1. Data Capture, Input Methods, and Output Methods
Applied Database II

2. Review Data Processing: Input, Process, Output Transaction Processing
Data Entry
Data Validation
Data Processing and Revalidation
Storage
Output Generation
Query Support

3. Data Capture There are Three Main Approaches to Data Capture
Direct Data Entry
Automatic Data Capture Methods
The Data on a Form

4. Data Capture Data capture means obtaining data for a computer.
Collecting documents to be typed in
Making measurements and keying in
Asking people to fill in questionnaires
Automated data capture means obtaining data directly by an input device without using a keyboard.
Using document readers (OMR, MICR, OCR)
Bar code readers
Scanning pictures
Using sensors for Data Logging

5. Data Capture Forms
Data capture forms are designed to have computer input data written on them.
A membership subscription form
A questionnaire
A turnaround document
This is so that:
Data is standardised with all records set out in the same way;
People collecting the data know what data is required.

6. Turnaround Documents
A turnaround document is produced by a computer, has more data added to it, and it is then input to the computer again.
Example: Gas Board meter reading
Advantages:
Data which is already known to the computer does not need to be written or keyed in again.
The computer can recognise each individual document using information it has already printed on it.

7. Design of Data Capture Forms
Data capture forms should be designed to be:
Simple
Ask for the minimum of information
Keep printed text to a minimum
Clear
Give clear instructions
Keep fields close to spaces for information/answers
Interesting
If it looks attractive it is less effort to fill in

8. Data Capture Forms Design techniques Fonts and Font Size
Layout of the Form
Prompts and Examples
Entry Boxes
Colour and Shading
Tick Boxes and Lists
Example : The school registers

9. Questionnaires
A survey is an operation to obtain information by observation or by asking questions.
A questionnaire is a set of questions used in a survey to collect information from people.
The data collected must be easily analysed

10. Data Analysis
Data from questionnaires must be easily analysed and can be of several different types of closed questions:
Questions requiring yes/no answers.
Questions with several possible answers giving a simple choice.
Questions where the answer is a number which measures a quantity.

11. Input Methods
An input device is a peripheral which accepts data and sends it to the CPU:
Keyboard
Mouse
Document reader (OMR, OCR, MICR)
Light pens and touch screens
Sensors
Scanner
Joysticks and game controllers
Microphone

12. Document Readers Optical Mark Readers (OMR)
OMR is a system of reading lines or marks which have been made inexactly the right positions on a document (School registers).
uses light to detect the position of black marks on white paper.

13. Document Readers Optical Character Recognition (OCR)
Scanners read text and software recognises the letters from their shapes.
Advantage: OCR is faster than typing!
Disadvantage:
You need to buy a scanner and OCR software.
It is not completely accurate, and text would need proof-reading afterwards.

14. Document Readers Magnetic Ink Character Recognition (MICR)
An MICR reader recognises characters formed from magnetic ink, used for bank cheques.
Advantages :
Documents are difficult to forge.
Documents can still be read after being written on, folded, spilt on etc...
Disadvantages :
M.I.C.R. readers and encoders are expensive.
The system can only accept a few characters.

15. Bar Codes
A bar code is a set of parallel printed lines of differing thicknesses which are used to store coded information about an item.
Bar codes are read using a Bar Code Reader
Advantages
a fast method of data entry
eliminates possible human error
Disadvantages
scratched or crumpled barcodes may cause problems

16. Magnetic Stripes
a short length of magnetic tape sealed onto the surface or embedded in a card.
usually contains information to identify the ticket or card or its user Examples:
credit cards; phone cards; smart card

17. Sensors
Many measuring devices (sensors)  can be linked to computers. This requires special software and usually a special interface.
Many sensors are digital - they produce one of a distinct set of values.
Other sensors are analogue - they can produce any value within a given range of numbers.
Analogue signals would need to be converted to digital signals by an analogue-to-digital converter (ADC), before the computer can process the readings.

18. Sensors Examples : Sensors can measure -
temperature eg to control a heating system
light eg to control automatic street lighting
sound eg to measure noise pollution
infra red eg photo cells may be used to detect a break in a beam in a burglar alarm system.
proximity eg to make sure robots do not crash into walls
pressure eg to make sure robotic 'hands' do not grip an object too tightly.
humidity eg to control an environment in a tropical greenhouse.
Data logging - a method of automatic data capture where a reading from a sensor is input at regular intervals. This data can then be processed to provide analysis of the environment.

19. Sound / Speech
Microphones and voice sensors are used to input sounds. The computer will then analyses the sound and process the data.
MIDI (musical instrument digital interface) is used for the input of signals from an electronic instrument such as a keyboard to a computer for processing.
Analogue signals will need to be converted to digital using an analogue-to-digital converter. The process of converting analogue sound to digital data is called sampling

20. Input Control Include combination of manual and computerized control
To ensure accurately and preserving data integrity
Technique
Batch control ; source documents
Online control

21. EXAM QUESTIONS
A market researcher needs to find out what snacks people prefer, how much they are prepared to pay and when they are most likely to buy snacks. He should also attempt to find out if there are any variation in tastes depending on age and sex.
Design a suitable questionnaire to collect the data.
Describe two methods, other than a questionnaire, that can be used to collect data.

22. EXAM QUESTIONS
A point-of-sale system in a supermarket includes a scanner attached to each till to read bar codes.
The bar code on a tin of peas contains the item code and and a check digit.
Why does it not contain the price?
What is the purpose of the check digit?
The till receipt contains the name of the item and the price. How is this information obtained?

23. Output Method

24. Output Method
Pertaining to a device, process, or channel involved with the transfer of data or information out of an information processing system
Two basic categories
Output for immediate use by people
Stored in computer-usable form
Output Generation
Hardcopy; documents and reports
Softcopy; forms: screens or panels

25. Output Device Monitor Laser Printers Inkjet Printers Graph plotter
Sound Output
Control Systems
COM
CAM

26. Output Control Balancing output total with input and processing totals
Auditing output report
Providing distribution lists for all report
Requiring signatures on predetermined form
Providing delivery schedule for reports
Requiring users to enter password
Providing guidelines
Securing sensitive data and information in an inaccessible location