The job involving the capture, processing and output of data and information involves a number of people. Sometimes there may be one person to do this and often there may be a department solely responsible for data processing or for Information technology. The data processing department interacts with all other departments from where it gets data and for whom it processes and eventually provides the information to.
The main functions of a DP department are:
a. Design and install a custom built system of data capture and processing.
b. Provision of advice to the organisation on matters regarding the processing of information e.g. the selection of the correct devices for input, process, storage and output.
c. Provides advice on the installation of a package or information system d. Manage the organisation's data processing resources.
A typical DP/IT department
Data Processing Manager
Systems Manager Programming Manager Operations Manager DBA BA SA TA AP SP DPS SL DPL
CO CO CO CO CO CO
BA - Business Analyst SA - System Analyst TA -Technical Analyst AP -Application analyst SP -System Programmer DPS -Data control Supervisor SL -Shift Leader
DPL -Data Processing Librarian CO -Computer Operator
1. Data processing Manager
He is the head of the IT or DP department covering the three main areas of system development, programming, and operations management.
The Main Duties of the DPM
a. Development and assisting in producing data processing policy for the organisation.
b. Execution of the defined data processing policy c. Management of the data processing function d. Liasing with data user departments
e. Working with management to identify problem areas and areas of improvement. f. Ensuring proper systems development, system maintenance and computer
operating standards exist, are kept up to date.
g. Ensuring proper security and back-up arrangements are in existence and are tested regularly.
h. Ensuring that the systems are adequately documented. i. Ensure proper evaluation of the implemented systems. j. Providing suitable training for the data personnel. k. Coordination of all activities in the department
l. Resolution of conflict within the department and between the department and other departments.
m. Provide guidance on issues of data processing n. Recommends on staffing issues.
2. System Analyst
The title and function of this person may vary from organisation to organisation or as an organisation develops from stage to the other. As the computer is applied to the different organisational problems, the duties of the analyst may change.
A business analyst would require less skill than the system designer or the technical analyst. These personnel deal with more or less the same task but with differing depth.
Main Duties
a. Examine the feasibility of potential computer applications and to consider all the various approaches to computerisation that are available.
b. To perform the proper analysis of user systems and requirements. c. Develop a cost benefit analysis in conjunction with the users.
d. Design system, which take into account not only the computer procedures but the clerical and other procedures around the computer system.
e. To specify the check and controls to be incorporated into the system in conjunction with the audit staff.
f. To specify the most appropriate processing techniques to be used e.g. micro, mini or mainframe, batch or real time processing.
g. To ensure that there is proper communication and clear instructions at each stage of the project e.g. programme specification, file set up, operating instructions, print out volumes.
h. To ensure the system is properly set up and documented.
i. To ensure a proper environment for system testing and pilot running and parallel running of the system as may be appropriate.
3. Programmer
After design the programmer comes in. He uses the program specifications produced by the analyst/system designer to develop the programme. The programme specifications may consist of file and records layouts, field description, report and screen layouts. A flow chart or diagram indicating the main logical steps in the proposed program may be made. The programmer converts specifications from the system analyst into a working programme.
Duties
a. To reach an understanding of what each programme is expected to do and to clarify any problems with the analyst or systems designer.
b. To design the structure of the programme in accordance with installations standards.
c. To provide a working of an efficient programme using the installations standards within the budgeted time and funds.
d. To test programmes thoroughly both as a unit and in relation to other programmes.
Once the programme is in place, the maintenance programmer would take the responsibility of correcting any subsequent problems and recommend any improvements.
Systems Programmer
He specialises in non-application programmes e.g. operating systems, data communications
Duties
a. Liaising with computer supplier to keep abreast with operating system changes. b. Support systems analyst and programmer regards queries on the system
software performance and features.
c. Assisting the programmer to interpret and resolve problems which appear to be caused by the system software rather than application software.
5. Application programmer
He writes programmes or adapts software packages to carry out specific task or operations for the computer users e.g. a sales analysis programme for the marketing department.
Duties
a. discuss the programme specification with the analyst. b. To write the sources program module.
c. To test the programme and debug it.
d. To maintain programmes correcting errors, making improvements & modifications to allow for changing business methods, circumstances or equipment.
e. Encode the procedure detailed by the analyst in a language suitable for the specified computer.
f. Liase with the analyst and other users on the logical correctness of the programme.
6. Computer Operator
S/he operates the mainframe or mini computer. He is responsible for the efficient running of the computer equipment, which if not ensured efficient running time of the computer may be lost.
Duties
a. Collecting files and programs required for a computer run from the library. b. Loading magnetic tapes and disks into drives.
d. Carrying out routine maintenance such as cleaning the tapes and read write heads.
e. Ensure the equipment is running efficiently and reporting any faults to the technicians.
f. Replacement of computer accessories e.g. toner catridges, ribbons, ink. g. Switching the computer on/off.
h. Handles and operates the computer hardware. i. Handles computer input and output.
j. Responds to messages on the operator's console prompted by the operating system that monitors the user's requests and the status of the peripherals. k. Watching the process of individual jobs and of the computer in general.
l. Keeping a log of what happens to supplement the log that the computer produces.
7. Data Preparation/Entry Clerk
This is the key station operator who transcribes source data into computer sensible form.
Duties
a. Prepares data for input into the computer
b. Enters the data into the computer for processing. c. Monitors the processing and output.
d. Does some operations of the computer operator. 8. Database Administrator
This is a person responsible for planning, designing and maintaining the organisation's database. This person relates to the management, system analysts, programmers and other stakeholders in the organisation. He needs to have adequate managerial and technical abilities to suit the job. He therefore must have a sound knowledge of the structure of the database and the DBMS.
Duties
a. Ensure that the database meets the needs of the organisation. b. Ensure facilities for the recovery of data
c. Ensure the functioning of report generation systems form the DBMS
d. The DBA is also responsible for the documentation of the DBMS through the designing and availing of the data dictionary and manuals for the users giving such direction as the general use of the database, access to information, deletion of records from the system and the general validation and verification of data.
Duties of the personnel overlap and depending on the size of the organisation or the IT department some duties are done by one person.
FILE AND DATABASE MANAGEMENT SYSTEM