COURSE:

COMPUTER
APPLICATIONS
IN HRM

CHAPTER 1:
TECHNOLOGY/
COMPUTER
OVERVIEW
INTRODUCTION TO COMPUTERS
  A computer is an electronic device that accepts data as inputs process it by
performing arithmetic and logical operations in accordance with the predefined
instructions and produces information as output to the user.
 Arithmetical operations are mathematically related meaning the values are integers
and SUBTRACT,DIVIDE,ADD operations are used whereas logical are an instruction in
which quantity operated on and the results of the operation can each have two
values. Logical operations include AND, OR operations.
 Computers are by far more accurate while performing various operations compared
to human beings. They can store very huge amount of data and information which
compared to the manual filling system occupy a very small space.
 Computers are composed of hardware and software. Hardware consists of the
physical/tangible parts of a computer e.g. monitor, keyboard, mouse, hard disk etc
while software are programs, routines, and symbolic languages that control the
functioning of the hardware and direct its operation.

COMPONENTS OF A COMPUTER
The basic components/ parts (physical parts) of a computer system is what you see from
outside i.e. without getting to the inside of computer which are;
 Keyboard is an input device used to type data into the computer
 System unit is the main part of a personal computer. It houses the main components
of a computer System. Inside the system unit you will find;
 Processor (CPU) which executes programmed instructions,
 Memory which temporarily stores instructions and data while the processor
is working on them
 various electronic circuit cards or boards that help carry out the instructions,
power supply along with different types of connectors that connect
everything so that they will all work together., Motherboard or system board
that everything connects to.
A system unit is sometimes called a box or main unit.
 Monitor- is an output device that is part of a computer's display system. A cable
connects the monitor to a video adapter (video card) that is installed in an expansion
slot on the computer’s motherboard. This system converts signals into text and
pictures and displays them on a TV-like screen (the monitor). The computer sends a
signal to the video adapter, telling it what character, image, or graphic to display. The
video adapter converts that signal to a set of instructions that tell the display device
(monitor) how to draw the image on the screen.
Note these are the basic parts so a computer can have more additional parts.
Elements of a computer
Contemporary computers are von Neumann machine. A von Neumann machine is known
as a stored program computer. All computers are based on von Neumann architecture
which contain the following hardware parts or elements
 Input devices
 Processor or central processing unit (CPU)-control unit, arithmetic and logic unit
 Memory
 Output devices

BASIC ELEMENTS OF A COMPUTER

INPUT DEVICES
An input device lets you communicate with a computer. They are used to enter information
and issue commands to the computer. Commands tell the computer to do something, like
save the file. A keyboard, mouse, scanner, digital camera, touch pads and joystick are
examples of input devices.
o Keyboard Used to type data into the computer. It has special keys for giving the
computer commands called command or function keys
o Pointing Devices Pointing devices move some object on the screen and can do some
action Mouse is a common pointing device
o Scanner allows you to scan documents, pictures, or graphics and view them on the
computer. You can also use software to edit the items you scan. Used to put printed
pictures and text into a computer. It Converts an image into dots that the computer
can understand .To scan text, optical character recognition (OCR) software is needed
o Digital Camera Used to take electronic pictures of an object. The pictures taken by a
digital camera can be used directly by a computer
o Microphone Used to put sound into a computer. Need sound recording software
o CD-ROM/DVD-ROM Can be used to put both sound and images into a computer Use
a laser to read a Compact Disk (CD) or a DVD disk
o Video Capture Card Usually place inside the computer's case. Use to put video into a
computer. Need a video source, either a video camera or video recorder
o Voice input device-A computer I/O device in which vocal commands may be entered
into a computer system.
o Optical character recognition (OCR) is computer software designed to translate
images of handwritten or typewritten text (usually captured by a scanner) into
machine-editable text, or to translate pictures of characters into a standard encoding
scheme representing them (e.g. ASCII or Unicode).
o Optical Mark Reader (OMR) A special scanning device that can read carefully placed
pencil marks on specially designed documents. OMR is frequently used in forms,
questionnaires, and answer-sheets

PROCESSOR OR CPU (CENTRAL PROCESSING UNIT)

