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CHAPTER 4: SYSTEM DESIGN, Design Report Principles, 3 Types of reports,…
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Design Report Principles
- must be attractive, professional, and easy to read
- example: a well-designed detail report should provide totals for numeric fields
- good report design requires effort and attention to detail
- to produce a well designed report, the analyst must consider design features such as report headers and footers, page headers and footers, column headings and alignment, column spacing, field order and grouping of detail lines
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Page headers & footers
- Every page should include a page header, which appears at the top of the page and includes the column headings that identify the data
- The headings should be short but descriptive
- Avoid abbreviations unless you know that users will understand them clearly
- Either a page header or a page footer, which appears at the bottom of the page, is used to display the report title and the page number
Column spacing
- You should space columns of information carefully
- Columns should stretch across the report, with uniform spacing and suitable margins at top, bottom, right, and left.
- A crowded report is hard to read, and large gaps between columns make it difficult for the eye to follow a line
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Field order
- Fields should be displayed and grouped in a logical order
- For example, the report shown in Figure shows the detail lines printed in alphabetical order within store number, so the store number is in the left column, followed by the employee name
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Grouping detail lines
- Often, it is meaningful to arrange detail lines in groups, based on a control field.
- For example, using the department number as a control field, individual employees can be grouped by department
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Repeating fields
- Report design is an art, not a science.
- User involvement is essential, but users often don’t know what they want without seeing samples
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Consistent design
- Look and feel are important to users, so reports should be uniform and consistent.
- A system produces multiple reports, each report should share common design elements
3 Types of reports
1) Detail reports
- produces one or more lines of output for each record processed
- detail line - each line of output printed
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- figure shows a simple detail report of employee hours for a chain of retail stores
- one detail line prints for each employee
2) Expection reports
- displays only those records that meet a specific condition or conditions
- useful when the user wants information only on records that might require action, but does not need to know the details
- useful when the user wants information only on records that might require action, but does not need to know the details
- Figure shows an exception report that includes information only for those employees who worked overtime, instead of listing information for all employees
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3) Summary reports
- Upper-level managers often want to see total figures and do not need supporting details
- example : a sales manager might want to know total sales for each sales representative, but not want a detail report listing every sale made by them
- reports used by individuals at higher levels in the organization include less detail than reports used by lower-level employees
- For the personnel manager, a summary report such as the one shown in Figure would be useful
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DATA CAPTURE
- service in which data is capture 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
