Input-Output Design

INPUT DESIGN
Input design involves capturing of data as
well as inputting it to the computer. Accordingly
input design consists of data capturing and data
validation.
  
 
 
 
 
• Data Capture :- There can be no information
system without “Data”. Data are the facts which
describe events and entities. Data are communicated
by various types of symbols such as letters of the
alphabets, numbers, speech patterns, dots and
dashes, hand signals and so forth. The processed
data with specific purpose are called information. To
get the data into the computer the analyst has to
design the form, design the input record and design
methods for getting the data into the computer. The
computer will only accept those data which are in
machine sensible form. If its original form is
unacceptable, then it has to be brought into
acceptable form. 
• Data Collection :- The process of getting data to the
computer in a machine sensible form for processing.
• Data Capture :- Sometimes used as a substitude term
for data collection but more specifically refer to data
‘captured’ in a machine sensible form at its source
document.
• Data Entry :- Is the process of translating the source
document into the machine readable format.
• Data Input :- To the computer comes only after the
data has been entered into one of the machine
readable formats.
• Data Base:- A collection of data fundamental to a
system.
 – What is Data Capture?
• Data Capture covers all the stages from the
recording of the basic data to the feeding of
this data into the computer for processing.
The basic steps in this process are:
• Original Recording
• Data Transmission
• Data Preparation
• Verification
• Sorting
• Control
• Computer input.
 – Data Capture Objectives:- If the data input is bad
then output will be worse. This calls for clear data
capture objectives such as:
• Reduction in the volume of input to the extent
possible.
• Lesser manual preparation
• An input design which will ease the work of
the person engaged in input preparation.
• Minimizing the number of steps practicable in
the data capturing process.
 – Basic Steps in Data Capturing:-- Here we discuss
the general steps involved in data capture.
• Original Recording :-- This is the collection of data at its
source. This involves clerical preparation of source
documents including manual checks.
• For Ex. Preparing an examination mark list.
• Data Transmission :-- The data moves from the point of
origin to the data processing center.
• For Ex. The group of related mark list are bunched into
batches and sent to data processing center.
• Data Preparation :-- The transcription of source
document on to an input media such as magnetic tape,
magnetic disk, magnetic drum etc., is data preparation.
In the off line system the transfer of data from mark list
to magnetic floppy disk is the case of data preparation.
• Verification:-- It is to verify that the transcription
has been done correctly. This is vital because it
can result in wrong output.
• Sorting:-- Sorting is the process of arranging data
into some desired sequence. Sorting may be
done manually or mechanically.
• Control:-- Throughout all the stages listed above
it is essential that checking, verifying and validity
controls are maintained. This is to ensure that all
the data collected, transmitted and input are
correct.
• Computer Input:-- The data is read by the input
device like magnetic disk drive and transferred to
the internal store where it undergoes validity
checks. Invalid data will pass back to go through
the entry.
• Data Validation :-- The Objective of a data
validation system is to detect errors at the
earliest possible storage before costly
activities are performed on invalid data. Some
data validation is done by way of manual
verification in data capture stage itself. In
spite of this, still there may be incorrect
batches of input data, missing data,
duplicated data and incorrect file records etc.
• Therefore, it is necessary that before data is
first input to the computer for processing
different checks are carried out. This checks
will classify valid and invalid data.
• Validation Checks :- There are various
categories of checks which can be applied to
data during a validation run.
(A) Field Checks:- Field checks includes the
following.
1) Limit Check :- May be applied to each field
(data item) of a record to ensure that its
contents lie within predefined size.
2) Picture Check :- May be applied to each field
to detect entry of incorrect characters in the
field.
3) Valid Code Check :- To validate input against
predefined transaction codes. These
Predefined codes may either be embedded in
the programs or stored in files.
4) Check digit :- It is used to detect transposition
errors when recording “Key” fields.
5) Arithmetic Checks :- are used to ensure the
validity of the results by performing arithmetic
operations in different ways.
6) Cross Checks :- may be applied to verify fields
appearing in different files to verify that result
fully.
(B) Transaction Checks :- Transaction checks
includes the following.
1) Sequence Checks :- Sequence checks are
applied to detect any missing transaction .(eg.
Off serially numbered vouchers).
2) Format completeness :- are used to check the
presence and position of all fields in a
transaction.
3)Redundant data Checks:- are employed to
check the validity of codes with reference to
description
4) Combination Checks:- may be applied on
various fields of a file.
5) Probability Checks:- are used to avoid
unnecessary rejection of data.
6) Pass words:- may be exercised to check entry
of data by unauthorized persons in on line
system.
7) Checks :- may be incorporated to ensure that
transaction pertains to the current period.
8) Batch total :- Can be used to ensure that
transaction have been transcribed correctly. A
total of some common component of a batch
of data so as to enable a control to be
maintained over the validity of data.
9) Hash total :- A control total i.e. the sum of
values in a particular field or record area of a
file, to ensure that transaction have been
transmitted currently.
• OUTPUT DESIGN The output generally refers
to the result and information that are
generated by the system. One of the most
important features of an information system
from the point of view of users is the output it
produces. If the output is of poor quality, the
whole system is in peril because the users will
then avoid using it. In any system the output is
largely dependent on input. However, no
system can be designed properly without
knowing what output is exactly required. This
principle is known as “Principle of starting
with output”.
• Design principle of Output:-A System
designer should try to incorporate the
following design principles for output.
• 1. Principle of starting with output.
• 2. Principle of acceptability of reports.
The end user has to accept these outputs
since they are the people who will be using it
for their desired purposes. Hence it is ideal to
have their participation in the output design
phase for the greater success of the system.
• 3. Principle of timely output.
A stitch in time saves nine. This is very true for
information output .An output in time can
help to make better decision.
• 4. Principle of enhancing the decision making
process.
After all, the systems are designed for the
manager and other personnel to make better
decisions. Naturally the output report must be
prepared keeping this principle constantly in
mind.
5. Principle of practicing “Management by
Exception”.
Management controls through completed
tasks. The report should be designed not only
for what has happened but for what
deviations were there from actual plans.
Significant deviations as and when it occurs be
brought to the notice of the management
through exception reports of the system.
6. Principle of duplication reduction in reports.
Duplicate or unnecessary information in the
reports should be minimized to the extent
possible. This automatically reduces the cost
of processing.
7. Principle of Simplicity in reports.
Report should be concise, simple and self
explanatory.
• Output Objectives
Before designing output, the objectives of
each output must be clear. Simply because
the output is very attractive or it has used the
latest computer technology, output cannot be
regarded as ‘good’. It must accomplish one or
more of the following objectives.
• An Output must:
1) Convey information about
a) Past Activities - Personnel File, Vendor History
b) Current Status- Inventory on Hand, Cash onHand
c) Future Projections - Sales or Cost of
manufacturing a new system.
2) Confirm an action - Completed task
3) Trigger an alarm - Rush purchase, Market loss
4) Signal events - Through exception reporting.
• Fact Gathering Techniques
• Information gathering in large and complex
organizations is not an easy task. It has to be
gathered in an organized way so that.
• No system details are left out
• Right problems are identified
• Repetitive work is avoided
• Wrong or incomplete details are not collected.
• Fact Gathering Techniques include following
methods:
• Interviewing
• Questionnaires
• Record inspection
• Observation

