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Chapter 7. Input Design. Objectives. Discuss the objectives of systems input designExplain the differences among data capture, data entry, and data inputExplain the differences between batch and online inputList and describe the different types of data validation checksDiscuss effective source document design.
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1. CIS 302 Introduction to Systems Analysis and Design
Input Design
2. Chapter 7 Input Design
3. Objectives Discuss the objectives of systems input design
Explain the differences among data capture, data entry, and data input
Explain the differences between batch and online input
List and describe the different types of data validation checks
Discuss effective source document design
4. Objectives Design input records
Discuss guidelines for effective screen design
Describe and design data entry screens, process control screens, graphical user interfaces, and Help screens
Explain input control techniques
5. Input technology has changed greatly
Output quality depends on input quality
Main objectives of input design
User-friendly interface
Input processes that ensure data quality, accuracy and timeliness Introduction
6. Definitions
Data capture
Identification and recording of source data
Data entry
Conversion of source data into a computer-readable form
Data input
Process by which the computer-readable source data enters the information system Input Design Objectives
7. Four main input design objectives
1. Select input media and methods
2. Develop efficient input procedures
3. Reduce input volume
4. Reduce input errors Input Design Objectives
8. Input media and data entry methods
Batch input method
Data entry is done over period of time
Collection (batch) of data is input at one time
Online data entry method
Also called direct data entry
Data is validated and available immediately Input Design Objectives
9. Input media and data input methods
Source data automation
Combines online data entry with online data capture
Uses magnetic data strips and swipe scanners
Common examples: ATMS, point-of-sale terminals, bar code readers, patient ID bracelets, libraries
Input Design Objectives
10. Develop efficient input procedures
Procedures
Must be efficient, timely, and logical
Must identify potential bottlenecks Input Design Objectives
11. Reduce input volume
Less volume means less time, effort, and cost
Four guidelines
1. Input necessary data only
2. Do not input data that can be retrieved from system files or calculated from other data
3. Do not input constant data
4. Use codes Input Design Objectives
12. TRADEOFF Should users ever enter retrievable data for verification purposes?
Online data entry allows immediate verification, but batch input methods do not
Batch input data can be verified by entering a second data item, such as a customer name in addition to a customer number, which must match a specific record when the data is input
Pros and cons: this method can detect invalid entries, but involves more time and expense
13. A KEY QUESTION Should Prowler Products change to an online data entry system?
Pros: improved data accuracy, customer satisfaction, and company image
Cons: more expensive
Are these valid reasons to change?
What cost-benefit issues should be analyzed?
What factors should be considered?
14. Reduce input errors
Fewer errors mean better data quality
Eight types of data validation checks
1. Sequence checks
2. Existence checks
3. Data type checks
4. Range checks
5. Reasonableness checks
6. Validity checks
7. Combination checks
8. Batch controls Input Design Objectives
15. Key Tasks in Input Design Six key tasks
1. Design data entry and input procedures
2. Design source documents for data capture, or devise other data capture methods
3. Design input data records
4. Design data entry screens
5. Design user interface screens
6. Design audit trails and system security measures
16. Source Document Design Source documents
Request and collect input data
Can trigger or authorize input actions
Provide a record of the original transaction
Form layout guidelines
Allow sufficient space
Offer clear instructions
Provide logical organization
Use captions effectively
17. Source Document Design Form zones
Heading zone
Control zone
Instruction zone
Totals zone
Authorization zone
Source documents can be external or internal
18. Input Record Design Input record layout chart
To design and document batch input records
Multiple record designs are used for transactions that involve constant and repeating data
Constant fields (non-repeating data)
Repeating fields
19. Input Record Design Information flow on a form
Should be logical and easy to follow
20. Input Record Design Information flow on a form
Should be logical and easy to follow
Poor design results in forms that are difficult to use, time-consuming, and prone to error
21. Screen Design Effective screen design guidelines
1. Screens should be attractive and uncluttered
2. Information on a single screen should be displayed in a meaningful, logical order
