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4.2 INPUT & OUTPUT DESIGN - Coggle Diagram
4.2 INPUT & OUTPUT DESIGN
INPUT DESIGN & TECHNOLOGY ISSUES
:pencil2: quality of the output = quality of the input
a) garbage in, garbage out (GIGO)
:pencil2: the best time to avoid problems is when the data is entered
:pencil2: to ensure the quality, accuracy, and timeliness of input data
:pencil2: Good input design requires attention to human factors as well as technology issues
GUIDELINES FOR DATA ENTRY SCREEN DESIGN
a) Data Entry Screens
guidelines
:<3: Restrict user access to screen locations where data is entered
:<3: 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
:<3: Require an ending keystroke for every field
:<3: Do not require users to type leading zeroes for numeric fields
:<3: Do not require users to type trailing zeroes for numbers that include decimals
:<3: Display default values so operators can press the ENTER key to accept the suggested value
:<3: Use a default value when a field value will be constant for successive records or throughout the data entry session
:<3: Display a list of acceptable values for fields, and provide meaningful error messages
:<3: Provide a way to leave the data entry screen at any time without entering the current record
:<3: Provide users with an opportunity to confirm the accuracy of input data before entering it
:<3: Provide a means for users to move among fields on the form
:<3: Design the screen form layout to match the layout of the source document
:<3: Allow users to add, change, delete, and view records
:<3: Provide a method to allow users to search for specific information
DATA CAPTURE VS DATA ENTRY
a) Data Capture
:red_flag: 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.
:red_flag: usually multiple choice answers / yes or no questions
:red_flag: the ability to extract data from particular text boxes in order to gather the most and least popular responses
b) Data Entry
:red_flag: manually entered text, copying exactly what the person who filled out the feedback form has written.
:red_flag: not possible for computers to completely automate handwriting and this can be a somewhat more costly procedure
INPUT AND DATA ENTRY METHOD
a) Batch Input
:tada: data entry is performed on a specified time schedule [ daily, weekly, monthly, or longer ]
:tada: example : a school enters all grades for the academic term in a batch
b) Online Input
:tada: 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)
:tada: example : Automatic teller machines (ATMs) that read data strips on bank cards
INPUT MASK AND VALIDATION RULES
a) types of data validation rules
:check: Sequence check
:check: Existence check
:check: Data type check
:check: Range check
:check: Reasonableness check
:check: Validity check
:check: Combination check
:check: Batch controls
OUTPUT TECHNOLOGY
a) Internet based information delivery
:recycle: To reach prospective customers and investors, companies also use a live or prerecorded Webcast, which is an audio or video media file distributed over the Internet.
:recycle: Many difference kind of platform for internet based information delivery.
(i) Email
(ii) Blogs
(iii) Instant Messaging
b) Printed reports
c) Specialized forms of output
:recycle: An incredibly diverse marketplace requires many forms of specialized output and devices
TYPES OF REPORTS
a) Detail reports
:black_flag: produces one or more lines of output for each record processed
:black_flag: detail line - each line of output printed
:black_flag: example : an employee paycheck that has multiple output lines for a single record
b) Exception reports
:black_flag: displays only those records that meet a specific condition or conditions
c) Summary reports
:black_flag: Upper-level managers often want to see total figures and do not need supporting details
DESIGN REPORT PRINCIPLES
a) Report headers and footers
:warning: Every report should have a report header and a report footer.
b) Page headers and footers
:warning: Every page should include a page header, which appears at the top of the page and includes the column headings that identify the data.
:warning: 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.
c) Column heading alignment
:warning: example : Column headings are left-justified over maximum field widths
d) Column spacing
:warning: Columns should stretch across the report, with uniform spacing and suitable margins at top, bottom, right, and left.
e) Field order
:warning: Fields should be displayed and grouped in a logical order.
f) Grouping detail lines
:warning: it is meaningful to arrange detail lines in groups, based on a control field.
g) Repeating fields
:warning: User involvement is essential, but users often don’t know what they want without seeing samples.
h) Consistent design
:warning: Abbreviations used in reports also should be consistent.
:warning: Most assets have a value, but corporate data is priceless, because without safe, secure, accurate data, a company cannot function.
INPUT AND OUTPUT CONTROLS AND SECURITY
a) Output control & security
:fire: The IT department is responsible for output control and security measures
:fire: Many firms have responded to those concerns by installing diskless workstations.
b) Input control & security
:fire: Input control includes the necessary measures to ensure that input data is correct, complete, and secure.
:fire: Data security policies and procedures protect data from loss or damage, which is a vital goal in every organization.
