FACTORS AFFECTING THE EFFICIENCY OF DATA PROCESSING SYSTEMS

Introduction Data processing systems are frequently called transaction processing systems because they are the systems that records, process and report on the day-to-day business activities of an organisation. Data processing concerns all the routine transactions that need to be performed day-to-day basis. These include: Processing customer orders; Dealing with returns; Arranging deliveries; Processing the payroll; Dealing with stock and suppliers.

The Effects of Hardware One factor that limits an IT systems is hardware. Software uses the capabilities of hardware. Meaning specific software will run on specific hardware. When you purchase software there is a list on minimum requirements/specifications.

Effects of Hardware Cont. Speed of processing depends on the type and speed of the processor and the amount of RAM (Random Access Memory). More amounts of RAM means more amounts of instructions or data can be held by the computer at one time in memory which speeds up processing. Computers should have plenty of excess RAM for future expansion/more demanding software.

The Effects of Software There is always a choice of software, this should be carefully researched. Some software can be used to for any tasks i.e. WORD PROCESSING software can be used to design a poster, create a simple magazine although more complex DTP software could be used to create a more professional product. Poor software can contain bugs and errors which frustrate uses or cause the software to crash and lose works. In some cases it will be necessary to create software from scratch instead of using off the self products, however this is very expensive and time consuming.

Suitability of the Operating System Some newer software requires the latest operating system in order to run. You must check that the software you want to use is compatible with the OS you are running. Some new software will not run on OS’ and some older software will not run on newer OS’.

The Effects of Communication Anyone involved in working with a new system should be involved in its development. There must be sufficient communication between software developers and the ends users at every stage of development.

The Effects of Input (GIGO) The output from a system should always be considered first as this determines the input and what processing needs to be done. If a system does not consider this in the developmental stages the system may not be able to produce the desired output as the correct information is not being inputted. The data validation techniques also need to be correct on the input. GIGO stands for Garbage In Garbage Out and refers to - if nonsensical data is input into an ICT system then your only going to get useless output.

LIMITATIONS OF DATA PROCESSING SYSTEMS

Limitations of Data Processing Systems Data processing systems are designed to complete task in the most efficient way. The success with which they do this depends on a number of factors.

Software Limitations Ability to transfer data – data is frequently passed of software to another. If one could not read the data from another this would be a serious limitation. Bugs – Software frequently has bugs which could cause the software to crash. The software must be tried and tested before being passed to the end user. Compatibility – You may not have the correct hardware and/or OS required to run the software. Poor design – Poorly designed software can cause user frustration and even RSI if there is too much user input from the keyboard.

Compatibility If a new a system is being developed there are a number of things that need to be considered: Will the new system work with the existing data? Don’t want to spend time re-entering data Will the old system work with the new data? Sometimes data can be bought from elsewhere Will the new software work with the existing software? Stock control with a purchasing system Will the new system work with the existing hardware? Is the hardware capable of running software.

Insufficient Testing Software often is written in a rush – testing suffers! Insufficient testing means: Software contains bugs which cause the computer to crash Software does not produce the correct results owing to incorrect formula Software does not do exactly what is required

Maintenance Procedures Systems need to be maintained so that they function correctly. Maintenance problems include: Not taking regular backups of programs and data causing risk to an organisation. Not updating software regularly, new viruses could be introduced to the system. Not changing passwords regularly. This can compromise the security of data.

Cost Cost is always a limiting factor when trying to produce the best ICT system. Cost will limit: The amount of time that can be spent producing the system; The amount of new hardware and software that can be bought; Staff training to use the system; The ability to keep updating the software to take advantage of the functionality.

Hardware All system must be fully justified financially. It must be capable of generating savings or efficiencies, or provide greater opportunities for profits. If a system costs £20,000 and only saves £2000 a year it is not worth developing.

Support Some user may feel they are not given appropriate support with systems. They may feel: Hardware problems are not dealt with quickly enough; Problems with programs not producing the correct output; Have not been given enough training; They have no way of recording the problems they encounter.