Transcript Input designing Objectives • Discuss the objectives of systems input design • Explain the differences among data capture, data entry, and data input • Explain.

Input designing
Objectives
• Discuss the objectives of systems input design
• Explain the differences among data capture, data entry,
and data input
• Explain the differences between batch and online input
• List and describe the different types of data validation
checks
• Discuss effective source document design
• Design input records
• Discuss guidelines for effective screen design
• Describe and design data entry screen, process control
screens, GUI, and help screens
• Discuss input control techniques
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Introduction
The quality of the output from an information
system is directly related to the quality of its input.
Input design encompasses all the activities that help to
ensure the quality of the systems input.
Today’s systems analysts can choose from an
amazing array of input media and methods.
• Keyboard
• Terminal
• Mouse
• Touch screen
• Graphic input device
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• Voice input device
• MICR reader
• Scanner/optical recognition device
• Data collection device
Input design objectives
Input design includes the development of
procedures and specifications for all aspects of data
capture, data entry, and data input. Data capture refers
to the identification and recording of source data. Data
entry is the process of converting source data into a
computer-readable form. During data input, the
computer-readable source data is actually input to the
information system.
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The input design process for a given information
system includes the following six activities.
1. Design or modify source documents for data
Capture
2. Determine how data will be entered and input
3. Design input data records
4. Design data entry screens
5. Design user interface screens
6. Design audit trails and system security
measures
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The goal of all input design activities is to enable
the IS users to provide high-quality data to the system
in an efficient manner. The following objects will help
you meet that goal:
• Utilize appropriate input media and methods
• Develop efficient input procedures
• Reduce input volume
• Reduce input errors
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• Utilize appropriate input media and methods
Perhaps the most obvious input design decisions
you must make involve the selection of input entry
methods and media. Input methods are classified as
either batch or online. Current trends are toward online
input methods, in which data entry is performed online,
interactively with the computer.
• Develop efficient input procedures
As you develop your input design, you must
recognize points in the input process where delays
could occur. A good input design avoids potential
bottlenecks. For example, if one specific person must
approve all orders before they are released for data
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entry, that approval process might create a bottleneck.
Most input bottlenecks occur at the data entry stage.
Designing efficient and easy-to-use source documents,
capturing data at its source, reducing input volume, and
streamlining data entry procedures are among the
measures that can reduce the likelihood of data entry
bottlenecks.
• Reduce input volume
To reduce input volume, you must reduce the
number and size of data item values that must be input
for each transaction or entity. The following four
guidelines help to reduce input data volume.
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1. Input necessary data only.
2. Do not input data that can be retrieved from
system files or calculated from other data.
3. Do not input constant data.
4. Use codes.
BUSINESS CODES
•
•
•
•
Serial - based on arrival time
Sequential - based on an ordered table
Block - based on range of letters/numbers
Alphabetic - based on an abbreviation or
other convention
• Group - any combination of the above four
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SERIAL BUSINESS CODES
Based on Arrival Time - “first come, first serve”
BANK
1
2
3
4
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SEQUENTIAL BUSINESS CODES
Based on “meaningful organization” - sorted
BANK
1
2
3
4
1
2
Bob
3
Carol
Sharon
4
Stan
This example: sort by first name, then assign a number
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BLOCK BUSINESS CODES
Based on a range of letters and/or numbers
Bank Customer Types
Merchant/Business
A0001 - E9999
BANK
Personal Checking
F0001 - M9999
Personal Saving
N0001 - T9999
Custodial
U0001 - Z9999
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ALPHABETIC BUSINESS CODES
Based on an abbreviation or some other scheme
STATES
AZ = Arizona
CA = California
MI = Michigan
NY = New York
etc....
UNITS OF MEASURE
GA = Gallon
QT = Quart
PI = Pint
YD = Yard
FT = Foot
IN = Inch
etc...
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GROUP BUSINESS CODES
Legend
Product Class
P = Paint
S = Stain
Base Color
100-199 = Browns
200-299 = Greens
300-399 = Blues
400-499 = Yellows
500-599 = Reds
Base Type
0 = None
1 = Lacquer
2 = Water
3 = Oil
Unit of Measure
P = Pint
Q = Quart
G = Gallon
P 286 3 G
Paint Product Examples:
S 206 2 G
P 399 1 Q
S 547 0 P
Example: Use of a Group Code in a Paint Store
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• Reduce input errors
Reducing the number of errors in the input data
will certainly add to the quality of the data. All the
efforts we have discussed previously to reduce input
data volume will help reduce errors. The customer
name cannot be misspelled if it is not entered.