3. Screen designs should be consistent
4. Messages should be specific, understandable, and professional
5. Messages should remain on the screen for an appropriate period of time
22. Screen Design Effective screen design guidelines
6. Special effects should be used sparingly
7. Users should receive feedback
8. Screen designs should be documented and approved as soon as possible
23. Screen Design Data entry screen design
Guidelines
1. Restrict user access to screen locations where data is entered
2. Provide a descriptive caption for each field and show the user where to enter the data
3. Show a sample format if one is required
4. Require ending keystroke for every field
5. Do not require users to enter special characters
24. Screen Design Guidelines
6. Do not require users to type leading zeroes or trailing spaces for alphanumeric fields
7. Do not require users to type trailing zeroes that follow a decimal point
8. Display default values that users can accept
9. Use default values for constant data
10. Display a list of acceptable values for fields with a limited number of valid choices
25. Screen Design Guidelines
11. Provide a way to leave the data entry screen without inputting the current record
12. Provide an opportunity to confirm the accuracy of input data before entering it
13. Provide a means to move among form fields in a standard, or in another, order
14. Design the screen form to match the layout of the source document
26. Screen Design Guidelines
15. Allow the operator to add, change, delete, and view records
16. Design a method to allow operators to search for a specific record
27. TRADEOFF When should input data be validated? Is it better to check the values as soon as each value is entered, or wait until all fields are input? What issues should be considered?
What type of field is involved, and does it affect other fields?
Can data be validated at time of entry?
Can missing data be obtained later?
Which method do users prefer?
28. A KEY QUESTION At Boolean Toys, should individual users be allowed to select data entry and validation methods, or should a standard method be required?
What are the pros and cons of allowing different validation methods in the same system?
29. Screen Design Process control screen design
Users can control system actions with interactive menus and prompts
Menu screens
Menus display a list of user-selectable options
30. Screen Design Process control screen design
Users can control system actions with interactive menus and prompts
Menu screens
Menus display a list of user-selectable options
Menu-driven system uses a hierarchy of main menus and submenus
Shortcut key combinations can be used in a menu design
31. Screen Design Process control screen design
Prompt screens
User types a response to a prompt
32. Screen Design Process control screen design
Prompt screens
User types a response to a prompt
Responses can include commands
33. Screen Design Process control screen design
Prompt screens
User types a response to a prompt
Responses can include commands
Structured Query Language (SQL) can be used
Question/answer screens can be used
Natural language techniques can be used, similar to Internet search engines
34. Screen Design Process control screen design
Combination screens
Menus and prompt screens can be combined effectively
35. Screen Design Graphical user interfaces
A GUI environment includes process control and data control
A GUI environment is easy to use
Common features
Menu bar
Toolbar
36. Screen Design Common features
Menu bar
Toolbar
Drop-down menus
37. Screen Design Common features
Menu bar
Toolbar
Drop-down menus
Dialog, text, and drop-down list boxes
38. Screen Design Common features
Menu bar
Toolbar
Drop-down menus
Dialog, text, and drop-down list boxes
Option (radio) buttons
39. Screen Design Common features
Menu bar
Toolbar
Drop-down menus
Dialog, text, and drop-down list boxes
Option (radio) buttons
Spin bars
40. Screen Design Help screen design
Several methods to obtain Help
Click a command button or toolbar
Press a special key
Context-sensitive Help
Provides Help on the task in progress
41. Screen Design Help screen design
Several methods to obtain Help
Click a command button or toolbar
Press a special key
Context-sensitive Help
Provides Help on the task in progress
User-selected Help
Hypertext
Uses links to display additional information on related topics
42. Screen Design Design guidelines
Provide a direct route for users to return to the program after Help is obtained
Title every Help screen
Use easy, simple, understandable Help text
Present attractive, uncluttered screens
Provide appropriate examples
Use hyperlinks
Include contact data for persons or departments responsible for assisting users
43. Input Control Measures to ensure that data is correct, complete, and secure
Effective source document design
Data validity checks
Batch input controls
Log files for rejected records
Audit trails
Data security measures, including encryption
Password and sign-on procedures
Records retention policies