COMPUTER APPLICATION

DBA-203/BBA-203

BLOCK 1:
BASICS OF COMPUTER
AND DATA PROCESSING

Dr. Babasaheb Ambedkar Open University

Ahmedabad
COMPUTER APPLICATION

Knowledge Management and

Research Organization
Pune
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Author
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Copyright © 2015 Knowledge Management and Research Organization.

All rights reserved. No part of this book may be reproduced, transmitted or utilized
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The content is developed by taking reference of online and print publications that
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information, illustrations and examples are taken "as is" and as available in the
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understanding by learner.'
ROLE OF SELF INSTRUCTIONAL MATERIAL IN DISTANCE LEARNING

The need to plan effective instruction is imperative for a successful

distance teaching repertoire. This is due to the fact that the instructional
designer, the tutor, the author (s) and the student are often separated by
distance and may never meet in person. This is an increasingly common
scenario in distance education instruction. As much as possible, teaching by
distance should stimulate the student's intellectual involvement and
contain all the necessary learning instructional activities that are capable of
guiding the student through the course objectives. Therefore, the course /
self-instructional material are completely equipped with everything that
the syllabus prescribes.
To ensure effective instruction, a number of instructional design
ideas are used and these help students to acquire knowledge, intellectual
skills, motor skills and necessary attitudinal changes. In this respect,
students' assessment and course evaluation are incorporated in the text.
The nature of instructional activities used in distance education self-
instructional materials depends on the domain of learning that they
reinforce in the text, that is, the cognitive, psychomotor and affective. These
are further interpreted in the acquisition of knowledge, intellectual skills
and motor skills. Students may be encouraged to gain, apply and
communicate (orally or in writing) the knowledge acquired. Intellectual-
skills objectives may be met by designing instructions that make use of
students' prior knowledge and experiences in the discourse as the
foundation on which newly acquired knowledge is built.
The provision of exercises in the form of assignments, projects and
tutorial feedback is necessary. Instructional activities that teach motor skills
need to be graphically demonstrated and the correct practices provided
during tutorials. Instructional activities for inculcating change in attitude
and behavior should create interest and demonstrate need and benefits
gained by adopting the required change. Information on the adoption and
procedures for practice of new attitudes may then be introduced.
Teaching and learning at a distance eliminates interactive
communication cues, such as pauses, intonation and gestures, associated
with the face-to-face method of teaching. This is particularly so with the
exclusive use of print media. Instructional activities built into the
instructional repertoire provide this missing interaction between the
student and the teacher. Therefore, the use of instructional activities to
affect better distance teaching is not optional, but mandatory.
Our team of successful writers and authors has tried to reduce this.
 Divide and to bring this Self Instructional Material as the best teaching
and communication tool. Instructional activities are varied in order to assess
the different facets of the domains of learning.
Distance education teaching repertoire involves extensive use of self-
instructional materials, be they print or otherwise. These materials are
designed to achieve certain pre-determined learning outcomes, namely goals
and objectives that are contained in an instructional plan. Since the teaching
process is affected over a distance, there is need to ensure that students actively
participate in their learning by performing specific tasks that help them to
understand the relevant concepts. Therefore, a set of exercises is built into the
teaching repertoire in order to link what students and tutors do in the
framework of the course outline. These could be in the form of students'
assignments, a research project or a science practical exercise. Examples of
instructional activities in distance education are too numerous to list.
Instructional activities, when used in this context, help to motivate students,
guide and measure students' performance (continuous assessment)
PREFACE
We have put in lots of hard work to make this book as user-friendly
as possible, but we have not sacrificed quality. Experts were involved in
preparing the materials. However, concepts are explained in easy language
for you. We have included may tables and examples for easy understanding.
We sincerely hope this book will help you in every way you expect.
All the best for your studies from our team!
COMPUTER APPLICATION
Contents

BLOCK 1: BASICS OF COMPUTER AND DATA PROCESSING

UNIT 1 COMPUTER FUNDAMENTALS

Introduction, Evolution of Computer Technology, Basic Computer
Organization, Advantages of Computers, Programming Languages,
Types of Computers, Applications of computers
UNIT 2 INTRODUCTION TO OPERATING SYSTEM
Introduction, Functions of an Operating System, Types of Operating
System, Single User Operating Systems, Multi User Operating System,
Networked Operating System, Booting Procedure, Basic System
Configuration, Important Terms
UNIT 3 DATA PROCESSING CONCEPTS
Introduction, Data Processing Concepts, Data Processing Activities,
The Data Processing Cycle, Data Hierarchy and Data File Structures,
file structure, Application Portfolio Management, Introduction to
Micro Data Base Manager

BLOCK 2: MICROSOFT OFFICE APPLICATION

UNIT 1 MS-WORD
Introduction, Starting Microsoft WORD, Basic Features of word,
Preview and Print Documents
UNIT 2 SPREADSHEETS
Introduction, Starting Microsoft Excel, Entering Excel Formulae and
Formatting Data, Creating Charts
UNIT 3 WORKING WITH PRESENTATION
Introduction, Starting PowerPoint XP, Create new Slides, Create an
Outline, Add Animations, Add Transitions, Print
BLOCK 3: PROGRAMMING PRINCIPLES, COMMUNICATION AND
NETWORKING

UNIT 1 PRINCIPLES OF PROGRAMMING

Introduction, Basic Introduction of Programming Languages,
Interpreters, Just-in-time compilation, Editors, Algorithm,
Flowchart
UNIT 2 COMMUNICATIONS AND NETWORKING
Introduction, Networking Concepts, Classification by Geographical
Spread, Topological Classification, Communication Media,
Networking Devices, Computer, Modem, Software, Internet Services
Provider, Digital Device in Mobile, Use of e-Mail, Browsers and
browsing Websites, Browsing of Web Sites, Search Engines

BLOCK 4: MULTIMEDIA AND COMPUTER APPLICATIONS IN BUSINESS

UNIT 1 MULTIMEDIA AND INTERNET

Introduction, Multimedia, Hypertext and HyperMedia,
Characteristics of a Multimedia System, Challenges for Multimedia
Systems, Desirable Features for a Multimedia System, Components
of a multimedia system, Applications of Multimedia, Introduction to
Internet
UNIT 2 COMPUTER APPLICATIONS IN BUSINESS
Introduction, Meaning and Classification of Market, Capabilities of
Computer, Application of Information System (IS), Web Site and
Other Utility Software, Utility Software
 Dr. Babasaheb DBA-203/BBA-203
Ambedkar
Open University

