Unit III: Computer software (8 Hours)

Program:-
A program is an organized list of instructions that, when executed, causes the computer to behave in a
predetermined manner. Without programs, computers are useless. So program can be further defined as a series
of commands and executable files that produce results.

PC Software:-
Software is a set of programs that are available for execution in a computer system and also controls the
functioning of the computer system. In software, a program is a logical collection of instruction which is
required to perform a specific type of job. Software can be classified as:-

1. System Software
2. Application Software

System Software:-
System software is general programs written for computer system and provides the environment to
operate the computer system and to develop generation software. That means the software required to run
different hardware components is system software. It makes the use of computer system easy and efficient. It
helps to provide an interface between the users and hardware. It can be further classified as

1. Operating System (OS):- An operating system is an organized collection of software that controls the
overall operations of the computer system and act as an interface between the computer user's and
computer hardware. Examples of operating system are DOS, Windows 95, 98, Me, XP, UNIX, LINUX,
Windows Server, etc.

2. Language Processor / Language Translators:- The software system which translates the programs
written in assembly or high level language into a program that can be understood by computer system
(program in Machine Language) is known as language processor. Examples of Language Processor are
a. Assembler:- It translates an assembly language program into machine language form.
b. Compiler:- It translates a program written in high level language into a machine language program.
The complier compiles the whole program at a single pass.
c. Interpreter:- It also converts the high level language program into machine language program but
it translates the program line by line.
3. Utility Programs:- They performed very specific task related to manage the resources of computer system
such as hard disk, printer or any other device. They can be installed or removed separately. Some of the
utility programs provided by windows operating system are scan disk, de-fragmentation.

Application software:-

Application software's are specific purpose programs developed by programmers or software developer
using any programming language to solve a specific type of problem. These software's are generally designed
according to the user requirements. Some of the commonly used generation software's are:

1. Word Processor Software:- They help to perform word processing activities. They provide facilities to
create document, modified it, save it and to print on the paper. They also provide facilities to make
 document attractive by changing font size and font style, by inserting images or pictures, etc. for example
MS-Word, Word Star, Word Perfect, etc.

2. Spreadsheet Software:- A spreadsheet is a very large predefined table arrange in rows and columns.
Spreadsheet software is generally used for numerical data. They also provide facilities to create graphs,
summary reports and many more. For example MS-Excel, Lotus 123, etc.

3. Presentation Software:- Presentation software permits the user to create presentation that combine text,
numbers, graphics, sound and animation. These software normally used by persons involved in business
or teaching field. It makes the communication more effective and attractive. For e.g. MS-PowerPoint,
Freelance, etc.

4. Database Software:- They are basically used to maintain records of any organization in a tabular form.
They provide facilities to create databases, insert new records into the database, delete existing records,
modifying records and selecting records according to user requirements. For e.g. dBase, FoxPro, MS-
Access, ORACLE, SQL Server, etc.

5. Accounting Software:- Accounting software provides facilities for performing account related operation.
Commonly used accounting software are Tally, Tata Ex, etc.

6. Engineering Software:- Engineering software are used for engineering drawing such as to draw the
design of a building, bridge, road, etc. They are also called CAD/CAM software (Computer Aided
Designing/ Computer Aided Manufacturing). For e.g. Auto CAD.

Characteristics of software
 Intangibility: Software is not a physical entity; it exists as a logical set of instructions.
 Customizability: It can be tailored to meet specific user or business requirements.
 Functionality: Software performs specific tasks, from basic calculations to complex business
operations.
 Scalability: Software can be modified or expanded to handle increased workloads or new features.
 Quality Attributes: Software is judged based on reliability, efficiency, usability, maintainability, and
security.
 Non-wearability: Unlike hardware, software does not degrade physically but may require updates and
maintenance to remain effective.
 Dependency: It relies on compatible hardware to execute its functions.
 Automation: Software enables the automation of manual processes, enhancing efficiency and reducing
human effort.

OPERATING SYSTEM
What is operating system (OS)?
 Operating system is system software that acts as an interface between the computer peripherals and its
users.
  It is the collection of programs that controls the overall operation of computer
 It is the first program loaded when computer is turned on.
 So, operating system provides an environment to operate computer hardware and to run other application
software.
 It managed the resources of computer system and schedules its operations.

