lOMoARcPSD|130 803 56
Computer Application - Lecture notes
BBA/B.COM (II SEM-1YEAR)
Professional communication skills
(Faculty of Commerce and Management)
lOMoARcPSD|130 803 56
Q.1 What is Computer? Explain its Characteristics and Limitations?
Ans. Definition: – A computer is a fast electronic device, processing the Input data according to the
Instructions given by the Programmer/User and provides the desired information as an output.
The word ’Computer’ is basically derived from the word ’computer’, which means to calculate
something. But in today’s scenario if we told that computer is just a calculation machine, it is not true.
We can do a lot more than calculation. Let’s take few examples — Your Bio-Data, Examination
Records, Admission Register, Airlines and Rail Reservation etc. In all these cases you will find apart
from just calculation the computer is managing information and data. So, Computer is electronic
devices (Machine) which accept our data, process them and gave output.
Input Process Output Cloth
Tailoring Wearable Veg CookingEatable
Terminology used in Definition of Computer: –
Ø Data:– Collection of facts or figures.
Ø Information:– Processed data is known Information. Data and
Ø Input:– instructions given to computer. Manipulation of
Ø Process:– data.
Ø Output:– Information obtained after processing of data
lOMoARcPSD|130 803 56
Characteristics of Computer: -
(1) Speed: - A computer is very fast device. It can perform large amount of work in a few seconds. Where
human being worked a particular work for whole day, computer does the same in very short time. Today,
computers can perform 100 million computations in one second. The speed of computers are measured in terms
of microseconds, Nano seconds and even in Pico seconds.
Where 1 second=10-6 micro second
=10-9 nano second
=10-12 Pico second
(2) Accuracy: – The computer is 100% accurate and capable to perform arithmetical calculation and logic
operations with the same accuracy. It can never make mistakes. All mistakes are done by users. The cause
of errors may be due to inaccurate feeding data or due to wrong setting of the programmer. The accuracy
of a computer is Illustrated well by the term GIGO; i.e. Garbage In Garbage Out, which means if faulty
instruction are provided for processing the data, obviously wrong answer will be given.
(3) Diligence: – A computer can operate twenty-four hours continuously without taking any rest. It has no
feelings or no emotions, if you work continuously for 3 hours, you feel lack of concentrate but a computer is
free from these and you will get the result you
want with the same speed and same accuracy.
(4) Versatility: – Versatility is one of the most wonderful features about the computer.
One moment, it is preparing the results of a particular examination, the next moment it is busy in preparing
electricity bills, and in between it may be helping an office secretary to trace an important letter is seconds.
It can do multiple works at a same time. It also used in data processing jobs, weather fore casting, ticket
reservation purpose, multimedia designing, animations, accountancy etc.
(5) High Memory: – computer has made more memory or storage capacity than human
beings. It can store millions of data and instructions, which can be retrieved andrecalled
even after a number of years. This is not possible in case of human brain.
(6) Automation: – Computers are automatic in operation. It means once the data andinstructions
are fed to a computer, human interventions are not required. The computers manipulate the
data according to the instructions and continue doing so till the last instruction isexecuted.
(7) Superiority of Manufacture: – Computer hardware is manufactured with the best materials
by the most sophisticated processor. It has superiority of manufacture as compared to other
machines.
(8) Reduce the Paper Work: – Computer solved the problem of using excess paper. It simplifies the
statement “Save Paper, Save Tree”.
(9) Solve Complete Problems: – Computer solved those problems which are not solvedby human
being computer solved the computer solved the problems in seconds.
Limitations of Computer: -
The main limitations of computers are as follows: –
Dependency: – Fully Dependent upon human beings.
Lack of Intelligence: – Computers do not have their own Intelligence and hence cannot think for example, a
computer can create music but cannot tell its quality. In other words, computer has no brain.
lOMoARcPSD|130 803 56
Lack of Detecting Errors: – Computer can detect only syntax error; it cannot detect flaw or error in logic.
Lack of Capability :– It has no Capability to take any decision by itself, like a human being, it cannot judge by itself
for any valid or non-valid data.
No I.Q. :– A computer is not a magical device. It can only perform tasks that a human being can. The difference is
that it performs these tasks with unthinkable speed and accuracy. It possesses no intelligence of its own. It I.Q. is
zero, at least today. A computer cannot take its own decision in this regard.
No Feelings :– Computers have no feelings and no emotion because they are machine.
Lack of Creativity and imagination: – It does not have intuition and cannot draw
conclusion without going through all the intermediate steps.
Experience :– Computers don’t learn form experience.
Q. 2 What is Computer? What are various Applications of Computer?
Or
What is Computer? What is the scope or impact of computer in business
application?
Ans. Definition :–A computer is a fast electronic device, processing the Input data according to the
Instructions given by the Programmer/User and provides the desired information as an output.
Or
The word ’Computer’ is basically derived from the word ’computer’, which means to calculate
something. But in today’s scenario if we told that computer is just a calculation machine, it is not true.
We can do a lot more than calculation. Let’s take few examples — Your Bio-Data, Examination
Records, Admission Register, Airlines and Rail Reservation etc. In all these cases you will find apart
from just calculation the computer is managing information and data. So, Computer is electronic
devices (Machine) which accept our data, process them and gave output.
lOMoARcPSD|130 803 56
Application of Computer in Business
Computers have completely altered the structure of business. Large volumes of accounting and record keeping
data can be manipulated, organized, stored, retrieved and used for specific purposes. Bills and statements can
be processed and sent to customers in much less time and much less effort than would be required for doing the
same process manually financial projections is made with greater ease. Planning and decision making thus
be cover more efficient and accurate.
