office automation

OFFICE AUTOMATION

SANJEEV

PRESENTATION OUTLINE

1. INTRODUCTION

2. EVOLUTION OF OFFICE AUTOMATION

3. BUILDING BLOCKS OF OFFICE AUTOMATION

4. CHALLENGES

5. OFFICE AUTOMATION TOOLS CLASSIFICATION

6. OFFICE AUTOMATION TOOLS

7. ADVANTAGES

8. DRAWBACKS

9. CONLUSION

INTRODUCTION

The term office automation refers to all tools and methods that are applied to office activities which make it possible to process written, visual, and sound data in a computer-aided manner.

Office automation is intended to provide elements which make it possible to simplify, improve, and automate the activities of a company or a group of people (management of administrative data, synchronization of meetings, etc.).

INTRODUCTION cont…

Office automation tools refer to the varied computer machinery and software used to digitally create, collect, store, manipulate, and relay office information needed for accomplishing basic tasks and goals.

Raw data storage, electronic transfer, and the management of electronic business information comprise the basic activities of an office automation system.

INTRODUCTION cont…

EVOLUTION OF OFFICE AUTOMATION

The history of modern office automation began with the typewriter and the copy machine, which mechanized previously manual tasks.

In the 1970s and 1980s, advent of the personal computer revolutionized office automation. This revolution has been so complete, and has infiltrated so many areas of business, that even the smallest companies commonly utilize computer technology to maintain financial records, inventory information, payroll records, correspondence, and other pertinent business information.

EVOLUTION OF OFFICE AUTOMATION cont…

Today, office automation is increasingly understood as a term that refers not just to the mechanization of tasks but to the conversion of information to electronic form as well.

BUILDING BLOCKS OF OFFICE AUTOMATION

1. Networking infrastructure – LAN/Internet

2. Computing resources –

PC/WorkStation/Server/Laptop

3. Office accessories – Printer/Scanner/Fax-

machine/Photo copier

4. Software tools – Word, Excel, Power Point etc.

5. Skilled manpower

CHALLENGES

1. Infrastructure

Office space

Hardware/Office accessories

Networking infrastructure

Software

2. Training and Skill enhancement of employees

3. Employees resistance

4. Management willingness to implement

5. Capital

OFFICE AUTOMATION TOOLS CLASSIFICATION

1. Document preparation and handling toolsThis covers word processing, list processing, graphic package, desktop publishing and variety of peripheral functions such as spell checkers, thesaurus and dictionaries. Examples - MS Word, Excel, Coreldraw, Photoshop etc.

2. Data processing toolsIt covers the use of IT tools or software packages which processes the data. Examples – Payroll System, CSD System, Finance & Accounting System etc.

OFFICE AUTOMATION TOOLS CLASSIFICATION

3. Workflow systems Workflow is concerned with automatic routing of documents to the users responsible for working on them in a sequential manner. The documents (data) may be moved over the network or maintained in a single database. Access rights are given to the concerned users to access the documents. Example – Material management system, Temporary duty management system.

OFFICE AUTOMATION TOOLS CLASSIFICATION cont…

4. Information handling toolsThis is concerned with electronic filing and retrieval (in text, data, voice or image), enquiry and access to both organizations and external databases. Examples - PIS, Digital Library etc.

OFFICE AUTOMATION TOOLS CLASSIFICATION

OFFICE AUTOMATION TOOLS CLASSIFICATION cont…

5. Communication toolsSince the majority of the time spent by the employers and employees in some form of communication activity, this is a particularly important area and includes :

Email, Voice messaging, fax

Teleconferencing, video conferencing etc.

OFFICE AUTOMATION TOOLS CLASSIFICATION cont…

6. Activity management Tools covered in this area assist the user in organizing his time and resources. Examples – Online calendars, Reminders, Scheduler, Project management tools etc.

OFFICE AUTOMATION TOOLS CLASSIFICATION cont…

7. Decision support toolsThese are the tools that enable the management and users to assist in decision making. Various data modeling, charting, statistical analysis and simulation tools come under this category.

Budget forecasting, Manpower planning etc.