COMPUTER APPLICATION

BLOCK 1: BASICS OF COMPUTER AND DATA PROCESSING

UNIT 1
COMPUTER FUNDAMENTALS 03

UNIT 2
INTRODUCTION TO OPERATING SYSTEM 16

UNIT 3
DATA PROCESSING CONCEPTS 29
BLOCK 1: BASICS OF COMPUTER AND
DATA PROCESSING
Block Introduction
In simple words, a computer is defined as an electronic device that accepts
data from an input device, processes it, stores it in a disk and finally displays it on
an output device such as a monitor. Usage of the assembly language requires
knowledge of the assembly language and computer hardware. It is more
convenient to write a program in a High level language, which comprises of
instructions in simple English. Operating system directs the flow of instructions,
data and results from one part of a computer system to another, working in much
the same way as a waiter in a restaurant.

In this block, the students will be given an idea about evolution and block
arrangement of Computer and its necessary features. The user will be made aware
of knowledge about Programming languages and Batch processing technology.
The block explains about different file access system like Sequential Access and
Random Access with their working characteristics.

The students will be able to understand about data organisation which will
cover fields, records and files with their different file structure. The information
about operating system with types of O/S and their utilities are highlighted. By
reading this block, students will be trained diagrammatically with required
illustrations. After reading this block students will gain knowledge about
computer organisation with knowledge on directory and folders.

Block Objective
After learning this block, you will be able to understand:

 The basic about computer technology.

 Merits and demerits of computers.

 Functions of operating system.

 About different types of operating system.

 About single user and multi user operating system.

 About booting procedure.

1
Basics of  The concepts related to data processing.
Computer
 About data hierarchy and file structures.
and Data
Processing  About Application portfolio management.

 Micro data base manager.

Block Structure
Unit 1: Computer Fundamentals

Unit 2: Introduction to Operating System

Unit 3: Data Processing Concepts

2
UNIT 1: COMPUTER FUNDAMENTALS
Unit Structure
1.0 Learning Objectives

1.1 Introduction

1.2 Evolution of Computer Technology

1.3 Basic Computer Organization

1.4 Advantages of Computers

1.5 Programming Languages

1.6 Types of Computers

1.7 Applications of Computers

1.8 Let Us Sum Up

1.9 Answers for Check Your Progress

1.10 Glossary

1.11 Assignment

1.12 Activities

1.13 Case Study

1.14 Further Readings

1.0 Learning Objectives

After learning this unit, you will be able to understand:

 The basic organization of computer system.

 Various components of computer organization.

 Various types of Computers.

 Advantages of computers.

 Analog and digital computers.

3
Basics of 1.1 Introduction
Computer
and Data In the 21st century, the lifestyle of a human being has been amazingly
Processing changed by the arrival of computers. Computers are an important influence on our
lifestyle today and are found at offices, homes, schools, colleges, hotels, shops
etc. This change in lifestyle has made our lives easy and comfortable. For
instance, we can perform a number of activities using computer based systems -
we can write a draft on word processor and email it, make calculations using an
electronic spread sheet and incorporate graphics, create a database of friends with
their phone number, address and e-mail id etc. It is difficult to perform these
activities using existing traditional systems.
The computer can also be used for other tasks such as word processing,
designing, web site development, database management etc. Therefore, the
computer should be referred to as a ‘data processor’.

1.2 Evolution of Computer Technology

The origin of computer technology took place in 19 th century. People in
those days desired to have a machine that would perform mathematical
calculations. The ABACUS is considered to have been the first computer in the
world. It was used to perform simple measurements and calculations. ABACUS is
available even today for school going children.

In a later period, the scientist named Pascal developed a machine that could
perform mathematical calculations. This machine comprised of a number of gears.
The movement of gear mechanism was used to perform some calculations. He
named the machine PASCALINE.

However, the concept of a modern computer was put forward by the

scientist and mathematician Charles Babbage. He first wrote on the use of logic
and loops in process execution. Based on the concept of logic and loops, Babbage
developed two models for performing computations- Analytical Engine and
Difference Engine. In those days, electronics was not developed. Therefore, these
models proposed by Babbage existed only on paper. However, the ideas given by
Babbage were implemented after invention of electronics.

George Boolean developed the famous Boolean algebra based on binary

numbers. De Morgan put forward theorems on logic gates. These theorems are
known as De Morgan’s Theorems. Lady Ada was the first computer programmer.

4
 The real applications of computers began in the late fifties. The computers Computer
were used in the United States for various applications such as census, defence, Fundamentals
R&D, universities etc.

Check your progress 1

1. ________ is considered as first computer in the world.
a. IBM c. ABACUS

b. Pentium d. None of these

1.3 Basic Computer Organization

In simple words, a computer is defined as an electronic device that accepts
data from an input device, processes it, stores it in a disk and finally displays it on
an output device such as a monitor.
The basic block diagram of a computer is shown in Fig. 1.1 For all types of
computers such as Personal Computers, Laptops, Palmtops etc., the fundamental
principle of working is the same.

Fig 1.1 Block Diagram of Computer

As shown in Fig 1.1 there are four main building blocks of a computer
organisation- input, processor, output and memory. The data is entered through
input devices like the Keyboard, Disks or Mouse. These input devices translate
data and programs that the human being can understand into the form that the
computer can process.

The data received from the keyboard is processed by the CPU, i.e. the
Central Processing Unit. The CPU controls and manipulates the data that produce

5
Basics of information. The CPU is usually housed within the protective cartridge. The
Computer processed data is either stored in the memory or sent to the output device, as per
and Data the command given by the user. The memory unit holds data and program
Processing instructions for processing data.

Output devices translate the processed information from the computer into
the form that a person can understand.

Check your progress 2

1. Which is not an input device?

a. Keyboard c. Mouse

b. Disks d. Monitor

1.4 Advantages of Computers

Compared to traditional systems, computers offer many significant features.
This is one reason that traditional systems are being replaced speedily by
computer-based systems. The main advantages offered by computers are as
follows:

 High Accuracy

 High Speed of Operation

 Large Storage Capacity

 User-friendly Features

 Portability

 Platform independence

 Economical in the long term

Check your progress 3

1. Which among the following is not a feature of computer?

a. Not accurate c. Large Storage Capacity

b. Good Speed of Operation d. User-friendly

6
1.5 Programming Languages Computer
Fundamentals
The computer performs activities based on the instructions given by the
user. The set of such instructions written for a particular task is known as a
computer program.

