Data processing

SITUATION

Bookmart distribute books for Eckener Verlag, a publisher in Hamburg. To improve efficiency, the managers in both companies want to install the same data-processing systems, so they can share information. In this lesson we find out how Bookmart's computer system works and look at ways of making data-processing systems compatible.

CHARACTERS

LANGUAGE

Instructing a new operator

8.1 Listen and read

Frank Penny is now Assistant Supervisor in the Dispatch Department. He is being visited by Trudi Hoffmann, from Eckener Verlag in Hamburg. Frank is demonstrating Bookmart's computer system. Listen to what they say. Notice that Frank is able to use technical terms without explaining them. Why?

FRANK	Right. Let's get started then. Now, you've used a keyboard before?
TRUDI	Oh yes! I've been using computers in my work for more than two years.
FRANK	OK. I'll just run through a typical job , the sort we do every day, and then I'll tell you a bit about the database and the hardware. Now, this is a menu-driven system, so - I'll just go back to the main menu and we can start from the beginning - there. See? Here's our list of options - create a record , update a record, sort records, print, delete and so on. Let's do an update.
TRUDI	Yeah - so now we get a message on the screen, it asks for the name.
FRANK	It asks you to input a customer's name, yes. So if I key in the name 'Martinu' - that's one of our biggest customers - M-A-R, T-I-N-U, hit 'Return' , and there it is! All the details of the account - exactly as they appear on the monthly statement.
TRUDI	Right. So now, if the customer orders some books, you key in the particulars...
FRANK	And the system updates the file and prints out all the paperwork as well. Look, I'll show you.

8.2 Explaining how to do something

In 7.5 you recorded two items on the statement for Harris's bookshop. Imagine that you are Frank Penny and that you are using this example to demonstrate to Trudi how to update the computer records. Write your explanation. Start like this:

You go back to the main menu, and you select 'Update Customer Record'. It asks you to ...

8.3 Listen and read

Frank now shows Trudi how the computer system handles confidential data. Listen to what they say. What does 'confidential' mean in this case?

TRUDI	What about access to confidential data? I mean personal information about the staff. For example, can you find out how much your boss gets paid?
FRANK	Huh! I know exactly what my boss's salary is, without needing to ask a machine. But I see what you're getting at. All records are password-protected , and there's three levels of protection. An office dogsbody like me only knows the password for level one.
TRUDI	And that means there are some records you can't read?
FRANK	There are parts of each record I can't read, and there are parts I can read but I can't change. I'll show you. Er - now, whose...
TRUDI	Let me. P-E-N-N-Y, 'Return'.
FRANK	Oh no!

8.4 Document study

This is Frank Penny's record on the company database. Read it and answer the questions below.

8.5 Listen and read

Frank continues to demonstrate the personnel records on the computer system. Listen carefully to what he and Trudi say.

TRUDI	This is just the first screen, isn't it? It says 'screen one of three'. How do you move to the next one?
FRANK	This'll do to be going on with.
TRUDI	How do you amend it, then?
FRANK	Well - suppose I give myself some exam qualifications. You use the cursor control keys to cursor down to that line on the screen - when you get to the field that needs amending, you just key in the new data. So - er - like that. The thing is, of course, I can't write that to the disk - only Terry Cabe can do that, he's got a level-three password. Otherwise I could give myself all sorts of qualifications, couldn't I?
TRUDI	Hm. 'BTEC Business Studies' - is that your secret ambition? What does BTEC stand for?
FRANK	Oh, er - Business and Technical Education Council or some such thing! And then to delete it, you just hit the 'Delete' key and hold it down - it auto-repeats, of course.
TRUDI	Of course!

8.6 Reading for key words

8.7 Speaking practice: using the computer

Trudi Hoffmann now tries the computer, with Frank's help. Listen to what they say. Then listen again, and speak the part of Frank.

