1. OFFICE AUTOMATION SYSTEM (OAS)
Information Systems - Basics of Information
OFFICE AUTOMATION SYSTEM (OAS)

2. Information Systems - Basics of Information
ABOUT OAS
Office Automation is the process of applying modern machines and technology to improve information management as well as the overall performance of an organization. Small businesses often manage to perform all their office tasks from simple desktops or laptops.
Office Automation refers to all tools and methods that are applied to office activities which make it possible to process written, visual and sound data in a computer-aided manner. Office automation systems is a blend of different technologies which help in reducing the manual labor required in operating an office environment.
Office automation systems are concerned with handling, controlling and distribution of the information in the organization.
Office automation system provides for the incorporation of documents of all types by integrating images into the system.

3. Information Systems - Basics of Information
ABOUT OAS
Office Automation is the integration of computer, telecommunications and office requirement technologies to improve the execution of business functions through increasing the productivity, effectiveness and working conditions of office support staff.
Office Automation Systems generally facilitate the following:
Producing documents
Storage and retrieval of documents
Transmission of documents and messages
Scheduling, meeting and managing records

4. ACTIVITIES OF OFFICE AUTOMATION SYSTEM
Information Systems - Basics of Information
ACTIVITIES OF OFFICE AUTOMATION SYSTEM
Office automation system is the combination of hardware, software and people in information system that process office transactions and support office activities at all levels of the organization. These systems include a wide range of support facilities, which include word processing, electronic filling, electronic mail, message switching, data storage, data and voice communications etc.
Activities performed by clerical personnel (clerks, secretaries, typists, etc.)
Activities performed by the executives (manages, engineers or other professionals like economists, researchers etc.)

5. ACTIVITIES OF OFFICE AUTOMATION SYSTEM
Information Systems - Basics of Information
ACTIVITIES OF OFFICE AUTOMATION SYSTEM
List of activities in the first category (clerical)
Typing
Mailing
Scheduling of meetings and conferences
Calendar keeping and
Retrieving documents
List of activities under the second category (managerial category)
Conferencing
Production of information (message, memos, reports etc.)
Controlling performance

6. ACTIVITIES OF OFFICE AUTOMATION SYSTEM
Information Systems - Basics of Information
ACTIVITIES OF OFFICE AUTOMATION SYSTEM
Three basic types of activities performed in an office automation system are:
Storage of information
Data Exchange
Data Management
Broadly, the activities under OAS are categorized into two:
Electronics Publishing, Processing and Management Systems
Electronic Communication and Meetings System

7. ELECTRONIC PROCESSING, PUBLISHING AND MANAGEMENT SYSTEMS
Information Systems - Basics of Information
ELECTRONIC PROCESSING, PUBLISHING AND MANAGEMENT SYSTEMS
Electronic Processing, Publishing and Management Systems enable the users to file different documents on storage media. Image Processing, multi-media, presentation software, e- calendaring automate the office tasks greatly and improve efficiency.
Word Processing
E-Filling
Multimedia
Image Processing
Videotex
Desktop Publishing
Presentation Graphics
Electronic Calendering
Computer graphics
Voice Processing

8. ELECTRONIC COMMUNICATION AND MEETING SYSTEMS
Information Systems - Basics of Information
ELECTRONIC COMMUNICATION AND MEETING SYSTEMS
Electronic Communication System help the users to communication fast amongst themselves without wasting time, effort and energy.
Electronic Mail or
Voice mail
Facsimile Transmission
Electronic meeting system
Audio Conferencing
Video Conferencing
Desktop Conferencing
Computer Conferencing

9. COMPONENTS OF OFFICE AUTOMATION SYSTEM
Information Systems - Basics of Information
COMPONENTS OF OFFICE AUTOMATION SYSTEM
Basic three components are:
Data Storage and Manipulation: This component makes use of office raw data- forms, records and documents. This component is responsible of capturing and editing of data- data may be in any form like text, images, audio, video etc.
Data Exchange: The data stored can be exchanged and can be sent to multiple users at one time. Facsimile, Electronic Mail and Voice Mail can be used to transfer information. Network communication standards and protocols are used for transferring data/information electronically.
Data Management: Data management is the last component of OAS. Task management, scheduling system and reminder programs etc. Used for controlling and monitoring the OAS .Time lines and limits are maintained. Data access and sharing is the prime need of Office Automation Systems.

