The term office automation refers to all tools and methods that are applied to office activities which make it possible to process written, visual, and sound data in a computer-aided manner. Office automation is intended to provide elements which make it possible to simplify, improve, and automate the organization of the activities of a company or a group of people (management of administrative data, synchronization of meetings, etc.). Considering that company organizations require increased communication, today, office automation is no longer limited to simply capturing handwritten notes. In particular, it also includes the following activities:
Exchange of information. Management of administrative documents. Handling of numerical data. Meeting planning and management of work schedules.
Definition 1. Office automation is the action of using varied equipment, machinery and software to store, manipulate and electronically capture or transfer data necessary for business. Key Employees Involved 2. Employees involved in office automation include administrative assistants, accounting personnel, IT specialists and anyone else who handles the dayto-day operations of the business. Many times larger companies will have a sizable customer service staff involved, too.
Training 3. Administrative staff must have knowledge of the latest computer software packages, plus the ability to learn any proprietary software or databases the company has acquired.
ADVANTAGES 4. Office automation can get many tasks accomplished faster, eliminating the need for a larger staff. Less storage space is required for data, and copies can be easily transferred off-site for safekeeping in case of fire or other emergency. Multiple people can be updated simultaneously in the event of schedule changes.
DISADVANTAGES 5. Older staff members may have a harder time adjusting to the new technology and be unable to use it efficiently. Also, if something is "misfiled," it can be a lot harder to find. Other disadvantages include the amount of money required to implement and the cost of maintenance of certain equipment.
BRIEF HISTORY OF AUTOMATION: THE PAST, PRESENT AND FUTURE OF THE INDUSTRY
In 1981, IBM introduced its personal computer (PC) for use in the home, office and schools. Prior to that time, there had been several MS-DOS compatible personal computers that ran DOS programs. As computers became more widespread in the workplace (ie. an independent agent's office), new ways to unleash their potential developed. As smaller computers became more powerful, they could be linked together, or networked, to share memory space, software and information, and communicate with each other. So where does the insurance industry enter the "automation" picture? Independent agents have come a long way in using technology over the past 20 years. From the early 1980s through the mid-1990s, independent agents for the most part used PC-based automation systems to boost efficiency and cut costs. Since 1970, ACORD, a not-for-profit standards-setting association for the insurance industry, has been involved in automation. The association is comprised of carriers, agents, vendors, solution providers, associations and other interested parties. "They aren't the ones who 'built' the automation system," managing director of Standards for ACORD. "What we did and still do is provide standards-Forms and Electronic Data Interchange (EDI) upon which the vendors or solution providers base their automation systems." They explained that to find out how the industry became automated, one must look to the vendors and solution providers. In 1972, the first ACORD form, a property loss notice, went into use. Today, ACORD's standards include Forms, AL3 (Automation Level 3), XML, OLife and ObjX. The Forms are point of sale, data collection vehicles, AL3 is ACORD's EDI standard (or machine-to-machine, business-to-business, data transmission formats or components), OLife is a data integration standard and ObjX is "much more than EDI." In the 1980s-when the number of PCs in use increased dramatically-ACORD members asked for standardized electronic transmissions between the agents' computers and the carriers' computers.
"The industry has come to ACORD to consolidate efforts to eliminate duplication of work,"."For example, without one approved, countrywide ACORD application, all of the 2,400-plus insurance carriers would have to have their own form. And the vendors or solution providers who automate those forms would have to customize each form." Now that ACORD and the industry are working hand-in-hand, there is one form accepted and used by many of those carriers. In addition, the vendors or solution providers have the option to become licensed by ACORD to redistribute the Forms. "ACORD provides them with tools...to print the ACORD Forms,". "ACORD's Forms efforts have stripped the costs out of this distribution channel." Same manner that the industry came together with ACORD to do Forms, they have also worked to develop EDI Standards. "Through our subcommittee process and strict compliance to anti-trust guidelines, They bring together carriers, agents, vendors, solution providers and other interested parties to discuss what is needed to transmit the data collected,".
Change is good
The industry on the whole, is slow to make changes, "although there are some carriers that have the resources to be on the leading edge of technology." The beginning was a bit archaic. "Carriers realized the benefits of automation and developed proprietary systems that they placed in the agents' offices,". "This resulted in the agents having to physically go from one terminal to another to interface with the carriers automating their process." With the inception of the agency management vendors and ACORD's standards implemented in those systems, the agents were conceptually able to eliminate those proprietary terminals and work through one system. "This concept called SEMCI, Single Entry Multiple Company Interface, allowed the agents to keep the data in one place and transmit it electronically to any of the carriers it was licensed to represent," Durland explained.
Ten years ago, when Durland joined ACORD, there were many agency management systems attempting to enable SEMCI. "Today, due to acquisitions and mergers, there are three primary vendors and a few smaller ones,". "SEMCI is still the goal for the agents and the carriers. However, with the inception of Web enabled processes, the carriers-in an effort to streamline their costs-reverted back to proprietary applications. "Those leading edge carriers put up Web sites that required the agent to go to the site and enter the information. So instead of going to a separate terminal in their office, they now had to connect to a Web site and rekey the data that was already in their databases." This resulted in the acceptance of the new standard XML. "XML is a standard that enables connectivity between Web applications and agency management systems, in addition to business-to-business, business-tocustomer, etc.,". The goal to secure SEMCI, can still happen with the implementation of XML. "Plus it broadens the trading partner base to be more than the agent to insurance carrier,".
