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Input designingObjectives• Discuss the objectives of systems input design• Explain the differences among data capture, data entry, and data input• Explain the differences between batch and online input• List and describe the different types of data validation checks• Discuss effective source document design• Design input records• Discuss guidelines for effective screen design• Describe and design data entry screen, process control screens, GUI, and help screens• Discuss input control techniques

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IntroductionThe quality of the output from an information

system is directly related to the quality of its input.Input design encompasses all the activities that help toensure the quality of the systems input.

Today’s systems analysts can choose from anamazing array of input media and methods.

• Keyboard• Terminal• Mouse• Touch screen• Graphic input device

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• Voice input device• MICR reader• Scanner/optical recognition device• Data collection device

Input design objectivesInput design includes the development of

procedures and specifications for all aspects of datacapture, data entry, and data input. Data capture refersto the identification and recording of source data. Dataentry is the process of converting source data into acomputer-readable form. During data input, thecomputer-readable source data is actually input to theinformation system.

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The input design process for a given informationsystem includes the following six activities.

1. Design or modify source documents for dataCapture

2. Determine how data will be entered and input3. Design input data records4. Design data entry screens5. Design user interface screens6. Design audit trails and system security

measures

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The goal of all input design activities is to enablethe IS users to provide high-quality data to the systemin an efficient manner. The following objects will helpyou meet that goal:

• Utilize appropriate input media and methods• Develop efficient input procedures• Reduce input volume• Reduce input errors

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• Utilize appropriate input media and methodsPerhaps the most obvious input design decisions

you must make involve the selection of input entrymethods and media. Input methods are classified aseither batch or online. Current trends are toward onlineinput methods, in which data entry is performed online,interactively with the computer. • Develop efficient input procedures

As you develop your input design, you mustrecognize points in the input process where delayscould occur. A good input design avoids potentialbottlenecks. For example, if one specific person mustapprove all orders before they are released for data

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entry, that approval process might create a bottleneck.Most input bottlenecks occur at the data entry stage.Designing efficient and easy-to-use source documents,capturing data at its source, reducing input volume, andstreamlining data entry procedures are among themeasures that can reduce the likelihood of data entrybottlenecks. • Reduce input volume

To reduce input volume, you must reduce thenumber and size of data item values that must be inputfor each transaction or entity. The following fourguidelines help to reduce input data volume.

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1. Input necessary data only.2. Do not input data that can be retrieved from

system files or calculated from other data.3. Do not input constant data.4. Use codes.

BUSINESS CODES•Serial - based on arrival time•Sequential - based on an ordered table

•Block - based on range of letters/numbers

•Alphabetic - based on an abbreviation or other convention

•Group - any combination of the above four

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SERIAL BUSINESS CODES

BANK1 2 3 4

Based on Arrival Time - “first come, first serve”

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SEQUENTIAL BUSINESS CODES

BANK1 2 3 4

Based on “meaningful organization” - sorted

1 2 3

4

Bob

Stan

Sharon

Carol

This example: sort by first name, then assign a number

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BLOCK BUSINESS CODES

BANK

Based on a range of letters and/or numbers

Bank Customer TypesMerchant/BusinessA0001 - E9999

Personal CheckingF0001 - M9999

Personal SavingN0001 - T9999

CustodialU0001 - Z9999

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ALPHABETIC BUSINESS CODES

Based on an abbreviation or some other scheme

STATES UNITS OF MEASUREAZ = ArizonaCA = CaliforniaMI = MichiganNY = New Yorketc....

GA = GallonQT = QuartPI = PintYD = YardFT = FootIN = Inchetc...

13Example: Use of a Group Code in a Paint Store

Product Class Base Color Base Type Unit of Measure

Legend

P = PaintS = Stain

100-199 = Browns200-299 = Greens300-399 = Blues400-499 = Yellows500-599 = Reds

0 = None1 = Lacquer2 = Water3 = Oil

Paint Product Examples:

S 206 2 G P 399 1 Q S 547 0 P

P 286 3 G

GROUP BUSINESS CODES

P = PintQ = QuartG = Gallon

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• Reduce input errorsReducing the number of errors in the input data

will certainly add to the quality of the data. All theefforts we have discussed previously to reduce inputdata volume will help reduce errors. The customername cannot be misspelled if it is not entered.Similarly, an outdated item price cannot be usedmistakenly if item price is retrieved instead of input.