OFFICE AUTOMATION TOOLS

Electronic PublishingThe term refers to all software packages and hardware which makes is possible to meet the office needs. It comprise of the following software and hardwareo Word processingo Spread sheeto Presentationo Databaseo Document Imaging and scannero Document Printing and printer

OFFICE AUTOMATION TOOLS cont…

Payroll Systemo Salary details (Credits & Recovery)o Loan Detailso TDS detailso Miscellaneous Credit & Recoveryo Salary slip generationo Annual and monthly summaries

OFFICE AUTOMATION TOOLS cont…

Library Management Systemo Easy and fast searcho Advanced search optionso Better catalog managemento Fast issue and deposit of books/journalso Search facility at users desktop through network

OFFICE AUTOMATION TOOLS cont…

Human Resource Management Systemo Employee databaseo Track employees skillso Job performance and training assessmento Planning for career developmento Team building

OFFICE AUTOMATION TOOLS cont…

Finance & Accounts Management Systemo Ledger managemento Tracks assets and funds flowo Timely information about cash and fund positiono Budget managemento Faster clearance and settlemento Generation of financial statements

OFFICE AUTOMATION TOOLS cont…

Material Management Systemo Better control over inventoryo Demand initiation & approvalo Supply order generationo Transparent workflow processo Easy traceabilityo Less manpower movement

OFFICE AUTOMATION TOOLS cont…

Attendance & Access Control Systemo Entry to authorized persons onlyo Employees In-Out detailso Employees Absent/Present detailso Employees working hours detailso Leave records

OFFICE AUTOMATION TOOLS cont…

Personal Information System (PIS)o Employees personal detailso Service detailso Experience detailso Qualification detailso Family detailso LTC detailso Awards & Honors details

OFFICE AUTOMATION TOOLS cont…

Electronic Bulletin Board Systemo Single interface for various types of information –

Circulars, Notice, ISM, DO parts etco Timely information availability throughout the

organizationo Paperlesso No need for manual distribution

OFFICE AUTOMATION TOOLS cont…

ConferencingThe use of electronic transmission to permit same-time different- place meetings–Audio conferencing = a single telephone call involving 3 or more people–Audio graphic conferencing = an extension of audio conferencing, permitting the participants to see graphical material–Video conferencing = interactive meeting involving groups of people that can see each other using display screens

OFFICE AUTOMATION TOOLS cont…

Instant Messaging and Chat Roomso Instant Messaging = real time exchange of messageso Chat Rooms = informal computer conference

Both are part of the Internet culture, and have developed into business tools

OFFICE AUTOMATION TOOLS cont…

Project Management Systemo Ensures proper communications & coordination to

relevant teams

o Improves monitoring and control over projects

o Increases efficiency in tracking progress of projects

o Faster issues resolution

OFFICE AUTOMATION TOOLS cont…

Decision Support Systemo At management levelo Integration of organization wide data from different

sourceso Sophisticated analytical models or data analysis toolso Assists management in decision making

ADVANTAGES

Increased productivity Reduction in delays Timely information Faster storage and retrieval Efficient Processes

Automation of manual steps Paperless Reduced errors Enforce business rules Better monitoring

Reduced paper work Smooth workflow

ADVANTAGES cont…

Sharing of resources Pinpoint accountability Better Communication and Coordination Better tracking Helps to create paperless office Helps in Standardization (Standardized forms

pickup, submission, and approval) Better and faster decision making Time saving and the ability to handle

increased work loads

DRAWBACKS

High capital investment Susceptible to hardware, network and

software failure Skilled manpower requirement for to handle

automation tools High operating cost (may require specialized

hardware and facilities) Training cost Underutilization of equipments

DRAWBACKS cont…

Fear of obsolescence In-compatibility of hardware and software Dependency on equipment Data security Less understanding of processes Multipoint failure

CONCLUSION

Office automation has now became an integral part of any organization whether small or large.

Depending upon the complexity and requirement of the organization one can choose the suitable “Office Automation” tools from wide variety of tools.

It not only useful in doing routine jobs efficiently but also assist in decision making.

THANK YOU

OFFICE AUTOMATION TOOLS cont…

Management Information System (MIS) Provides information for managing an organizationo Extract and summarize data from Transaction

Processing System- Allow management to monitor & direct the organization- Provide accurate feedback

o Provide pre-specified reports on a scheduled basis

OFFICE AUTOMATION TOOLS cont…

Computer-Aided Engineeringo Analyzes functional characteristics of a designo Simulates the product performance under various

conditions

Computer-Aided Manufacturingo Computerized data collectiono Series of programs to control automated equipment

on shop flooro Integrated data flows between design, manufacturing,

planning, and other business functions

OFFICE AUTOMATION TOOLS cont…

Computer-Aided Designo Accept coded descriptions of components and

processes o Faster & easy design making and modificationo Graphically display the resulting product