Office Automation

OFFICE AUTOMATION

Automation:

From ancient Greek: self-guided) is the use of computerized systems or elements to control
machinery and/or industrial processes, replacing human operators.

Office Automation:
Concept 1:

Office Automation is the integration of all information functions in the office, including word
processing, data processing, graphics, desktop publishing (office publishing), email, as well as
cutting-edge technologies. , at the software and hardware level, as is the case of Windows 95,
Office 97, Client/Server, Backoffice, Internet, Intranet, etc.

Concept 2:

ELLI and NUTT (1980) "The use of technology to improve the performance of office functions"
This definition expands the term to technology, not just like those prior to computing, perhaps
the term is too broad. Likewise, it is not reduced to the spatial field of the office, but rather
speaks about its functions.

Each author will use technology or office environment, depending on one's understanding of
what these terms are, thereby expanding the terms or narrowing them. From a perspective

The truth is that, in a broad sense, office automation should be registered as one of the complex
relationships of the technology-individual-society triangle.

Introduction

Automated programs for personal computing equipment installed in offices have become an
indispensable part of electoral administration in many countries. Word processing programs have
replaced typewriters; Database programs have replaced paper-based electoral lists, inventories
and personnel lists as well as personal organization programs have replaced paper diaries.

Fig. 1

Starting with basic word processing programs in the 1970s, by the 1990s, automated office
programs have become very sophisticated. These programs have served to give ordinary officers

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the ability to complete in-house tasks that once had to be sent outside of offices to be completed
by specialists.

For example, editing programs on personal computers allow relatively novices to produce
professional-quality publications when previously even the simplest tasks of this nature had to be
sent to professional printers. Database and spreadsheet programs that can be operated on high-
powered personal computers allow ordinary users to enter, store, and use information in ways
that once would have been possible only on large computers and by specialized programmers.

The speed of growth makes it necessary for information processing to be carried out
mechanically or automatically. As the origin and cause of this exponential growth of information,
the solution, called Informatics, appears, coincidentally, and defined as we have seen, as the
processing of information in an automated way.

Office automation

Computer science, so versatile and varied, began to be applied to different fields, starting first in
the military field. Computers took up a lot of space and energy, through
years, they were reducing in size and consumption, becoming affordable for any type of activity,
having currently extended to the economic and business field, being essential in the office for
effective company management. The fusion of office work, at a local level, and computing has
given rise to Office Automation.

In the office environment or Office Automation, large equipment is not necessary, but with
personal computers connected to each other, forming local networks, they share information and
reduce costs.

Office automation, in this way, has become a topic that is used more and more and is constantly
growing.

Office automation is the hardware and software equipment used to devise and create, collect,
store, manipulate and digitally transmit the information necessary in an office to perform tasks
and achieve basic objectives. The basic activities of an office system include the storage of raw
data, the electronic transfer of data, and the management of electronic information related to the
business.[1] Office automation helps optimize or automate existing office procedures.

The backbone of office automation is a local area network (LAN), which allows users to transmit
data, email, and even voice over the network. All functions of office work, including dictation,
typing, filing, copying, faxing, telexing, microfilming and file management, telephone and
switchboard operation, fall into this category. Office automation was a very popular concept in
the 1970s and 1980s, when desktop computers became popular.[2]

Towards the end of 2006, office automation aims to apply all the procedures described
wirelessly, that is, without cables. In this aspect, the increasingly popular WIFI and WIMAX play
a transcendental role. Finally you can see a modern office, very efficient but free of unpleasant
cables.

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Use of automation programs

It is desirable that all users of automated programs be trained in their use. In many countries,
external trainers can be used. Some electoral authorities may be able to provide in-house training
using their own staff. Most software packages come with user manuals (paper or on-screen).

The most modern programs are very powerful. A skilled user can develop very sophisticated
products. An electoral authority can, for example, use automated programs to:

 Produce all or most of your publications in-house, including books, brochures, forms and
newsletters.

 Compose, edit and print all your correspondence in a standardized corporate style,
including automated printing of your logos.

 Develop presentations for projection on large screens at seminars or for training

purposes.

 Incorporate, store and use information about the electoral registry.

