COMPUTER OPERATIONS & PACKAGES

NOTES & INTRODUCTION TO COMPUTERS

. 1. COMPUTER OPERATIONS & PACKAGES
. 2. COMPUTER OPERATIONS & PACKAGES DEFINE A COMPUTER An electronic
machine that works under the control of stored programs to accept, process output
data/information for use by the operator. A device that accepts data, processes the data in
accordance with a stored program, generates results, and usually consists of input, output,
storage, and arithmetic, logic, and control units. A functional unit that can perform substantial
computation, including numerous arithmetic operations or logic operations, without human
intervention during a run. It is an electronic device/machine that accepts data(raw facts figures)
as input and processes (works on it) to produce information(data converted to meaningful
form) as output. A computer performs a number of functions: • Input (Data) The computer
accepts data from outside for processing. Input is the raw information entered into a computer
from the input devices. • Processing The computer performs operations on the data that it holds
internally. Processing is the operation of data as per given instruction. It is totally internal
process of the computer system. • Output The computer produces information for external use.
Output is the processed data given by computer after data processing. Output is also called as
Result. We can save these results in the storage devices for the future use. • Storage The
computer stores data before, during and after processing. • Communication The computer can
send or receive data to or from other computers when it is connected on a network The
computer is made up of hardware, software and peripheral devices. Hardware- refers to the
tangible, physical and mechanical components of a computer. Software- refers to the intangible
computer components, which are the programs or instructions of the computer. Everything that
a computer does, it acts under instructions written out as computer programs. The hardware
needs these instructions to function Computer program: • A set of instructions, written in a
specific programming language, which a computer follows in processing data, performing an
operation, or solving a logical problem. See also software. • A computer program is a set of
statements or instructions to be used directly or indirectly in a computer in order to bring about
a certain result. NB: Software alone is useless, so is the hardware. The two are inseparable.
Peripheral Devices- These are devices that are external (not part of the computer) but can be
connected to a computer. They are not essential for the functioning of the computer but can be
. 3. COMPUTER OPERATIONS PACKAGES connected to the computer for specific reasons.
Examples are scanners, modems, printers, speakers, digital cameras, etc. 2 DATA
PROCESSING Used specifically, data processing may refer to a discrete step in the
information processing cycle in which data is acquired, entered, validated, processed, stored,
and output, either in response to queries or in the form of routine reports; the processing is the
step that organizes the information in order to form the desired output. Used in a more general
sense, data processing may also refer to the act of recording or otherwise handling one or more
sets of data, and is often performed with the use of computers. The word data is commonly
used to mean “information” and often suggests large amounts of information in a standardized
 format. Data may consist of letters, numbers, equations, dates, images, and other material, but
does not usually include entire words. CATEGORIES OF DATA PROCESSING Data is
processed to get the required results. Different operations may be performed on data.
Therefore, data processing is defined as: A sequence of operations on data to convert it into
useful information is called data processing. The important operations that can be performed
on data are: • Arithmetic and logical operations on data to get required results. • To send and
receive data from one location to another. • Classification of data. • Arranging data into a
specific order etc. The data processing is divided into three categories or levels. 1. Manual
Data Processing In manual data processing, data is processed manually without using any
machine or tool to get required result. In manual data processing, all the calculations and
logical operations are manually performed on the data. Similarly, data is manually transferred
from one place to another. This method of data processing is very slow and errors may occur
in the output. In Zimbabwe, data is still processed manually in many small business firms as
well as government offices institutions. In manual data processing data is processed manually.
No machine or tool is used. All the calculations on data are performed manually. This is a slow
method and errors may occur. This is an old method. It was used before the invention of
calculators. But data is still processed manually in many small shops.
