Computer Application in Agribusiness Compiled By: Bizuayehu A (M.Sc.

Chapter One

Introduction to Computer

1. What is Computer?
A computer is an electronic device that can perform calculations and analysis at very high speeds. A
computer is an electronic device, operating under the control of instructions stored in its own
memory that can accept data (input), process the data according to specified rules, produce
information (output), and store the information for future use. A computer can be defined as an
electronic device capable of processing the data and producing the information.
A computer is a programmable machine designed to perform arithmetic and logical operations
automatically and sequentially on the input given by the user and gives the desired output after
processing.

Functionalities of a computer

Any digital computer carries out five functions in gross terms:

- Takes data as input

- Stores the data (instructions in its memory and use them when required.
- Processes the data and converts it into useful information.
- Generates the output
- Controls all the above four steps.

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Characteristics of Computer

The characteristics of computers that have made them so powerful and universally useful are speed,
accuracy, diligence, versatility and storage capacity.

1. Speed: Computers have the ability to perform routine tasks at a greater speed than human
beings. They can perform millions of calculations in seconds. Computer process data at an
extremely fast rate – millions of instructions per second in few seconds, a computer can
perform a huge task that a normal human being may take days or even years to complete.
The speed of a computer is calculated in Mhz.
2. Accuracy: Computer provides a high degree of accuracy. Computers are used to perform
tasks in a way that ensures accuracy. Besides efficiency, computer is accurate as well. The
level of accuracy depends on the instructions and the type of machine being used.
3. Diligence: Computers can perform the same task repeatedly & with the same accuracy
without getting tired. Computer being a machine does not suffer from the human traits of
tiredness and lack of concentration.
4. Reliability: Reliability is the measurement of performance of a computer, which is
measured against some predetermined standard for operation without any failure.
5. Storage capability: Computers can store large amount of information. Any item of data or
any instruction stored in the memory can be retrieved by the computer at lightning speeds.
The main memory of the computer is relatively small and it can hold only a certain amount
of information, therefore, the data is stored on secondary storage devices such as magnetic
tape or disks.
6. Versatility: Computer is versatile in nature. Computers are flexible to perform both simple
and complex tasks. It can perform multiple tasks simultaneously with great ease. For
example, at one moment it can be used to draft a letter, another moment it can be used to
play music an in between, one can print a document as well. All this work is possible by
changing the program.
7. Resource sharing: It made the sharing of costly resources like printer possible. Apart from
device sharing data and information can also be shared among group of computers, thus
creating a large information and knowledge base.
8. Cost effectiveness: Computers reduce the amount of paper work and human effort, thereby
reducing costs.

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Classification of Computers

Computers are classified according to the storage capacity, speed and the purpose for which they
are developed. Four major categories: micro, mini, mainframe and super computers.

1. Micro computers
Microcomputers are generally referred to as Personal Computers (PCs). They have smallest
memory and less power. They are widely used in day to day applications like office automation, and
professional applications.
A micro-computer is a small, low cost digital computer, which usually consists of a microprocessor, a
storage unit, an input channel and an output channel, all of which may be on one chip inserted into are
or several pc boards. IBM – pc, Pentium 100, ibm-pc Pentium 200 and Apple Macintosh are some of
the example of microcomputers.
Microcomputers include desktop, laptop and hand – held models such as PDAS (personal) digital
assistants.
Desktop computer: It is also known as personal computer (pc) is principally intended per
standalone use by an individual microcomputer typically consist of a system unit a display monitor,
a keyboard internal hard disk storage and other peripheral devices. Some of the major personal
computer manufactures are Apple, IBM, Dell and Hewlett Packard.
Laptop: A laptop is a portable computer that is a user can carry it around. Laptops are small
computer enclosing all the basic features of a normal desktop computer. The biggest advantage of
this computer is that one can use this computer anywhere and at any time, especially when are is
travelling.
Hand held computers: A hand-held, also called personal digital assistant (PDA), is a computer that
can conveniently be stored in a pocket and used while the user is holding it. PDAs are essentially
small portable computers and are slightly bigger than the common calculators. Some examples of
PDAs are Apple Newton, Casio Cassiopeia and Franklin ebook man.