 Automate various components of the electoral process, such as the issuance and receipt
of votes by correspondence.
 Capture and analyze election results.
 Store and manipulate records about employees.
 Large-scale personalized mailings to constituents or staff.
 Conservation of inventories.
 Operate an Internet site and an internal network.
 Plan and monitor all aspects of a relevant project.
 Organize a financial administration system.
 Send individual or group emails to constituents or staff.
 Share files over a network.

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A Path Towards Group Work

The evolution over the last year in the office environment represents a clear message: “we are
not alone.” This is not science fiction, but confirmation that there is strength in numbers.
Collaboration transforms the team or work group into the basic unit of the organization (company
or institution), and this concept must be understood and understood well, allowing new
techniques such as "Groupware" to be applied in the way of solving problems.

As a starting point, organization is required, in which the new agendas and time and project
management tools take an active part. Proof of their importance is their inclusion in larger
application groups, in which they did not have space until relatively recently. Electronic
messaging as part of a work environment allows quick and efficient communication between
different members of the company. The new applications turn computers into complete digital
telephone systems, adding to the traditional call waiting, forwarding, blocking, and hands-free
functions, telephone communication with groups, with shared resources. As an extension to
them, videoconferencing systems are also beginning to make their way into the most advanced
areas. Document management is increasingly richer in content, relying on new electronic formats
and larger and faster storage systems.

Integrated packages. The star products of the year, as far as the office is concerned, have
been the "suites", which combine the most popular applications in a single package, which
represents a great battlefield for three of the main IT giants. The most significant program of the
"suites", the word processor seems to have no limits.

There is a move towards supporting versions and permissions when building or reviewing the
document between different users. Connectivity through hyperlinks together with the inclusion of
navigation systems in the World Wide Web, through the processor itself, transform the document
into something "living." It doesn't all end there, the next important step may be to incorporate
continuous speech recognition, so you can dictate to your microcomputer.

Fig. 2

Applications of this type until now usually come separately although they are integrated into the
different processors, which suggests a possible happy union. Another trend will be the use of
new languages such as Java at the forefront in the development of the different

programs. As for the “hardware” for printing and capturing information (scanners, photocopiers,
faxes, printers), the option of photo-quality color is now within reach

of the majority. The marked path includes integration as well as the design to work in groups,
supporting multiple protocols and controlled access options, authenticating the user's identity.

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Information Networks and Computing

Many of the guidelines followed by Office Computing are due to the network concept itself. From
contact with large communication networks, especially the Internet, behavioral models that are
more productive than the originals are exported. The distribution of documents to the entire
company without requiring paper, with ease of updating in less time, finds its ideal medium in
intranets, of which there is a good range of options adaptable to the various complexities of
companies.

New types of work have emerged, remote access from a telephone connection either from the
basic network or ISDN, mobile telephony or whatever type, to the company's databases and
applications makes teleworking possible, widely implemented in other countries. countries and
future alternative in Peru when it comes to reducing costs and energizing the market.

The Office and Its Complexity

The office is a complex work environment, not because of the technical difficulty that the work
carried out in it may require, but because of its enormous variety, which involves the handling of
a large amount of information with different types of processing. For an analysis of the office,
and given its indefinite and unstructured nature, we will follow the complexity model based on
three levels, proposed by Saez Vacas (1983).

The study of the office will begin with an analysis of the different perspectives that can be
chosen. Office Perspectives. A 3-tier architecture of data models can be used.

The lowest level is the internal or physical level (how data is physically stored on tapes or disks
or other magnetic, electronic or optical media). Then there is the level of data models
(conceptual scheme according to which data is organized in the form of a tree, network or
relationship tables). Finally, the data submodels, or partial views that each user has of the
database. From an analytical perspective, we focus on “overt and spontaneous behavior” in
operational tasks. This is a study of the most immediate in the office, what, how and why things
are done, where it is going.

ACTIVITIES.- The office is conceived here as an environment that carries out activities aimed at
supporting the management of an organization. We must take into account reasons for using an
important tool when carrying out system integration. The list of the activities carried out reveals a
series of basic needs common to the office environment. On the other hand, these are the
activities most susceptible to automation.

SEMANTICS.- Try to understand the reasons behind the activities that are carried out, where
there is always a broader objective than the task to be carried out. Is a

intermediate perspective between the activities and the higher level that the functions imply. It
tries to explain the why of things, in order to facilitate the proper integration of all the
individual components and tools, facilitating at the same time an adaptation to the objectives to
be achieved and a significant capacity for evolution.

