By Phileo Don - Okhuofu

DATA COLLECTION  Data can be collected by the use of questionnaires or data collection forms.  These could be printed out and filled in using a pencil.  It could also be filled in on the internet.

DO’S OF DATA FORMS AND QUESTIONNAIRS  Clearly state why the information is being collected.  Use simple language.  Lay out the form in a simple and straight forward way.  Say clearly and unambiguously what information is needed.  Provide help in answering.  Provide enough space for the answers.  Collect all information needed in a way which assists computer input  Provide space for users to sign and date the form

TYPES OF DATA COLLECTION  Key to Disk – this is typing in data written on a questionnaire or form and saving it on a disk.  Written data – this is collected by asking individuals to fill in questionnaires or forms, or by someone doing that while observing or interviewing people.

VERIFICATION  Verification ensures that data is accurately entered into a computer.  With Visual Verification, the person entered the data checks that the data on the monitor screen is the same as that written on the form.  With Double Entry Verification, the data is entered twice by two different people. The computer compares version 1 and 2. If these are the same, the data has been transferred accurately.

METHODS OF DATA COLLECTION  Methods of data collection include  Input screens  OMR  Bar Code Readers  Stripe card readers  Sensors  RFID

VALIDATION CHECKS  Validation checks help us ensure that data that has been input and stored on a computer is reasonable.

VALIDATION CHECKS  Validation checks include:  A field length check  A format check  A range check  A presence check  A check digit

OUTPUT  Internal output – For audiences within an organization.  External Output – For audiences outside an organization.  Turnaround Output – This is for the external audience but they add data to it and return it to the organisation.

TABLES  Tables can be used to summarize information.  Tables are a very easy way of summarizing information and most times they are expressed on spreadsheets.

PIE DIAGRAMS  Pie diagrams can be used to summarize information.  The Pie Diagram shows the importance of each part of the information produced.

BAR CHARTS AND LINE GRAPHS  Bar charts and Line Graphs could be used to summarize information.  In Bar Charts, the height of each bar is proportional to each part of the information displayed.  Line graphs should be used when the information on the horizontal scale is continuous.

OUTPUT DEVICES  One of the characteristics of an output device is to constrain the layout of the output.  For example; a supermarket checkout has a very small screen and a small printer. This affects what is printed on receipts and displayed on the screen.

OUTPUT  The timing of the output affects its usefulness as it should be up to date and produced quickly when requested for.  Accessibility is affected by connection speed, physical access and disability.  People with restricted vision or hearing or the physically disabled may have problems accessing output.

CODES  Codes should be meaningful and as brief as possible. They are used because:  Data entry is easier  Data entry is faster  Less space is needed to store the data on backing storage  Setting up validation checks is easier  Privacy can be preserved  Output can be more concise

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