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Management Information Systems
REPORTS
M. Rasti-Barzoki Website: rasti.iut.ac.ir 91-2
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Report
A business document that contains only predefined data
A document for reading or viewing data
Typically contains data from many database records or transactions
Form
A business document that contains some predefined data and may include some areas where additional data are to be filled in
An instance of a form is typically based on one database record
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Data input indicates forms while data output indicates reports.
Form/Report and DFD Relationship
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Process
Process
Input data
Output Data
Output/InputData
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Form and report design are performed in the logical design phase.
Forms and reports are integrally related to DFD and E-R diagrams.
– Every input form (output) related to a data flow entering (produced by) a process on a DFD
– Data on forms/reports consist of data elements on the E-R diagram
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•Filtering
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•Filtering
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• Scheduled:
– produced at predefined time intervals for routine information needs
• Key-indicator:
– provide summary of critical information on regular basis
• Exception:
– highlights data outside of normal operating ranges
• Drill-down:
– provide details behind summary of key-indicator or exception reports
• Ad-hoc:
– respond to unplanned requests for non-routine information needs
Common Types of Reports
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• Output can be in the form of
– Print (Hard Copy)
– Screen (Soft Copy)
– Audio/Film (Multimedia)
– CD/DVD/Memory
– The World Wide Web
– Fax
– Bulletin board messages
Output Technologies
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• Output technologies differ in their
– Speed
– Cost
– Portability
– Flexibility
– Storage and retrieval possibilities
Output Technologies
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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
Designing Output
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• General Formatting Guidelines for Forms/Reports
• Highlighting
• Displaying Text
• Displaying Tables/Lists
General Designing Guidelines for Forms and Reports
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• Notify users of errors in data entry or processing.
• Provide warnings regarding possible problems.
• Draw attention to keywords, commands, high-priority messages, unusual data values.
Uses of Highlighting in Forms and Reports
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• Audible tones
• Intensity differences
• Size differences
• Font differences
• Reverse video
• Boxing
• Underlining
• All capital letters
– Methods should be consistently selected and used based upon level of importance of emphasized information
Methods for Highlighting
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Highlighting
can include use
of upper case,
font size
differences,
bold, italics,
underline,
boxing, and
other
approaches.
Management Information Systems
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• Case:
– mixed upper and lower case
• Spacing:
– double spacing if possible, otherwise blank lines between paragraphs
• Justification:
– left justify text, ragged right margins
• Hyphenation:
– no hyphenated words between lines
• Abbreviations:
– only when widely understood and significantly shorter than full text
Guidelines for Displaying Text
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عنوان مبهم
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• Labels
– All columns and rows should have meaningful labels.
– Labels should be separated from other information by using highlighting.
– Redisplay labels when the data extend beyond a single screen or page.
Guidelines for Tables and Lists
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• Formatting columns, rows and text:
– Sort in a meaningful order.
– Place a blank line between every five rows in long columns.
– Similar information displayed in multiple columns should be sorted vertically.
– Columns should have at least two spaces between them.
– Allow white space on printed reports for user to write notes.
– Use a single typeface (font and size), except for emphasis.
– Use same family of typefaces within and across displays and reports.
– Avoid overly fancy fonts.
Guidelines for Tables and Lists
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• Formatting numeric, textual and alphanumeric data:
– Right justify numeric data and align columns by decimal points or other delimiter.
– Left justify textual data. Use short line length, usually 30 to 40 characters per line.
– Break long sequences of alphanumeric data into small groups of three to four characters each.
Guidelines for Tables and Lists
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• Use tables for reading individual data values
• Use graphs for:
– Providing quick summary
– Displaying trends over time
– Comparing points and patterns of variables
– Forecasting activity
– Simple reporting of vast quantities of information
Table/ graphs
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Table/ graphs
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Bar and line graphs give
pictorial summary
information that can
enhance reports and
forms.
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