Electronic Data Processing (EDP) PDF

ELECTRONIC DATA PROCESSING (EDP) RICHARD C. REGALA Computer Science Department College of Engineering and Technology ELECTRONIC DATA PROCESSING (EDP) ❖ Refers to the use of automated measures using simple, repetitive actions – and computer technology – to organize and store documents and...

ELECTRONIC DATA PROCESSING (EDP) RICHARD C. REGALA Computer Science Department College of Engineering and Technology ELECTRONIC DATA PROCESSING (EDP) ❖ Refers to the use of automated measures using simple, repetitive actions – and computer technology – to organize and store documents and sometimes to transfer them from paper to digital format. ❖ It is the process of collecting data and processing them to produce meaningful information by using computers, processing software and standard database tools. It is the latest technique for processing large chunks of data. ❖ It is a fast, efficient and reliable technique. Today… ❑ EDP (electronic data processing) is an infrequently used term and now usually called "IS" (information services or systems) or "MIS" (management information services or systems) ADVANTAGES OF EDP ✓ Speed – Information stored and managed via EDP can be retrieved almost instantly on well-maintained internal network or even the Internet. ✓ Efficient – Summary documents and related materials such as invoices, reports, and statements can be automatically and quickly generated via EDP. ✓ Economic – Once an EDP system is created and implemented, overtime it reduced the costs of managing data by a significant margin. ✓ Reduced Labor – Duplication of effort and repeated entries due to mistakes in manual data entry are reduced or eliminated by EDP. ✓ Automatic Operation – An electronic computer can carry out sequence of many data processing operations without human intervention. The various operation executed automatically by way of a stored computer program. ADVANTAGES OF EDP ✓ Decision making capability – A computer can perform certain decision instructions automatically. Here the decision consist of two steps. a. Determining whether a certain statement is true or false. b. Based on the result, choosing one or the other course of action out of alternatives included in the computer program. ✓ Compact Storage – EDP systems have the ability to store large amounts of data in a compact and easily retrievable form. ✓ Accuracy – High speed processing by computers is accompanied by high-accuracy results. The electronic circuitry of computers is such that, when the machines are programmed correctly and when relatively assured, no other system can operated with as much accuracy as the electronic system. DISADVANTAGES OF EDP ❑ Power failure, computer viruses and hackers are inherent problems of using computerized systems. ❑ Once data have been inputted in the system, automatically the output are obtained. Hence, the data being inputted need to be validated for accuracy and completeness. Following the concept of GIGO (Garbage In, Garbage Out). ❑ Accounting system not properly set-up to meet the requirement of the business due to badly programmed or inappropriate software or hardware or personnel problems can cause more havoc. ❑ Danger of computer fraud if proper level of control and security whether internal and external are not properly instituted. COMPONENTS/ELEMENTS OF EDP There are five (5) basic components/elements in processing system which uses a computer for processing data. 1. Hardware - All the physical parts which make up a computer system i.e. all the electronic devices and peripherals which performs the data processing operations. 2. Software - consists of programs and routines whose purpose is to make the computer useable for the user. 3. User Program - A program consists of related instructions to perform operations. A data processing job may require a number of programs 4. Procedure - The operation of data processing system requires procedure for use, in preparing data, for operating the computer, and distributing the output after processing. 5. Personnel - EDP basically needs three kinds of skilled personnel: a.) System Analyst; b.) Programmer; c.) Operator HARDWARE All the physical parts which make up a computer system i.e. all the electronic devices and peripherals which performs the data processing operations. What is a COMPUTER? Is an electronic device that is design to work with information. The term computer is derived from the Latin term “computare”, this means to calculate or programmable machine. Computer cannot do anything without a Program. The word “Computer” usually refers to the Central Processing Unit (CPU) plus the internal memory. Is an advanced electronic device that takes raw data as input from the user and processes these data under the control of set of instructions (called program) and gives the result (output) and saves output for future use. It can process both numerical and non-numerical (arithmetic and logical) calculations. HARDWARE What is a COMPUTER? Is an electronic machine capable of performing basic operations like addition, subtraction, multiplication, division, etc. The computer is also capable of storing information which can be used later. It can process millions of instructions in few seconds and at the same time with high accuracy. Hence a computer can be defined as an automatic electronic machine for performing calculations or controlling operations that are expressible in numerical or logical