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2. Mini computers
Mini computers are more powerful than the microcomputers. They have higher memory capacity
and more storage capacity with higher speeds. These computers are mainly used in process control
systems. They are mainly used in applications like payrolls, financial accounting, Computer aided
design etc.
The mini computer is a small digital computer whose process and storage capacity is lesser than that
of a mainframe, but more than that of microcomputer. Its speed of processing data is in between that
of a mainframe and a micro compute, generally, it is used as desktop device that is often connected
to a mainframe in order to perform the auxiliary operations. Mini computers are usually multi-user
systems, so these are used in interactive applications in industries, research organisation’s colleges
and universities. High – performance workstations with graphics I/o capability use mini computers.
Some of the widely used mini computers are PDP II, IBM (8000 series) and VAX 7500.

3. Mainframe computer

Main frame computers are very large computers which process data at very high speeds of the order
of several million instructions per second. They can be linked into a network with smaller
computers, microcomputers and with each other. They are typically used in large organizations,
government departments etc.

A mainframe is an ultra – high performance computer made for high – volume, processor –
intensive computing. It consists of a high end computer processor, with related peripheral devices,
capable of supporting large volumes of data processing systems and extensive data storage and
retrieval.

Mainframes are the second largest of the computer family, the largest being super computers.
Mainframe allows its user to maintain large information storage at a centralized location and be able
to access and process this data from different computers located at different locations. It is typically
used by large businesses and for scientific purpose. Examples of mainframe computers are IBM’s
E5000, VAX8000 and CDC6600.

4. Super computers
Super computer is the fastest, most powerful and most expensive computer which is used for
complex tasks that require a lot of computational power. Super computers have multiple processors
which process multiple instructions at the same time. This is known as parallel processing. These
computers are widely used in very advanced applications like weather forecasting, processing
geological data etc.

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Super computers are the special purpose machine, which are specially designed to maximize the
numbers of FLOPS (floating point operation per second). Any computer below one gigaflop/sec is
not considered a super computer. A super computer has the highest processing speed at a given time
for solving scientific and engineering problems. Essentially, it contains a number of CPU, that
operate in parallel to make it faster. Its processing speed lies in the range of 400 –10,000 MF LOP’s
(millions of floating point operation per second). The largest commercial use of super computers is
in the entertainment advertising industry, CRAY – 3, Cyber 205 and PARAM are some well-known
super computers.

1.2. Basic operations in Computer

A computer performs basically five major operations or functions irrespective of their size and
make. These are: -

1) It accepts data or instructions by way of input,

2) It stores data,
3) It can process data as required by the user,
4) It gives results in the form of output, and
5) It controls all operations inside a computer.
1. Input: This is the process of entering data and programs in to the computer system. You
should know that computer is an electronic machine like any other machine which takes as
inputs raw data and performs some processing giving out processed data. Therefore, the
input unit takes data from us to the computer in an organized manner for processing.

Fig. 1 Basic computer Operations

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2. Storage: The process of saving data and instructions permanently is known as

storage. Data has to be fed into the system before the actual processing starts. It is
because the processing speed of Central Processing Unit (CPU) is so fast that the data has to
be provided to CPU with the same speed. Therefore, the data is first stored in the storage
unit for faster access and processing. This storage unit or the primary storage of the
computer system is designed to do the above functionality. It provides space for storing data
and instructions. The storage unit performs the following major functions:
 All data and instructions are stored here before and after processing.
 Intermediate results of processing are also stored here.

3. Processing: The task of performing operations like arithmetic and logical operations is
called processing. The Central Processing Unit (CPU) takes data and instructions from the
storage unit and makes all sorts of calculations based on the instructions given and the type
of data provided. It is then sent back to the storage unit.
4. Output: This is the process of producing results from the data for getting useful
information. Similarly, the output produced by the computer after processing must also be
kept somewhere inside the computer before being given to you in human readable form.
Again the output is also stored inside the computer for further processing.
5. Control: The manner how instructions are executed and the above operations are
performed. Controlling of all operations like input, processing and output are performed by
control unit. It takes care of step by step processing of all operations inside the computer.

