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.
- Input
- Processing
- 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.