Main types of OS
1. On the basis of mode of use
2. On the basis of processing mode
3. On the basis of user interface

On the basis of mode of use

1. Single User Operating System:
 allows only one user to run program at a time
 MS-DOS (Microsoft Disk Operating System) and PC-DOS are single user operating systems
 installed and useful for small PCs
 Supports only one program at a time
2. Multi User Operating System:
 allows two or more concurrent users to run different programs at the same time in time-sharing
 In this system, each operator has a time slice to accomplish his or her process using processor
 For example: UNIX, LINUX, Windows 2000, MVS, etc

On Basis of Processing Mode

1. Batch Processing OS:
 Used on early mainframe computer where batch/group of jobs are setup so that they can be feed
to the computer system without user’s intervention.
 Data are recorded into a punched card and provide to system as input
2. Multiprocessing OS:
 also called a parallel processing system
 supports more than two or more processing at the same time and enables several programs to run
concurrently
 also refers to the utilization of multiple CPUs in a single computer system
 Examples: UNIX, LINUX, Windows 2000
3. Multitasking:
 allows more than two programs to execute two or more tasks (i.e. a task being a program)
concurrently
 multiprocessing and multitasking are often used interchangeably
 however multiprocessing implies two or more CPUs in a single system whereas multitasking does
not imply
 Types: Preemptive & Cooperative
 Preemptive
 the preemptive multitasking operating system parcels out CPU time slices to each program
 OS/2, Windows 95, Windows NT, UNIX, Windows 2000, etc. are the preemptive
multitasking operating system
 Cooperative
 in the cooperative multitasking operating system each program can control the CPU for as
long as it needs
 Microsoft Windows 3.x and MultiFinder are cooperative multitasking operating system
4. Multithreading:
 Multi tasking within a single program
 allows multiple streams of execution to take place concurrently within the same program, each
stream processing a different transaction or message
 the programs must be designed in such a way so that all threads can run at the same time without
any interfering with each other
 Examples: UNIX, LINUX, Windows
5. Real-time:
 A multitasking operating system proposed for real-time applications is known as real-time
operating system.
 It is a master control program that can provide immediate response to input signals and transactions
 online processing and responds to input immediately
 UNIX, LINUX, Windows
Application of real time system
 Airline reservation and railway reservation
 Banking System
 Industrial Process Control System
 Multimedia System
 Police Inquiry system
 Robotic
 Traffic light control
 Under sea exploration
 Virtual reality
 Weapon Control System
6. Distributed OS:
 The operating system in which data is processed in several processors connected with
communication media is called distributed system
 The processor in a distributed system may be varying in size and functions eg. Small
microprocessors, workstations, minicomputers and large general purpose computer systems.
 Google system of Internet server is the best example of distributed system
 7. Embedded OS:
 Is designed to operate on some specific small machine such as Mobile, Robot, PDA

On the basis of User Interface

1. Command/ Character Based User Interface
 Traditional user interface
 OS provide the interactive terminal where user could enter the commands to interprets
 Eg Ms Dos
2. Graphical User Interface(GUI)
 User interact with the computer system using picture and graphs
 User sends the instruction by moving a pointer on the screen
 Eg Windows

Difference between GUI and CUI

GUI CUI
It is based on graphical user interface mode It is based on the command user interface
and instructions are given using graphical mode and instructions are given using
components like menu bar, toolbar etc. characters
It is graphical and user friendly and easy to It is more textual and less user friendly and
learn and operate difficult to operate and learn. User should
memorize the commands to operate the system
It is very common and we can preview the It is less common and impossible to preview
contents before print the contents like GUI
It uses keyboard ,mouse and other advance It uses only keyboard and not compatible with
devices other devices
It supports multi user and multiprocessing It does not support the multi programming and
system and it executes multiple programs multi user concept
simultaneously
E.g. Windows OS E.g. MSDOS

