Computer applications in Business- Unit 1.pptx

Computer applications in businesses

1. Computer Applications in business

2. IcE breaker The computer application makes it easy for a business to process accurately and faster. B rings immense value to the business in terms of increasing sales, promotions and advertisement. Use of computer applications in business makes it easy for businesses to reach customers easily across the globe. It allows a business to connect with its customers 24 by 7. A llows a business to yield higher profits and achieve the objectives and goals of the organization with greater efficiency, productivity and technological advancement. Nowadays the computer has become a great tool for business development, business research, sales and advertising. With the advancement of technology, computers have become a prerequisite in business industries. In today’s world, a competitive firm is making its unique Identity and promoting its brand over the internet with the use of computer applications.

3. Data Processing and basics

4. Data Processing and basics UNIT 1

5. ObjeCtives the history and evolution of computer, the concept of input-process-output characteristics of computer. the classification of digital computers based on their size and type, and the application of computer in different domain areas

6. First step: Concept of computing The word  compute  is derived from the Latin word ‘ computare ’, was meaning “arithmetic, accounting”. The  Computer means the digital device that stores  information  in  memory  using  input devices  and manipulate  information  to produce output according to given instructions. The actual machinery, the physical parts of a computer system refer to as Computer hardware; the instruction (a  program ) that tells the computer what to do or how to do, that is called  Computer software  (often called just software). Definition: “A computer is an electronic machine that accepts data from the user, processes the data by performing calculations and operations on it, and generates the desired output results. “ Computer performs both simple and complex operations, with speed and accuracy.

7. PRINCIPLE OF COMPUTER Data enters the computer through one or more input devices. The computer than process the data and transmits the resulting data to the output device INFORMATION Data (Raw Material) Data Processor COMP

8. sumMary of characteristics of computers It   is a fast device. For tasks that we take hours to complete, we do not talk about seconds or milliseconds ( 10 -3 ), for computer calculations. We talk in terms of Microseconds ( 10 -6 ), nanoseconds ( 10 -9 ) and even picoseconds ( 10 -12 ), simple arithmetic operation per second. A Computer performs every calculation with same accuracy. The errors in computer are due to human and inaccurate data.(GIGO) A computer is free from tiredness, lack of concentration, fatigue, etc. It can work for hours without creating any error. If millions of calculations are to be performed, a computer will perform every calculation with the same accuracy. It can perform vide variety of tasks, one moment it is preparing examination results, electricity bills, in between it may help an office secretary trace an important letter in seconds. All that is required is to change its talent is to slip in a new program into it. Computer has the power of storing any amount of information or data because of its secondary storage capability. Any information can be stored and recalled if you require it, for any numbers of years. It depends entirely upon you how much data you want to store in a computer and when to lose or retrieve these data. It is a dumb machine, and it cannot do any work without instruction from the user. It is up to you to decide what you want to do and in what sequence. So, a computer cannot take its own decision as you can. Computers are devoid of emotions, feelings, taste and experience. We make the judgements. Thus, it does not get tired even after long hours of work. It does not distinguish between users. The Computer has an in-built memory where it can store a large amount of data. You can also store data in secondary storage devices such as floppies, which can be kept outside your computer and can be carried to other computers. Reliability Cost Effectiveness

9. History of computers Calculating Machines ABACUS was the first mechanical calculating device for counting of large numbers. The word ABACUS means calculating board. It consists of bars in horizontal positions on which sets of beads are inserted. The horizontal bars have 10 beads each, representing units, tens, hundreds, etc. Napier’s Bones was a mechanical device built for the purpose of multiplication in 1617 ad. by an English mathematician John Napier. Slide Rule was developed by an English mathematician Edmund Gunter in the 16th century. Using the slide rule, one could perform operations like addition, subtraction, multiplication and division. It was used extensively till late 1970s. Pascal’s Adding and Subtraction Machine was developed by Blaise Pascal. It could add and subtract. The machine consisted of wheels, gears and cylinders. Until the development of the first-generation computers based on vacuum tubes, there had been several developments in the computing technology related to the mechanical computing devices. The key developments that took place till the first computer was developed are as follows—

10. EVOLUTION / History of computers Leibniz’s Multiplication and Dividing Machine was a mechanical device that could both multiply and divide. The German philosopher and mathematician Gottfried Leibniz built it around 1673. Punch Card System was developed by Jacquard to control the power loom in 1801. He invented the punched card reader that could recognize the presence of hole in the punched card as binary one and the absence of the hole as binary zero. The Os and 1s are the basis of the modern digital computer. Babbage’s Analytical Engine An English man Charles Babbage built a mechanical machine to do complex mathematical calculations, in the year 1823. The machine was called as difference engine. Later, Charles Babbage and Lady Ada Lovelace developed a general-purpose calculating machine, the analytical engine. Charles Babbage is also called the father of computer . Hollerith’s Punched Card Tabulating Machine was invented by Herman Hollerith. The machine could read the information from a punched card and process it electronically. The developments discussed above, and several others not discussed here, resulted in the development of the first computer in the 1940s.

11. GENERATIONS OF COMPUTER The computer has evolved from a large—sized simple calculating machine to a smaller but much more powerful machine. The evolution of computer to the current state is defined in terms of the generations of computer. Each generation of computer is designed based on a new technological development, resulting in better, cheaper and smaller computers that are more powerful, faster and efficient than their predecessors. Currently, there are five generations of computer. In the following subsections, we will discuss the generations of computer in terms of— the technology used by them (hardware and software), computing characteristics (speed, i.e., number of instructions executed per second), physical appearance, and their applications.