These techniques are used in system analysis,

design or even during implementation stage.
• Interviewing : - This technique is used to
collect information from individuals or from
groups. It is an art better learned from
practice than from books. It is an invaluable
technique to gather qualitative information,
opinions, policies, suggestions, underlying
problems etc.
• It can clearly indicate any resistance to the
proposed system. However, there are certain
points to be remembered in conducting
interviews:
Interviewing Continue…..
– Put yourself in other man’s place and pose your
questions. cultivate the ability to appreciate his
point of view.
– Be sure you really understand instead of jumping
to conclusions.
– Maintain a neutral attitude. However, show
genuine interest so that the other person can
come out with his problems, thoughts and ideas.
– Let him do the most talking, listen, listening is an
art.
– Ask specifics.
– Notice what he does not say.
– Do not allow your mind to wander. It is usually
reflected in your face. If the interviewer leaves the
core subject, bring him back to the track tactfully.
– Don’t show you are in hurry!
– Be prepared for disagreement.
– Distinguish between fact and opinion.
– Always be polite! Don’t be over polite!
• General rules for conducting an interview:
• Obtain Prior Permission
• Prepare oneself as regards to objective and
methods.
• Put the Interviewee at ease.
• Explain in advance about the subject of the
interview.
• Avoid arguments involving too many people at
the same time.
• Do not try to cover too much ground in one
interview.
Advantages of Interviewing:
• useful when more information is required from few
people
• more familiar and personal
• people unwilling to write critical or controversial
comments, might be more free in person
• You can react immediately to anything the interviewee
says
• Can watch for clues to help you determine if responses
are knowledgeable and unbiased
• Can contribute to improved human relations
Disadvantages of Interviewing:
• More time consuming
– Both people must prepare
– Interviewer has to do follow-up work
• Costly
– Cost substantial when a large no. of interviews are
planned
– Most expensive fact finding technique
• Questionnaires :-
It is the technique used to extract information
from number of people. This method can be
adopted and used only by an skillful analyst.
The Questionnaire consists of series of
questions framed together in logical manner.
The questions are simple, clear and to the
point.
• A Questionnaire can be considered as a
structured interview form. Since the cost
involved in developing and distributing is very
high, the following points must be kept in
mind while designing questionnaires:
(i) The objective of the Questionnaire must be
clear.
(ii) The structure must be useful for the study.
(iii) Question must be easily understood.
Advantages of Questionnaire:
• useful when asking a series of questions to
many individuals
• opportunity to many people to provide input
and suggestions
• recipients can answer at their convenience
• if anonymous responses allowed, more candid
responses are offered
Disadvantages of Questionnaire:
• Preparation requires skill and time
• If question is misinterpreted, cannot clarify
the meaning
• If questionnaire not well designed, recipients
view them as intrusive, time consuming and
impersonal
• Record Review :- Believe in record than in
people! Thus a good analyst always gets facts
from documents. An existing system can be
better understood by examining existing
documents, forms and files. This record
review can take place at the beginning of the
system study or later in the study for
comparing actual operations with what the
records indicate.
• Records may include:
– Written policy manuals
– Rules and regulations
– Standard operating procedures used in the
organization.
– Forms and documents.
• The following questions may be useful in
analysis of forms:
(1) Who uses these forms?
(2) Do they include all the necessar information?
(3) How readable and easy to follow is the form?
(4) Is it ideal for analysis and inference?
• Observation :- An analyst must always keep his
mental antenna alert. Observation can bring in
missed facts, new ways to improve the existing
procedures, duplicate work done inadvertently
etc. Observation can bring in what other fact
finding methods cannot! But this task is delicate
because people do not like to be observed when
they work. It is not the quantity of time observed
is important but the unorthodox angles of
observations of the work content and methods
are going to be rewarding.
• Observation can look for:
(1) Operational Inefficiencies.
(2) Alternate routes and procedures.
(3) Interruptions in the normal flow of work.
(4) The usage of files and documents.
(5) Informal communication channels etc.
On site observation provides close view of the
working of real system. He can observe
people, objects, documents and occurrences
of events.