Good input design can also help reduce errors. Aswe will see when we discuss source documents, adocument’s layout, captions, and instructions can bedesigned to make the data capture and data entryprocesses easier and more error-free. Well-designedscreen layouts also help reduce error rates.

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• Reduce input errors (cont.)Even with the best input designs and procedures,

input errors will occur. The final defense againsterroneous data entering the system is catching andcorrecting the errors as they are input. At least eighttypes of validation checks can be applied to data.• Sequence checks• Existence checks• Class checks• Range checks• Reasonableness checks• Validity checks• Combination checks• Batch controls

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Source document designPaper documents are still commonly used in all

aspects of business for collecting, circulating, andstoring information. In this section, we examine sourcedocuments, those forms that elicit and capture data forinput to an information system, serve as anauthorization or trigger for input action, and provide arecord of original input data.

During systems input design, you will have theopportunity to design new source documents or modifyexisting source documents. You will want to designdocuments that fulfill their purpose and are easy to fillout, easy to use, attractive, and no more expensive than necessary.

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Line Captions On the line: Last Name First Name Birth Date / / Telephone ( ) Above the line: Last Name First Name Birth Date Telephone / / ( )

Below the line: Last Name First Name / / ( ) Birth Date Telephone Combination: Name Last First Birth Date / / Telephone ( ) month day year area code number

Boxed Captions in the box:

Below the box:

Last Name First Name Check Off Horizontal: Freshman Sophomore Junior Senior Vertical: Enter your class status: Freshman Sophomore Junior Senior

Last Name

First Name

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The order of appearance of logical groups ofinformation on a form is important. The majority ofsource documents include most, if not all, of the zonesshown in figure.

HEADING ZONE

CONTROL ZONE

INSTRUCTION ZONE

AUTHORIZATION ZONE

TOTALS ZONE

BODY ZONE

• Source documents – Form zones

• Heading zone : ส่�วนหั�วกระดาษ

• Control zone : ส่�วนควบค�ม• Instruction zone : ส่�วนค�า

แนะน�า• Body zone : ส่�วนเน��อหัา• Totals zone : ส่�วนส่ร�ป• Authorization zone : ส่�วนการใหั�อ�านาจ

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KMUTT Student Number Semester/Year

Last Name First Name Initial Local Telephone Number Date

Street Address City State Zip Course Section Subj. Number (A, A1, 01) Cr Days Times Room Bidg.

Total Credits = Date Received/Initial Advisor Approval Date

REGISTRATIO N FORM

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- BATES VIDEO CLUB VIDEO RENTAL FORM

Member Number Date

Title ID# Rental Fee Date Returned

Total Rental Amount: I agree to return the above rented videos within seven (7) days.Signed:

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Input record designBatch data is input to a computer system in

groups, or batches. During the data entry process, batchdata must be placed in a temporary file; that temporaryfile then becomes the input file during the actual datainput process. You can use a word processor or a datadictionary to document the formats of the batch inputrecords you design. You can also use an input recordlayout chart to describe the format of all records in abatch input file. Whichever documentation method youuse, these record layouts are used by programmersduring system development; if the data will be keyed bydata entry clerks during system operation, they coulduse the same record layout documentation.

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Record : Student Record

Student_ID

Student_Name

Adv_Name

Adv_Room

Class#

Unused

1-4 5-34 35-64 65-67 68-73

74-80

9999 X(30) X(30) 999 999999

X(7)

Record Name

Field Names

Position

Data Type Input record layout for the

student registration form

Record

Typ

eS

tud

en

tN

um

ber

Sem

este

rY

ear

Fir

st

4

ch

ara

cte

rsO

f Last

Nam

e123456789012345678901234567890123456789012345678901234567890…………

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SYSTEM DOCUMENTATION

NAME OF SYSTEM DATE PAGE 1 OF 1 217REGISTRATION / /97

ANALYST PURPOSE OF DOCUMENTATI ON M. Friedman Registr

ation Input Record Layouts

- STUDENT RECORD One record is created for each registration form

FIELD TTTT POSITIONS T TMMENTS REC TYPE A 1 = “

S“for a student record -STUDENT NUMBER N 2 7 SEMESTER A 8

= “F“ for Fall, “W“ for Winter, “ S“ for Summer - YEAR N 9 10 La

st two digits of the year - NAME X 11 14

Only the first four characters o f the Last Name are entered

- COURSE RECORDS One record is created for each course on the form

FIELD TYPE POSITIONS T TMMENTS REC TYPE A 1 = “

C“ for a course record - SUBJ A 2 4 St

andard department abbreviation COURSE NUMBER N -57 - 89SECTION X

- Lef t j usti fi ed

Input record documentation for the student registration form

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BAXTERCOMMUNITY 137426 97REGISTRATION FORM F /COLLEGE Student Number Semester/Year