12. First Generation (1940 to 1956): Using Vacuum Tubes Hardware Technology The first generation of computers used vacuum tubes (Figure 1.4) for circuitry and magnetic drums for memory. The input to the computer was through punched cards and paper tapes. The output was displayed as printouts. Software Technology The instructions were written in machine language. Machine language uses 0s and 1s for coding of the instructions. The first generation computers could solve one problem at a time. Computing Characteristics The computation time was in milliseconds. 10 −3 Physical Appearance These computers were enormous in size and required a large room for installation. Application They were used for scientific applications as they were the fastest computing device of their time. Examples UNIVersal Automatic Computer (UNIVAC), Electronic Numerical Integrator And Calculator (ENIAC), and Electronic Discrete Variable Automatic Computer (EDVAC). The first generation computers used a large number of vacuum tubes and thus generated a lot of heat. They consumed a great deal of electricity and were expensive to operate. The machines were prone to frequent malfunctioning and required constant maintenance. Since first generation computers used machine language, they were difficult to program

13. Second Generation (1956 to 1963): Using Transistors Hardware Technology Transistors replaced the vacuum tubes of the first generation of computers. Transistors allowed computers to become smaller, faster, cheaper, energy efficient and reliable. The second generation computers used magnetic core technology for primary memory. They used magnetic tapes and magnetic disks for secondary storage. The input was still through punched cards and the output using printouts. They used the concept of a stored program, where instructions were stored in the memory of computer. Software Technology The instructions were written using the assembly language. Assembly language uses mnemonics like ADD for addition and SUB for subtraction for coding of the instructions. It is easier to write instructions in assembly language, as compared to writing instructions in machine language. High-level programming languages, such as early versions of COBOL and FORTRAN were also developed during this period. Computing Characteristics The computation time was in microseconds. 10 −6 Physical Appearance Transistors are smaller in size compared to vacuum tubes, thus, the size of the computer was also reduced. Application The cost of commercial production of these computers was very high, though less than the first generation computers. The transistors had to be assembled manually in second generation computers. Examples PDP-8, IBM 1401 and CDC 1604 Second generation computers generated a lot of heat but much less than the first generation computers. They required less maintenance than the first generation computers.

14. Third Generation (1964 to 1971): Using Integrated Circuits Hardware Technology The third generation computers used the Integrated Circuit (IC) chips. Figure 1.6 shows IC chips. In an IC chip, multiple transistors are placed on a silicon chip. Silicon is a type of semiconductor. The use of IC chip increased the speed and the efficiency of computer, manifold. The keyboard and monitor were used to interact with the third generation computer, instead of the punched card and printouts. Software Technology The keyboard and the monitor were interfaced through the operating system. Operating system allowed different applications to run at the same time. High-level languages were used extensively for programming, instead ofmachine language and assembly language. Computing Characteristics The computation time was in nanoseconds. 10 −9 Physical Appearance The size of these computers was quite small compared to the second generation computers. Application Computers became accessible to mass audience. Computers were produced commercially, and were smaller and cheaper than their predecessors. Examples IBM 370, PDP 11. The third generation computers used less power and generated less heat than the second generation computers. The cost of the computer reduced significantly, as individual components of the computer were not required to be assembled manually. The maintenance cost of the computers was also less compared to their predecessors.

15. Fourth Generation (1971 to present): Using Microprocessors Hardware Technology They use the Large Scale Integration (LSI) and the Very Large Scale Integration (VLSI) technology. Thousands of transistors are integrated on a small silicon chip using LSI technology. VLSI allows hundreds of thousands of components to be integrated in a small chip. This era is marked by the development of microprocessor. Microprocessor is a chip containing millions of transistors and components, and, designed using LSI and VLSI technology. This generation of computers gave rise to Personal Computer (PC). Semiconductor memory replaced the earlier magnetic core memory, resulting in fast random access to memory. Secondary storage device like magnetic disks became smaller in physical size and larger in capacity. The linking of computers is another key development of this era. The computers were linked to form networks that led to the emergence of the Internet. This generation also saw the development of pointing devices like mouse, and handheld devices. Software Technology Several new operating systems like the MS-DOS and MSWindows developed during this time. This generation of computers supported Graphical User Interface (GUI). GUI is a user-friendly interface that allows user to interact with the computer via menus and icons. High-level programming languages are used for the writing of programs.

16. Contd … Computing Characteristics The computation time is in picoseconds. 10 −12 Physical Appearance They are smaller than the computers of the previous generation. Some can even fit into the palm of the hand. Application They became widely available for commercial purposes. Personal computers became available to the home user. Examples The Intel 4004 chip was the first microprocessor. The components of the computer like Central Processing Unit (CPU) and memory were located on a single chip. In 1981, IBM introduced the first computer for home use. In 1984, Apple introduced the Macintosh. The microprocessor has resulted in the fourth generation computers being smaller and cheaper than their predecessors. The fourth generation computers are also portable and more reliable. They generate much lesser heat and require less maintenance compared to their predecessors. GUI and pointing devices facilitate easy use and learning on the computer. Networking has resulted in resource sharing and communication among different computers.

