Office Automation System Collects

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Office Automation system collects, processes, stores and transmits data andinformation in the form of electronic office communication.

Oas could also be considered as computer-based information system that collects, process,store and transmit electronic message, document and other form of communication amongindividual, work group and organizations.

Examples- word processing, electronic mail, desktop publishing, telecommunication anddocument image processing.


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Office automation systems (OAS) are configurations of networked

computer hardware and software. A variety of office automation systems

are now applied to business and communication functions that used to be

performed manually or in multiple locations of a company, such aspreparing written communications and strategic planning. In addition,

functions that once required coordinating the expertise of outside

specialists in typesetting, printing, or electronic recording can now be

integrated into the everyday work of an organization, saving both time

and money.

Types of functions integrated by office automation systems include (1)

electronic publishing; (2) electronic communication; (3) electronic

collaboration; (4) image processing; and (5) office management. At the

heart of these systems is often a local area network (LAN). The LAN

allows users to transmit data, voice, mail, and images across the networkto any destination, whether that destination is in the local office on the

LAN, or in another country or continent, through a connecting network.

An OAS makes office work more efficient and increases productivity.

Electronic Publishing

Electronic publishing systems include word processing and desktop

publishing. Word processing software, (e.g., Microsoft Word, Corel Word-

Perfect) allows users to create, edit, revise, store, and print documents

such as letters, memos, reports, and manuscripts. Desktop publishing

software (e.g., Adobe Pagemaker, Corel VENTURA, Microsoft Publisher)enables users to integrate text, images, photographs, and graphics to

produce high-quality printable output. Desktop publishing software is

used on a microcomputer with a mouse, scanner, and printer to create

professional-looking publications. These may be newsletters, brochures,

magazines, or books.

Electronic Communication

Electronic communication systems include electronic mail (e-mail), voice

mail, facsimile (fax), and desktop videoconferencing.

Electronic Mail.

E-mail is software that allows users, via their computer keyboards, to

create, send, and receive messages and files to or from anywhere in the

world. Most e-mail systems let the user do other sophisticated tasks such

as filter, prioritize, or file messages; forward copies of messages to other

users; create and save drafts of messages; send "carbon copies"; and

request automatic confirmation of the delivery of a message. E-mail is


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very popular because it is easy to use, offers fast delivery, and is

inexpensive. Examples of e-mail software are Eudora, Lotus Notes, and

Microsoft Outlook.

Voice Mail.

Voice mail is a sophisticated telephone answering machine. It digitizesincoming voice messages and stores them on disk. When the recipient is

ready to listen, the message is converted from its digitized version back

to audio, or sound. Recipients may save messages for future use, delete

them, or forward them to other people.

Facsimile.

A facsimile or facsimile transmission machine (FAX) scans a document

containing both text and graphics and sends it as electronic signals over

ordinary telephone lines to a receiving fax machine. This receiving fax

recreates the image on paper. A fax can also scan and send a document

to a fax modem (circuit board) inside a remote computer. The fax can

then be displayed on the computer screen and stored or printed out by

the computer's printer.

Desktop Videoconferencing

Desktop videoconferencing is one of the fastest growing forms of

videoconferencing. Desktop videoconferencing requires a network and a

desktop computer with special application software (e.g., CUSeeMe) as

well as a small camera installed on top of the monitor. Images of a

computer user from the desktop computer are captured and sent across

the network to the other computers and users that are participating in theconference. This type of videoconferencing simulates face-to-face

meetings of individuals.

Electronic Collaboration

Electronic collaboration is made possible through electronic meeting and

collaborative work systems and teleconferencing. Electronic meeting and

collaborative work systems allow teams of coworkers to use networks of

microcomputers to share information, update schedules and plans, and

cooperate on projects regardless of geographic distance. Special software

calledgroupware is needed to allow two or more people to edit orotherwise work on the same files simultaneously.

Teleconferencing is also known as videoconferencing. As was mentioned

in the discussion of desktop videoconferencing earlier, this technology

allows people in multiple locations to interact and work collaboratively

using real-time sound and images. Full teleconferencing, as compared to


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the desktop version, requires special-purpose meeting rooms with

cameras, video display monitors, and audio microphones and speakers.

Telecommuting and Collaborative Systems.

Telecommuters perform some or all of their work at home instead of

traveling to an office each day,usually with the aid of office automationsystems, including those that allow collaborative work or meetings. A

microcomputer, a modem, software that allows the sending and receiving

of work, and an ordinary telephone line are the tools that make this

possible.

