Input, Output and User Interface Design

Phase Description
Systems Design is the third of five phases in

the systems development life cycle (SDLC)

Now you are ready to begin the physical design

of the system that will meet the specifications described in the system requirements document
Systems design tasks include output and user

interface design, data design, and system architecture

Topics
Inputs and Outputs
User and System Interface design User-Centered Design

Designing System Inputs

Designing System Outputs

Chapter Objectives
Discuss output design issues and various types

of output
Design various types of reports, and suggest

output controls and security

Explain the concept of user interface design and

human-computer interaction, including the basic principles of user-centered design

Chapter Objectives
Describe

user interface techniques, including screen elements and controls and methods

Explain input design concepts, techniques, Describe guidelines for data entry screen

design
Use validation checks for reducing input

errors

Introduction
Output and user interface design is the first

task in the systems design phase of the SDLC

Output design focuses on user needs for

screen and printed forms of output, while user interface design stresses user interaction with the computer, including input design and procedures

Traditional and OO Approaches to Inputs and Outputs

Traditional approach to inputs and outputs

Shown as data flows on context diagram, data flow diagram (DFD) fragments, and detailed DFDs
OO approach to inputs and outputs Defined by message entering or leaving system Documented in system sequence diagram (SSD) Actors provide inputs for many use cases Use cases provide outputs to actors
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Identifying and Classifying Inputs and Outputs

Identified by analyst when defining system scope

Requirements model produced during analysis

Event table includes trigger to each external event Triggers represent inputs Outputs are shown as responses to events

System Design
System design first involves Logical Design. First one has to write detailed specification that called design specification. Than secondly it involves Physical Design.

This Phase of System Development includes following functions:

Designing System Output Designing System Input Data Storage

Designing System Output

Important factor of Output Design:
A process of Output designing contained Designing of Content (required info in an output), Form (the way in which a content presented to user), Volume (quantum of Output i.e. Prints), Time Lines (time of need of outputs), Media (method of output i.e. Print, CD etc) and Format (Physical arrangement of Data).

Way of Presenting Information:

The way in which data will be presented to the User which should be simple and better understandable and for this Tabular and Graphic (charts, maps etc) can be used.

Design / Layout of Output:

Designing of System Input

Important Factor of Input Design:
A process of Input designing contained Designing of Content (required info in a input), Form (the media in which input is received by user), Volume (quantum of input records), Time Lines (required time to enter one record), Media (method of input i.e. keyboard, BCR etc) and Format (Input by the user in the system).

Coding: To reduce input control errors and speed up the entire process coding is very important. This is also important to get all records in a specific form.
Methods: Individually (Unique codes giving only one

option to user out of many i.e selection of gender from male or Female etc), Space or suggestive (for brief

Data Storage
This includes the storage of data, indexing etc. For storage of data it can follow following approaches:
Conventional File Approach: This is a traditional

approach where each transaction is updated in the master file, each application have their own database and it is not useful for other applications.
Database Approach: This support decision making skill

of the management. Data are stored in the small-small database files and same data can be used in the multiple applications. (Files maintained as a process of the organization for MIS etc.)

Output Design
Before designing output, ask yourself several questions:
What is the purpose of the output? Who wants the information, why it is it

needed, and how will it be used? What specific information will be included? Will the output be printed, viewed on-screen, or both? What type of device will the output go to?
Your answers will affect your output design

Output Design
Types of Output
Internet-based information delivery E-mail Audio video output Automated facsimile systems

Faxback systems Computer output microfilm (COM):

A system that allows user to produce microfilm copies of computer output. The COM unit operates independently of the CPU and is therefore called an off-line device. Output from computer processing is recorded on generic media and later recorded on microfilm.

Microfilm, microfiche Computer output to laser disk (COLD):

is a system for archiving data such as business records to one or more optical disks in a compressed but easily retrievable format. COLD systems make it unnecessary to archive reports in printed form and are easier to work with than microfiche, an earlier solution.

Output Design
Types of Output
Specialized Forms of Output

An incredibly diverse marketplace requires a variety of specialized output Output from one system often becomes input into another system Although digital technology has opened new horizons in business communications, printed output still is a common type of output, and specific considerations apply to it

Printed and Screen Output

Although many organizations strive to reduce

the flow of paper and printed reports, few firms have been able to eliminate printed output totally
Because they are portable, printed reports

are convenient, and even necessary in some situations

Turnaround documents:
A turnaround document is a document that has been output from a computer, some extra information added to it, and then returned to become an input document. For example, meter cards are produced for collecting readings from gas meters, photocopies, water meters etc. These are filled by the customer and then returned to the

Printed and Screen Output

Reports
Detail reports

Detail line Control field Control break Control break report Can be quite lengthy Better alternative is to produce an exception report

Printed and Screen Output

Reports
Exception reports:
An exception report is a short report mainly highlighting the differences between the planned results and the actual results. Usually this report is prepared when such differences are substantial.

