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SYSTEM DESIGN - Coggle Diagram
SYSTEM DESIGN
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INPUT & OUTPUT DESIGN
quality of the output = quality of the input
garbage in, garbage out (GIGO)
-to ensure quality, accuracy, and timeliness of input data.
Data Entry Screens
Guidelines
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Provide a descriptive caption for every field, and show the user where to enter the data and the required or maximum field size
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- 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.
- Data entry - manually entered text, copying exactly what the person who filled out the feedback form has written.
Input & Data Entry Method
- Input technology has changed dramatically in recent years
- In addition to traditional devices and methods, there has been a rapid expansion of new hardware and ways to capture and enter data into a system
. Batch Input
- data entry is performed on a specified time schedule [ daily, weekly, monthly, or longer ]
Online Input
- batch input - used in specific situations
- but most business activity requires online data entry
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Output Technology
- Although business information systems still provide most output as screen displays and printed matter, technology is having an enormous impact on how people communicate and obtain information.
- This trend is especially important to firms that use information technology to lower their costs, improve employee productivity, and communicate effectively with their customers.
Internet based information delivery
- Millions of firms use the Internet to reach new customers and markets around the world.
- To support the explosive growth in e-commerce, Web designers must provide user-friendly screen interfaces that display output and accept input from customers.
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.
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.
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.
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Specialized forms of output
- An incredibly diverse marketplace requires many forms of specialized output and devices such as these:
- 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
Types Of Reports
- a report must include the information that a user needs
from a user’s point of view:
- too little information = no value
- too much information = confusing and difficult to understand
- essential goal when designing report - match the report to the user’s specific information needs
3 Types Of Reports
- Detail reports
- produces one or more lines of output for each record processed
- Exception 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
- 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
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
Report headers and footers
- Every report should have a report header and a report footer.
- The report header, which appears at the beginning of the report, identifies the report, and contains the report title, date, and other necessary information.
Page headers and 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.
Column spacing
- You should space columns of information carefully.
- A crowded report is hard to read, and large gaps between columns make it difficult for the eye to follow a line.
Field order
- Fields should be displayed and grouped in a logical order.
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.
- you can print a group header above the first detail line and a group footer after the last detail line in a group.
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.
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.
Input & Output Controls & Security
- A company must do everything in its power to protect its data.
- This includes not only the firm’s own information, but that of its customers, employees, and suppliers.
- Most assets have a value, but corporate data is priceless, because without safe, secure, accurate data, a company cannot function.
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.