- 4581203 5 5 97SANDERS KIMBERLY M / / Last Name First Name Initial Local Telephone Number Date 1701 03842W.EMBERS DRIVE HAMPTON NH Street Address City State Zip

Subj. Course Section Cr Days Times Room Bidg. Number (A, A1, 01) - 120 3 10 11 211ENG E M W F CON - 125 5 9 10 103MTH B M T W Th F BAX - 150 3 1030 12 119CS C T Th : BAX - 212 3 2 3 110PHI A M W F AUG - 103 1 2 3 4PE C T Th GYM

5 6 97 5 1997 16/ / SM S. Cantez May , Total Credits = Date Received / Initial Advisor Approval Date

studentrecord

courserecords

Data entry information flow for the student registration form

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XXXXXX

XXXXXX

XXXXXX

XXXXXX

XXXXXX

XXXXXX

XXXXXX XXXXXX

XXXXXX

XXXXXX

START

ILLOGICAL INFORMATION FLOW :

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XXXXXX

XXXXXX

XXXXXX

XXXXXX

XXXXXX

XXXXXX

XXXXXX XXXXXX

XXXXXX

XXXXXX

START

LOGICAL INFORMATION FLOW :

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Screen designWe will now complete our coverage of screen

design by discussing design principles for data entryscreens and all types of user interface screens.

All screen displays serve the same two generalpurposes: to present information and to assist theoperator using the system. As you might expect, manyof the design guidelines we discussed for output screensare also applicable to data entry and user interfacescreens. These guides are, therefore, worthreconsidering.

1. All screen displays should be attractive anduncrowded

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2. The information on a single screen should bedisplayed in a meaningful, logical order.

3. Screen presentations should be consistent; thatis, screen titles, messages, and instructions should allappear in the same general locations on all types ofscreen displays.

4. All messages, including error messages, shouldbe explicit, understandable, and politely stated; avoidmessages that are cute, cryptic, or insulting.

5. Messages should remain on the screen longenough to be read.

6. Special video effects should be used sparingly.Color, blinking, high brightness, reverse video, andsound effects all can help attract the operator’s attention;

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but the overuse of such effects distracts rather thanfocuses an operator’s attention.

7. Feedback is important.8. As was true for output screen designs, all input

screen design layouts should be documented on a screendisplay layout form for later use by programmers.

• Data entry screen designForm-filling is the traditional technique for onlinescreen data entry. In form-filling, a complete form isfirst displayed on the screen; the operator then fills in the form by entering data, field by field.

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A simple data entry screen. The operator is in the process of entering a project description.

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- Guideline for data entry screen design1. จ�าก�ดผู้��ใช้�ในการเข้�าถึ"งจอภาพตามการใช้�งาน

เม�'อเข้�าไปที่*'หัน�าจอร�บ ข้�อม�ล Cursor ต�องอยู่��ที่*'ต�าแหัน�งแรกข้อง

ข้�อม�ล หัล�งจากผู้��ใช้�ใส่�ข้�อม�ล แล�ว Cursor ควรเล�'อนไปที่*'ช้�องร�บข้�อม�ลถึ�ด

ไปเส่มอ2. ม*ค�าบรรยู่ายู่ประกอบในที่�ก field3. ถึ�าช้�องร�บข้�อม�ลน��นม*ร�ปแบบเฉพาะใหั�แส่ดงร�ป

