DATA PROCESSING
All through the different stages of
civilization, MAN always tried to look for ways
to simplify work and to solve problems more
efficiently.
Many problems involved numbers and
quantities.
So man started looking for easier ways to
count and to add, subtract, multiply and
divide. As society has grown in both size and
complexity, so has the date that is generated
within it.
Data (Analyzing)
- is of little value if it remains in the form of
quantities and numbers.
- it is of little use until it is processed.
- only when it is collected, used in
computation and analyzed that it attains its
real value
Categories of Data Processing
Modern data processing employing machines
and others devices falls into two basic categories:
1. Mechanical data processing
2. Electronic data processing
*in some data processing operations, all work is still
done using manual procedures.
Manual Procedures
These system employs tools and materials
such as
- pencils,
- pens,
- multiple-copy forms,
- carbon paper
- and filing cabinets.
Mechanical Processing
- use a combination of manual procedures
and mechanical equipment.
- the system uses various devices such as
typewriters, sorters, calculators, collators,
tabulators, duplicators and verifiers. Most of
these systems operate on punched cards.
Collator
Sorter
Tabulator
Verifier
A major difference between the two
categories is that the mechanical system
usually require constant manual
intervention between different data
processing operations, whereas in an
electronic
system
the
different
operations are performed automatically
with a minimum of manual intervention
What is Data and Data Processing?
DATA
– defined as any collection of facts.
Note:
Data may be numerical (e.g., inventory
figures and test scores) or they may
nonnumerical (e.g., names of students,
addresses and drawings)
What is Data and Data Processing?
DATA PROCESSING
- is the manipulation of data into a more
useful form.
- it is the modern name for paperwork and
involves the collecting, processing and
distributing of facts and figures to achieve a
desired result.
Data Processing…
- it includes not only numerical
calculations but also operations such as
classification of data and the transmission of
data from one place to another.
In general, we assume that these operations
are performed by some type of machine or
computer, although some of them could be
also be carried out manually.
Data Processing…
- refers to the equipment or devices and
procedures by which the result is achieved.
Data Processing Cycle
Regardless of the kind of data processed or
the kind of device or equipment used, all data
processing systems involves at least three (3)
basic steps:
1. INPUT
2. PROCESSING
3. OUTPUT
*These 3 steps constitute (composes) the data processing cycle.
Input
- in this step the initial data, or the input data
are prepared in some convenient form of
processing.
- the form will depend on the processing
machine.
e.g.
When electro mechanical devices are used,
the input data are punch on cards; but if the
electro computers are used, the input data could
be recorded on any several types of input
medium, such as cards, tapes, disks and so on.
Processing
- in this step the input data are changed and
usually combined with other information, to
produce data in more useful form.
Thus, paychecks may be calculated from the
time cards or a summary of sales for the month
may be calculated from the sales orders.
- the processing step usually involves a
sequence of certain basic processing operations.
Output
- here the results of the preceding
processing steps are collected.
- the particular form of the output data
depends on the use of the data.
e.g.
Output data may be paychecks for employees,
a printed summary of monthly sales for
management, or simply data to be stored for
further processing at a later date.
Data Processing Cycle
INPUT
PROCESSING
OUTPUT
Expanded Data Processing Cycle
Frequently, three (3) more steps are added
to the basic data processing cycle to obtain
the expanded data processing cycle.
These three (3) additional steps are:
1. ORIGINATION
2. DISTRIBUTION
3. STORAGE
Origination
- is a step which refers to the process of
collecting the original data.
- an original recording of the data is called
a source of document.
e.g.
The
source
documents
for
the
determination of student grades are the
graded test papers of the students.
Distribution
- this step refers to the distribution of the
output data.
- recordings of the output data are often
called documents.
e.g.
The report document on the case of
student grades is class grade sheets which is
forwarded to the registrar.
Storage
- is crucial in many data processing
procedures.
- data processing results are frequently
placed in storage to be used as input data for
further processing at a late date.
- a unified set of data in storage is called file.
- usually a file consists of a collection of
records where each record contains similar data
items, and a collection of related files is called a
data base
ORIGINATION
INPUT
PROCESSING
OUTPUT
DISTRIBUTION
STORAGE
Disk-Oriented Electronic Data Processing System
Tape-Oriented Electronic Data Processing System
Magnetic Tape Drive
Areas of Data Processing
Data processing may be classified as either
scientific or business in nature.
Business Data Processing (BDP)
- characterized by the need to establish,
retrain and process files of data for producing
useful information.
- generally, it involves a large volume of
input data, limited arithmetical operations
and a relatively large volume of output.
Scientific Data Processing (SDP)
- in science, data processing involves a
limited volume of input and many logical or
arithmetic, calculations.
- unlike business problems, most of the
scientific problems are non-repetitive,
requiring a “one-time” solution.
Data Processing Operations
A data processing procedure normally
consists of a number of basic processing
operations performed in some order. The means
of performing the processing operation vary
according to whether manual, electromechanical
or electronic method are used. Many businesses
find that the best solution to their processing
requirements is to use a combination of
methods; e.g., manual may be used for smallvolume jobs while computer may be used for
large-volume tasks.
Recording
- transfer of data onto some form of
document.
- it relates to the documentation of
intermediate figures and facts resulting from
calculations.
Verifying
- since recording is usually a manual
operation, it is important that recorded data
be carefully checked for any errors.
Duplicating
- it is sometimes necessary or desirable to
copy or duplicate data.