Program is the instruction that tells the computer how to process the data
into the form that the user wants.

The language in which a computer program is written is known as

programming language. The programming languages are classified as Low-level
language and High-level language. See figure 1.2

Fig 1.2 Programming Languages

Low-level language is further classified as Machine language and Assembly

language.

Machine language is expressed in terms of binary numbers i.e. 0 and 1 as

the processor understands binary numbers only. However, for a human being, it is
difficult to read and write the program in terms of 0s and 1s.

The machine language code is therefore simplified by converting it to the

code called op code. The op code depends upon the type of processor. The
program written in the op code is known as Assembly language code. During the
run time, it is necessary to convert the op code into machine language so that the
processor will understand and process the code. The internal program that
translates op code to machine code is known as Assembler. Some examples of
Assembler are Microsoft Assembler (MASM), Z-80, 8085, 8086 etc. The
Assembler for each processor is different.

Usage of the Assembly language requires knowledge of the Assembly

language and computer hardware. It is more convenient to write a program in a

7
Basics of High level language, which comprises of instructions in simple English. Examples
Computer of High level language are BASIC, FORTRAN and COBOL etc. Compiler is the
and Data internal program that translates High level language to Machine language.
Processing
'Software' is another name for program. In most cases, the terms ‘software’
and ‘program’ are interchangeable. There are two types of software - system
software and application/ utility software.

Application software: is the end user software. The programs written under
application software are designed for general purpose and special purpose
applications. An example of application software is Microsoft Internet Explorer.

System Software: enables application software to interact with the

computer hardware. System software is the ‘background’ software that helps the
computer to manage its internal resources. The most important system software is
the operating system. The system software performs important tasks such as
running the program, storing data, processing data etc. Windows XP is an
example of system software.

We will be studying in detail about system software and application

software later in this book.

Batch processing and Time sharing

The computer works on either batch processing or time sharing basis.

 Batch Processing: In batch processing, the computer acts as a ‘stand-alone’

unit. As such, it is available for a single user. Therefore, a number of
programs can be executed simultaneously. They have to stand in queue.

Fig 1.3 Batch Processing System

 Time sharing: Unlike batch processing, time sharing offers simultaneous

usage of computer. The computer is provided with multiple terminals from
which the system can be accessed simultaneously by a number of users.

8
 Computer
Fundamentals

Fig 1.4 Time Sharing System

Check your progress 4

1. Which among the following is Assembler?

a. Z-80 c. 8086

b. 8085 d. All of above

1.6 Types of Computers

Computers are classified in a variety of ways depending upon the principles
of working, construction, size and applications. Various types of computers are
discussed in this section.

Digital and Analog computers

Analog Computers

The computers that process analog signals are known as Analog Computers.
The analog signal is a continuous signal. For example, sine wave is an analog
signal. The analog quantities are based on decimal number systems. Examples of
Analog computers are the slide rule, ABACUS etc.
The operational amplifiers are widely used in the construction of analog
computers when the analog electrical signal is to be processed. For example, a
differentiator is the op amp circuit that differentiates input signal. If the input
signal V sin  is given to analog computer, the output would be V cos.

9
Basics of Accordingly, the analog computer that generates the second order differential
Computer equation can be drawn as
and Data
Processing

Fig 1.5 Analog Computers

Digital Computers

Computers that process digital signals are known as Digital Computers. The
Digital signal is a discrete signal with two states 0 and 1. In practice, the digital
computers are used and not analog.

Examples of digital computers are personal computers, supercomputers,

mainframe computers etc.

Supercompute rs
Are the most powerful computers in terms of speed of execution and large
storage capacity. NASA uses supercomputers to track and control space
explorations.

Mainframe Computers

Are next to supercomputers in terms of capacity. The mainframe computers

are multi terminal computers, which can be shared simultaneously by multiple
users. Unlike personal computers, mainframe computers offer time sharing.

For example, insurance companies use mainframe computers to process

information about millions of policyholders.

Minicomputers

These computers are also known as midrange computers. These are desk-
sized machines and are used in medium scale applications. For example,

10
production departments use mini-computers to monitor various manufacturing Computer
processes and assembly- line operations. Fundamentals

Microcomputers

As compared to supercomputers, mainframes and minicomputers,

microcomputers are the least powerful, but these are very widely used and rapidly
gaining in popularity.

Personal Computer

PC is the term referred to the computer that is designed for use by a single
person. PCs are also called microcontrollers because these are smaller when
compared to mainframes and minicomputers. The term ‘PC’ is often used to refer
to desktop computers. Although PCs are used by individuals, they can also be
used in computer networks.

Fig 1.6 Personal Computer

Desktop Computer - Is the most commonly used personal computer. It comprises

of a keyboard, mouse, monitor and system unit. The system unit is also known as
cabinet or chassis. It is the container that houses most of the components such as
motherboard, disk drives, ports, switch mode power supply and add-on cards etc.
The desktop computers are available in two models- horizontal model and tower
model.

Laptops - Are also called notebook computers. These are the portable computers.
They have a size of 8.5 x 11 inch and weigh about three-to-four kilos.

11
Basics of Palmtops - Palmtops are also called handheld computers. These are the
Computer computing devices small enough to fit into your palm. The size of a palmtop is
and Data like an appointment book. The palmtops are generally kept for personal use such
Processing as taking notes, developing a list of friends, keeping track of dates, agendas etc.
The Palmtop can also be connected to a PC for downloading data. It also provides
value-added features such as voice input, internet, cell phone, camera, movie
player and GPS.

Personal Digital Assistant (PDA) - PDA is the palm type computer. It combines
pen input, writing recognition, personal organizational tools and communication
capabilities in a small package.

Check your progress 5

1. Which is not an example of Digital Computer?

a. Supercomputer c. Minicomputer

b. Abacus d. Mainframe computer

1.7 Applications of Computers

Today’s age is described as computer age. The computer based applications
are being widely used in almost all fields. Some of the fields mentioned below are
the fields where computers are invariably used.