17. Fifth Generation (Present and Next): Using Artificial Intelligence The goal of fifth generation computing is to develop computers that are capable of learning and self-organization. The fifth generation computers use Super Large Scale Integrated (SLSI) chips that are able to store millions of components on a single chip. These computers have large memory requirements. This generation of computers uses parallel processing that allows several instructions to be executed in parallel, instead of serial execution. Parallel processing results in faster processing speed. The Intel dualcore microprocessor uses parallel processing. The fifth generation computers are based on Artificial Intelligence (AI). They try to simulate the human way of thinking and reasoning. Artificial Intelligence includes areas like Expert System (ES), Natural Language Processing (NLP), speech recognition, voice recognition, robotics, etc.

18. Classification of computers based on size and type The digital computers that are available nowadays vary in their sizes and types. The computers are broadly classified into four categories based on their size and type (1) Microcomputers, (2) Minicomputers, (3) Mainframe computers, and (4) Supercomputer.

19. Classification of computers (Microcomputers) Microcomputers are small, low-cost and single-user digital computer. They consist of CPU, input unit, output unit, storage unit and the software. Although microcomputers are stand-alone machines, they can be connected to create a network of computers that can serve more than one user. IBM PC based on Pentium microprocessor and Apple Macintosh are some examples of microcomputers. Microcomputers include desktop computers, notebook computers or laptop, tablet computer, handheld computer, smart phones and netbook Desktop Computer or Personal Computer (PC) is the most common type of microcomputer. It is a stand-alone machine that can be placed on the desk. Externally, it consists of three units—keyboard, monitor, and a system unit containing the CPU, memory, hard disk drive, etc. It is not very expensive and is suited to the needs of a single user at home, small business units, and organizations. Apple, Microsoft, HP, Dell and Lenovo are some of the PC manufacturers. Notebook Computers or Laptop resemble a notebook. They are portable and have all the features of a desktop computer. The advantage of the laptop is that it is small (can be put inside a briefcase), can be carried anywhere, has a battery backup and has all the functionality of the desktop. Laptops can be placed on the lap while working (hence the name). Laptops are costlier than the desktop machines. Netbook These are smaller notebooks optimized for low weight and low cost, and are designed for accessing web-based applications. Starting with the earliest netbook in late 2007, they have gained significant popularity now. Netbooks deliver the performance needed to enjoy popular activities like streaming videos or music, emailing, Websurfing or instant messaging. The word netbook was created as a blend of Internet and notebook. Tablet Computer has features of the notebook computer but it can accept input from a stylus or a pen instead of the keyboard or mouse. It is a portable computer. Tablet computer are the new kind of PCs.

20. Smart Phones are cellular phones that function both as a phone and as a small PC. They may use a stylus or a pen or may have a small keyboard. They can be connected to the Internet wirelessly. They are used to access the electronic-mail, download music, play games, etc. Blackberry, Apple, HTC, Nokia and LG are some of the manufacturers of smart phones. Handheld Computer or Personal Digital Assistant (PDA) is a small computer that can be held on the top of the palm. It is small. Instead of the keyboard, PDA uses a pen or a stylus for input. PDAs do not have a disk drive. They have a limited memory and are less powerful. PDAs can be connected to the Internet via a wireless connection. Casio and Apple are some of the manufacturers of PDA. Over the last few years, PDAs have merged into mobile phones to create smart phones.

21. Minicomputers Minicomputers are digital computers, generally used in multi-user systems. They have high processing speed and high storage capacity than the microcomputers. Minicomputers can support 4–200 users simultaneously. The users can access the minicomputer through their PCs or terminal. They are used for real-time applications in industries, research centers, etc. PDP 11, IBM (8000 series) are some of the widely used minicomputers.

22. Mainframe Computers Mainframe computers are multi-user, multi-programming and high-performance computers. They operate at a very high speed, have very large storage capacity and can handle the workload of many users. Mainframe computers are large and powerful systems generally used in centralized databases. The user accesses the mainframe computer via a terminal that may be a dumb terminal, an intelligent terminal or a PC. A dumb terminal cannot store data or do processing of its own. It has the input and output device only. An intelligent terminal has the input and output device, can do processing, but cannot store data of its own. The dumb and the intelligent terminal use the processing power and the storage facility of the mainframe computer. Mainframe computers are used in organizations like banks or companies, where many people require frequent access to the same data. Some examples of mainframes are CDC 6600 and IBM ES000 series.

23. superComputers Supercomputers are the fastest and the most expensive machines. They have high processing speed compared to other computers. The speed of a supercomputer is generally measured in FLOPS ( FLoating point Operations Per Second). Some of the faster supercomputers can perform trillions of calculations per second. Supercomputers are built by interconnecting thousands of processors that can work in parallel. Supercomputers are used for highly calculation-intensive tasks, such as, weather forecasting, climate research (global warming), molecular research, biological research, nuclear research and aircraft design. They are also used in major universities, military agencies and scientific research laboratories. Some examples of supercomputers are IBM Roadrunner, IBM Blue gene and Intel ASCI red. PARAM is a series of supercomputer assembled in India by C-DAC (Center for Development of Advanced Computing), in Pune. PARAM Padma is the latest machine in this series. The peak computing power of PARAM Padma is 1 Tera FLOP (TFLOP).

24. Classification of computers based on Data Representation There are three basic types of computers with respect to how data are represented: 1. Digital Computers The word digital‘ as used means whole numbers (discrete); for example the channel selector on the television set is a digital device because it restricts you to discrete set channels; (you cannot select channel 3.141). These computers process data in form of discrete or separate values that is 0,1,2,3 etc by operating on it in steps. They cannot work with values in intermediate intervals such as 11 /2, 1/3 etc. * Digital computers are more accurate and more flexible than analog computers because they use the digital form of electricity signals. However, it must be noted that input and output information in digital compatible computers must be converted to analog form before processing can take place. Examples are the IBM and compatible machines, and Mackintoshes.

