INFORMATION SYSTEMS - OFFICE AUTOMATION SYSTEM
8. OFFICE AUTOMATION SYSTEM (OAS)
8.1 INTRODUCTION
An automation system is a planned change in the physical or administrative task utilizing a
new process, method, or machine that increase productivity, quality and profit while
providing methodological control and analysis. The value of system automation is in its
ability to improve efficiency, reduce wasted resources associated with rejects, increased
consistency, enhanced quality, and greater customer satisfaction and maximize profits.
Automation systems vary from simple ones to highly complicated ones.
Office Automation is the process of applying modern machines and technology to improve
information management as well as the overall performance of an organization. Small
businesses often manage to perform all their office tasks from simple desktops or laptops.
However, when the business expands, scales and number of tasks needed to keep the
business running increases experientially. In the recent years, the use of office automation
to solve increasing tasks has increased exponentially.
The term Office Automation become popular in the 1970s and 1980s when desktop
computers exploded onto the scene and became a common item of usage found almost
everywhere.
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 systems is a blend of different technologies which help in reducing the
manual labor required in operating an office environment.
Office automation systems are concerned with handling, controlling and distribution of the
information in the organization. These systems aim at increasing business effectiveness by
the use of technology for the improvement in both the quality and productivity of work
performed in the office by clerical and knowledge workers. Office automation system
provides for the incorporation of documents of all types by integrating images into the
system.
Office Automation tasks deal in data storage, transfer, management and information
retrieval and dissemination tasks - all electronically, it does not matter whether the task is
to be accomplished at the same geographical location or on the network at some other
location.
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INFORMATION SYSTEMS - OFFICE AUTOMATION SYSTEM
Thus, we can say, “Office Automation is the integration of computer,
telecommunications and office requirement technologies to improve the execution of
business functions through increasing the productivity, effectiveness and working conditions
of office support staff.”
Office Automation Systems generally facilitate the following:
1. Producing documents
2. Storage and retrieval of documents
3. Transmission of documents and messages
4. Scheduling, meeting and managing records
8.2 ACTIVITIES OF OFFICE AUTOMATION SYSTEMS
Office automation system is the combination of hardware, software and people in
information system that process office transactions and support office activities at all levels
of the organization. These systems include a wide range of support facilities, which include
word processing, electronic filling, electronic mail, message switching, data storage, data
and voice communications etc.
1. Activities performed by clerical personnel (clerks, secretaries, typists, etc.)
2. Activities performed by the executives (manages, engineers or other professionals
like economists, researchers etc.)
Following is the list of activities in the first category (clerical)
a) Typing
b) Mailing
c) Scheduling of meetings and conferences
d) Calendar keeping and
e) Retrieving documents
Following is the list of activities under the second category (managerial category)
a) Conferencing
b) Production of information (message, memos, reports etc) and
c) Controlling performance
Use of information technology facilities both types of activities. A wide variety of office
automation devices like fax machine, copier, phones, scanners etc. are used in the offices.
Automation has altered the whole concept of work, office automation aims to organize the
functions in such a way that they do not have to be carried out on a variety of equipment.
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INFORMATION SYSTEMS - OFFICE AUTOMATION SYSTEM
Information Technology has transformed the way work is performed in India
offices these days, backbone of office automation being the Local Area Network (LAN). LAN
allows users to transmit data, mail and voice across the network. All major office functions
these days like dictation, typing, filing, copying, using fax, printing, record management and
phone calling are performed making use of computers.
Three basic types of activities performed in an office automation system are:
1. Storage of information
2. Data Exchange
3. Data Management
The Hardware and Software components combine to fulfill basic functions that are needed
to be accomplished for the business house. A computer system can be used for storage.
Exchange of data/information is another important component of OAS. Fax/phone or some
other type of communication hardware is required for communication/ exchange real time
transfer of information is also allowed and specific software tools are used to organize,
manage and maintain the system data.