1. Education- schools, colleges, universities

1 Government- population, taxes, police, defence.

2 Medicine- manufacturing of medicines, surgery.

3 Agriculture- composition of fertilizers.

4 Industry- design, shipping, process control.

5 Home- communication, business work at home, schoolwork, entertainment,

finances.

6 Business- Decision Support, Business information systems.

12
 Check your progress 6 Computer
Fundamentals
1. Computers are used in:

a. School c. Work

b. Offices d. All of these

1.8 Let Us Sum Up

In this unit we have learnt that the origin of computer technology takes
place around 19th century. During that period, ABACUS was considered as first
computer that performs simple measurements and calculations.

It is seen that computer is an electronic device which accepts data from an

input device, processes it, stores it in a disk and finally displays it on an output
device such as a monitor.

It is found that there are four main building blocks of a computer

organisation which are input, processor, output and memory. The data in this is
entered through input devices like Keyboard, Disks or Mouse.

As seen, computer performs activities based on instructions given by the

user which are in shape of instructions that is written for particular task.

It is found that Machine language is expressed in terms of binary numbers

i.e. 0 and 1 as processor understands binary numbers only. However, for a human
being, it is difficult to read and write the program in terms of 0s and 1s.
It is seen that computers can be applied to many work and can be used in
Education, Government offices, Medicines, Agriculture, Industry, Home and
Business

1.9 Answers for Check Your Progress

Check your progress 1

Answers: (1-c)

Check your progress 2

Answers: (1-d)

13
Basics of Check your progress 3
Computer
and Data Answers: (1-a)
Processing
Check your progress 4

Answers: (1-d)

Check your progress 5

Answers: (1-b)

Check your progress 6

Answers: (1-d)

1.10 Glossary
1. Computer - It is an electronic machine which performs calculation.

2. ABACUS - It was the First Calculating Machine designed by Abacus.

3. Charles Babbage - It is known as Father of Computers.

4. PASCALINE - was the first automatic calculator.

5. ENIAC - Was the First Automatic Calculator.

1.11 Assignment
List down the advantages of using a computer as compared to traditional
systems.

1.12 Activities
Collect information on basic computer organization and prepare a report on
the same.

14
1.13 Case Study Computer
Fundamentals
Prepare a report on the evolution of computer technology in your own
words.

1.14 Further Readings

1. Computing Essentials, Timothy J. O’Leary, Linda O’Leary, MKCL
Publishing, 2008.
2. Fundamentals of Computers, V. Rajaraman, Prentice Hall Of India.
3. Introduction to Computers, Peter Norton, McGraw Hill Publishing
Technology Edition.

15
Basics of UNIT 2: INTRODUCTION TO OPERATING
Computer
and Data SYSTEM
Processing
Unit Structure
2.0 Learning Objectives

2.1 Introduction
2.2 Functions of an Operating System

2.3 Types of Operating System

2.4 Single User Operating Systems

2.5 Multi User Operating System

2.6 Networked Operating System

2.7 Booting Procedure

2.8 Basic System Configuration

2.9 Important Terms

2.10 Let Us Sum Up

2.11 Answers for Check Your Progress

2.12 Glossary

2.13 Assignment
2.14 Activities

2.15 Case Study

2.16 Further Readings

2.0 Learning Objectives

After learning this unit, you will be able to understand:

 The study of operating systems.

 Types of operating system.

 The study of booting procedure.

 Basic system configuration commands.

 Various terms related to operating system.

16
 Introduction to
2.1 Introduction
Operating
Think for a while. If a computer is to be instructed for everything, then how System
does it know what it is supposed to execute? What it is instructed to do? The
answer is simple. The computer must be programmed in the design stage itself to
listen to the user for instruction and to execute the same.

Executing a program given by the user involves many things. First the
machine has to accept the user’s instruction and data choose a location in the main
memory to keep it, remember the starting point of the program and give message
to the user in case some faults have occurred or if the user has made a mistake.
The computer also has to find out the empty locations for keeping the next set of
date or instruction. If these tasks are analysed, this comprises a lot of work and
can be done only by a large software program-operating system. An operating
system is the main control program of a computer that manages all other programs
in a computer.

2.2 Functions of an Operating System

We can term Operating System as the interface between the user and the
Computer. The instruction given by the user is followed by certain rules and
regulation as required by an in-built program. These instructions are followed and
provide the results. This is the working of an operating system. Operating system
directs the flow of instructions, data and results from one part of a computer
system to another, working in much the same way as a waiter in a restaurant. An
operating system is an integrated set of specialized programs that is used to
manage the resources and overall operations of a computer.

Main functions of operating systems include:

 Resource management

 Secondary storage management

 File management

 Security management

 Management of input/output devices

 Program execution

 Error detection

17
Basics of An operating system (often referred to as OS) is an integrated set of programs
Computer that controls the resources (the CPU, memory, I/O devices etc.) of a computer
and Data system and provides its users with an interface or virtual machine that is more
Processing convenient to use than the bare machine. According to this definition, the two
primary objectives of an operating system are:

 Making a computer system convenient to use: An operating system is a

layer of software on top of the hardware of a computer system, which
manages all parts of the system and presents to the user with an interface or
virtual machine/which is easier to program and use.

 Managing the resources of a computer system: The second important

objective of an operation system is to manage the various resources of the
computer system. This involves performing such tasks as keeping track of
who is using which resource, granting resource requests, accounting for
resource usage and mediating conflicting requests from different programs
and users. The efficient and fair sharing of resources among users and/or
programs is a key goal of most operating systems.

Check your progress 1

1. Which is not a function of an operating system?

a. Resource management

b. Secondary storage management

c. File management

d. Hardware purchase management

18
2.3 Types of Operating System Introduction to
Operating
There are basically three types of operating systems available: System

 Single user operating systems

 Multi user operating systems

 Networked operating system

Check your progress 2

1. The operating system is of______types.

a. four c. two

b. three d. five

2.4 Single User Operating Systems

In this type of operating system, a single user can work on a computer
system at a time. The work done by him is not protected by any security systems.
Anybody can modify the work of any other user, as there is no login password
protection.

Single user operating systems can also provide multitasking capabilities, i.e.
a user can work on several programs at a time. Examples of this type of operating
systems are DOS (Disk Operating System), Windows.