In manufacturing industries, Computers direct production, guide machine tools, control quality design parts
and monitor inventory levels. Modern banking would be impossible without computers. In modern officer, word
processing saver time for people at all levels in organization and helps ensure more accurate letters, reports and
memos.
Scope of Computers in Business offices : – (1) Personal
Management
· Manpower Planning
· Human Resource Development
· Selection and Recruitment
· Compensation and benefits
· Skill Inventory Management
· Establishment and Personnel records
· Placement Modules
· Training and development
· Career Planning/Promotion
(2) Financial Management
· Invoicing, Sales Ledgers and Statements
· Stock Control and Evaluations
· Payroll, Pay slips, Tax Statement
· Purchase Ledger
· Credit Control
· Sales and Purchase Ledger Analysis
· Budgetary Control
· Cost accounting, Job costs, Standard costs, Work in Progress, Labors registers
· Asset Registers
· Hire Purchase Records
(3) Office Management
· Budget
· Annual Reports
· Production Schedules
· Loan Analysis
· Graphic Trends
· Managing Reports, Directories, Catalog’s, Bulletins, Letters, Memos
lOMoARcPSD|130 803 56
(4) Material Management
· To Minimize Inventories
· Material Planning/Specifications
(5) Purchasing Management
· Calling Tenders
· Comparing Tenders
· Supplies Evaluation
· Placing Orders/Recorders
(6) Marketing Management
· Demand forecasting
· Sales Management
· Consumer behavior
· Channels of Distribution
· Pricing decisions
· Market Research
· Transport Analysis
· Advertising Strategies
· Product Mix
· Planning and Control of sales
Q.3 What is Computer? Describe the functioning of computer with its block diagram?
Ans. Definition :– A computer is a fast electronic device, processing the Input data according to the
Instructions given by the Programmer/User and provides the desired information as an output.
Or
The word ‘Computer’ is basically derived from the word ‘compute’, which means tocalculate something.
But in today’s scenario if we told that computer is just a calculation machine, it is not true. We can do a lot more
than calculation. Let’s take few examples – Your Bio-Data, ExaminationRecords, Admission Register, Airlines and
Rail Reservation etc. In all these cases you will find apart from just calculation the computer is managing
information and data. So, Computer is electronic devices (machine) whichaccept our data, process them and
gave output.
A computer System is defined as a set of interacting elements, responding to inputs so as to produce
outputs. The computer system also consists of the following elements.
v Hardware
Ø C.P.U (Central Processing Unit)
Ø Input Devices
Ø Output Devices
Ø Storage Devices
v Software
Ø System Software
Ø Application Software
Ø Utility Software
v Human ware
Ø Trained Computer Professionals
Hardware:- Hardware refers to all the physical parts and components of the computer.
Ø Central Processing Unit :– The Central Processing Unit (CPU) or Microprocessor is the heart of the
computer, where all the processing of the data is carried out. The data and instructions that are entered into
the computer system are fed into the CPU before the final results are displayed on the Output Unit. The
CPU stores the data and instructions, does all the calculations and problem solving, and also controls the
lOMoARcPSD|130 803 56
functions of all other units.
The components of the CPU are as follows:
(1) Memory Unit or Storage Unit
(2) Arithmetic & Logical Unit (ALU) (3) Control Unit
(1) Memory Unit or Storage Unit :– The data and instructions that are entered into the computer system
through input units have to be stored inside the computer before the actual processing starts. Similarly, the
results produced by the computer after processing must also be kept somewhere inside the computer
system before being passed on to the output units. It provides space for storing data and instructions,
space for intermediate results, and also space for the final results.
In short, the specific functions of the storage unit are hold (store) :
1. All the data to be processed and the instructions required for processing(received from input
devices).
2. Intermediate results of processing.
3. Final result of processing these results are released to an output device.
(2) Arithmetic Logic Unit (A.L.U) :– This unit performs all the basic arithmetic operations
like addition, subtraction, multiplication, division and also logical operations such as
comparison of numbers etc. The ALU is responsible for actual execution of instructions
during processing operation. The data and instructions that are stored in memory unit are
transferred into ALU for processing when needed and transferred back to memory when
processing is over. After the completion of processing, the final results are stored in memory
before sent to the output unit. ALU also consist a number of small storage locations termed
as registers. This register is of very small capacity and contains the data and instructions
which are to be executed next.
Following are the main functions of ALU :–
(1) It operates on data available in main memory.
(2) It caries out all arithmetic operations like addition, subtraction, multiplication and division.
(3) It caries out all logic operations like comparison, selection and merging of data
(4) After processing the data, it sends back the processed data to main memory.
(3) Control Unit :– The control Unit in every computer is the supervising element. It does not perform
any processing but acts as a central control system for all other components of a computer
system. This unit maintains the exact sequence in which the instructions are to be executed and
directs the operations of the entire computer system. It co-ordinates all the activities of various
elements of computer system skill. It is termed as heart of computer as in controls all hardware
operation.
Functions of Control Unit are :–
(1) It gives command to transfer data from the input device to memory and from memory to
arithmetic & Logical Unit.
(2) It transfers the results from memory to Output Unit.
(3) It stores the program in memory, takes instruction one by one, interprets them and issue
appropriate signals to the other units of computer to the other units of computer to execute
them.
