COMPUTER USAGE IN COMPANY

Reception

Before the installation of a computerized telephone system, a full-time operator was required to answer the telephone and direct the calls. Now, the computerized telephone system routes the calls to the appropriate person or department. If a caller does not want to leave a voice message or requests to talk to an operator, the call is routed to the receptionist. The receptionist can use the computer to determine the location of an employee. When employees leave their work areas for a meeting, lunch, or to travel away from the office, they record their destinations or reasons for being away using their computers. The employees can also record any special instructions to the receptionist, such as when they will return or to please hold their calls. If a caller wishes to leave a voice message, the computerized telephone system can play it back for the employee when he or she returns or calls in for messages.

Sales

For example of a company where sales department consists of two groups: (1) in-house sales representatives, who handle phone-in and mail-in sales orders and the field sales force, who make sales calls at customer locations. The in-house sales staff uses headset telephones so their hands are free to use their computer keyboards. Using the computer while they are on the telephone with a customer allows them to check product availability and the customer's credit status. A computer program also recommends products that complement the products ordered by the customer and displays information on special product promotions.

(2) Outside sales representatives use notebook computers and special communications equipment and software to communicate with the Dalton main office. As with the in-house sales staff, they also can check product availability and customer credit status. If they receive a customer order, they can enter it into the Dalton computer system while they are still at the customer site. In addition, the field sales representatives can use the e-mail capability to check for or send messages.

Marketing

The marketing department uses the computer system for a number of purposes. Desktop publishing, drawing, and graphics software are used to develop all marketing literature. Product brochures on bicycle parts, advertising materials, and product packaging are all produced in-house, saving considerable time and money.

The customer service representatives all have computers that allow them to record a variety of customer inquiries. Recording the nature of each customer service inquiry provides for better follow-up (less chance of forgetting an unresolved inquiry) and enables the company to summarize and review why customers are calling. This helps the company identify and resolve potential problems at an early stage. The marketing department also uses a calendar program to schedule product promotions and attendance at trade.

Shipping and Receiving

The shipping and receiving department uses the computer system to enter transactions that keep a company’s inventory records accurate. Inventory receipts are first checked against computer records to make sure that the company receives only what was ordered. If the received goods match what was ordered, only a single entry has to be made to update the on-hand inventory and purchasing records.

Shipping transactions are also efficient. If all requested items are in stock, only a single entry is required to decrease the inventory and create the information that will be used to prepare the billing invoice. Shipping information, such as the method and time of shipment, can be added to the trans­action record so the computer system can be used to provide an up-to-the-­minute status of the customer's order.

Manufacturing

The manufacturing department uses the computer to schedule production and to record the costs of the items produced. Special manufacturing software matches the availability of production resources such as people, machines, and material against the desired product output. This information allows certain companies schedule production efficiently and tells them when and how much to buy of the raw materials they need to produce their products.

Actual labour, material, and machine usage is recorded on the manufacturing floor using special workstations designed to be used in industrial environments. This information is entered into the computer system automatically to update inventory, production, payroll, and cost accounting records.

Product Design

The product design department uses computer-aided design (CAD) software to design new products. CAD software allows the designers to create and review three-dimensional models of new products on the computer before expensive models are required. If a design is approved, the CAD software can automatically produce a list of the required parts.

Accounting

The accounting department is one of the largest computer system users. Many of the accounting records are the result of transactions entered in the user departments, such as shipping and receiving and manufacturing. These records are used to pay vendor invoices, bill customers for product sales, and process the employee’s payroll.

The accounting transactions are summarized automati­cally to produce financial statements, which are used internally to monitor financial performance and given to outside organizations such as banks.

Human Resources

The human resources department uses the computer system to keep track of information on existing, past, and potential employees. Besides the standard information required for payroll and employee benefits, the system keeps track of employees job skills and training. This information enables the human resources depart­ment to review the records of existing employees first when a new job.

Information Systems

A primary responsibility of the information systems department is to keep the existing system running and determine when and if new equipment or software is required. To help answer these questions, the information systems personnel use diagnostic and performance measurement software that tells them how much the system is being used and if system problems are being encountered.

A systems analyst works with users to design custom software for user applications for which application software packages do not exist. A computer programmer then uses this design to write the program instructions necessary to produce the desired processing results and output.

Executive

The senior management staff of a company, for example (the president and three vice presidents) use the computer as an executive information system (EIS). The EIS summarizes information such as actual sales, order backlog, number of employees, cash on hand, and other performance measures into both a numeric and graphic display.

The EIS is designed specifically for executives who may not work regularly with computers and want only to see summarized information.

Summary of uses of computer of a company

The computer applications just discussed are only some of the many potential uses of the computers within a company like vehicle parts manufacturer. In addition, employees in each of the departments can use the computer for preparing correspondence, project and task management, budgeting, and sending messages via electronic mail. As shown in the Dalton Corporation example, computers are used throughout an organization. Employees use computers to perform a variety of tasks related to their job areas. Because of the widespread use of computers, most organizations prefer to hire employees with computer experience and knowledge.