Check your progress 3

1. In Single user operating system, only ________ person can work on
computer at a particular time.

a. one c. three

b. two d. many

19
Basics of 2.5 Multi User Operating System
Computer
and Data In this type of operating system, several users can work on a single system
Processing and each user is protected by a log-in name and password. This operating system
can also be called as multi user multi-tasking operating system, where every user
is specifying his log-in name and a code word called password and can carry out
his work, which is protected from any sort of mishandling. The access to the work
of any particular user always requires a password without which a work can be
termed as illegal.

E.g. UNIX Operating System, LINUX

Check your progress 4

1. In Multi user operating system, ________ person can work on computer at a
particular time.

a. one c. three

b. two d. many

2.6 Networked Operating System

When two or more PCs are connected with each other irrespective of any
geographical area then we can call it as a network. A computer network is a
connection between two or more computers. To operate the computer that forms
a network, we need a powerful operating system termed as networked operating
system in which information is centrally placed in a computer called as server
where remaining computers are called as clients. Clients are always requesting
and servers are always fulfilling the requests. This type of operating system can
also be called as client-server operating system.

Ex. Windows NT, Windows 2003 Server, Internet, LAN (Local Area Network)

Check your progress 5

1. Which is not an example network operating system?
a. Windows NT c. Windows XP

b. Windows 2003 Server d. Internet

20
2.7 Booting Procedure Introduction to
Operating
Every operating system has its starting procedure called booting procedure. System
As soon as we start a computer the operating system gets loaded from disk to the
computer's memory. The various steps involved in loading the operating system
into the computer's memory are given below:

 Loading of the programs in the main memory

 Carrying out batch processing

 Time-sharing

 Information gathering

 Loading information in main memory

The boot area contains the boot record and is the very first part of an OS. It
holds very short programs that perform the job of beginning the loading of OS
into RAM.

The last step in the booting process is to load COMMAND.COM, which is

the basic command interpreter to interact with the user. COMMAND.COM in turn
automatically searches for AUTOEXEC.BAT file, if any, in the directory. After
this file gets executed, the computer comes under the full control of OS, so that it
can be successfully operated by the user.

Check your progress 6

1. Which is not a step involved in loading operating system into computer's
memory?

a. Loading of programs in main memory

b. Installing memory

c. Carrying out batch processing

d. Time-sharing

21
Basics of 2.8 Basic System Configuration
Computer
and Data The details regarding the configuration are contained in a file called
Processing config.sys. It contains special commands, which configure your computer’s
hardware components so that the OS and applications can use them. When OS
starts, it carries out the commands in config.sys file after loading two system files
of OS: IO.SYS and MS-DOS.sys. Typically the config.sys file is loaded in the
root directory of drive C.

Check your progress 7

1. When an operating system start, which command he will use?

a. config.sys c. MS-DOS.sys

b. IO.sys d. all of above

2.9 Important Terms

1. Drive

This is the space or location where we can store the information. It is the
representation for the secondary storage devices such as floppy disks, hard disks,
CD-ROM etc.

It is represented with an alphabet followed by colon.

Ex.

A: (called as A drive) or

B: is specially for floppy disks

C: drive is for hard disks

D: drive or other drives can be used for compact disks (CD) depending on the
partition of the hard disk.

2. File
File is a collection of related information. Every file has a name, its data and
attributes. The name of a file uniquely identifies it in the system and is used by its
users to access it. A file’s data is its contents. The contents of a file are a sequence
of bits, bytes, lines or records whose meaning is defined by the file’s creator and
user.

22
 The attributes of a file contain other information about the file, such as the Introduction to
date and time of its creation, date and time of last access, date and time of last Operating
update, its current size, its protection features (who can access the file and in what System
way) etc. The list of attributes maintained for a file varies considerably from one
system to another.

File Access Methods

The two commonly supported file access methods at operating system level are:

 Sequential Access Files: Sequential access files are normally used with
sequential access storage media, such as magnetic tape. Information stored
in a sequential access file can be accessed only sequentially, i.e. a process
can read the bytes or records in the file in the order in which they are stored,
starting at the beginning. Reading of bytes or records randomly or out of
order is not possible. A sequential file can, however, be rewound and read as
often as needed.

 Random Access Files: Random access files are normally used with random
access storage media, such as magnetic or optical disks. Unlike a sequential
access file, information stored in a random access file can be accessed
randomly, irrespective of the order in which the bytes or records are stored.
For example, a specific byte/record of the file can be directly accessed
without the need to read all the bytes/records before it.

Random access files are essential for many applications. For example, in a
railway reservation system, the information about all the tickets booked on a
particular train may be stored in a single file. If a customer wants to cancel
an already booked seat, the reservation program must be able to access the
specific record for that seat without having to read the record for hundreds
of other booked seats first, so that the booking service can be fast enough.

3. Directory/ Folder: If several files have to be stored containing different

types of information, then if all of them are stored at the same location, it
will become very difficult for the user to find a particular file from the list of
a number of files. In order to resolve the same, the folders/directories are
used which makes it convenient for the user to search his file. A file can be
stored in a special location by providing a name to that location which is
called a directory or folder. A directory or folder can be defined as a set of
files and folders. Folders within folders can be called subfolders.

23
Basics of 4. Volume Label: Every storage device such as floppy, hard disk or CD can
Computer be given a specific name, which can be called as volume label.
and Data
For example, if a floppy drive is given a label My Floppy then it is
Processing
represented as My Floppy A:

5. Multitasking: This type of OS permits multiple programs to be executed

simultaneously by the same computer. For example, a user of the computer
can simultaneously play games while a word document is being printed.
Technically speaking, multitasking is the same as multiprogramming, i.e.
multitasking is the system’s capability to concurrently work on more than
one task (job or process). This means that whenever a task (job or process)
needs to perform I/O operations, the CPU can be used for executing some
other task (job or process) many authors do not distinguish between
multiprogramming and multitasking because both the terms refer to the
same concept. However, some authors prefer to use the term
multiprogramming for multi-user systems (systems that are simultaneously
used by many users such as mainframe and server class systems) and
multitasking for single-user systems (systems that are used by only one user
at a time such as a personal computer or a notebook computer). Note that
even in a single-user system, it is not necessary that the system can work
only on one job at a time.

In fact, a user of a single-user system often has multiple tasks concurrently

processed by the system. For example, while editing a file in the foreground,
a sorting job can be given in the background. Similarly, while compilation
of a program is in progress in the background, the user may be reading
his/her electronic mails in the foreground. In this manner, a user may
concurrently work on many tasks. In such a situation, the status of each of
the tasks is normally viewed on the computer’s screen by partitioning the
screen into a number of windows. The progress of different tasks can be
viewed on different windows in a multitasking system.