Similarly, an outdated item price cannot be used
mistakenly if item price is retrieved instead of input.
Good input design can also help reduce errors. As
we will see when we discuss source documents, a
document’s layout, captions, and instructions can be
designed to make the data capture and data entry
processes easier and more error-free. Well-designed
screen layouts also help reduce error rates.
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• Reduce input errors (cont.)
Even with the best input designs and procedures,
input errors will occur. The final defense against
erroneous data entering the system is catching and
correcting the errors as they are input. At least eight
types of validation checks can be applied to data.
• Sequence checks
• Existence checks
• Class checks
• Range checks
• Reasonableness checks
• Validity checks
• Combination checks
• Batch controls
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Source document design
Paper documents are still commonly used in all
aspects of business for collecting, circulating, and
storing information. In this section, we examine source
documents, those forms that elicit and capture data for
input to an information system, serve as an
authorization or trigger for input action, and provide a
record of original input data.
During systems input design, you will have the
opportunity to design new source documents or modify
existing source documents. You will want to design
documents that fulfill their purpose and are easy to fill
out, easy to use, attractive, and no more expensive than
necessary.
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Line Captions
On the line: Last Name
Birth Date
/
/
Above the line: Last Name
Birth Date
/
/
Below the line:
Last Name
/
/
Birth Date
Combination: Name
Last
Birth Date
/ /
month day year
Boxed Captions
in the box: Last Name
Below the box:
Last Name
Check Off
Horizontal: Freshman
Sophomore
Vertical: Enter your class status:
Freshman
Sophomore
Junior
Senior
First Name
Telephone (
First Name
Telephone
(
)
)
First Name
(
)
Telephone
First
Telephone (
)
area code number
First Name
First Name
Junior
Senior
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The order of appearance of logical groups of
information on a form is important. The majority of
source documents include most, if not all, of the zones
shown in figure.
• Source documents
– Form zones
•
•
•
•
•
•
Heading zone : ส่ วนหัวกระดาษ
Control zone : ส่ วนควบคุม
Instruction zone : ส่ วนคาแนะนา
Body zone : ส่ วนเนื้อหา
Totals zone : ส่ วนสรุ ป
Authorization zone :
ส่ วนการให้อานาจ
HEADING ZONE
CONTROL
ZONE
INSTRUCTION ZONE
BODY
ZONE
TOTALS
ZONE
AUTHORIZATION ZONE
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KMUTT
REGISTRATION FORM
Student Number
Last Name
First Name
Street Address
Course
Subj. Number
Initial
Local Telephone Number
City
Section
(A, A1, 01)
Cr
Semester/Year
Days
Date
State
Times
Zip
Room Bidg.
Total Credits =
Date Received/Initial
Advisor Approval
Date
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BATES VIDEO CLUB - VIDEO RENTAL FORM
Member Number
Date
Title
ID#
Rental Fee Date Returned
Total Rental Amount:
I agree to return the above rented videos within seven (7) days.
Signed:
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Input record design
Batch data is input to a computer system in
groups, or batches. During the data entry process, batch
data must be placed in a temporary file; that temporary
file then becomes the input file during the actual data
input process. You can use a word processor or a data
dictionary to document the formats of the batch input
records you design. You can also use an input record
layout chart to describe the format of all records in a
batch input file. Whichever documentation method you
use, these record layouts are used by programmers
during system development; if the data will be keyed by
data entry clerks during system operation, they could
use the same record layout documentation.