10. COMPONENT FUNCTIONS Word processing (MS-Office)
Preparation of typed well formatted documents.
Spreadsheet (MS-Excel)
Preparation of data in the form of tables, charts, graphs
Facsimile
Transmitting documents electronically
Electronic Mail
Transmitting typed messages electronically to one or more recipients at one time.
Voice Mail
Transmitting spoken words/ messages to other end electronically
Teleconferencing
Bringing together participants electronically for a conference without travel.
E-scheduling/ calendaring
Managing activities/ reminders as per the meeting schedules of time dependent events
Micrographics
Storing documents on microfilm for easy storage and retrieval.
Desktop Publishing
Publishing good quality text
Telecommuting
Allowing employees to work from home.
FUNCTIONING OF VARIOUS COMPONENTS

11. CASE STUDY: ATTENDANCE SYSTEM
Information Systems - Basics of Information
CASE STUDY: ATTENDANCE SYSTEM
The attendance system is used to monitor the attendance and movement of employees within their working hours and to prepare materials for processing wages.
One of the most tedious jobs in an organization is maintaining the attendance record of the employees and making the salary cheques ready, keeping in view the time /hours worked in the organization along with the extra time spent, deduction on the basis of off days and leaves etc.
In spite of the regularities and checks, deficiencies creep in. To deal with such type of problems, organizations have started taking help from the Biometric Attendance System.
Biometrics literally means life measurement and it is associated with utilization of distinctive physiological characteristics for identifying individuals.
Two basic types are: Physiological and Behavioral

12. CASE STUDY: ATTENDANCE SYSTEM
Information Systems - Basics of Information
CASE STUDY: ATTENDANCE SYSTEM
CLASSIFICATION/TYPES:
Biometrics can be divided into two groups based on purpose-
1. Verification
2. identification
Verification systems are more popular among the two types. These biometrics banks on the database of the approved signatures, which are prepared well in advance. The System checks the signatures with the already stored.
Identification system are used for recognization of one’s stored identity of the user.

13. ADVANTAGES OF OFFICE AUTOMATION SYSTEM
Information Systems - Basics of Information
ADVANTAGES OF OFFICE AUTOMATION SYSTEM
Quality of work improves in terms of content and accuracy.
Speedy transmission and receipt of message.
Time spent on capture and creation of data is reduced.
Routine type boring jobs are reduced to a great extent.
Office automation system reduces administrative detail overhead.
Office automation system reduces the travelling expenses and organizing expenses involved in general meetings.
Office automation system co-ordinates and integrates office tasks.
More cost-effective and time effective communication is made possible.
Information travels quickly and efficiently.
Office automation system increases the productivity of office workers at all levels.
Office automation system provides more time to managers to concentrate on more important jobs.
Quality of work is improved in terms of content, accuracy and timeliness.
Preparation and editing of message becomes easy.
Accurate communicate of message.

14. DISADVANTAGES OF OFFICE AUTOMATION SYSTEM
Information Systems - Basics of Information
DISADVANTAGES OF OFFICE AUTOMATION SYSTEM
Purchasing hardware and software needed for Office automation system involves huge amount
Office automation system disturbs routine business work, everyone depends on computer and staff becomes lazy.
Office automation system may lead to security problems. Hackers may hack important information when s or fax etc. are sent.

15. CONCEPT OF VIRTUAL OFFICE
Information Systems - Basics of Information
CONCEPT OF VIRTUAL OFFICE
Virtual office is a paperless office where all the documents are created and maintained with the help of computerized terminals.
Virtual office includes all the electronic systems that are concerned with the communication of information from inside and outside the firm.
Virtual office is non-permanent and mobile office, run with a computer/ laptop and communication technology. It involves the use of ICT by employees at home or during travel to telecommute and to collaborate with other employees.
Working from virtual office reduces office rental cost, maintenance cost and equipment cost.
Work can be performed virtually from any geographical location; work site must be connected to the organization site through some communication capability.
Suitable for persons who are old aged or handicapped persons or the persons on medical leave, not able to walk and reach office but the major drawback is that employees do not feel the importance of organization and proper office hours, work culture is hampered in this environment.