Unit-1 Software Fundamentals and Case Study.pdf

Recent Trends in Information Technology UNIT 1 Software Fundaments and Case Studies ❖ Software Fundamentals  Introduction ▪ Introduction to Emerging Trends Computers have been around for quite some time now. ▪ New technologies and initiati...

Recent Trends in Information Technology UNIT 1 Software Fundaments and Case Studies ❖ Software Fundamentals  Introduction ▪ Introduction to Emerging Trends Computers have been around for quite some time now. ▪ New technologies and initiatives emerge with each passing day. In order to understand the existing technologies and have a better view of the developments around us, we must keep an eye on the emerging trends. ▪ Many new technologies are introduced almost every day. Some of these do not succeed and fade away over time. ▪ Some of these new technologies prosper and persist over time, gaining attention from users. ▪ Emerging trends are the state-of-the-art technologies, which gain popularity and set a new trend among users. ▪ Some emerging trends that will make a huge impact (in the future) on digital economy and interaction in digital societies. AI (machine learning, natural language processing, impressive experience, robotics), Big data, IOT (sensors, smart cities), Cloud computing, and other emerging themes applications.  What is software : ▪ A computer system consists of hardware and software.The computer h/w cannot perform any task on its own. It needs to be instructed about the tasks to be performed. ▪ Software is a set of programs that instructs the computer about the tasks to be performed. ▪ An example of software o Web browsers. o Word processors. o Multimedia software. o Spreadsheet software. o Email clients. o Graphics software. ▪ Software is used to control a computer. Shri S.V.Patel college of CS and BM Page | 1 Recent Trends in Information Technology  Types of software: 1. System Software: ▪ System software provides the basic functions that are performed by the computer. It is necessary for the functioning of a computer. ▪ It enhances the productivity of our system. 2. Application Software: ▪ Application software is used by the users to perform specific tasks. ▪ The user may choose the appropriate application software for performing a specific task which provides the desired functionality. ▪ Logical Hierarchy of software: ▪ Based on the above diagram we can say that System Software and Application Software is interface between Hardware and User. Shri S.V.Patel college of CS and BM Page | 2 Recent Trends in Information Technology ▪ User will interact with Application software, Application software will interact with System software ,and finally System software will interact with Hardware. 1. System Software: ▪ System software provides basic functionality to the computer. ▪ System software is required for the working of computer itself. ▪ The user of computer does not need to be aware about the functioning of system software, while using the computer. ▪ For example, when you buy a computer, the system software would also include different device drivers. When you request for using any of the devices, the corresponding device driver software interacts with the hardware device to perform the specified request. If the appropriate device driver for any device, say a particular model of a printer, is installed on the computer, the user does not need to know about the device driver, while printing on this printer. ▪ The purposes of system software are: o Provide basic functionality to the computer, o Control computer hardware, and o Act as an interface between user, application software and computer hardware. ▪ On the basis of their functionality, system software may be broadly divided into two categories. Shri S.V.Patel college of CS and BM Page | 3 Recent Trends in Information Technology ▪ System software for the management and functionality of computer relates to the functioning of different components of the computer, like, processor, input and output devices etc. ▪ System software is required for managing the operations performed by the components of the computer and the devices attached to the computer. ▪ It provides support for various services, as requested by the application software. Operating system, device drivers, and system utilities software constitute the system software for management of computer and its resources. ▪ System software for the development of application and other software provide services required for the development and execution of application and other software. ▪ System software provides the software tools required for the development of application software. The programming language software, translator software, loader, and linker are also categorized as system software, and are required for the application software development 1) Operating System: ▪ An operating system is system software that controls the working of computer hardware and software. Moreover, it acts as a common connection between the computer hardware and software. ▪ In other words, we can also call it an interface between the hardware and the users. In addition to this, it keeps the records of all other software. ▪ Examples of operating systems are Microsoft Windows, Android, Linux, Apple iOS, Apple macOS. ▪ Some important tasks performed by the operating system are: ▪ Scheduling: o It schedules the priority of each process using scheduling algorithms. It helps the CPU to decide which process will be executed first. ▪ Memory Management: o The operating system keeps a record of the primary memory. Moreover, when any process requires the memory, its allocation, and deallocation of the memory. Shri S.V.Patel college of CS and BM Page | 4 Recent Trends in Information Technology ▪ File Management: o Besides memory, it also performs the function of allocating and deallocating the resources. ▪ Security: o Protects data and other software from unauthorized access through authentication. 