. 4. COMPUTER OPERATIONS PACKAGES Example: A book seller (a small book shop)
records his daily transactions manually. He prepares bills by pen, paper and carbon paper (no
doubt, brain is the main data processor in this case). At the end of day he will use carbon
copies made on a particular date to know how many books he sold and how much income he
got. 2. Mechanical Data Processing In mechanical data processing, data is processed by using
different tools like calculators or other mechanical devices. This method of data processing is
faster and more accurate than manual data processing. Mechanical data processing is more
accurate than manual. Calculators, computer programs and other devices are used on the data
however someone still has to step in between operations. In mechanical data processing data is
processed with the help of devices or machines. These machines that help the people in data
processing may be calculators and type writers etc. Obviously, this method is faster easier and
more accurate than manual data processing. Example: Book seller can use a calculator to speed
up his data processing system. There will be a less chance of errors in calculations. Bill
calculations will be much more faster with a calculator and easier too. 3. Electronic Data
Processing It is the modern technique to process data. The data is processed through computer.
Data and set of instructions are given to the computer as input and the computer automatically
processes the data according to the given set of instructions. The computer is also known as
electronic data processing machine. This method of processing data is very fast and accurate.
Now-a-days, the data is processed and analyzed through computers. For example, the results of
students are prepared through computer; in banks accounts of customers are processed through
computers etc.
. 5. COMPUTER OPERATIONS PACKAGES It is the latest and fastest method of data
processing. Data is processed with the help of computer. First of all, data and set of
instructions are given to the computer. Computer gives output results after processing the data
 according to instructions. This method of data processing is very fast and accurate. Electronic
data processing is used in banks and business firms, Government offices, colleges, schools,
universities, businesses and other institutes. Electronic data processing is being used in almost
every field of life. Example: Suppose there are 800 students in a college. There is a manual
library system in this college. If we want to know which students have not returned books
since one year? We will have to search registers for 800 students’ record. But computer can do
this job within seconds. In short, we can say that: Electronic data processing: i) is more fast ii)
is less time consuming iii) can process large amounts of data easily iv) can present information
in more attractive way v) will give 100 % error free results, if input and instructions are
accurate. 4 THE DATA PROCESSING CYCLE The data processing cycle is the order in
which data is processed. There are four stages:- After collecting data, it is processed to convert
into information. The data is processed again and again until accurate result is achieved. This
is called data processing cycle. Data processing cycle involves following three basic activities:
. 6. COMPUTER OPERATIONS PACKAGES 1. Input 2. Processing 3. Output 1. INPUT It is
the process in which collected data is given to computer after converting into binary form.
Input step can be further divided into following steps: i) Planning Here objectives of data
processing are defined. For example, in examination system, objective is to process student
examination data to get result cards. ii) Data Collecting Here data is collected. Data is the raw
material for data processing. This must be accurate for getting accurate results. iii) Input Here
data is entered into computer. iv)Verification Here collected data is verified to determine
whether it is valid for processing. For example marks must be in numeric form. v) Coding
Data is stored in computer in binary form. Here data is converted (or coded) into computer
readable (binary) form. 2. PROCESSING Now data is ready for processing. We process
collected data to convert into information. Some important activities in processing are as
following: i) Data Classification Here data is classified into different groups or sub-groups. So
that it can be handled easily and separately. For example if we collect data about students of a
college we will divide them into [Link] and [Link] class groups. ii) Data Sorting Here data is
arranged in some order. So that it can be accessed quickly. For example we can sort student
data by Roll number or name. iii) Data Calculation/Processing
. 7. COMPUTER OPERATIONS PACKAGES Here arithmetic and logical operations are
performed on data to get the required result. For example total marks of each student are
calculated. 3. OUTPUT After completing the processing, output is received. Output step
involves following steps: i) Testing The results are tested to find if they are according to
requirements. And any errors are removed. If results are not satisfactory then we repeat above-
mentioned steps again and again until the accurate results are found. ii) Summarizing Huge
results are summarized to make them short and precise. iii) Storing results The results are
stored properly on secondary storage devices for future use. iv)Output the result Here output is
produced as softcopy on screen or as hard copy as printout. Information is sent to different
places as needed. v) Feed Back In this step we take comments from users about output results.
