INTERNATIONAL INSTITUTE OF MANAGEMENT AND

TECHNICAL STUDIES
Computer Fundaments and Office Automation
Part A 10*2=20 marks
All questions are compulsory. Each question carries 2 marks.
1. An office is primarily concerned with

a. The records of the organization

b. The files of the organization
c. The letters of the organization
d. The memos of the organization.
Answer: a. The records of the organization

2. office automation is a process that involves

a. people, paper and procedure

b. people, procedure and technology
c. man, machine and management
d. people, procedure and production.
Answer: b. people, procedure and technology

3. increased productivity, greater accuracy, lower clerical cost and ease of operations are the
benefits of.
a. Offices
b. Organization
c. Office automation
d. Planning.
Answer: c. Office automation
4. Which of the following devices can be used to directly image printed text?
a. OCR
b. OMR
c. MICR
d. All of above
Answer :a. OCR

5. The output quality of a printer is measured by

a. Dot per inch
b. Dot per sq. inch
c. Dots printed per unit time
d. All of above
Answer: a. Dot per inch

6. Which of the storage device is mounted on ‘reels’

a. Floppy disk
b. Compact Disk
c. Magnetic tape
d. None of the Above
Answer: c. Magnetic tape

7. Which of the following is not an input device:

a. Mouse
b. Keyboard
c. Light pen
d. VDV
e. None of these above
Answer: d. VDV
8. Which of the following is not an output device
a. LCD
b. Printer
c. Scanner
d. Digital Camera
e. None of these above
Answer: c. Scanner

9. An electro mechanical device that draws pictures or diagrams under computer control is:
a. Plotter
b. Printer
c. Light Pen
d. All of these above
Answer: c. Light Pen

10. The mouse generally does have

a. Two buttons
b. Three buttons
c. Several Buttons
d. Either None of the above
e. None of these above
Answer: a. Two buttons
Part B 10*5=50 Marks
Answer any 5 of the following questions:
1. Draw a block diagram of a memory which has 4 word 3 bit per word memory and explain
it.

2. Explain how data is organized on a floppy disk and on a hard disk.

Floppy Disk is a type of disk storage composed of a disk of thin and flexible magnetic storage
medium Which is known as the heart of a floppy disk. It is mainly used for backup purposes.
Floppy Disk is a type of secondary storage, when a floppy diskette is inserted into the drive, the
metal slide door is opened to expose the inner magnetic disk.
The information retrieved and written onto a floppy disk is controlled by the process of magnetic
encoding. As the read/write head passes over designated tracks of the floppy disk it uses
magnetic polarization to write information onto the disk, and to retrieve this information.
In Floppy Disks, data is stored in a very orderly pattern on each platter. Bits of data are arranged
in concentric, circular paths called tracks. Each track is broken up into smaller areas called
sectors and each sector into bytes. i.e the smaller Floppy Disks use 80 tracks per side, 18 sectors
per track, and 512 bytes per sector, yielding a capacity of 1.44 MB.

Hard disk is a common data storage used in computers. Data is stored on the hard disk in the
form of 0 and 1. The part of the hard disk that stores the data is known as platter. Platters are
circular disks made of a non magnetic material typically aluminum alloy, glass or ceramic and
are coated with a thin layer of a magnetic material. Platters are further separated into the tracks
and sectors where tracks are concentric circles while sectors are pie shaped wedges on the track.
Data is stored on a hard drive in binary code, using 1s and 0s. The information is spread out on
the magnetic layer of the disk(s) and is read or written by the read heads that 'float' above the
surface.
3. What do you understand by computer organization? Name and explain all the functional
units of computer system.

Computer Organization is concerned with the structure and behaviour of a computer system as
seen by the user. It acts as the interface between hardware and software. It deals with the
components of a connection in a system. It lets us know how exactly each instruction is executed
at the micro level. The data flow, timing analysis, memory hierarchy, hardware
requirements/costs.

The functional units of the computer system are the Input Unit, CPU, Output Unit.
The various functional units of the computer system together constitute the organization of the
computer. Basically, a computer consists of three major units namely:

● Input Unit - The major function of the input unit is to "read the information contained in
the program" and to transfer that information to the CPU.

● Central Processing Unit - The "Memory Unit", "Arithmetic Logic Unit", and "Control
Unit" together constitute the CPU.
● Output Unit - The Output devices help to give results to the user of the computer
system.
4. Draw a flowchart to read a number N and print all the divisors.

5. Answer the following Questions:

i) Define program
A program is a set of instructions that a computer follows in order to perform a particular task.

ii) Write down the steps for planning to write a successful program.

1. Decide on your project

2. Choose your language and tools

3. List all features and entities

4. Map the project architecture

5. Mark entities for setup

6. Add pseudocode to your diagram

7. Make a schedule

iii) What do you understand by testing of program.

Testing is the process of evaluating a system or its component with the intent to find whether it
satisfies the specified/user requirements or not. it discovers defects/bugs before the delivery to
the client, which guarantees the quality of the software. It makes the software more reliable and
easy to use. Thoroughly tested software ensures reliable and high-performance software
operation.

iv) What do you understand by modular programming.

Modular Programming allows development to be divided by splitting down a program into
smaller programs in order to execute a variety of tasks. This enables developers to work
simultaneously and minimizes the time taken for development.

6. What do understand by database? Write down the steps to create a table in MS Access.

A database is a logical grouping of data. It contains a set of related table spaces and index
spaces. Typically, a database contains all the data that is associated with one application or with a
group of related applications. You could have a payroll database or an inventory database

Steps to create a table in MS Access

1. To create a table, select the Create tab in the toolbar.

2. Then click on the Table Design button in the Tables group.
 3. Add the fields to the table. For example, we can add fields like Customer_ID,
First_Name etc.
4. To set up a primary key for the table.highlight the field(s) that needs to be set as the
primary key. Then select the Design tab in the toolbar at the top of the screen and click on
the Primary Key button under the Tools section.
5. Click on the save button to save the table creation.
6. Enter the name of your table and click on the OK button.

Part c Case Study 30 Marks

Information service is a main functional area of a firm. The information specialists include
systems analysts, programmers, database administrators, network specialists, and operations
personnel. The way the information specialists are organized within IS can vary from firm to
firm.

The firm’s information resources include hardware, software, information specialists and
users, and data and information. Most of these resources are located in IS, but more and more are
allocated in users areas.

The model of and information resources system takes the same from the other functional
information systems. Input includes accounting data, findings of special research projects, and
intelligence gathered from the firm’s environment. Output is produced by five subsystems. Four
of the subsystems provide information concerning the hardware, software, human, and data and
information resources. The fifth integrated data from the other for. IRIS users include person
throughout the firm who are involved in information management.

A firm’s information resources represent a large investment. The chief information

officer is responsible for keeping these resources safe and secure. The CIO considers all the
threats to the firm’s computing activities and achieves systems security by means of both
physical and logical barriers to unauthorized access. An important part of system security is
contingency plan that ensures continued operations in the event of disaster. The CIO is regard as
managing a firm’s computer application as similar to city planning. Just as a city has all types of
structures-modern high-rise buildings, faceless factories, apartment complexes, older homes-so a
firm has a combination of applicant.
Questions:-

1. What is the role of information system (IS) in a firm?

Combining hardware, software, human power and processes, an information system refers to a
network used to collect, store, process, analyze and distribute data. Information systems and
professionals with advanced degrees in information systems can help businesses and other
organizations improve their efficiency, maximize revenue and streamline their operations.

Information systems allow users to collect, store, organize and distribute data—functions that
can serve a variety of purposes for companies. Many businesses use their information systems to
manage resources and improve efficiency. And some rely on information systems to compete in
global markets.
There are a variety of applications for different types of information systems. For example, GIS
can help researchers track the movement of sea ice, help inform agricultural decisions, or offer
insight into crime patterns. Email software, such as Microsoft Outlook, is a common type of
office automation system that can automatically sort, prioritize, file and respond to messages.
And Apple’s SIRI is a well-known expert system that works to replicate human decision-making
when prompted by speech from users. From internet browsing to online banking, information
systems are becoming increasingly integrated in daily life.

2. What is the functioning of IRIS?

A firm’s information resources represent a large investment. The chief information officer is
responsible for keeping these resources safe and secure. The CIO considers all the threats to the
firm’s computing activities and achieves systems security by means of both physical and logical
barriers to unauthorized access. An important part of system security is contingency plan that
ensures continued operations in the event of disaster.