- this operation consists in reproducing the
data onto many forms or documents.
- duplicating may be done afterwards, by
data are being recorded manually, or it may be
done afterwards by some machines.
Classifying
- this operation separates data into various
categories.
- identifying and arranging items with like
characteristics into groups or classes is called
classifying
- usually done by a shortened,
predetermined method of abbreviation
known as coding.
The three (3) types of code used are:
a. numeric – a person’s social number or
student ID Number
b. alphabetic – grades a A, B and C or names
of persons
c. alphanumeric – automobile license plate or
course or year
Sorting
- arranging data in specific order is called
sorting
- after the data are classified, it is usually
necessary to arrange or rearrange them in a
predetermined sequence to facilitate
processing.
- it is done in an alphabetic or a numeric
order and the data item determines the
sorting is called key
Sorting
- numeric sorting usually requires less time
than alphabetic sorting in machine-based
processing systems and is therefore generally
used
- this operation is familiar in everyday life
Calculating
- arithmetic manipulation of the data is
known as calculating
- it is crucial phase of data manipulation,
because the outcome of this operation
becomes part of the output
Summarizing and Reporting
- in this operation, a collection of data is
condensed and certain conclusions from the
data are represented in a meaningful format.
- to be of value, data must often be
condensed or sifted so that the resulting
output reports will be clear, concise and
effective.
- reducing masses of data to a more usable
form is called summarizing
- summarized data is printed and made
available to the user for reference or action
Merging
- this operation takes two or more sets of
data, all sets having been sorted by the same
key and puts them together to form a single
sorted set of data.
Storing
- placing similar data into files for future
reference is storing
- storage is done by any of the following
methods:
a. manual – such as in ledger book
b. electromechanical – in the form of punched
cards
c. electronic – by magnetic tape, disk and main
memory of the computer.
*Data should be stored only if the value of having
them n the future exceeds the storage cost.
Retrieving
- recovering stored data and/or information
when needed is the retrieving step.
- retrieving methods range from searches
made by file clerks to the use of quickresponding inquiry terminals that are
connected directly to a computer.
- the computer, in turn, is connected
directly to a mass-storage device that
contains the information
Feedback
- is the comparison of the output(s) and
the goal set in advance; any discrepancy is
analyzed, corrected and feedback to the
proper stage in the processing operation
the
feedback
step
permits
businesspersons to follow up on essential
information and to attain worthwhile goals
Methods of Processing Data
- Different methods are now used in data
processing employing quick-response digital
computer systems.
- these methods have been developed to
increase the timeliness, effectiveness and
availability of information
- they allow users to react more rapidly to
changing conditions, reduce waste in the use of
time and other resources and permit quick
follow-up on creative ideas
Methods of Processing Data
1.
2.
3.
4.
Batch Processing
On-line Processing
Real-time Processing
Distributed Processing
Batch Processing
- is a technique is which data to be processed
or programs to be executed are collected into
groups to permit convenient, efficient and serial
processing.
- it is the simplest form of data processing.
- with this method, data is entered into the
information flow in large volumes or batches
- that is, the processing by computer is
performed periodically at specified time intervals
when large volumes are accumulated.
On-line Processing
- the term “on-line” refers to equipment or
devices under the control
of the central
processing unit (CPU) of a computer.
- is one which uses devices directly connected
to the CPU either for data entry or inquiry
purposes
- with a terminal we can either enter data or
inquire about the status of some record or file
that is stored by the computer
e.g.
Student records, Purchased goods in the grocery
Real-time Processing
- is a method of data processing which has
the capability of a fast-response to obtain data
from an activity or physical process, perform
computations and return a response rapidly
enough to affect the outcome of the activity or
process.
- in other words, the processing of data is
done immediately
e.g.
Airline reservation system, banks saving, hotel res
Distributed Processing
- the most complex level of computer
processing
- generally consists of remote terminals linked
to a large central computer system to help the
user conduct inquiries about accounts, process
jobs or other data processing operations
distributed computer-communications
network is similar in some respects to public
utilities such as telephone and electric companies
Exam 1
1. It is defined as any collection of facts
2. The manipulation of data into a more useful
form
3-5. What are the basic steps of data processing
cycle?
6-7. Identify the two basic categories of data
processing
8. The steps that the initial data or input data are
prepared in some convenient form for
processing.
9. Origination, Distribution and Storage are added
to the basic data processing called __ data
processing cycle.
10. The crucial in many data processing procedures
11. Draw the Expanded Data Processing Cycle
12-13. Data processing may be classified as either
______ or ______ in nature
14-16. Give the three (3) types of codes used in
classifying data/records
17. Refers to the transfer of data onto some form or
document
18. A unified set of data in storage is called ____
19. A collection of related files is called a ______
20. TRUE or FALSE. Data is of little use until it is
processed
21- 26. Give at least six (6) Data Processing
Operations.
28-30. Identify the four (4) Methods of
Processing Data.
“I’m not telling you it is going to be easy
– I’m telling you it’s going to be worth
it” – Art Williams 
Assignment # 2
1. What are the earliest computing devices?
2. How did Mark 1, The ENIAC and The EDVAC helped in
the early developments in electronic data processing
3. What are the computer generation in the early
development in EDP
4. What is Electronic Data Processing
5. Site the differences between software, hardware and
peopleware. Are they connected with each other?
6. Identify the advantages of Electronic Data Processing
7. What is Stored-Program Concept?