2) Device Driver: ▪ A device driver acts as a translator between the hardware and the software that uses the devices. ▪ In other words; it intermediates between the device and the software, in order to use the device. ▪ Some devices that are commonly connected to the computer are: keyboard, mouse, hard disk, printer, speakers, microphone, joystick, webcam, scanner, digital camera, and monitor. ▪ For proper working of a device, its corresponding device driver must be installed on the computer. ▪ For example, when we give a command to read data from the hard disk, the command is sent to the hard disk drive driver and is translated to a form that the hard disk can understand. ▪ The device driver software is typically supplied by the respective device manufacturers. 3) System Utilities: ▪ System utility software is required for the maintenance of computer. ▪ System utilities are used for supporting and enhancing the programs and the data in computer. ▪ Some system utilities may come embedded with OS and others may be added later on. ▪ Some examples of system utilities are: ▪ Anti-virus: utility to scan computer for viruses. ▪ Data Compression: utility to compress the files. ▪ Cryptographic: utility to encrypt and decrypt files. ▪ Disk Compression: utility to compress contents of a disk for increasing the capacity of a disk. ▪ Disk Partitioning: to divide a single drive into multiple logical drives. Each drive is then treated as an individual drive and has its own file system. Shri S.V.Patel college of CS and BM Page | 5 Recent Trends in Information Technology ▪ Disk Cleaners: to find files that has not been used for a long time. It helps the user to decide what to delete when the hard disk is full. ▪ Backup: Utility to make a copy of all information stored on the disk. It also restores the backed-up contents in case of disk failure. ▪ System Profiling: Utility provides detailed information about the software installed on the computer and the hardware attached to it. ▪ Network Managers: to check the computer network and to log events 4) Programming Languages: ▪ A Programming Language consists of a set of vocabulary and grammatical rules, to express the computations and tasks that the computer has to perform. ▪ Programming languages are used to write a program, which controls the behavior of computer, codify the algorithms precisely, or enables the human computer interface. ▪ Each language has a unique set of keywords (words that it understands) and a special syntax for organizing program instructions. The programming language should be understood, both by the programmer (who is writing the program) and the computer. ▪ A computer understands the language of 0s and 1s, while the programmer is more comfortable with English-like language. Programming Language usually refers to high-level languages like COBOL, BASIC, FORTRAN, C, C++, Java, C#, Visual Basic, Java Script, F#, Payton, PHP etc. ▪ Programming languages fall into three categories. ▪ Machine Language: is what the computer can understand but it is difficult for the programmer to understand. A program written in machine language is a collection of binary digits or bits that the computer reads and interprets. It is a system of instructions and data executed directly by the computers CPU. It is also referred to as machine code or object code. It is written as strings of 0s and 1s. ▪ Assembly Language: falls between machine language and high-level language. They allow the programmer to substitute names for numbers. A program written in assembly language uses symbolic representation of machine codes needed to program a particular processor (CPU) or processor family. This representation is usually defined by the CPU manufacturer, and is based on abbreviations (called mnemonics) that help the programmer remember individual instructions, registers, etc. Shri S.V.Patel college of CS and BM Page | 6 Recent Trends in Information Technology ▪ High-level Language: is easier to understand and use for the programmer but difficult for the computer. A program in a high-level language is written in English-like language. Such languages hide the details of CPU operations and are easily portable across computers. A high-level language makes the process of developing a program simpler and more understandable with respect to assembly and machine level languages 5) Translator Software: ▪ Translator software is used to convert a program written in high-level language and assembly language to a machine level language program that computer can understand. ▪ There are three different kind of translator software: Assembler, Compiler and Interpreter. 6) Linker: ▪ Linker is a program that links several object modules and libraries to a single executable program. 7) Loader: ▪ The loader software is used to load and re-locate the executable program in the main memory. ▪ Software has to be loaded into main memory during execution. Loder assigns storage space to the program in main memory for execution. 