1. System Analysis and Design
System Design
- Mr. Ahmad Al-Ghoul
In this sequence we will discuss input design objectives methods and guidelines for data entry screen design

2. System Analysis and Design System Design
Learning Objectives
Explain input design concepts, techniques, and methods
Describe guidelines for data entry screen design
Avicenna
System Analysis and Design System Design

3. System Analysis and Design System Design
Introduction
Input technology has changed dramatically in recent years
Modern systems use the new technology to speed up the input process, reduce costs, and capture data in new forms
The quality of the output is only as good as the quality of the input, known as Garbage in, garbage out (GIGO)
Systems developers know that the best time to avoid problems is when data entered
The main objective of input design is to ensure the quality, accuracy, and timeliness of input data
During input design, you determine how data will be captured and entered into the system
Data capture uses an automated or manually operated device to identify source data and convert it to computer-readable form.
Avicenna
System Analysis and Design System Design

4. System Analysis and Design System Design
Input Design
Input design main objectives
Select a suitable input and data entry method
Reduce input volume
Design attractive data entry screens
Use validation checks to reduce input errors
Design required source documents
Develop effective input controls
Avicenna
System Analysis and Design System Design

5. System Analysis and Design System Design
Input Design
Identify devices and mechanisms used to enter input
High-level review of most up-to-date methods to enter data
Identify all system inputs and develop list of data content with each
Provides link between design of application software and design of user and system interfaces
Determine controls and security necessary for each system input
Avicenna
System Analysis and Design System Design

6. Input Devices and Mechanisms
Capture data as close to origination source as possible
Use electronic devices and automatic entry whenever possible
Avoid human involvement as much as possible
Seek information in electronic form to avoid data reentry
Validate and correct information at entry point
Avicenna
System Analysis and Design System Design

7. Prevalent Input Devices to Avoid Human Data Entry
Magnetic card strip readers
Bar-code readers
Optical character recognition readers and scanners
Touch screens and devices
Electronic pens and writing surfaces
Digitizers, such as digital cameras and digital audio devices
Avicenna
System Analysis and Design System Design

8. System Analysis and Design System Design
Input Design
Input and Data Entry Methods
Input process should be efficient, timely, and logical
System analysts should study system transactions and business operations to determine how and when data should enter the system
First thing to think about is whether to use batch or online input methods
When determine whether to use batch or online input the analyst must consider the following factors
Batch input data entry usually performed on specified time schedule such as daily, weekly, monthly, or longer
Online input offers many advantages, including the immediate validation and availability of data
A popular online input method is Source data automation which combines online data entry and automated data capture using input devices such as magnetic data strips, or swipe scanners.
Source data automation is fast and accurate, and minimize human involvement
Avicenna
System Analysis and Design System Design

9. System Analysis and Design System Design
Input Design
Input and Data Entry Methods
Examples of source data automation are
Automatic teller machines (ATMs) that read data strips on bank cards
Factory employees who use magnetic ID cards to clock on and off specific jobs so the company can track production costs accurately
Libraries that use handled scanners to read optical strips on books
Avicenna
System Analysis and Design System Design

10. System Analysis and Design System Design
Input Design
Input and Data Entry Methods
Tradeoffs between batch input and online input
The decision to use batch or online input depends on business requirements
Unless source data automation is used, manual data entry is slower and more expensive than batch input because it is performed at the time the transaction occurs and often done when computer demand is at its highest
Avicenna
System Analysis and Design System Design

11. System Analysis and Design System Design
Input Design
Input Volume
To reduce input volume, you must reduce the number of data items required for each transaction
When you reduce input volume, you avoid unnecessary labor costs, get the data into the system more quickly, and decrease the number of errors
Guidelines will help reduce input volume
Input necessary data only. Do not input the data item unless it is needed by the system.
Do not input data that the user can retrieve from system files or calculate from other data
Do not input constant data
Use codes. Codes are shorter than the data they represent, and coded input can reduce data entry time
Avicenna
System Analysis and Design System Design