Broadly, the activities under OAS are categorized into two:
1. Electronics Publishing, Processing and Management Systems
2. Electronic Communication and Meetings System
8.3 ELECTRONIC PROCESSING, PUBLISHING AND MANAGEMENT SYSTEMS
Electronic Processing, Publishing and Management Systems enable the users to file different
documents on storage media. Image Processing, multi-media, presentation software, ecalendaring automate the office tasks greatly and improve efficiency.
a) Word Processing: Word processing is the most basic and common office automation
activity. It refers to preparation of documents such as letters, reports, memos etc. With
the assistance of a computer. Text entered by keyboard, displayed on the monitor can
be manipulated in different ways. The data entered can be edited, stored and
reproduced with the use of very simple commands, hence eliminating the need of
retyping the entire document. Word processors can check the spellings of text
automatically, can create tabular data, replace a particular word with the other and can
also generate pre-define letters addressed to many persons by merging the letter and
the addresses through a program called main merge.
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Figure OAS-1: Word Processing Applications
Advantages of Word Processing
 Word Processing improves productivity
 Reduces retyping time for error free copy
 Very easy revision or changes to a document
 Increases the speed of output
 Sophisticated commands for format, edit and print documents
 Improves human resource utilization
 Preformatted document templates
 Better control and supervision
 Serves as input for electronic filing system
b) E-filling: Electronic filing system facilities the filing of incoming and outgoing mails and
documents on a storage media. Information captured from the documents can be
stored for further reference. E-filing facilitates space saving and also permits to easily
modify cross reference indices. The indices contain pointers which point to the location
of the documents.
c) Multimedia: It is basically the combination of several types of media such as text,
graphics, and animation, audio and video that interacts with each other to generate
information. The system must have the suitable peripheral devices. It is quite useful in
creation of presentations.
d) Image Processing: Image Processing allows user to electronically capture, store, process
and retrieve images of documents that may include text, numeric or graphic data. It
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includes optical character recognition (OCR) technology and optical mark
recognition (OMR) technology. Its basic use is to convert data on paper to a digital
format for storage on to a secondary storage device. Companies use OCR to avoid costly
process of hardcopy. OCR Software along with an optical scanner can convert hard-copy
text to digital information and store in on disk. OMR documents save the time
considerably as data is entered to the system.
Figure OAS-2. OCR and OMR
e) Videotex: It is the use of a computer to display a stored text and or graphic on the
display screen.
f) Presentation Graphics: Presentation graphics enable the users to make presentation in
graphical from which is required for better understanding because when concepts are
understood in a better way, results in better decision making. MS-Excel spreadsheets
and MS-PowerPoint presentation software can be used for this purpose.
Figure OAS-3: MS-EXCEL and MS-POWERPOINT
g) Desktop Publishing: It is use of computers and other accessories to prepare on output
that is very close in quality to that produced by a typesetter. Software generally used
for publishing are: Page Maker and Corel Draw etc.
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INFORMATION SYSTEMS - OFFICE AUTOMATION SYSTEM
h) Electronic Calendaring: E-calendaring is the use of computer to remember important
appointments or dates. It is also called as electronic scheduler. Appointments and
memos can be added, moved, copied or simply displayed here. Alarms and reminders
can also be used to automatically notify the users regarding important appointment.
These enable the executives to stay on schedule and ensure that they do not miss
important meetings, by making ‘To do’ lists.
i)
Computer graphics: Many computer graphic software are also available in the market
which provide graphic capabilities for the end users; computer added design helps to
design complex mechanical and electronic products.
j) Voice Processing: Voice processing records voice message and stores these messages
on secondary storage which can be sent to the person concerned. The recipient of the
message can listen to the voice message by playing it.
Figure OAS-4: Voice Processing
8.4 ELECTRONIC COMMUNICATION AND MEETING SYSTEMS
Electronic Communication System help the users to communication fast amongst
themselves without wasting time, effort and energy. In an office, on the average, about 50%
of the employees’ time is spent in communication. Efficiency in data communication results
in substantial benefits to the organization. Electronic meeting system also comes under the
umbrella communication because meetings actually allow different users to engage in two
way communication. In case of e-meetings, users do not have to travel to a common place.
Electronic meeting eliminates travel expenses and time wasted in travelling. Many people
sitting at geographically scattered locations can have a live conversation using advanced
meeting systems. Most popular electronic communication mode is E-mail or Electronic
mail.
