MIS- Office Automation System

Bins M Mathew

Introduction
Installation of electronic equipment to handle office functions Integration of electronic office support systems for sharing and communicating information Automation of various managerial and clerical activities

Goal of OAS
Enhance communication Improve efficiency and productivity of knowledge workers and clerical workers

Office Automation System

Office automation is the integration of

Computers Telecommunications Office equipments

Characteristics of Office automation System

Handling , controlling and distribution of the information Increase business effectiveness by use of technology

Reduces manual labour

System approach

Input
-Documents -Schedules -Data

Processing
-Storing -Merging -Calculating -Transporting

Output
-Messages -Reports

-Schedules

How OAS is used

Word processing Knowledge workers Desktop publishing Electronic mail Office Automation System Voice mail Video conferencing Imaging Clerical workers Fax Multimedia

Applications-OAS
Word processing :Preparation of documents letters, memos, report etc with computers Data input tru keyboard displayed on the edit window Text edited, stored reproduced using simple command GUI Spell check, synonyms, mail merge Star Writer word processor

Advantage of using word processing equipment

Improves productivity :-

Reducing re-typing time for error-free copy

Facilitating revision or changes to a document Increase typing speed non-impact printers

Input into electronic filing system

Applications-OAS
Advantage of using word processing equipment
Can be used for electronic mailing Better control and utilisation Greater career opportunities
Electronic Spreadsheet :-

The tool for managerial modeling

Powerful, flexible modeling of what if type of business scenario Graphics User friendly design and unlimited applications

Applications-OAS
Electronic filing :Filing of incoming and outgoing mails and documents Electronic filing saves space and access Windows explorer Electronic mail :Transfer of letters, files documents and other information tru telecommunication LAN has facilitated sharing of files and software Facilities :Retaining messages for specific periods Authenticating messages Notes time of despatch Provided unlimited mail boxes Set up precedence and priorities Provide level of security and privacy

Type of information tru e-mail :- messages, documents, graphics

Applications-OAS
E-mail
Advantage of e-mail
Ensures faster transmission Email facilitates end-to-end communication Email enable access to print and record

Applications-OAS
Automating daily calendars :Scheduler Alarm feature to remind about meetings and appointments Reminder to do list StarSchedule personal information manager Groupware :Coordinate work group tasks as well as meetings Atemp cooperation, coordination and negotiations in group

Desktop publishing :Publishing Newsletter, ,manuals, brochures

Applications-OAS
Image processing :Electronically capture, store, process and retrieve image of documents MICROFORMS Micrographics :Stores doc on microfilms Images reduced to about 25% Microfiche Presentation graphics :Presenting information in graphical form Enable decision making

Computer graphics :Computers with graphic software package CAD

Applications-OAS
EPABX :Electronic Private Automatic Branch Exchange Extensions Voice processing :Records voice message and store it in secondary storage Stored message can be sent and accessed Facsimile :Electronic communication of image of document Computer based fax communication Teleconferencing :Conducting business meeting Audio or video

Benefits for B& knowledge workers

Optimise staffing
enhance human capabilities conserve human resources

compensate for man power shortage

Minimize drudgery

Increase productivity
improve accuracy
speed up throughput speed up turnaround

Gain competitive advantage

improve timeliness of information improve decision making conserve natural resources

Benefits for B& knowledge workers

Increase scope of control
enhance individual and organisational flexibility make information portable

Decrease expenses
Reduce capital investment in structures Reduce or cap off payroll costs

Benefits for B& knowledge workers

Increase scope of control
enhance individual and organisational flexibility make information portable

Decrease expenses
Reduce capital investment in structures Reduce or cap off payroll costs

OAS Insights
VIRTUAL OFFICE ?

Characteristics of the various types of information system

Type of system
TPS

Input
Transaction related data

Processing
Uses procedures and rules Repetitive tasks Control oriented Measures and monitors operational performance Interactive ad-hoc reporting

Output

Users

Examples
Sales transactions Credit card payment Insurance claims Monthly prodn report Safety violation reports Investment portfolios Plant expansion

Summaries Lower of transations level Mngrs

MIS

Output from TPS Other internal data Internal and external data and models

Summary and exception reports Alternatives Analysis report

Middle level mngr

ISS

Top mngrs Knowled ge work

OAS

Knowledge and experience Data and information

Formatting Summarzing Displaying

Generate alternatives Doc Graphics Multimedia

Knowled ge and clerical workers

Fax Multimedia Video conferencing