Hence, for those who like to differentiate between multiprogramming and

multitasking, multiprogramming is the concurrent execution of multiple jobs
(of same or different users) in a multi-user system, while multitasking is the
concurrent execution of multiple jobs (often referred to as tasks of same
user) in a single-user system.
6. Multithreading: Multithreading is a form of multitasking that permits
multiple parts of a software program to be executed simultaneously. For

24
 example, a user can perform a spell check in a word document and Introduction to
simultaneously print another word document. Operating
System
7. Multiprocessing: Multiprocessing involves the use of multiple processors
(more than one CPU) to simultaneously execute multiple program. The
inclusion of multiple CPU’s in a single computer system improves the
performance to a large extent.

Multiprocessing systems are of two types, tightly coupled systems and

loosely coupled systems. In tightly coupled systems, there is a single
system-wide primary memory, which is shared by all the processors. On the
other hand, in loosely coupled systems, the processors do not share memory
and each processor has its own local memory.

Fig 2.1 Basic organisation of multiprocessing system

Check your progress 8

1. ______is a collection of related information.

a. Drive c. Floppy

b. File d. Memory

2.10 Let Us Sum Up

In this unit we have learnt that the instruction given by user is followed by
certain rules and regulation as per in-built program. Such instructions are followed
and provide the results.

It is found that an Operating system directs the flow of instructions, data and
results from one part of a computer system to another, working in much the same
way as a waiter in a restaurant.

25
Basics of It is seen that the main working of an operating system is in Resource
Computer management, Secondary storage management, File management, Security
and Data management, Management of input/output devices, Program execution and in
Processing Error detection.

It is found that the objectives of an operating system are to make computer

system convenient to use and can able to manage resources of computer system. It
is studied that operating systems is of three types:

 Single user operating systems

 Multi user operating systems

 Networked operating system

As studied, there are various steps involved in loading the operating system
into computer's memory which can be by loading of programs into main memory,
carrying out batch processing, time-sharing, information gathering and adding
information in main memory.

2.11 Answers for Check Your Progress

Check your progress 1

Answers: (1-d)

Check your progress 2

Answers: (1-b)

Check your progress 3

Answers: (1-a)

Check your progress 4

Answers: (1-d)

Check your progress 5

Answers: (1-c)

26
 Check your progress 6 Introduction to
Operating
System
Answers: (1-b)

Check your progress 7

Answers: (1-a)

Check your progress 8

Answers: (1-b)

2.12 Glossary
1. Sequential Access Files - Files which are used with sequential access
storage media like magnetic tape.
2. Random Access Files - File used with random access storage media like
magnetic or optical disks.

3. File - It is a collection of information having a name, data and attributes.

4. Multiprocessing - It involves use of multiple processors which execute

multiple programs.

2.13 Assignment
Explain the evolution of operating systems.

2.14 Activities
Discuss various types of operating systems.

2.15 Case Study

Find information about various operating systems from the Internet and
explain it in your own words.

27
Basics of 2.16 Further Readings
Computer
and Data 1. Computing Essentials, Timothy J. O’Leary, Linda O’Leary, MKCL
Processing Publishing, 2008.

2. Fundamentals of Computers, V. Rajaraman, Prentice Hall Of India.

3. Introduction to Computers, Peter Norton, McGraw Hill Publishing

Technology Edition.

28
UNIT 3: DATA PROCESSING CONCEPTS
Unit Structure
3.0 Learning Objectives

3.1 Introduction

3.2 Data Processing Concepts

3.3 Data Processing Activities

3.4 Data Processing Cycle

3.5 Data Hierarchy

3.6 Data File Structures

3.7 Application Portfolio Management

3.8 Introduction to Micro Data Base Manager

3.9 Let Us Sum Up

3.10 Answers for Check Your Progress

3.11 Glossary

3.12 Assignment

3.13 Activities

3.14 Case Study

3.15 Further Readings

3.0 Learning Objectives

After learning this unit, you will be able to understand:

 Various data processing concepts.

 Data processing cycle.

 About File Structure.

 Method of application portfolio management.

 Use of database manager.

29
Basics of 3.1 Introduction
Computer
and Data Computer data processing is any process that uses a computer program to
Processing enter data and summarise, analyse or otherwise convert data into usable
information. The process may be automated and run on a computer. It involves
recording, analysing, sorting, summarising, calculating, disseminating and storing
data.

Because data is most useful when well-presented and actually informative,

data processing systems are often referred to as information systems.
Nevertheless, the terms are roughly synonymous, performing similar conversions;
data-processing systems typically manipulate raw data into information and
likewise information systems typically take raw data as input to produce
information as output.

Data processing may or may not be distinguished from data conversion

when the process is merely to convert data to another format and does not involve
any data manipulation.

This unit throws light on steps involved in data processing; right from
understanding of concepts to data hierarchy and data file structures. For those who
do not have even the slightest idea about the term 'data', the present unit is an
enlightened.

3.2 Data Processing Concepts

Data

The word "data" is the plural of datum, which means facts, observations,
occurrence and observations. Data are representations of facts pertaining to
people, things, ideas and events. Data are represented by symbols such as
alphabets, numerals or special symbols.

Data Processing

Data processing is the act of manipulating or handling data in some manner.

Processing is the method of providing some meaning to data. Thus, the idea of
processing is to transform data into information. It is a method through which
facts/figures are collected, assigned some meaning, communicated to others and
stored for future use. Thus, data processing can be defined as a series of actions or
steps, which converts data into useful information.

30
Information Data Processing
Concepts
Information can be defined as 'data transformed into useful and meaningful
form for specific purpose'. Thus, data is not useful until it is organised and
manipulated because after that only data becomes information.

Check your progress 1

1. ____________is a process defined as series of actions which converts data
into useful information.

a. data c. information

b. data processing d. none of these

3.3 Data Processing Activities

Data processing consists of all those activities, which are required to convert
data into information. There are some tools, which help in processing of data;
these tools can be manual, mechanical, electromechanical or electronic such as
manual tools as paper and pencil, mechanical tools as filing cabinets,
electromechanical tools such as typewriters and adding machines and electronic
tools such as calculators and computers.

