Management Information Systems

WELCOME TO THE SESSION ON MIS CH-7: THE OFFICE AUTOMATION SYSTEM Dr. Engr. Jnan Ranjan Sil, PHF BSc.Engg(civil), MBA(HRM), Doctor of Business Administration, PhD in Civil Engg.

Learning Objectives: • This chapter provides a broad overview of office automation, which encompasses the techniques and systems that facilitate oral and written in the workplace. Some office automation tools are word processing, desktop publishing, multimedia, imaging, electronic mail, voice mail, fax machines, groupware, and video-conferencing. • In this chapter , we identify the broad categories of office automation tools and discuss their impact on office productivity

Introduction : • Office automation systems (OAS): OAS are computer-based information systems whose primary purpose is to facilitative oral and written communication between individuals and groups.

• Office automation systems (OAS), are systems whose primary goal is to facilitate communications. Such a system is a set of tools that gather, process, store, retrieve, and disseminate information between individual workers, team of workers, and business entities, both inside and outside of the organization.

• OAS enhance oral and written communications through – • Word processing . Fax • desktop publishing . Video-conferencing • E-mail . Groupware • Imaging . Audio conferencing • Voice mail • Multimedia

The virtual corporation : A firm whose employers and employees are not limited by a physical work environment, but instead use communications technology to work from anywhere and anytime.

• The virtual corporation is a revolutionary idea that was popularized by consultant William Davidow a few years ago.

• In a virtual corporation, employees don’t come to a place called work; instead, they can work from anywhere, at any time; thus businesses need not in office space, furniture, and other amenities.

The various kinds of office automation tools and the equipment needed to support these tools: Tool

Type of data Computer Description

Technology

Word processing

Written

Yes

Programs that make it easy to create and alter documents.

Computer, printer

Desktop publishing

Written

Yes

Programs with extensive word processing and graphic capabilities

High resolution computer, printer

Imaging

Written, graphic

Yes

Imaging converts paper, microfilm, Microfiche, and electronic data into digital images that can be printed, faxed, or viewed on a computer screen.

scanner, optical disks, workstation.

E-mail

Written

Yes

Programs that allow individuals, Computer, who are linked through a network, network to electronically communicate with each other, any time, anywhere in the world.

Fax

Written

No

Uses telephone lines to transmit documents.

Fax machine, telephone

Tool

Type of data

Comp Description uter

Technology

Groupware

Oral, written, visual

Yes

A broad term given to communication tools such as e-mail, voice, fax, and videoconferencing, that foster group decision making.

Multimedia Written, audio, visual

Yes

A computer based tool that uses a graphical and interactive interface and combines two or more media types, such as text, graphics, animation, audio, and video.

A multitude of tools are used in group-ware. The nature of tool depends on the kind of application.

Multimedia computer and printer

Voice mail

Yes

The sender’s voice message is processed Telephone, by a modem and stored in a server at server, network. the receiver’s end. When the receiver is ready to receive the message, the digitized message is retrieved from the server and reconverted into analog

Oral

Contd‌ Tool

Type of data

Computer

Description

Technology

Videoconferencing

Oral, visual

No

A type of electronic meeting system that uses telephone, television, computers and communication links to allow geographically separated decision makers to hear and see each other.

Telephone, television, network.

Audio conferencing

Oral

No

A type of meeting systems Telephone that allows two or more people who are geographically separated to exchange verbal communications.

Types of office automation systems: OAS can be broadly divided into two categories:1. Electronic Publishing and processing systems and 2. Electronic meeting systems.

1. Electronic Publishing and processing systems include • Word processing • Desktop publishing • Document management systems: multimedia and imaging • Communication systems: e-mail, fax, and voice mail 2. Electronic meeting systems include – • Audio conferencing • Video conferencing, and • Groupware

Document management systems: computer-based tools that allow users to access text and graphics, regardless of where they are located and in what form the data are stored.

• Multimedia: An interactive system that combines several types of media, such as text, graphics, animation, audio, and video. Most multimedia applications require a sound card, a video card, and a CD-ROM drive.

• Groupware: Communication tools, such as e-mail, voice mail, fax, and videoconferencing that foster electronic communication and collaboration among groups.

• Electronic meeting systems consists of tools and techniques that allow groups of people, separated by time and distance, to exchange ideas, using audio, video, and other electronic media. Includes audio conferencing, video conferencing, and groupware.

The role of office automation in enhancing productivity of knowledge workers. • In order to make effective decisions, information must be disseminated to the right people at the right time. • Office automation systems facilitate oral and written communication and eliminate the barriers of time and space. • These systems help to reduce operating costs, increase productivity of knowledge workers, and increase the responsibilities of organizations to their customers.

• Thanks for patient hearing.