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1.
E-mail: Electronic mail involves transfer of letters, file document and
other information through telecommunication lines rather than through physical
delivery. E-mail is an effective medium of communication when immediate two way
conversation is not required. Information travels very fast and the method is very
economical.
Figure OAS-5: Email Composition
E-mail consists of following:
i.
Sending message electronically to other users within same organization or different
organizations
ii.
Noting down the time of dispatch
iii. Authenticating the message with sign
iv.
Providing unlimited mail boxes
v. Providing security and privacy
Electronic mail systems are actually computer oriented systems for the electronic transfer of
information, including the text, message and/or graphics between two or more individuals.
Local Area Network has facilitated sharing of files and software among different computer
terminals on the network in the same office.
Type of information can be transmitted through e-mail:
i.
Message: Message includes memo, new items and reminders either in a
department, between different departments or between different locations.
ii.
Documents: Documents include computer output reports and text material either
from electronic storage or terminal entry.
iii. Graphics: Graphics include graphic-textual mixture
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Advantages of E-mail
(a) E-mail ensures fast transmission
(b) E-mail provides permanent record which can be printed or recorded.
(c) E-mail is distance independent, sending and receipt of message is almost instant.
(d) It is considered to be the legal proof.
(e) It does not disturb the recipient. He/she may read the mail whenever he/she likes.
(f) E-mail is the cheapest method or the most economical method of passing message.
(g) E-mail messages are transmitted very quickly; messages reach the destination within
minutes.
(h) Physical location of sender and receiver does not matter.
(i) Broadcasting and rerouting is possible, i.e. same message can be sent to a number of
target recipients, so single message can be circulated quickly and easily to multiple
people. The same message can also be rerouted or redirected to other persons also.
(j) Online document development is possible.
2. Voice-mail: It is a form of e-mail system in which messages are spoken over the speaking
device and delivered at the desired destination. The sending and receiving terminal for
voice can be telephone. The digitized voice or messages can be saved or transmitted at
the selected destinations and/or erased. It is very much similar to e-mail functioning.
Voice services may ask for id-code before allowing the users to access the voice mail for
security reasons e.g. voice message from the telephone companies for their customer.
3. Facsimile Transmission: This system allows the electronic transfer of the complete
contents of a document over an ordinary telephone line to be exactly reproduced at the
other end on a similar machine. In this, no typing is required. So there are less chances
of errors. We can transmit textual information, photographs, data and many other
different types of reports.
Figure OAS-6: Facsimile Transmission
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INFORMATION SYSTEMS - OFFICE AUTOMATION SYSTEM
(iv) Electronic Meeting System: This is a unique type of meeting system
where different users who are to engage in two-way communication do not have to travel
to a common place. Electronic conferencing can be of following types:
(a) Audio Conferencing
(b) Video Conferencing
(c) Desktop Conferencing
(d) Computer Conferencing
(a) Audio Conferencing: It is the voice communication between two persons who are sitting
at geographical distance. Audio conferencing is successful when limited numbers of persons
participate in it. Conference agenda is given in advance. It is better to record the
conference on to a storage media.
(b) Video Conferencing: It is use of both audio and video techniques to provide two-way
conferencing between users/ groups. Video conferencing is somewhat expensive.
Companies have to make the set up required for it.
Figure OAS-7: Video Conferencing
It involves following types:(i) One-way video and audio: Communication is in a single mode only. Participants at
different locations can only view and listen to the talk from source location, active
participation is not there.
(ii) One-way video and two-way audio: In such a transmission, audio can be exchanged
with participants at different locations; a common video remains available to all the
participants.
(iii) Two-way video and audio: In a two-way video conferencing, both audio and video can
be communicated between all sites, it is most effective method but expensive also.
Prerecorded presentation can also be shown and important information can be fetched
from that.