2. APPLICATION SOFTWARE ▪ The software that a user uses for accomplishing a specific task is the application software. ▪ Application software may be a single program or a set of programs. ▪ A set of programs that are written for a specific purpose and provide the required functionality is called software package. ▪ This software has two basic categories: 1. General-purpose software 2. Customized software 1. General-Purpose Software ▪ General-purpose software performs a large range of specific basic tasks. ▪ They fulfill all the general tasks that a person needs to perform on the system. ▪ For example, graphics, word processors, media players, database applications, telecommunication, accounting purposes etc. Shri S.V.Patel college of CS and BM Page | 7 Recent Trends in Information Technology ▪ Some examples of application software packages are: ▪ Word Processing Software: For writing letter, reports, documents etc. (e.g. ▪ MS-WORD, word press). ▪ Image Processing Software: For assisting in drawing and manipulating graphics (e.g. Adobe Photoshop). ▪ Accounting Software: For assisting in accounting information, salary, tax returns (Tally software, Peachtree accounting etc.) ▪ Spreadsheet Software: Used for creating budget, tables etc. (e.g. MS- Excel). ▪ Presentation Software: To make presentations, slide shows (e.g. MS- PowerPoint) ▪ Suite of Software having Word Processor, Spreadsheet and Presentation Software: Some examples are MS-Office, Google Docs, Sun Open office, Apple iWork. ▪ CAD/CAM Software: To assist in architectural design. (e.g. AutoCAD, Autodesk, Arch CAD) ▪ Geographic Information Systems: It captures, stores, analyzes, manages, and presents data, images and maps that are linked to different locations. (e.g. Arc GIS) ▪ Web Browser Software: To access the World Wide Web to search documents, sounds, images etc. (e.g. Internet Explorer, Netscape Communicator, Chrome, Mozilla Fir fox, UC, Baidu, etc. 2. Customized Software: ▪ Sometimes people give the order to create certain special software according to their own specific requirements. ▪ Programmers generally develop such software on special demands. This software excludes the extra features of application software. ▪ Therefore, only such features are present which the user actually requires for his purpose. Shri S.V.Patel college of CS and BM Page | 8 Recent Trends in Information Technology ▪ This software is not available on the web. So, one cannot download or use them directly. ▪ Moreover, once the programmer creates the software, he gives it to the client with certain terms and rights. Due to these features, we can also name this software as tailor-made software. ▪ For example, a beauty salon’s owner needs software to keep track of the bookings. Further, he requires to fix appointments or keep track of his products, etc.  Difference Between Application Software and System Software: Sr.no Application Software System Software They help only in the internal They are software that handles working of the computer specific tasks. Moreover, they 1. system. They can utility can be general-purpose or software, operating system, customized. drivers, etc. Examples: MS-Word, Examples: Android, Microsoft 2. PowerPoint, Google Chrome, Windows, Win RAR, etc. etc. Case Studies of Application Software: ❖ Accounting Application Software System:  What is Accounting Software? ▪ Accounting Software is application software that records and processes accounting transactions within functional modules such as: o Accounts Payable o Accounts Receivable o Payroll o Trail Balance Shri S.V.Patel college of CS and BM Page | 9 Recent Trends in Information Technology  Modules of Accounting 1. Software Core Module: 1. Accounts Receivable – where the company enters money received. 2. Accounts Payable - Where the company enters its bills and pays moneys it owes. 3. General Ledger - The company’s “books” that allows a business to keep track of all incoming and outgoing cash flow as well as generate financial reports and statements to gain a better understanding of the company’s financial health. 4. Billing – Where the company produces invoices to clients/customer 5. Stock/inventory – Where the company keeps control of its inventory. 6. Purchase Order – Where the company orders inventory. 7. Sales Order – where the company records customers orders for the supply of inventory. 2. Non Core Module: 1. Debt Collection – where the company tracks attempts to collect overdue bills. 2. Electronic payment processing. 3. Expenses - Where employee business-related Expenses are entered. 4. Inquires –Where the company look up information on screen without any edits or additions. 5. Payroll – where the company tracks salary, wages, and related taxes. 6. Report – where the company prints out data. 7. Timesheet – Where professionals record time worked so that it can be billed to clients. 8. Purchase Requisition - Where requests for purchase orders are made, approved and tracked. Shri S.V.Patel college of CS and BM Page | 10 Recent Trends in Information Technology  General Classification of Accounting Software: 1. Spreadsheets: - ▪ Small business can be run just using an electronic spreadsheet for its accounting software. ▪ The spreadsheet software is inexpensive and the system can be configured in any way at all. ▪ However, spreadsheets are prone to error, since information may be entered in the wrong place, incorrectly, or not entered at all, resulting in inaccurate financial statements. ▪ Consequently, spreadsheets are typically only used by organizations that have very low transaction volumes. 