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Record Type
Student
Number
Semester
Year
First 4 characters
Of Last Name
123456789012345678901234567890123456789012345678901234567890…………
Record Name Record : Student Record
Field Names
Student_ID Student_Name Adv_Name Adv_Room
Class#
Unused
Position
1-4
5-34
35-64
65-67
68-73
74-80
Data Type
9999
X(30)
X(30)
999
999999
X(7)
Input record layout for the student registration form
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SYSTEM DOCUMENTATION
NAME OF SYSTEM
ANALYST
REGISTRATION
M. Friedman
DATE
2/17/97
PAGE 1 OF 1
PURPOSE OF DOCUMENTATION
Registration Input Record Layouts
STUDENT RECORD - One record is created for each registration form
FIELD
TYPE POSITIONS COMMENTS
REC TYPE
A
1
= “S“ for a student record
STUDENT NUMBER N
2-7
SEMESTER
A
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= “F“ for Fall, “W“ for Winter,
“S“ for Summer
YEAR
N
9-10
Last two digits of the year
NAME
X
11-14
Only the first four characters
of the Last Name are entered
COURSE RECORDS - One record is created for each course on the form
FIELD
TYPE POSITIONS COMMENTS
REC TYPE
A
1
= “C“ for a course record
SUBJ
A
2-4
Standard department abbreviation
COURSE NUMBER N
5-7
SECTION
X
8-9
Left-justified
Input record documentation for the student registration form
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student
record
BAXTER
COMMUNITY
REGISTRATION FORM
137426
F / 97
COLLEGE
Student Number Semester/Year
SANDERS
KIMBERLY
M
458-1203
5 / 5 / 97
Last Name
First Name
Initial Local Telephone Number Date
1701 W.EMBERS DRIVE
HAMPTON
NH 03842
Street Address
City
State
Zip
Subj. Course Section Cr
Days
Times Room Bidg.
Number (A, A1, 01)
ENG 120
E
3 M W F 10 - 11 211 CON
course
records
MTH 125
B
5 M T W Th F 9 - 10 103 BAX
CS 150
C
3
T Th 10:30 - 12 119 BAX
PHI 212
A
3 MWF
2-3
110 AUG
PE 103
C1
2
T Th
3-4
GYM
5 / 6 / 97 SM
Date Received / Initial
S. Cantez
May 5, 1997
Advisor Approval
Date
Data entry information flow for the student registration form
Total Credits = 16
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ILLOGICAL INFORMATION FLOW :
START
XXXXXX
XXXXXX
XXXXXX
XXXXXX
XXXXXX
XXXXXX
XXXXXX
XXXXXX
XXXXXX
XXXXXX
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LOGICAL INFORMATION FLOW :
START
XXXXXX
XXXXXX
XXXXXX
XXXXXX
XXXXXX
XXXXXX
XXXXXX
XXXXXX
XXXXXX
XXXXXX
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Screen design
We will now complete our coverage of screen
design by discussing design principles for data entry
screens and all types of user interface screens.
All screen displays serve the same two general
purposes: to present information and to assist the
operator using the system. As you might expect, many
of the design guidelines we discussed for output screens
are also applicable to data entry and user interface
screens. These guides are, therefore, worth
reconsidering.
1. All screen displays should be attractive and
uncrowded
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2. The information on a single screen should be
displayed in a meaningful, logical order.
3. Screen presentations should be consistent; that
is, screen titles, messages, and instructions should all
appear in the same general locations on all types of
screen displays.
4. All messages, including error messages, should
be explicit, understandable, and politely stated; avoid
messages that are cute, cryptic, or insulting.
5. Messages should remain on the screen long
enough to be read.
6. Special video effects should be used sparingly.
Color, blinking, high brightness, reverse video, and
sound effects all can help attract the operator’s attention;
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but the overuse of such effects distracts rather than
focuses an operator’s attention.
7. Feedback is important.
8. As was true for output screen designs, all input
screen design layouts should be documented on a screen
display layout form for later use by programmers.
• Data entry screen design
Form-filling is the traditional technique for online
screen data entry. In form-filling, a complete form is
first displayed on the screen; the operator then fills in
the form by entering data, field by field.
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A simple data entry screen. The operator is in the process of
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entering a project description.