The processor is a microchip inside the computer. The box that the processor resides in is
commonly referred to as the CPU. The translation or processing of the input takes place in
the CPU.
The processor is the part that actually does the computations. The CPU contains:
1. arithmetic and logic unit
2. a control unit (including processor flags, flag register or status register)
3. internal buses

Flags are special indicators that tell you about conditions in the processor. They are each one
bit; you could think of them as little signal flags that are waved up if there is a one, and
waved down if there is a zero. The flags are stored in register F.
Processor flags store information about specific processor functions. The processor flags are
usually kept in a flag register or a general status register. This can include result flags that
record the results of certain kinds of testing, information about data that is moved, certain
kinds of information about the results of computations or transformations, and information
about some processor states.
Status register is a collection of flag bits for a processor that indicates the status of various
mathematical operations. These flags are commonly used during conditional testing and
program branching.
A Register- (small storage unit in a CPU) is a small amount of very fast computer memory
used to speed the execution of computer programs by providing quick access to commonly
used values—typically, the values being calculated at a given point in time.
Most, but not all, modern computer architectures operate on the principle of moving data
from main memory into registers, operating on them, then moving the result back into main
memory—a so-called load-store architecture.

Control unit

It is the brain that controls the entire operations of a microprocessor. It generates

signalization signals and manages commands exchanged between input and output devices
and memory devices.
It controls based on the instructions it decodes, how other parts of the CPU and in turn, rest
of the computer systems should work in order that the instruction gets executed in a correct
manner.

ALU
Performs arithmetic such as addition subtraction division and multiplication and logic
operations such as comparisons i.e. data transformation in microprocessors

The Arithmetic Logic Unit (ALU) is a critical component within the Central Processing Unit
(CPU) of a computer. Its primary function is to perform arithmetic and logical operations on
data that it receives from memory or registers. Here are key points about the ALU:
1. Arithmetic Operations: The ALU can perform a variety of arithmetic operations,
including addition, subtraction, multiplication, division, and more. These operations
are fundamental for mathematical calculations in computer programs.
 2. Logical Operations: In addition to arithmetic operations, the ALU performs logical
operations such as AND, OR, NOT, XOR, and shift operations. These operations are
essential for tasks like data comparison and manipulation.
3. Data Manipulation: The ALU can manipulate data in various ways, such as shifting
the bits of a binary number left or right, rotating bits, or performing bitwise logical
operations to modify data.

COMPUTER MEMORY
Main Memory:
The cycle (input - processing - output) would not be possible without a holding place for the
instructions and data that the processors (CPU) can easily reach. This holding place is known
as memory also called main storage and is internal to the computer consisting of RAM and
possibly ROM.

RAM (random access memory)

 Is the basic kind of internal memory that holds data and instructions while the
computer is in use.
 It can be read from and written to.
 It is called random access because the processor or computer can access any
location in memory in any order as contrasted with sequential access devices which
must be accessed in order.
 RAM is volatile; losing the stored information in an event of power loss, and quite
expensive.

ROM (Read only memory)

 Is also random access but only for reads, once data has been written onto a ROM
chip, it cannot be removed and can only be read.
 It refers to special memory used to store programs that boot the computer and
perform diagnostics. Most personal computers have a small amount of ROM (a few
thousand bytes).
 Retains its contents even when the computer is turned off and is therefore referred
to as being nonvolatile.

EXTERNAL STORAGE/ AUXILIARY STORAGE

This is any storage other than main memory. Auxiliary or external memory refers to
secondary storage devices or media used to store data and programs that are not currently
in use by the computer's central processing unit (CPU). Unlike primary memory (RAM) or
cache memory, auxiliary memory is non-volatile, meaning it retains data even when the
computer is powered off.

This is mostly hard drives and removable media such as floppy disks, optical media (CD
ROM) etc. Disk drive is a machine that reads data from and writes data onto a disk. A disk
drive rotates the disk very fast and has one or more heads that read and write data.
There are different types of disk drives for different types of disks. For example, a hard disk
drive (HDD) reads and writes hard disks, and a floppy drive (FDD) accesses floppy disks. A
magnetic disk drive reads magnetic disks, and an optical drive reads optical disks.