2. Commercially-available software: - ▪ Commercial off-the shelf software, easier known as COTS is the type of computer application that can be purchased at any computer retail store. ▪ Examples are most anti-virus programs, games and even computer utilities, such as word processors, database managers, spreadsheet creators and so on. ▪ COTS software is usually very reliable. Developers of COTS components conduct research into the most common types of business processes or problems solving techniques and compress them into software packages that can be used across the board. ▪ COTS applications are easy to install, with instructions contained in the package that encloses the COTS product. ▪ A softcopy is also usually included on the disc that contains the installation files and resources and in several languages to boot. 3. Enterprise resource planning software (ERP) :- ▪ ERP software integrates information from all parts of a business into a single database. ▪ This approach eliminates the problems associated with having independent department-specific software that does not share information. ▪ However, it is also painfully expensive and may require more than a year to install. This software is usually only needed by the largest and most complex organizations. Shri S.V.Patel college of CS and BM Page | 11 Recent Trends in Information Technology 4. Custom accounting software :- ▪ This software is custom developed for an organization. This approach is usually only taken when an entity's needs are so specific that they cannot be met by a COTS or ERP package. ▪ However, this approach is rarely taken, since custom software tends to be buggy and requires more maintenance than commercially- available packages.  Advantages of Accounting Software : ▪ Accounting software can help you save time and money, and offer you valuable insight into your business. ▪ It can help you to: ▪ Simplify data entry - inputting data is fast, straightforward and only needs to be carried out once ▪ Speed up processes – reduce delays between making a sale and generating an invoice. ▪ Automate reports and analysis - on profit and loss, debtors and creditors, customer accounts, inventory counts, sales, forecasting, etc. ▪ Automate tasks – such as calculating pay, producing payslips, automatically calculating VAT, etc. ▪ Reduce errors – by computerizing calculations that would have historically been done manually. ▪ support other functions, such as online banking and e-filing  Disadvantages of Accounting Software: ▪ Price - The package cost, although small in relation to your other costs, is higher than a paper-based system. ▪ Implementation - You will probably need some initial help setting up an accounts package. This will usually be a chargeable service, provided by your accountant or the system provider. ▪ Support - You may need to purchase yearly maintenance and support for your package. Shri S.V.Patel college of CS and BM Page | 12 Recent Trends in Information Technology  Accounting application software system Tally.ERP9 Accounting Software : ▪ Tally is designed to integrate all business operations, like sales, finance, purchasing, inventory, and manufacturing and so on. TALLY facilitates accurate and up-to-date business information at our fingertips anywhere.  Features of Tally ERP.9 ▪ Simplicity: Tally.ERP 9 is easy to setup & it requires basic knowledge of Accounts to use it. ▪ Speed: Tally.ERP 9 provides the capability to generate accurate report, which inspire the Mgmt. to take correct decision in favor of company. ▪ Support Center: Allows a user to directly post his supp queries on functional and technical aspects of the product. ▪ Tally. Net: Tally.NET establish a connection through which the remote user can access the data without copying/transferring. ▪ Remote Access: Tally provides remote capabilities to access the data from any-where anytime. Shri S.V.Patel college of CS and BM Page | 13 Recent Trends in Information Technology  How to create a company: ▪ Go to Gateway of Tally>Press ALT+F3> Company Info.>Create Company. Shri S.V.Patel college of CS and BM Page | 14 Recent Trends in Information Technology  How to take Back of Data: ▪ Go to Gateway of Tally > Press Alt+F3 > Company Info. > Backup ▪ Select Specify Path (Source) ▪ Select Destination (Specify Path) ▪ Select the companies for data Backup ▪ Save the Screen. Shri S.V.Patel college of CS and BM Page | 15 Recent Trends in Information Technology  How to Restore Data: ▪ Go to Gateway of Tally> press Alt+f3> Company Info. > Restore. ▪ Select Destination ▪ Select Source ▪ Select the company/companie s for data restore from the List of Companies ▪ Save the screen  How to create Ledgers: ▪ By default, Tally.ERP 9 contains two ledgers accounts namely, Cash and Profit & Loss Account. Based on our requirement, we can create all other accounts heads.  Creating Ledgers ▪ Go to Gateway of Tally > Accounts Info. > Ledgers > Create Shri S.V.Patel college of CS and BM Page | 16 Recent Trends in Information Technology  How to create a voucher: ▪ Tally.ERP 9 comprise Vouchers, to suit different business requirements. It also allows us to create user-defined Vouchers( Voucher Types) as per requirements. ▪ Create Voucher Type Go to Gateway of Tally>Account Info.