8.5 COMPONENTS OF OFFICE AUTOMATION SYSTEMS
After having an idea as to what office automation systems are and what are the activities
undertaken, lets us now have an idea regarding the development of OAS. The basic three
components are:
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Data Storage and Manipulation: This component makes use of office raw
data- forms , records and documents. This component is responsible of capturing and
editing of data- data may be in any form like text, images, audio, video etc. Word processing
software help the users to present the document in a presentable form using fonts, colors,
templates, headers/footers etc. Visual information adds much to the value of text, so
photographs and pictures/images can be added to the text using photo editing software like
Photoshop, Corel Draw etc., audio can be added using Adobe Premier Etc.
Data Exchange: The data stored can be exchanged and can be sent to multiple users at one
time. Facsimile, Electronic Mail and Voice Mail can be used to transfer information. Network
communication standards and protocols are used for transferring data/information
electronically.
Data Management: Data management is the last component of OAS. Task management,
scheduling system and reminder programs etc. Used for controlling and monitoring the OAS
.Time lines and limits are maintained. Data access and sharing is the prime need of Office
Automation Systems.
COMPONENT
Word processing (MS-Office)
Spreadsheet (MS-Excel)
Facsimile
Electronic Mail
FUNCTIONS
Preparation of typed well formatted documents.
Preparation of data in the form of tables, charts, graphs
Transmitting documents electronically
Transmitting typed messages electronically to one or more
recipients at one time.
Voice Mail
Transmitting spoken words/ messages to other end
electronically
Teleconferencing
Bringing together participants electronically for a
conference without travel.
E-scheduling/ calendaring
Managing activities/ reminders as per the meeting
schedules of time dependent events
Micrographics
Storing documents on microfilm for easy storage and
retrieval.
Desktop Publishing
Publishing good quality text
Telecommuting
Allowing employees to work from home.
Table 1: Components explained with Corresponding Functions
8.6 CASE STUDY: ATTENDANCE SYSTEM
The attendance system is used to monitor the attendance and movement of employees
within their working hours and to prepare materials for processing wages.
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Figure OAS-8: Attendance System
Automated attendance system allows you to diminish the number of errors occurring in
processing attendance data, raises the quality of employees’ personal approach to work
duties and prevents overtime being claimed unjustifiably.
One of the most tedious jobs in an organization is maintaining the attendance record of the
employees and making the salary cheques ready, keeping in view the time /hours worked in
the organization along with the extra time spent, deduction on the basis of off days and
leaves etc. In spite of the regularities and checks, deficiencies creep in. To deal with such
type of problems, organizations have started taking help from the Biometric Attendance
System. Thanks to the Hi-tech world, and technical advancements, which have made this
type of jobs very easy.
Attendance and time technology of biometrics is being used by a range of businesses for
addressing deficiencies in the conventional attendance systems. This type of system enrolls
the unique and permanent facial fine prints of
employees and records them in a database. Once
the enrollment process is over, the user has to just
look into the camera or just to place his finger tip in
the provided space, and system automatically
marks the attendance.
Biometrics literally means life measurement and it
is associated with utilization of distinctive
physiological
characteristics
for
identifying
individuals. A range of Biometric applications are
being used for authenticating person’s identity.
Two basic types are: Physiological and Behavioral;.
With the use of various features including
fingerprints, face, signature, and iris, a person is
identified.
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Figure OAS-9: Courtesy: bioenabletech.co
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INFORMATION SYSTEMS - OFFICE AUTOMATION SYSTEM
The need of physical presence at the time of identification with these systems
makes identification even more authentic. Use of this technology overcomes the necessity
of remembering passwords and Pins. This automated technology thus makes verification
and identification easier by identifying behavioral and physiological characteristics.
CLASSIFICATION/TYPES:
Biometrics can be divided into two groups based on purpose1. Verification
2. identification
Verification systems are more popular among the two types. These biometrics banks on the
database of the approved signatures, which are prepared well in advance. The System
checks the signatures with the already stored.
Figure OAS-10: Biometrics
DNA recognition takes into account the person’s DNA, its impossible to fake DNA since every
person’s DNA is mix of traits of his/her parents. Each cell in human body contains copy of
his/her DNA. This technology is comparatively in its early age of inception. This requires long
time period to analyze the process of creating DNA profile, so although very unique but is
hardly applied in public.