1.3. Components of Computer

Computer components are divided into two major categories namely hardware and software.
Hardware is the machine itself and its connected devices such as monitor, keyboard, mouse etc.
Software are the set of programs that make use of hardware for performing various functions.
Any kind of computers consists of Hardware and Software.
Hardware: The physical components of the computer are known as ―Hardware. It refers to the
objects that we can actually touch. Ex: input and output devices, processors, circuits and the cables.

Software: Software is a program or set of instructions that causes the Hardware to function in a
desired way. The basic difference between the Hardware and Software is just the same as that exists
between TV and TV studio. Without TV studio (software) from where the programs are telecast, the
TV (Hardware) is a dead machine.

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Hardware
Computer hardware is the collection of physical elements that constitutes a computer system.
Computer hardware refers to the physical parts or components of a computer such as the monitor,
mouse, keyboard, computer data storage, hard drive disk (HDD), system unit (graphic cards, sound
cards, memory, motherboard and chips), etc. all of which are physical objects that can be touched.

Hardware, in the computer world, refers to the physical components that make up a computer
system. There are many, many different kinds of hardware that can be installed inside and
connected to the outside of a computer. However, there are several standard pieces of hardware that
can be found as part of nearly every computer:

 Input Devices - Keyboard, Mouse.

 CPU - (Brain) Named on model: 80286, 80386, 80486, Pentium, P-II, Core 2 Duo.
 Output Devices - VDU/Screen, Printer
 Memory - RAM - Active, temporary ROM - Permanent.
 Ancillary Storage devices: Floppy, Hard Disk, CD ROM, Tapes etc.
 Scanner, Modem, Digital Camera, Video adopter, Computer Projector, Slide maker,
etc.

1. Input Devices
Input device is any peripheral (piece of computer hardware equipment to provide data and control
signals to an information processing system such as a computer or other information appliance.
Input device Translate data from form that humans understand to one that the computer can work
with. Most common are keyboard and mouse.

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Example of Input Devices: -

1. Keyboard 2. Mouse (pointing device) 3. Microphone

4. Touch screen 5. Scanner 6. Webcam
7. Touchpads 8. MIDI keyboard 9.
10. Graphics Tablets 11. Cameras 12. Pen Input
13. Video Capture Hardware 14. Microphone 15. Trackballs
16. Barcode reader 17. Digital camera 18. Joystick
19. Gamepad 20. Electronic Whiteboard 21.
Note: The most common use keyboard is the QWERTY keyboard. Generally standard
Keyboard has 104 keys.

2. Central Processing Unit (CPU)

A CPU is brain of a computer. It is responsible for all functions and processes. Regarding
computing power, the CPU is the most important element of a computer system.

The CPU is comprised of three main parts:

1.Arithmetic Logic Unit (ALU): Executes all arithmetic and logical operations.
Arithmetic calculations like as addition, subtraction, multiplication and division. Logical
operation like compare numbers, letters, or special characters.

2. Control Unit (CU): controls and co-ordinates computer components.

1. Read the code for the next instruction to be executed.

2. Increment the program counter so it points to the next instruction.
3. Read whatever data the instruction requires from cells in memory.
4. Provide the necessary data to an ALU or register.
5. If the instruction requires an ALU or specialized hardware to complete, instruct the
hardware to perform the requested operation.

3. Registers: Stores the data that is to be executed next, "very fast storage area".

Primary Memory

4.RAM: Random Access Memory (RAM) is a memory scheme within the computer
system responsible for storing data on a temporary basis, so that it can be promptly accessed
by the processor as and when needed. It is volatile in nature, which means that data will be
erased once supply to the storage device is turned off. RAM stores data randomly and the
processor accesses these data randomly from the RAM storage. RAM is considered "random
access" because you can access any memory cell directly if you know the row and column that
intersect at that cell.
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2. ROM (Read Only Memory): ROM is a permanent form of storage. ROM stays active regardless
of whether power supply to it is turned on or off. ROM devices do not allow data stored on them to
be modified.