>Voucher Type>Create Shri S.V.Patel college of CS and BM Page | 17 Recent Trends in Information Technology  How to create BalanceSheet: ▪ A Balance Sheet is a financial statement that reports a firm’s financial position at a specific time. ▪ Create Balance Sheet, Go to Gateway of Tally > Balance Sheet  How to create Profit & Loss Account: ▪ Profit & Loss Account is a periodic statement, which shows the net result of business operations for a specific period. ▪ Create Profit & Loss A/C, Go to gateway of Tally > Profit & Loss A/C Shri S.V.Patel college of CS and BM Page | 18 Recent Trends in Information Technology  Difference Between Computerized Accounting and Manual Accounting System: S.No Manual Accounting Computerised Accounting 1. Identification of transactions is done Transactions are identified on the basis manually of well designed programs. 2. Transactions are recorded and retrieved Transactions are recorded and stored in through books of original entries well designed databases. 3 Transactions are recorded first in the The stored data is processed books of original entry, then they are to automatically in classified ledger be posted into ledger accounts. Thus, accounts. they are recorded twice 4 After the preparation of ledger accounts, Need not generate ledger accounts to balances of various accounts are known produce trial balance. The data in each and hence a trial balance is prepared in transaction is processed to show the order to summaries the data. balance report automatically. 5. Financial statements are prepared on the The generation of financial statements basis of trial balance. is independent of trial balance 6. Books are closed at the end of Opening and closing account balances accounting period by posting of closing are stored in databases and reversing journal entries ❖ Inventory Application Software System:  What is Inventory? ▪ “Stock of items kept to meet future demand “. ▪ Inventory management is the process of efficiently monitoring the flow of products into and out of an existing inventory in the warehouse. ▪ This process involves controlling the receipt of products in order to prevent the inventory from becoming too high where items are stored at an unnecessary cost, or too low where it can cause a stock-out and production could be halted due to lack of raw materials.  Types of Inventories: ▪ Raw materials : Raw materials are inventory items that are used in the manufacturer's conversion process to produce components, subassemblies, or finished products. Shri S.V.Patel college of CS and BM Page | 19 Recent Trends in Information Technology ▪ Work in progress (partially completed) : It includes all material—from raw material that has been released for initial processing up to material that has been completely processed and is awaiting final inspection and acceptance before inclusion in finished goods. ▪ Any item that has a parent but is not a raw material is considered to be work-in- process ▪ Finished Goods : A finished good is a completed part that is ready for a customer order. Therefore, finished goods inventory is the stock of completed products. ▪ Transit Inventory : - If the need to transport items or material from one location to another, and from the fact that there is some transportation time involved in getting from one location to another. Sometimes this is referred to as pipeline inventory.  Objectives of Inventory Management ▪ To ensure supply of raw material, spares and finished goods. ▪ To avoid both overstocking and under stocking of inventory. ▪ To maintain investments in inventories at optimum level. ▪ To eliminates duplications in order. ▪ To keep material cost under control. ▪ To minimize losses through wastage and damages.  Inventory Management by SAP Application Software: ▪ SAP MM Module is one of the most important SAP module where MM stands for Materials Management. ▪ Inventory management deals with placing and handling stock received from vendors in correct place within company’s premises. ▪ The key points about inventory management are as follows: o Inventory management deals with management of stock either on value or quantity basis. o Planning, entry and keeping records of all goods movement comes under inventory management. o Goods movement will create a document that will update all stock quantity and value in inventory that is known as material document. o Material document will be referred by a document number and document year. Shri S.V.Patel college of CS and BM Page | 20 Recent Trends in Information Technology ▪ Inventory management deal with the following terms which are as follows: o Movement Type o Goods Receipt o Reservation o Goods Issue 1. Movement Type ▪ Movement type describes the type of stock posting in inventory. It represents the posting in stock is due to which type of order like whether stock is posted against goods receipt or goods issue. 2. Goods Receipt ▪ Goods receipt is the phase in which the material is received by the ordering party and the condition and quality are verified. ▪ Depending upon the movement type stock is posted in inventory with the help of goods receipt. ▪ Goods receipt will show increase in warehouse stock. ▪ Goods receipt has two scenarios which are as follows. Creation of Goods Receipt Cancellation of Goods Receipt 3. Reservation ▪ Sometimes, stock need to be blocked in advance so that it can be available at a particular point of time. This is known as reservation. ▪ Reservation ensures that stock is available and it can be used when required. Reserved quantity can be viewed by TCode MMBE. Provide the material number and plant. 4. Goods Issue ▪ Goods issue means moving stock out of inventory that may be due to several reasons like withdrawing of material for sampling or returning the goods back to vendor. So, goods issue will result in decrease in quantity in warehouse. Shri S.V.Patel college of CS and BM Page | 21