Topics Covered: Data processing and its need Data processing and its need Steps in data processing...
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Transcript of Topics Covered: Data processing and its need Data processing and its need Steps in data processing...
Data Processing
Topics Covered:
Data processing and its need
Steps in data processing
Objectives of data processing
Operations of data processing
Methods of data processing
Data Processing:
It is the process of converting the data into directly useful form by
applying some manipulations and calculations. Data processing can be
performed manually or electronically.
Need for data processing:
Data processing came into existence to maintain increasing need of
complex information. It can assist in handling the paperwork for an
ever-increasing volume of data. The processing of data usually requires
performing repetitive operations with few variations on one document
after another.
Steps in data processing:
Various steps involved in data processing are:
1.Identifying the data: The first step in data processing is to collect
related facts from the source document. e.g. marks collected from
checked answer sheets.
2.Input: After collecting these facts needed to be given to data
processing system. The input of data into a data processing system
occurs when data stored on the documents is recorded in some form
acceptable for entry into the data processing system. e.g. information of
an employee recorded in a time card is an input for pay roll system.
3.Processing: It is a step of applying calculations on data to convert it
into directly useful form. Before actually processing input may need
shifting, sorting, rearrangement and validation checks. After this various
calculations are applied on data to convert the data into more useful
form. e.g. finding topper of class using marks of different students is
processing.
4.Output: Main purpose of data processing is to provide meaningful
related information. Output refers to the final result obtained after
processing the data. e.g. Result obtained after processing marks is an
output.
5.Distribution: It means distribution of output to different persons. The
document that contains output is known as report, e.g. Mark sheet is a
report.
6.Storage: It refers to the storage of processed data. This storage is kept
for future use. The stored data may be directly useful or may be used as
input for next stage processing.
Basic pattern of data-processing
Input OutputProcessing
Objectives of data processing:
Major objectives of data processing are:
Handling large volume of data: basic objective of data processing is
to handle large volume of data so that organization can work efficiently.
Provide timely information: Different types of information are
required in organization. Data processing provides accurate and timely
information.
Storage and retrieval of information: Through data processing
information can be stored and retrieved as and when necessary.
Helps in decision making: To work properly there is a need of
decision making. Data processing helps in accurate decision making by
providing accurate and timely information.
Improve productivity: To improve productivity various checks are
identified and applied. Data processing helps in confirming such
activity.
Data processing operations:
Major operations involved in data processing are:
Data generation: It is the process of collecting the facts. These facts
can be collected through observations or interviews or using some
source document.
Classification: It is an activity of dividing the data or identifying the
like data on the basis of one or more characteristics. e.g. employee time
cards may be grouped by departments.
Sorting: After data is classified, it is usually necessary to arrange or
rearrange the data into some logical order. This arranging or rearranging
procedure is called sorting. e.g. Employee time cards classified by
department may be sorted by employee’s last name.
Calculations: The arithmetic manipulation of data to create meaningful
results is known as calculation. This operation is the most significant
part .This operation results in conversion of data into information. e.g.
after classification & sorting of time cards net pay for each employee
may be calculated.
Summarizing: Finally data must often be reduced to a meaningful,
concise form. This process is called summarizing.
Data retrieval: It is the process of searching the data. The data retrieval
from the file may be retrieved in sequential or direct manner.
Reporting: It is the last operation of data processing. In reporting, the
result of data processing is made available to others. The processed
information may be reported in different manner depending upon the
need and use of the information.
Methods of data processing:
Data can be processed in any of the following ways:
-Manual -Mechanical -Electronic
Manual data processing: It is a method in which all processing is done
by human beings. It is the common type of data processing. The human
beings receive data through his five senses, store it in brain which act as
control and logic unit and books, reports, records etc. act as external
storage, using this human being perform many operations on data and
provide results. It is a slow and error prone method.
Functions of manual data processing system
Data information
n
PROCESSING
PERMANENT STORAGE
CENTRAL PROCESSOR
TEMPORARY STORAGE
A DESK
INPUT OUTPUT
INPUT TRAYS
OUTPUT TRAYS
FILING CABINET
ACCOUNTATNT
Mechanical data processing: It is a method in which mechanical tools
like adding machines, cash registers, calculators etc. are used for fast
calculation, analysis and retrieval of data. These tools provide
advantages like speed, accuracy, neatness, effective control etc.
Electronic (Computerized) data processing: Commonly known as EDP.
it is a method which use computer for processing. The characteristics of
computer such as high speed, accuracy, capability of storing large
amount of data has made it the most powerful tool for data processing.
Functions of electronic data processing system
Data information
n
PROCESSING
PERMANENT STORAGE
CENTRAL PROCESSOR(ALU)
TEMPORARY STORAGE (main memory)
Magnetic core, semiconductor memory etc.
INPUT OUTPUT
KeyboardCard
readerMICROCRetc.
MonitorPrinter
etc.
Cards,tapes,disk etc.
Thanks!!