Functions of Operating System

OS acts as an interface between hardware and users. It controls the overall operations of computer. Some of the
main functions of Operating system are as follows:
1. Job Management: OS manages the jobs waiting to be processed. It recognizes the jobs, indentifies their
priorities, determines whether the appropriate main memory and secondary storage capability they require
is available and schedules and finally runs each job at the appropriate moment.
2. Data Management: OS manages the storage and retrieval of data. As the system software handles many
of the details associated with this process, such details are not a primary concern for users or programmers
writing application programs.
3. Virtual Storage Management: OS is used for virtual memory management. With this software, it is
possible to increase the capacity of main memory without actually increasing its size. This is accomplished
by breaking a job into sequences of instructions, called pages or segments, and keeping only a few of these
in main memory at a time; the remainder are kept on secondary storage devices. As a result large jobs can
be processed in small memory.
 4. Input/output Management: OS manages the input and output operation of computer. This applies to the
flow of data among computers, terminals and other devices such as printers. Application programs use the
operating system to handle input and output devices as needed.
5. Processor Management: A processor is a hardware device that is capable of executing a sequence of
instructions. The CPU of any computer system is called a processor. One of major task of an OS module
is to manage and schedule the tasks effectively and efficiently by the processor. The main activities of
processor management are job queuing, Job scheduling, keeping track of the status of each process etc.
6. Protection and Security: OS job is to secure data inside the memory of computer. Any one program does
not allow capturing data space of other program. OS maintains the memory of each job. The memory is
allocated for each job and is controlled. It protects hardware and software from improper use. Some large
operating system provides password also for the purpose of security.
7. Controlling Resources: The resources are controlled by OS. For example the printer is shared among
numbers of computers. Similarly, hard disk is shared such that maximum resources are utilized by OS.
8. User Interface: The user interface is the part of the operating system that allows you to communicate
with it so you can load programs, access files and accomplish other tasks. Three main types of user
interfaces are the command driven, menu driven and graphical user interfaces. The trend in user interfaces
for operating systems, operating environments and other software is moving away from the entry of brief
end user commands or even the selection of choices from menu options.

Ms Dos
 Microsoft Disk Operating System
 Tim Paterson developed this in 1980
 It has three essential files and many command files
 IO.SYS: reset the computer system and initialized all the fundamental input and output resources
attached to the computer system
 MSDOS.SYS: it acts as a bridge in between IO.SYS and application programs.
 COMMAND.COM: It reads the commands from the keyboard and interprets them into an
executable file.

Advantages/ Features of DOS

 It supports different disk like floppy, hard disks, CD
 It has flexible file locations
 It accepts input and output devices and redirects them for functions
 It initiates the concept of operation system during the time of booting.
 It is a small sized operating system

Disadvantages of DOS
 Has command line user interface
 Has limited features to work with modern computer system
 Does not accept advanced application programs
 Is a single user, single tasking operating system
 Not so user friendly like windows system even mouse
Booting
 Booting: Process of starting a computer
  Rebooting:-Rebooting is the process of restarting the computer system if there occurs any problem and it
is not working properly. In this situation, we say that computer is in hang mode. To reboot a system, we
have two options:
1. Warm Boot:-It is an easier and quicker option because the computer stays on power mode during re-
booting process. That means computer is rebooted without switching of it. To perform warm boot press
CTRL+Alt+Del key combination from the keyboard or use the reset button from the CPU box.
2. Cold Boot:-It is done by switching off the computer and then again switching on it. So, in this process
power supply is cut off for a small duration.

Dos Commands
 Instructions given to any computer system to perform any work are DOS commands
 Dos Commands are categorized into two type’s internal and external commands
a. Internal Commands
b. External Commands
Internal Command
 The internal commands of DOS are packed in command interpreter(command.com) file.
 It can be executed from any DOS prompt because each of the internal commands are memory resident.
 As long as the computer is running, we are ready to give internal commands
 Some of the examples of internal commands are DIR, CLS, COPY etc.
External Commands
 The external commands are not present in command interpreter.
 It is called from data sources of any other folders.
 These commands have exe or com extension
 The drive must read the contents of each file before execution.
 They are non memory resident

File:-
File is the collection of data and information that is stored in a disk. The information may be in the form of
alphabets, digits, special symbols, sound, images, animation, movies, etc. There may be any no. of files (limited
by the size of the hard disk) in a computer system and they are different from each other with a help of a unique
filename.