High-techmeeting rooms help companies make more effective presentations. At some conference halls,like this one at the Chinzan-so Four Seasons Hotel in Toyko, small video screens are built intothe table tops.

Telecommuting is gaining in popularity in part due to the continuing

increase in population, which creates traffic congestion, promotes high

energy consumption, and causes more air pollution. Telecommuting can

help reduce these problems. Telecommuting can also take advantage of

the skills of homebound people with physical limitations.

Studies have found that telecommuting programs can boost employee

morale and productivity among those who work from home. It is

necessary to maintain a collaborative work environment, however,

through the use of technology and general employee management

practices, so that neither on-site employees nor telecommuters find their

productivity is compromised by such arrangements. The technologies


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used in electronic communication and teleconferencing can be useful in

maintaining a successful telecommuting program.

Image Processing

Image processing systems include electronic document management,

presentation graphics, and multimedia systems. Imaging systems convert

text, drawings, and photographs into digital form that can be stored in a

computersystem. This digital form can be manipulated, stored, printed, or

sent via a modem to another computer. Imaging systems may use

scanners, digital cameras, video capture cards, or advanced graphic

computers. Companies use imaging systems for a variety of documents

such as insurance forms, medical records, dental records, and mortgage

applications.

Presentation graphics software uses graphics and data from other

software tools to create and display presentations. The graphics include

charts, bullet lists, text, sound, photos, animation, and video clips.

Examples of such software are Microsoft Power Point, Lotus Freelance

Graphics, and SPC Harvard Graphics.

Multimedia systems are technologies that integrate two or more types of

media such as text, graphic, sound, voice, full-motion video, or animation

into a computer-based application. Multimedia is used for electronic books

and newspapers, video conferencing, imaging, presentations, and web

sites.

Office Management

Office management systems include electronic office accessories,

electronic scheduling, and task management. These systems provide an

electronic means of organizing people, projects, and data. Business dates,

appointments, notes, and client contact information can be created,

edited, stored, and retrieved. Additionally, automatic reminders about

crucial dates and appointments can be programmed. Projects and tasks

can be allocated, subdivided, and planned. All of these actions can either

be done individually or for an entire group. Computerized systems that

automate these office functions can dramatically increase productivity and

improve communication within an organization.


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Office Automation System (OAS):

Definition and Explanation:

Office Automation (OA)is the use of technology to help people do their jobs better and faster.or

"The use of computers, micro electronics, and telecommunications to help us produce, store,obtain and send information in the form of pictures, words or numbers, more reliably, quickly andeconomically."

During the past 25 years, computer technology has helped to dramatically increase productivity inthe office. The movements towards automation in the new hardware and software technologieslike word processors, spreadsheets, electronic mail, and so on, which make office workers moreproductive, These combinations of technologies that have a dramatic impact on day-to-day officeoperations are called office information systems (OIS). In this chapter, we explore officeinformation system, and how they evolved.

The Nature of Office

Generally, an office is a place where staff and line professionals, secretaries,and clerks perform management and administrative tasks. The big differencebetween today's office and that of the previous decade, modern offices useelectronic communication, office oriented technologies therefore calledelectronic office or paperless office. '

Office Work:

The management and administrative tasks performed in the office can 'bedivided into five general categories:

Decision making

Data manipulation

Document handling

Communications

Storage

Types of Office Automation Systems:

Three majortypes/categories of office applications are:

1. Document management systems

2. Message handling systems

3. Teleconferencing systems

1. Document Management Systems:
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a. Word Processing:

Word processingsoftware lets you create, edit, store, retrieve, and print a text document. Let usexamine each part of the definition.

Text documentis any text that can be keyed in, such as a memo, letter, fax, and thesis.

Creation is the original composing and keying in of the document,

Editingis making changes to the document to fix errors or improve its content, like deleting asentence, correcting a misspelled name, or moving a paragraph.

Formattingrefers to adjusting the appearance of the document to make it look appropriate andattractive. For example, centralize the heading, make wider margins, or use of double spacing.

Storingthe document means saving it on disk so it can be accessed on demand.

Retrievingthe document means bringing the stored document from disk back into computer

memory so it can be used again or changed some way.

Printingis producing the document on paper, using a printer connected with the computer.

Difference Between Typewriter and Word Processing (WP):

Some people think that WP is a glorified typing, but there are many advantages of WP ontypewriter. The main difference between the typewriter and WP is the separation of typing fromprinting; when you use WP, typing the document and printing the document do not occur at thesame time; you print the document on the paper whenever you like. Perhaps you want to print anintermediate draft, just to see how it looks, and then continue making changes.

