Methods of communication
- Phone
- Fax
- E-mail
- Text
- Memos
- Post/Internal
- Pagers
- Speaking/ Verbal
- Website
- LAN Email
- Website
- Sign Language
- Brail
EDI is an electronic way of communicating information that tries to reduce the need for human input. For example, at Safeway, when products are sold, the bar code is read and the quantity of the item is reduced in the stock database. When enough stock has been sold and the re order level has been reached, the database will automatically send an order to the regional distribution centre for more of that item.
Data Capture, Processing and Output
Today we need to gain an understanding of how data is captured, what happens to this data once captured, i.e. the processing and the resulting outputs produced following the process.
Data Capture
This is how data gets onto the computer system. There are various methods of data capture, these are as follows:
- Keyboard- Typing in required data
- Barcode reader- Reads the barcode on products, generally in shops but can be in warehouses as well.
- Retinal scat.
- Voice recognition
- Handwriting recognition
- DNA scan
- Fingerprint scanner (Biometrics)
- CCTV
- Web cam
- OCR Optical Character Recognition- Recognising text documents.
- OMR (Optical Mark Recognition) e.g. lottery tickets
- Sim card connector- E.g. credit cards and simcards
- Optical Ink Character Recognition (OICR), reads the codes at the bottom of cheques.
- Scanners
- Touch screen
- EDI – Electronic Data Interchange (data may be transferred to another system automatically sent to suppliers)
Processing and Outputs
A worked example for Safeway: Purchasing a product
Barcode of product bought is read
The number of that item in stock will be reduced by the number bought.
The price of the item will be added to the customer bill
The detail of the product will be added to the customer reciept
The reciept total is calculated (once all items have been read by barcode reader)
Lottery Ticket
Capture- Optical Mark Recognition (OMR)
Processing- The number chosen, the date, the terminal number are sent to server
Output- Lottery ticket printed with information
Ster Centruy Cinema
Capture- Touch screen
Processing- Seat number
Output- Ticket
The Intranet
The Intranet works on a similar principle to the internet but is for internal use within a company or organisation, therefore is not accessible to the general public.
The school intranet-
- Gives up to date notice for staff and students
- Allows access for staff and students to learning resources
Allows remote access to students files via home (requires a username and password)
JST Intranet-
- Up to date new on it
- Allowed you to check stock of sister companies across Europe before purchasing
Advantages of e-mail over other forms of communication e.g. phone or letter
- Can send attachments such as music or documents
- Cheaper
- Quicker than post
- You can target many people at once with one e-mail
- Can reply and refer to original message
- Easily transcends national barriers
- Organise sent and received mail in folders, saving space over post
E-Commerce
This is buying and selling of goods and services over the internet.
What are the advantages and disadvantages for a consumer buying goods and services over the internet.
What are the advantages and disadvantages for a business buying goods and services over the internet.
Task
Promoting your products/company using the internet. Identify different ways (using screenshots) of how companies use the internet as a marketing tool.
- Banners
- Pop-ups
- Website as a marketing tool e.g. Porsche
- E-mail (SPAM)
- Sponsored
hmv
- Search for product
- Add to basket
- Repeat process
- Enter payment options
- Confirmation
- Thank you note
For each of the following departments identify documentation that they produce, paste this into a power point presentation and be prepared to present this to the class, explaining what it is and it’s purpose.
The departments are:
- Accounting and finance
- Human resources
- Application Forms
- Wage Slips
- P60 (tax summary)
- Marketing
- Purchasing department
- IT department
- Warehouse/ Despatch (R&D)
- Sales
- Production
Information Flow Diagrams
Information flow diagrams are used for showing how information and documentation moves between internal and external functions.
Internal functions are within the organisation, such as purchasing , sales and marketing, human resources.
External functions are outside of the organisations direct control and include, suppliers and customers.
Example: Information flow diagram for a purchasing department and supplier
Task: draw and information flow diagram for what would happen when a customer buys a can or beans from Tesco.
An information flow diagram for M&H plastics buying stationary from Staples.
