designing effective output week viii
TRANSCRIPT
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WEEK VIII
JOEY MILLER D. MINGUILLAN
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Designing output
Output technologies
Factors in choosing an output technology
Report design
Screen design
Web site design
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Internal output is used within the corporation
External output is used outside the organization
External output differs from internal output in its design and appearance
A turnaround document is one that is sent out and then returned
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Output should be designed to◦ Serve the intended purpose
◦ Be meaningful to the user
◦ Deliver the right quantity of output
◦ Deliver it to the right place
◦ Provide output on time
◦ Choose the right output method
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Output can be in the form of◦ Print
◦ Screen
◦ Audio
◦ CD-ROM or CD-RW
◦ DVD
◦ The World Wide Web
◦ Electronic output
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Output technologies differ in their◦ Speed
◦ Cost
◦ Portability
◦ Flexibility
◦ Storage and retrieval possibilities
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Video clips are useful for◦ Supplementing static, printed output
◦ Distance collaboration
◦ Showing how to perform an action
◦ Providing brief training episodes
◦ Shifting the time of an actual event by recording it for later output
◦ Preserving an important occasion for addition to an organization’s archives
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Animation is composed of four elements:◦ Elemental symbols
◦ Spatial orientation
◦ Transition effects
◦ Alteration effects
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Electronic output includes◦ Fax
◦ Electronic mail
◦ The World Wide Web
◦ Bulletin board messages
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Drawbacks of electronic and Web-based output are◦ The design of CD-ROM is very time- consuming
and expensive
◦ CD-ROM is troublesome to update
◦ CD-ROM is difficult to use on a network
◦ Electronic mail has difficulty in formatting control
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Disadvantages, continued◦ Electronic mail has a potential for abuse
◦ Junk electronic mail may become a problem
◦ It is difficult to express a mood with electronic mail and communication may be more informal
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Pull technology allows the user to take formatted data from the Web
Push technology sends solicited or unsolicited information to a customer or client
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Factors that must be considered when choosing an output technology are◦ Who will use the output?
◦ How many people need the output?
◦ Where is the output needed?
◦ What is the purpose of the output?
◦ What is the speed with which output is needed?
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◦ How frequently will the output be accessed?
◦ How long will the output be stored?
◦ Under what special regulations is the output produced, stored, and distributed?
◦ What are the initial and ongoing costs of maintenance and supplies?
◦ What are the environmental requirements for output technologies?
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Analysts must be aware of sources of output bias and inform users of the possibilities of bias in output
Bias is introduced in three main ways:◦ How information is sorted
◦ Setting of acceptable limits
◦ Choice of graphics
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Strategies to avoid output bias◦ Awareness of the sources of bias
◦ Design of output that includes users
◦ Working with users so that they are informed of the output's biases
◦ Creating output that is flexible and allows users to modify limits and ranges
◦ Train users to rely on multiple output for conducting "reality tests" on system output
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Design reports using software
Design guidelines for printed reports are◦ Include functional attributes, such as headings,
page numbers, and control breaks
◦ Incorporate stylistic and aesthetic attributes, such as extra blank space and grouping data
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Examine the type of data: alphabetic, special, or numeric
Constant information does not change when the report is printed
Variable information changes each time the report is printed
Specify the paper quality, type, and size
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Steps to follow when designing reports using a computer-aided software tool◦ Determine the need for the report
◦ Determine the users
◦ Determine the data items to be included
◦ Estimate the overall size of the report
◦ Title the report
◦ Number the pages of the report
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Further steps for designing reports◦ Include the preparation date on the report
◦ Label each column of data appropriately
◦ Define variable data indicating the type of data
◦ Indicate the positioning of blank lines used to help organize information
◦ Review prototype reports with users and programmers
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Stylistic/aesthetic elements of printed reports include◦ Organization
◦ Control breaks
◦ Blank spaces
◦ Margins
◦ Color coding
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Online screens are designed using screen design software
Guidelines for screen design are◦ Keep the screen simple
◦ Keep the screen presentation consistent
◦ Facilitate user movement among screens
◦ Create an attractive screen
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Primary considerations for designing graphical output◦ Output must be accurate, easy to understand and
use
◦ The purpose of the graph must be determined
◦ Decision makers must be trained in using it
◦ Provide the ability to call up a variety of user views as well possible commands
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Design principles must be used when designing Web sites
These include◦ Using professional tools
◦ Studying other sites
◦ Using Web resources
◦ Examining the sites of professional Web site designers
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Further principles◦ Using tools that you are familiar with
◦ Consulting books
◦ Looking at examples of poorly designed pages
◦ Creating Web templates. Style sheets allow you to format all Web pages in a site consistently
◦ Using plug-ins, audio, and video sparingly
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Guidelines for using graphics when designing Web sites are◦ Use either JPEG or GIF formats
◦ Create a few professional-looking graphics for use on your page
◦ Keep the background simple and readable
◦ Examine your Web site on a variety of monitors and graphics resolutions
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Guidelines continued◦ Save JPEG images at the highest quality possible
within a reasonable size
◦ Use horizontal rules to separate sections of Web pages
◦ Use colorful bullets for lists and hot buttons for links
◦ Keep graphics images small and reuse images
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Guidelines continued◦ Use transparent GIF files to make images that are
not rectangular
◦ Use a graphics package to tilt your image
◦ Follow the three clicks rule which states that you should be able to go to any page in three clicks
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To improve the presentation of a corporate Web site◦ Provide an entry screen or home page
◦ Keep the number of graphics to a reasonable minimum
◦ Use large and colorful fonts for headings
◦ Use interesting images and buttons for links
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Ideas continued◦ Use the same graphics image on several Web pages
◦ Avoid overusing animation, sound, and other “busy” elements
◦ Provide an area on the left side or on the top of the Web page for links to other pages in the Web site
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Ideas continued◦ Make sure that your Web page does not scroll
horizontally, keep the vertical page under 2½ screens
◦ Make sure that your initial page loads quickly
◦ Add one or two Java applets if possible
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Planning a Web site involves◦ Designing the structure of the Web site
◦ Focusing on the content
◦ Using meaningful text
◦ Including appropriate graphics
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Further Web site planning guidelines◦ Paying attention to the presentation of the Web site,
with a consideration of download times
◦ Constructing navigational links
◦ Promoting the Web site
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You can encourage companies to promote your Web sites by:◦ Using e-mail to promote your site
◦ Encouraging readers to bookmark your site
◦ Submitting your site to search engines
◦ Making it clear who is maintaining the Web site
◦ Performing perpetual maintenance of the Web site
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