Working of Biometric system: When someone uses biometrics for the first time, it’s called
enrollment. The information is stored by the individual for the first time at this stage. On
succeeding uses, information in biometric system is compared and detected with the one
stored in the enrollment.
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Figure OAS - 11: Flow Diagram of Biometric System
First block, called the sensor
sensor,, acts as an interface between system and real world and
acquires all necessary data. Usually it’s a picture acquisition system but can change as per
desired characteristics. The Second block performs needed pre
pre-processing
processing- removes
artifacts from sensor, enhances
nhances input. In the following block, essential characteristics are
extracted. This is a crucial stage as one needs to extract the right features in optimal way.
Image or vector of the numbers with specific properties is used for creating template.
Template
ate is synthesis of related features extracted from source. Elements of biometric
measurements those are not required for comparison algorithms are removed for reducing
size of file and for protecting identity of enrollee. While the enrollment takes place,
place
template gets stored in database or on card.
The biometric technology restricts the entrance of the unauthorized users and lets the
authorized users in the property. It keeps record of all the entries and exists. Biometrics
locks known as fingerprint locks are installed in homes for replacing the keys. System
maintains database of approved fingerprints and lets only ones with fingerprints in record in
the house.
There are many benefits of using biometrics including better security. These systems offer
offe
low cost and convenient security tier. By using the biometrics, companies can also reduce
the frauds related to buddy punching and ID. Biometric systems also take care of the
problems related to forgotten passwords, lost IDs by employing physiological attributes.
at
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INFORMATION SYSTEMS - OFFICE AUTOMATION SYSTEM
Companies can easily cut down password administration expenses and can
replace difficult passwords too.
8.5 ADVANTAGES AND DISADVANTAGES OF OFFICE AUTOMATION SYSTEMS
Advantages of OAS:
1. Quality of work improves in terms of content and accuracy.
2. Speedy transmission and receipt of message.
3. Time spent on capture and creation of data is reduced.
4. Routine type boring jobs are reduced to a great extent.
5. Office automation system reduces administrative detail overhead.
6. Office automation system reduces the travelling expenses and organizing expenses
involved in general meetings.
7. Office automation system co-ordinates and integrates office tasks.
8. More cost-effective and time effective communication is made possible.
9. Information travels quickly and efficiently.
10. Office automation system increases the productivity of office workers at all levels.
11. Office automation system provides more time to managers to concentrate on more
important jobs.
12. Quality of work is improved in terms of content, accuracy and timeliness.
13. Preparation and editing of message becomes easy.
14. Accurate communicate of message.
Disadvantages
1. Purchasing hardware and software needed for Office automation system involves
huge amount
2. Office automation system disturbs routine business work, everyone depends on
computer and staff becomes lazy.
3. Office automation system may lead to security problems. Hackers may hack
important information when e-mails or fax etc. are sent.
8.6 CONCEPT OF VIRTUAL OFFICE
Improvements in computer technology and communication have made it possible for
certain workers to perform to perform some or all of their work anywhere. Many
employees are working from home and communicating with their offices by means by such
electronic communications as e-mail and Fax transmission. When a firm performs its office
work in this manner, the workplace is known as virtual office. Since a personal computer
does all jobs of an office using office automation software, so a PC is rightly termed as a
virtual office. Virtual office is a paperless office where all the documents are created and
maintained with the help of computerized terminals. Virtual office includes all the
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electronic systems that are concerned with the communication of information
from inside and outside the firm.
So, we can say that a virtual office is non-permanent and mobile office, run with a
computer/ laptop and communication technology. It involves the use of ICT by employees at
home or during travel to telecommute and to collaborate with other employees. Employees
who are working from home/travel receive work instructions through electronic messaging
and information sharing systems. The office is where the employees are. They can also use
electronic conferencing system to share the ideas.
Working from virtual office reduces office rental cost, maintenance cost and equipment
cost. Work can be performed virtually from any geographical location; work site must be
connected to the organization site through some communication capability. It is suitable for
persons who are old aged or handicapped persons or the persons on medical leave, not able
to walk and reach office but the major drawback is that employees do not feel the
importance of organization and proper office hours, work culture is hampered in this
environment.
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