IT

Application Tools
◤ in Business

Educating Globally Competitive Filipinos

 Introduction
to
Data Processing
 ◤

Data Processing
Collection, manipulation, and
processing collected data for the
required use is known as data
processing.
◤
 ◤

1. Data collection
▪ Gathering raw data from various sources, such as surveys,
transactions, sensors, or customer feedback.

▪ The first stage of data collection involves gathering and discovering

raw data from various sources, such as sensors, databases, or
customer surveys.

Example:

▪ A hotel collecting guest check-in/out times, room preferences, and

feedback forms.
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2. Data Preparation

▪ The raw data is cleaned up, organized, and often enriched

for further processing.
▪ This stage involves checking for errors, removing any bad
data (redundant, incomplete, or incorrect), and enhancing
the dataset with additional relevant information from
external sources
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3. Data input
Presenting the processed data in a
readable format like graphs, tables, or
reports.
Example: Generating a dashboard showing
real-time website traffic.
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4. Data Processing

Applying algorithms and techniques to

manipulate and analyze the data.

Example: Aggregating sales data by region to

calculate total revenue.
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5. Data output and interpretation

Data Output :
Presenting the processed data in a user-friendly format.
Example: A bar chart showing quarterly revenue growth.

Data Interpretation :

Analyzing and deriving insights from the processed data to make

informed decisions.

• Example: Identifying that sales increase during specific months and

planning promotions accordingly.
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6. Data Storage

Saving the processed data for future use

or reference.

Example: Storing data in cloud-based

databases or on-premises servers.
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6. Data Storage

Saving the processed data for future use

or reference.

Example: Storing data in cloud-based

databases or on-premises servers.
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7. Feedback and Refinement

Reviewing the results and processes to refine
methods for future data processing cycles.

Example:
Identifying data collection gaps and improving
survey designs for better guest feedba
 Types
of
Data Processing
 ◤
Manual Data Processing
Data is processed manually without the use of machines or
automation

Steps: Data collection, calculation, sorting, and organization

are performed by individuals

Example:
▪ A receptionist manually recording guest check-ins in a
register.
• Manually calculating hotel revenue using paper records.
 ◤

Mechanical Data Processing

Machines such as typewriters, calculators, or mechanical
tabulators are used to process data.

Example:

• Using a mechanical calculator for accounting or payroll

tasks.

• Punch card systems for recording attendance in older

systems.
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Electronic Data Processing (EDP)

Computers and software are used to process large volumes of data

automatically.

Example:

• Analyzing sales data using spreadsheet software like Excel.

• Processing customer data using hotel management systems.

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Batch Processing
Data is collected, grouped, and processed in batches at
scheduled times.

Example:

▪ Processing monthly payroll for employees.

• Compiling and analyzing weekly sales data.

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Real-time processing
Real-time processing is essential for tasks that
require immediate handling of data upon receipt,
providing instant processing and feedback.

Example: GPS navigation systems rely on real-time

processing to offer turn-by-turn directions, adjusting
routes based on live traffic and road conditions to
ensure the fastest path.
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Online Processing
Data is processed via an online system connected to a
network.

Example:

▪ Cloud-based hotel management software storing and

processing guest details.

• Online inventory systems tracking real-time stock updates.

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Distributed Processing
Data is processed across multiple interconnected
systems or servers.
Example:
• A global hotel chain using distributed servers to
manage reservations from various branches.
• Online food delivery platforms coordinating orders
across regions.
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Cloud Data Processing
Cloud computing offers computing resources, such as
servers, storage, and databases, over the internet, providing
flexibility and scalability. This model enables users to access
and utilize computing resources as needed, without the
burden of maintaining physical infrastructure.
Example:
▪ Using cloud-based analytics tools to process and visualize
business data.
▪ Storing and processing guest feedback on platforms like
Google Cloud or AWS.
 ◤
Cloud Data Processing
Cloud computing offers computing resources, such as
servers, storage, and databases, over the internet, providing
flexibility and scalability. This model enables users to access
and utilize computing resources as needed, without the
burden of maintaining physical infrastructure.
Example:
▪ Using cloud-based analytics tools to process and visualize
business data.
▪ Storing and processing guest feedback on platforms like
Google Cloud or AWS.
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Multiprocessing (parallel processing)

Multiple processors or systems work simultaneously
to process data faster.

Example: Movie production often utilizes

multiprocessing for rendering complex 3D
animations. By distributing the rendering across
multiple computers, the overall project's completion
time is significantly reduced, leading to faster
production cycles and improved visual quality.
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Time-Sharing Processing
Multiple users share system resources to process data
simultaneously.
Example:
▪ A hotel's central reservation system accessed by
employees at different branches.
▪ Shared database systems used by multiple
departments in an organization.
 Expanded
◤ Data Processing Cycle

▪ 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.

▪ INPUT – In this step the initial data, or input data, are prepared
in some convenient form for processing. The form will depend
on the processing machine.

▪ PROCESSING – In this step the input data are changed, and

usually combined with other information, to produce data in a
more useful form.
 Expanded Data Processing Cycle
◤

▪ OUTPUT – Here the result of the preceding processing

steps is collected.
▪ Distribution – it refers to the distribution of the output data.
Recordings of the output data are often called report
documents.
▪ STORAGE – data processing results are frequently placed
in storage to be used as input data for further processing at
a later date.
 Areas
of
Data Processing
 ◤

Data Processing Operation

Data processing operations

refer to the various tasks or
activities carried out to
transform raw data into useful
information.
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1. Data Collection
The first operation in the data processing cycle is collecting raw data
from various sources.
Types of Data Collection:

• Surveys: Collecting responses from customers or employees.

