Designing Effective Input

Key Points and Objectives

     1.   The quality of system input determines the quality of system output.  Well-designed input forms and visual display terminal (VDT) screens should meet the objectives of effectiveness, accuracy, ease of use, consistency, simplicity, and attractiveness.

     2.   To design a good form, a preprinted or duplicated paper that requires people to fill in responses in a standardized way, systems analysts need to follow four guidelines: make forms easy to fill out, ensure that forms meet the purpose for which they are designed, design forms to assure accurate completion, and keep forms attractive.

     3.   To make forms easy to fill out, the following techniques are used.  First, design forms with proper flow, from left to right and top to bottom.  Second, group information logically: heading, identification and access, instructions, body, signature and verification, totals, and comments.  Third, provide people with clear captions.  Captions tell the person completing the form what to put on a blank line, space, or box.

     4.   To design a form which meets the intended purpose, systems analysts may use different types of specialty forms for different purposes including recording, processing, storing, and retrieving of  information.

     5.   To reduce error rates associated with data collection, the forms should be designed to assure accurate completion.  In other words, design forms to make people do the right thing with the form.

     6.   To encourage people to complete forms, systems analysts should keep forms attractive.  To be more attractive, forms should look uncluttered, and elicit information in the expected order.  Aesthetic forms or usage of different fonts within the same form can help make it more attractive.

     7.   Numerous microcomputer form design software is available.  Features of electronic form design software are:

      A.  Ability to design paper, electronic, or web based forms
      B.  Form design using templates
      C.  Form design by cutting and pasting familiar shapes and objects
      D.  Facilitates completion through the use of software
      E.  Permits customized menus, toolbars, keyboards, and macros
      F.  Supports popular databases
      G.  Enables broadcasting of electronic forms
      H.  Permits sequential routing of forms
      I.  Assists form tracking
      J.  Encourages automatic delivery and processing
      K.  Establishes security for electronic forms

     8.   To design a good screen, systems analysts need to keep the following guidelines in mind.  First, keep the screen simple.  Second, keep the screen presentation consistent.  Third, facilitate user movement among screens.  Finally, create an attractive screen.

     9.   To keep screens simple, systems analysts may divide the screen into three sections: heading, body, and comments and instructions.  Displaying a few necessary basic commands using windows or hyperlinks is another way to keep screens simple.

     10.  Window size may be maximized or minimized as needed.  Pressing the right mouse button is often used to display more options for the window.

     11.  By displaying information in the same area or by grouping information logically, systems analysts can keep the screen consistent.

     12.  To  make it easy to move from one screen to another, systems analysts may use one of the following methods: scrolling the screen back and forth, calling up another screen for more detail, and using on-screen dialogue through the prompts.  Web pages may use buttons or commands to facilitate scrolling and screen movement.

     13.  To make the screen more attractive, systems analysts may use different thicknesses of separation lines between subcategories, inverse video and blinking cursors, icons which are pictorial, on-screen representations symbolizing computer actions, different combinations of colors, and different type fonts.

     14.  Microcomputer and mainframe computers have the following differences in their operation:

 Microcomputers:

      A.  Respond to any keystroke
      B.  Define fields without attribute characters
      C.  Require no space between screen fields

 Mainframe computers:

      A.  Respond when an Attention IDentifier (AID) key is pressed.
      B.  Define screen fields using attribute characters.
      C.  The attribute character takes up one screen position for each field.

     15.  Attribute bytes indicate:

      A.  Protection
      B.  Intensity
      C.  Shift
      D.  Extended attributes

     16.  CICS is a common mainframe screen handling language, used in conjunction with many code generators.

     17.  Icons are used in graphical screens to run programs and execute commands.

     18.  Graphical User Interface (GUI) is used in conjunction with a mouse for making selections and entering data.

     19.  Tab control dialog boxes help organize GUI features (controls) for users.  Each tab dialog box should have three basic buttons: OK, Cancel and Help.

     20.  The following guidelines are used when creating Intranet and Internet pages for input:

      A.  Use a variety of text boxes, push buttons, radio buttons, drop-down lists and other GUI features.
      B.  Provide clear instructions.
      C.  Include radio buttons when users must make a bipolar choice.
      D.  Use check boxes to test conditions to true or untrue.
      E.  Use a logical entry sequence for fill-in forms.
      F.  Include two basic buttons: Submit and Clear.
      G.  Provide a scrolling text box if you are uncertain how much text will be entered.

Key Points and Objectives

     1.   The user interface is the system which helps users’ communication with the computer system and/or
     the application system.  To design a better user interface, systems analysts should address the
     following objectives:

      A.  Effectiveness as achieved through design of interfaces that allow the user to access the
     system in a way that is congruent with their individual needs

      B.  Efficiency as demonstrated through interfaces that increase speed of data entry, and reduce
     errors

      C.  User consideration as demonstrated in designing suitable interfaces, and providing
     appropriate feedback to users from the system

      D.  Productivity as shown through following urge sound principles of design for user interfaces
     and work spaces

     2.   The user interface has two main components: presentation language, which is the
     computer-to-human part of the transaction; and action language that characterizes the
     human-to-computer portion.

