5.1 Basics of Office Automation Affordable computer hardware and user-friendly application software make computer systems the most popular working tools in offices. Labour intensive office tasks have largely been replaced by computerized processes: Financial data Payroll records Customer records Inventory information

A typewriter was once a popular method for producing a document. 5.1 Basics of Office Automation A typewriter was once a popular method for producing a document.

5.1 Basics of Office Automation Office automation refers to the use of computer technology on accomplishing office tasks. It emphasizes that tasks should be done automatically as far as possible. The major applications of office automation include: Data processing Management of digital information Information exchange

Increased Productivity Better Communications Better Data Management 5.1 Basics of Office Automation The advantages of office automation include: Increased Productivity Better Communications Better Data Management Reducing Company Expenses

5.1 Basics of Office Automation Increased Productivity Complete time-consuming office tasks in shorter time Better Data Management Digital data and documents can be effectively stored, reused and referenced through a computer network. Better Communications Various digital communication channels: E-mail Video conferecing IP phones Instant messenger These channels can complement traditional communication methods. Reducing Company Expenses The operating cost of office automation software is low. Storing document digitially can save office space.

5.1 Basics of Office Automation Source: http://www.panasonic.oa.hk/english/officeauto.aspx A company providing office automation solution

5.1 Basics of Office Automation Source: http://www.panasonic.oa.hk/english/officeauto.aspx A company providing office automation solution

5.2 Software and Hardware for Office Automation Software in Office Automation A number of types of application software have been developed for office automation. Application software helps us organize raw data into useful information. Typical examples include: Word processors Spreadsheets Database software Presentation software Communication software Image editing software

Common types of application software used in office automation 5.2 Software and Hardware for Office Automation Software in Office Automation Application software Example Usage Word processor Microsoft Word, OpenOffice.org Writer Create, modify, format and print documents. Spreadsheet Microsoft Excel, OpenOffice.org Calc Organize, calculate, chart and present data on spreadsheets. Database software Microsoft Access, OpenOffice.org Base Create and manage data files systematically, and execute queries. Common types of application software used in office automation

Common types of application software used in office automation 5.2 Software and Hardware for Office Automation Software in Office Automation Application software Example Usage Presentation software Microsoft PowerPoint, OpenOffice.org Impress Create slides with multimedia elements for presentations. Communication Microsoft Outlook Manage address books, appointment calendars, and e-mails. Image editing Adobe Photoshop, Ulead PhotoImpact, OpenOffice.org Draw Create and modify images. Common types of application software used in office automation

5.2 Software and Hardware for Office Automation Hardware in Office Automation Computer systems are the essential types of hardware found in a modern office. The standard input and output devices include: Keyboards Mice Monitors Speakers Microphones Common types of hardware for office automation include: Network printers Fax machines Scanners

5.2 Software and Hardware for Office Automation Hardware in Office Automation Hardware used in office automation

5.2 Software and Hardware for Office Automation Hardware in Office Automation Besides computer systems, a computer network equipped with servers are essential in providing a wide range of services for office automation in a modern office. Some examples of a computer network equipped with servers: File servers E-mail servers Database servers

5.2 Software and Hardware for Office Automation Hardware in Office Automation Besides computer systems, a computer network equipped with servers are essential in providing a wide range of services for office automation in a modern office. Some examples of a computer network equipped with servers: File servers E-mail servers Database servers

5.3 Basic Activities in Office Automation There are four basic activities in office automation: Data application Data exchange Data storage Data management

5.3 Basic Activities in Office Automation Data Application In office automation, data application includes: Editing documents Producing reports and documents Modifying digital images

Type of data application 5.3 Basic Activities in Office Automation Data Application Type of data application Application software Example Data analysis Spreadsheet, statistic software Microsoft Excel, SPSS Digital image modification Image editing software Adobe Photoshop, Microsoft Photo Editor, Paint.NET Document production Word processor Microsoft Word, OpenOffice.org Writer Report generation Database management system Microsoft Access, MySQL, Oracle Enterprise Manager Application software used in various types of data application in an office

Examples of software used in data application 5.3 Basic Activities in Office Automation Data Application Microsoft Excel Examples of software used in data application