terms. Computers are very accurate and save time by performing the assigned task very fast according to a given program. COMPUTERS DON’T GET BORED!!! HARDWARE FUNCTIONAL UNITS OF A COMPUTER SYSTEM Computer system is a tool for solving problems. The hardware should be designed to operate as fast as possible. The software (system software) should be designed to minimize the amount of idle computer time and yet provide flexibility by means of controlling the operations. Basically any computer is supposed to carry out the following: - Accept the data and the program as input - Store the data and the program and retrieve when required - Process the data as per instructions given by the program and convert it into useful information - Communicate the information as output HARDWARE FUNCTIONAL UNITS OF A COMPUTER SYSTEM (DIAGRAM) SOFTWARE Software, in its most general sense, is a set of instructions or programs instructing a computer to do specific tasks. Software is consists of programs and routines whose purpose is to make the computer useable for the user. Software refers to set of programs that makes the computer to do something meaningful. It is the planned, step-by-step instructions required to turn data into information. CLASSIFICATION OF SOFTWARE Software can be classified into two (2) categories: a) System Software b) Application Software SOFTWARE ❑ System software consists of general programs written for a computer. These programs provide the environment to run the application programs. ❑ System software comprises programs, which interact with hardware at the very basic level. They are the basic necessity of a computer system for its proper functioning. ❑ System software serves as the interface between hardware and the user. The operating system, compilers, and utility programs are example of system software SOFTWARE ❑ Operating System – an integrated set of specialized programs that is used to manage the overall operations of a computer (e.g. DOS, Unix, Linux, and Windows) ❑ Compiler – software that translate the source program (user written program) into an object program (binary form). ❑ Utility program – supports the computer for specific tasks like copying, sorting, linking an object program, etc. SOFTWARE ❑ An Application Software consists of programs designed to solve a user problem. ❑ It is used to accomplish specific tasks rather than managing a computer system. ❑ An Application Software are in turn, controlled by system software which manages hardware. Some typical examples are: Ticketing reservation system, game programs, word processing software, etc. SOFTWARE Categories of Application Software Business Software ( e.g. Financial Software, Accounting Software, etc.) Graphic and Multimedia ( e.g. AutoCAD, VLC, Paint. Movie Maker, Photoshop, etc.) Home / Personal / Education ( e.g. Google Class, MS Teams, Computer Games, etc.) Communication ( e.g. Zoom, Skype, GoToMeeting, Messenger, etc.) Types of Application Software Proprietary - licensed software under exclusive legal rights of owner In-house – developed software with the help of company resources Off-the-shelf – software being used without any changes expected Customized - software developed according to specific user requirement SOFTWARE Forms of Application Software Packaged Software Customized Software Web Application Open Source Shareware Freeware Public Domain Software Packaged Software - is a collection of programs that perform similar functions or have similar features. (e.g. Microsoft Office, Corel Draw, AutoDesk, etc.) Customized Software - is exactly as it sounds: software specifically created for the user or a group of users within an organization. It's also known as "bespoke software" or "tailor-made software.“ It requires the use of a Programming Language for development. (e.g. Sales and Inventory System, School Registration System, etc.) PROGRAMMING LANGUAGES Types of Programming Languages ❑ Machine Language - The instructions are written in binary codes, which can be directly understood by the computer ( CPU) without translating them. ❑ Assembly language - The instructions are written using symbolic instruction code instead of binary codes. Symbolic codes are meaningful abbreviations such as SUB is used for substation operation, MUL for multiply operation and so on. The set of program instructions written in assembly language are also called as mnemonic code. ❑ High Level Languages - The high level languages are similar to English language. The program instructions are written using English words, for example print, input etc. But each high level language has its own rule and grammar for writing program instructions. These rules are called syntax of the language. PROGRAMMING LANGUAGES Types of Programming Languages ❑ High Level Languages - The program written in high level language must be translated to machine code before it runs. Each high level language has its own translator program ❑ Fourth Generation Languages – The instructions are designed to be closer to human language than any other high-level languages and are accessible to people without a formal training as programmers. These allow multiple common operations to be performed with a single programmer-entered command. 4GLs are intended to be easier than any other computer generation language. Some 4GLs are: FoxPro, LINC, FOCUS, etc. For Example, a typical 4GL command is: FIND ALL RECORDS WHERE NAME IS “SMITH” NOTES: THANK YOU!!!