Office Automation System

An office automation system is a type of system that collects, alters, store and transfers digital data in
the office. It includes the execution of tasks by the software and hardware.

1) Various tasks occur in the office including telephone calls

management, fax, typing and filing.
2) All these tasks are scheduled to be done in time and are
made automatic. There is software made that can automate
all office tasks.
3) By office automation, we need a few office staff because
most of the office work is automated.
4) All the data of the office is stored in computers and cloud
storage. So storing data in physical files is no more needed.
The office tasks are done fast by using different automated
software.
Some features of good office automation software are:-
•Software should run on mobile and desktop computer
•Give reports and analysis of data
•Easy to use
•Has different levels and permissions of users
•Can integrate with relevant software
•Business process improvement
•Reduced costs
•Data management and storage
•Improved accuracy

Some examples of office automation systems are:-

•Desktop publishing
•Multimedia systems
•Emailing
•Voice mail
•Word processing
•Videoconferencing
•Office management
•Image processing
 Why Business Need Information Systems

• Many businesses today do not make use of internet which is very important in this day .
• Upgrading the computer information system is not an option in this technology-driven era, it is
essential.
• The following are the reasons why businesses need to use information systems.

• Operational Excellence
• New Products, Services and Business Models
• Customer/Supplier Intimacy
• Improved Decision-Making
• Competitive Advantage
• Day To Day Survival
 Why Business Need Information Systems

Operational Excellence
In order for a business to achieve high levels of profitability, they need to improve the efficiency of their operations.
Information systems is a tool that is used in order to achieve high levels of efficiency and productivity in business
operations.
New Products, Services and Business Models:
Information systems can be used to create new products and services and also an entirely new business model.
A business model describes how a company produces, delivers and how they sell a product or service to create
wealth.
Customer/Supplier Intimacy:
When a business provides a good product or service customers tend to return and purchase more frequently which
raises revenue and profits. The more a business engages with its suppliers, the better the supplier can provide vital
inputs which can lower costs.
 Why Business Need Information Systems

Improved Decision-Making:
Many managers who operation in an information bank may never have the right information at the right time to
make an informed decision. This can raise costs and lose customers. However, information systems allow the
managers to use real-time data from the marketplace when making decision.
Competitive Advantage:
When a firm achieved one or more of these business objectives (operational excellence, new products, services and
business models, customer/supplier intimacy and improved decision-making), they may have a competitive
advantage. By performing better than competitors, charging less for superior goods and responding to customers
and suppliers, higher sales and profits can be made.
Day To Day Survival:
Businesses must invest in information systems and technology as they are essential to doing business. This
necessity is caused by the industry level changes and firms need to use information systems and technology in order
to provide the capability to respond to these
 Why Business Need Information Systems

Information systems enables companies to react, respond, cater, store, retrieve, disseminate and control their
new valuable asset that is information. In the future, a good information system in a business will no longer be
an option, it will become a compulsory in determining success.

What is E-Commerce?
• E-Commerce stands for Electronic commerce, which means buying or selling goods through the Internet. The
biggest advantage of E-Commerce in this era is Time Savings, not only that as a customer, one major advantage
is that the customer receives a lot of discounts on the products they want to buy.
• In terms of business, a businessman not only can expand the market all over the country but also all around
the world. Businesses also do not need to put too much effort into Branding.
• One major thing that comes to play its role in E-Commerce is communicating professionally. Let’s learn about
this in further detail.
What is EDI (Electronic Data Interchange)?
• Electronic Data Interchange (EDI) is the computer-to-computer exchange of business documents in a standard
electronic format between business partners.
• By moving from a paper-based exchange of business document to one that is electronic, businesses enjoy major
benefits such as reduced cost, increased processing speed, reduced errors and improved relationships with business
partners.
• EDI was first introduced in the 1960s as a way for companies to exchange business documents electronically. Over
time, the standardization of EDI formats and protocols has enabled businesses to integrate their internal systems with
those of their trading partners, improving efficiency and reducing errors.
Computer-to-Computer
• Computer-to-computer EDI replaces postal mail, fax and email.
• While email is also an electronic approach, the documents exchanged via email must still be handled by people rather
than computers.
• Having people involved slows down the processing of the documents and also introduces errors.
• Instead, EDI documents can flow straight through to the appropriate application on the receiver’s computer (e.g., the
Order Management System) and processing can begin immediately.
• A typical manual process looks like this, with lots of paper and people involvement:
The EDI process looks like this — no paper, no people involved:
Electronic Data Exchange is the direct exchange of data and important business documents through the Internet and in a
very professional manner. Two different companies sitting at the extreme corners of the world can very easily
interchange information or documents (like sales orders, shipping notices, invoices, etc) with the help of EDI.

