Chapter 19 Designing Accurate Data
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Transcript Chapter 19 Designing Accurate Data
Chapter 19
Designing Accurate
Data-Entry Procedures
Systems Analysis and Design
Kendall and Kendall
Fifth Edition
Major Topics
Data entry
Effective coding
Types of codes
Guidelines for coding
Validation methods
Check digits
Ecommerce accuracy
Kendall & Kendall
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Quality Data-Entry Objectives
The quality of data input determines
the quality of information output
Accurate data entry is achieved through
four broad objectives:
Effective coding
Effective data capture
Efficient data capture and entry
Assuring quality through validation
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Codes and Coding
Coding helps efficiency because
Data that are coded require less time to
enter
Coding helps to reduce the number of
items entered
Coding can help in sorting of data during
the data transformation process
Coded data can save valuable
memory/storage space
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Purpose of Coding
Besides providing accuracy and
efficiency, coding does the following:
Keeping track of something
Classifying information
Concealing information
Revealing information
Requesting appropriate action
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Types of Codes
Types of codes are
Simple sequence code
Alphabetic derivation codes
Classification codes
Block sequence codes
Cipher codes
Significant digit subsets
Mnemonic codes
Function codes
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Simple Sequence Code
Identify a person, place, or thing in
order to keep track of it
A number that is assigned to something
if it needs to be numbered
It has no relation to the data itself
Order Number
Product
5676
Rocking Chair
5677
Dining Room Table
5678
Love Seat
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Alphabetic Derivation Codes
A commonly used approach in
identifying an account number
The code becomes the account number
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Alphabetic Derivation Codes
First five digits come from the first five digits of
the subscriber's zip code
Next three are the first three consonants in the
subscriber's name
Next four numbers are the street address
Last three make up the code for the magazine
Code
68506KND7533TVG
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Format of Code
99999XXX9999XXX
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Advantages of Alphabetic
Derivation Codes
Advantages
Can have zip code in front for sorting
A requirement for bulk mailing
A magazine subscription may be used
weekly for mailing
Can verify a person calling about their
account
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Disadvantages of Alphabetic
Derivation Codes
Disadvantages
Names like ROE - become RXX
Street addresses like 12 OAK STREET code contains 1200
Changing name or address results in the
key field being changed
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Classification Information
Coding affords the ability to distinguish
between classes of items
Classes must be mutually exclusive
Classification Codes
Used to distinguish one group of data
with special characteristics from another
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Classification Information
Consist of either a single letter or a
number
A shorthand way of describing a person,
place, thing, or happening
Classification codes are listed in
manuals or posted so that users can
locate them easily
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Classification Codes
Use a single letter for a code
Code
I
M
T
C
D
S
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Tax Deductible Item
Interest Payments
Medical Payments
Taxes
Contributions
Dues
Supplies
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Classification Codes Problems
Code
I
M
T
C
D
S
B
P
N
X
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Tax Deductible Item
Interest Payments
Medical Payments
Taxes
Contributions
Dues
Supplies
Subscriptions
Computer
Insurance
Miscellaneous
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Block Sequence Codes
An extension of the sequence code
Advantages
That the data are grouped according to
common characteristics
The simplicity of assigning the next
available number (within the block) to the
next item needing identification
Can do inquiries on code beginnings
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Block Sequence Code
Code
100
101
102
200
201
202
300
301
400
401
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Name of Software Package
Netscape
Internet Explorer
Lynx
Access
Paradox
Oracle
Word
WordPerfect
Astound
Micrograf Designer
Type
Browser
Database
Word Processing
Presentation
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Cipher Codes
Codes may be used to conceal or
disguise information
Cipher Codes
Direct substitution of one letter for
another, one number for another, or one
letter for a number
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Cipher Codes
Code Meaning
B
1
Style Code
L
2
E
3 GOLDEN’S
A
4 202-395-40
C
5 BIMC
H
6
M
7 Size 12
I
8 $25.00
N
9
D
0
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Revealing Information
Sometimes it is desirable to reveal
information through a code
Make the data entry more meaningful
Allows persons to view the code and
understand what it means
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Significant Digit Subsets
Used to describe a product via its
membership in many subgroups
The advantage of using a significantdigit subset code is the ability to locate
items that belong to a certain group or
class
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Significant Digit Subsets
Can do inquiries on portions of the code
Look for matching red items, other size 10
items, other maternity, or similar dresses
Code
Merchandise Described
2023954010 Red maternity dress, style 395, size 10
202
395
40
10
Department (maternity)
Product (dress style 395)
Color (red)
Size (size=10)
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Mnemonic Codes
A mnemonic (pronounced nî-môn'-ïk) is
a memory aid
Any code that helps data-entry person
remember how to enter the data or
End user remember how to use the
information
Uses a combination of letters and
symbols
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Function Codes
Codes are often necessary for