Planning to expand the system

8.8 Listen and read

Terry Cabe and George Harvey are visiting Eckener Verlag in Hamburg, to see how their computer system works. They are there as members of a working party on data processing. Listen to how they introduce themselves and compliment their hosts, and to how Terry Cabe corrects Emmy Wolff without making her feel silly.

GEORGE	My name's George Harvey, I'm the Sales Manager, based at our distribution centre in Telford; and this is Terry Cabe, our Personnel Manager.
DIETER	I'm Dieter Krauss, I'm really Terry's opposite number here in Hamburg , and Fraulein Emmy Wolff looks after our sales in Germany and now also in Central and Eastern Europe.
EMMY	Hello, how do you do - welcome to Hamburg.
TERRY	May I say how delighted we are to be here and how much we're enjoying your hospitality.
GEORGE	That goes for me too.
DIETER	Good. So let's get started. The purpose of this meeting, as I'm sure you are all aware, is to exchange information about our data-processing systems so that hopefully we can agree on organisation standards and, in effect, have a single databank which we can all have access to.
EMMY	There would be other advantages too - off-spinners, I think you call them, Mr Harvey?
GEORGE	Off-spinners? I don't think I'm quite with you ...
TERRY	I think you mean spin-offs , Fraulein Wolff. But you're quite right, and that's an important point. All Bookmart personnel - executives, anyway - would enjoy the benefits of an integrated electronic office system: electronic mail, electronic conferencing.
DIETER	Electronic junk mail.
EMMY	We all know what to do with junk mail, I'm sure.

8.9 Listen and read

The meeting continues. Listen to what they say, and to how the two sides politely but firmly express their opposing points of view.

EMMY	I think we agree that a data-processing standard is desirable. But how are we going to implement this?
TERRY	Oh, call in a reliable firm of consultants. We don't have the expertise to set up a new system from scratch.
DIETER	But it's really not a question of starting from the beginning. We simply need to adapt our data formats , our procedures, so that they are compatible.
GEORGE	If I may say so, Herr Krauss, I think there's more to it than that. Not only are our present systems incompatible , they're obsolete as well - which is much worse. With the huge expansion in the market, I mean with the end of trade barriers and so on, we've got to invest in technology. We're publishers and book distributors, we don't have the know-how to buy and install a computer system ourselves.
EMMY	Oh, don't we? Our system was designed and installed by our own engineers in 1985 and it's worked very well. Let me show you this.

8.10 Reading for key words

What words in 8.9 show us the following?

8.11 Document study

Read the text below. Is it a magazine article about a new product, or is it an advertisement? Why is it not easy, at first, to be sure? What problem is NOBS intended to overcome?

NOBS NETWORK BREAKTHROUGH!

The PC Network

As the price of hard disks falls, any workgroup for PCs win almost certainly consist of more than one hard disk. The best network solution for PCs is the distributed file server , which combines distributed processing power, storage capabilities and file databases into a harmonious whole.

NOBS Network is the most user-friendly network for PCs . By allowing any computer to share its files with any other, it makes every computer both optionally a server and a network station. And by distributing the serving, it increases the speed and efficiency of the network. NOBS also saves money because you do not have to purchase expensive dedicated file-servers or hire a network administrator.

The Mixed Operating Systems Network

Many businesses with existing computer installations want to incorporate personal computers, so long as these can integrate to their mini or mainframe equipment. NOBS is a unique multi-operating system network, providing networking, peripheral sharing and file sharing between almost any hardware types and operating systems.

8.12 Making words

In English, you can use a number of nouns, or nouns and verbs, together, to form a group of words that behaves like a single noun. Some examples are:

a fact-finding visit
a cursor control key

These word groups still take a singular verb:

The fact-finding visit was a great success.
The cursor control key moves the cursor on the screen.

Look in the text of this lesson for word groups which mean the following:

8.13 Reading for key words

George Harvey and Emmy Wolff made a list of requirements for the new computer system. Look at the list (1-6) and read 8.11 again. If the NOBS network satisfies the requirement, tick the item. What words in 8.11 tell you this?

