Data, Processing,Information,Knowledge, EDP, Data Processing System Development, Data Processing modes.

Data — Data word made of Latin word  Datum word. Datum mean a single unit of data. It is a raw facts example numerals, statistics, which after processing give a meaningful information are called data. For example, the name the attendance of the employees of the company can be called data. The name of the students, roll no, and marks obtained in the examination are the data for that school.

Processing -- The manipulation of data such as character, numerals, statistics or graphics is called the processing. Data is first collected, verified and checked for authenticity, then it is arranged in meaningful required pattern and kept in records. It is sent to the persons in need anywhere and any moment they ask for. The processing includes calculation,- addition, subtraction, multiplication and division. comparison--equals, greater than, less than, zero, negative or positive. conclusion/ Decision making -- To derive out various suitable alternatives under certain conditions. Logic -- It is a suitable step by step series of instructions to conclude out desired result. Merely computation of the numbers is not the processing, but to search out deficiencies in the document and to rectify them using computer is also the part of processing. to arrange and align the text in a document is also processing.

Information -- the meaningful conclusion derived out when data is processed, is called information, or in other words, the meaningful rearrangement of data after processing is called information. for example, the marks obtained in the subjects by a student is called data, and marks obtained in all subjects is aggregate, average of the marks on which result is to be declared is information. Marks obtained by students in a class is data for a class teacher so that he can calculate the average of the whole class in aggregate, which will be a piece of information for that class teacher.

Need for information --  The information essential because it enhances knowledge. It helps in making decisions for current scenario and making projections for future. It helps in evaluation future issues.

Quality of Information -- Information incorporates the following characteristics

1. Meaningfulness --The relevance of information with requirement should be maintained otherwise the information would be meaningless.
2. Surprising Elements -- Information should also cover the solution for the exceptions which if occurs, we can tackle them efficiently.
3. Conformity with previous knowledge --- If the new information is changed and lacks conformity with previous information it may misguide us to attaining our objective.
4. Correction of Previous knowledge --- The information gathered may have some deficiency or may have some changes, in comparison to the previous knowledge.But the new information should either insert some positive changes to the previous knowledge. New information may be modified but it should not be so exceptional that it becomes difficult to believe in .
5. Accuracy --- Information should be accurate. The rate of accuracy could very with the requirement.
6. Timeliness --- To initiate a work, or to rectify any deviation in any activity a timely information is required.
7. Action Oriented --- Many managers receive the information on time but they find it deficient in some or the other items. This creates difficulties in planning and actuating the job. So the information should be sufficient in itself, and helpful in reaching some purposeful decision.
8. Brevity --- In any detailed report, information  should not incorporate irrelevant data within. It a detailed report is given to the decision makers then it will be difficult for them to emphasize on vital items of desired project.

Relation ship between Data, Information and Knowledge -- Data after processing gets converted to information. Therefore data is the foundation of information. Information enhances the knowledge therefore, the information is the basis of knowledge. In this way data, information and knowledge are mutually related. Processing of data and production of information are the preliminary stages of delivering knowledge to the human being. Knowledge enables a person to carry out his job further with more efficiency.That is why man requires data and information regularly.


                  Data-----------------> Information---------------->Knowledge
                             (Processing)                         (Output)


EDP -- The activity of the manipulation of facts electronically is called the Electronic Data processing. The data processing can be carried out manually also . The main objective of EDP is to perform complex and lengthy work quickly.

Steps of Data Processing
The activity of data processing gets completed in three steps. It is like a cyclic process. A Data processing have three steps

1.  Input Cycle
2. Processing Cycle
3. Output Cycle

Input cycle--- In this step, data is entered in the machine through a suitable media
 for example -- In the manual system, wed find tabulation of data on the paper quite easier  for example mark-sheet of students. It is done because a tabulated data is easy to go through and understand but in the case of EDP, the data is stored on a floppy drive or hard disk. To enter the data,input devices like keyboards are used. Data after getting entered, first go to primary storage & the to secondary storage finally like in floppy or Hard Disk.

                                               Type                     Input            Store
                         Personal file  →     Keyboard    →    CPU   →   Disk or storage Device
                                         
                                                          (Input Cycle)

Processing Cycle ---- In this step, we rearrange the data as per our requirement under instructions provided to computer. In manual processing cycle, an examiner, sums up he marks obtained in all the subjects for each student and calculates its percentage by dividing it to set the total maximum marks. on the basis of the percentage, each student is given position in class and division. But in the case of Electronic Data Processing, all these processing take place under the regulation of a program, a set of instructions. Computer follows the instructions of a program to process the data, as programs are already installed on the computer. In this way, the processing we want to carry out with data is instructed to the machine by writing a program into it and computer performs it automatically.

            Input------------------> Processing ----------------------> Output
                         
                                              (Processing Cycle)

Output cycle--- Once the processing is done; it requires to present the result to the user. This is called the Output Cycle. For example -- In the manual system, each student is given a progress report in which his marks in different subjects are written by his/her class teacher. But in EDP the mark-sheets are printed by a printer attached with the computer. Printer prints the mark sheets on the paper as the output of processing. Output of the processing can also be seen on monitor screen.

                           Laptop or computer      Personal file
                                   ⇳                                 ↓↑
                                CPU        ⇔             Secondary storage Device   
                                   ⇳
                              Printer
                                        ( Out put Cycle)

The Development of Data Processing System

When we want of perform some job by computer, then it is done through Data Processing. Before reaching to the stage of Data Processing we need to follow a lot of steps, which is called the development of a Data Processing. In various fields, Data Processing scenario could also be different but the steps to be followed for its development remains information System. The development of Data Processing in an Information System is divided as follows

1. Definition of the problem
2. Prototype Model
3. Analysis of he problem
4. Top-down methodology of Analysis
5.  Construction of a system
6. Alternative Approaches
7.  Implementation of a System
8. Testing the System
9. System Maintenance

Defining a problem -- In this step the system which is to be computerized is understood well. If we find hat this specific requirement is possible to be solved by computerization then only we initiate further. In this stage we analyse the present scenario of the system or procedure. All these are summed up to be called as defining a problem.

