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4.2 INPUT & OUTPUT DESIGN - Coggle Diagram
4.2 INPUT & OUTPUT DESIGN
Data Entry Screens
Restrict user access to screen locations where data is entered
Provide a descriptive caption for every field, and show the user where to enter the data and the required or maximum field size
3.Display a sample format if a user must enter values in a field in a specific format - separator
Require an ending keystroke for every field
Do not require users to type leading zeroes for numeric fields
Do not require users to type trailing zeroes for numbers that include decimals
Display default values so operators can press the ENTER key to accept the suggested value
Use a default value when a field value will be constant for successive records or throughout the data entry session
Display a list of acceptable values for fields, and provide meaningful error messages
Provide a way to leave the data entry screen at any time without entering the current record
Provide users with an opportunity to confirm the accuracy of input data before entering it
Provide a means for users to move among fields on the form
Design the screen form layout to match the layout of the source document
Allow users to add, change, delete, and view records
Provide a method to allow users to search for specific information
Data Capture vs Data Entry
Data capture
- service in which data is captured via tick or check boxes and other items where areas are filled in with simple lines or shapes in order to get the right answer.
usually multiple choice answers / yes or no questions
the ability to extract data from particular text boxes in order to gather the most and least popular responses
Data entry
- manually entered text, copying exactly what the person who filled out the feedback form has written
not possible for computers to completely automate handwriting and this can be a somewhat more costly procedure
Input & Data Entry Method
A. BATCH INPUT
data entry is performed on a specified time schedule [ daily, weekly, monthly, or longer ]
example: batch input occurs when a payroll department collects time cards at the end of the week and enters the data as a batch
example : a school enters all grades for the academic term in a batch
B. ONLINE INPUT
Used in specific situations
Advantages
Immediate Validation
Availability of data
Popular online input method = source data automation
(combines online data entry and automated data capture using input devices such as RFID tags or magnetic data strips)
Source data automation is fast and accurate, and minimizes human involvement in the translation process
Many large companies use a combination of source data automation and a powerful communication network to manage global operations instantly
INPUT MASK & VALIDATION RULES
Sequence check
Existence check
Data type check
Range check
Reasonableness check
Validity check
Combination check
Batch controls
OUTPUT TECHNOLOGY
A. INTERNET BASED INFORMATION DELIVERY
Email
Employees send and receive e-mail on local or wide area networks, including the Internet.
Companies send new product information to customers via e-mail, and financial services companies use e-mail messages to confirm online stock trades
In many firms, e-mail has virtually replaced traditional memos and printed correspondence
Blogs
Web-based logs, called blogs, are another form of Web-based output
Because blogs are journals written from a particular point of view, they not only deliver facts to Web readers, but also provide opinions
Blogs are useful for posting news, reviewing current events, and promoting products
Instant messaging
This popular form of communication is another way for individuals and companies to communicate effectively over the Internet.
Although some users feel that it can be a distraction, others like the constant flow of communication, especially as a team member in a collaborative situation
B. PRINTED REPORTS
C. Specialized forms of output
Portable, Web-connected devices that can run applications, handle multimedia output, and provide powerful, multipurpose communication for users
Retail point-of-sale terminals that handle computer-based credit card transactions, print receipts, and update inventory records
TYPE OF REPORTS
B. EXCEPTION REPORTS
A. DETAIL REPORTS
C. SUMMARY REPORTS
DESIGN REPORTS PRINCIPLES
Report headers and footers
Page headers and footers
Column heading alignment
Column spacing
Field order
Grouping detail lines
Repeating fields
Consistent design
Input & Output Controls & Security
Output control & security
Output security protects privacy rights and shields the organization’s proprietary data from theft or unauthorized access.
First, limit the number of printed copies and use a tracking procedure to account for each copy
All sensitive reports should be stored in secure areas.
Input control & security
Input control includes the necessary measures to ensure that input data is correct, complete, and secure
You must focus on input control during every phase of input design, starting with source documents that promote data accuracy and quality
When a batch input method is used, the computer can produce an input log file that identifies and documents the data entered