- Guideline for data entry screen design
1. จากัดผูใ้ ช้ในการเข้าถึงจอภาพตามการใช้งานเมื่อเข้าไปที่หน้าจอรับ
ข้อมูล Cursor ต้องอยูท่ ี่ตาแหน่งแรกของข้อมูล หลังจากผูใ้ ช้ใส่ ขอ้ มูล
แล้ว Cursor ควรเลื่อนไปที่ช่องรับข้อมูลถัดไปเสมอ
2. มีคาบรรยายประกอบในทุก field
3. ถ้าช่องรับข้อมูลนั้นมีรูปแบบเฉพาะให้แสดงรู ปแบบเฉพาะนั้นเพื่อให้
ผูใ้ ช้ป้อนข้อมูลไม่ผดิ พลาด เช่น DD/MM/YYYY หรื อ
YYYY/MM/DD
4. ใช้การกด ENTER key เมื่อสิ้ นสุ ดสาหรับทุกฟิ ลด์เพื่อไปยังช่องรับ
ข้อมูลถัดไปหรื อในกรณี ที่ใส่ ขอ้ มูลเท่าจานวนของข้อมูลนั้นแล้ว
Cursor ควรไปยังช่องรับข้อมูลถัดไปอัตโนมัติเพื่อรับข้อมูลถัดไป
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- Guideline for data entry screen design (cont.)
5. กรณี ขอ้ มูลรับเข้าเป็ นตัวอักษรพิเศษเช่น $ หรื อ / ควรออกแบบให้
สามารถใส่ ตวั อักษรพิเศษโดยอัตโนมัติผใู ้ ช้ไม่ตอ้ งใส่ เอง
6. ไม่ควรให้ผใู ้ ช้ป้อนเลขศูนย์นาหน้าในฟิ ลด์ที่เป็ นตัวเลข
7. ไม่ควรให้ผใู ้ ช้ป้อนเลขศูนย์ในฟิ ลด์ที่เป็ นตัวเลขหลังจุดทศนิยม
8. สาหรับฟิ ลด์ที่มี standard value ให้แสดงค่านั้นเป็ น default values
9. สาหรับฟิ ลด์ที่มีขอ้ มูลเป็ นรหัส(Code) ให้แสดงรหัสและความหมาย
ไว้ดว้ ย
10. เตรี ยมวิธีการยกเลิกหน้าจอการป้ อนข้อมูล เช่น
Exit without Adding Record
11. หลังจากป้ อนข้อมูลในหน้าจอเสร็ จสมบูรณ์แล้วและได้รับการ
ตรวจสอบแล้วควรมีการให้ผใู ้ ช้ได้ตรวจสอบและยืนยันหรื อยกเลิก
ก่อนบันทึกข้อมูลเข้าเครื่ อง
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- Guideline for data entry screen design (cont.)
12. กาหนดคาสัง่ ให้ผใู ้ ช้ในการเลื่อนระหว่างฟิ ลด์บนจอภาพตามลาดับ
มาตรฐาน เพื่อให้ผใู ้ ช้ได้แก้ไขก่อนจะบันทึกเข้าเครื่ อง เช่น ปุ่ ม
TAB เป็ นต้น
13. ออกแบบจอภาพให้สอดคล้องกับ Source documents
14. อนุญาตให้ผใู ้ ช้สามารถเพิม่ , แก้ไขเปลี่ยนแปลง, ลบ, และแสดง
ข้อมูลต่างๆได้
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A data entry screen for the student registration form
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A simple data entry screen.
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• Process control screen design
In many information systems, some or all of the system
processing is designed to execute in an online mode in
response to requests entered by end users. For such
online systems, you must design appropriate input
screen for entering the end user processing requests.
These screen displays are called process control
screens, or dialogue screens.
Two processing control methods are commonly
used: menu input and prompted input.
• Menu screen
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A menu for the project tracking system
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• Prompt screen
Do you wish to add, edit, delete, display, or print records?
>ADD
What source document will be used to add the records?
>REGISTRATION
A question/answer screen sequence
• Combination screens
Menu input and prompted input are often used in
combination.
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MAIN MENU
1. Student Score Processing
2. Class List Processing
3. Report Processing
4. History Processing
5. Class Setup Processing
6. System Configuration
9. Exit System
STUDENT SCORE PROCESSING MENU
1. Add a set of scores
2. Edit a set of scores
9. Return to Main Menu
CLASS LIST PROCESSING MENU
1. Add a new class list
2. Edit a class list
9. Return to Main Menu
REPORT PROCESSING MENU
1. Print reports without dropped scores
2. Print reports with dropped scores
3. Print a score date entry form
9. Return to Main Menu
HISTORY PROCESSING MENU
1. Add a class to the history file
2. Search for a specific student
9. Return to Main Menu
CLASS SETUP PROCESSING MENU
1. Add/Edit grading scale
2. Add/Edit score descriptions
3. Add/Edit maximum scores
4. Edit a student’s final grade
9. Return to Main Menu
CONFIGURE SYSTEM MENU
1. Configure entire system
2. Configure monitor and colors
3. Configure printer
4. Configure disk drive
9. Return to Main Menu
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• GRAPHICAL USER INTERFACE (GUI) DESIGN
The most recent evolution in screen design involves
graphical user interfaces. A graphical user interface (GUI)
Uses windows, menu bars, pull-down and pop-up menus,
and graphical pictures (call icons) with which the end user
communicates with the application system.
