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.

Office Automation: Hardware & Office Automation: Hardware & SoftwareSoftware

Major Modules- Office Major Modules- Office AutomationAutomation

Office Automation Suite- Office Automation Suite- ExampleExample

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.

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