Modern Systems Analysis and Design Fifth Edition

1. Modern Systems Analysisand DesignFifth Edition Chapter 11 Designing Forms and Reports 11.1 Cis339

2. Learning Objectives • Explain the process of designing forms and reports and the deliverables for their creation • Discuss general guidelines for formatting forms and reports • Use color and know when color improves the usability of information • Learn how to effectively format text, tables and lists • Explain how to assess usability 11.2 Cis339

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4. Designing Forms and Reports Cis339

5. Designing Forms and Reports • System inputs and outputs are produced at the end of the analysis phase • Precise appearance was not defined during this phase (analysis phase) • Forms and reports are integrally (belong to or essential part of) related to DFD and E-R diagrams 11.5 Cis339

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7. Designing Forms and ReportsKey Concepts • Form • A business document that contains some predefined data and may include some areas where additional data are to be filled in • An instance of a form is typically based on one database record • It can be used for both input and output. • Report • A business document that contains only predefined data • A passive document for reading or viewing data and info for collection of items. • Typically contains data from many database records or transactions 11.7 Cis339

8. The Process of Designing Forms and Reports • It is a User-focused activity • which Follows a prototyping approach • Requirements determination • Who will use the form or report? • What is the purpose of the form or report? • When is the report needed or used? • Where does the form or report need to be delivered and used? • How many people need to use or view the form or report? 11.8 Cis339

9. The Process of Designing Forms and Reports • Prototyping • Initial prototype is designed from requirements • Users review prototype design and either accept the design or request changes • If changes are requested, the construction-evaluation-refinement cycle is repeated until the design is accepted 11.9 Cis339

10. Deliverables and Outcome • Design specifications of forms and reportsare the major deliverable and contain three sections: • Narrative(general) overview of the chars of user, tasks, system, and environmental factors. • Sample design of the form is shown. • Testing and usability assessment information. 11.10 Cis339

11. General Guidelines for the Design of Forms and Reports • Meaningful Titles, clear and specific titles and date (current and revision) • Meaningful Information, needed only should be displayed, info are usable without any modification. • Balance the layout, spacing margins. • Navigation easily, back and forward, page number (1 of 10) Cis339

12. General Formatting Guidelines for Forms and Reports • Highlighting • Use sparingly to draw user to or away from certain information • Blinking and audible tones should only be used to highlight critical information requiring user’s immediate attention • Methods should be consistently selected and used based upon level of importance of emphasized information 11.12 Cis339

13. Benefits from Using Color Soothes or strikes the eye Accents an uninteresting display Facilitates subtle (fine, difficult to perceive) discriminations in complex displays Emphasizes the logical organization of information Draws attention to warnings Evokes more emotional reactions Problems from Using Color Color pairings may wash out or cause problems for some users Resolution may degrade with different displays Printing or conversion to other media may not easily translate General Formatting Guidelines for Forms and ReportsColor versus No-Color 11.13 Cis339

14. General Formatting Guidelines for Forms and Reports • Displaying Text • Display text in mixed upper and lower case and use conventional punctuation • Use double spacing if space permits. If not, place a blank line between paragraphs • Left-justify text and leave a ragged right margin • Do not hyphenate words between lines • Use abbreviations and acronyms only when they are widely understood by users and are significantly shorter than the full text 11.14 Cis339

15. General Formatting Guidelines for Forms and Reports • Designing tables and lists • Use meaningful Labels • All columns and rows should have meaningful labels • Labels should be separated from other information by using highlighting • Re-display labels when the data extend beyond a single screen or page 11.15 Cis339

16. General Formatting Guidelines for Forms and Reports • Designing tables and lists (continued) • Formatting columns, rows and text • Sort in a meaningful order • Place a blank line between every five rows in long columns • Similar information displayed in multiple columns should be sorted vertically • Columns should have at least two spaces between them • Allow white space on printed reports for user to write notes • Use a single typeface, except for emphasis • Use same family of typefaces within and across displays and reports • Avoid overly fancy fonts 11.16 Cis339

17. General Formatting Guidelines for Forms and Reports • Designing tables and lists (continued) • Formatting numeric, textual and alphanumeric data • Right-justify numeric data and align columns by decimal points or other delimiter • Left-justify textual data. Use short line length, usually 30 to 40 characters per line • Break long sequences of alphanumeric data into small groups of three to four characters each • Paper versus Electronic Reports • Printer used for producing paper report needs to be considered in design • Use a prototyping process similar to designing a form 11.17 Cis339

18. Assessing Usability • Objective for designing forms, reports and all human-computer interactions is usability. • It refers to the following three characteristics: • Speed, can you complete a task efficiently? • Accuracy, does the output provide what you expect? • Satisfaction, do you like the output? • In other words, usability means that your designs assist, not delay or interrupt user performance. 11.18 Cis339

19. Assessing Usability • Usability: an overall evaluation of how a system performs in supporting a particular user for a particular task. • Usability Success Factors • Consistency: of terminology, formatting, titles, navigation, response time. • Efficiency: minimize required user actions. • Ease: self-explanatory outputs and labels. • Format: appropriate display of data and symbols. • Flexibility: maximize user options for data input according to preference. 11.19 Cis339

20. Assessing Usability • Measures of Usability (user friendliness) • Considerations when assessing usability: • Time to learn • Speed of performance • Rate of errors • Retention (remembering things) over time • Subjective satisfaction • In assessing usability you can collect information using one or more of these methods • Observation • Interviews • Keystroke capturing • Questionnaires 11.20 Cis339