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Office Automation Systems MIS Seminar
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Office AutomationOffice Automation
Prepared ByPrepared ByRiyas YRiyas YAkhil A PAkhil A P2nd Sr. M.Com2nd Sr. M.ComDCMSDCMS
Brief HistoryBrief History
Automation refers to mechanization of tasksHistory of office automation began with the
typewriter and the copy machine, which mechanized previously manual tasks
Today office automation refers not just to the mechanization of tasks but to the conversion of information to electronic form as well.
What is Office What is Office Automation? Automation? Refers to the varied machinery and software
used to digitally create, collect, store, manipulate and relay office information.
Raw data storage, electronic transfer, and the management of electronic business information comprise the basic activities of an office automation system
Office Automation helps in optimize or automate existing office procedures.
Backbone of office automation is a LAN, which allows users to transmit data, mail and even voice across the network.
Different Office activitiesDifferent Office activitiesDocument CaptureDocument CreationReceipts and DistributionFilling, Search, Retrieval and Follow upCalculationsRecording Utilization of Resources
DATADATAKey element in any organizationData is the lowest level of abstractionRaw data refers to a collection
of numbers, characters, images or other outputs from devices to convert physical quantities into symbols, that are unprocessed
Needs to be processed for getting information
Needs to be stored, exchanged and managed for carrying out various tasks and activities in the organization
Data StorageData Storage Includes Word processing, Desktop publishing,
Image handling software, spreadsheet programs Word processing-inputting(via keyboard) and
manipulation of text on computer Desktop publishing-combining features of word
processor with advanced page design and layout features.
Image handling software-images are converted into digital files.
Spreadsheet programs-allow manipulation of numeric data. Used for financial management, financial projection and accounting
Data ExchangeData Exchange
Data Exchange-information exchange between more than one user or participant. Example-Electronic mail, voice mail and facsimile
Groupware systems-Electronic meeting allow geographically dispersed participants to exchange information in real time.
Digital copiers-All-in-One connectable to computer networks( copying, printing, faxing, scanning)
Data ManagementData Management
Track both short-term and long-term data in the realms of financial plans, workforce allocation plans, marketing expenditures, inventory purchases.
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.
Hardware and software required for Hardware and software required for office automation systems office automation systems
The commonly used office automation tools are computers , printers , scanners , photocopiers.
The software required for office automation are word processors , spread sheets and database management packages.
MS Office is the most popular example of office automation software. It contains Word , Excel , PowerPoint and Access as its powerful general purpose application packages.
Important FunctionsImportant Functions Office Automation for different organizations should
include the following important functions. Generate Microsoft Word documents or business
forms from data stored in other applications such as Microsoft Access
Generate presentations from external data Automatically send emails to customers or groups in
Microsoft Outlook Create custom data entry mechanisms for Microsoft
Office Documents Create custom procedures for CAD programs Maintain and organize data stored in Microsoft Excel
or Microsoft Access Create stand-alone executables to automate your
office environment
Office Automation Office Automation ConsiderationsConsiderationsCost of the systemLevel of technical supportCompatibility with other systemsComplexity of the systemCompatibility with business requirementsTrainingOne critical variable affecting the success in
office automation is user acceptance. No matter how technologically superior the equipment is, there may be failure if users reject it.
Growth of Office Growth of Office AutomationAutomation It is observed that, there is rapid growth in
the use of Office Automation systems from the past few years. This growth can be attributed to the following reasons:
Value of information and information explosion
Increase in office cost and need to improve office productivity
Availability of equipment and skills
Advantages Advantages Increased productivity due to better
utilization of human resources. Improved qualities of work and decisions due
to computerized storage / retrieval of information.
Improved organizational effectiveness due to better communication system.
Better services to customer due to fast work. Elimination of manual work of filing and
searching of documents . Better utilization of time and cost. Better management control.
DisadvantagesDisadvantages Unemployment rate increases due to
machine replacing human. Technical limitation . Current technology is
unable to automate all the desirable tasks. Security threats. Unpredictable development cost , R&D cost
increases. High initial cost.