Check your progress 2

1. For data processing, you require:

a. paper c. typewriter

b. pencil d. all of above

3.4 Data Processing Cycle

The data processing activities described above are common to all data
processing systems from manual to electronic systems. These activities can be
grouped in four functional categories, viz., data input, data processing, data output
and storage, constituting what is known as a data processing cycle.

31
Basics of 1. Input: The term input refers to the activities required to record data and to
Computer make it available for processing. The input can also include the steps
and Data necessary to check, verify and validate data contents.
Processing
2. Processing: The term processing denotes the actual data manipulation
techniques such as classifying, sorting, calculating, summarising,
comparing, etc. that convert data into information.

3. Output: It is a communication function, which transmits the information

generated after processing of data, to persons who need the information.
Sometimes output also includes decoding activity, which converts the
electronically generated information into human-readable form.
4. Storage: It involves the filing of data and information for future use.

Fig 3.1 Data Processing Cycle

Check your progress 3

1. Data processing cycle includes:

a. data input c. data storage

b. data output d. all of these

32
3.5 Data Hierarchy Data Processing
Concepts
It shows arrangement of data in hierarchical form having following fields,
records, files and so on.

 A data field will keep date as September 8, 1971.

 A record is shows details about an employee with name fields, address

fields, date of birth field etc.

 A file carries related records. It helps in keeping track of employee details.

 Files are arranged in database using DBMS.

 In case of data storage, data fields have bytes which consist of bits.

Check your progress 4

1. Which is not part of data hierarchy:

a. fields c. records

b. memory d. files

3.6 Data File Structures

This is a particular way that information is encoded for storage in a
computer file. Since a disk drive or indeed any computer storage, can store only
bits, the computer must have some way of converting information to 0s and 1s and
vice-versa. There are different kinds of formats for different kinds of information.
Within any format type, e.g. word processor documents, there will typically be
several different formats. File formats are divided into proprietary and open
formats.

Generality

It is seen that there are certain file formats which are used to store only
particular type of data. The formats such as JPEG are used to store static
photographic images while GIF format is used to store images and animations.
Apart from this, QuickTime format stores certain types of multimedia.

33
Basics of Specifications
Computer
Many file formats, including some of the most well-known file formats,
and Data
often have a published specification document (often with a reference
Processing
implementation) that describes exactly how the data is to be encoded and which
can be used to determine whether or not a particular program treats a particular
file format correctly.

Using file formats without a publicly available specification can be costly.

Learning how the format works will require either reverse engineering from a
reference implementation or acquiring the specification document for a fee from
the format developers. This second approach is possible only when there is a
specification document and typically requires the signing of a non-disclosure
agreement. Both strategies require significant time, money or both. Therefore,
generally, a large number of programmes supports file formats with publicly
available specifications, while only a few programs support non-public formats.

Identifying the Type of a File

A method is required to determine the format of a particular file within the

file system- an example of metadata.

Filename extension

An important feature in operating systems is to determine the format of file

based on section of its name following final period which is known as the
filename extension.

We see that an HTML documents will have extension of .html or .htm,

which an image file is having an extension of .gif, .PNG etc.

A downside of hiding the extension is that it then becomes possible to have

what appears to be two or more identical filenames in the same folder. This is
especially true when image files are needed in more than one format for different
applications.

For example, a company logo may be needed in both .tif format (for
publishing) and .gif format (for web sites). With the extensions visible, these
would appear as the unique filenames "CompanyLogo.tif" and
"CompanyLogo.gif". With the extensions hidden, these would both appear to have
the identical filename "Company Logo", making it more difficult to determine,
which one to select for a particular application.

A further downside is that hiding such information can become a security

risk. This is because on a filename extensions-reliant system, all usable files will

34
have such an extension (for example, all JPEG images will have ".jpg" or ".jpeg" Data Processing
at the end of their name). Concepts
Internal metadata

A second way to identify a file format is to store information regarding the

format inside the file itself. Usually, such information is written in one (or more)
binary string(s), tagged or raw texts placed in fixed, specific locations within the
file. Since the easiest place to locate them is at the beginning of it, this area is
usually called a file header when it is greater than a few bytes or a magic number
if it is just a few bytes long.

File header

First, the meta-data contained in a file header are not necessarily stored only
at the beginning of it but might be present in other areas too, often including the
end of the file that depends on the file format or the type of data it contains.
Character-based (text) files have character-based human-readable headers,
whereas binary formats usually feature binary headers, although that is not a rule;
a human-readable file header may require more bytes but is easily discernable
with simple text or hexadecimal editors. File headers may not only contain the
information required by algorithms to identify the file format alone but also real
metadata about the file and its contents.

External metadata

A good way to store a file format is to store the information about format in
file system instead of keeping within the file itself. Such idea not only keeps the
metadata away from main data and name but also not very safe as compared to
either file extensions.

Mac OS type-codes

Mac OS File System will able to store codes for creator and types that
serves as part of directory entry for each file. They are called as OS Types or
HyperCard stack file. Type of code will show the format of file, while creator
code specifies default program to run.

Mac OS X Uniform Type Identifiers (UTIs)

Uniform Type Identifier is a method as used by Mac OS X for special

identifying typed classes of entity like file formats. It uses reverse DNS string. It
is called as hierarchical structure which exists in multiple hierarchies with more
flexibility.

35
Basics of OS/2 Extended Attributes
Computer
It found that HPFS, FAT12 and FAT16 file systems allows storage of
and Data
extended attributes with files which contains an arbitrary set of triplets with name,
Processing
coded type for value and a value having different names.

POSIX extended attributes

On UNIX and Unix-like systems, ext2, ext3, ReiserFS version 3, XFS, JFS,
FFS and HFS+ file systems allow storage of extended attributes with files.

PRONOM Unique Identifiers (PUIDs)

PRONOM Persistent Unique Identifier is an extension of constant, special

and definite identifiers which is for file formats that was created by National
Archives of UK which serve as part of its PRONOM technical registry service.

MIME types

MIME types are useful in Internet-related applications that carries

standardised system of identifiers having type and sub-type which is separated by
slash.

File format identifiers (FFIDs)

File format identifiers is also a way to find file formats as per their origin
and file category. It has several digits which are of form NNNNNNNNN-XX-
YYYYYYY, where NNNNNNNN shows organisation origin/maintainer as per
company/standards organisation database and XX and YYYYYYY shows file
type in hexadecimal.