Second difference between WP and typewriter is that you can save/store your keyed data whenyou use a word processing package. You can make changes as you go along, or even at somelater time, and print out a revised or perfect copy. The key difference here is that only thechanges themselves are retyped, not the entire document.

The ability to print at will and to store work distinguishes WP from typewriter. But these are notthe only two hallmarks. A word processing package is a sophisticated tool with many options,which are as follows:

Standard Entering &Editing Operations

Standard PrintFormatting Operations

Advanced Operations

Moving the cursor to

various places on-screen. Scrolling the document

up and down.

Returning lines

automatically.

Inserting and deleting

characters and blocks oftext.

Moving and copying

Adjusting line

spacing Indenting blocks of

text

Reformatting

blocks of text

Centering text

Proportionallyspaced characters

Automatic page

Mailing list preparation

Form letter Math feature

Sorting

Redlining and edit

tracing

Cross-referencing

Preparing indexes and

tables of contents

Integrating with


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Image processing technology promises to reduce the problem of paper overload by providinginformation management with more efficient use of physical storage space and increasedproductivity.

Optical Character Recognition (OCR), scanners are used to convert paper or microfilm records toa digital format for storage insecondary storage devices. Once stored, the images can be

retrieved for displaying or printing.

Image processing system is used in problem solving when it is necessary to review historicaldocuments for the purpose of understanding a problem. An operator accesses the documentmanagement system from a workstation and produces a hardcopy output for the manager.

d. Reprographics:

Reprographics is the process of reproducing multiple copies of a document. Office personnel areusually responsible for making more than one copy of a report, letter, or other documents. Whendocuments are widely distributed, either internally or externally, reprographics often includescollating, folding, binding, or related tasks.

Multiple copies may be made in various ways. When only a few copies are required, it may becost effective to print out multiple copies using the printer attached to the computer. Most of thetime, however, photocopier is used.

2. Message Handling Systems:

a. Telex:

Telex is the service, which enables user to transmit and receive printed messages over atelephone line. Users have to be telex subscribers, with their own telex equipment and codenumber, in order to send or receive messages. The telex service started in 1930 and from the mid1970s it developed significantly as an international message transmission system.Data transmission speed as compare to other methods of telecommunication is very slow andonly a restricted set of characters can be used in messages.

b. Fax:

Fax machine connected to a telephone, uses computer technology and communications links tosend quality graphics, charts, text and handwritings almost everywhere in the world. The sendingmaterial (paper) is placed in the fax machine at one end, where it is digitized. Those digits aretransmitted across the miles and then reassembled at the other end to form identical version ofthe original. All this activity takes only minute or less.Personal computer users can send and receive faxes directly by means of a fax/modem. The onlymissing ingredient in the scheme is paper.

Fax is not only faster than overnight delivery services, but it is also less expensive. Faxcontributes to problem solving by sending

documents to member of the problem solving team quickly and easily, regardless of theirgeographic location.
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c. Teletext:

Teletextis a system for supplying commercial and other information through existing televisionnetworks. The data such as news, weather, sports reports, stock market data, airline and trainschedules, TV guides etc. is transmitted via a television channel at the same time that thechannel is being used to broadcast conventional television.

d. Videotext (Viewdata):

Videotext or Viewdata gives a home user access to information in databases via a personalcomputer or converted television set. The method of Access is via telephone lines, coaxial cable,or optical fiber.

Videotext is similar to Teletext in that it provides electronic reference to material but thereare two main differences.

Firstly it is available to subscribers only.

Secondly it provides two-way communication. This means that users can interrogate the

data held in the system and also supply information to it. The system uses a combinationof telephones, computers, television, and communication networks.

e. Electronic Mail:

E-mail is the process of sending messages directly from one computer to another. In this systemthe sender transmits the message over the telephone network to a central computer, whichallocates disk storage to act as an electronic mail box for each user. Using a password for secretpurposes the user then can collect the message when required.

Several optional features of E-mail are

If you want everyone in the firm with a terminal to read the message, it is placed on anelectronic bulletin board, which everyone can access.

If you want to receive confirmation when the recipient retrieves your message, it can be

sent as registered mail.

If you do not want the recipient to route the messages to others in the network, you can

send it as private mail.

Advantages:

Speed: (electronic transmission is almost instantaneous)

Economy: (no speed for stamp, labor, paper)

Efficiency: (a message is prepared once but can be sent to thousands at the touch of a

button)

Security: (access can be restricted by the use of password) Document can be retrieved and stored to word processing and graphic packages.

