1. SYSTEMS ANALYSIS & DESIGN
PHASE 3
SYSTEMS DESIGN
Input Design

2. Chapter 7
Input Design

3. 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

4. Objectives Design input records
Discuss guidelines for effective screen design
Describe and design data entry screens, process control screens, graphical user interfaces, and Help screens
Explain input control techniques

5. Introduction Input technology has changed greatly
Output quality depends on input quality
Main objectives of input design
User-friendly interface
Input processes that ensure data quality, accuracy and timeliness
Click to see Figure 7-1

6. Input Design Objectives
Definitions
Data capture
Identification and recording of source data
Data entry
Conversion of source data into a computer-readable form
Data input
Process by which the computer-readable source data enters the information system

7. Input Design Objectives
Four main input design objectives
1. Select input media and methods
2. Develop efficient input procedures
3. Reduce input volume
4. Reduce input errors

8. Input Design Objectives
Input media and data entry methods
Batch input method
Data entry is done over period of time
Collection (batch) of data is input at one time
Online data entry method
Also called direct data entry
Data is validated and available immediately
Click to see Figure 7-2

9. Input Design Objectives
Input media and data input methods
Source data automation
Combines online data entry with online data capture
Uses magnetic data strips and swipe scanners
Common examples: ATMS, point-of-sale terminals, bar code readers, patient ID bracelets, libraries

10. Input Design Objectives
Develop efficient input procedures
Procedures
Must be efficient, timely, and logical
Must identify potential bottlenecks

11. Input Design Objectives
Reduce input volume
Less volume means less time, effort, and cost
Four guidelines
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
Click to see Figure 7-3

12. TRADEOFF
Should users ever enter retrievable data for verification purposes?
Online data entry allows immediate verification, but batch input methods do not
Batch input data can be verified by entering a second data item, such as a customer name in addition to a customer number, which must match a specific record when the data is input
Pros and cons: this method can detect invalid entries, but involves more time and expense

13. A KEY QUESTION
Should Prowler Products change to an online data entry system?
Pros: improved data accuracy, customer satisfaction, and company image
Cons: more expensive
Are these valid reasons to change?
What cost-benefit issues should be analyzed?
What factors should be considered?

14. Input Design Objectives
Reduce input errors
Fewer errors mean better data quality
Eight types of data validation checks
1. Sequence checks
2. Existence checks
3. Data type checks
4. Range checks
5. Reasonableness checks
6. Validity checks
7. Combination checks
8. Batch controls

15. Key Tasks in Input Design
Six key tasks
1. Design data entry and input procedures
2. Design source documents for data capture, or devise other data capture methods
3. Design input data records
4. Design data entry screens
5. Design user interface screens
6. Design audit trails and system security measures

16. Source Document Design
Source documents
Request and collect input data
Can trigger or authorize input actions
Provide a record of the original transaction
Form layout guidelines
Allow sufficient space
Offer clear instructions
Provide logical organization
Use captions effectively
Click to see Figure 7-4

17. Source Document Design
Form zones
Heading zone
Control zone
Instruction zone
Totals zone
Authorization zone
Source documents can be external or internal
Click to see Figure 7-5
Click to see Figure 7-7
Click to see Figure 7-6
Click to see Figure 7-8
Click to see Figure 7-9

18. Input Record Design Input record layout chart
To design and document batch input records
Multiple record designs are used for transactions that involve constant and repeating data
Constant fields (non-repeating data)
Repeating fields
Click to see Figure 7-10
Click to see Figure 7-11

19. Input Record Design Information flow on a form
Should be logical and easy to follow
Click to see Figure 7-12

20. Input Record Design Information flow on a form
Should be logical and easy to follow
Poor design results in forms that are difficult to use, time-consuming, and prone to error
Click to see Figure 7-13

21. Screen Design Effective screen design guidelines
1. Screens should be attractive and uncluttered
2. Information on a single screen should be displayed in a meaningful, logical order
3. Screen designs should be consistent
4. Messages should be specific, understandable, and professional
5. Messages should remain on the screen for an appropriate period of time
Click to see Figure 7-14

22. Screen Design Effective screen design guidelines
6. Special effects should be used sparingly
7. Users should receive feedback
8. Screen designs should be documented and approved as soon as possible
Click to see Figure 7-14

23. Screen Design Data entry screen design Guidelines
1. Restrict user access to screen locations where data is entered
2. Provide a descriptive caption for each field and show the user where to enter the data
3. Show a sample format if one is required
4. Require ending keystroke for every field
5. Do not require users to enter special characters
Click to see Figure 7-15
Click to see Figure 7-16

24. Screen Design Guidelines
6. Do not require users to type leading zeroes or trailing spaces for alphanumeric fields
7. Do not require users to type trailing zeroes that follow a decimal point
8. Display default values that users can accept
9. Use default values for constant data
10. Display a list of acceptable values for fields with a limited number of valid choices

25. Screen Design Guidelines
11. Provide a way to leave the data entry screen without inputting the current record
12. Provide an opportunity to confirm the accuracy of input data before entering it
13. Provide a means to move among form fields in a standard, or in another, order
14. Design the screen form to match the layout of the source document
Click to see Figure 7-17

26. Screen Design Guidelines
15. Allow the operator to add, change, delete, and view records
16. Design a method to allow operators to search for a specific record

27. TRADEOFF
When should input data be validated? Is it better to check the values as soon as each value is entered, or wait until all fields are input? What issues should be considered?
What type of field is involved, and does it affect other fields?
Can data be validated at time of entry?
Can missing data be obtained later?
Which method do users prefer?

