Week 1 Theory 2 B usiness I nformation S ystems Batch Processing Assignment 6 - Batch Processing 1 Batch Processing Method

Week 1 Theory 2 B usiness I nformation S ystems Batch Processing Assignment 6 - Batch Processing 2 Batch Processing The data has now been collected and there exists piles of data capture sheets. These data capture sheets now need to be assembled and the data contained on them has to be transferred onto the computer. As we have seen previously, this is the time when most errors occur. Care must now be exercised and controls set in place to ensure the successful transfer of data. In an office situation the person who is responsible for this is called the “Data Control Clerk”

Week 1 Theory 2 B usiness I nformation S ystems Batch Processing Assignment 6 - Batch Processing 3 Data Control Clerk In a batch processing system, documents such as data capture sheets are typically grouped into batches of 50. This is a suitable number to be processed at any one time with few human errors caused by fatigue. This person has responsibility for ensuring the correct procedures are followed when transferring data to disk. You will assume the responsibility of this person when you process your work. As the data that you will use will have been processed already by others you will have to check its accuracy and you will process all the data from the year in one go and NOT 50 at a time.

Week 1 Theory 2 B usiness I nformation S ystems Batch Processing Assignment 6 - Batch Processing 4 Responsibilities of the Data Control Clerk The first responsibility is to count the documents(files). Checking visually to see that the details have been entered accurately and the correct number of data cells have been input. Calculating a “control total” of some crucial cell for the entire batch, manually. Calculating “hash totals” of other fields for further validation. Filling in a “Batch Header Document” which will show :- Batch number Number of documents in the batch Date processed Control Total Hash Total

Week 1 Theory 2 B usiness I nformation S ystems Batch Processing Assignment 6 - Batch Processing 5 Hash Totals A hash total is a sum of values calculated purely for validation purposes. Select a cell header such as ‘age’, ‘shoe size’ or some other. By hand (calculator) add up the total sum of all the data in that cell. The result is called a “hash total”. This hash total needs to be entered onto the “Batch Header Document”, which is a sheet of paper that belongs to the data to be processed. When you process the data, there will be a calculation on the spreadsheet which corresponds to the hash total. If the two figures do not match then there is an error.

Week 1 Theory 2 B usiness I nformation S ystems Batch Processing Assignment 6 - Batch Processing 6 Control Total The control total is simply a record of the number of records entered. The ‘batch header document’ will show from visual checking how many records need to be processed. Your spreadsheet will need to count the number of records processed. If the two sets of figures do not tally then there has to be an error.

Week 1 Theory 2 B usiness I nformation S ystems Batch Processing Assignment 6 - Batch Processing 7 Validation Validation checks are useful in identifying where data has incorrectly been entered. Whole numbers cannot be entered into cells that should contain words only. Cells can be configured to change colour when incorrect data is entered. It will not, necessarily, stop the processing of the data, but it will identify inaccuracies.