1. Copyright 2000 Monash University Lecture 8.3 Designing Forms and Reports IMS1002 /CSE1205 Systems Analysis and Design

2. Monash University,SIMS, Copyright 2002 At the end of this lecture you should have some understanding of what are forms and reports what are the design guidelines for forms and reports how to effectively display text, tables, lists and charts how to assess the usability of an interface Designing Forms and Reports

3. Monash University,SIMS, Copyright 2002 Form and report design are key ingredients for successful information systems - especially forusers Each input data flow to a process will be associated with a form Each output data flow from a process will be associated with either a form or a report Forms and reports cab be paper-based or screen-based Forms and Reports

4. Monash University,SIMS, Copyright 2002 FORM is a business document containing some predefined data and also some areas for other data to be filled in typically based on one database record turnaround document is produced by a system and then returned with input data REPORT is a business document that contains only predefined data - a passive document for reading typically contains data from many different database records Forms and Reports

5. Monash University,SIMS, Copyright 2002 1.Collect initial requirements who will use the form or report what is its purpose when is it needed or used where does it need to be delivered how many people need to use it 2.Construct initial prototype 3.Users review and evaluate prototype Iterate Designing Forms and Reports

6. Monash University,SIMS, Copyright 2002 Narrative overview Form name, users, task, system, environment Sample design Testing and usability assessment user ratings on perceptions of usability dimensions - consistency, sufficiency, accuracy, etc Design Specifications

7. Monash University,SIMS, Copyright 2002 General guidelines: Meaningful titles clear and specific, revision-no, date Meaningful information needed and useable information Balanced layout spacing, margins, balanced and clearly labelled Easy navigation easy forward/backward moves, current position clear Formatting Forms and Reports

8. Monash University,SIMS, Copyright 2002 TEACHING RESOURCE INFORMATION BORROWER NUMBER7712255 BORROWER NAMEDR. JIM SMITH LOAN NUMBER12753 DUE DATE30-5-98 ITEM CODEKS H1 ITEM AVAILABILITYYES REQUIRED ITEMYES ITEM CODE- ITEM AVAILABILITY- REQUIRED ITEM- ITEM CODE- ITEM AVAILABILITY- REQUIRED ITEM- CONFIRMED?NO Vague Title Difficult to read, Information Packed tightly No navigation information No use of different intensity, fonts etc. Poor Form Design

9. Monash University,SIMS, Copyright 2002 Clear Title Easy to read, Clear balanced layout Intensity differences, boxing, font sizes Clear navigation information Good Form Design

10. Monash University,SIMS, Copyright 2002 Blinking and audible tones Colour, intensity, size and font differences Reverse video Boxing Underlining Capital letters Offsetting Highlighting Information

11. Monash University,SIMS, Copyright 2002 Benefits of colour strikes the eye, draws attention to warnings accents an uninteresting display facilitates discrimination Problems with colour colour blindness resolution may degrade printing or conversion to other media may not easily translate Colour vs No Colour

12. Monash University,SIMS, Copyright 2002 Case display text in mixed upper and lower case Spacing double spacing if possible, leave line between paragraphs Justification left justify with ragged right margin Hyphenation do not hyphenate words between lines Abbreviations use only when widely understood Displaying Text

13. Monash University,SIMS, Copyright 2002 HELP SCREEN H2356 ADD A FORM WITHIN A REPORT IN THE DATABASE WINDOW, CLICK THE FORM THAT IS BOUND TO THE TABLE ON THE MANY SIDE OF THE ONT TO MANY RELATIONSHIP AND HOLD DOWN THE MOUSE BUTTON. DRAG THE FORM INSIDE THE MAIN FORM, AND THEN RELEASE THE MOUSE BUTTON. MICROSOFT ACCESS INSERTS THE SECOND FORM AS A SUBFORM WITHIN THE MAIN FORM. IF YOU NEED TO YOU CAN PRESS F1 T ORETURN TO THE MAIN MENU, F2 TO GO TO THE PREVIOIS CARD AND F3 TO GO TO THE NEXT CARD. Vague title Fixed, upper case text Single spacing Poor Text Design

14. Monash University,SIMS, Copyright 2002 Clear title Mixed case Spacing between sections Clear navigation information Good Text Design

15. Monash University,SIMS, Copyright 2002 Use meaningful labels for all rows and columns; relabel after change of page Formatting columns, rows and text sort in meaningful order place blank row after every 5 lines in long columns be consistent with typefaces and fonts Formatting numeric, textual and alphanumeric data right justify numeric data, left justify textual data Designing Tables and Lists

16. Monash University,SIMS, Copyright 2002 Clear separate column labels Numeric data Right justified Good Table Design

17. Monash University,SIMS, Copyright 2002 Sources of bias to avoid include providing information that does not match the user’s task providing charts with too many items using columns and highlights improperly providing charts that use improper scaling Formatting Information to Avoid Bias

18. Monash University,SIMS, Copyright 2002 Sales Quarter FirstSecondThirdFourth 300 350 400 Bias in Scales of Graphs

19. Monash University,SIMS, Copyright 2002 Usability typically refers to speed- efficient completion of task accuracy - output provides what is expected satisfaction - output is liked Assessing Usability

20. Monash University,SIMS, Copyright 2002 Consistency - of operation Efficiency - related to user task Ease - output self explanatory Format - consistent format between entry and display Flexibility - must be convenient to user General Design Guidelines for Usability

21. Monash University,SIMS, Copyright 2002 User experience, skills, motivation, education, personality Task time pressures, costs of errors, work duration (fatigue) Systems platform will influence interaction styles and devices Environment social issues and role should be considered Contextual Issues

22. Monash University,SIMS, Copyright 2002 Time to learn Speed of performance Rate of errors Retention over time Subjective satisfaction Measures of Usability

23. Monash University,SIMS, Copyright 2002 Usability data can be collected by observation interviews keystroke capturing questionnaires Collection of Usability data

24. Monash University,SIMS, Copyright 2002 References Hoffer, J.A., George, J.F. and Valacich, (1999) 2nd edn., Modern Systems Analysis and Design, Benjamin-Cummings, MA USA. Chapter 14, 15 Whitten, J.L. & Bentley, L.D. and Dittman, K.C., (2001) 5th edn., Systems Analysis and Design Methods, McGraw-Hill Irwin, Burr Ridge, Illinois Chapter 13, 14, 15