If results are not satisfactory then we repeat above-mentioned steps again and again until the
accurate results are found. What is the Information Processing Cycle? If one has to look at the
 information processing cycle diagram, he will see that there are four events in the sequence of
events. The sequence of events, which make up the cycle are: Input Processing Output Storage
. 8. COMPUTER OPERATIONS PACKAGES In some of the events, certain sub-events can
also be added. Without wasting any more time we will turn towards the cycle in detail. Input
This is the first event in the cycle. This stage involves collection of data from the outside or
also from within the system. One can break this stage into three more stages, namely
acquisition, data entry and validation. After the data has been acquired from the source, it is
entered into the current system, upon which the data is validated, so that correct results are
given at the end of the cycle. The input devices are many. The commonly used input devices
are computer keyboard, bar code readers, scanners, output from another system, etc.
Processing In this stage the computer processes the minutest details entered. This processing
makes the data entered usable. If the computer was not to process the data, it would not be of
any use and it would also be a big mess of data. For example, if the spreadsheet was not to
process the data, then the data in the spreadsheet would only be a mess of numbers. The
spreadsheet is a program which gives the data out back to the user in the usable form. The
system used for processing, along with the data entered will decide the kind of output, which
the user will get. Output If you have to look at the diagram of information processing cycle,
the step after processing is the output stage. The processed information is now transmitted to
the user. This stage can also be further divided. After processing the data, there can be further
interactive queries asked or routine reports can be given. There are different forms in which the
output can be given to the user. There can be print report, which may be given to the user. The
output can also be given in the form of audio, video as well. In some cases, the results may
only be displayed on the computer monitor. Storage After the data has been processed, along
with the output to the user, the data is also stored. Different computer storage devices can be
used for the same. Some of the commonly used data storage methods are disk storage, tertiary
storage, etc. Storing the data also serves another purpose. You will not have to repeat the entire
cycle again. Often the storage is done in both digital as well as hard copy format. At the same
time, backup of the digital format is also maintained, which can be retrieved in case of system
crash. The most important advantage of this cycle is that the information is processed quickly.
At the same time retrieving the data is an easy task as well. The processed information can
further be passed unto the next stage directly in case the need be. The necessary data is stored,
which helps in avoiding duplication of data as well as time. ATTRIBUTES OF GOOD
INFORMATION Quality Required Commentary Relevant The information obtained and used
should be needed for decision-making. it doesn't matter how interesting it is. Businesses are
often criticised for producing too much information simply because their information systems
can do it. A good way of ensuring relevance is to closely define the objectives of any
information reports. Another way to improve relevance is to produce information that focuses
on exceptions - e.g. problems, high or low values, where limits have been exceeded. Up-to-
date Information needs to be timely if it is to be actioned. For example, the manager of a large
retail business needs daily information on how stores are performing, which products are
selling well (or not) so that immediate action can be taken. To improve the speed with which
 information is produced, businesses usually need to look at upgrading or replacing their
information systems.
. 9. COMPUTER OPERATIONS PACKAGES Accurate As far as possible, information should
be free from errors (e.g. the figures add up; data is allocated to the correct categories). The
users of information should be informed whenever assumptions or estimates have been used.
Accruate information is usually a function of accurate data collection. If information needs to
be extremely accurate, then more time needs to be allocated for it to be checked. However,
businesses need to guard against trying to produce perfect information - it is often more
important for the information to be up-to-date than perfect Meet the needs of the User Users of
information have different needs. The managing director doesn't have time to trawl through
thick printouts of each week's production or sales listings - he or she wants a summary of the
key facts. The quality control supervisor will want detailed information about quality testing
results rather than a brief one-line summary of how things are going. It is a good idea to
encourage users to help develop the style and format of information reporting that they require.
Easy to use and understand Information should be clearly presented (e.g. use summaries,
charts) and not too long. It also needs to be communicated using an appropriate medium (e.g.
email, printed report, presentation. Businesses should also consider developing templates
which are used consistently throughout the organisation - so that users get used to seeing
information in a similar style. Worth the cost Often forgotten. Information costs money. Data
is costly to collect, analyse and report. Information takes time to read and assimilate. All users
should question whether the information they recieve/have requested is worthwhile Reliable
Information should come from authoritative sources. It is good practice to quote the source
used - whether it be internal or external sources. If estimates or assumptions have been applied,
these should be clearly stated and explained. 1) Valid 2) Fit for use 3) Accessible 4) Cost
effective 5) Understandable 6) Time DATA Relationship between Data and Information Data
is raw information a collection of facts from which conclusions may be drawn; statistical data
INFORMATION Data that has been processed to add or create meaning and hopefully
knowledge for the person who receives it. Information is the output of information systems.
Organized data which is understood to have significance and meaning Methods of data
collection {see Systems Analysis Design} Questionnaires Observation Sampling Interviews
Written documents research MAKE NOTES ON: Verification o The act of reviewing,
inspecting, testing, checking, auditing, or otherwise establishing and documenting whether
items, processes, services, or documents conform to specified requirements. o An effort to test
the accuracy of the questionnaire response data. The concern is uniquely with data accuracy
and deals with neither the reliability nor the validity of measures. Validation
. 10. COMPUTER OPERATIONS PACKAGES o The process of evaluating software at the end
of the software development process to ensure compliance with software requirements. The
techniques for validation are testing, inspection and reviewing. o Determination of the
correctness of the products of software development with respect to the user needs and
requirements. BENEFITS OF COMPUTERS With the advent of new technology, various
processes have been very dependent with automation. As the years go by, more and more
 inventions are introduced in the market and in the society all for one purpose - convenience.
Let us tackle for instance two of the most influential aspects of this modern world; the societal
and the entrepreneurial feature. These two have been greatly influenced by the advancements
that are continuously taking place. With that said, a number of essential advantages are
becoming more evident in these two facets. To further draw a clearer picture on the benefits of
computers on each of the mentioned aspect, here are brief descriptions of each. Business
Multitasking - The modern multimedia options enable entrepreneurs to work various tasks all
at the same time. Workers in the offices can use the DVD-ROM while installing Printer
Cartridges and running a scan thus making workload easier and more convenient. With such,
the need for an outsourcing company would not be essential because all the tasks can be
addressed by majority of the manpower available. Cost-effective - These computers have
allowed companies to cut costs on payroll and individual office equipment. Because of the
efficient and fast outputs coupled with less expenditures on operations, revenues are then
maximized. Good examples for this benefit are the email messaging that lessens postage costs
and video conferencing that decreases travel allowances for employees. Increased access to the
market - Because of the Internet, businesses have opened their doors to various opportunities
all around the globe. For those selling goods, then customers can readily purchase them over
the Web thus resulting to an increase in the sales of the firm. Also, advertising strategies are
well utilized because by just simply posting a good multimedia scheme over the Web, firms
can readily maximize their marketing plans. Organization- Different types of software are
utilized to store a wide array of documents that must be kept confidential for years. With the
help of computers, storage and retrieval of files are easily done with just a click of the mouse.
Those are the benefits that businesses are enjoying from the various innovations in computers
now. Further, here are the societal advantages. Education edge- Nowadays, PC's enable
students to search from a wide range of online resources. Hence, they can save time on looking
for the best Internet source that can answer each of the queries. Instead of spending so much
time looking for books, then this could answer the worries for students who want to hasten
their tasks. Also, a new trend in education is online teaching. Through the Web, people can
freely enroll in a specific course provided that you get to pay the fees on the specified date.
This scheme can be very helpful for individuals who want to get a degree yet are to busy to get
into the usual classroom setting. Communication benefit- Social networking sites, chat, and
video conferencing sites are accessible because of computers. People across the globe can now
talk to their loved ones in real time with
. 11. COMPUTER OPERATIONS PACKAGES the help of these gadgets. What is good about
this communication option is that it is more cost effective than the usual telephone. By
embracing such, people can now deliver messages and create a copy of that using quality
printer cartridge in just a second. Job opportunities- These gadgets open up a wide array of
workload for people. That is, experts are needed in software and hardware maintenance and
checks. With the increasing demand for these professionals, unemployment is then lessened at
a considerable percentage. Home Entertainment- During weekends, you may utilize your
personal computer to watch films using its DVD-ROM. Aside from this, you may as well play
 games all throughout the day. You can simply install a variety of files that you can use for the
whole day of indoor fun. From the latest TV shows to the more modern games, you can have
them in your CPU just minutes. Those are few of the numerous benefits of personal computers
in our everyday lives. Knowing each of those points will certainly allow you to see the
importance of those gadgets in almost all processes that are taking place every day. With this
obvious dependence, it is also but essential to ensure that each of the systems are working
properly. This is because a single defect inside the CPU could mean serious impairment.