Communicating on a global basis ACORD has staff dedicated to building relationships with other standardssetting organizations. The fact is, the industry handles business on a global basis, so it just makes sense that the goal is to be able to communicate on a global basis. As an example, Durland pointed out that carriers write coverage for properties owned by people all over the world. In turn, these carriers work with other carriers or reinsurers to share the exposure. When asked why it is so important for the industry to be automated, Durland said, "Automation strips costs out of workflows." Simply put, to only have to go to one place for information and to be able to service customers quickly and efficiently is key. "For example, the agent and carrier agree to indemnify the customer if they have a loss which is covered under their policy. The customer pays a fee based on that promise. When the loss occurs, they want someone to handle it promptly...to be given information on the progression of the resolution...and be paid or have the item replaced ASAP,". Automation makes it possible "With the technology and automation available to us today, the opportunities to share information are unlimited,". "The industry realizes that and is working together to figure out how to communicate electronically with each other."
1939
1947
1957
DEC is founded.
Digital
Equipment
Corporation was
pioneering
American company in the computer industry. It is often referred to within the computing industry as DEC
1966
Motherboards.org
AMD is founded.
AT&T Bell Laboratories develop Unix.Compuserve is founded. Founded May 1, 1969 by Jerry Sanders, Advanced Micro Devices has became a large competitor in the Pentium-compatible chip market with their own line of Intel-compatible processors.
1970
Intel releases the first microprocessor - the 4004. Intel announces the 1103, the first random-access memory (RAM).
1972
1974
MITS ships one of the first PCs, the Altair 8800 with one kilobyte (KB) of memory: A mail-order kit for $397.00.Paul Allen and Bill Gates and found Microsoft. Steve Wozniak and Steve Jobs found Apple Computer.
1976
Star Wars debuts. ARCNET the first commercially network is developed. The Apple II, the first personal computer with color graphics is demonstrated.
1978
The 5.25-inch floppy disk becomes an industry standard. Epson introduces the TX-80
1979
Texas Instruments releases the TI 99/4 personal computer. Hayes markets its first modem. Atari introduces coin-operated version of Asteroids. 3COM is founded.
1980
IBM hires Paul Allen and Bill Gates to create DOS. Microsoft licenses Unix and starts to develop a PC version, XENIX. The first Tandy Color computer is introduced. AST is founded.
1981
Hewlett-Packard Superchip, the first 32-bit chip is introduced. Intel ships the 8087 math coprocessor.
MS-DOS 1.0 was released. IBM releases its IBM PC, which runs on DOS. Commodore ships the VIC-20, which later becomes the worlds most popular computer costing only $299.95. Logitech is founded. Adaptec is founded.
1982
The IBM XT is first introduced. The Apple IIe is introduced. MS-DOS 2.0 was released. Microsoft Windows was announced November, 1983
1984
1985
Intel
80386. Microsoft and IBM begin collaboration on the next-generation operating system (OS/2). Gateway 2000 is founded. Microsoft Windows 1.0 is shipped. ATI is founded.
1986
introduces
the
Elite group Computer Systems (ECS) is established. The SPARC processor is introduced by Sun.
IBM introduces VGA. IBM introduces MCA. MS-DOS 3.3 was released. Microsoft and IBM release OS/2 1.0. IBM introduces the PS / 2 personal computers. IBM sends clone manufactures letters demanding retroactive licensing fees.
1988
EISA is developed as an alternative to MCA. Intel introduces the 16 MHz 80386SX microprocessor.
Creative Labs introduces the SoundBlaster MS-DOS 4.0 was released. MS-DOS 4.01 was released.
1989
Intel introduces the Intel 486SX Advanced Micro Devices introduces the Am386DX. The Enhanced Parallel
Port (EPP) is developed by Intel, Xircom and Zenith Data
Systems. Linux is introduced. World Wide Web is launched. Microsoft changes the name of OS/2 to Windows NT. MS-DOS 5.0 was released.
1992
Intel develops PPGA. Intel releases the Pentium Processor. IRDA is founded. The EPA establishes Energy Star.
PowerPC processor for the Apple Power Mac is introduced. DOOM by IdSoftware was released. Myst is released.
1994
A mathematical flaw in the Intel Pentium is discovered. Intel releases the IntelDX4 processor. YAHOO is created Netscape is founded. Commodore computers files Bankruptcy. Microsoft releases its beta for Windows 95. Rasmus Lerdorf creates PHP. MS-DOS 6.22 was released. Microsoft releases Windows 3.11.
1995
Intel releases the new motherboard form factor ATX. USB standard is released. Microsoft Releases Windows 95.
Amazon.com is officially opened.1996 Intel releases the 200 MHz Pentium. Cyrix ships the 133 MHz Media GX processor. NEC merges with Packard Bell. Creative Labs introduces the 3D Blaster card.
1997
Intel introduces the MMX chip. The Intel Pentium II 233 MHz processor is released. AMD introduces the K6
processor. Advanced Graphics Port or AGP design is released. Cyrix is established. DVDs go on sale. Microsoft announces Windows 98.
1998
Intel
processor. Intel releases the 333, 350, and 400 MHz Pentium II.AMR is released Award becomes part of Phoenix. Compaq purchases Digital Equipment Corporation. Hearings open between Microsoft and the U.S. Department of Justice. Microsoft Windows 98 is officially released. Apple introduces the iMac.
1999
releases
the
266
MHzCeleron
CNR is introduced.
AMD introduces the 850 MHz Athlon processor. Intel begins shipping a 1 GHz processor. Intel introduces the 400, 450, and 500 MHz mobile Celeron processors. Intel announces the processor code-named "Willamette" will formally be called Pentium 4. AMD releases the 1.1 GHz Athlon processor.Microsoft Windows 2000 is released.
2001
Intel recalls its 1.13 GHz Pentium III processors. Bill Gates unveils the Xbox. Microsoft Windows XP home and professional editions are released.