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Data Processing System - is any operation or combination of operations on data to generate the
desired information.
Data Information
Every data processing application whether manual or electronic has four basic elements and
these are input, processing, output and storage. These elements can be expressed in symbolic form as
can be seen below:
INPUT
PROCESSING STORAGE
OUTPUT
The formal data processing activities in terms of three-stage process with several activities within
each process are as follows:
A. Input
- pertains to the act of acquiring or capturing data which will be transformed into meaningful
information,
B. Processing
3. Control subsystem, manages the transformation process by overseeing the storage of data and
instructions
C. Output
1. Originating - involves gathering of data within and outside the entity as transaction take place
2. Recording - capturing or entering of data into a formal form used in the processing routine
3. Classifying - identification of data having common features and grouping them together
- are performed manually or by hand utilizing pencil or pen, with or without the use of minor
physical or mechanical devices such as calculators, typewriters or check writers etc. The
workload is carried by the people.
- such as punched-card machines are used to increase the speed and accuracy of data
processing operations and it requires the data to be in a machine language, a code in the form of
holes in cards
- this is use of an electronic device or computer. The data are processed by transporting them
within the system on wires, circuits, microcircuits, magnetic tapes, magnetic cores, etc. At
extremely speed and with a minimum of human interaction.
EDP Defined
Electronic Data Processing (EDP) - data processing system that uses a computer
Advantages of EDP:
1. Extremely fast
2. Extremely accurate
5. Reduced cost
Disadvantages of EDP:
3. Channeling of work
Components of the Computer System ( Hardware, Software, Personnel, Procedures & Data )
1. Central Processing Unit (CPU) - brain of the computer which performs the execution of the
programs instructions, process data and transfers data
between the main storage and output/input devices.
The CPU contains an arithmetic-logic unit, internal storage unit, and a control unit.
A. Control Unit - part of the computer which determines the execution and interpretation of
instructions in proper sequence
B. Arithmetic-logic Unit - portion of the hardware of a computer on which arithmetic and logical
operations are performed
C. Storage or Memory - device in which data can be stored and from which they can be obtained at
a later time
(1) Internal Primary Storage - includes register memory for very brief storage of small amounts
of data. Random-access Memory (RAM), used to large quantities
of data.
(2) Read-only Memory (ROM) - used to hold the basic low-level programs and data
(1) Data Entry Terminal - a keyboard is online equipment that is a common input
device. Compose of dumb terminal, smart terminal,
intelligent terminal, and terminal emulator.
(2) Magnetic Diskette Drive - device capable of writing and reading data recorded on an
eight five-and-one quarter inch, thin, flexible (floppy)
magnetic disk enclosed in a semi-rigid protective jacket.
(3) Magnetic Ink Character Reader - or MICR. Reads characters based on an amount of magnetic
ink or actual shape.
(4) Optical Scanner - reads character based on their shapes using light-sensing
machines and laser technology.
(5) Console - used for communication between operators and the CPU
(8) Bar code Readers - read universal products codes to identify the item
(10) Computer Mouse - alternative keyboard and text-based input is the use of it.
(12) Digital Scanners - converts documents and pictures into digital form
(14) New forms of mobile data acquisition and they are palmtop computers, pen-based input etc.
B. Output Devices - device the produce readable data for users for further
processing. Examples are:
(1) Cathode Ray Tube (CRT) - television like device to display output on a built in screen
(4) Magnetic Type - encodes output data as magnetized spots on a magnetic tape
(6) Console
(8) Microfilm
(9) Microfiche
(10) Multimedia output device
C. Storage Device - devices that store data that can be subsequently used by
CPU. Examples are:
II. Software - refers to all computers program procedures, rules and related to
documentation which direct and control the computer hardware in data
processing, most notable of which are the system programs and
application programs.
A. System software - software that supervise the operation of the CPU, control output/input
functions of the computer system, translate programming languages and
provide various other services. They include:
1. Operating System - control and schedule hardware use. And helps a computer run itself
and the application programs designed for it
a. Multiprogramming
b. Multiprocessing
c. Virtual Storage
d. Batch Mode
e. Time sharing
f. Multitasking
a. DOS
b. Microsoft’s Windows 95
c. UNIX
d. Lunix
e. OS/2
f. Macintosh OS X
g. MVS
h. NetWare
i. BeOS
j. AmigaOS
2. Database Management System - which perform multipurpose data handling functions. Also a
comprehensive software package for the purpose of
creating, accessing, and maintaining a database.
