilization of ResourcesReduction in time taken in execution of activitiesBetter Information sharing / TransparencyBetter way of delivery of information to user at aplace convenient to him / her Reduction in the dependency on human beingsLook for simplification of proceduresBetter customer support etc.


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Desktops

Mainframes

Investments

Increase inProductivity

Time


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W hy is it so?

Lack of understanding of concept of Office Automation

Lack of knowledge about TechnologyLack of Coordination

Resistance to Change

Lack of willingness to adopt new tools


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How to dea l with c r isis?

W e shou ld unde r stand that :Information management is a businessprocess, as todays user expects qualityproduct and satisfactionOrganisations need to change way of

working to take full advantage of technologyWork culture needs to change to shift focuson process instead of a task


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W hat is Office Automation( T odays concept)?

Adoption of IT Tools for enhancingproductivity and reduction of manuallabour

It is associated with paperlessoffice

Is it enough ?


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T echno logy Vs. Business

Question arisesShould Technology change business or

Business needs should changetechnology ?

By providing IT tools at desk tops, shouldwe not redistribute responsibilities byproviding more powers of decision makingdown the line?


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Need fo r r e-enginee r ing of p r ocesses

To take full advantage of technology, there is aneed for re-engineering of processesKey to successful re-engineering process isintegration of people, processes, data, strategy,and technologyObjective of re-engineering should be to reachTotal Quality Management

IT Tools are so powerful, that dream of TQM canbe definitely fulfilled, if timely actions are taken


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R e-enginee r ing P r ocess

To take full advantage of Technology, processesneed to be re-engineeredKey to successful re-engineering is integration of people, processes, data, strategy and technologyObjective of re-engineering should be to reach

TQM( Simplification of procedures, minimize processdelays, improve quality of output, minimize cost of operations)


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Objective of Office Automation ( R edefined)

To improve customer relation by bringingtransparency in systemsTo achieve better management controlTo simplify operations and minimisecomputational errorsTo improve quality of output in terms of

presentation and reduction in processingtime


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W o rk g r oup

A workgroup is a group of peopleworking towards the same goal.


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C oncept of W o rk f low in Office Automation

Information management / Businessprocesses can be divided into sets of inter related tasks, which need to be done inprescribed order incorporating informationfrom various resources.

So one has to look for work flowautomation using IT tools


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W o rk g r oup contd.

The members of the workgroup maybe locally placed, e.g., people working

in a section/ department or they maybe placed at different far off locations.


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W o rkF low

A Workflow is anything that makes knowledge or information sharing / distribution more efficiently andit also helps in coordination of various activities toachieve a predefined goal .

Data Flow

Input from DataBank Input from

some other source

OutputIntermediaryInformation


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T he 3 C s in a W o rk f low

C o ll abo r ation Sharing the informationC ommunication

Exchange of ideas ConsultancyC oo r dination Monitoring the workflow

Ensuring the Quality of Output


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W hats the k ey to the so lution?


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T echno logy D r ive r s

Hardware Devices Communication Devices

ProcessorsNew Groupware S/WWeb Technology


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Thank You.