25. Classification of computers based on Data Representation 2. Analog Computers In contrast to digital devices, analog devices have continuous values. An example is the volume control of a television that allows continuous adjustment of the volume in one smooth action. These computers process data in form of variables, that is, quality that changes every time or continuous signals. They are like measuring instruments such as thermometers and voltmeter. They are mainly used in scientific and industrial control applications. They are devices that can measure the numerically defined variables of an abstract system in terms of some physical quality; examples are speedometer of a car and odometer of a pressure gauge. 3. Hybrid Computers These computers process data both in digital and analog forms. Hybrid computer is a digital computer that accepts analog signals, converts them to digital and processes them in digital form. For example, setting (programming) on a modern day television involves both digital and analog. They are special purpose computers that have found much application in control and feedback processes. An example is a robot used in an industrial environment. First, it allows the process to get to a particular temperature (analog); it then does some other processes, which could be digital and /or analog.

26. Analog Vs Digital computers Examples of analog computers include : Thermometer: An analogue thermometer makes use of a graduated scale and properties of mercury to fulfil its operation. Speedometer: The speedometer is a device that detects the speed of a moving vehicle. Analogue Clock: An analogue clock is quite frequently used gadget in our daily life. Seismometer Voltmeter Examples of digital computers include : Personal computers (desktops, laptops, notebooks, and chromebooks ) Smartphones and tablets Calculators Digital weighing machines Accounting machines An analog computer or ‘analogue computer’ is used to process analog data. Most common type of computer that input information using discrete rather than continuous, is called digital computer that use ‘binary digits. They are quick and re-programmable.

27. Primary Units of a Computer The Input Unit: This is the unit that accepts data, instructions and programs into the computer. It is the avenue whereby users talk to or communicate with the computer system. Examples of input devices are keyboard (basic input device for entering characters, numbers etc. into the system), scanner (turning hardcopy material like pictures into electronic or softcopy formats), mouse (a pointing device that helps in selecting objects on the screen), touch screen, light pen, joystick, disk, and other computers through network connection. There are three classical units, they are tagged as IPO: The Output Unit: This is the unit that makes the information (processed data or the result) available to users. Devices in this category may display information on the screen, send output to other computers, display or print error messages, send requests or even save information for use. Examples are monitor commonly called the screen (Cathode Ray Tube (CRT), Liquid Crystal Display (LCD)), printer (to get an output printed on paper (hardcopy)) The Processing Unit: This is the unit where the processing of data is done, where data is manipulated. It is divided into three main parts namely: a) The control unit b) The Arithmetic and Logic Unit (ALU) c) The main memory

28. The Control Unit/Processor Unit: Directs and coordinates the flow of instructions and activities within the computer system. There is nothing that happens that does not involve this unit such as input activity, calculation done by ALU, storage of files onto secondary memory, release of output, etc. • The Arithmetic and Logic Unit: Here, the arithmetic sub-unit performs arithmetic operations like addition, subtraction, multiplication, while the logic sub-unit performs comparison operations resulting in true or false outcome. • The Main Storage: Here, we have the ROM and the RAM and they are referred to as the internal memory. • ROM (Read Only Memory). This is where some instructions that are responsible for the booting or starting up of the computer system are permanently stored. From the name ―read only‖, it means the control unit fetches the first set of already coded instructions from there and uses it to put the computer system in a ready state at every instance when the user switches the system. ROM chips are installed by the computer manufacturer and the instructions cannot be altered by the user. • RAM (Random Access Memory). This is the part of memory where every instruction resides during execution or processing. All processing take place with the RAM. The RAM is volatile; loses its contents on switching the system off. It is random access memory, the data on it wherever located can be accessed in equal amount of time. The size and access time of the RAM have a great impact on the overall processing speed of a computer system. Auxiliary storage is a secondary memory that is non-volatile, usually larger and cheaper than the main memory, even though slower.

29. Desktop Computer Configuration Computer Configuration Two basic components of a computer system are Hardware and Software. • The Hardware are the various physical components of a computer system. Any part that can be held or felt or touched is hardware. • The Software consists of the non-tangible elements. It includes instructions and other commands that control the operation of the computer system.

30. 1 Hardware components The hardware consists of the system unit and peripherals . 1.1 The system units consist of the CPU (e.g. microprocessor), main memory, internal secondary memory and other internal components held and made to function together by the mother-board. 1.2 Peripheral devices are the hardware components of a computer system that are either attached or connected externally to the system unit through a wired or wireless media. The common ones are input, output, and storage devices. 2 software components Software is the intangible part of a computer system. It is a set of instructions written by a computer expert or a programmer that represents the logical steps the computer follows to solve a particular problem or do a specific task, and the accessory data.