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FUNCTIONS - The office is conceived as a set of functions and procedures. A function is made
up of several elementary activities. Thus, all the work carried out can be broken down into more
specific and defined tasks and a block diagram of office processes can be built, which will later be
used to develop the integrated system. This perspective, eminently organizational, will be very
useful to structure office tasks.

The hierarchical relationship of the three forms (activities, semantics and functions) is easily
appreciated, at the lower level are the elementary activities, which are grouped in a logic, by
giving them a concrete meaning (semantics), to finally form the functions.

Most common programs in the Office environment

Text editors

Editors are programs that allow you to create files, text and source programs. They are designed
to facilitate the preparation of texts and possible future modifications. Your fundamental tasks
will be: editing, viewing, deleting, inserting and searching/replacing characters.

There are two kinds:

Line editors:

It operates line by line. An example would be EDLIN for MS-DOS and ED for UNIX.

Screen editors:

You can manage the entire screen. MS-DOS EDIT and UNIX VI. The EDIT program is used to
create
and editing of text-type files, that is, maintaining files whose records are composed of printable
ASCII characters. Other programs would be: NORTON EDITOR (DOS), EX (UNIX)

Word processors.

By definition, a word processor is computer software intended for the creation and editing of text
documents and is shown as an alternative to the old typewriter. Word processors offer one or
other possibilities depending on the application available. As a basic general rule, all word
processors can work with different paragraph formats, font size and orientation, formatting
effects, in addition to having the properties of being able to cut and copy text, set spacing
between lines and between paragraphs. , align paragraphs, set indentations and tabs, create and
modify styles, activate previews before printing or view edited pages.

Word processors, within the range of programs, are classified as important and necessary in the
use of any PC. Choosing the most appropriate one depends on the

user experience and needs. The possibility of writing long or repetitive documents, correcting
them, modifying them and printing them is a substantial advantage of the PC over the typewriter.
There are a huge number of word processors on the market, of different complexities, sizes, and
possibilities. Word processors or treatments are user programs that allow you to perform all the
operations necessary to create, save, retrieve, modify and print text.

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When writing with a word processor, you don't have to worry about the end of the line, nor the
end of the page, since the program automatically moves to the next line or the next sheet when
one is complete. The processor itself will delimit the size of the sheet, lines per page. Through
simple procedures we can move, delete, underline or repeat paragraphs, phrases and words
within a text. Once the manipulation of the document is finished, we can save it on a magnetic
medium, print it or both (when a text is edited or created, it resides in the internal memory, then
it only remains temporarily, being lost when the equipment is disconnected. To avoid loss, it
must first be saved on a magnetic support, if we want to keep it).

When processors are part of an integrated package, they have access to and communication with
other programs: databases, spreadsheets, dictionaries, other files, etc. In principle, there are two
types of text processing: Those that have menus (the options are selected by pressing the key
that indicates the menu, or with the cursor arrows or the mouse).

Those that use commands (use combinations of certain keys to perform each of the desired
options). All word processors allow you to set headers and footers, define the width of the
document, the number of characters per line, define page lengths, mark margins and tabs, move,
copy or delete text blocks, define text attributes ( bold, underlined). They also offer the
possibility of easily creating tables, graphs, drawings and even inserting images. It is normal to
be able to view the document on the screen in its final format, that is, as it is going to be printed.
This preview sample is very interesting to check its final appearance without having to print it; It
is known as WYSIWYNG (you get what you see).

Some examples:

Microsoft Word

This program is currently the most complete within its category, which has given rise to great
dissemination, both for private use and by companies and official organizations. Currently, it has
managed to surpass its great competitor WordPerfect for Windows. The current version is
Windows '95, integrated into the suite of programs called Oficce 97.
There are other versions, for Macintosh and for PCs operating under MS-DOS. This
documentation is prepared with Microsoft WORD 6.0.

WORDSTAR

It was the first and widely used, currently it has disappeared in practice.

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WordPerfect

It is a word processing program that was most popular in the late 1980s and early 1990s. It was
the de facto standard for many years, but has now been eclipsed, both in sales and popularity,
by Microsoft Word. Today Wordperfect is recovering in markets such as North America thanks to
the development by Corel and the advantages that its suite offers over Microsoft's, and has
begun recovery in other markets.