File content based format identification

It is another way of finding file format by way of file contents that shows
distinguishable patterns.

Check your progress 5

1. Which is not an image format?

a. Quick time

b. JPEG

c. PNG

d. GIF

36
3.7 Application Portfolio Management Data Processing
Concepts
Application Portfolio Management is a system which is applied in medium
to large size Information Technology organisations. Such system uses lessons of
financial portfolio management in order to verify financial benefits of application
to be compared with costs of the application maintenance and operations.

Portfolio

With the view of using such idea from investment management, certain
players of APM collects information about every application which are to be
utilized for business or organisation which contains construction and maintenance
cost, business values, quality of the application.

Definition of an application

Application in case of application portfolio management is an important aspect.

 Application software: There are certain executable software components

which are used to create, update, manage, calculate or display information
for particular business.

 Software component: This is an executable computer instructions having

single deployment container which cannot be broken further.

Inclusions

The purpose of inclusion is:

 To provide three web services: Invoice Create, Invoice Search and Invoice
Detail Get.

 To have a service-oriented business application where a user interface to get

invoice which calls Invoice Create service.

 To have a legacy system having rich client, server-based middle tier and
database.

 To pull data from database using website publishing system and publishes it
to HTML format as sub-site on public URL.

Exclusions

The following are not applications:

 HTML website

 Having database which is not part of series of steps for business values.

37
Basics of  Web service which is incapable of being set of steps.
Computer
 Having a stand-alone batch script which compares contents of databases by
and Data
making calls.
Processing
Composites

The following are many applications:

 It contains set of reusable services and user interface which carries such
services.

 In this, a legacy client-server app writes database to store data with excels
spread sheet which uses macros that will read data from database.

Check your progress 6

1. Which among the following includes as web service?

a. Invoice Create c. Invoice Detail Get

b. Invoice Search d. All of these

3.8 Introduction to Micro Data Base Manager

Micro DB Manager is a database abstraction class written in PHP using
object-oriented technologies.

The class realises the following functionalities:

 Connecting to the database

 Executing queries

 Converting results to associative array

 Getting selected rows

 Getting affected rows

 Getting last insert id

 Getting the number of executed queries

 Getting the execution time of the queries

 Getting error messages and codes.

38
 Data Processing
Check your progress 7
Concepts
1. The database abstraction class does:

a. joining to database

b. working with queries

c. obtaining selected rows

d. all of these

3.9 Let Us Sum Up

In this unit we have learnt that data processing is a process which involves
use of computer program that can be for entering data and summarise, analyse or
otherwise convert data into usable information.

Practically all naturally occurring processes can be viewed as examples of

data processing systems where "observable" information in the form of pressure,
light, etc. are converted by human observers into electrical signals in the nervous
system as the senses we recognise as touch, sound and vision.

It is seen that systematic organisation of data is a hierarchical formation

where the role of data organisation is to relate with fields, records, files and so on.

Further we see that class has several functions which can be used for
connecting database, executing queries, converting results to associative array,
achieving selected and affected rows, getting last insert id, getting number of
executed queries, getting execution time of queries along with error messages and
codes.

3.10 Answers for Check Your Progress

Check your progress 1

Answers: (1-b)

Check your progress 2

Answers: (1-d)

39
Basics of Check your progress 3
Computer
and Data Answers: (1-d)
Processing
Check your progress 4

Answers: (1-b)

Check your progress 5

Answers: (1-a)

Check your progress 6

Answers: (1-d)

Check your progress 7

Answers: (1-d)

3.11 Glossary
1. Data - It is related to facts, observations, occurrence of information.

2. Data processing - It is a processing of carrying out data in particular

manner.

3. Processing - It is a procedure of giving some meaning to data.

4. Application Portfolio Management - It is a system applied in medium to

large size Information Technology organisations.

3.12 Assignment
Elaborate the data hierarchy structure in detail.

3.13 Activities
Explain several types of ways to structure data in a file.

40
3.14 Case Study Data Processing
Concepts
Discuss micro data base manager.

3.15 Further Readings

1. Automating Managers: The Implications of Information Technology for
Managers, John, Moss Jones, London, Printer, 1990.

2. Computers, Concepts and Uses Ed. 2, Summer M., Englewood Cliffs, New
Jersey, Prentice Hall Inc, 1988.

3. Foundations of Business Systems, David Van Over, Fort Worth, Dryden

1992.

4. Information Systems: Theory and practice. Ed. 5, Burch, John and

Grudniski Gary, John Wiley, 1989.

41
Basics of Block Summary
Computer
and Data In this block, students will be detailed with various programming languages
Processing along with idea on building blocks of a computer organisation. The concept about
directory and folder with knowledge related to Sequential and Random Access are
well explained.

After reading this block the student will acquire necessary knowledge about
Application Portfolio Management and batch processing concept. The concept of
data organisation with working of fields and records are so explained that it
becomes easy for students to understand the concept. The concept of data file
structures and various file formats are explained which becomes easy for user to
gather and work on information and data.

42
Block Assignment
Short Answer Questions
1. What is the last step in booting process?

2. What was the contribution made by Pascal to computer technology?

3. What are the types of software?

4. Where are the details regarding configuration contained?

5. What are the categories of data processing activities?

Long Answer Questions

1. What is the difference between chunk- based formats and directory based
formats?

2. What do you mean by multitasking, multiprocessing and multithreading?

3. Explain the use of computers in government, medicine and home.

43
Basics of Enrolment No.
Computer
1. How many hours did you need for studying the units?
and Data
Processing
Unit No 1 2 3 4

Nos of Hrs

2. Please give your reactions to the following items based on your reading of the
block:

3. Any Other Comments

………………………………………………………………………………………
………………………………………………………………………………………
………………………………………………………………………………………
………………………………………………………………………………………
………………………………………………………………………………………
………………………………………………………………………………………
………………………………………………………………………………………
………………………………………………………………………………………
………………………………………………………………………………………
………………………………………………………………………………………
……

44
 Education is something
which ought to be
brought within
the reach of every one.

- Dr. B. R. Ambedkar

Dr. Babasaheb Ambedkar Open University

Jyotirmay’ Parisar, Opp. Shri Balaji Temple, Sarkhej-Gandhinagar Highway, Chharodi,
Ahmedabad-382 481.