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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
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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 Investments

Increase in Productivity
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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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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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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
Data Flow

Output

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

Input from Data Bank
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The 3 C’s in a Work flow
• Collaboration • Communication • Coordination
– Sharing the information

– Exchange of ideas – Consultancy
– Monitoring the workflow – Ensuring the Quality of Output

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OFFICE AUTOMATION SYSTEMS MANAGING DOCUMENTS:
• • • • • WORD PROCESSING DESKTOP PUBLISHING DOCUMENT IMAGING WEB PUBLISHING WORK-FLOW MANAGERS *

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OFFICE AUTOMATION SYSTEMS SCHEDULING:
• ELECTRONIC CALENDARS • GROUPWARE • INTRANETS

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OFFICE AUTOMATION SYSTEMS COMMUNICATING:
• • • • • E-MAIL VOICE MAIL DIGITAL ANSWERING SYSTEMS GROUPWARE INTRANETS *

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OFFICE AUTOMATION SYSTEMS MANAGING DATA:
• DESKTOP DATABASES • SPREADSHEETS • USER-FRIENDLY INTERFACES TO MAINFRAME DATABASES *

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Thank You….

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