Secondary Memory

Stores data and programs permanently: its retained after the power is turned off

1.Hard drive (HD): A hard disk is part of a unit, often called a "disk drive," "hard drive," or
"hard disk drive," that store and provides relatively quick access to large amounts of data
on an electromagnetically charged surface or set of surfaces.

2.Optical Disk: an optical disc drive (ODD) is a disk drive that uses laser light as part of
the process of reading or writing data to or from optical discs. Some drives can only read from
discs, but recent drives are commonly both readers and recorders, also called burners or writers.
Compact discs, DVDs, and Blu-ray discs are common types of optical media which can be read and
recorded by such drives. Optical drive is the generic name; drives are usually described as "CD"
"DVD", or "Bluray", followed by "drive", "writer", etc. There are three main types of optical media:
CD, DVD, and Blu-ray disc. CDs can store up to 700 megabytes (MB) of data and DVDs can
store up to 8.4 GB of data. Blu-ray discs, which are the newest type of optical media, can store
up to 50 GB of data. This storage capacity is a clear advantage over the floppy disk storage
media (a magnetic media), which only has a capacity of 1.44 MB.

3. Flash Disk

A storage module made of flash memory chips. A Flash disks have no mechanical platters or access
arms, but the term "disk" is used because the data are accessed as if they were on a hard drive. The
disk storage structure is emulated.

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3. Output devices
An output device is any piece of computer hardware equipment used to communicate the results of
data processing carried out by an information processing system (such as a computer) which
converts the electronically generated information into human-readable form.

Example on Output Devices:

1. Monitor 2. LCD Projection Panels

3. Printers (all types) 4. Computer Output Microfilm (COM)
5. Plotters 6. Speaker(s)
7. Projector

Note: Basic types of monitors are a. Cathode Ray Tube (CRT). B. Liquid Crystal Displays (LCD).
c.light-emitting diode (LED).
Printer types: 1-Laser Printer. 2-Ink Jet Printer. 3-Dot Matrix Printer

Software
Software is a general term for the various kinds of programs used to operate computers and related
devices. Software is a generic term for organized collections of computer data and instructions,
often broken into two major categories: system software that provides the basic non-task-specific
functions of the computer, and application software which is used by users to accomplish specific
tasks.

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Types of software

Software is classified as system software and application software.

Fig 1.1 Types of software

A. System software

System software refers to the operating system and all utility programs that manage computer
resources at a low level. Operating system controls and manages the computing resources.
Examples of operating system: Windows, Unix, MSDOS, Linux, Mac.

System software is responsible for controlling, integrating, and managing the individual hardware
components of a computer system so that other software and the users of the system see it as a
functional unit without having to be concerned with the low-level details such as transferring data
from memory to disk, or rendering text onto a display. Generally, system software consists of an
operating system and some fundamental utilities such as disk formatters, file managers, display
managers, text editors, user authentication (login) and management tools, and networking and
device control software.

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Some example of system software are operating systems, device drivers, language translators and
system utilities.

1. Operating Systems (OS): The software that manages the resources of a computer system and
schedules its operation is called Operating system. The operating system acts as interface
between the hardware and the user programs and facilitates the execution of programs.
Generally, the OS acts as an interface between the user and the Hardware of the computer. i.e It
is a bridge between the user and the Hardware.

2. Device Drivers: are system programs, which are responsible for proper functioning of devices
every device, whether it is a printer, monitor, mouse or keyboard, has a driver associated with it
per its proper functioning. In modern operating systems, most hardware drivers, such as the
keyboard drivers, come with the operating system.

3. System Utility

System utility programs perform day to day tasks related to the maintenance of the computer
system they are used to support enhance, and secure existing programs and data in the computer
system.

4. Language Translators: Computer only understands a language consisting of operating system

is called machine language. Therefore, a program written in any other language should be
translated into machine language. The software that ―translates the instructions of different
languages is known as translators.

Depending on the programming language used language translators are divided into three major
categories. They are compilers, Interpreters and Assembler.