Examples of software used in data application 5.3 Basic Activities in Office Automation Data Application Paint.NET Examples of software used in data application

Examples of software used in data application 5.3 Basic Activities in Office Automation Data Application Microsoft Word Examples of software used in data application

Examples of software used in data application 5.3 Basic Activities in Office Automation Data Application MySQL Examples of software used in data application

5.3 Basic Activities in Office Automation Data Storage Office records, documents and various kinds of multimedia materials are common types of data found in an office. Some examples of multimedia materials: Scanned forms Voice mails Videos recorded during video conferencing

5.3 Basic Activities in Office Automation Data Storage Various secondary storage devices can be used to store the data. Secondary storage device Usage Hard disk Storage of data and software Compact disc read-only memory (CD-ROM) and digital versatile disc (DVD) Files backup or transfer Magnetic tape System backup Memory card Storage of files in portable electronic devices Common secondary storage devices used in office automation

5.3 Basic Activities in Office Automation Data Exchange Can be carried out through electronic communication channels Some examples of electronic communication channels: E-mail Voice mail Fax For a well-designed computer network, vast amounts of digital information can be instantly transferred from one device to another instantly or shared among a number of users simultaneously. Video conferencing and groupware are typical applications of exchanging information in office automation. Groupware and network computer systems enable many users in an office to access data stored in a central repository.

Video conferencing between several parties in different locations 5.3 Basic Activities in Office Automation Data Exchange Video conferencing between several parties in different locations

5.3 Basic Activities in Office Automation Data Management The primary objective of office automation is to manage data from all aspects of a business including: Inventory records Financial plans Personnel information Marketing expenditure Customer orders A number of applications have been developed to meet the needs of data management.

5.3 Basic Activities in Office Automation Data Management Database Management System (DBMS) Data is stored in the form of records with a specific structure in a database management system (DBMS). Provides tools and functions for efficient data access and generating reports.

Microsoft Access – an example of a database management system (DBMS) 5.3 Basic Activities in Office Automation Data Management Database Management System (DBMS) Microsoft Access – an example of a database management system (DBMS)

5.3 Basic Activities in Office Automation Data Management Task Scheduling Systems An office automation system is often used to track both short-term and long term data in: Financial plans Workforce allocations Marketing expenditure Inventory control Provide tools for monitoring and managing various project and activities through: Timelines Resource equations Electronic scheduling

5.3 Basic Activities in Office Automation Data Management Task Scheduling Systems Major functions of a task scheduling system include: Tasks scheduling Cost management Resources allocation Quality control Reports generation

5.3 Basic Activities in Office Automation Data Management Task Scheduling Systems Can be a sophisticated application system specially developed for large companies and corporations such as: Civil construction companies Worldwide carrier express companies Task scheduling systems which can manage smaller projects: Microsoft Project OmniPlan ProjectPier

A worksheet of Microsoft Project 5.3 Basic Activities in Office Automation Data Management Task Scheduling Systems A worksheet of Microsoft Project

A worksheet of Microsoft Project 5.3 Basic Activities in Office Automation Data Management Task Scheduling Systems A worksheet of Microsoft Project

5.4 Effectiveness of Office Automation There are a number of factors affecting the effectiveness of office automation. Two main factors that determine the effectiveness of office automation: Equipment People

5.4 Effectiveness of Office Automation Equipment When office automation is introduced into an office, the following factors should be considered: The cost of installing and maintaining the equipment is within the proposed budget. The new office automation system is compatible with the existing system. The time required for system implementation is well controlled. The levels of technical requirement are tailor-made for the users. The physical arrangement of equipment is suitable for the current situation in the office.

5.4 Effectiveness of Office Automation People Basically the users of an office automation system can be: Managing directors Managers Computer engineers Secretaries Clerks They work in different posts and use different functions of an office automation system. To ensure proper and effective operation of an office automation system, extensive and well-organized training programmes should be launched so that the users can adapt to it more easily.

5.4 Effectiveness of Office Automation People Basically the users of an office automation system can be: Managing directors Managers Computer engineers Secretaries Clerks They work in different posts and use different functions of an office automation system. To ensure proper and effective operation of an office automation system, extensive and well-organized training programmes should be launched so that the users can adapt to it more easily.