Once data is collected, it is processed to convert it into useful information.

The data is processed

again and again until the accurate result is achieved. This is called data processing cycle.

The data processing is very important activity and involves very careful planning. Usually, data
processing activity involves three basic activities.

1. Input
2. Processing
3. Output

1. Input

It is the process through which collected data is transformed into a form that computer can
understand. It is very important step because correct output result totally depends on the input
data. In input step, following activities can be performed.

i) Verification

The collected data is verified to determine whether it is correct as required. For example, the
collected data of all B.Sc. students that appeared in final examination of the university is
verified. If errors occur in collected data, data is corrected or it is collected again.

ii) Coding

The verified data is coded or converted into machine readable form so that it can be processed
through computer.

iii) Storing

The data is stored on the secondary storage into a file. The stored data on the storage media will
be given to the program as input for processing.

2. Processing

After completing the processing step, output is generated. The main purpose of data processing is
to get the required result. Mostly, the output is stored on the storage media for later use. In output
step, following activities can be performed in a systematic manner. Some of the important
activities are:

i) Classification

The data is classified into different groups and subgroups, so that each group or sub-group of
data can be handled separately.

ii) Storing
The data is arranged into an order so that it can be accessed very quickly as and when required.

iii) Calculations

The arithmetic operations are performed on the numeric data to get the required results. For
example, total marks of each student are calculated.

iv) Summarizing

The data is processed to represent it in a summarized form. ft means that the summary of data is
prepared for top management. For example, the summary of the data of student is prepared to
show the percentage of pass and fail student examination etc.

3. Output

After completing the processing step, output is generated. The main purpose of data processing is
to get the required result. Mostly, the output is stored on the storage media for later user. In
output step, following activities can be performed.

i) Retrieval

Output stored on the storage media can be retrieved at any time. For example, result of students
is prepared and stored on the disk. This result can be retrieved when required for different
purposes.

ii) Conversion

The generated output can be converted into different forms. For example, it can be represented
into graphical form.

iii) Communication

The generated output is sent to different places. For example, weather forecast is prepared and.
sent to different agencies and newspapers etc. where it is required.

iv) Feedback

After generated output and performing all activities on the output, feedback about the generated
output is collected. It is very important activity It is used to improve performance of the data
processing system, so that better output can be generated in future.

The output phase also involves activity through which output result is tested. If the output result
is accurate, the data processing cycle is completed. If output result is not accurate, some of the
above-mentioned steps (or all steps) are repeated again and again until the accurate result is
achieved.
DATA PROCESSING CYCLE

Regardless of the kind of data processed or the kind of device or equipment used, all data
processing systems involve at least three basic steps : Input, Processing, and Output. These three
steps constitute the data processing cycle.

1. INPUT=In this steps the initial data, or input data, are prepared in some convenient form of
processing. The form will defend on the processing machine.

For example, when electromechanical devises are used.

2. PROCESSING= In this step the input data are changed, and usually combined with other
information, to produce data is more useful form. Thus, paychecks may be calculated from the
time cards, or a summary of sales for the month maybe calculated from the sales orders. The
processing step usually involves a sequence of certain basic processing operations.

3. OUTPUT= Here the results of the preceding processing steps are collected. The particular
form of the output data depends on the use of data.

The data processing cycle is the order in which data is processed. There are four stages;

1. Data collection
2. Data input
3. Data processing and storage
4. Data output
SCRIBD

2.7 The Data Processing Cycle

The data processing activities described above are common to all

data processing
systems from manual to electronic systems. These activities can be
grouped in
four functional categories, viz., data input, data processing, data
output and
storage, constituting what is known as a data processing cycle.

(i) Input

The term input refers to the activities required to record data and to
make it
available for processing. The input can also include the steps
necessary to check,
verify and validate data contents.

Fig. 2.3 Data Processing Cycle

(ii) Processing

The term processing denotes the actual data manipulation

techniques such as
classifying, sorting, calculating, summarizing, comparing, etc. that
convert data
into information.

(iii) Output

It is a communication function which transmits the information,

generated after
processing of data, to persons who need the information.
Sometimes output
also includes decoding activity which converts the electronically
generated
information into human-readable form.

Communicate and Reproduce and Retrieve

(iv) Storage

It involves the filing of data and information for future use.

The above mentioned four basic functions are performed in a logical
sequence
as shown in Fig. 2.3 in all data processing systems.

2.8 Computer Processing Operations

A computer can perform only the following four operations which

enable
computers to carry out the various data processing activities we
have just
discussed.

(a) Input/Output operations

A computer can accept data (input) from and supply processed data

(output) to a wide range of input/output devices. These devices

such as
keyboards, display screens, and printers make human-machine
communication possible.

(b) Calculation and text manipulation Operations

Computer circuits perform calculations on numbers. They are also

capable of manipulating numerics and other symbols used in text
with
equal efficiency.

(c) Logic/Comparison Operations

A computer also possesses the ability to perform logic operations.

For
example, if we compare two items represented by the symbols A
and B,
there are only three possible outcomes.
A is less than B (A<B); A is equal to B (A=B): or A is greater than B
(A>B).
A computer can perform such comparisons and the, depending on
the
result, follow a predetermined path to complete its work. This ability
to
compare is an important property of computers.

(d) Storage and Retrieval Operations

Both data and program instructions are stored internally in a

computer.
Once they are stored in the internal memory, they can be called up
quickly
or retrieved, for further use.

2.9 Data Processing System

The activity of data processing can be viewed as a "system".

According to James
O'brien a system can be defined as "a group of interrelated
components that seeks
the attainment of a common goal by accepting inputs and producing
outputs in
an organised process". For example, a production system accepts
raw material
as input and produces finished goods as output.
Similarly, a data processing system can be viewed as a system that
uses data as
input and processes this data to produce information as output.
INPUT PROCESSING OUTPUT

There are many kinds of data processing systems. A manual data

processing
system is one that utilizes tools like pens, and filing cabinets. A
mechanical data
processing system uses devices such as typewriters, calculating
machines and
book-keeping machines. Finally, electronic data processing uses
computers to
automatically process data.

>>>>>>>>>>>>>>>>>>>>>>>>>>

EXPANDED DATA PROCESSING CYCLE

Frequently, three more steps are added to the basic data processing cycle to obtain the expanded
data processing cycle.
1. Origination. Origination is a step which refers to the process of collecting the original data,
An original recording of the data is called a source document.

2. DISTRIBUTION. This step which refers to the distribution of the output data. Recordings of
the output data are often called report documents.

3. STORAGE. Storage is crucial in many data processing procedures. Data processing results
are frequently placed in storage to be used as input data for further processing at a later date. The
two flow lines between the processing box and the storage box indicate the interaction of these
two steps. A unified set of data in storage is called a file. Usually a file consist of a collection of
records, where each record contains similar data items, and a collection of related files called a
data base.