Electronic delivery and receipt can be requested.

Manners For E-Mailers

Never forget you are dealing with real people, even if you cannot see them, so do


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as you would be done by. Do not forward inappropriate comments on therelationships of strangers. Would you want the world to read about your own?

Like a letter, an e-mail benefits from an opening greeting and a sincerely-type signoff. You will be judged on"'-how you express yourself. When first making contact,formally is the safe option.

It is wrong to break the law just because you can get away with it online. Copyingmusic, programs and images without permission is theft.

Fill in an e-mail's subject box, anyone dealing with a large volume of e-mail will begrateful to be able to assess it at a glance and find it again in a hurry.

Ask before sending large attachments such as picture files or video clips, Theytake a long time to download and, if they exceed the inbox limit, can stop therecipient receiving mail.

Avoid clever formatting. Bold, centered text might look impressive on your screen,

but 9 times out of 10 it will be vague by the recipient's program.

Beware of sending e-mail to big groups listed on incoming messages: do youreally want to Reply To All? Does everyone you know (and some people you donot) really want to read every joke you receive? Forwarding chain e-mails andfake virus warnings will not win you friends.

Stay cool. Everyone benefits from good manners. If someone forwards a virus,point out the error of their ways but do not Reply To All.

If some aspect of computing confuses you, the chances are you can find theanswer in one of the web's lists of Frequently Asked Questions (FAQs). It Is rudeto waste a helpdesk's time simply because you cannot be bothered to deploy a

search engineer read. the manual.

Disadvantages:

The necessity for users to have a terminal close at hand, otherwise messages can't be

received or sent.

Electronic mail handles only one-way communication. However, if you desire two-way

conversation, you must either send multiple e-mail messages back and forth or useanother medium.

The limitation of only being able to communicate with registered users, but not with other

parties.

f. Voice Mail:

A voice mail system enables a regular voice message, sent over the phone, to be digitally storedat the receiving location. When accessed, the message is converted back into voice form. Theseare used by an increasing number of organizations and often employ software that runs on theorganization's private box exchange (PBX) equipment, rather than on the organization's hostcomputers.

Voice mail systems require a computer, disk storage, and voice mailboxes that are similar to E-mailboxes. However, the sending and receiving instrument is the telephone. Like E-mail


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messages, digitized voice messages can be played back, sent along to one or more othermembers of the organization, saved, or deleted. As it is sent along from person to person, amessage can usually be; voice-annotated by anyone handling it.

With voice mail, one person calls a voice mailbox rather than a personal phone number. In stand-

alone voice systems, the message is simply stored, awaiting pick-up by the person receiving themessage; in integrated voice mail/PBX, the message receiver has the option of picking up thephone. People can usually access their voice mailboxes from any telephone (both inside andoutside the organization). The telephone keypad is used to listen to messages in the mailbox,save them, delete them, or send them to others. This permits field representatives or travelingexecutives to maintain contact with the home office and to keep up with their messages.Salespeople can use these systems to enter orders over the telephone from the customer'soffice. Some universities are using voice mail systems to enable students to register for classes.

All of these applications can provide organizations with a competitive edge.Is voice mail just a fancy answering machine? They serve similar purposes, but do not use thesame storage techniques. A voice mail system translates the word of message into digitalimpulses, which it then stores on disk, just as any other data.

g. Electronic Data Interchange (EDI):

Paper handling is the bane of organizations. Paper must be transmitted, filed, and stored. It takesup much of people's time and requires the felling of considerable number of trees. Is there a wayto accomplish the same business tasks without using the paper?One answer lies in business-to-business transactions conducted via computer network. Electronicdata interchange (EDI) is direct electronic exchange between organization's computer systems ofstandard business documents such as invoices, purchase orders.Businesses use a great deal of paper in transmitting orders. One method devised to cut down onpaperwork is electronic data interchange (EDI). EDI is a series of standard formats that allowbusinesses to transmit invoices, purchase orders, etc. electronically. In addition to eliminatingpaper-based ordering forms, EDI can help to eliminate errors in transmitting orders that resultfrom transcription mistakes made by people. Since EDI orders go directly from one computer to

another, the tedious process of filling out a form at one end and then keying it into the computerat the other end is eliminated.