12. System Analysis and Design System Design
Input Design
Designing Data Entry Screens
Most effective method of online data entry is form filling, in which a blank form that duplicates or resembles the source document is completed on the screen
Guidelines to help design data entry screens
Restrict user access to screen locations where data is entered
design forms with proper flow, from left to right and top to bottom
group information logically
Provide a descriptive caption for every field, and show the user where to enter the data and the required or maximum field size
Avicenna
System Analysis and Design System Design

13. System Analysis and Design System Design
Input Design
Designing Data Entry Screens
Guidelines to help design data entry screens
Display a sample format if a user must enter values in a field in a specific format
Require an ending keystroke for every field, by pressing the ENTER or the TAB key. Avoid a design that moves automatically to the next item when the field is full
Do not require users to type leading zeroes for numeric fields
Do not require users to type trailing zeroes for numbers that include decimals
Avicenna
System Analysis and Design System Design

14. System Analysis and Design System Design
Input Design
Designing Data Entry Screens
Guidelines to help design data entry screens
Display default values so operators can press the ENTER key to accept the suggested value
Use a default value when a field value will be constant for successive records or throughout the data entry session
Display a list of acceptable values for fields by providing a drop-down list box containing acceptable values that allows users to select a value by clicking, and provide meaningful error messages
Avicenna
System Analysis and Design System Design

15. System Analysis and Design System Design
Input Design
Designing Data Entry Screens
Guidelines to help design data entry screens
Provide a way to leave the data entry screen at any time without entering the current record
Provide users with an opportunity to confirm the accuracy of input data before entering it by displaying a message such as, add this record? (y/N).
Provide a means for users to move among fields on the form
Avicenna
System Analysis and Design System Design

16. System Analysis and Design System Design
Input Design
Designing Data Entry Screens
Guidelines to help design data entry screens
Design the screen form layout to match the layout of the source document
Allow users to add, change, delete, and view records
Provide a method to allow users to search for specific information
Avicenna
System Analysis and Design System Design

17. System Analysis and Design System Design
Input Design
Good Flow in a Form
Avicenna
System Analysis and Design System Design

18. System Analysis and Design System Design
Input Design
Bad Flow in a Form
Avicenna
System Analysis and Design System Design

19. System Analysis and Design System Design
Sequence Summary
Input design has six main objectives: select a suitable input and data entry method, reduce input volume, design attractive data entry screens, use validation checks to reduce input errors, design required source document, and develop effective input controls
The system analyst must consider three key procedures: data capture, data entry, and input methods
Data capture involves identifying and recording source data
Data entry involves converting a source data into a computer-readable form and entering it into the system.
A wide variety of input media is available, including optical, voice, and magnetic recognition devices; special purpose terminals; and graphical input devices
An effective way to reduce input errors is to reduce input volume
There are many guidelines to design a data entry screens such as design forms with proper flow, provide a descriptive caption for every field, group information logically, require an ending keystroke for every field, do not require users to type leading or trailing zeroes, display default values, display a list of acceptable values for fields, allow users to add, change, delete, and view records, and provide a method to allow users to search for specific information
Avicenna
System Analysis and Design System Design

20. System Analysis and Design System Design
Sequence Summary
In this Sequence we have
Explained the six input design main objectives
Described input devices and mechanisms
Explained the data entry methods
Explained the main guidelines to help design data entry screens
Avicenna
System Analysis and Design System Design

21. System Analysis and Design System Design
Reference
[1] System Analysis and Design, Sixth Edition
Authors: Gary B. Shelly, Thomas J. Cashman and Harry J. Rosenblatt
Publisher: SHELLY CASHMAN SEWIES.
[2] system analysis and design, sixth edition
Authors: Kenneth E. Kendall and Julie E. Kendall
Publisher: Prentice Hall
Avicenna
System Analysis and Design System Design