Modelling a Prototype-- This step involves to suggest the ideal working prototype model for the activity which is to be computerized. The IT personnel to bring this phase of information System, personally visit the departments to understand the manual system and formats which are being used by the concerned. Then he concludes out the actual computerization requirement.

Analyzing the Problem-- This step involves the appraisal and criticism of the manual practices of the system. The comparison of prototype with manual practice is also done, to main out computerized system more effective.

Top-down Analysis-- When analysis of the defined problem becomes a bit complex, we end to segregate the total manual system in simpler modules or components. Each component is so differentiated that it can easily be studied and understood. Each component is then studied separately and thoroughly. During the study of components the manual practices are graded with respect to their priority. They are then dept in a serial and this serially arranged components are analysed, serially. Hence this methodology is called t he top down methodology of Analysis.

 Constructing a System---   Before the construction of a computerized system, the analyst assess the feasibility of the new system. Its main emphasis during feasibility is Cost- Benefit ratio. The analyst complies with the following steps to develop the system efficient and effective in the least possible investment. They are being mentioned as under.

1.  Analysts first decide the device of input  and output media.
2. Analysts also search for feasible auxiliary storage media for example disk or CD or DVD.
3. Further details are also gathered by the system developer or the analyst  --- the formats for screen, report and forms- sample of receipt or screen for entering fees or charges, To create and design File System and design the database to store records, details and designs of programs, description of manual procedures, description of hardware, Definition of activities performed by the users.
4. The System Analysts also make some discussions with the prospective user.

Alternative Approaches-- A system can also be modified after its construction. To keep pace with future requirements, further alternative approaches are also assessed, if any.

System Implementation -- During this phase of Information System Development, programs are installed and executed in the computer. During this phase, data is entered into the System.

Testing the System -- during Testing the System, samples are entered as Data and Output and other performances are checked whether the system is working properly.

 System Maintenance-- When system is totally computerized, it requires timely checking and periodic maintenance. Programmer Analyst also analyses the effectiveness of the System, to note the feedback as well. If some problems in the system persist, it is overcome and rectified, then and there.

The modes of Data Processing

There are various modes of data processing.But the mode is selected as per the requirements of user.  The modes are as follows-

1. Batch Processing
2. Online Data processing
3. Interactive Data Processing
4. Distributed Data processing

Batch Processing ---- The Batch Processing is the oldest type of Data Processing but used at many Data Processing Centers even today also. In this type of Data Processing, the data are first collected in a file for a fixed duration and the whole data then stored are processed at once, in a batch. In other words, Batch Processing occurs when data are collected and stored in files for a while before processing. Few example include bank deposit detail, money withdrawal, transaction of loans. They are immediately input in the computer system, and at the end of the day all the entries are processed to calculate the amount.

Disadvantages of  Batch Processing -- In the batch processing system, only one program can be executed in the central memory at a time, hence it becomes a single processing system. Means, only  one user can accomplish his job at a time in Batch Processing so it a also called single user system in computer language.

On line Data Processing-- In this type of data processing, Input- output Devices and Secondary Storage Devices are connected to CPU inn such a manner that CPU can use any device any time. The data entered in this type of Data Processing, immediately gets processed and stored onto the hard disk or CD or DVD. The storage devices which are in direct interaction during the data entry, are called Online Storage Device.

The input devices used for data entry are keyboard, scanner, microphone etc. In online or immediate processing the transactions are processed to update a file to make changes in file immediately or instantly as transactions occur in real life. The retrieval of records in direct and quick in Online Data Processing. The input is random and rapid but results out of record in immediate.

The Interactive Data Processing----- When there is a direct interaction between user and computer in such a manner that computer takes the input, processed the data and immediately produces the result, this type of data processing system is called Interactive Data Processing.  for example, a user preparing a document, in interactive processing as user types the text with keyboard and can see the output on screen simultaneously. In this data processing system, programmer input s data and programs and immediately gets the result. He and she can also analyse what to do next after getting the output. Any error during the input can easily be traced out immediately rectified. The most popular language for Interactive Data Processing is BASIC.  The interactive Data processing is generally online.

Distributive Data Processing -- When many computers are connected in a communication network, and they are called Distributive Computer System. Data processing carried out by this distributive computer system is called Distributive Data Processing. In the communication network there is a central computer called Server, which provides various services to the complete network, high speed printer, centralized plotter and big disk for data storage etc. In Distributive Data Processing, many users can perform their jobs at their own workstations  and can exchange the data between each other. Even they can use single printer or plotter combined. They can use big storage deices incorporated in server. In this type of data processing, the processing is shared among the various computer system on the network, it is also called Client-Server Computing. All the computers, in the distributive system is called Client and the central computer which provides the facilities to clients server. Server is also called workstation, In the distributed computing environment, sometimes, a single workstation is not capable of carrying out the data processing completely, then more workstations are added to the network to share the data processing completely, then more workstations are added to the network to share the data processing. This also adds to higher storage capacity and higher speed.

Advantage of Distributive Data Processing ---- 

1. It enhances the speed of exchange of data and reduces the cost of massive data processing. 
2. It also reduces the workload on single client by sharing the work among various computers on the net.
3.  Each computer has its complete local control and all the services are available to the maximum.