31. Classification of Computer Software 2.1 Systems software: System software is a program or collection of programs which links other software like the application software with the system hardware. It acts like the intermediary between them. These are designed or written by software manufacturers and other computer software experts. The major system software is the operating systems. Other includes translators and utilities. Operating Systems: a software designed by system developers to control and manage the resources of a computer system. Examples of such resources are the hardware resources such as (memory, other peripherals), and the software resources like application programs. Management of resource by the operating system includes memory management, sharing of resources, error handling, running of other programs, interrupt handling etc. or graphics application. The operating system acts as an interface, or link, between the user and the computer hardware. Classification of Computer Software The different types of computer software available in the global computer market consist of the following two main types: ( i ) Systems Software (ii) Applications Software

32. Utility Software: Utility software performs the basic operations necessary for the fundamental performance of the computer system such as creating, copying, saving, deleting, merging and sorting files. Language Translators: Language translators convert programmers-made instructions into machine-language instructions (object code). Types of language translators are: i . Assemblers ii. Interpreters iii. Compilers ( i ) Compiler is a language translator which is used to convert programs written in High Level Language all at once to low-level language. It translates the entire program and reports the errors in source program encountered during the translation. (ii) Interpreter: Interpreter is a language translator which is used to convert programs in high-level language to low-level language. Interpreter translates the program line by line and reports the error once it encountered during the translation process. (iii) Assemblers: Assembler is a language translator which is used to translate a program written in Assembly language to machine language code.

33. 2.2 Applications Software There are two main types of Application software: Off the shelf/General purpose and Inhouse/User Defined. • General Purpose/Off the Shelf Application Software As the name implies, these are the programs designed by computer experts to be applied or used in solving a particular type of problem. They are usually general purpose software which may be useful to many organisations at the same time. The designer and developers consider the need of the general public in a particular problem area and produce a program that will meet the general needs. Examples are: word processing packages ( e.g MS word), spreadsheet packages ( e.g MS Excel), communication software ( e.g Internet explorer), analytical/statistical packages ( e.g SPSS) • User-defined/In-house Application Software: This refers to the custom-built program or software written by a programmer or group(s) of them (employed to do so) to meet the need of a particular user or customer. Program developers or software experts would have to visit the individual in need of this, ask for his requirement/specification, do appropriate feasibility study, do analysis, put up a design and finally come up with a program that meets these very needs. Because it is not a generalised software like the general purpose application software (e.g. MS Word), the program tends to cater for all that the customer wants. A good example of this kind of software is the University Result Processing Software that caters for the students‘ record and their Cumulative Grade Point Average (CGPA).

34. The following list describes different kinds of software applications that would be suitable for different tasks: • Word Processing software - Use this kind of tool to create worksheets, type letters, type papers, etc. MS Word, WordPerfect, MS Works, AppleWorks, .... Desktop Publishing software - Use this software to make signs, banners, greeting cards, illustrative worksheets, newsletters, etc. Adobe PageMaker, MS Word, MS Publisher, AppleWorks, MS Works, Quark Express,.. Spreadsheet software - Use this kind of tool to compute number-intensive problems such as budgeting, forecasting, etc. A spreadsheet will plot nice graphs very easily. MS Excel, Quattro Pro, Lotus 1-2-3, .... Database software - Use this software to store data such as address, membership and other text information. A database can be used to easily sort and organize records. MS Access, Filemaker Pro, ... Presentation software - Use this software to create multimedia stacks of cards/screens that can effectively present a lesson or a sales pitch. The user often clicks on buttons to advance to the next screen in a sequence.MS PowerPoint, AppleWorks (slideshows), HyperStudio , Flash, Director, HyperCard, Digital Chisel, SuperCard , Corel Envoy,... Internet Browsers - This software allows one to surf the Web. Often they can read email and create Web pages too. Netscape Navigator (or Netscape Communicator), MS Internet Explorer, Mozilla Firefox, Opera…. Email programs - These programs send and receive email. Netscape Messenger (part of Netscape Communicator), MS Outlook Express, MS Outlook, Eudora, AOL browser (has email built in).... Graphics Programs (pixel-based) - This software allows one to touch up photographs and create graphics from scratch. Adobe Photoshop, Paint Shop Pro, MS Paint (comes free on Windows PC's), Adobe Illustrator, Corel Draw, Painter, .... Communications software - This software allows two computers with modems to communicate through audio, video, and/or chat-based means.MS NetMeeting, AOL Instant Messenger, IRC, ICQ, CU-See Me, ...

35. Data and Information: Differences Definition: Data is a collection of individual statistics, facts, or items of information, while information is data that is processed, organized, and structured. Nature: Data is in raw form and unprocessed and unstructured whereas information is processed and structured. Meaning: While data, on its own, might be meaningless, information is always meaningful. Interdependency: Information relies on data, but data does not rely on information. I nformation is always dependent on data. While data is individual numbers or figures, information is the knowledge we can gather from it. For example, we can describe the scores of each individual student’s test paper as data. But if we take all the students’ scores, we can derive information about the average score for that subject and see who has weak and strong performances in that subject. Form: Data comes in forms like numbers, figures, and statistics, images, etc. ., It might include a list of dates, temperatures, scores of a test, individual prices of products, or a list of names. while information usually comes as words, thoughts, and ideas . Understanding: It may be difficult to understand data, but it’s relatively easy to understand information. Examples: Marks of students in a class are an example of data, while the average marks gained by students of the class are information derived from data.

36. How is data and information useful in business? Data is essentially the plain facts and statistics collected during the operations of a business. They can be used to measure/record a wide range of business activities - both internal and external. While the data itself may not be very informative, it is the basis for all reporting and as such is crucial in business. Customer data are the metrics that relate to customer interaction. It can be the number of jobs, the number of enquiries, the income received, the expenses incurred, etc. To know about our interactions with the customer, we need data. Information allows a business to make informed decisions by presenting data in a way that can be interpreted by management. However, it must be stated that the value of information lies not only in the information itself, but the actions that arise from the information. For example, if the information alerts you to poor customer satisfaction, it is only useful if this creates a change in the way the business deals with customers. Hence the information process should form part of a wider review process within the business to gain the best outcomes.