• Sensors: Gathering real-time data from machines, devices, or IoT

(Internet of Things) systems.

• Manual Entry: Data input via human operators or customer

interactions.
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1. Data Collection (Continue)

Example (Hospitality):

Collecting guest information through a booking

system, including details like names, arrival dates,
and special requests.
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2. Data Entry
This operation involves inputting the collected data into a system or
database where it can be processed further. It may involve manual or
automated methods.
Key Methods:

• Manual Data Entry: Humans input data directly into systems (e.g.,
entering customer details into a booking form).

• Automated Data Entry: Data is automatically transferred from one

system to another through APIs or batch uploads.

Example (Hospitality): Entering guest booking details into the hotel’s

property management system (PMS).
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3. Data Cleaning
This operation ensures that the data is accurate, consistent, and free from
errors or duplicates.
• Removing Duplicates: Ensuring that duplicate entries are eliminated.

• Handling Missing Data: Filling in or removing records with missing

information.

• Error Correction: Fixing typographical errors or inconsistencies (e.g.,

correcting the format of dates).

Example (Hospitality): Correcting booking errors such as guest names

misspelled or invalid contact details, or removing duplicate guest records in
the system.
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4. Data Transformation
Data transformation involves converting the data from one format or structure into another.
Types of Transformation:

• Normalization: Standardizing numerical values to a specific scale.

• Categorization: Grouping data into predefined categories (e.g., age groups, room
types).

• Encoding: Converting categorical data into numerical codes (e.g., gender into 0 for
male and 1 for female).

Example (Hospitality): Converting guest check-in times from text format into a
standardized 24-hour format.
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5. Data Sorting

Sorting involves arranging the data in a specific order according to certain criteria or
attributes. Sorting makes it easier to analyze or extract meaningful insights from the data.

▪ Types of Sorting:

• Ascending or Descending: Sorting data in numerical or alphabetical order (e.g., from

lowest to highest price).

• Custom Sorting: Sorting by custom criteria, such as sorting guest data by preferred
room type or booking date.

Example (Hospitality): Sorting hotel reservation records by check-in dates to identify

upcoming arrivals.
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6. Data Aggregation
Aggregation refers to the process of combining data from multiple records into a single
value or summary. It is typically used for statistical analysis or reporting.

Types of Aggregation:

• Summation: Adding up values (e.g., calculating total revenue).

• Averaging: Calculating the average of values (e.g., average length of stay).

• Counting: Counting the number of occurrences of a specific event (e.g., number of

bookings per day).

Example (Hospitality): Aggregating guest satisfaction survey scores to calculate the

overall hotel rating.
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7. Data Integration
Data integration involves combining data from different sources to create a unified view.
This operation ensures that disparate datasets are brought together and can be used for
analysis.

Types of Integration:

• Data Merging: Combining data from multiple tables or systems into a single dataset.

• Data Linking: Connecting data records across different datasets (e.g., linking a guest’s
booking data with their loyalty program profile).

Example (Hospitality): Integrating guest booking information from online travel agencies
(OTAs) with internal hotel reservation systems for a consolidated view of bookings.
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8. Data Analysis
Data analysis involves examining and interpreting the processed data to uncover insights,
trends, and patterns. It is the core of the data processing cycle.

Techniques:

▪ Descriptive Analysis: Summarizing past data to provide insights (e.g., total sales for a
period).

▪ Predictive Analysis: Using historical data and algorithms to predict future trends (e.g.,
forecasting guest occupancy).

▪ Prescriptive Analysis: Recommending actions based on data patterns (e.g., adjusting

pricing during high demand periods).Example (Hospitality): Analyzing past booking data
to predict peak seasons for hotel room bookings.
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9. Data Reporting
Reporting involves presenting the processed and analyzed data in a way that is
understandable and actionable. Reports may be static (e.g., printed reports) or dynamic
(e.g., interactive dashboards).

Data Reporting Methods :

▪ Static Reports: Summarized information in documents or PDFs.

▪ Dashboards: Real-time, visual representation of key metrics using graphs, charts,

and tables.

Example (Hospitality): Generating daily occupancy reports and revenue metrics for
hotel management.
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10. Data Visualization

Data visualization is the graphical representation of data using charts, graphs,
maps, and dashboards. It helps to make complex data more accessible and
understandable.

Types of Visualizations:

• Bar Graphs: Comparing different categories or time periods.

• Line Charts: Showing trends over time (e.g., changes in room occupancy
rates).

• Pie Charts: Representing parts of a whole (e.g., market share distribution).

Example (Hospitality): Visualizing occupancy rates across different room typ

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11. Data Storage and Retrieval

Once the data has been processed, it needs to be

stored for future use and retrieval. This operation
involves placing data in appropriate storage systems
(e.g., databases, cloud storage) and ensuring it can be
accessed when needed.
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11. Data Storage and Retrieval

Storage Systems:

• Databases: Structured storage, typically using relational (SQL) or

non-relational (NoSQL) databases.

• Cloud Storage: Scalable storage solutions, such as AWS S3 or Google

Cloud Storage.

• File Systems: Storing data in flat files or directories.

Example (Hospitality): Storing guest reservation data in a hotel’s cloud

database, making it accessible for future bookings or audits.
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12. Data Security and Privacy

Ensuring the confidentiality, integrity, and availability of data is essential. This operation
involves applying security measures such as encryption, access control, and regular
audits.

Security Measures:

• Encryption: Encrypting sensitive data, such as guest payment details, to protect it

from unauthorized access.

• Access Control: Limiting access to data based on user roles.

• Audits: Regularly reviewing data access and usage for compliance with data privacy
regulations.

Example (Hospitality): Encrypting guest payment information and ensuring that only
authorized hotel staff can access the guest database.
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END