28. A KEY QUESTION
At Boolean Toys, should individual users be allowed to select data entry and validation methods, or should a standard method be required?
What are the pros and cons of allowing different validation methods in the same system?

29. Screen Design Process control screen design
Users can control system actions with interactive menus and prompts
Menu screens
Menus display a list of user-selectable options
Click to see Figure 7-18

30. Screen Design Process control screen design
Users can control system actions with interactive menus and prompts
Menu screens
Menus display a list of user-selectable options
Menu-driven system uses a hierarchy of main menus and submenus
Shortcut key combinations can be used in a menu design
Click to see Figure 7-19

31. Screen Design Process control screen design Prompt screens
User types a response to a prompt
Click to see Figure 7-20

32. Screen Design Process control screen design Prompt screens
User types a response to a prompt
Responses can include commands
Click to see Figure 7-21

33. Screen Design Process control screen design Prompt screens
User types a response to a prompt
Responses can include commands
Structured Query Language (SQL) can be used
Question/answer screens can be used
Natural language techniques can be used, similar to Internet search engines
Click to see Figure 7-22

34. Screen Design Process control screen design Combination screens
Menus and prompt screens can be combined effectively
Click to see Figure 7-23a
Click to see Figure 7-23b

35. Screen Design Graphical user interfaces
A GUI environment includes process control and data control
A GUI environment is easy to use
Common features
Menu bar
Toolbar
Click to see Figure 7-24

36. Screen Design Common features Menu bar Toolbar Drop-down menus
Click to see Figure 7-25

37. Screen Design Common features Menu bar Toolbar Drop-down menus
Dialog, text, and drop-down list boxes
Click to see Figure 7-26

38. Screen Design Common features Menu bar Toolbar Drop-down menus
Dialog, text, and drop-down list boxes
Option (radio) buttons
Click to see Figure 7-27

39. Screen Design Common features Menu bar Toolbar Drop-down menus
Dialog, text, and drop-down list boxes
Option (radio) buttons
Spin bars
Click to see Figure 7-28

40. Screen Design Help screen design Several methods to obtain Help
Click a command button or toolbar
Press a special key
Context-sensitive Help
Provides Help on the task in progress
Click to see Figure 7-29

41. Screen Design Help screen design Several methods to obtain Help
Click a command button or toolbar
Press a special key
Context-sensitive Help
Provides Help on the task in progress
User-selected Help
Hypertext
Uses links to display additional information on related topics
Click to see Figure 7-30

42. Screen Design Design guidelines
Provide a direct route for users to return to the program after Help is obtained
Title every Help screen
Use easy, simple, understandable Help text
Present attractive, uncluttered screens
Provide appropriate examples
Use hyperlinks
Include contact data for persons or departments responsible for assisting users

43. Input Control
Measures to ensure that data is correct, complete, and secure
Effective source document design
Data validity checks
Batch input controls
Log files for rejected records
Audit trails
Data security measures, including encryption
Password and sign-on procedures
Records retention policies
Click to see Figure 7-31

44. Automated Design Tools
Screen and form generators
Useful tools during input design as well as output design
Screen and form generators interact with the data dictionary
Screens and forms can include built-in field validation checks
Mock-ups can be produced quickly for user approval, together with design specifications

45. SOFTWEAR, LIMITED
SWL will use the Pacific Software Solutions payroll package, and develop its own ESIP system
Rick Williams and Becky Evans will attend Pacific’s train-the-trainer workshop
Tom Adams, programmer/analyst, will work on the inputs, forms, and switchboards for the ESIP system

46. SOFTWEAR, LIMITED ESIP Option Form tasks Design the source document
Click to see Figure 7-32

47. SOFTWEAR, LIMITED ESIP Option Form tasks Design the source document
Design a matching data entry screen
Click to see Figure 7-33

48. SOFTWEAR, LIMITED ESIP Option Form tasks Design the source document
Design a matching data entry screen
Create mockups
Obtain approval
Click to see Figure 7-34a
Click to see Figure 7-34b

49. SOFTWEAR, LIMITED ESIP Deduction Authorization Form tasks
Design the source document
Design a matching data entry screen
Create mockups
Obtain approval
Click to see Figure 7-35

50. SOFTWEAR, LIMITED ESIP Deduction Authorization Form tasks
Design the source document
Design a matching data entry screen
Create mockups
Obtain approval
Click to see Figure 7-36
Click to see Figure 7-37
Click to see Figure 7-38

51. SOFTWEAR, LIMITED Switchboard design
Uses command buttons, icons, and push buttons to allow users to select data entry screens and other options
Provides users with Help
Provides a way to exit from the ESIP system
Click to see Figure 7-39

52. SOFTWEAR, LIMITED
Tom started by designing the ESIP Option Form, which would be a source document
Next, Tom designed a matching data entry screen
Finally, Tom created mockups and obtained approval
Click to see Figure 7-39