     3.   There are several different kinds of user interface available.  They are:

      A.  Natural-language interfaces, which permit users to interact with the computer in their
     everyday or “natural” language

      B.  Question-and-Answer interfaces, in which the computer displays a question for the user on
     the screen, then the user enters an answer via the keyboard and the computer acts on that
     input information in a preprogrammed manner

      C.  A menu interface, which provides the user with an on-screen list of available selections

      D.  Form fill interfaces, which are on-screen forms displaying fields containing data items or
     parameters that need to be communicated to the user.  Form fill interfaces may be
     implemented using the web.

      E.  Command-language interfaces, which are more popular than the previous ones and allow
     the user to control the application with a series of keystrokes, commands, phrases, or some
     sequence of these

      F.  Graphical User Interfaces (GUIs), which graphically supply the user with a strong metaphor
     of the application and allow direct manipulation of the graphical representation on the
     screen, which can be accomplished with keyboard input, joystick, or mouse.  This interface
     requires more system sophistication than the interfaces discussed previously.  Web
     interfaces require careful planning and a clear-cut design.

      G.  Some other types of interfaces are also available including a stylus, tough-sensitive screens,
     and speech recognition and synthesis.

     4.   When evaluating the interfaces to choose, systems analysts need to consider the following standards:

      A.  The necessary training period for users should be acceptably short.
      B.  Users early in their training should be able to enter commands without thinking about them,
     or referring to a help menu or manual.
      C.  The interface should be “seamless” so that errors are few, and those that do occur are not
     occurring because of poor design.
      D.  Time necessary for users and the system to bounce back from errors should be short.
      E.  Infrequent users should be able to relearn the system quickly.

     5.   Icons are grouped within larger windows called program groups or folders.

     6.   Dialog is the communication between a person and the computer.  There are three key points to be
     considered:

      A.  Meaningful communication
      B.  Minimal user action
      C.  Standard operation and consistency

     7.   Easy to use help screens should be provided.  Often these contain hyperlinks to other related help
     topics.

     8.   The minimal operator action goal is achieved by:

      A.  Entering codes instead of code meanings
      B.  Entering only data that is not stored on files
      C.  Not requiring users to enter editing characters
      D.  Supplying default values on entry screens
      E.  Providing inquiry programs with short entry fields
      F.  Providing keystrokes for selecting menu options that are normally selected using a mouse
      G.  Selecting codes from a pull-down menu on a GUI screen
      H.  Providing context sensitive menus (displayed when the right mouse button is clicked on an
     object)

     9.   Standard operation of on-line systems is achieved by:

      A.  Keeping heading and footer information in the same locations for all screens
      B.  Using the same keystrokes to exit a program
      C.  Using the same keystrokes to cancel a transaction
      D.  Using a standard key for obtaining help
      E.  Standardized use of icons when using graphical user interface screens

     10.  Tab control dialog boxes are a feature of GUI design and have logically grouped functions on each
     tab.  Each tab dialog box should have an OK, Cancel or Apply button (and perhaps Help).

     11.  Shell programs are useful for customizing a graphical user interface screen.

     12.  Voice or speech recognition systems are developing rapidly.  There are two different types of voice
     recognition:

      A.  Continuous speech systems, allowing for dictation
      B.  Speaker independence, so people can enter commands or words at a given workstation

     13.  All systems require feedback in order to monitor and change behavior by comparing current behavior
     with predetermined goals, and give back information describing the gap between actual and intended
     performance.

     14.  Feedback to the user from the system is necessary in seven distinct situations:

      A.  The computer has accepted the input.
      B.  The input is in the correct form.
      C.  The input is not in the correct form.
      D.  There will be a delay in processing.
      E.  The request has been completed.
      F.  The computer is unable to complete the request.
      G.  More detailed feedback is available (and how to get it).

     15.  Program help comes in a variety of ways:

      A.  Pressing a function key, such as F1
      B.  A GUI pull-down menu
      C.  Context-sensitive help, specific for the operation being performed
      D.  Iconic help, obtained when a cursor is left over an icon for a few seconds
      E.  Wizards, which provide a series of questions and answers when trying to perform an
     operation
      F.  Telephone help desks provided by the software manufacturer
      G.  Software forums on nationwide bulletin boards

     16.  There are six different types of queries:

      A.  Obtain specified data for a particular entity.
      B.  Find a group of entities that have certain characteristics.
      C.  Find attributes for an entity for certain characteristics.
      D.  Display all the attributes for a certain entity.
      E.  Find all entities with a certain characteristic.
      F.  List attributes for all entities for certain characteristics.
     17.  There are two main methods for implementing queries in a database system.