Summary reports

Printed and Screen Output

User Involvement in Report Design
Printed reports are an important way of

delivering information to users, so recipients should approve all report designs in advance
To avoid problems submit each design for

approval as you complete it, rather than waiting until you finish all report designs
Mock-up

(an arrangement of text and

Printed and Screen Output

Report Design Principles
Printed reports must be attractive, professional,

and easy to read Report headers and footers Page headers and footers Column heading alignment Column spacing

Printed and Screen Output

Report Design Principles
Field order

Fields should be displayed and grouped in a logical order

Grouping detail lines

It is meaningful to arrange detail lines in groups Group header Group footer

Printed and Screen Output

Report Design Issues
Too much detail is on the page, forcing users to

search for the information they need

Good design standards produce reports that are

uniform and consistent

When a system produces multiple reports, each

report should share common design elements

After a report design is approved, you should

document the design in a report analysis form

Printed and Screen Output

Designing Character-Based Reports Character-based reports : uses a character set with
fixed spacing. Printing character based reports on a high speed impact printers is a fast , inexpensive method for producing large-scale reports, such as payroll or inventory reports, or registration rosters at a school. This is especially true if multiple copies are required.

Printing Volume and Time Requirements

Length calculations
Time calculations

Ppm (pages per minute) Line printers

Printed and Screen Output

Output Control and Security
Output must be accurate, complete, current, and secure
Output security The IT department is responsible for output control and

security measures
Many companies have installed diskless workstations

User versus System Interface

System interfaces I/O requiring minimal human interaction

User interfaces

I/O requiring human interaction User interface is everything end user comes into contact with while using the system To the user, the interface is the system
Analyst designs system interfaces separate from user interfaces Requires different expertise and technology
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Understanding the User Interface

Physical aspects of the user interface

Devices touched by documentation, and forms

user,

manuals,

Perceptual aspects of the user interface

Everything else user sees, hears, or touches such as screen objects, menus, and buttons
Conceptual aspects of the user interface

What user knows about system and logical

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Aspects of the User Interface

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User-Centered Design
Focus early on the users and their work by focusing on

requirements
Usability - system is easy to learn and use

Iterative development keeps focus on user

Continually return to user requirements and evaluate system after each iteration

Human-computer interaction (HCI)

Study of end users and interaction with computers

Human factors engineering (ergonomics) : Ergonomics

is the study of designing equipment and the device that 28 fit the human body, its movements and its cognitive

Ergonomics

Dialog Metaphor Expresses the Messaging Concept

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Guidelines for Designing User Interfaces

Visibility

All controls should be visible Provide immediate feedback to indicate control is responding
Affordance

Appearance of control should suggest functionality purpose for which it is used

its

System developers should use published interface

design standards and guidelines

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Eight Golden Rules for Interactive Interface Design

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User Interface Design

Although output design involves a

separate set of physical design issues, it is an integral part of a larger concept called a user interface (UI)
Consists

of all the hardware, software, screens, menus, functions, and features that affect two-way communications between the user

User Interface Design

Evolution of the User Interface Process-control
As

information management evolved from centralized data processing to dynamic, enterprise-wide systems, the primary focus also shifted from the IT department to the users themselves

User-centered system

Requires an understanding of human-computer

interaction and user-centered design principles

User Interface Design

Human-Computer Interaction
Human-computer interaction (HCI)
Industry

leaders Microsoft and IBM both devote considerable resources to user interface research

User Interface Design

Human-Computer Interaction
Graphical user interface (GUI) Dr. Clare-Marie Karat states that in this new computer

age, the customer is not only right, the customer has rights. The user rights cited by Dr. Karat include Perspective Installation Compliance Instruction Control

User Interface Design

Human-Computer Interaction
The user rights cited by Dr. Karat include

Feedback Dependencies Scope Assistance Usability

User Interface Design

Basic Principles of User-Centered Design
Understand the underlying business functions Maximize graphical effectiveness Profile the systems users Think like a user

User Interface Design

Basic Principles of

User-Centered Design Design a comprehensive interface Continue the feedback process Document the interface design