Rules for naming the filename:-

 The filename in DOS has two parts; primary name and extension name separated by the dots (.). The
extension name is used to identify the type of the file whereas primary name is the actual filename.
 The primary name must be 1 to 8 characters long whereas extension name may has 0-3 characters and it
is optional.
 The first character of the filename must be an alphabet.
 A space is not allowed within a filename.
 A filename can includes any of the following characters:
 A-Z, a-z, 0-9, $, &, # (hash), @, !, %, ;, (,), {, }, _ (underscore), ~ (tild), etc.
 Other symbols such as: *, ’, :, /, +, -, \, etc cannot be used in the filename.
 Reserved words such as MD, CD, RD, COPY CON, etc cannot be used as filename.
Windows
 Very popular user friendly operating system
 created by Microsoft in the early 1990's
 progressed along two converging lines since that time: One line of operating systems was intended and
designed for home use; the other for an office environment
 a Graphical User Interface (GUI)
 designed to make operating your computer and easy
 Programs, files and other resources are represented graphically in windows
 generally accessed by using a mouse and clicking or double clicking on the item
 Most resources in windows are accessed through the "DESKTOP"
 Has really become a superior operating system of all.
i. Windows 7
ii. Window Vista
iii. Window XP
iv. Window 2000
v. Window NT
vi. Window 98
vii. Window Server
Advantages and disadvantages of Windows:
Advantages:
o has graphic user interface so need not to memorize the tough commands like in DOS
o can run two or more programs at a time
o allows two or more users to work at a time
o runs with a mouse so it’s very user friendly
o Very easy to exchange data/information between the programs
Disadvantages:
o needs a strong computer knowledge to setup in the computer
o takes a lot of RAM and memory space in the computers

System tools of window

System tools are the tools of window that are responsible for increasing the efficiency of the window operating
system
Scan Disk
 It checks and repairs file systems errors on a disk drive
 It has the ability to detect and (if possible) recover from physical errors on the disk.
Disk Cleanup
 Designed to free up disk space on computer users' hard drive
 The cleanup process firstly involves searching and analyzing the hard drive for files that are no longer of
any use.
 It then proceeds to remove the unnecessary files, freeing up disk space on the hard drive
Disk Defragmenter
 Is a utility in Microsoft Windows designed to increase access speed by rearranging files stored on a disk
to occupy contiguous storage locations
  Minimizes head travel, which reduces the time it takes to read files from and write files to the disk

Application of Software Across Industries

Software plays a crucial role in enhancing efficiency, productivity, and innovation across various industries.
Here are some key examples:

1. Finance and Banking

o Accounting Software: Tools like QuickBooks and Tally streamline financial transactions, tax
calculations, and audits.
o FinTech Apps: Mobile banking, payment gateways, and trading platforms enable real-time
financial services.
2. Healthcare
o Electronic Health Records (EHR): Digital records improve patient data management.
o Telemedicine Platforms: Apps like Practo facilitate remote healthcare services.
3. Retail and E-commerce
o Inventory Management Software: Tracks stock levels and supply chains.
o E-commerce Platforms: Tools like Shopify power online stores and payment processing.
4. Manufacturing
o Enterprise Resource Planning (ERP): Integrates production, inventory, and logistics.
o Computer-Aided Design (CAD): Used for product design and prototyping.
5. Education
o Learning Management Systems (LMS): Platforms like Moodle support online learning and
resource sharing.
o Virtual Classrooms: Video conferencing tools enable remote education.
6. Tourism and Hospitality
o Booking Systems: Manage hotel reservations and travel itineraries.
o Customer Relationship Management (CRM): Helps personalize customer experiences.
7. Media and Entertainment
o Editing Software: Tools like Adobe Premiere for video production.
o Streaming Platforms: Algorithms recommend personalized content.
8. Agriculture
o Farm Management Software: Monitors crop yield, weather conditions, and resource usage.
o Drones and IoT Tools: Software enables precision farming.

Enterprise Software: ERP Systems (Applications of SAP, Oracle)

Enterprise Resource Planning (ERP) systems are integrated software solutions that help businesses manage their
core operations such as finance, supply chain, human resources, and customer relationships. SAP and Oracle are
two of the most widely used ERP platforms in businesses worldwide.

 SAP ERP simplifies and modernises financial management by providing tools for handling everything from
accounts payable and receivable to expense and tax compliance. With real-time visibility into financial data,
businesses can make more informed decisions and keep up with regulatory requirements.
 Oracle ERP system is comprehensive software for managing business processes and functions, real-time
reporting, business intelligence, and business decisions. Oracle ERP Cloud SaaS software provides
advanced Generation 2 public cloud capabilities, including an advanced intelligent voice user interface (UI).