SOFTWARE
Computer productivity relies on the functionality of programs, which are essentially sets of
step-by-step instructions that instruct the computer on how to manipulate and process data.
These instructions are integral to the smooth operation of a computer, and collectively, they
are referred to as software. Software serves as the information that a computer needs to
accomplish various tasks.
Software can be categorized into several types:
1. Commercial Software: Commercial software is readily available for purchase in
prepackaged form and can also be downloaded from the internet. This software is
typically developed and distributed by established software companies. Users acquire
it through software stores or online platforms. Commercial software usually comes
with licensing agreements and often requires payment for its use.
2. Shareware: Shareware is software created by individuals or small companies. It is
often distributed with certain limitations or restrictions, which may include disabled
features or a notice outlining the legal requirements for using the product. Users are
often encouraged to try the software before purchasing a full version or obtaining a
license.
3. Open Source Software: Open source software is developed by altruistic programmers
and released into the public domain for anyone to use, modify, and distribute freely.
The original developer or organization maintains ownership of the program but grants
permission for widespread use and modification. Typically, open source software
includes a copyright notice that must remain intact with the software product.
There are two primary categories of software:
1. Systems Software: Systems software serves as the foundation for a computer's
operations. It includes essential programs like the operating system, device drivers,
and utility software. The operating system manages hardware resources, enables
communication between applications and hardware, and provides a user interface.
2. Applications Software: Applications software encompasses a wide range of programs
designed for specific tasks and functions, such as word processing, graphic design,
web browsing, or database management. These applications are created to meet user
needs and are used to perform various practical tasks.

SYSTEMS SOFTWARE
System software refers to a collection of programs accompanied by documentation that
serves a critical role in controlling and enhancing a computer's functionality. It operates in the
background to manage the computer's operations and extend its general capabilities. System
software plays a pivotal role in instructing the computer on how to interpret data, execute
instructions, operate peripheral devices like printers and disk drives, and utilize the hardware
components efficiently. Moreover, it provides a means for users to interact with the computer.
Upon booting the computer, the system software is loaded into the computer's memory. This
initial step directs the computer on how to load, store, and execute applications, ultimately
ensuring a smooth user experience. The system software category encompasses a variety of
essential components, including operating systems, language translators such as compilers
and interpreters, as well as utility programs.
Operating Systems Software: One of the central components of system software is the
operating system (OS). An operating system is a comprehensive set of programs that work in
harmony to coordinate the various activities of a computer system. It functions as the
backbone of the computer, laying down the rules and guidelines that govern common
computing tasks and acting as an intermediary between the computer user and the underlying
hardware.
In essence, an operating system provides a platform upon which application software can run
effectively. This platform typically consists of a combination of hardware components and
the operating system itself. Together, they create the foundation that enables software
applications to function, ensuring seamless communication between the user and the
computer's hardware.

Application
Operating system
Hardware

Functions of an operating system

The primary role of an operating system (OS) is to efficiently manage and allocate the vital
resources of a computer system, which includes the processor, primary and secondary
memory, input and output devices, and files. Here, we will delve into the key functions
performed by an operating system:
1. Memory Management: Memory management is a fundamental task for the OS. It
involves tracking which portions of the computer's memory are currently in use, by
which processes or users, and which portions are available for use. The OS also
oversees the allocation of memory resources to running programs. When memory
space becomes limited, the memory management program relocates parts of an
application program or parts of the operating system not currently in use to secondary
storage. This mechanism ensures that essential programs and data are efficiently
loaded into and retrieved from the main memory.
Moreover, during information storage, the OS assesses whether the available storage space is
sufficient to accommodate incoming data. If the space is insufficient, the OS alerts the user to
prevent data loss.
2. Processor Management: In a multi-user or multi-tasking computer system, where
multiple users or applications simultaneously access the system, the central
processing unit (CPU) can only execute one program at a time. Therefore, the OS
plays a critical role in controlling and monitoring access to the CPU. It determines job
priorities and enforces limits on how long a program can run to ensure fair and
efficient utilization of the CPU's resources.
3. Input/Output Device Management: In a multi-user environment, multiple programs
contend for access to input and output (I/O) devices. The OS is responsible for
managing the allocation of I/O devices and resolving conflicts that may arise between
competing programs. It also monitors the status of each I/O device and signals any
detected faults to maintain smooth operation.
 4. File Management: The OS maintains comprehensive control over files, including
tracking their location, usage, status, and more. These collective facilities are
collectively known as the file system. The file system organizes data logically and
provides a means for creating, storing, retrieving, and sharing files efficiently.
Examples of operating systems include MSDOS, Windows Operating systems, Unix, and
Linux. These OSs provide the foundational infrastructure and services that enable
applications to run and users to interact with computer systems. In essence, the operating
system is the silent coordinator behind the scenes, ensuring that the computer's resources are
managed effectively and that multiple users and applications can coexist harmoniously on the
same system.

