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Office Automation
System Concept(IS 342)
Taibah University
Department Information Systems
College of Computer Science & Engineering
Lecture 1
Reference: Barbara C. McNurlin, and Ralph H. Sprague (2003): Information Systems Management in Practice 6th edition,
Prentice Hall.)
Abdisalam Issa-Salwe, Faculty of Computer Science & Engineering, Taibah University2
Course Objectives
� To understand the need and importance of Office Automation Systems
� To understand the benefits of paperless Office
� To know about the components of Office Automation
� To study the concept of Office Information System
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Abdisalam Issa-Salwe, Faculty of Computer Science & Engineering, Taibah University3
Session Objective
� Understanding office automation
� Knowing the changing office concept
� Understanding the organisational status of office automation
Abdisalam Issa-Salwe, Faculty of Computer Science & Engineering, Taibah University4
Office Automation
� An automation system is a precisely planned change in a
physical or administrative task utilising a new process,
method, or machine that increases productivity, quality,
and profit while providing methodological control and
analysis.
� The value of system automation is in its ability to
improve efficiency; reduce wasted resources associated
with rejects or errors; increase consistency, quality, and
customer satisfaction; and maximise profit.
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Abdisalam Issa-Salwe, Faculty of Computer Science & Engineering, Taibah University5
Office Automation (cont…)
� Definition:
�Office automation refers to the varied computer machinery and software used to digitally create, collect, store, manipulate, and relay office information needed for accomplishing basic tasks and goals.
�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 optimising or automating existing office procedures.
Abdisalam Issa-Salwe, Faculty of Computer Science & Engineering, Taibah University6
Office Automation (cont…)
�The backbone of office automation is LAN, which allows users to transmit data, mail and even voice across the network.
�All office functions, including dictation, typing, filing, copying, fax, Telex, microfilm and records management, telephone and telephone switchboard operations, fall into this category.
�Office automation was a popular term in the 1970s and 1980s as the desktop computer exploded onto the scene.
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Abdisalam Issa-Salwe, Faculty of Computer Science & Engineering, Taibah University7
Office Automation (cont…)
� The automation of everyday office tasks is one of the key results of the electronic revolution
� No modern office can hope to survive without many of them
� IT as the technological innovations that have transformed the way we work in the late twentieth century
� Integrated into a smoothly working business system, office automation tools can vastly improve office productivity
Abdisalam Issa-Salwe, Faculty of Computer Science & Engineering, Taibah University8
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Abdisalam Issa-Salwe, Faculty of Computer Science & Engineering, Taibah University9
About Office Automation Systems (OAS)
� The use of computer systems to execute a variety of office operations, such as word processing, accounting, and e-mail.
� Office automation almost always implies a network of computers with a variety of available programs.
� Includes a wide range of applications of computer, communication and information technologies in office environments.
Abdisalam Issa-Salwe, Faculty of Computer Science & Engineering, Taibah University10
� Automation has altered not only our work environment, but our very concept of work
� Automation as a continual state of flux, the size of the market is huge, with annual investments measured in billions of dollars
� Office automation is the basic requirements of any office or department within an organisation.
� Office automation aims to organise the functions in such a way that they do not have to be carried out on a variety of equipment.
About OAS (cont…)
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Abdisalam Issa-Salwe, Faculty of Computer Science & Engineering, Taibah University11
About OAS (cont…)
� Office automation seems to proceeding more rapidly and penetrate economic activities more thoroughly than have other waves of automation
� World economy is driven by the incessant demand for information as it is by the continuing necessity of converting raw materials into finished products
� Office work is rapidly being “automated, ” or computerised
Abdisalam Issa-Salwe, Faculty of Computer Science & Engineering, Taibah University12
About OAS (cont…)
� The office as the primary workplace for many industries, such as banking, insurance, and real estate
� Handling information as the main activity it requires a system
� Use of information for the purpose of tracking, monitoring, recording, directing, and supporting complex human activities
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Abdisalam Issa-Salwe, Faculty of Computer Science & Engineering, Taibah University13
Towards OAS trend
� A continuing strong movement towards microcomputers
and towards distributed data access and data handling,
usually superimposed on rather than superseding
centralised automatic data processing;
� More powerful, easier to use, software;
� A strong trend towards linking and networking of
microcomputers, minicomputers, mainframes, and
peripheral and supporting systems;
� Increasing choice among technological options for
accomplishing information handling objectives;
Abdisalam Issa-Salwe, Faculty of Computer Science & Engineering, Taibah University14
Towards OAS trend (cont…)
� More and more capture of data at the point of origin, decreasing the need for repeated keyboarding and centralised data entry;
� Growing capability for communication, between devices, between organisations, and between locations.
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Abdisalam Issa-Salwe, Faculty of Computer Science & Engineering, Taibah University15
What "Office Automation“ means? (cont…)
� Considering that company organisations requires increased communication, today, office automation is no longer limited to simply capturing handwritten notes:
� Exchange of information
� Management of administrative documents
� Handling of numerical data
� Meeting planning and management of work schedules
Abdisalam Issa-Salwe, Faculty of Computer Science & Engineering, Taibah University16
What is next?
� Here is required a system to coordinate the automation and make an environment of things which can work together for a purpose.
� It is System thinking which comes up next
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Abdisalam Issa-Salwe, Faculty of Computer Science & Engineering, Taibah University17
Why OA as a system?