Spreadsheets

A spreadsheet is a program that allows you to manipulate numerical and alphanumeric data
arranged in the form of tables (which is the union of rows and columns). It is usually possible to
perform complex calculations with formulas and functions and draw different types of graphs.

Spreadsheets (electronic spreadsheets) were born when the need arose to adapt the planning
systems used in large computers to the new microcomputers. It is a combination of calculator,
pencil and paper, which together with the power and data storage capacity of computer systems,
make them a tool of utmost importance in the business world, at home. The first spreadsheet.

Visicalc

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was born in 1979, from an idea by a business administration student at Harvard University.
Business calculations handle amounts of data that usually vary depending on the assumptions, so
until the invention of the electronic spreadsheet, it had been ruled out to apply computing to that
work environment, where each case would give rise to a different program.

MS EXCEL for Windows :

It is the most widespread due to its great power and ease of use. It has displaced the well-
known Lotus 1, 2, 3.

Graphics

By graphics programs we refer to both statistical programs and drawing and design programs.
At first we can classify the different graphics programs as drawing or computer-aided design. The
first are those that draw on the screen and the second are those that draw in memory and show
the result on the screen. Their way of working is also different: screen ones do so by grouping
points (pixels) and are usually called "bitmaps" or bitmap; memory ones work with vector entities
and their geometric definitions as objects.

Each method has its advantages and disadvantages regarding the quality of representation and
ease of manipulation or modification.

There are different sub-classifications, depending on the area of application of each of them.
Thus, from the drawing ones, the photographic retouching ones have emerged, which require
high-quality graphics cards.
resolution and scanner for design, manufacturing and engineering (CAD/CAM/CAE). By mixing
both we obtain presentation, animation and multimedia programs.

Management Charts belong to the area of drawing programs for presentations of statistical
diagrams, organization charts, schemes, etc. They are integrated or related to other data
management programs: spreadsheets, databases, word processors, etc.

As an example, there is software called Visio version 7.0, Smart Draw, among others. There are
more and more packages specialized in the generation of graphics, expanding their power to
other company activities: desktop publishing of documents, videoconferences, others. They
normally include the possibility of importing/exporting data to or from other programs, although
retaining the possibility of entering them with the program itself. Its three basic types of
representation are bar, line and sector diagrams in 2 and 3 dimensions. Other mixed ones (bars
and lines, sectors and bars, etc.) and new ones (free text, organizational) have been
incorporated.

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Drawing and design graphics: Geometric figures (points, lines and curves) and image
management functions (deletion, centering, translations, rotations, enlargements, etc.) are
available. They are used in line and artistic drawing, design of machines and tools (including
automobiles), electrical and electronic diagrams, maps and cartography, architecture and urban
planning, advertising and graphic arts, etc. Another element closely related to graphics is the
WINDOWS environment, the most popular graphical user interface currently. Examples of
graphics programs, of the three types indicated, are: HARDWARD GRAPHICS, POWER POINT,
COREL DRAW, AUTOCAD, ROBOCAD, PAINTBRUSH.

Integrated packages

An integrated package is considered to be a "software set that includes the functions of several
programs in an interrelated system, either as modules of each application or forming several
independent programs." Normally, good and complete documentation is needed, since we will
need precise and exact knowledge of the possibilities of each of the programs and their potential
relationships with the others. Normally, tutor programs and interactive aids will be more
abundant, knowing at any time the functions that we can perform, as well as the function,
editing, and special keys. They also usually include example files that accompany each
application or in a separate group.

The programs included are usually:

 Databases, Spreadsheets.
 Word processors. Graphics. Communications.
 Agenda Example of integrated packages:
 ASSISTANT
 LOTUS
 SIMPHONY
 ABILITY
 WORKS
 OPEN ACCESS
 MS OFFICE

Currently, integrated packages have become obsolete, given that under the Windows
environment all types of programs can be easily integrated without the need for them to be from
the same creator. currently the only survivor is WORKS in its version for
Windows

Management Programs

The so-called "management" programs are those whose main mission is to maintain, in a
properly organized manner and adequately process, relatively large volumes of data, for which it
is necessary to use mass storage, such as magnetic (or optical) disks. .