SYSTEMS UTILITIES
Utilities are auxiliary programs that are frequently bundled with operating systems, and they
serve the purpose of simplifying common tasks for users. These utility programs streamline
various chores and functions, making computer operations more efficient and user-friendly.
Here are several utility programs and their respective functions:
1. File Manager: A File Manager utility enables users to perform a range of tasks
related to file and data management. It allows users to copy files from one storage
location to another, prepare new disks for use, sort files, delete unwanted files, and
rename files as needed. Essentially, it offers a user-friendly interface for organizing
and managing files.
2. Disk Scanner: The Disk Scanner utility is employed when issues arise with data
storage disks, such as hard drives or floppy disks. It serves to detect and, if possible,
correct problems related to the physical condition of the disk. For instance, it can
identify surface scratches on a floppy disk. Additionally, it can identify and address
logical errors like file corruption that may occur on a disk.
3. Image Viewer: An Image Viewer utility allows users to view the contents of graphics
files, making it easier to visualize and work with images. It's especially handy for
users who need to browse, inspect, or present image files. While image viewing can
be possible in other programs, this utility typically offers a simple and dedicated
interface for this specific task.
4. Backup Utility: The Backup Utility is essential for creating copies of selected files or
even entire disks when necessary. These backups are crucial for safeguarding data in
case the original files become damaged, accidentally erased, or overwritten. It offers a
safety net for data preservation.
5. Uninstaller: Uninstaller programs are designed to remove previously installed
applications from the computer system. When a program is installed, it typically
scatters files across various locations and makes configuration changes. Uninstallers
reverse this process, eliminating the hassle of locating and manually deleting these
scattered files. This tool simplifies the task of software removal.
6. Other Utilities: There are numerous other utility programs available, each serving a
specific function. These may include screen savers, diagnostic utilities for system
health checks, disk defragmentation tools for optimizing disk performance, and file
compression tools for reducing file size and saving storage space. These utilities cater
to various user needs and system maintenance requirements.
In summary, utility programs are invaluable additions to an operating system, as they
streamline everyday tasks, enhance system maintenance, and make computing more
convenient and efficient. These utilities simplify common operations, ranging from file
management to data preservation, image viewing, software removal, and more. They
contribute to a smoother and more user-friendly computing experience.

LANGUAGE TRANSLATORS

Language translators in computers are crucial components that facilitate the conversion of
high-level programming languages into machine code, which the computer's central
processing unit (CPU) can understand and execute. These translators serve as intermediaries
between human programmers and the hardware of the computer. Here's a summary of
language translators in computers:
1. High-Level Programming Languages: High-level programming languages are
designed to be more human-readable and easier to work with than the low-level
machine code directly understood by the computer's hardware. Examples include C+
+, Java, Python, and many more.
2. Role of Language Translators: Language translators bridge the gap between high-
level programming languages and the computer's hardware. They play three key roles:
a. Compiler:
 A compiler is a type of language translator that
translates the entire high-level program into machine
code in one go. It checks the code for errors and
generates an executable file.
 If there are any errors, the compiler reports them to the
programmer, allowing them to correct the code before
execution.
b. Interpreter:
 An interpreter translates the high-level code line by line
as it is executed, without creating a separate executable
file.
 It can quickly identify and report errors as soon as they
occur, enabling a programmer to debug more
interactively.
c. Assembler:
 Assemblers are used to translate assembly language
code into machine code. Assembly language is a low-
level symbolic representation of machine code
instructions.

APPLICATION SOFTWARE

Application software, often referred to as "apps" or simply "applications," is a type of

software that is designed for specific tasks or functions to meet the needs of end-users. Unlike
system software, which includes the operating system and utilities that manage and control
the computer, application software is user-centric and serves various purposes to help users
perform particular tasks and solve specific problems. Here's a description of application
software: