Colegio Técnico Profesional San Rafael Web Development

Level: tenth Scenario1: Automation Teacher: Cindy Soto

Office automation systems offer an array of benefits for organizations of
every size. For example, reduce manual effort and store a large amount of
data in little space. In addition, these tools improve process visibility and help
businesses spot bottlenecks easily.

Some of the biggest advantages of automating office workflows include

• Reducing the manual effort to complete mundane tasks
• Cutting down on manual errors
• Shrinking the processing time for items
• Getting insights into process performance metrics
• Gaining greater process visibility and identifying potential bottlenecks
• Making sound business decisions based on data

High initial cost This can be expensive to purchase and implement,

and may require ongoing maintenance and upgrades.
Dependence of Technology: Automation tools rely on technology, and
when systems fail or malfunction, it can disrupt business operations and lead
to lost productivity.
Limited customization: Some automation tools may not be fully
customizable to fit the specific needs of an organization, which can limit their
effectiveness.
Security risks: Automation tools can also introduce security risks if not
properly configured or maintained. For example, if an organization’s data is
not properly protected, it can be vulnerable to cyber-attacks.
The Essential of office automation Tools
How to implement an office automation system
Deciding what to automate

Before implementing an office automation system, the organization will need to

spend time looking at which specific processes will need to be automated. Begin by
looking at existing workflows to gain an understanding of the processes,
stakeholders, and resources involved. One of the easiest ways to go about
examining your workflows is through process mapping.

There are countless applications and software programs that promise improved
efficiency through automation. Achieving organizational efficiency through an office
automation system requires more than downloading a few apps. Rather, you need
a comprehensive office automation solution that offers the following features:

Process modeling and workflow design

An important benefit of an office automation system is the ability to design and

improve workflows. The solution that you choose should give you the ability to create
detailed workflows in a matter of minutes.

Mobile compatibility

In the age of the stay-at-home, mobility is more important than ever. Employees must
be able to perform their functions from anywhere. A cloud-based solution is always
secure and always accessible.

Integration

One of the biggest challenges that organizations face when attempting to automate
their processes is integrating various third-party software or apps. Your office
automation system should work seamlessly with your other tools like email marketing
and your CRM system.

Managing tasks and deadlines

Task management is an important feature of office automation solutions. For

processes to run smoothly, employees must know what to do and when to do it. Your
office automation system should allow you to create and view pending tasks and
deadlines, as well as redistribute tasks as needed.

Access control and security

To protect the security of your systems, you need to be able to set access privileges
throughout the organization. Cloud-based solutions also offer advanced security
features to protect data from being compromised.

Communication

An important feature of any automation system is the ability to communicate

seamlessly. Stakeholders should have all the information they need to perform each
task, as well as the ability to reach out to others for further assistance. Your office
automation system should offer features like a form builder. Form builders can be
used to capture data, display data from other systems, and even design approval
screens for managers to make decisions.

Reporting and analytics

To evaluate and improve your office automation system, you need to have access
to data and key performance indicators. Leading office automation systems have
built-in reporting and analytics capabilities.

Speaking Activities

Task #1 Click on the following link

https://www.youtube.com/watch?v=Yvs7f4UaKLo&t=19s
In groups, discuss what the story in the video might be about.

Task # 2. look at a list of technologies from the video (e.g., smart mirror, driverless
cars, medical robot) and talk about one of them
Question Bank
1.What are important areas of office automation?
2.What are four 4 benefits of office automation?
3.What do you think is the benefit of office automation in the workplace?
4.How does office automation impact business?
5. What problem does automation solve?
6. How can I improve my office automation?
7. What are the disadvantages of office automation?
Reading Skill
Listening .
Watch the video and answer the sentences with true, false or doesn’t say
https://www.youtube.com/watch?v=sAMkZfRKLXI
 Vocabulary
Accessibility: Web accessibility means that websites, tools, and technologies are
designed and developed so that people with disabilities can use them.

Anti-virus is a security program you install on your computer or mobile

device to protect it from getting infected by malware

Applications: is a software program that runs on your computer. Web

browsers, e-mail programs, word processors, games, and utilities are all applications.

E-learning: Learning that is delivered, enabled or mediated using

electronic technology for the explicit purpose of training in organization
 Architecture: is defined as: In reference to computers, software or
networks, the overall design of a computing system and the logical and physical
interrelationships between its components. The architecture specifies the hardware,
software, access methods and protocols used throughout the system

Automation: Automation is the creation and application of

technologies to produce and deliver goods and services with minimal human intervention.
The implementation of automation technologies, techniques and processes improve the
efficiency, reliability, and/or speed of many tasks that were previously performed by
humans.

An avatar is a computer representation of users in a computer-generated

3D world, used primarily in chat and entertainment web sites.
Logbook/ Recordbook : is a record used to record states, events, or conditions applicable
to complex machines or the personnel who operate them. A logbook is a simple method
of keeping track of the manufacturing process

Web-Blog : A blog is a web page or website where you can post content
divided by categories (you can create a blog about various subjects), and you will have to
write content periodically to achieve your goals. These regularly published texts are called
“articles” or “posts.”

Digital Gap: It is a new form of defining social inequality derived from

the unequal access to the new information communications technologies, by gender,
territory and social class
 Search Engine: A search engine is a software program that helps
people find the information they are looking for online using keywords or phrases.

Communication: It refers to all equipment and programs that are

used to process and communicate information. It is the transfer of messages (information)
among people and/or machines through the use of technology. This processing of
information can help people make decisions, solve problems, and control machines

Configuration: is the manner in which components are

arranged to make up the computer system. Configuration consists of both
hardware and software components.

