Data Processing

1. Data Processing

2. Topics Covered: Data processing and its need Steps in data processing Objectives of data processing Operations of data processing Methods of data processing

3. Data Processing: It is the process of converting the data into directly useful form by applying some manipulations and calculations. Data processing can be performed manually or electronically. Need for data processing: Data processing came into existence to maintain increasing need of complex information. It can assist in handling the paperwork for an ever-increasing volume of data. The processing of data usually requires performing repetitive operations with few variations on one document after another.

4. Steps in data processing: Various steps involved in data processing are: • Identifying the data: The first step in data processing is to collect related facts from the source document. e.g. marks collected from checked answer sheets. • Input: After collecting these facts needed to be given to data processing system. The input of data into a data processing system occurs when data stored on the documents is recorded in some form acceptable for entry into the data processing system. e.g. information of an employee recorded in a time card is an input for pay roll system.

5. Processing: It is a step of applying calculations on data to convert it into directly useful form. Before actually processing input may need shifting, sorting, rearrangement and validation checks. After this various calculations are applied on data to convert the data into more useful form. e.g. finding topper of class using marks of different students is processing. • Output: Main purpose of data processing is to provide meaningful related information. Output refers to the final result obtained after processing the data. e.g. Result obtained after processing marks is an output.

6. Distribution: It means distribution of output to different persons. The document that contains output is known as report, e.g. Mark sheet is a report. • Storage: It refers to the storage of processed data. This storage is kept for future use. The stored data may be directly useful or may be used as input for next stage processing. Basic pattern of data-processing Processing Output Input

7. Objectives of data processing: Major objectives of data processing are: • Handling large volume of data: basic objective of data processing is to handle large volume of data so that organization can work efficiently. • Provide timely information: Different types of information are required in organization. Data processing provides accurate and timely information. • Storage and retrieval of information: Through data processing information can be stored and retrieved as and when necessary.

8. Helps in decision making: To work properly there is a need of decision making. Data processing helps in accurate decision making by providing accurate and timely information. • Improve productivity: To improve productivity various checks are identified and applied. Data processing helps in confirming such activity.

9. Data processing operations: Major operations involved in data processing are: Data generation: It is the process of collecting the facts. These facts can be collected through observations or interviews or using some source document. Classification: It is an activity of dividing the data or identifying the like data on the basis of one or more characteristics. e.g. employee time cards may be grouped by departments.

10. Sorting: After data is classified, it is usually necessary to arrange or rearrange the data into some logical order. This arranging or rearranging procedure is called sorting. e.g. Employee time cards classified by department may be sorted by employee’s last name. Calculations: The arithmetic manipulation of data to create meaningful results is known as calculation. This operation is the most significant part .This operation results in conversion of data into information. e.g. after classification & sorting of time cards net pay for each employee may be calculated.

11. Summarizing: Finally data must often be reduced to a meaningful, concise form. This process is called summarizing. Data retrieval: It is the process of searching the data. The data retrieval from the file may be retrieved in sequential or direct manner. Reporting: It is the last operation of data processing. In reporting, the result of data processing is made available to others. The processed information may be reported in different manner depending upon the need and use of the information.

12. Methods of data processing: Data can be processed in any of the following ways: -Manual -Mechanical -Electronic Manual data processing: It is a method in which all processing is done by human beings. It is the common type of data processing. The human beings receive data through his five senses, store it in brain which act as control and logic unit and books, reports, records etc. act as external storage, using this human being perform many operations on data and provide results. It is a slow and error prone method.

13. Functions of manual data processing system Datainformationn PROCESSING PERMANENT STORAGE OUTPUT INPUT CENTRAL PROCESSOR OUTPUT TRAYS INPUT TRAYS ACCOUNTATNT TEMPORARY STORAGE FILING CABINET A DESK

14. Mechanical data processing: It is a method in which mechanical tools like adding machines, cash registers, calculators etc. are used for fast calculation, analysis and retrieval of data. These tools provide advantages like speed, accuracy, neatness, effective control etc. Electronic (Computerized) data processing: Commonly known as EDP. it is a method which use computer for processing. The characteristics of computer such as high speed, accuracy, capability of storing large amount of data has made it the most powerful tool for data processing.

15. Functions of electronic data processing system Datainformationn PROCESSING PERMANENT STORAGE OUTPUT INPUT CENTRAL PROCESSOR(ALU) Monitor Printer etc. Keyboard Card reader MICR OCR etc. TEMPORARY STORAGE (main memory) Cards,tapes,disk etc. Magnetic core, semiconductor memory etc.

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