Applications of SAP and Oracle ERP

1. Finance and Accounting

 o Automates tasks like bookkeeping, budgeting, and financial reporting.
o Ensures compliance with tax regulations and auditing standards.
2. Supply Chain Management
o Tracks inventory levels, procurement, and logistics in real time.
o Optimizes supply chain operations to reduce costs and improve efficiency.
3. Human Resource Management (HRM)
o Manages employee records, payroll, recruitment, and performance evaluations.
o Offers self-service portals for employees to access personal information.
4. Customer Relationship Management (CRM)
o Helps businesses manage customer interactions and improve sales.
o Analyzes customer data to forecast demand and enhance service.
5. Production and Manufacturing
o Assists in planning production schedules and managing resources.
o Tracks production workflows to ensure timely delivery of goods.

Example Use Cases

 SAP: Used by multinational companies like Coca-Cola for supply chain management and financial
reporting.
 Oracle: Used by companies like Zoom to manage global operations and customer data efficiently.

These ERP systems streamline operations, enhance decision-making, and enable businesses to adapt quickly to
changing market conditions, making them essential for modern organizations.

Enterprise Software: CRM Software (Salesforce)

Customer Relationship Management (CRM) software helps businesses manage interactions with customers,
improve relationships, and enhance sales and service processes. Salesforce is one of the leading CRM
platforms, widely used across industries.

Applications of Salesforce CRM

1. Sales Management
o Tracks sales leads, opportunities, and deals in real-time.
o Automates tasks like follow-ups and sales reporting, boosting productivity.
2. Customer Support
o Centralizes customer queries through multiple channels (email, phone, chat).
o Uses AI-powered tools to provide personalized and timely support.
3. Marketing Automation
o Helps design and execute targeted marketing campaigns.
o Analyzes customer data to improve outreach and engagement strategies.
4. Analytics and Reporting
o Provides insights into customer behavior, sales trends, and campaign performance.
o Supports data-driven decision-making with customizable dashboards.
5. Mobile CRM
o Enables access to customer data and sales updates on-the-go, improving field productivity.

Example Use Cases

 Retailers use Salesforce to deliver personalized shopping experiences.

 Service providers use it to manage customer support tickets efficiently.
Salesforce CRM helps businesses enhance customer satisfaction, streamline operations, and increase sales,
making it a critical tool for managing customer-centric business processes.

Enterprise Software: Supply Chain Management (SCM) Software

Supply Chain Management (SCM) software helps businesses efficiently manage the flow of goods, information,
and finances across the supply chain—from raw materials to final product delivery. It streamlines operations,
reduces costs, and enhances customer satisfaction.

Applications of SCM Software

1. Inventory Management
o Tracks inventory levels in real-time, preventing overstocking or stockouts.
o Optimizes warehouse storage and logistics.
2. Procurement
o Automates the process of purchasing raw materials or goods.
o Manages supplier relationships and contract negotiations.
3. Logistics and Transportation
o Plans and tracks shipping routes to ensure timely delivery.
o Monitors transportation costs and delivery performance.
4. Demand Forecasting
o Analyzes historical data to predict future demand and prevent wastage.
o Aligns production with market trends.
5. Production Planning
o Schedules manufacturing processes and resource allocation efficiently.
o Ensures on-time production with minimal downtime.
6. Data Analytics and Reporting
o Provides insights into supply chain performance.
o Helps identify inefficiencies and areas for improvement.

Example SCM Software

 SAP SCM: Used for inventory tracking, logistics, and supplier collaboration.
 Oracle SCM Cloud: Offers end-to-end supply chain visibility and analytics.
 JDA (Blue Yonder): Focuses on advanced demand planning and optimization.

SCM software ensures smoother operations, reduces costs, and helps businesses stay competitive in a global
market.

Web-Based Software Applications: E-commerce Platforms

E-commerce platforms are web-based software applications that allow businesses to create and manage online
stores, enabling them to sell products and services digitally. These platforms provide tools for listing items,
processing payments, managing inventory, and more.

Key Features of E-commerce Platforms

1. Product Listing and Catalog Management

o Businesses can upload, organize, and showcase products with images, descriptions, and prices.
2. Secure Payment Processing
o Supports multiple payment methods (credit cards, e-wallets, UPI).
o Ensures secure transactions with encryption technologies.
 3. Inventory Management
o Tracks stock levels and updates them automatically with each sale.
4. Order Management
o Manages orders, shipping, and returns efficiently.
5. Customer Management
o Stores customer data for personalized recommendations and marketing.
6. Analytics and Reporting
o Tracks sales, traffic, and customer behavior to improve business strategies.

Popular E-commerce Platforms

 Shopify: Ideal for small and medium-sized businesses; offers easy-to-use templates and payment
solutions.
 WooCommerce: A plugin for WordPress that allows businesses to set up online stores.
 Amazon and eBay: Marketplace platforms for global reach and customer access.