Spam: is any kind of unwanted, unsolicited digital communication

that gets sent out in bulk. Often spam is sent via email, but it can also be distributed via
text messages, phone calls, or social media

Firewall : A Firewall is a network security device that monitors and

filters incoming and outgoing network traffic based on an organization's previously established
security policies
 Directory: is defined as a book or a program that contains data and
other information, it is a location for storing files on your computer. Directories are found in
a hierarchical file system, such as Linux, MS-DOS, OS/2, and Unix.

Digital describes electronic technology that generates, stores, and

processes data in terms of two states: positive and non-positive. Positive is expressed or
represented by the number 1 and non-positive by the number 0.

Graphic Design: Computer graphic design combines skills in

technology, business, and art, using computer-generated images and words to create
unique concepts and messages for publishing and advertising

An emulator is a hardware device or software program that

enables one computer system (also known as a host) to imitate the functions of
another computer system (known as the guest).

On line: Refers to when an electronic device is on and

connected to other devices, such as another computer, a network or a device

Offline: A term used to describe when a connection is broken

or disconnected. When a device is offline, it cannot send or receive information
through that device
 Tools : When referring to software, tools (also known
as toolkits) are a set of basic components and accessories that help software
developers create programs in a more efficient manner. With hardware, tools are
what enable a person to install, remove, or perform other actions on the
components within their computer.

Hypertext : a software system that links topics on the screen to

related information and graphics, which are typically accessed by a point-and-click
method.

Hyperlink/ link : A hyperlink is a word, phrase, or image that

you can click on to jump to a new document or a new section within the current
document

Artificial intelligence :is the simulation of human intelligence processes

by machines, especially computer systems.

In computer science, interactive computing refers to software

which accepts input from the user as it runs. Interactive software includes commonly
used programs, such as word processors or spreadsheet applications.

Interface: it is that part of a computer program which controls the

way a program interacts with a user; the manner of inputting and outputting of data,
and the way information is presented on a computer monitor; also called user
interface; as, a graphical user interface; a character-based interface.

Intranet: An intranet is a private network contained within an enterprise

that is used to securely share company information and computing resources among
employees. An intranet can also be used for working in groups and teleconferences

E-books: An electronic book (e-book) is a digital publication that can

consist of text, images or a combination of both. An electronic book can be read on a
proprietary digital device (an e-reader) or on a computer, which requires special software.

Virtual machine (VM) is software that runs programs or applications

without being tied to a physical machine. In a VM instance, one or more guest machines
can run on a physical host computer.

Memory: Computer memory is any physical device capable of storing

information temporarily, like RAM (random access memory), or permanently, like ROM
(read-only memory). Memory devices utilize integrated circuits and are used by operating
systems, software, and hardware.

Multimedia computer system is a computer system that can create,

import, integrate, store, retrieve, edit, and delete two or more types of media materials in
digital form, such as audio, image, full-motion video, and text information
 Cloud Computing: Cloud computing is on-demand access, via the
internet, to computing resources—applications, servers (physical servers and virtual
servers), data storage, development tools, networking capabilities, and more—hosted at a
remote data center managed by a cloud services provider (or CSP). The CSP makes these
resources available for a monthly subscription fee or bills them according to usage.

A Personal computer is a general-purpose, cost-effective computer

that is designed to be used by a single end-user.

Web pages are what make up the World Wide Web. These
documents are written in HTML (hypertext markup language) and are translated by your
Web browser. Web pages can either be static or dynamic. Static pages show the same
content each time they are viewed. Dynamic pages have content that can change each time
they are accessed. These pages are typically written in scripting languages such as PHP, Perl,
ASP, or JSP.

Office Suite: An office suite is a collection of software created by the

same vendor and designed to be used for routine tasks within an organization

A computer peripheral is any external device that provides input and

output for the computer. For example, a keyboard and mouse are input peripherals, while
a monitor and printer are output peripherals.
 A template is a file that serves as a starting point for a new
document. When you open a template, it is pre-formatted in some way. For example, you
might use template in Microsoft Word that is formatted as a business letter.

Internal ports may connect such devices as hard

drives and CD ROM or DVD drives; external ports may connect modems, printers, mice and
other devices.

a Service is software that performs automated tasks,

responds to hardware events, or listens for data requests from other software. In a user's
operating system, these services are often loaded automatically at startup, and run in the
background, without user interaction.

Repository is a central file storage location. It is used by version control

systems to store multiple versions of files. While a repository can be configured on a local
machine for a single user, it is often stored on a server, which can be accessed by multiple
users.

An operating system (OS) is the program that, after being initially

loaded into the computer by a boot program, manages all of the other application programs
in a computer.
 Open Source System: refers to a software program or platform with
source code that is readily accessible and which can be modified or enhanced by anyone.
Open-source access grants users of an application permission to fix broken links, enhance
the design, or improve the original code.

Licensed Software: A software license is a document that provides legally

binding guidelines for the use and distribution of software. Software licenses typically
provide end users with the right to one or more copies of the software without violating
copyrights.

Virus: A computer program that can copy itself and infect a computer
without permission or knowledge of the user. A virus might corrupt or delete data on a
computer, use e-mail programs to spread itself to other computers, or even erase
everything on a hard disk.

Wiki : is a server program that allows users to collaborate in forming the

content of a Web site. The term comes from the word "wikiwiki," which means "fast" in the
Hawaiian language.

A social network is a website that allows people with similar interests

to come together and share information, photos and videos.

A resource is any hardware or software that's accessible by a computer,

network, or another object connected to a computer. For example, a printer connected to
a network is an example of a shared resource. When referring to only the computer, a
resource or system resource is any of the internal computer components. Most often this
refers to the amount of available computer memory.