37. Types of Data W e can categorize data into two main categories as  quantitative data and qualitative data . Quantitative data take numerical forms and include prices, weights, temperatures, etc. Q ualitative data take a descriptive but non-numerical form. Some examples of qualitative data include names, addresses, physical characteristics of people, etc. We can also categorize data as  primary data and secondary data , especially when it comes to research. The former is collected by a researcher for the first time, whereas the latter is already existing data produced by researchers.

38. characteristics of good-quality information Timeliness – Information should reach the recipient in time Accuracy – Information should be free of errors, and mistakes, and clear. Impartiality – Information should not have any bias. Completeness – Information should be complete as incomplete information can result in wrong decisions.  Relevance – Information should be relevant to the decision being made. However, we also must consider the quality of information we use.

39. Why is data & Information important to business? Helps businesses make decisions: D ata can help a company make better decisions. Decisiveness can be a useful trait for a business, because it can help the company make tough decisions more quickly and understand the repercussions or benefits of decisions. For example, if a company wants to expand into a new market, collecting data is a necessity because the company needs information on how the market works, where it might fit into that market and what kinds of customers it might serve once entrenched in that new market. Improves customer satisfaction: With raw data, businesses can study the effects of their efforts on customer satisfaction and learn where they can improve. This can help the company create a more pleasing, customized experience for each customer, helping to separate that business from the competition. For example, a business might poll its customers with a short digital survey after each purchase to ask questions about their experience. The company can use that data to identify positive or negative trends and act. Increases revenue and profits: Data may also help a company increase their revenue and profits by making the company more efficient, providing key insights into operations and customer satisfaction and helping to improve certain processes. Data can help businesses measure whether certain actions, products or services are profitable and where their greatest expenses might be. Helps with problem-solving: Data also plays a critical role in problem-solving for company leaders. With an abundance of data, company leaders can identify and address key problems and monitor the effects of proposed solutions. For example, if a company identifies an issue in its manufacturing processes, it might collect data on how much each unit costs to produce and how much revenue they're losing with reduced production. Solving problems can be much easier and solutions are more effective when the person solving that problem has sufficient information. Improves company processes: Company processes may also benefit from data, as it can show company leaders how efficient or costly certain processes are. For example, a company might collect data on its marketing process and find that it's allocating 50% of the marketing budget to social media campaigns that aren't generating qualified leads. With this information, the company can determine whether to pull the funding from that method and allocate it elsewhere for a better return on the investment and continued financial savings.

40. Examples of how companies use data in business Example 1: Blazer Electronics collects personal information on its customers, including purchase information to build customer profiles. The customer profiles help the company identify what products customers prefer so the company can provide more targeted ads and promotions for each customer and increase the chances of them making another purchase. The company used this data to increase its overall sales by nearly 15% last year, boosting its revenue and expanding its customer base through referrals. Example 2: Goyar and Sons, Ltd. is a tech company that produces blockchain solutions for large businesses. The company began collecting analytics data on its marketing campaigns and website, learning that its SEO efforts weren't producing the ROI that the team originally estimated. The team also found that visitors often disengaged with the website after opening the "our services" page due to a technical error. Using this information, the company redesigned its website and hired an outside marketing firm to solidify and improve its marketing efforts, resulting in a 5% increase in sales over six months.

41. Importance of Computers in Business Following are the importance of computers in business:  A computer is important to use in business to automate the manufacturing, marketing and distribution process. It is the 1st and main tool in business that generates and manages profits.  Computers help in research, production, distribution, marketing, banking, team management, business automation, data storage, employees, management and very helpful to increase the productivity in lower cost, less time with high quality.  Computer help business to manage, calculate, arrange, and visualize customer data and information by us computer applications such as Microsoft word, excel, lower power point and tally etc..  A computer helps to communicate faster with the customer by using the internet, online communication tools and internet phone system. It‘s important for the administration of the big or small organization and each field that manage resources and opportunities.  Computer help creates marketing and advertising materials by using adobe Photoshop, Corel draw, online designing tools. Also to create websites for the business  The computer is important in business to automate business transactions by using online banking, payment Gateway.

42. What is computer application in business? A computer application is a tool, platform, process or software which makes work easy. It uses the internet to work. computer application in business means using technology or applications to conduct business processes over the internet. It is an emerging concept in the field of business as today more and more business processes are conducted over the internet. The use of the internet made it compulsory for the business unit to use computer applications to compete with the technology and developing business world.

43. Application Areas of Computers in Business Business Communication Inventory Management Customer Relationship Management Payroll Advertisement Data Management and Analysis Accounting Business management Management Information System Human Resource Management etc. Research and marketing Social Media Management Accounting Various computer applications are used by a business for the smooth and fast working of its operations. Moreover, the use of computer applications in business simplifies the process by providing the required information with just one click. The following are some of the application areas of computers in business:

44. Application Areas of Computers in Business: Explained Business Communication is the sharing of information between people within an enterprise that is performed for the commercial benefit of the organization. In addition, business communication can also refer to how a company shares information to promote its product or services to potential consumers. Business communication within an organization can either be: Upward communication : any communication that comes from a subordinate to a manager or from another person up the organizational hierarchy. Downward communication/Managerial communication: anything that comes from a superior to a subordinate. Lateral communication/ Technical communication: internal or cross-departmental communication between coworkers. Methods of business communication include: Web-based communication: This includes everyday communication channels like emails and instant messaging applications (such as Slack, Hangouts, or even Nextiva Chat). The benefits of emails and messages lie in the ability to lead private conversations in a busy office environment, as well as sharing a message with many people—from a few to hundreds—all at once. Telephone meetings: Phones removed the location barrier to running productive, fast-moving meetings. It allows for better idea exchange thanks to the non-verbal communication (tone of voice) compared to written communication. Cloud phone systems can accelerate onboarding and overall team collaboration. Video conferencing: Great video conferencing systems enable people at remote locations to run meetings that feel as close to in-person meetings as possible. They take phone meetings one step up.

45. Face-to-face meetings: In-person meetings can help a business move forward with ideas quickly. Research shows that in-person meetings generate more ideas than virtual meetings. However, having a rock-solid meeting agenda is essential for effective meetings. 46% of employees rarely or never leave a meeting knowing what they‘re supposed to do next. Reports and official documents: Documenting activities that impact other people and departments is a crucial part of a well-oiled business communication system. The ability to refer to a written document at any moment reduces the chance for confusion or disagreement and provides extra clarity in communication. Presentations: Presentations supported by reports and PowerPoint slide decks are often how meetings with larger groups are conducted. These are great for sharing new ideas in a way that creates space for questions and any clarifications. Forum boards and FAQs: An internal area for employees to refer to frequently asked questions on various departmental topics and to ask new ones that will make them more productive and up-to date on a matter. Surveys: Both internal and customer surveys are an ideal way to gather feedback and ratings on important topics. Surveys facilitate a healthy cycle of feedback-supported improvements and open a communication channel between all levels inside an organization. Customer management activities: This can include any customer relations activity. Examples include live chat support, customer relationship management (CRM) systems, customer onboarding process, customer reviews, and more. Suggestion box: primarily for upward communication, because some people may hesitate to communicate with management directly, so they can give suggestions by drafting one and putting it in the suggestion box.

46. 2 Inventory Management Inventory management is the supervision of non-capitalized assets (inventory) and stock items. A component of supply chain management, inventory management supervises the flow of goods from manufacturers to warehouses and from these facilities to point of sale. A key function of inventory management is to keep a detailed record of each new or returned product as it enters or leaves a warehouse or point of sale. Inventory management uses a variety of data to keep track of the goods as they move through the process, including lot numbers, serial numbers, cost of goods, quantity of goods and the dates when they move through the process. Computers help in making the process of inventory management easier using inventory management software systems An inventory management system is a combination of technology (hardware and software) and processes and procedures that oversee the monitoring and maintenance of products stocked by a company. These products can be either company assets, raw materials, or finished products that are ready to be sent to vendors or end consumers. 3 Customer Relationship Management (CRM): Customer relationship management (CRM) is the combination of practices, strategies and technologies that companies use to manage and analyze customer interactions and data throughout the customer lifecycle, with the goal of improving customer service relationships and assisting in customer retention and driving sales growth. The use of CRM software systems has helped the CRM approach. CRM systems compile customer data across different channels, or points of contact between the customer and the company, which could include the company's website, telephone, live chat, direct mail, marketing materials and social media. Through the CRM approach and the systems used to facilitate it, businesses learn more about their target audiences and how to best cater to their needs.

47. 4 Payroll Payroll is the process by which employers pay an employee for the work they have completed. Any business with employees should have a payroll process established; payroll is often the largest expense for a business. An effective and efficient payroll process will ensure that employees are paid accurately and consistently, keeping them satisfied with this aspect of employment and allowing HR to focus on other areas. A payroll system is software designed to organize all the tasks of employee payment and the filing of employee taxes. These tasks can include keeping track of hours, calculating wages, withholding taxes and deductions, printing and delivering checks, completing direct deposit, paying premiums to insurance carriers, and paying employment taxes to the government. Payroll software often requires very little input from the employer. The employer is required to input employee wage information and hours—then the software uses the information to perform calculations and deduct withholdings automatically. Most payroll software is automatically updated whenever a tax law changes and will remind employers when to file various tax forms. 5 Advertisement Advertising is the attempt to influence the buying behavior of customers or clients with a persuasive selling message about products and/or services. In business, the goal of advertising is to attract new customers by defining the target market and reaching out to them with an effective ad campaign.

48. 6 Data Management and Analysis Data management is an administrative process that includes acquiring, validating, storing, protecting, and processing required data to ensure the accessibility, reliability, and timeliness of the data for its users. Organizations and enterprises are making use of Big Data more than ever before to inform business decisions and gain deep insights into customer behavior, trends, and opportunities for creating extraordinary customer experiences. To make sense of the vast quantities of data that enterprises are gathering, analyzing, and storing today, companies turn to data management solutions and platforms. Data management solutions make processing, validation, and other essential functions simpler and less time-intensive. Data analysis is a process of inspecting, cleansing, transforming, and modeling data with the goal of discovering useful information, informing conclusions, and supporting decision-making. In today's business, data analysis is playing a role in making decisions more scientific and helping the business achieve effective operation. 7 Management Information System A management information system (MIS) is a computerized database of financial information organized and programmed in such a way that it produces regular reports on operations for every level of management in a company. It is usually also possible to obtain special reports from the system easily. The main purpose of the MIS is to give managers feedback about their own performance; top management can monitor the company. Information displayed by the MIS typically shows "actual" data over against "planned" results and results from a year before; thus, it measures progress against goals. The MIS receives data from company units and functions. Some of the data are collected automatically from computer-linked check-out counters; others are keyed in at periodic intervals. Routine reports are preprogrammed and run at intervals or on demand while others are obtained using built-in query languages

49. 8 Human Resource Management The process of defining HRM leads us to two different definitions. The first definition of HRM is that it is the process of managing people in organizations in a structured and thorough manner. This covers the fields of staffing (hiring people), retention of people, pay and perks setting and management, performance management, change management and taking care of exits from the company to round off the activities. The second definition of HRM encompasses the management of people in organizations from a macro perspective i.e. managing people in the form of a collective relationship between management and employees. This approach focuses on the objectives and outcomes of the HRM function. What this means is that the HR function in contemporary organizations is concerned with the notions of people enabling, people development and a focus on making the employment relationship‖ fulfilling for both the management and employees.