Hence, the specialists in repairs and maintenance can be tapped for their expertise.
ADDITIONAL Without computers, there would be no Internet. Computers and the internet
helped create a global community where it is possible to instantly communicate with anyone
around the globe. You aren't just stuck being exposed to only those in your own community or
country. Various online knowledge sources including online encyclopaedias, open vast
amounts of information to people all over the world. This can even aid someone doing
anything from a simple homework assignment, to a complex research paper. In the home, you
can pay your bills online, without having to write a check or placing the bill in a postage
envelope. No chance of the payment getting lost in the mail, and no need to worry about being
assessed a late charge - as the bill has been paid and confirmed. People now listen to music, get
up to the minute live news reports, play games, watch movies, and even watch television
shows they might have missed. You can buy products online that may not be available in your
local shops. Computer chips are used in many many things, including the portable cell-phone.
And the internet led to Twitter, which was used recently by Iranians keeping communication
and coordination active against an oppressive regime. In the business world, computers are
used in every operation, function and activity of an organization. This had led to improved
productivity, greater collaboration, major improvements to information management.
Computers help scientists calculate things faster and learn more about the world and universe.
In addition, this helps things get invented, like a video game system. Computers are used
heavily to improve accuracy, flexibility of planning, and speed in Engineering work. Civil
Engineering - Autocad and [Link] engineering - Surface Deformation Prediction
[Link] engineering - SolidCad. Electrical Engineering - electric cycle programs.
In the medical community, computers led to improved Hospital care. So in a sense, computers
have even helped extend the average lifespan of human beings.
. 12. COMPUTER OPERATIONS PACKAGES LIMITATIONS 1. They are expensive. 2. If
you have little knowledge of them, it is easy to get in a lot of trouble and quite literally destroy
your computer. 3. Depending on the OS and software/hardware installed, they can be difficult
to maintain. 4. If you have the internet and don't have an Anti-Virus program, or at least an
Anti-Spyware program, surfing the web can ruin your day. 5. Nothing lasts forever. Computer
disadvantages are as follows; Violation of Privacy, it is crucial that personal and confidential
records stored in computers be protected properly. Impact on Labor Force, although computers
have improved productivity and created an entire industry with hundreds of thousands of new
jobs, the skills of hundreds of thousands employees are replaced by computers. Health Risks,
prolonged or improper computer use can lead to head injuries or disorders. Computer users can
 protect themselves from health risks through proper workplace design, good posture while at
the computer, and appropriately spaced work breaks. Impact on the Environment, Computer
manufacturing processes and computer waste are depleting natural resources and polluting the
environment. MAJOR COMPONENTS OF A COMPUTER SYSTEM CPU The CPU consists
of the ALU CU KEY Data Instructions Command Flow Control unit-issues commands to
computer elements interpret stored instructions A. L.U. performs arithmetic logic operations
Output Unit Information after processing Main Memory-Holds data instructions results
ofprocessing -RAM Input Unit Data instructions Backing/Auxiliary Storage- supplements the
main storage.