These programs place special emphasis on optimizing disk access times and the time to find data
through indexing techniques (trees, hash tables, dichotomous search, etc.).

These programs have traditionally been divided into four categories, although, of course, there
are management programs that do not fit into these categories. These are ACCOUNTING,
INVOICING, WAREHOUSE AND PAYROLL , to name the most important ones. In addition,

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the Administrative Management Information Systems (SIGA), used especially in Public

Administration, deserve special mention.

ACCOUNTING programs are intended to automatically process accounting data with the aim of
relieving humans of intense tasks that may be carried out with some numerical error, such as
balancing a balance sheet or closing a financial year.

Accounting programs usually and must include input data filters, so they do not allow facts such
as, for example, the annotation of an entry, whose "debit" and whose "credit" do not add up to
the same thing. They also automatically check that the types of accounts that are
debited/credited are consistent (asset/liability/net).

They usually incorporate a "skeleton" of the accounts of the General Accounting Plan (PGC), and
allow the creation of subaccounts up to a certain level, large enough, so that it is easily adapted
to the needs of any entity, benefiting from all the flexibility of the PGC.

They allow the generation of printed reports (lists) of the same morphology as classic accounting
books and documents (general ledger, journal, others), so that printed documentation of
computer data can be easily and conveniently obtained.

Most of them allow you to manage double accounting (real/official) so that it is very easy to
simultaneously manage two accounts of the same company, without having to repeat
necessarily all the data (only those that are different). BILLING programs keep track of the
invoices issued by the company in question. Once every certain period of time, the invoice is
issued to the clients, based on the delivery notes of that client pending invoice.

Project Manager Software

Project management software is a concept that describes various types of software, including
scheduling, resource allocation, collaboration software, communication and documentation
systems, used to help organize a complex project into different tasks and in a given time.

Graphic Presenter

A presentation program is a software package used to display information, usually through a

series of slides. It typically includes three main functions: an editor that allows you to insert and
format text, a method for inserting and manipulating images and graphics, and a system for
displaying the content continuously.

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There are many types of presentations, for example professional (work-related), for education, or
for communicating news in general. Presentation software can support or replace traditional ways
of giving a presentation, such as pamphlets, paper summaries, whiteboards, slides, or
transparencies. A presentation program allows you to place text, graphics, movies, and other
objects on individual pages or "slides." The term "slide" is a reference to the slide projector, a
device that has become obsolete for these purposes since the advent of presentation programs.
Slides can be printed on transparencies and displayed using an overhead projector, or displayed
directly on the computer screen (or on a regular screen using a video projector) under the
control of the person giving the presentation. The transition from one slide to another can be
animated in various ways, and the appearance of individual elements on each slide can also be
animated.

The most common example of a presentation program is Microsoft PowerPoint, although there
are alternatives, such as Impress, included in the OpenOffice.org office suite, or KeyNote, for
Apple computers.

Email

Electronic mail, or in English e-mail, is a network service that allows users to quickly send and
receive messages (also called electronic messages or electronic letters) using electronic
communication systems. This name is mainly used to refer to the system that provides this
service on the Internet, through the SMTP protocol, although by extension it can also be applied
to analogous systems that use other technologies. Through email messages you can send not
only text, but all types of documents. Its efficiency, convenience and low cost are making email
displace regular mail for many common uses.

WEB Browsers

A web browser or web browser (from English, navigator or browser) is a software application
that allows the user to retrieve and view hypertext documents, commonly described in HTML,
from web servers around the world over the Internet. This network of documents is called the
World Wide Web (WWW). Any current browser allows you to display or run graphics, video
sequences, sound, animations and various programs in addition to text and hyperlinks or links.

There is a detailed list of associated browsers, rendering engines and other topics in the
associated category.

Amaya from W3C

Internet Explorer and derivatives:
or Avant Browser
or Maxthon
or G-Browser
Mozilla (SeaMonkey) and derivatives:
or Mozilla Firefox

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or Beonex
o IBM web browser for OS/2.

personal organizer

Personal Digital Assistant is a handheld computer originally designed as an electronic agenda

(calendar, contact list, notepad and reminders) with a handwriting recognition system. Nowadays
it can be used as a home computer (watch movies, create documents, games, email, surf the
Internet, play audio files, etc.).

