 OFFICE AUTOMATION SYSTEMS (OAS) ?

Office Automation refers computer machinery digitally create, collect, store, manipulate, and
software used to and relay office information needed for accomplishing basic officetasks

 Office automation helps in automating existing office procedures.

 The backbone of office automation is a LAN, which allows users to transmit data, mail and even
voice across the network.

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

 Office automation systems (OAS) is a type of IS that helps in automating office tasks.

 OAS could also be considered as computerbased information system that collects, process, store
and transmit electronic message, document and other form of communication among individual,
work group and organizations.

 Examples - word processing, electronic mail, desktop publishing, telecommunication and

document image processing.

 FUNCTIONS OF OFFICE AUTOMATION SYSTEMS.

1. Electronicpublishing
2. Electronic communication
3. Electronic collaboration
4. Image processing and
5. Officemanagement

1). Electronic Publishing:-

Electronic publishing systems include word processing and
desktop publishing. Word processing software, (e.g., Microsoft Word, Excel) allows users to
create, edit, view, store, and print documents such as letters, memos, reports etc. Desktop
publishing software (e.g., Adobe Pagemaker, Corel VENTURA, Microsoft Publisher) enables
users to integrate text, images, photographs, and graphics to produce high-quality printable
output. Desktop publishing software is used on a microcomputer with a mouse, scanner, and
printer to create professionallooking publications. These may be newsletters, brochures,
magazines, or books.

2). Electronic Communication:- Electronic communication systems include

1. Electronic mail (e-mail),

2. Facsimile (fax),
3. Voice mail
4. Desktop videoconferencing
1. ElectronicMail:- E-mail is software that al ows users, via their computer keyboards, to create,
send, and receive messages and files from anywherein the world.

2. Facsimile (FAX):- A facsimile or facsimile transmission machine (FAX) scans a document

containing both text and graphics and sends it as electronic signals over ordinary telephone lines
to a receiving fax machine.

3. VoiceMail:- Voice mail is a sophisticated telephone answering machine. It digitizes incoming

voice messages and stores them on disk. When the recipient is ready to listen, the message is
converted from its digitized version back to audio, or sound.

4. Desktop Videoconferencing:- In this Images of a computer user from the desktop computer are
captured and sent across the network to the other computers and to users that are participating in
the conference. This type of videoconferencing simulates face-to-face meetings of individuals.

3) ElectronicCollaboration:- Electronic collaboration is made possible through electronic

meeting and collaborative work systems and teleconferencing. Electronic meeting and collaborative
work systems allow teams of coworkers to use networks of microcomputers to share information,
update schedules and plans, and cooperate on projects regardless of geographical distance.

4) ImageProcessing:- Imaging systems convert text, drawings, and photographs into digital
form that can be stored in a computer system. This digital form can be manipulated, stored, printed,
or sent to another computer. Companies use imaging systems for a variety of documents such as
insurance forms, medical records, dental records, and mortgage applications.

5) Office Management:- Office management systems include electronic office accessories,

electronic scheduling, and task management. These systems provide an electronic means of
organizing people, projects, and data. Business dates, appointments, notes, and client contact
information can be created, edited, stored, and retrieved. Additionally, automatic reminders about
crucial dates and appointments can be programmed. Computerized systems that automate these
office functions can dramatically increase productivity and improve communication within an
organization.

 DECISION SUPPORTSYSTEMS.

 Computer systems that provide users with support to analyze complex information and help
to make decisions are called decision support systems (DSSs).

 Decision Support systems are computer based information systems that provide interactive
information support to managers and business professionals during decision making process.

 A DSS does not make decisions; rather it is apowerful tool that is used to support
decisionmaking.
 DECISION SUPPORT SYSTEMS USE.

 Analytical models
 Specialized databases
 Decision makers own insights and judgments
 Computer based modeling process to support making ofdecisions
 Decision support systems generally help human beings solve complexproblems.
 This system helps the management to develop ‘what if analysis’, so that different
scenarios can be developed for decision making.
 This system is very costly to build and requires advanced analytical tools.
 DSS is required when the management has to take decisions on unstructured and semi-
structured problems(problems is not clear with ambiguity).
 DSS provides the user with a lot of alternatives for the problem and can choose the best
fit solution from that.
 The interactive nature of this system helps the user to have control over the decision
making process.
 The system only works on data and provides alternatives to the user and also suggests the
best possible solution.
 According to “Gorry Scott Morton”, DSS ‘couple the intellectual resources
capabilities of the computer to improve of individuals with the the quality ofdecisions’

 Decision Support SystemComponents.

1. DSS database:- A collection of data from a number of applications or groups

2. DSS software system:- Contains the software tools that are used for analyzing the data,
including OLAP collection of mathematical tools, data mining tools, or a or analytical models

3. User interface:- Controls the interaction between the users of the system and the DSS
softwaretools
 Types of DSSs :
1. DATA -ORIENTED
1. File Drawer Systems
2. Data Analysis Systems
3. Analysis Information Systems
2. MODEL-ORIENTEDDSS
1. Accounting Models
2. Representational Model
3. Optimization Systems
4. Suggestion Systems
1) DATA -ORIENTED
 FILE DRAWER SYSTEMS:- They are the simplest type of DSS
 Can provide access to data items
 Data is used to make a decision
 ATM Machine
 Use the balance to make transfer of funds decisions

 DATA ANALYSIS SYSTEMS

 Provide access to data
 Allows data manipulation capabilities
 Airline Reservation system
 No more seats available
 Provide alternative flights you can use
 Use the info to make flight plans

 ANALYSIS INFORMATION SYSTEMS

 Information from several files are combined
 Some of these files may be external
 We have a true “data base”
 The information from one file, table, can be combined with information from other files to
answer a specific query.

