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 Content:

Lecture 5 Explain input design concepts, techniques, and methods

Input Design
Describe guidelines for data entry screen design
 Introduction
• The quality of system input determines the quality of system output
• 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.
 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
 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
 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

 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
• 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
• 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
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
• 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
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
1.Restrict user access to screen locations where data is entered
2.design forms with proper flow, from left to right and top to
bottom
3.group information logically
4.Provide a descriptive caption for every field, and show the user
where to enter the data and the required or maximum field size
Designing Data Entry Screens
Guidelines to help design data entry screens
5. Display a sample format if a user must enter values in a field in
a specific format
6. 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
7. Do not require users to type leading zeroes for numeric fields
8. Do not require users to type trailing zeroes for numbers that
include decimals
Designing Data Entry Screens
Guidelines to help design data entry screens
9. Display default values so operators can press the ENTER key
to accept the suggested value
10. Use a default value when a field value will be constant for
successive records or throughout the data entry session
11. 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
Designing Data Entry Screens
Guidelines to help design data entry screens
12. Provide a way to leave the data entry screen at any time without
entering the current record
13. 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).
14. Provide a means for users to move among fields on the form
Designing Data Entry Screens
Guidelines to help design data entry screens
15. Design the screen form layout to match the layout of the source
document
16. Allow users to add, change, delete, and view records
17. Provide a method to allow users to search for specific information
Good Flow in a Form
Bad Flow in a Form
GUI controls
• TEXT BOXES. A rectangle represents a text box, as mentioned previously, and is
used to outline data entry and display fields.
• CHECK BOXES. In the GUI controls example, a check box is used to indicate a
new customer.
• OPTION BUTTONS. A circle, called an option button or a radio button, is used to
select exclusive choices
• LIST AND DROP-DOWN LIST BOXES. Alist box displays several options that
may be selected with the mouse.
• TAB CONTROL DIALOG BOXES. Tab control dialog boxes are another part of
graphical user interfaces and another way to get users organized and into system
material efficiently.
• SLIDERS AND SPIN BUTTONS. Sliders and spin buttons are used to change data
that have a continuous range of values, giving users more control when choosing
values.
• IMAGE MAPS. Image map fields are used to select values within an image.
• TEXT AREAS. A text area is used for entering a larger amount of text.
• MESSAGE BOXES. Message boxes are used to warn users and provide other
feedback messages in a dialog box, often overlapping the display.
• COMMAND BUTTONS. A command button performs an action when the user
selects it with the mouse
Case Study (Slide 22 and 23)
Take a look at some of the input
screens in HyperCase. Redesign
some of the electronic forms
Make Some of Output Design and
Input Design
[1] System Analysis and Design, Sixth Edition Authors: Gary B. Shelly, Thomas J.
Cashman and Harry J. Rosenblatt , Publisher: SHELLY CASHMAN SEWIES.
[2] Modern Systems Analysis and Design Third Edition Authors: Jeffrey A. Hoffer , Joey
F. George, Joseph S. Valacich Publisher: prentice hall
[3] Systems analysis and design methods Authors: Jeffrey L.; Bentley, Lonnie D.,
Dittman, Kevin Publisher: McGraw-Hill
[4] System Analysis and Design Authors: Kendal&Kendal, publishing as Prentice Hall
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