instructing either the computer or the
person about actions to take
Function Codes
Spelling out precisely what activities are
to be accomplished is replaced by the
use of a short numerical or alphabetic
code
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Guidelines for Coding
Guidelines for coding
Keep codes concise
Keep codes stable
Make codes that are unique
Allow codes to be sortable
Avoid confusing codes
Keep codes uniform
Allow for modification of codes
Make codes meaningful
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Keep Codes Concise
Overly long codes mean more
keystrokes and consequently more
errors
Long codes also mean the information
in the files will require more memory
If codes must be long, they should be
broken up into subcodes
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Keep Codes Stable
Stability means that the identification
code for a customer should not change
each time new data are received
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Make Codes That are Unique
Assure that codes are unique
Make a note of all codes used in the
system
Do not assign the same code number or
name to the same items
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Allow Codes to be Sortable
The codes must be sortable
Problem date: MMMDDYY
First three symbols are the month as a
three-letter abbreviation
Second two are the date as a number
Last two digits are the year
Numerical codes are much easier to sort
than alpha-numeric data
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Avoid Confusing Codes
Avoid using coding characters that look
or sound alike
O (the letter oh) and 0 (the number zero)
Letter I and the number 1
Letter Z and the number 2
Codes such as B1C and 280Z are confusing
Canadian Postal Code
The code format is X9X 9X9
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Keep Codes Uniform
Follow readily perceived forms most of
the time
Avoid using the codes MMDDYY in one
application
YYDDMM in a second
MMDDCCYY in a third; CC - century
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Allow for Modification of Codes
The system will evolve over time
The coding system should be able to
encompass change
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Make Codes Meaningful
Effective codes contain information
They should make sense to people
using them
Meaningful codes are easier to
understand, work with, and recall
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Using Codes
Codes are used
In validation programs to ensure that only
valid codes have been entered
In report and inquiry programs to display
code meanings
In GUI programs to create drop-down lists
This helps to ensure accurate data, since
the user sees the code and it’s meaning
and can only select a code from the list
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Effective Data Capture
In order to assure the quality of data
entered into the system, it is important
to capture data effectively
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Guidelines for Effective Data
Capture
Guidelines for effective and efficient
data capture
Deciding what to capture
Letting the computer do the rest
Avoiding bottlenecks and extra steps
Starting with a good form
Choosing a data-entry method
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Validation Overview
To assure data quality, errors should be
detected during input, prior to
processing and storage
Two possible ways to validate inputs
are:
Validation of input transactions
Validation of input data
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Data-Entry Methods
Data-entry methods include
Keyboards
Optical character recognition
Magnetic ink character recognition
Mark-sense forms
Bar codes
Intelligent terminals
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Problems With Input Data
Three main problems that can occur
with input transactions are
Submitting the wrong data to the system
Submitting of data by an unauthorized
person
Asking the system to perform an
unacceptable function
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Validation Methods
Validation methods include
Test for missing data
Test for correct field length
Test for class or composition
Test for range or reasonableness
Test for invalid values
Cross-reference checks
Test for comparison with stored data
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Check Digits
Check digits are used to validate a
numeric field by performing a
calculation on a part of the number and
comparing the result with a digit stored
within the number
Check digits help to detect
Single digit miskey
Transposition errors
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Check Digits
There are several check digit methods:
Modulus
Modulus
Modulus
Modulus
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10,
10,
11,
11,
“2-1-2” method
“3-1-3” method
arithmetic method
geometric method
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Check Digit General Method
Start with the numeric code
Choose the weighting method and
modulus number
Multiply the digit by the chosen weight
Sum the new numbers
Divide by the modulus number
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Check Digit General Method
Remaining Steps
Compute the check digit by taking the
modulus number and subtracting the
remainder
Subtract again if greater than 10
Add check digit to the end of the
number
Use this new code for data entry and let
the computer validate the code
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Modulus 11 Arithmetic Method
Number 2 9 6
4 5
Weights 6 5 4
3 2
Product 12 45 24 12 10
Original number
29645
Sum of products = 103
Divide 103/11 = 9 remainder 4
Checkdigit = 11- 4 = 7
Final number
296457
9R4
11 103
-99
4
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11
- 4
7
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Using Codes
Codes may be included in drop-down
lists when using a GUI interface
This helps to ensure that the data
entered are accurate, since the user
sees both the code and it’s meaning
and can only select a code from the list
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Ecommerce Accuracy
Ecommerce environments have
increased accuracy of data because
Customers generally enter data themselves
Data entered by customers are stored for
later use
Data entered at the point of sale are used
throughout the order fulfillment process
Information is used as feedback to
customers
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