Post on 14-Apr-2018
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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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Trends in Technology
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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Trends in Technology
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:trghqt@alpha.nic.in
Website: http://training.nic.in