Three primary methods of structuring a database include:
a. Hierarchical - data elements at one level “own” data elements at the next lower level
b. Networked - data element can have several owners and can own several other elements
5. Compiler Program - reads and converts the whole program first and execute it after the
entire source code has been translated
8. Assemble Programs - programs that convert source programs written into assembler
language into object programs
10. Access Control Software - protects files, programs, data dictionaries, processing, etc, from
unauthorized access
11. File Access Managers - provides for organizing and controlling data in a logical manner
12. Library Management Software - stores, updates, and protect source programs, job command
statements and, in some cases
13. Online Editors - useful to programming for creating and maintaining source programs,
files, and job command statements
14. Communication Controllers - allocate network resources and functions, control the
connections between programs and terminals, etc.
15. Operation Management Software - provides for tape and disk management for job
scheduling in a batch processing environment
16. Software Monitor - program or package that performs functions similar to those of
hardware monitors
18. Kernel Program - short program that is run on different systems by a potential buyer to
provide information about their processing characteristics
19. Middleware - software that overseas the interaction between disparate computers
20. Business Intelligence Software - spans a category dedicated to extracting information from
corporate databases for purposes of business analysis
21. Macro - program that records keystrokes and command used in repetitious jobs
22. Anti-virus Software - intended to prevent initial infections, stop replication attempts, detect
infections after their occurrence, mark affected systems
components, etc.
23. Groupware - provides support for the activities of work groups, for example, e-mail,
electronic meetings, scheduling, etc.
B. Application (user) programs - these are programs that are written to perform specialized
functions or data processing requirements in any applied discipline such as business, science, medicine,
education and law enforcement
III. Personnel - without people, nothing seems to function, certainly not with computer systems
A. Information System EDP Manager - overall responsibility for supervising and controlling
all activities performed in the data processing department such as designing, developing and
maintaining the business systems and running the data processing equipment.
1. System Analyst
2. Systems Programmer
3. Application Programmer
4. Database Programmer
C. Operations Personnel
1. Computer Operator
3. Librarian
4. Control Clerk
IV. Procedures - refer to the process for obtaining and preparing data, operating the
computer, distributing the input from computer processing and
controlling processing steps.
Data Organization
The data in the computer record may be arranged in a variety of ways once data elements
have been selected for a file. The data hierarchy is:
4. Field, Item, Word - group of related characters that also is a subdivision of a record
5. Byte, Character - group of buts that represent a character or one column in a field
that contain some representation of a character
Master File - contain information that does not change with each transaction update
Flowchart - a specific part of an internal accounting control system indicating the sequential
flow of data. Examples, ledger, journal or computer-generated document.
1. Supercomputers
2. Mainframe
3. Minicomputers
4. Microcomputers
5. Personal Computers
Supercomputers - largest type of computer. Can process billions of instructions per second.
Mainframe - refers to the processing unit plus other components contained in the same
physical cabinet as the processing unit in a large computer systems.
Microcomputers - contain the processor, internal storage and limited number of chips, perhaps
as few as one each. Limited to one user per machine and are portable -
you may even carry the unit your hands.
Personal Computer - microcomputers that serve the needs of individual users. Examples, laptop,
notebook and palmtop computers (smallest personal computers).
1. Batch Mode - data are collected into groups before processing. The collected data
are then processed at regular intervals to update existing
information.
2. On-line Mode - data are processed after a transaction is made to update current
information. Processing in this system is instantaneous. This is
also known a real-time processing and used by airlines and
off-track betting.
The essential requirements of a real-time processing system include (1) direct connection
(on-line) between input/output devices and the central processor and (2) fairly fast response time,
allowing two-way communication between the user and the central processor.
In this information age, business rely heavily on compute systems that differ both in technology
and processing capability. The following discusses several computer information system and
developments in information software that we often encounter.
a. Local Area Network (LAN) - network computers and peripheral devices within a limited
area, say a single building or small computers
connected to main computer.
b. Wide Area Networks (WANs) - networks that span a large geographical area such as
regional, national or even global areas. They often
support electronic data interchange and may enable
organization to create intranets.
a. Business Practices
b. Transaction Integrity
c. Information Protection
Electronic Data Interchange - is another system that many business firms have adopted. EDI is
the electronic exchange of business transactions in a standard
format, from one entity’s computer to another entity’s
computer through an electronic communication network.
Commonly used for purchasing, processing, accounts
payable, invoicing and financial application.
Database Management System - integrated collection of files stored on-line. A database avoids
unnecessary redundancy in data files by storing relevant data
in single record, which authorized end users can then access
with software.
End User Computing - small computers have in some cases created as situation in which
the user is responsible for the development and execution of
the computer application.
Computer Service Bureau - or organization record and process data for companies which
may have limited internal computer capabilities.
Internet, Intranet, Extranet - the internet is a set of linked networks throughout the world that
facilities inexpensive communication and information
transfer among computer, with gateways allowing mainframe
computers to interface with personal computers. Intranets are
internal company networks that use the same software as the
internet. Extranets are created by some business that enable
selected outside uses to access their intranets.