50. Commonly used Computer Applications in Business Computer Application                 Business Purpose Quickbooks , Xero, Tally For accounting and preparation of other financial statements Google Docs, PDF element, MS Word For the preparation of various informative documents MS Powerpoint, Keynote, Canva, Slideshare, Open Office Impress To make a unique, simple and attractive presentation Zoom, Microsoft Teams, Go To Meetings For conducting online business meetings and webinars Slack, Trello, and Microsoft teams For enhancing business collaborations Zoho Projects, ProofHub , Notion For well managing the company’s project and enhancing time management Canva, Pickmonkey For designing simple, attractive, collaborative, and representative logos and other advertising materials. Hubspot , Active Campaign, Semrush For widespread sales, marketing, and other customer services. Google Analytics, Buzzsumo , and Google Trends For researching and finding information related to customers’ needs, demands, behaviour and changes in trends Google Drive, One Drive and Dropbox For storing data on the cloud Paypal, Braintree and Stripe For payment and transfer of money

51. What is a Software? In a  computer system , the software is basically a set of instructions or commands that tell a computer what to do. In other words, the software is a computer program that provides a set of instructions to execute a user’s commands and tell the computer what to do. For example like  MS-Word ,  MS-Excel ,  PowerPoint , etc. Types of Software It is a collection of data that is given to the computer to complete a particular task. The chart here describes the types of software: System Software Operating System Language Processor Device Driver Application Software General Purpose Software Customize Software Utility Software

52. System software  is software that directly operates the  computer hardware  and provides the basic functionality to the users as well as to the other software to operate smoothly. Or in other words, system software basically controls a computer’s internal functioning and also controls hardware devices such as monitors, printers, and storage devices, etc. It is like an interface between hardware and user applications, it helps them to communicate with each other because hardware understands machine language(i.e. 1 or 0) whereas user applications are work in human-readable languages like English, Hindi, German, etc. so system software converts the human-readable language into machine language and vice versa. Types of System Software It has two subtypes which are: Operating System:  It is the main program of a computer system. When the computer system ON it is the first software that loads into the computer’s memory. Basically, it manages all the resources such as  computer memory ,  CPU ,  printer , hard disk, etc., and provides an interface to the user, which helps the user to interact with the computer system. It also provides various services to other computer software. Examples of operating systems are  Linux , Apple macOS,  Microsoft Windows , etc. Language Processor:  As we know that system software converts the human-readable language into a machine language and vice versa. So, the conversion is done by the language processor. It converts programs written in high-level  programming languages  like  Java ,  C ,  C++ ,  Python , etc (known as source code), into sets of instructions that are easily readable by machines(known as object code or machine code). Device Driver:  A  device driver  is a program or software that controls a device and helps that device to perform its functions. Every device like a printer, mouse,  modem , etc. needs a driver to connect with the computer system eternally. So, when you connect a new device with your computer system, first you need to install the driver of that device so that your operating system knows how to control or manage that device. System Software

53. Features of System Software S ome of the features of System Software: System Software is closer to the computer system. System Software is written in a low-level language in general. System software is difficult to design and understand. System software is fast in speed(working speed). System software is less interactive for the users in comparison to application software. Features of Application Software S ome of the features of Application Software: An important feature of application software is it performs more specialized tasks like word processing, spreadsheets, email, etc. Mostly, the size of the software is big, so it requires more storage space. Application software is more interactive for the users, so it is easy to use and design. The application software is easy to design and understand. Application software is written in a high-level language in general.

54. Terminology of software and its variants Software is basically a set of instructions or programs to carry out a task. They can be classified into two types-  System Software and Application Software . Both are software programs designed to instruct and interact with the system or user to perform specific tasks. However, both the software have considerable differences in terms of their design and purpose

55. Application Software  Software that performs special functions or provides functions that are much more than the basic operation of the computer is known as  application software . Or in other words, application software is designed to perform a specific task for end-users. It is a product or a program that is designed only to fulfill end-users’ requirements. It includes word processors,  spreadsheets , database management, inventory, payroll programs, etc. Types of Application Software There are different types of application software and those are: General Purpose Software:  This type of application software is used for a variety of tasks, and it is not limited to performing a specific task only. For example, MS-Word, MS-Excel, PowerPoint, etc. Customized Software:  This type of application software is used or designed to perform specific tasks or functions or designed for specific organizations. For example,  railway reservation system , airline reservation system, invoice management system, etc. Utility Software:  This type of application software is used to support the computer infrastructure. It is designed to analyze, configure, optimize and maintains the system, and take care of its requirements as well. For example,  antivirus , disk fragmenter , memory tester, disk repair, disk cleaners, registry cleaners, disk space analyzer, etc.

56. There are many choices in Application Software, but they are mainly grouped in three categories based on the types of software applications available in the market.