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B. Application software

Applications software comprises programs designed for an end user, such as word processors,
database systems, and spreadsheet programs. Application software makes computer popular and
easy to use. Common application software:

 Microsoft Word, WordPerfect

 PowerPoint
 Netscape, Internet Explorer
 Photoshop, Photo-Paint
 Quick Time
 Dreamweave

Application software is used to accomplish specific tasks other than just running the computer
system. Application software may consist of a single program, such as an image viewer; a small
collection of programs (often called a software package) that work closely together to accomplish a
task, such as a spreadsheet or text processing system; a larger collection (often called a software
suite) of related but independent programs and packages that have a common user interface or
shared data format, such as Microsoft Office, which consists of closely integrated word processor,
spreadsheet, database, etc.; or a software system, such as a database management system, which is a
collection of fundamental programs that may provide some service to a variety of other independent
applications.
Comparison Application Software and System Software
System Software Application Software
Computer software, or just software is a
general term primarily used for digitally stored Application software, also known as an
data such as computer programs and other application or an "app", is computer software
kinds of information read and written by designed to help the user to perform specific
computers. App comes under computer tasks.
software though it has a wide scope now.
Example: 1) Opera (Web Browser)
1) Microsoft Windows
2) Microsoft Word (Word Processing)
2) Linux
3) Microsoft Excel (Spreadsheet software)
3) Unix
4) MySQL (Database Software)
4) Mac OSX
5) Microsoft PowerPoint (Presentation Software)
5) DOS
6) Adobe Photoshop (Graphics Software)
Interaction: Users always interact with application software
Generally, users do not interact with system
while doing different activities.
software as it works in the background.
Dependency: System software can run independently of the Application software cannot run without the
application software. presence of the system software.

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1.4. Basics of Microsoft office

Microsoft Office is a software which was developed by Microsoft in 1988. This Office suite
comprises various applications which form the core of computer usage in today’s world. Microsoft
Office is a collection of applications and each application has a unique purpose and requirement.
Thus, the basic function of MS office is to allow all these applications to run in the system and help
us create meaningful documents. It is the basic software that is installed in the computer which
comprises multiple applications. To use these applications like Word, Excel, PowerPoint, etc. one
needs to know the functions and use of each of them.

The most commonly used MS Office tools

The following are the most commonly used Microsoft Office tools:

 Microsoft Word
 Microsoft Excel
 Microsoft Access
 Microsoft PowerPoint
 Microsoft Outlook
 Microsoft Publisher
Microsoft Office is a suite of desktop productivity applications that is designed specifically to be
used for office or business use. Microsoft Office was primarily created to automate the manual
office work with a collection of purpose-built applications.

Each of the applications in Microsoft Office serves as specific knowledge or office domain such as:

1. Microsoft Word: Helps users in creating text documents.

2. Microsoft Excel: Creates simple to complex data/numerical spreadsheets.
3. Microsoft PowerPoint: Stand-alone application for creating professional multimedia
presentations.
4. Microsoft Access: Database management application.
5. Microsoft Publisher: Introductory application for creating and publishing marketing
materials.
6. Microsoft OneNote: Alternate to a paper notebook, it enables an user to neatly
organize their notes.

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1. Microsoft Word
Microsoft word is a word processing program used to create and edit documents. It offers features
such as formatting, spell checking, grammar check, page layout options, tables, and the ability to
insert images and other media. It is widely used for creating letters, reports, essays, and other text-
based documents.

Important Features of Ms-Word

Ms-Word not only supports word processing features but also DTP features. Some of the important
features of Ms-Word are listed below:

i. Using word, you can create the document and edit them later, as and when required, by
adding more text, modifying the existing text, deleting/moving some part of it.
ii. Changing the size of the margins can reformat complete document or part of text.
iii. Font size and type of fonts can also be changed. Page numbers and Header and Footer can be
included.
iv. Spelling can be checked and correction can be made automatically in the entire document.
Word count and other statistics can be generated.
v. Text can be formatted in columnar style as we see in the newspaper. Text boxes can be made.
vi. Tables can be made and included in the text.
vii. Word also allows the user to mix the graphical pictures with the text. Graphical pictures can
either be created in word itself or can be imported from outside like from Clip Art
viii. Gallery. Word also has the facility of macros. Macros can be either attached to some
function/special keys or to a tool bar or to a menu.
ix. It also provides online help of any option.