Technological Developments in Office Automation

Most of this documentation has been about technology and techniques that are available.
However, it has been worth briefly considering some of the technologies considered until recently
to be emerging, which are only just beginning to be translated into market products. Most of the
advances in recent years have been in the area of electronics. : We are now entering an era in
which the use of light and lasers, rather than electrical signals, will be fundamentally increasing
for communications, archiving and printing. The key factors here are the ability to achieve high
speeds, more data in the same physical space, and greater reliability with optical methods.

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INTRANET: THE NEW OFFICE REVOLUTION

The term INTRANET was almost unknown a few years ago in the world of computing but it has
taken on great importance in the different media that disseminate information about the world of
computing, so much so that it has been considered one of the new revolutions in the world. of
computing. Using the same technology that supports INTRANET's older brother (INTERNET), an
INTRANET is a private site or
a set of sites configured for the exclusive use of an organization. While the INTERNET connects
millions of users around the world, an INTRANET is an internal, closed version that only connects
the user with selected computers.

A good percentage of a company's information is exclusively internal, and should not circulate
publicly. INTRANETS are responsible for maintaining property rights and allow establishing
security levels for specific information. Currently, many companies are already taking advantage
of the advantages of implementing an INTRANET. INTRANETS can be in a very specific way,
allowing the management of internal information in a company since they create an enormous
savings opportunity by eliminating printing percentages and reducing administrative costs
associated with the production and distribution of internal information.

INTERNET AND OFFICE

THE INTERNET allows us to subscribe to the so-called “interest lists” that exist around the world,
which have been created considering specific topics and which we can access without any
additional cost. On the other hand, we benefit from subscribing to an interest list by getting to
know other people, institutions, organizations, groups of people, societies, all of them with the
same objective of common interest, which may be for

example: Ecology. Thus, being subscribed to the “Ecology” interest list of a given country, we can
receive all the updated information available on the date on the topic Ecology, both in the
country and abroad, as well as we can send information on that topic or redirect it to third
parties.

THE MOBILE USER AND THE OFFICE

Remote network access, especially Internet access, continues to rise on lists around the world.
Sales of laptop computers are increasing at a faster pace than desktop systems, government and
state regulators are pressuring employers to reduce travel distance, and people affected by
hurricanes, floods, earthquakes and tsunamis cold, they have learned that they don't have to be
in the office to be productive. Almost every business network needs to give people a way to call
to read and exchange files. Those files can be email, reports, product orders and other similar
things, they mainly use the Internet.

But no matter what the application is, the process falls into one of two modes: remote control or
remote node. You'll want remote control if your users primarily run DOS applications on their
laptops or use slow transmission techniques, such as wireless or cellular connections. Under
remote control, the calling computer sends keystrokes down the phone line and returns images
on the screen in the other direction.

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Bibliography

1. http://mural.uv.es/roigmi/exposition.ppt

2. http://www.aceproject.org/main/espanol/et/etg.htm

3. http://www.ucla.edu.ve/dac/Departamentos/coordinaciones/informaticai/documentos/
Automatizaci%C3%B3n%20de%20Oficinas%20y%20sistemas%20estrategicos.htm

4. http://es.wikipedia.org/wiki/Sistemas_de_automatizaci%C3%B3n_de_oficinas

5. http://es.wikipedia.org/wiki/Aplicaci%C3%B3n_ofim%C3%A1tica

6. http://innova.fox.presidencia.gob.mx/archivos/9/5/9/files/archivos/sip-6376.pdf

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Glossary

Backoffice:

In the field of electronic commerce it is one of the most repeated words, because it refers to the
automatic systems that support the actions that accompany a transaction: billing, order issuance,
warehouse control, etc. One can now have an excellent e-commerce site - they assure - that if
the backoffice fails.

Groupware:

Collaborative computer program or Groupware (in English) refers to computer programs that
integrate work in a single project with many concurrent users who are in various workstations,
connected through a network (internet or intranet).

Suite room:

A computer suite or office suite is a set of software for use in offices and professional
environments.

Intranet:

They are private value-added networks within organizations using INTERNET technologies. In
other words, INTRANETS are internal websites on private local networks, with internal virtual
pages, which allow the distribution of information among users of corporate networks. The
immediate result is to achieve better and more efficient communication, at all levels of
organizations. Intranets (or Intra-networks if you like) connect people to people, and people to
information.

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