EDI Documents:
The most common documents exchanged via EDI are:
•Invoices
•Purchase Orders
•Financial Information letters
•Transaction Bills
•Shipping requests and notifications
•Acknowledgment and feedback
•Transcripts
•Claims
•Business Correspondence letters
EDI Users:
•Central and state government agencies
•Industry
•Banking
•Retailing
•Manufacturing
•Insurance
•Healthcare
•Automotive
•Electronics
•Grocery
•Transportation
History of EDI
• Edward Guilbert is known to be the father of electronic data exchange, introduced EDI back in the 1960s in the
supply chains. The US Transportation industry implemented EDI for better communication among different
companies.
• In 1985, the UN created EDIFACT EDI for better reach of Global technology. Approximately 12000 companies
started using EDI in the US.
• The US grocery and automobile industry very swiftly accepted EDI due to the easy process and standard form of data
exchange. In today’s time, with following EDI’s compliance, the big and major companies are using EDI for their
communication among businesses.
• Examples of EDI include Purchase orders, invoices, shipping statuses, payment information, and so on.
How EDI works?
The data or the information that one company sends the other first gets prepared to be sent, then the
information/document is translated into EDI format. The document is then connected and transmitted to the other
business, the connection is direct and point to point.
Uses of EDI :
EDI is widely used in various industries for exchanging business documents electronically. Some of the common uses
of EDI are:
•Order Processing: EDI allows companies to exchange purchase orders and sales orders electronically, eliminating
the need for manual data entry and reducing errors.
•Invoicing: EDI can be used to exchange invoices electronically, reducing the time and cost associated with paper-
based invoicing.
•Shipping and Receiving: EDI can be used to exchange shipping notices and receiving documents, enabling
companies to track the movement of goods in real-time.
•Inventory Management: EDI can be used to exchange inventory information, enabling companies to
manage their inventory levels more effectively.
•Supply Chain Management: EDI is used extensively in the supply chain management process,
enabling companies to exchange information with their suppliers, distributors, and customers.
•Healthcare: EDI is used in the healthcare industry to exchange patient data, claims, and other
healthcare-related information between healthcare providers, insurance companies, and government
agencies.
•Financial Transactions: EDI can be used to exchange financial transactions such as payment advice
and remittance advice, reducing the time and cost associated with manual payment processing.
Advantages of EDI:
There are several advantages to Electronic Data Interchange:
•The paper usage reduced: The expense of storing, printing, recycling, reduces up to the maximum amount due to the EDI.
•Improved quality of Data: The data entry errors are reduced due to EDI.
•Speed Increases: The best advantage is the increase in the speed of the data interchange. With everything going online, the
speed of the information transfer increases exponentially.
•Security: By following the Protocols and the standard rules, the security of all the important documents is always secure and
safe.
•Information accuracy: Since the information exchanged is based on standards agreed by the sender and receiver both, the
correct information is always transferred regardless of where they belong to.
•Less Cost: With very less errors, fast response time, every thing becoming automated, and no use of paper, the cost
automatically reduces.
Disadvantages of EDI:
•The initial setup of the EDI is very Time-consuming.
•EDI standards keep on changing after some amount of time.
•A very systematic and proper back up is required as the entire data relies on EDI.
•The setup and maintenance of the EDI is very Expensive.
Paper-based vs EDI Transaction Process
A common business process is the exchange of purchase orders and invoices. So, let’s compare how this is done using
paper or EDI.

In the paper-based method, the following process typically occurs:

•The inventory system automatically notifies the buyer to place an order, or, after querying the inventory system, the
buyer determines that an order needs to be created
•The buyer enters data onto the screen of a purchasing system to create the PO, prints and mails it
•After several days, the vendor receives the PO and manually enters it into the sales order system
•The vendor prints an invoice and encloses it with the shipment and/or sends it separately by mail
•The buyer manually enters the invoice into the Accounts Payable system

The exchange of paper documents can add a week to the process. If there are errors caused by manual data entry, the
time can be greatly increased.
Now compare that with the EDI process:
•The buyer’s procurement system, which utilizes EDI software, automatically generates and sends an EDI-
formatted PO when inventory reaches the critical level
•Within minutes the vendor’s sales order system, utilizing EDI software, receives the EDI PO, notifies the shipping
department to ship the goods and generates an EDI invoice to be transmitted directly to the buyer’s accounts
payable system
The EDI process can be completed within hours.
What if I tell you that the device in your hand carries thousands and millions of retail shops. Yes, you heard it right. M-
commerce or simply mobile commerce made it happen. M-commerce is a foundation for shopping goods and also
paying for them. The best e-commerce companies are now in the field of m-commerce. Even the recent consumer trends
suggest that m-commerce is the next big thing. As mobile devices became easier to afford and also user-friendly in
comparison to desktops, m-commerce became the successor of e-commerce.

