TOPIC FOUR

DATA PROCESSING

Introduction
Having learned about what a computer software is as well as its classifications, it is now
important for us to have a glimpse how a computer carries out data processing. This
topic introduces you to data processing modes. The way data is collected and processed
depends on the processing mode it is subject to. This chapter will examine batch, online,
real-time, distributed, offline, timesharing, and multitasking data processing. The topic
has seven sections namely: Batch, online, real-time, distributed, offline, timesharing and
multitasking

Objectives

By the end of the topic the learner should be able to;

i. Define data processing
ii. Discuss the various data processing modes

Activity 1

In your own thinking describe what data processing is

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Topic Overview
You will notice that in order to respond to the above question, you have to have known
what data and what processing are. However there a lot of modes of data processing
and in this topic we shall discuss each data processing modes mentioned above so as to
help you understand them.

4.1 Data Processing Modes

The status of information must be updated continuously to reflect business activities. In a
business people write cheques, customer buy on credit, raw material get requisitioned from
the inventory, etc. in all this cases, it is necessary to update the status of information on
computer files. There are various methods of transaction processing for updating the
information status but whichever method is chosen it, has to be cost effective and most
efficient. The way data is collected and processed depends on the processing mode it is
subject to. This chapter will examine batch, online, real-time, distributed, offline,
timesharing, multitasking and distributed data processing. But before we talk about each
data processing mode we look at the data processing cycle.

Data Processing Cycle

Processing

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Data processing cycle refers to the sequence of activities involved in data transformation
from its raw form to get information. After defining data processing let us look at the data
processing modes one by one:

Activity 2

Using an illustration describe any four primary stages of data processing?

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4.2 Batch Processing

This is the technique in which items are collected, grouped and processed together to
permit convenient and efficient processing. The collection of data is done over time
(done for a particular period) e.g. monthly, weekly etc. This approach of data processing
is commonly used in updating payroll, invoices etc.

4.2.1 Advantages
• The unit cost of processing is low

• Does not require special hardware and software

• Has enhanced system security because any time updating occurs

new files are created.

• Simple to develop and maintain

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Figure 4: Batch Processing

4.2.2 Disadvantages
• Random inquires cannot be made to the system

• Errors are reported late; this is because some time is taken before processing

• Provides information that is always out of date at processing

• It always produces either unwanted information orb not enough information.

4.3 Time Sharing System

This technique for making available the service of a single computer to multiple (two
or more) users simultaneously, providing rapid responses to each of the users.

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Figure 5: Time Sharing

From the above definition, time sharing involves;

• The use of a single computer system

• Many independent users

• Each user operates independently without an awareness of the use of facility

by others

• Each user having his own programs

• Each user expects fast response

• The user’s files are maintained at the processing centre (central computer)

• Time sharing is popular in universities but limited to commercial use

4.3.1 Advantages
• It reduces the CPU idle time

• Provides several high level languages for programming

• Costs are spread to many users

• Provides direct access to a computer file which is always held online

• Supports many users

• The information output is fast

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4.3.2 Disadvantages
• Require large storage capacity

• It is expensive to install

• Requires a powerful computer and a powerful operation system

• Controlling such a system is difficult because the passwords can be stolen.

4.3.3 Desirable Features of Time Sharing

• Response time needs to be very high.
• Users are not even supposed to imagine that they are waiting to be served

• Should have good input/output devices

• There must be a well-defined method of charging the users for the CPU time used

• Control must be exercised to ensure that users are protected against file
destruction and unauthorized use.

4.4 Multitasking or Multiprogramming

From the mode discussed above we now move to, multitasking. This is a technique of
having the computer handle several programs or tasks concurrently. The programs
reside in different sections of the memory, and the operating system switches control
from one to the other. Programs are queued and are held in a storage media. The
programs are then called on priority basis. Real time programs are given first preference
to batch process. Otherwise once the program is completed the next one in queue is
loaded by the operating system.

4.4.1 Advantages
• Support many users

• Provide direct access to the CPU Reduces the CPU idle time

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4.4.2 Disadvantages
• Requires a powerful CPU (with very high speed)
• Requires I/O facilities which operate without constant supervision by the CPU
• Requires a powerful operating system
• The overall time taken to process information is long

4.5 Online Processing System

Another one is online processing. This is a system in which input data is communicated
directly to the CPU. The output information is transmitted directly to the user. The da ta
transmission system consists of a remote point where data is captured and presented a
device that takes from remote point and passes it to the computer and subsequently transmit
information from the computer to a remote point after processing is done.

4.6 Offline Processing Systems

This is a system which is not under the control of the CPU. Offline equipment’s such as
key punch machines (for punching cards) key entry devices or for busters have no direct
hook-up with the CPU.

4.7 Distributed Data Processing (Multi-Processing) or DDP

This is a method where two or more computers are linked together for various users for
the same organization. These computers are usually located in various regions,
departments, and sections etc. of an organization. The computer systems are physically
remote and access to each machine is capable of carrying out local processing for its
department, section or region of the organization. It’s also nice to look at the advantages
and disadvantages.

4.7.1 Benefits of DDP

It encourages effective decision making since all the required information can easily be
made available locally.

• System failure; if one element of a system fails, processed data in the department
is not affected.

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 • Has enhanced security, most of the sensitive operations are done locally

• Error can easily be corrected

• Lower cost

• Better reliability

4.7.2 Disadvantages
• Requires that the user get involved in the system hence the users
have to be trained

• There are programming problems with micro and mini Computers for Schools
Kenya standard is difficult to maintain and monitor

• It encourages data duplication

• Require extra costs for communication equipment

4.8 C e n t r a l i z e d and Decentralized Data Processing

This is the way an organization chooses to process its data. In decentralized processing
therefore each division or section has operating responsibility with the data processing.
Each division implement systems designed for them they don’t design their own
systems.

4.9 Factors to Consider When Selecting t h e Data Processing

Mode
• The response time: time taken before a desirable response is obtained

• The cost of initial installation and operation

• Type of processing system anticipated whether time driven or event driven

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 • Ease of development: designers/ analyst always opt for systems easier to
develop as they most cheaply to maintain.

In this topic, you have learnt that there are various data processing modes. We
examined batch, online, real-time, distributed, offline, timesharing, and multitasking
data processing. In topic 5, we will discuss Data Communication; this is transfer of data
from point to another using electronics means. We will also look at networks and
network topologies. But before you go topic 5, let us see how well you have understood
topic 4.

Self-Check

1) Define Data representation (5 marks)

2) Briefly discuss the various data processing

modes (25 marks)

Scoreboard
Marks Remarks
25–30 Excellent
20–25 Very Good
15–20 Good
10–15 Fair
0- 10 Go through the topic again

Further Reading

Norton, P. (2006). Introduction to Computers,6th ed. London: Mc Graw Hill

Mburu, S., & Chemwa, G. (2011). Computer studies Book 1. London: Longhorn Publishers

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 Learning Outcomes

You have now completed topic four, the learning outcomes are listed below;

Check (√) the column which reflects your understanding of the various concepts about
writing.

S/No Learning Outcome Sure Not Sure

1 I can now define data processing
2. I can discuss the various modes of data
processing

If you have checked the “not sure” column, please go back and study that section in
the topic before proceeding.

If you are “sure” then you are ready for the next topic.

Congratulations you can proceed to the next topic.