Office Automation: An Overview

Government of India Ministry of Communication & Information Technology Department of Information Technology National Informatics Centre Training Division, New Delhi

National Informatics Centre, DIT, Govt. of India

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Agenda
• • • • • • • • 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

National Informatics Centre, DIT, Govt. of India

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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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Objective of using IT Tools in Office
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 a place 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

Cost

Investments

Increase in Productivity

Time
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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 deal with crisis?
We should understand that : • Information management is a business process, as today’s user expects quality product and satisfaction • 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 ( Today’s concept)?

• Adoption of IT Tools for enhancing productivity and reduction of manual labour • It is associated with paperless

office

Is it enough ?

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Technology Vs. Business
• Question arises Should Technology change business or Business 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 bringing transparency in systems • To achieve better management control • To simplify operations and minimise computational errors • To improve quality of output in terms of presentation and reduction in processing time

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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 / Business processes can be divided into sets of inter related tasks, which need to be done in prescribed order incorporating information from various resources. So one has to look for work flow automation using 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 be placed at different far off locations.

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WorkFlow
A Workflow is anything that makes knowledge or information sharing / dissemination more efficiently ansl it also helps in coordination of various activities to achieve a predefined goal .
Intermediary Information Output

Data Flow

Input from some other National Informatics Centre, DIT, Govt. of India source

Input from Data Bank
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The 3 C’s in a Work flow
• • • Collaboration Communication Coordination
Exchange of ideas – Consultancy – Monitoring the workflow – Ensuring the Quality of Output – – Sharing the information

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What’s 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 Division National Informatics Centre A-block, CGO Complex Lodhi Road, New Delhi-110003 E-mail:trghq@alpha.nic.in Website: http://training.nic.in
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