� A system is an arrangement of parts which interact with each other within the system's boundaries (form, structure, organisation) to function as a whole
� A "system" is a dynamic and complex whole, interacting as a structured functional unit
Abdisalam Issa-Salwe, Faculty of Computer Science & Engineering, Taibah University18
The Systems thinking (cont…)
� A system is a group of interacting, interrelated, and interdependent components that form a complex and unified whole
� Systems Thinking value lies in the way that it enables one to design smart, enduring solutions to problems
� Systems Thinking gives you a more accurate picture of reality, so that you can work with a system's natural forces in order to achieve the results you desire
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Abdisalam Issa-Salwe, Faculty of Computer Science & Engineering, Taibah University19
The Systems thinking
The approach incorporates several tenets� Interdependence of objects and their attributes -
independent elements can never constitute a system
� Holism - emergent properties not possible to detect by analysis should be possible to define by a holistic approach
� Goal seeking - systemic interaction must result in some goal or final state
� Inputs and Outputs - in a closed system inputs are determined once and constant; in an open system additional inputs are admitted from the environment
� Transformation of inputs into outputs - this is the process by which the goals are obtained
Abdisalam Issa-Salwe, Faculty of Computer Science & Engineering, Taibah University20
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Abdisalam Issa-Salwe, Faculty of Computer Science & Engineering, Taibah University21
Integrating the system
� Office automation tools can vastly improve office productivity.
�However, the very richness and diversity of these tools is the source of some of our most serious office problems.
�There thousands of programs running on dozens of different kinds of computers and operating systems, often linked together by a variety of networks, the potential for
incompatibilities is great.
Abdisalam Issa-Salwe, Faculty of Computer Science & Engineering, Taibah University22
Hierarchy of Office Automation Systems, (Chorafas, 1982)
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Abdisalam Issa-Salwe, Faculty of Computer Science & Engineering, Taibah University23
Abdisalam Issa-Salwe, Faculty of Computer Science & Engineering, Taibah University24
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Data storage and manipulation
� Storage of information would be the computer or a computer like system
� Data storage includes office records and other primary office forms and documents
� Data applications involve the capture and editing of files, images, or spreadsheets
� Example 1: Word processing and desktop presentation packages accommodate raw textual and graphical data
� Example 2: Spreadsheet applications provide users with the capacity to engage in the easy manipulation and output of numbers
� Example 3: Image applications allow the capture and editing of visual images.
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Abdisalam Issa-Salwe, Faculty of Computer Science & Engineering, Taibah University25
The effect of office automation
� Office automation reduces the number of clerical
� Large firms no longer have to employ typists
� Office employees become more flexible
� Receptionists can spend more time with clients
� Managers need not necessarily delegate typing, to include more Public Relations work
Abdisalam Issa-Salwe, Faculty of Computer Science & Engineering, Taibah University26
� Within each basic activity of an office, hardware and software combine to fulfill basic functions that are needed to successfully accomplish the goals for a specific business.
� 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 fulfill basic functions that are needed to successfully accomplish the goals for a specific business.
� Storage of information would be the computer or a computer like system.
� Data Exchange would be a fax, phone, or some type of communication hardware.
� Data management would be using specific software tools to organise and maintain data.
Office Automation Focus (cont…)
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Abdisalam Issa-Salwe, Faculty of Computer Science & Engineering, Taibah University27
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Data storage and manipulation (cont…)
� Text handling software and systems cover the whole
field of word processing and desktop publishing
� Word processing, the most basic and common office
automation activity, is the inputting (usually via keyboard)
and manipulation of text on a computer
� One important features of word processing packages are
their preformatted document templates
� Desktop publishing adds another dimension to text
manipulation
Abdisalam Issa-Salwe, Faculty of Computer Science & Engineering, Taibah University28
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Data Exchange
� While data storage and manipulation is one component of an office automation systems
�Exchange of that information is an important component of office activity
�Electronic transfer is a general application area that highlights the exchange of information between more than one user or participant
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Abdisalam Issa-Salwe, Faculty of Computer Science & Engineering, Taibah University29
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Data Exchange (cont…)
� Systems that allow instantaneous or "real time" transfer of information (i.e. online conversations via computer or audio exchange with video capture) are considered electronic sharing systems
� Electronic mail, voice mail, and facsimile are examples of electronic transfer applications
� Other examples would be a fax, phone, or some type of communication hardware
Abdisalam Issa-Salwe, Faculty of Computer Science & Engineering, Taibah University30
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Data Exchange and Manipulation (cont…)
� Office automation systems that include the ability to electronically share information between more 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
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Abdisalam Issa-Salwe, Faculty of Computer Science & Engineering, Taibah University31
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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.
Abdisalam Issa-Salwe, Faculty of Computer Science & Engineering, Taibah University32
Discussion Questions
1. What is Office Automation Systems?2. Why we need technology for office automation?3. Look at the difference between manual and
computerised office system; comparison of manual and computerised system
4. Advantage and disadvantage of manual system5. Advantage and disadvantage of computerised
system
6. How an organisation can:
� Exchange information
� Manage administrative documents
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Abdisalam Issa-Salwe, Faculty of Computer Science & Engineering, Taibah University33
Reference
� Barbara C. McNurlin and Ralph H. Sprague (2003):
Information Systems Management in Practice 6th
edition, Prentice Hall.
� Barbara C. McNurlin and Ralph H. Sprague: Information
Systems Management in Practice 6th edition, 2003
� Gavriel Salvndy, Handbook of Industrial Engineering,
“Section Computer and Information Processing”.
� Abdisalam Issa-Salwe, Taibah University Lecture Notes,
2010.
� James Bailey, James Gerlach, R Preston McAfee,
Andrew B. Winston. Office Automation, Chapter 12.7