แบบเฉพาะน��นเพ�'อใหั� ผู้��ใช้�ป.อนข้�อม�ลไม�ผู้/ดพลาด เช้�น

DD/MM/YYYY หัร�อ YYYY/MM/DD4. ใช้�การกด ENTER key เม�'อส่/�นส่�ดส่�าหัร�บที่�ก

ฟิ1ลด2เพ�'อไปยู่�งช้�องร�บ ข้�อม�ลถึ�ดไปหัร�อในกรณี*ที่*'ใส่�ข้�อม�ลเที่�าจ�านวน

ข้องข้�อม�ลน��นแล�ว Cursor ควรไปยู่�งช้�องร�บข้�อม�ลถึ�ดไปอ�ตโนม�ต/

เพ�'อร�บข้�อม�ลถึ�ดไป

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- Guideline for data entry screen design (cont.)5. กรณี*ข้�อม�ลร�บเข้�าเป5นต�วอ�กษรพ/เศษเช้�น $

หัร�อ / ควรออกแบบใหั� ส่ามารถึใส่�ต�วอ�กษรพ/เศษโดยู่อ�ตโนม�ต/ผู้��ใช้�ไม�

ต�องใส่�เอง6. ไม�ควรใหั�ผู้��ใช้�ป.อนเลข้ศ�นยู่2น�าหัน�าในฟิ1ลด2ที่*'เป5น

ต�วเลข้ 7. ไม�ควรใหั�ผู้��ใช้�ป.อนเลข้ศ�นยู่2ในฟิ1ลด2ที่*'เป5นต�วเลข้หัล�งจ�ดที่ศน/ยู่ม

8. ส่�าหัร�บฟิ1ลด2ที่*'ม* standard value ใหั�แส่ดงค�าน��นเป5น default values 9 . ส่�าหัร�บฟิ1ลด2ที่*'ม*ข้�อม�ลเป5นรหั�ส่(Code) ใหั�แส่ดงรหั�ส่และความหัมายู่

ไว�ด�วยู่ 1 0 . เตร*ยู่มว/ธี*การยู่กเล/กหัน�าจอการป.อน

ข้�อม�ล เช้�น Exit without Adding Record11. หัล�งจากป.อนข้�อม�ลในหัน�าจอเส่ร8จส่มบ�รณี2

แล�วและได�ร�บการ ตรวจส่อบแล�วควรม*การใหั�ผู้��ใช้�ได�ตรวจส่อบ

และยู่�นยู่�นหัร�อยู่กเล/ก ก�อนบ�นที่"กข้�อม�ลเข้�าเคร�'อง

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- Guideline for data entry screen design (cont.)

12. ก�าหันดค�าส่�'งใหั�ผู้��ใช้�ในการเล�'อนระหัว�างฟิ1ลด2บนจอภาพตามล�าด�บ

มาตรฐาน เพ�'อใหั�ผู้��ใช้�ได�แก�ไข้ก�อนจะบ�นที่"กเข้�าเคร�'อง เช้�น ป�:ม

TAB เป5นต�น13. ออกแบบจอภาพใหั�ส่อดคล�องก�บ Source

documents14. อน�ญาตใหั�ผู้��ใช้�ส่ามารถึเพ/'ม, แก�ไข้

เปล*'ยู่นแปลง, ลบ, และแส่ดง ข้�อม�ลต�างๆได�

36A data entry screen for the student registration form

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A simple data entry screen.

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• Process control screen design

In many information systems, some or all of the systemprocessing is designed to execute in an online mode inresponse to requests entered by end users. For suchonline systems, you must design appropriate inputscreen for entering the end user processing requests.These screen displays are called process controlscreens, or dialogue screens.

Two processing control methods are commonlyused: menu input and prompted input.

• Menu screen

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A menu for the project tracking system

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• Prompt screen

Do you wish to add, edit, delete, display, or print records? >ADD What source document will be used to add the records? >REGISTRATION

A question/answer screen sequence• Combination screens

Menu input and prompted input are often used incombination.

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MAIN MENU1. Student Score Processing STUDENT SCORE PROCESSING MENU 1. Add a set of scores 2. Edit a set of scores 9. Return to Main Menu2. Class List Processing CLASS LIST PROCESSING MENU 1. Add a new class list 2. Edit a class list 9. Return to Main Menu3. Report Processing REPORT PROCESSING MENU 1. Print reports without dropped scores 2. Print reports with dropped scores 3. Print a score date entry form 9. Return to Main Menu4. History Processing HISTORY PROCESSING MENU 1. Add a class to the history file 2. Search for a specific student 9. Return to Main Menu5. Class Setup Processing CLASS SETUP PROCESSING MENU 1. Add/Edit grading scale 2. Add/Edit score descriptions 3. Add/Edit maximum scores 4. Edit a student’s final grade 9. Return to Main Menu6. System Configuration CONFIGURE SYSTEM MENU 1. Configure entire system 2. Configure monitor and colors 3. Configure printer 4. Configure disk drive 9. Return to Main Menu9. Exit System

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• GRAPHICAL USER INTERFACE (GUI) DESIGNThe most recent evolution in screen design involves graphical user interfaces. A graphical user interface (GUI)Uses windows, menu bars, pull-down and pop-up menus, and graphical pictures (call icons) with which the end user communicates with the application system.