WHAT IS M-COMMERCE?
We are living in the era of mobile phone. Where an individual can survive without oxygen but not without a mobile. M-
commerce or mobile commerce makes the mobile a little more useful. You can perform any commercial transaction
through your phone, that too in few seconds.
why should we do that?
The answer is pretty simple- because it’s very easy and time-saving. You cant always keep your desktop with you, so
why not use mobile for transactions or purchases from the internet. You can pay anyone sitting at any corner of this
planet. So your hectic transactions are now just a tap away.
Isn’t that fascinating?
M-commerce has helped in grooming many industries and services. M-commerce is the new way for businesses to
compete against competitors. Mobiles are the best way to access the users closely since mobile is something very
personal and intimate. It has many benefits for mobile money transfer, mobile banking, mobile payments or in-app
payments, app purchase, or software purchase.
 Types of M-Commerce Services and Applications

PAYMENT M-COMMERCE
Making payments easier and quicker, m-commerce payment services and applications are very user-friendly. This cashless approach is now
popular among everyone. Even vendors are using it. You don’t even need a wallet now, everything you need for a transaction is in your phone.
Every company is coming up with its idea of cashless transactions. Even customers are inclined towards finance institutions that allow
everything through mobile.
SHOPPING M-COMMERCE
Doing shopping using mobile applications is known as shopping m-commerce. This the most rapidly growing m-commerce service. Many
applications allow you to make a purchase online. Even social media sites are now a platform for online shopping.
CATALOGS
This is one of the most innovative types of m-commerce. It gave a whole different dimension to the retail industry. There is an application of
lens and spectacles which provides you with a real-time try-on.
you just have to download the app and you can try any lens from your home. This takes customer experience to the next level.
MARKETING
If you have a store, you can get more customers with the help of m-commerce. You can tell your customers about the sale using an application.
You can generate online coupons or lucky draws to attract more customers.
BOOKINGS
You can buy tickets for almost anything just by using your phone. Want to go to a concert? or maybe a movie?
or an airline ticket for your trip? everything just using your fingertips. Many apps can help you make any type
of booking. It is also an eco-friendly approach.
ENTERTAINMENT
If you don’t have anything to do and you’re bored. M-commerce can be handy in this situation as well. You
have plenty of games which you can play. This also creates an earning opportunity for game developers.
HEALTH
This is the most astounding service. Certain apps help you to buy medicines online. So you can be in the safety
of your home and can buy medicines. There are even apps that ensure access to prescriptions without a doctor
 ADVANTAGES OF M-COMMERCE

Customer Experience
E-commerce was already very easy and convenient for online shopping. You can compare and purchase items from different
sites, all by sitting in front of your computer.
M-commerce has all the benefits of e-commerce, but in addition to that, we don’t even need a desktop. All you need is a
mobile phone which gives you the freedom to explore every shopping place.
It made the communication between company and customer much easier.
Contextual Commerce
Certain stories sell both online and offline ways.
Various Payment Option
With the help of m-commerce, you now have several ways to make a payment. This makes the entire process even smoother.
 Examples of M-commerce App

AMAZON
OLA
ZOMATO
GOOGLE PAY
BIG BASKET

How To use M-COMMERCE effectively?

Although m-commerce is very user-friendly, still here are some ways to make it even easier for you.
• You should not pile up your cart, this will make you confused. So always keep the cart clean.
• Customize your m-commerce so that customers can easily access what they want. The most important
part, try to connect to your audience, use stories to do so. Try to collaborate with other brands too.
Communicate with your audience, ask for their feedback. Feedbacks are the best to get better.
Conclusion
• The above examples tell us that how m-commerce is positively affecting business. The firms not taking this
advantage are just blocking their potential profit.
• With each passing day, the number of mobile users is increasing. Which will of course create a huge number of
m-commerce activities.
• Customers looking for a product will first check it on their mobile, It provides them with every essential info
they need. These are the reasons why businesses from all over the world are adopting m-commerce.
• It helps to establish a very healthy communication between customer and seller. So don’tmiss out on m-
commerce, be a part of it and give your business wings to fly.
Emerging Trends in Computing – Cloud Computing