CHAPTER 10

SYSTEM DESIGN INPUT,OUTPUT

AND USER INTERFACE

INTRODUCTION
A

system is a set of interrelated components that

must work together to achieve some common
purpose.
It should be well designed and efficient
The elements that need to be considered in the
system designs are

* input
* Output
* User interface
*Database
* Network
* program and controls

Characteristics of quality IS
a) Ensure that the new system is better
than the existing system.
b) System should be effective( fit between
technology & task & users)

c) System should be user friendlylearn and understand, well documented)

(easy to use,

d) Data are accurate provide audit trail

e) The system should be flexible easily maintained
f) Interfaced with related systems pass back
and forth

g) System should be efficientefficient storage and resources)

fast response,

INPUT DESIGN
Input facilitates the entry of data into
the computer system.
Input design involves the selection of the
best strategy for getting the data into the
computer system at the right time as
accurately as possible.
A well-defined documents encourage users
to record data accurately.

Types of input
a) Paper-based input
-paper documents are still used and
relevant in keying the data into the
computer system. eg: expense claims
forms.
Importance of documents:
Documents are created to serve one or more
purposes.
Documents should be easy to fill up in order to
reduce error, speed up completion and
facilitate entry of data.

Design hard copy input

Several aspects to consider:
Handling how to handle, how many hands involved, easily
torn/not, must be kept in legible form.

Storage

length of storage time, environmental influence

on the appearance of the form.

Numbers of copies required

Form size should be standard
- 81/2 -11

Good document design

1.
2.
3.
4.
5.
6.
7.
8.
9.

Document should flow from left to right and top

to bottom.
Group logical data together eg: personal data
Place instructions to fill up document in a
convenient location.
Document should be attractive.
Document should not be cluttered
Information should be arrange in order.
Appear organized and logical form.
Use different type of font and line weight
Use worksheet software.

SEVEN SECTIONS IN
DOCUMENT DESIGNS
1.
2.
3.
4.
5.
6.
7.

Heading
Control
Instructions
Body
Authorization
Totals
Comments

Types of input cont

b) Paperless input
- refers to capturing of data in an electronic
format as close to the original source as possible
by using special hardware devices.
In paperless input:
* the order of the information from data source
should match the natural flow of information on
document.
* Document screen should match paper forms.
* minimize keystrokes to reduce errors
Direct Input captures data directly in electronic
form, via terminal at the source of transaction.

Good screen design

A good screen design should :
1.
Have Filling the screen from left to right and top to bottom
2.
Group logical related data together
3.
Have Help feature easy to correct mistakes
4.
Be simple and consistent-heading, body and comments and
instructions.
5.
Be attractive different thickness of separation line,
blinking cursor, pictorial icons, different colours and font
types.
6.
Have preformatted screen design
7.
Facilitate user movement
8.
Have titles that uniquely identifies the screen from other
screen.
9.
Have online prompting feature

OUTPUT DESIGN
Output is the report/result that the information
system produces on screen or on paper /other
media.
The goal of output is to present information to
users and understand it easily.
Two common types of output:
* external output
* internal output

External output
External output are:
* monthly bills/statements
* sales invoice
* purchase orders
A commonly use output is the turnaround
document
Eg: telephone bill

Turnaround document refers to the

document that leaves the system as output
and reenters the system as input.

Internal output
Internal output refers to the managerial report
used for decision making.
The content of internal report are:
* detailed report minimum filtering eg:listed of
paychecks
* Exception report
shows filtered information
intended to report specific condition
eg: overdue customer accounts
* Summary report
* generated for the use of upper level
management.

Report criteria
A good report should be :
* relevant - related
* clear & complete nothing is missing
* Accurate - free from errors
* timely

in time/up to date

Good output Design

A good output design should:
Include all data needed by users
Be effective
Presentation format should be clear
( tabular,zoned, graphs or chart)
Have proper colour combination
attractive design and appearance
Use of MS excel to design

Type of report
Hardcopy output
- refers to a printed report which
supply the users with the necessary
information in readable format.
Two features in printed report design:
a) Functional Attributes
b) Stylistic Attributes

Types of attributes
Functional
Must have:
* heading/title
* page number
* date of preparation
* columns headings
* grouping of related
data items

Stylistic
Should be:
Well organised,
Readable
Ease of use
Group related item
Boxing of summary
Ample margins on left &
right, top & bottom
Use proper colors, logos
and graphics
Effective use of font
type and font size.

Softcopy output
Refers to screen output/electronic output
Can be view from any location that allows
access to data base.
Offers real time editing and changes
Can be view within seconds
** A good output design is where the output
is intended to provide information at a
particular moment of time and no long
term storage.
** Can avoid generating and storing
redundant and out-of-date printouts.

USER INTERFACE DESIGN

User interface establishes a two way
communication between users and the computer
system.
Today, the most common User interface is
Graphical User Interface( GUI)- use of windows,
menus, icons and a mouse.
The goal of user interface design is to make the
system acceptable and user friendly to users.
( also called human engineering)

***Types of user interface

Three commonly used UI are
A) menus method
B) prompts( Q & A) method
C) Templates method

a) Menu method
Under this method the user use a set of actions and
requires the user to select one of them.
The oldest method
Include pull-down menu, cascading menu, tear-off,
pop-up, hypertext and hyperlink.
Menu
Example:

Select Action

execute command

Customer Details
Enter Your selection
Select the following:
1 Enter name
2 Enter address
3 Enter phone number

next menu.

b) Prompt method( Q & A)

A prompt method asks the user for specific input.
User may respond to the question asked until the
user retrieved all the information needed.
Example: What is the customers name?
Encik KTM
What is his address?
What is the phone number?

c) Template method
Templates method is equivalent to documents on a computer
The document is presented on the screen.
User interact with the computer by browsing through and
entering data in the blank spaces given.
The template should be understandable with properly
organized headings, titles and logically group together to
facilitate entry of data.
Allows movement from field to field.
Advantages: data are entered with fewer screens.
Example: Enter customer Details
Name:
Address:
Phone number:
Are all the entries correct( Y/N)

**Good User Interface Design

Effective interactive feedback features enable the users
to know whether the input had been accepted or recorded,
completed, next action or any errors.

Response system enable users know the status of the

interaction.

Message should be clear, concise and complete.

Displaying system status indicator To ensure that the
system is successfully processing the data

Display appropriate messages( please wait.)

Display a progress indicator - using a long thin regular
rectangular bar or percentage value.

Message must be carefully crafted display different types

of errors, explain the problem and how to correct the errors.

Display suggestion to causes of error and propose possible user

responses.

Good User Interface Design

Online help help the user to
obtained additional explanation and
guidance related to the function.
Online help screen display a window
of text that explains the concepts,
procedures, menu choices, function
keys, format.
* Help information- context-sensitive
or menu driven

Preparing a system design Report

The input, output, user interface requirements,
database, network, program and control of the
new system should be documented called System
Design Report.
Before the report is done :
* users must review and approves the parts of
system design.
* Users can make necessary adjustments
* Information system department should review
and approve the portions that will affect them.
* Approval from the programmer.

PYQ
Oct 2010-QUESTION 4(b)
Differentiate between input design and output
design.( 6 marks)

April 2008 question 2(c)

Explain three(3) important characteristics of a
quality information system.( 6 marks)