. 13. COMPUTER OPERATIONS PACKAGES DESCRIBE THE FUNCTIONS OF EACH
COMPONENT. Main memory Auxiliary or backup storage Stores programs and data while
computer is running for current use Store data or programs for later use Main memory is fast
and limited in capacity Slow and capacity vary Cannot retain information when the computer
is Non volatile switched off - Volatile Memory directly connected to the CPU - not portable
Portable- can be transported from one machine to another. Primary storage Secondary storage
PROVIDES FAST ACCESS ACCESS IS SLOW Temporary Permanent Computer cannot do
or work without Can do or work without PROCESSING DEVICE The only processing device
on a computer is The Central Processing unit known as the CPU. It is the main part of the
computer as all other devices are built around it. It can be referred to as the heart or brain
behind the computer. Functions of the Central Processing Unit (CPU) a) It interprets the
instruction in the program according to the type and sequence of processing operations that are
to be performed on input data. b) Performs the varied arithmetic and logic operations that are
necessary to convert input data into output information. c) Stores intermediate results of data
being processed on its registers. d) Directs or controls output to all other devices (input, output,
auxiliary storage units), telling each what to do and when to do it. CPU COMPONENTS It
consists of the control unit (CU) and Arithmetic and Logic Unit (ALU). In most computers the
two components - CU and ALU units - are combined in a unit called the microprocessor
(CPU). The Control Unit The Control Unit manages input/output to and from the main
memory and to and from auxiliary storage units and output devices. It interprets instructions in
their sequence,It determines what is to be done to follow the instruction and, transmits to the
appropriate device directions specifying the work to be done. For example, it advises each
input device what data to transfer, when to transfer it, and when to send the data. It arranges
for data to move from the main memory to the ALU and spells out the calculating and logic
operations that are to be performed, and then arranges to send the processed results to main
storage or to an output device for printing or display. The ALU The Arithmetic Logical Unit
has 2 functions i.e. to perform calculations and logic operations at a fast speed (measured in
nanoseconds, i.e. billionths of a second). It consists of registers (special storage locations to
hold the data to be processed), and an accumulator to store intermediate results of operations.
Logic operations compare values for greater, smaller or equal. CPU speed
. 14. COMPUTER OPERATIONS PACKAGES The CPU speed is measured in Megahertz
(MHz) being millions of instructions that can be executed per second (MIPS). Each computer
 has specified, the processor speed. INPUT DEVICES These are some devices that feed data
into the computer for processing. Some examples include:- 1. KEYBOARD 2. MOUSE 3.
TRACKBALL 4. LIGHT PEN 5. TOUCH SCREEN 6. MODEM 7. SCANNER 8.
MICROPHONE 9. BAR CODE READER 10. DIGITAL CAMERA 11. VIDEO DIGITISER
12. MAGNETIC INK CHARACTER RECOGNITION (MICR) 13. MAGNETC STRIPS OR
STRIPES READER 14. KEY TO DISK 15. GRAPHICS TABLET 16. OCR 17. OMR 18.
VOICE RECOGNITION SYSTEM Storage devices can be used as input devices a)
KEYBOARD The keyboard is an input device with an arrangement of keys, like those on a
typewriter, and an additional set of keys that fall into 5 basic categories: 1. Function keys- keys
form the first row of keys. They perform special operations in applications e.g. F7 activates
Spell Checking Program in word processing and F1 activates the Help facility in any
application. 2. Alphanumeric keys (like those on typewriter) are arranged in a QWERTY
series. First is a row of numbers with some characters like %^*()@!~ above them, then letters
of the alphabet, the spacebar at the bottom, the Shift key on both the left and right side of the
Spacebar. 3. Numeric keypad- serves 2 functions. At the top of the keypad is the NumLock
key, which locks the keypad into Number mode when, pressed. When in Number mode, the
keys function as number keys arranged like a standard calculator, otherwise it is in Cursor
control mode, which allows you to move the cursor up, down, forward or backward by
pressing the appropriate arrow key. When in cursor mode you can also use the home, page up,
page down, end, delete and insert keys from Num Lock pad. 4. Cursor control keys are the
arrow keys as well as Home, End, Ins, Page Up etc. Their major function is to place the cursor
in an appropriate position for reading, appending or editing text. 5. Combination keys are the
Shift Ctrl andAlt keys. On their own they are ineffective but combined with other keys they
work. E.G. The Shift key, can be used to type to type the $ sign (you would keep Shift pressed
as you press the $ sign key once). b) MOUSE
.