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• GRAPHICAL USER INTERFACE (GUI) DESIGN
• Pop-up menus
O • Pull-down menus
B • Drop-down/List boxes
• Option (Radio) Buttons
Modes of
J • Check Boxes
Operation:
Boxes
E •• Text
Spinners
•
Navigation
C • Command (Push) Buttons
•
Menu
Bars
T • Menu Pads
• Data Entry
S • Maximize/Minimize
• Button Bars
• Tool Bars
• Scroll Bars
• Docking
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Menu bar
Tool bar
Pull down
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A data entry screen for the student registration system
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Data Entry Form/Window With Navigation Choices
Command Buttons
Option (Radio) Buttons (choose one)
Spinner
Pop-Up Menu
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Good Flow in a Form
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Bad Flow in a Form
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Metaphoric Screen Design
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Common GUI Controls Uses
• Text boxes
– When the input data values are unlimited in scope
• Radio buttons
•
•
•
– When data has limited predefined set of mutually exclusive
values
Check boxes
– When value set consists of a simple yes or no value
List boxes
– When data has a large number of possible values
Drop down lists
– When data has large number of possible values and screen space
is too limited for a list box
• Combination boxes
– When need to provide the user with option of selecting a value
from a list or typing a value that may or may not appear in the list
• Spin boxes
– When need to navigate through a small set of choices or directly
typing a data value
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Common GUI Controls (Windows and Web)
•
•
•
•
•
Text boxes
Radio buttons
Check boxes
List boxes
Drop down
lists
• Combination
boxes
• Spin boxes
• Buttons
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•
•
•
•
•
Advanced Controls (mostly Windows interfaces)
Drop down
calendars
Slider edit
controls
Masked edit
controls
Ellipsis
controls
Alternate
numerical
spinners
• Check list
boxes
• Check tree
boxes
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Advanced Controls (mostly Windows interfaces)
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• Help screen design
Even with the best of online input processing
designs, end users might occasionally require additional
assistance or information. Online help screens display a
window or screenful of text that explains concepts,
procedures, menu choices, function keys, formats, and
so on.
End users typically request help in one of two
ways: by pressing a special key (usually one of the
function keys) or by clicking a command button, tool
bar button, or menu option designated for that purpose.
Many information systems use both techniques.
Help information is typically presented in two
different ways:
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• Context-sensitive help
• A help switchboard or menu is displayed whenever
an end user requests help
Both techniques just described can be useful, and
they can be use in combination. Many information
system provide both context-sensitive and menu-driven
help.
SEMESTER field Help
Main HELP Topics
The allowable values for Semester
and their meanings are as follows:
Value
Meaning
F
Fail
W
Winter
S
Summer
Student Score Processing
Class List Processing
Report Processing
History Processing
System Configuration
Close
Close
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Switchboard for Student Registration System : Form
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An example of switchboard and data entry form for a project management system
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• Input control
Input control encompasses all measures necessary to
ensure that input data is correct, complete, and secure.
As we stated earlier in this chapter, this topic cannot be
treated as a mere afterthought. You must consider input
control throughout all aspects of your system input
design.
We have already discussed many of the measures
you can take to ensure that input data is correct and
complete. Effective source document design promotes
both correctness and completeness. For batch input,
critical source document fields can be pre-checked
during data capture, and batch control totals can be used
during data input. During either online data entry or
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batch data input, you can validate all data fields. Your
online data entry program can simply refuse to accept
invalid field values; your batch data input program
should write all rejected records to a log file, which
then must be periodically checked for rejected records
that have not been corrected and re-input.
Data security also involves protecting data from
unauthorized access. System sign-on procedures should
be developed to help prevent unauthorized individuals
from accessing the system. Data files should be given
passwords; especially sensitive data can be encrypted,
or coded, so that it cannot be read except by special
decoding software.
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