The new system must be:

It must work smoothly with:

Introducing new procedures

8.14 Document study

Frank and Trudi can now send each other messages electronically. Read the messages below. Find words or phrases that mean:

a non-starter something that has no chance of succeeding.

8.15 Listen and read

Frank telephones Trudi to talk about the changes to the system. Listen to what they say. What phrase does he use to try to 'bully' Trudi into agreeing with him?

TRUDI	Trudi Hoffmann.
FRANK	Trudi? This is Frank, in Telford. Hi, how are you?
TRUDI	Fine, thank you.
FRANK	Listen, I'm ringing about this crazy expense account idea that your boss has cooked up with my boss. I mean, you do agree, don't you - that it is crazy?
TRUDI	Well - no, I thought it made sense. I mean, the software we're using now can handle all the calculations - it'll even print the cheques.
FRANK	That's no good. Only Accounts can issue cheques!
TRUDI	Yes, but we're all on the same network, we can authorise the cheques and Accounts can issue them. The people who put in the claims still give us their bills and their credit-card receipts, so what's the problem?

8.16 Structure practice: emphasis

When Frank is trying to persuade Trudi to agree with him, he uses the emphatic:

You do agree, don't you?

You can use 'do' and 'did' with the base form of many verbs for emphasis:

You do know that he's already gone?
They did know because I told them.

Note that you do not use the past tense form of the main verb with 'did'. Now rewrite these sentences, adding 'do', 'does' or 'did' for emphasis:

8.17 Listen and read

George Harvey calls Frank in to give him some good news. Listen to what they say. How does Frank show that he doesn't want to seem to be too eager to agree?

GEORGE	Frank. Thanks for coming in. Do sit down. I've - er - got something to say that I'd like you to keep to yourself for a few days. You've been Assistant Supervisor now in Dispatch for - what, six months? Anyway, you seem to be doing a good job. Sadly, Elsie Donnell is retiring shortly, for health reasons. I was wondering whether you'd be interested in taking over.
FRANK	Well...
GEORGE	We've had our difficulties in the past , I know, but I've got complete confidence in you.
FRANK	I'd need to think it over.
GEORGE	Quite right! I ought to mention that the board have decided to upgrade the post from Supervisor to Assistant Dispatch Manager. The only thing is, you will have to do a two-year part-time stock-control course.
FRANK	I wouldn't mind doing that.
GEORGE	Good! I'll get the paperwork started.

8.18 Structure practice: -ing forms

If you want to refer to an action, activity or process, you can use a noun based on the '-ing' form of the verb:

She studied computing at university.
Writing is important in all business activity.

Some verbs have a related noun which is not like an '-ing' form of the verb, for example:

We waited for the arrival of the train.

English speakers prefer to use the related form (like 'preference'), rather than the '-ing' form (like 'preferring').
In the text below, change the verbs in brackets into noun forms. Use your dictionary to check if the verb has a related noun form. The first two have been done as an example.

Somebody has to be responsible for the efficient (a) [process] and (b) [pay] of expenses claims. With the (c) [set up] of new departments and the company's (d) [expand] into Central and Eastern Europe, Trudi finds the present (e) [proceed] too slow, and she is pressing for its (f) [computerise]. Frank's (g) [reject] of this (h) [propose] will no doubt be dropped when he realises that (i) [promote] to (j) [manage] status could mean (k) [have] an expense account of his own, and (l) [pay] for the (m) [entertain] of customers in expensive restaurants just by (n) [write] his (o) [sign] on a slip of paper.

8.19 Structure practice: have to and will have to

We use 'have to' when we talk about something that is always necessary: 'Anyone who wants to travel abroad has to have a passport.' We use 'will have to' when we talk about a particular occasion in the future: 'If you want to come abroad with us next month, you will have to get a passport.' Both of these mean 'must'.

In the following sentences, change 'must' to 'have to' or 'will have to':