2) MODEL-ORIENTEDDSS
 Accounting Models
• Use internal accounting data
• Provide accounting modeling capabilities
• Can not handle uncertainty
• Use Bill of Material
–Calculate production cost
–Make pricing decisions
 Representational Model
• Can incorporate uncertainty
• Uses models to solve decision problem using forecasts
• Can be used to augment the capabilities of Accounting models
• Use the demand data to forecast next years demand
• Use the results to make inventory decisions
 OPTIMIZATION SYSTEMS
• Used to estimate the effects of different decision alternative
• Based on optimization models
• Can incorporate uncertainty Assign sales force to territory
Provide the best assignment schedule

 SUGGESTION SYSTEMS
• A descriptive model used to suggest to the decision maker the best action
• A prescriptive model used to suggest to the decision maker the best action
• May incorporate an Expert System
• Use the system to recommend a decision
• Ex: Applicant applies for personal loan
 TRANSACTION PROCESSING INFORMATION SYSTEM

Definition:
A Transaction Processing System (TPS) is a type of information system that
collects, stores, modifies and retrieves the data transactions of an enterprise.

“Transaction processing systems (TPS) collect, store, modify and retrieve the
transactions of an organization. A transaction is an event that generates or modifies data that is
eventually stored in an information system”

The success of commercial enterprises depends on the reliable processing of transactions to

ensure that customer orders are met on time. The field of transaction processing, therefore, has
become a vital part of effective business management

 FEATURES OF TRANSACTION PROCESSING SYSTEMS

1. Rapid response – fast performance with rapid results

2. Reliability – well designed backup and recovery with a low failure rate
3. Inflexibility – treat every transaction equally. It may be used many times each day
which means it has to be precise and inflexible
4. Controlled processing – maintain specific requirements for the roles and
responsibilities of different employees.

 TYPES OF TPS

1. Batch Processing system

o Batch processing is where the information is collected as a batch and then processed later
on. An example of batch processing is paying by cheque.
o Batch processing is useful for enterprises that need to process large amounts of data using
limited resources

2. Real time processing

o Real time processing is where all details of the transaction are recorded and changed
at the time as it occurs.
o Examples of real time processing are ATM’s.

 OBJECTIVE OF TPS
1) Process data generated by and about transactions
2) Maintain a high degree of accuracy
3) Ensure data and information integrity and accuracy
4) Produce timely documents and reports
5) Increase labor efficiency
6) Help provide increased and enhanced service
7) Help build and maintain customer loyalty
8) Achieve competitive advantage
 Executive Information System (EIS)

 A computer-based system that serves the information needs of top executives.

 An executive information system (eis) is a type of management information system intended to

facilitate and support the information and decision- making needs of senior executives.
 Its main focus was on meeting the strategic information needs of topmanagement.
 The main goal of the eis system was to provide an immediate and an easy access to the critical
information in an organization to the top executives.
 Most of eis use graphical user interface and graphics displays that can be customized according
to the needs of top executives.
 It is commonly considered as a specialized form of decision support system (dss).
 They offer strong reporting and drill-down capabilities.
 Eis provide critical information from a wide variety of internal and external sources in easy-to-
use displays to executives and managers.
 For example top executives may use touch screen terminals to instantly view text and graphics
displays that highlight key areas of organizational and competitive performance.
 Eis are is that combine many of the features of mis and dsss.
 It is also called enterprise information systems(eis) or executive support systems.
 In general, eis are enterprise-wide dss that help top-level executives analyze, compare, and highlight
trends in important variables so that they can monitor performance and identify opportunities and
problems.
 CHARACTERISTICS OF EIS.
1) Meet critical information needs of top executives
2) Very limited time
3) Need to monitor and identify problematic trends
4) Need external as well as internal information
5) Rapid access to critical data needed to executives
6) Very easy user interface
7) Highly graphical
8) Drill-Down Capabilities
9) Often connected with online information services
10) Incorporates email

 COMPONENTS OF EIS.
1) Hardware:- where hardware used to operate the information systems executive. For the
SIE, it takes a simple hardware and simple to executives, such as the media would be nice
if the Touch Screen. And EIS uses touch screen technology for better.
2) Software:- This system only displays reports and graphs without any input other than
the login process, which will be seen by the eksekitif to help make decisions for the
organization's future
 3) User Interface:- should be made user friendly and simple, so that executives can
immediately understand without having to do the training in advance
4) Telecommunications:- the integration of databases and management information
system for displaying data that are always updated at any time

 GROUP DECISION SUPPORT SYSTEM

• Contains most of the elements of DSSplus software to provide effectivesupport in group
decision-makingsettings
• Decision making is shared process
• Meeting among groups of managersfrom different areas.
• GDSS is an interactive computer- basedsystem that facilitates solution of semistructured and
unstructured problems whenmade by a group of decision makers byconcentrating on the
process and proceduresduring meeting.

 BASIC OBJECTIVE
1) GDSS is to support the process of arrivingat a decision.

 TWO TYPE OF GDSS:-

1. A same room group whose members are in one locations.
2. virtual group( team) at different location.

 CHARACTERISTICS OF A GDSS
1. Special design:
 Effective communication
 Group decision making
2. Ease of use
3. Flexibility
 Accommodate different perspectives
4. Anonymous input
 Individuals,names are not exposed
5. Parallel communication
6. Decision-making support
 Delphi approach: Decision makers are scattered around theglobe.
 Brainstorming: Say things as you think---think out loud.
 Group consensus approach: The group reaches aunanimous decision (everybody agrees).
 Nominal group technique: Voting.
7. Reduction of negative group behaviour
 A trained meeting facilitator to help with sidetracking.
8. Automated record keeping