2. Microsoft Excel

Microsoft Excel is a general-purpose electronic spreadsheet used to organize, calculate, and analyze
data. The task you can complete with Excel ranges from preparing a simple family budget,
preparing a purchase order, or managing a complex accounting ledger for a medium size business.

Microsoft Excel is a spreadsheet application used for organizing, analyzing, and manipulating
numeric and textual data. It provides a grid of cells arranged in rows and columns where users can
perform calculations, create charts and graphs, and perform data analysis. Excel is often used for
tasks like budgeting, financial analysis, and data management.

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Features of Excel

There are a number of features that are available in Excel to make your task easier. Some of the
main features are:

1. AutoFormat - lets you to choose many preset table formatting options.

2. AutoSum - helps you to add the contents of a cluster of adjacent cells.
3. List AutoFill - automatically extends cell formatting when a new item is added to the end of a
list.
4. AutoShapes toolbar- will allow you to draw a number of geometrical shapes, arrows,
flowchart elements, stars and more. With these shapes you can draw your own graphs.
5. Drag and Drop - feature will help you to reposition the data and text by simply dragging the
data with the help of mouse.
6. Charts - features will help you in presenting a graphical representation of your data in the
form of Pie, Bar, Line charts and more.
7. PivotTable - flips and sums data in seconds and allows you to perform data analysis and
generating reports like periodic financial statements, statistical reports, etc. You can also
analyze complex data relationships graphically.
8. Shortcut Menus - commands that are appropriate to the task that you are doing appear by
clicking the right mouse button.

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3. Microsoft PowerPoint

PowerPoint is a presentation program that allows users to create visually appealing slideshows. It
offers tools for designing and formatting slides, adding text, images, videos, animations, and
transitions. PowerPoint is widely used for creating professional presentations, teaching materials,
and business reports.

A PowerPoint presentation is a presentation created using Microsoft PowerPoint software. The

presentation is a collection of individual slides that contain information on a topic. PowerPoint
presentations are commonly used in business meetings and for training and educational purposes.

Microsoft PowerPoint is a software product used to perform computer based presentations. There
are various circumstances in which a presentation is made: teaching a class, introducing a
product to sell, explaining an organizational structure, etc. The preparation and the actual
delivery of each are quite different. PowerPoint typically comes with a set of preloaded themes
for you to choose from. These can range from simple color changes to complete format layouts
with accompanying font text. Themes can be applied through the whole presentation or a single
slide. Using the page setup allows you to optimize the presentation for the display size; for
instance, you should use a larger screen ratio when displaying on a projector compared to a
computer screen.

Features

PowerPoint software features and formatting options include a wizard that walks you through the
presentation creation process. Design templates---prepackaged background designs and font
styles that will be applied to all slides in a presentation. When viewing a presentation, slide
progression can be manual, using the computer mouse or keyboard to progress to the next slide,
or slides can be set up to progress after a specified length of time. Slide introductions and
transitions can be added to the slides.

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4. Microsoft Access

Microsoft access is a database management system that allows users to create and manage
relational databases. It provides tools for building tables, forms, queries, and reports to store and
retrieve information. Access is commonly used for creating small to medium-sized databases to
track and analyze data such as inventories, customer information, and sales records.

5. Microsoft Outlook

Outlook is an email client and personal information manager that helps manage emails,
schedules, tasks, and contacts. It enables users to send, receive, and organize emails efficiently.
Outlook also offers a calendar feature to schedule appointments, set reminders, and manage
meetings.

6. Microsoft Publisher

Microsoft Publisher is a desktop publishing software developed by Microsoft. It is commonly

used for creating various types of publications such as flyers, brochures, newsletters, and even
websites. Publisher provides users with an intuitive interface and a wide range of templates,
making it easy to create professional looking documents without the need for advanced design
skills.

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