office automation overview

7/29/2019 Office Automation Overview

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Office Automation: An Overview

Government of IndiaMinistry of Communication & Information Technology

Department of Information Technology

National Informatics Centre

Training Division, New Delhi


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Lecture Plan

Classification of Office Activities

Trends in Technology

Aim of using IT Tools in Offices

Concept of Office Automation

Present Scenario

Need for re-engineering of processes

Concept of Work flow

Groupware Technology Tools: An Overview


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Classification of Office Activities

Documents preparation

Data Management ( Structured / Unstructured) Scheduling / Planning of activities

Presentation

Dissemination of Information Communication / Correspondence


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Hardware

Reduced Size, Less cost, More capabilities Software

More capable, User friendly, More towards real

world environment

Networking

Faster Communication Media, Concept for

LAN/WAN/MAN / Web Technology

cont.


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Linking of conventional tools

Telephone, Fax, Photocopier can be easily

linked with Information Technology tools

( Computers & Communication) to automate

office functions.


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What we would like to achieve by

using IT Tools

Improvement in quality of output

Improved Productivity / efficiency

Optimal Utilization of Resources

Reduction in time taken in execution of activities

Better Information sharing / Transparency

Better way of delivery of information to user at aplace convenient to him / her

Reduction in the dependency on human beings

Look for simplification of procedures

Better customer support etc.


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Desktops

Mainframes

Investments

Increase in

Productivity

Time

Cost


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Why is it so?

Lack of understanding of concept of Office

Automation Lack of knowledge about Technology

Lack of Coordination

Resistance to Change Lack of willingness to adopt new tools


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How to go about to deal with

mid-life crisis?

We should understand that :

Information management is a business process,as todays user expects quality product andsatisfaction

Organisations need to change way of working to

take full advantage of technology Work culture needs to change to shift focus on

process instead of a task


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What is Office Automation

( Todays concept)?

Adoption of IT Tools for enhancingproductivity and reduction of manual labour

It is associated withpaperless office

Is it enough ?


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Technology Vs. Business

Question arises

Should Technology change business orBusiness needs should change technology?

By providing IT tools at desk tops, should

we not redistribute responsibilities by

providing more powers of decision making

down the line?


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Need for re-engineering of

processes

To take full advantage of technology, there is a

need for re-engineering of processes

Key to successful re-engineering process is

integration of people, processes, data, strategy,

and technology

Objective of re-engineering should be to reach

Total Quality Management

IT Tools are so powerful, that dream of TQM can

be definitely fulfilled, if timely actions are taken


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Re-engineering Process

To take full advantage of Technology, processes need

to be re-engineered

Key to successful re-engineering is integration of

people, processes, data, strategy and technology

Objective of re-engineering should be to reach TQM

( Simplification of procedures, minimize process delays,improve quality of output, minimize cost of operations)


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Objective of Office Automation:

( Redefined)

To improve customer relation by bringingtransparency in systems

To achieve better management control

To simplify operations and minimisecomputational errors

To improve quality of output in terms ofpresentation and reduction in processingtime


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Workgroup

A workgroup is a group of people

working towards the same goal.


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Concept of Workflow in Office

Automation

Information management / Businessprocesses can be divided into sets of inter

related tasks, which need to be done inprescribed order incorporating informationfrom various resources.

So one has to look for work flow automationusing IT tools


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Workgroup contd. The members of the workgroup may be

locally placed, e.g., people working in a

section/ department or they may beplaced at different far off locations.


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WorkFlowA Workflow is anything that makes knowledge orinformation sharing / dissemination more efficiently ansl

it also helps in coordination of various activities to achieve

a predefined goal .

Data Flow

Input from Data

BankInput from

some other

source

Output

Intermediary

Information


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The 3 Cs in a Work flow

Collaboration

Sharing the information Communication

Exchange of ideas

Consultancy

Coordination Monitoring the workflow

Ensuring the Quality of Output


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Whats the key to the solution?


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Technology Drivers

Hardware Devices

Communication Devices

Processors

New Groupware S/W

Web Technology


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Thank You.

For further information and suggestions please contact

Training DivisionNational Informatics Centre

A-block, CGO Complex

Lodhi Road, New Delhi-110003

E-mail:[email protected]

Website: http://training.nic.in