User Interface Design

Guidelines for User Interface Design
Focus on basic objectives

Build an interface that is easy to learn

and use
Provide

features

that

promote

efficiency
Make it easy for users to obtain help or

User Interface Design

Guidelines for User Interface Design
Minimize input data problems Provide feedback to users Create

an

attractive

layout

and

design
Use familiar terms and images

User Interface Design

User Interface Controls
Menu bar
Toolbar Command button Dialog box Text box

Toggle button

User Interface Design

User Interface

Controls List box scroll bar Drop-down list box Option button, or radio button Check box Calendar control Switchboard

Input Design
Input technology has changed dramatically in

recent years The quality of the output is only as good as the quality of the input
Garbage in, garbage out (GIGO): It is used

primarily to call attention to the fact that computers will unquestioningly process the most nonsensical of input data (garbage in) (invalid data) and produce nonsensical output (garbage out) (Invalid Data).
Although originally applied to computer software, the axiom holds true for all systems, including, for example, decision-making systems.
Data capture

Contd..

Contd..

Input Design
Input and Data Entry Methods
Batch input

Batch : Batch input is used for bulk data transfers

Online input

Online data entry Source data automation RFID tags or magnetic data strips POS, ATMs

Input Design
Input and Data Entry Methods
Tradeoffs

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 The decision to use batch or online input

Input Design
Input Volume
Guidelines will help reduce input

volume 1. Input necessary data only 2. Do not input data that the user can retrieve from system files or calculate from other data 3. Do not input constant data 4. Use codes

Input Design
Input Volume

Input Design

Designing Data Entry Screens Most effective method of online data entry is form filling

Guidelines will help you design data entry screens 1. Restrict user access to screen locations where data is entered
2.

Provide a descriptive caption for ever field, and show the user where to enter the data and the required or maximum field size

Input Design
3.

Display a sample format if a user must enter values in a field in a specific format Require an ending keystroke for every field Do not require users to type leading zeroes for numeric fields Do not require users to type trailing zeroes for numbers that include

4.

5.

6.

Input Design
7.

Display default values so operators can press the ENTER key to accept the suggested value Use a default value when a field value will be constant for successive records or throughout the data entry session

8.

9.

Display a list of acceptable values for fields, and provide meaningful error messages

Input Design
10.

Provide a way to leave the data entry screen at any time without entering the current record Provide users with an opportunity to confirm the accuracy of input data before entering it

11.

12.

Provide a means for users to move among fields on the form

Input Design
13.

Design the screen form layout to match the layout of the source document Allow users to add, change, delete, and view records Provide a method to allow users to search for specific information

14.

15.

Input Design
Input Errors
Reducing the number of input errors

improves data quality

A data validation check improves input

quality by testing the data and rejecting any entry that fails to meet specified conditions

Input Design
Input Errors contd.. At least eight types of data validation checks 1. Sequence check: A verification that is
2.

3.

4.

5.

performed to ensure that data is properly ordered. Existence check: A verification to identify whether a certain value is present in a specified area. Data type check: Data check would produce an error if an incorrect data type is inserted into a field that requires a specific data type. Range check limit check: A range check is a check to make sure a number is within a certain range Reasonableness check: A reasonable check ensures that input data are matched to

Input Design
Input Errors contd..
6.

Validity check

referential integrity: Computer check of input data, based on known limits for variables in given fields.

7.

Combination check:

A test for the

occurrence of a non-permissible code expression in a computer, used to detect computer errors.

8.

Batch controls

hash totals: Control that is designed to ensure a batch of data has been entered successfully.

Input Design
Source Documents Form layout Heading zone Control zone Instruction zone Body zone Totals zone Authorization zone

Input Design
Source Documents contd..
Information should flow on a form

from left to right and top to bottom to match the way users read documents naturally
A major challenge of Web-based form

design is that most people read and interact differently with on-screen

Input Design
Input Control
Every piece of information should be traceable back to

the input data

Audit trail: Maintaining the all Business Records in a chronological order for the Audit process. Data security

Records retention policy: A Record retention policy will

identify documents that needs to be maintained and contain guidelines for how long certain documents should be kept and how they should be destroyed.

Identifying System Interfaces

System interfaces are broadly defined as

inputs or outputs with minimal or no human intervention Inputs from other systems (messages, EDI) Highly automated input devices such as scanners Inputs that are from data in external databases Outputs to external databases
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Full Range of Inputs and Outputs

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Prevalent Input Devices to Avoid Human Data Entry Magnetic card strip readers
Bar code readers Optical character recognition readers and

scanners

Radio-frequency identification tags Touch screens and devices Electronic pens and writing surfaces Digitizers, such as digital cameras and digital 64

audio devices

The End!

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