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• GRAPHICAL USER INTERFACE (GUI) DESIGN• Pop-up menus• Pull-down menus• Drop-down/List boxes• Option (Radio) Buttons• Check Boxes• Text Boxes• Spinners• Command (Push) Buttons• Menu Bars• Menu Pads• Maximize/Minimize• Button Bars• Tool Bars• Scroll Bars• Docking

• Navigation• Data Entry

Modes ofOperation:

OBJECTS

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Menu bar

Tool bar

Pull down

46A data entry screen for the student registration system

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Data Entry Form/Window With Navigation Choices

Option (Radio) Buttons (choose one)

SpinnerPop-Up Menu

Command Buttons

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Good Flow in a Form

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Bad Flow in a Form

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Metaphoric Screen Design

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Common GUI Controls Uses•Text boxes–When the input data values are unlimited in scope•Radio buttons

–When data has limited predefined set of mutually exclusive values•Check boxes

–When value set consists of a simple yes or no value•List boxes

–When data has a large number of possible values•Drop down lists

–When data has large number of possible values and screen space is too limited for a list box•Combination boxes

–When need to provide the user with option of selecting a value

from a list or typing a value that may or may not appear in the list•Spin boxes

–When need to navigate through a small set of choices or directly typing a data value

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Common GUI Controls (Windows and Web)•Text

boxes•Radio

buttons•Check

boxes•List boxes•Drop

down lists•Combinati

on boxes•Spin

boxes•Buttons

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Advanced Controls (mostly Windows interfaces)•Drop

down calendars

•Slider edit controls

•Masked edit controls

•Ellipsis controls

•Alternate numerical spinners

•Check list boxes

•Check tree boxes

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Advanced Controls (mostly Windows interfaces)

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• Help screen designEven with the best of online input processing

designs, end users might occasionally require additionalassistance or information. Online help screens display awindow or screenful of text that explains concepts,procedures, menu choices, function keys, formats, andso on.

End users typically request help in one of two ways: by pressing a special key (usually one of thefunction keys) or by clicking a command button, toolbar button, or menu option designated for that purpose.Many information systems use both techniques.

Help information is typically presented in twodifferent ways:

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• Context-sensitive help• A help switchboard or menu is displayed whenever an end user requests helpBoth techniques just described can be useful, and

they can be use in combination. Many informationsystem provide both context-sensitive and menu-drivenhelp.

SEMESTER field Help

The allowable values for Semesterand their meanings are as follows: Value Meaning F Fail W Winter S SummerClose

Main HELP Topics

Student Score ProcessingClass List Processing

Report ProcessingHistory Processing

System Configuration

Close

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Switchboard for Student Registration System : Form

59An example of switchboard and data entry form for a project management system

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• Input controlInput control encompasses all measures necessary toensure that input data is correct, complete, and secure.As we stated earlier in this chapter, this topic cannot betreated as a mere afterthought. You must consider inputcontrol throughout all aspects of your system inputdesign.

We have already discussed many of the measuresyou can take to ensure that input data is correct andcomplete. Effective source document design promotesboth correctness and completeness. For batch input,critical source document fields can be pre-checkedduring data capture, and batch control totals can be usedduring data input. During either online data entry or

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batch data input, you can validate all data fields. Youronline data entry program can simply refuse to acceptinvalid field values; your batch data input programshould write all rejected records to a log file, whichthen must be periodically checked for rejected recordsthat have not been corrected and re-input.

Data security also involves protecting data fromunauthorized access. System sign-on procedures shouldbe developed to help prevent unauthorized individualsfrom accessing the system. Data files should be givenpasswords; especially sensitive data can be encrypted,or coded, so that it cannot be read except by specialdecoding software.

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