      A.  Query By Example (QBE), which allows users to select fields and specify conditions using
     a grid
      B.  Structured Query Language (SQL), which uses a series of keywords and commands to select
     the rows and columns that should be displayed

     18.  A parameter query allows users to enter a value to select records without changing the query syntax.

     19.  Web searches uses search engines to answer a query.  Guidelines for searching the web are:

      A.  Decide whether to search or surf the web.
      B.  Think of the key terms before searching.
      C.  Construct the search questions logically, with attention to the use of AND and OR search
     logic.
      D.  Use a search engine that saves your searches.
      E.  Use a search engine that informs you of changes in the web sites you select.
      F.  Look for new search engines periodically.

     20.  Data mining is gathering a large amount of information about a person and their habits, and using
     that information as a predictor of future behavior.  It must be carefully and ethically used to avoid
     infringing on an individual’s privacy.

     21.  To expect improved user productivity and to encourage continuous use of the system, systems
     analysts should consider an ergonomically sound working environment even though they usually
     don’t have much control over the design of the workspace.  Some of the important working
     environmental variables to be considered are: room color and lighting; VDT or LCD screens, user
     keyboards; computer desks; and user seating.

Key Points and Objectives

     1.   The quality of data input determines the quality of information output.  Systems analysts can support
     accurate data entry through achievement of three broad objectives: effective coding, effective and
     efficient data capture and entry, and assuring quality through validation.

     2.   Coding aids in reaching the objective of efficiency, since data that are coded require less time to
     enter and reduce the number of items entered.  Coding can also help in appropriate sorting of data
     during the data transformation process.  Additionally, coded data can save valuable memory/storage
     space.

     3.   Besides providing accuracy and efficiency, coding has the following purposes:

      A.  Keeping track of something
      B.  Classifying information
      C.  Concealing information
      D.  Revealing information
      E.  Requesting appropriate action

     4.   In establishing a coding system, systems analysts should follow these guidelines:

      A.  Keep codes concise.
      B.  Keep codes stable.
      C.  Make codes that are unique.
      D.  Allow codes to be sortable.
      E.  Avoid confusing codes.
      F.  Keep codes uniform.
      G.  Allow for modification of codes.
      H.  Make codes meaningful.

     5.   In order to assure the quality of data entered into the system, it is important to capture data
     effectively.  The following list provides guidelines to be remembered for the effective and efficient
     data capture.

      A.  Deciding what to capture
      B.  Letting the computer do the rest
      C.  Avoiding bottlenecks and extra steps
      D.  Starting with a good form
      E.  Choosing a data-entry method

     6.   Although effective coding, and effective and efficient data capture and entry, are necessary
     conditions for assuring quality data, they alone are not sufficient.  Additionally, to assure data
     quality, errors should be detected during input, prior to processing and storage. Two possible ways
     to validate inputs are: validation of input transactions and validation of input data.

     7.   Codes may be included in drop-down lists when using a GUI interface.  This helps to ensure that the
     data entered is accurate, since the user sees both the code and its meaning and can only select a code
     from the list.

Key Points And Objectives

     1.   The system analyst should design output to serve the intended purpose, deliver the right quantity of output, deliver it to the right place, provide output on time, and choose the right output method.

     2.   Output can be in the form of print, screen, audio, microform, CD ROM or DVD, e-mail, the World Wide Web or electronic output.

     3.   Output technologies differ in their speed, cost, portability, flexibility, and storage and retrieval possibilities.

     4.   Electronic output includes FAX, electronic mail, the World Wide Web and bulletin board messages.

     5.   Analysts must be aware of sources of output bias, interact with users to design output, inform users of the possibilities of bias in output, create flexible and modifiable output, and train users to use multiple output to help verify the accuracy of reports.

     6.   Printed reports are designed using specialized software.  On line screens are designed using special forms or screen design software.

     7.   On-screen graphical output is becoming increasingly popular, especially for decision support systems.

     8.   Decision makers should receive training in how to interpret graphs, if graphs are to be useful to them.

     9.   Design principles must be used when designing Web sites.  These include:

               A.   Using professional tools
               B.   Studying other sites
               C.   Using Web resources
               D.   Examining the sites of professional Web site designers
               E.   Using tools that you are familiar with
               F.   Consulting books
               G.   Looking at examples of poorly designed pages
               H.   Creating Web templates
               I.   Using plug-ins, audio and video sparingly.

     10.  Planning a Web site involves:

               A.   Designing the structure of the Web site.
               B.   Focusing on the content
               C.   Using meaningful text
               D.   Including appropriate graphics
               E.   Paying attention to the presentation of the Web site, with a consideration of download times.
               F.   Constructing navigational links
               G.   Promoting the Web site.