E-commerce platforms make it easy for businesses to reach a wider audience, reduce operational costs, and
provide customers with the convenience of shopping online.

Web-Based Software Applications: Social Media Platforms

Social media platforms are web-based applications that enable individuals and businesses to connect, share, and
communicate with audiences globally. They play a significant role in marketing, networking, and customer
engagement.

Applications of Social Media Platforms

1. Marketing and Advertising

o Businesses use platforms like Facebook, Instagram, and LinkedIn to run targeted ad campaigns.
o Helps reach specific demographics based on location, interests, and behavior.
2. Brand Building
o Social media platforms help businesses establish an online presence through regular posts,
videos, and interactions.
o Engages audiences to build loyalty and trust.
3. Customer Engagement and Feedback
o Businesses can interact directly with customers through comments, messages, and live chats.
o Platforms like Twitter are often used for customer support.
4. Content Sharing
o Enables the sharing of blogs, videos, infographics, and product updates.
o Platforms like YouTube and TikTok are widely used for video marketing.
5. Networking and Recruitment
o LinkedIn connects businesses with professionals for hiring and partnerships.
6. Data Analytics
o Tracks user behavior, engagement rates, and ad performance to improve strategies.

Popular Social Media Platforms for Businesses

 Facebook: For advertising, community building, and content sharing.

 Instagram: Ideal for visual content and influencer marketing.
 LinkedIn: Focused on professional networking and B2B marketing.
Social media platforms are essential tools for businesses to engage customers, promote products, and drive
growth in the digital age.

Mobile Applications: Android, iOS, and Their Uses

Mobile applications, commonly called apps, are software designed for smartphones and tablets. They are built
for specific operating systems like Android (by Google) and iOS (by Apple) and serve various personal and
business needs.

Overview of Android and iOS

 Android: The most widely used operating system globally, offering apps through the Google Play Store.
 iOS: Apple's operating system known for security and quality, with apps available on the App Store.

Uses of Mobile Applications

1. Business and Productivity

o Apps like Microsoft Teams, Zoom, and Trello help with collaboration, communication, and
project management.
2. E-commerce
o Mobile apps such as Amazon, Flipkart, and Daraz allow users to shop online conveniently.
3. Finance and Banking
o Banking apps (e.g., PayPal, Google Pay) enable money transfers, bill payments, and account
management.
4. Education
o Learning apps like Duolingo, Coursera, and Khan Academy provide accessible online education.
5. Social Media and Entertainment
o Apps like Facebook, Instagram, YouTube, and Spotify offer social interaction and entertainment.
6. Healthcare
o Mobile apps like Fitbit and MyFitnessPal help track fitness, diet, and health metrics.
7. Gaming
o Mobile games (e.g., PUBG, Candy Crush) provide entertainment and recreational activities.
8. Navigation and Travel
o Apps like Google Maps and Uber assist in navigation and transportation.

Mobile applications have transformed how individuals and businesses operate, offering convenience, efficiency,
and global accessibility at their fingertips.

Custom vs. Off-the-Shelf Software

When businesses need software solutions, they can choose between custom software or off-the-shelf software.
Each has distinct features and benefits based on the organization’s needs.

Custom Software

Custom software is tailor-made to meet the specific requirements of a business.

Features and Benefits

1. Personalized Solution: Designed to address unique business needs.

2. Scalability: Can be expanded or modified as the business grows.
 3. Competitive Advantage: Provides exclusive features not available to competitors.
4. Integration: Easily integrates with existing systems.

Examples

 A hospital may develop custom software for patient record management.

 A logistics company might create custom tracking systems.

Off-the-Shelf Software

Off-the-shelf software is pre-built and available for general use by multiple businesses.

Features and Benefits

1. Cost-Effective: Cheaper than custom solutions as development costs are shared across users.
2. Quick Deployment: Ready to use immediately after purchase.
3. Wide Support: Comes with updates, documentation, and customer support.

Examples

 Microsoft Office for productivity tools.

 Tally for accounting.

Key Differences

Aspect Custom Software Off-the-Shelf Software

Development Time Longer Shorter
Cost Higher Lower
Flexibility Fully customizable Limited customization

Businesses choose between the two based on factors like budget, time, and specific requirements.

