Data processing:Bureau processing

Bureau processing

There are a number of computer bureaux offering data processing facilities based on mainframe or minicomputers. The bureau provides the computer hardware and software, the client firm sends in its data for processing. A number of arrangements are possible:

• In one arrangement, the client sends the source docu­ments through the post, the bureau keys it in, processes it, and sends back the output.

• In another, the client keys in the data on a terminal located in the client's premises, and it is sent over the phone line to the bureau's computer, the output being sent back in the same way. Batch processing will be used, as this minimizes both the telephone line time and the computer time.

• In a third, a member of the bureau's staff travels to the client's premises on a periodic basis with a portable computer, and keys in and processes the data on the spot.

The advantages to the client of using a bureau are:

• The client does not face the problems of acquiring and maintaining computer hardware and software. This is particularly useful in the case of specialist computer software which is used only occasionally.

• It provides clients with useful experience of computer processing so that they are better able to make a sensible choice if they eventually decide to acquire their own system.

The disadvantages to the client are:

• If the client is a heavy user of the bureau he/she will face high charges. In these days of low-cost computers these will often compare unfavourably with the house costs of running his/her own system.

• The client will have to adapt his/her DP procedures to conform with the requirements of the bureau's standard application packages.

clip_image001Multiprogramming

Decentralized data processing and bureau processing involve a number of on-line terminals in user departments or client firms each making simultaneous use of the com­puter system. To cope with this the computer must have what are called multiprogramming capabilities, meaning that it must be able to cope with many users and programs at the same time.

These capabilities are provided by a sophisticated operat­ing system available on mainframe and minicomputers which switches from one terminal and program to another at high speed. This enables the computer to switch from executing a program instruction on one terminal to execut­ing a different program instruction on another, the speed of execution and switching being so fast that the individual user is hardly aware of any delay in the execution of successive processing instructions.

Besides enabling real-time processing, multiprogramming also increases the efficiency of the computer when carrying out batch processing. With single-program execution, one part of the system may be idle while another part is working on its stage of the task; at other times in the program run the situation may be reversed, with the previously idle part busy while other parts are idle. Multiprogramming avoids this. It also allows the computer to carry out batch process­ing and real-time processing simultaneously.

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The data processing department

An organization with a large computer installation will have a data processing department. It may be staffed by systems analysts (who design the computer-based systems), com­puter programmers (who produce and maintain the pro­ grams required by those systems), and computer operations staff (who enter the data and run the programs), all under the control of a data processing manager. A typical organ­ization chart for a DP department is shown in Figure 9.3.

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Data processing manager. The DP manager has overall responsibility both for the development of new systems and programs and for the day-to-day work of processing the organization's data. In his former role he advises other managers on possible computer applications in their departments and he provides them with analysts and programmers to design and implement those appli­cations. In his latter role he is responsible for ensuring that the computer operations staff input the data accu­rately, organize the processing efficiently, and pass the output to the users on time.

Systems analysts. Later in this chapter we shall be looking at the work of systems analysts. Basically, it is to analyse existing systems and design new ones.

Programmers. There are two types of computer programmer:

1 Programmers responsible for systems maintenance.

Their job is to maintain (i.e. make changes to or correct) the systems software.

2 Programmers who write and maintain the applications software needed to implement the projects designed by systems analysts.

Computer operations staff. The computer operations section is responsible for any batch processing that has to be done:

1 Receiving, checking, and hatching the source documents.

2 Keying in the data on those documents.

3 Getting and loading the programs and files.

4 Running the computer.

5 Distributing the computer output.

These tasks are split amongst the staff of the section, namely the data control clerks (who check and batch the source documents, produce the batch totals, and distribute the final output), the data preparation clerks (who key in the data), the librarian (who looks after the disks and tapes that hold the programs and files), and the computer operators who load the disks and tapes and operate the computer so that each job is run at the scheduled time. If a malfunction occurs, it is the operator's responsibility to interpret and act upon the computer error messages. In charge of the section is the operations manager, who has to schedule the DP jobs so that the equipment is utilized efficiently.

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