Many firms use EDI to reduce paperwork and personnel costs. Some large firms, especiallydiscounters, require their suppliers to adopt EDI and, in fact, have direct computer hookups withtheir suppliers.

h. Electronic Fund Transfers: Instant Banking:

Using electronic fund transfers (EFT), people can pay for goods and services by having fundstransferred from various accounts electronically, using computer technology. One of the mostvisible demonstrations of EFT is the ATM, the automated teller machine that people use to obtaincash quickly. For example, make payments to a supplier, or pay salaries into employees' bankaccounts, or transfer funds from one bank account to another account by sending electronic datato his bank.

Electronic funds transfers are not limited to transfers between institutions and individuals. Banksand other financial institutions transfer funds among themselves electronically, on both thenational and international level.


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i. Bulletin Boards:

Person-to-person data communication is one of the more exciting ways of using your personalcomputer. A bulletin board system (BBS) uses data communications systems to link personalcomputers to provide public-access-message systems. Most bulletin boards are formed to benefitpeople in a club or with a common hobby; others are linked to a particular business. Electronic

bulletin boards are similar to the bulletin boards you see in student lounges. Somebody leaves amessage, but the person who picks it up does not have to know the person who left it. To getaccess to someone else's computer, all you really have to know is that computer's bulletin boardphone number. You can use any kind of computer, but you need a modem so you cancommunicate over the phone lines.

Anyone who has a personal computer can set up a bulletin board. It takes a computer, a phoneline, a modem, and particular software. You just tell a few people about your board, start up yourcomputer using the BBS software, and sit back and watch the messages start scrolling down yourscreen. But note that your computer must be left on to receive the calls.

3. Teleconferencing Systems:

The term teleconferencing refers to electronic meetings that involve people who are at physicallydifferent sites. Telecommunication technology systems allow meeting participants to interact withone another without traveling to the same location. The major types of teleconferencing exist:

a. Audio conferencing

b. Video conferencing

c. Computer conferencing

d. Telecommuting

a. Audio Teleconferencing:

Audio teleconferencing (conference phone calls) enables participants to hear each other only. Aspeakerphone may be used at one or more locations to allow groups to participate in the meeting.

Audio teleconferencing is by far the least expensive.

b. Video Conferencing:

Want to have a meeting with someone across the country .and go over some documents, withouthaving to go there? Videoconferencing is a method whereby people in different geographicallocations can have a meeting, and see and hear one another, using computers andcommunications.

Videoconferencing systems range from small videophones to group conference rooms withcameras and multimedia equipment. The system combines voice and television images that allowtwo or more groups to interact with one another. Video teleconferencing was first widelydemonstrated in 1964 at New York's World Fair when AT&T introduced its picture-phone.

Generally, video teleconferencing participants gather in relatively expensive, specially equippedrooms that can handle the complexities of simultaneous video and audio transmission. In


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business applications, video teleconferencing can be particularly effective because interactionbetween people is usually different when they can see each other.

c. Computer Conferencing:

Computer conferencing involves computer terminals and E-mail or electronic Bulletin boards.

Conference participants broadcast messages to each other (or post them on a commonelectronic bulletin board); participants do not have to be present to receive messages. Themessages are keyed in and then displayed on computer screens; hence, the "conversations" thattake place are electronic. Computer conferencing is a method of sending, receiving, and storingtyped messages within a network of users.

Computer conferencing can be particularly useful in project management. As critical pieces of aproject are finished, possibly at numerous geographically dispersed sites, this information isrecorded in the public electronic mailboxes of each project manager so that he has a real-timeupdate on both costs and progress. The project managers can also communicate with each otherthrough the mailboxes regarding any unusual events or any other important matters.

d. Telecommuting:

Improvements in data communications, increased power of PCs and changes in workingpractices are leading to the spread of telecommuting. This allows employees to work at homeusing computer equipment, which is linked via the public communications network to computersin head office.

Telecommuting is beneficial to both employers and to their employees. Office accommodationcosts are reduced, physical commuting is reduced to a minimum, and employees are not forcedto live near their offices.

Telecommuting

Advantages Disadvantages

To Employer:

Less office space and

furniture needed

Gives access to employees

who may find conventional orfull time employment difficult.

Difficulty in controlling

employees and ensuring theyare working

Data and confidential

Information will be less secure

Higher communication costs

Lack of company culture- and

values

To Employees:

Less time and expense

traveling to and from work More flexibility

Fewer interruptions than at

the office (depends on homeenvironment)

Space taken up at home with

office equipment

Lack of social rewards frombeing, part of an office

No definite distinction between

office and home can lead tolonger working hours

More Interruptions than at the

office (depends on homeenvironment)


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Office Automation System Collects

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