Off-the-Shelf Solutions for General Use

Off-the-shelf software solutions are pre-designed applications developed for a wide range of users and
industries. These are readily available, easy to use, and cater to common tasks like document creation, data
analysis, and presentations.

Examples of Off-the-Shelf Solutions

1. Microsoft Office Suite

o Applications: Word (word processing), Excel (spreadsheets), PowerPoint (presentations),
Outlook (email management).
o Uses:
 Businesses use Word for reports and contracts.
 Excel is essential for data analysis and financial modeling.
 PowerPoint creates professional presentations.
2. OpenOffice
o Applications: Writer (word processing), Calc (spreadsheets), Impress (presentations), Base
(databases).
o Uses:
  Offers a free, open-source alternative to Microsoft Office.
 Suitable for small businesses or students with limited budgets.

Benefits of Off-the-Shelf Solutions

1. Cost-Effective: No development costs, and some tools (e.g., OpenOffice) are free.
2. Ease of Use: User-friendly interfaces and pre-built features.
3. Quick Deployment: Ready to install and use immediately.
4. Support and Updates: Regular updates and customer support from developers.

These solutions are ideal for general office tasks and are widely used in education, business, and personal
settings for productivity and efficiency.

Choosing the Right Software for Business

Selecting the right software is crucial for business success as it impacts efficiency, cost, and growth. Here’s a
step-by-step guide to help businesses choose the most suitable software:

Key Factors to Consider

1. Business Needs and Goals

o Identify the specific problems the software needs to solve (e.g., accounting, customer
management).
o Align the software’s capabilities with the company’s goals.
2. Budget
o Determine how much the business can afford for software, including initial costs and ongoing
expenses like subscriptions or updates.
o Consider cost-effective options like open-source software for startups.
3. Scalability
o Choose software that can grow with the business to avoid frequent replacements.
4. Ease of Use
o Ensure the software is user-friendly and requires minimal training for employees.
5. Integration
o Check if the software can integrate with existing tools and systems.
6. Customization and Flexibility
o Look for software that allows customization to suit specific business requirements.
7. Vendor Reputation and Support
o Select reliable vendors with positive reviews and good customer support.
8. Data Security
o Ensure the software complies with data protection laws and offers robust security features.

Examples

 Small Businesses: Use off-the-shelf tools like QuickBooks for accounting or Microsoft Office for
productivity.
 Growing Enterprises: Invest in ERP systems like SAP or Oracle for comprehensive management.

Conclusion

Choosing the right software involves balancing cost, functionality, and long-term benefits. A well-chosen tool
can improve productivity, streamline operations, and help achieve business objectives effectively.
Software License Types and Legal Use of Software

When businesses or individuals use software, they need to understand software licenses to ensure they are
legally complying with the terms of use. A software license defines how the software can be used, distributed,
and shared.

Common Software License Types

1. Proprietary License
o Definition: The software is owned by the developer or company, and users must pay to use it.
o Examples: Microsoft Windows, Adobe Photoshop.
o Restrictions: Users cannot modify, distribute, or access the source code.
2. Open Source License
o Definition: The software’s source code is available for users to view, modify, and distribute.
o Examples: Linux, OpenOffice.
o Conditions: Users must often share improvements with the community and may need to credit
the original developers.
3. Freeware
o Definition: Software that is available for free, but the source code is not accessible.
o Examples: Skype, Adobe Acrobat Reader.
o Restrictions: Users cannot modify or redistribute the software.
4. Shareware
o Definition: Software that can be tried for free for a limited period, after which users must pay for
continued use.
o Examples: WinRAR, trial versions of many software.
o Conditions: Users can usually share the software with others, but need to purchase a license
after the trial period.
5. Subscription License
o Definition: Software is licensed for use on a subscription basis, typically with periodic
payments.
o Examples: Microsoft Office 365, Adobe Creative Cloud.
o Conditions: Access is limited to the duration of the subscription.

Legal Use of Software

 Adhere to Licensing Terms: Always follow the terms and conditions set out by the software license.
 Avoid Piracy: Using unlicensed or pirated software is illegal and can lead to fines or legal action.
 Respect Copyrights: Distribute, share, or modify software only if the license permits.
 Compliance: Businesses must ensure all their employees are using licensed software to avoid legal and
financial risks.

Conclusion

Understanding software licenses is essential to ensure the legal and ethical use of software, and to avoid risks
like legal action, fines, or security breaches. Always verify the type of license and comply with its conditions.