Output Design and Prototyping
Introduction

The chapter will address the following questions:






What are the two basic types of computer outputs.
What is the difference between medium and format for outputs.
What is the difference between tabular, zoned, graphic, and
narrative formats for presenting information.
What is the difference between bar, column, pie, line, and scatter
charts and their uses.
What are several general principles that are important to output
design.
How do you design and prototype computer outputs.
1
Output Design and Prototyping
Principles & Guidelines for Output Design

Types of Outputs

There are two basic types of computer outputs, external and
internal.
 External outputs leave the system to trigger actions on the part
of their recipients or confirm actions to their recipients.
• Most external outputs are created as preprinted forms that are
designed and duplicated by forms manufacturers for use on
computer printers.
• Some external outputs are designed as turnaround documents.
– Turnaround outputs are those which are typically
implemented as a form eventually reenters the system as an
input.
2
Output Design and Prototyping
SoundStage Entertainment Club
Fax 317-494-0999
The following number must appear on all related correspondence,
shipping papers, and invoices:
P.O. NUMBER: 712812
To:
Ship To:
SoundStage Entertainment Club
Shipping/Receiving Station
Building A
2630 Darwin Drive
Indianapolis, IN 45213
SoundStage Entertainment Club
2625 Darwin Drive
Indianapolis, IN 45213
P.O. DATE
REQUISITIONER
SHIP VIA
5-3-96
ldb
ups
QTY
10000
F.O.B. POINT
TERMS
N30
DESCRIPTION
UNIT PRICE
TOTAL
Powder - VHS
19.99
199,900.00
5000
Now and Then - VHS
15.95
79,750.00
2500
Pulp Fiction Soundtrack - CD
7.99
19,975.00
U2 on Tour - T-shirt
3.49
1,570.50
Subtotal
301,195.50
Tax
15,059.77
Total
316,255.27
450
1. Please send two copies of your invoice.
2. Enter this order in accordance with the prices, terms, delivery method, and
specifications listed above.
3. Please notify us immediately if you are unable to ship as specified.
Authorized by
3
Date
Output Design and Prototyping
SoundStage
Entertainment Club
Invoice No.
2630 Darwin Drive - Bldg B
Indianapolis, IN 45213
317-496-0998 fax 317-494-0999
Customer
Name
Carlina Smith
Address 3019 Duroc Drive
City
Little Rock
Phone
502-430-4545
INVOICE
Date
Order No.
State AR
301231
7/21/97
346910
ZIP 42653
Payment Amt
Detach and return top portion with payment
Qty
1
1
1
Description
Star Wars - Empire Strikes Back VHS
Eric Clapton Unplugged CD
Alladin VHS
Payment Details
Cash
Check
Credit Card
Name
CC #
Unit Price
$19.99
$13.99
$17.95
TOTAL
$19.99
$13.99
$17.95
SubTotal
Shipping & Handling
Taxes
$51.93
$7.00
$2.95
TOTAL
$61.88
Office Use Only
Expires
Please return top portion invoice with payment. Make checks payable to:
SoundStage Entertainment Club.
RETURN TOP PORTION WITH PAYMENT
4
Output Design and Prototyping
Principles & Guidelines for Output Design

Types of Outputs

There are two basic types of computer outputs, external and
internal. (continued)
 Internal outputs stay inside the system to support the system's
users and managers.
• Internal outputs fulfill management reporting and decision support
requirements.

Management information systems typically produce three types
of reports: detailed, summary, and exception.
5
Output Design and Prototyping
Principles & Guidelines for Output Design

Types of Outputs

Internal Outputs (continued)
 Detailed Reports:
• Present information with little or no filtering or restrictions.
• Some detailed reports are historical in nature.
• Detailed reports confirm and document the successful processing
of transactions and serve as an audit trail for subsequent
management inquiry.
– These reports assist management planning and controlling by
generating schedules and analysis.
• Other detailed reports are regulatory, that is, required by
government.
6
Output Design and Prototyping
Page 1
SOUNDSTAGE ENTERTAINMENT CLUB
 Products Ordered on 6-31-1996 
PO Number
Product Number
Product Type
Quantity In Stock
Quantity On Order
112312
102774
202653
393752
109833
111340
231045
253967
287904
699034
836785
984523
Merchandise
Title
Title
Merchandise
Title
Title
Title
Title
Merchandise
Merchandise
Title
273
75
251
0
46
225
332
0
0
35
213
450
325
125
200
150
1,500
850
2,000
300
175
250
112313
112314
7
Output Design and Prototyping
Principles & Guidelines for Output Design

Types of Outputs

Internal Outputs (continued)
 Summary Reports:
• Categorize information for managers who do not want to wade
through details.
• The data for summary reports is typically categorized and
summarized to indicate trends and potential problems.
• The use of graphics (charts and graphs) on summary reports is also
rapidly gaining acceptance because it more clearly summarizes
trends at a glance.
8
Output Design and Prototyping
Page 1
SOUNDSTAGE ENTERTAINMENT CLUB
 Product Sales Summary as of 7-2-1996 
Product Type
Product Category
Current Month’s Unit Sales
Current Year Unit Sales
Merchandise
Clothing
Media Accessory
784
541
4,312
2,079
3,815
1,247
2,136
20,175
5,671
9,032
Total:
Title
Audio
Game Title
Video Title
Total:
9
Output Design and Prototyping
Principles & Guidelines for Output Design

Types of Outputs

Internal Outputs (continued)
 Exception Reports:
• Filter data before it is presented to the manager as information.
• Exception reports only report exceptions to some condition or
standard.
10
Output Design and Prototyping
Page 1
SOUNDSTAGE ENTERTAINMENT CLUB
 Delinquent Member Accounts as of 7-9-1996 
 (90 Days Overdue) 
Number
Name
Area Code
Phone
Extension
Balance Due
137842
142314
157723
209438
237121
384563
421134
476688
Joe Dunn
Bob Fischer
Mary Slatter
Harold Martin
Kevin Ditmano
Rick Carlina
Barb Kitts
Kenny Bum
317
501
218
823
655
501
393
443
490-0012
282-7996
993-9091
231-8355
219-0988
454-6311
789-5412
234-8845
111
29.43
43.97
56.99
33.17
99.23
11.23
23.66
123.77
11
231
Output Design and Prototyping
Principles & Guidelines for Output Design

Output Media and Formats


A good systems analyst will consider all available options for
implementing an output, especially output medium and output
format.
 A medium is what the output information is recorded on, such
as paper or video display device.
 Format is the way the information is displayed on a medium
for instance, columns of numbers.
The selection of an appropriate medium and format for an output
depends on how the output will be used and when it is needed.
12
Output Design and Prototyping
Principles & Guidelines for Output Design

Output Media and Formats

Alternative Media for Presenting Information:
 A common medium for computer outputs is paper; such outputs
are called printed output.
• Currently, paper is the cheapest medium we will survey.
• Paper is bulky and requires considerable storage space.

To overcome the storage problem presented by paper, many
businesses use film.
• Microfilm is a roll of photographic film that is used to record
information in a reduced size.
• Microfiche is a single sheet of film that is capable of storing many
pages of reduced output.
• Video is the fastest-growing medium for computer outputs, the online display of information on a visual display device, such as a
CRT terminal or microcomputer display.
13
Output Design and Prototyping
Principles & Guidelines for Output Design

Output Media and Formats

Alternative Formats for Presenting Information:
 There are several different formats you can choose for
communicating information on a medium.
• Tabular output using columns of text and numbers is the oldest
and most common format for computer outputs.
• Zoned output places text and numbers into designated areas of a
form or screen.
• Graphic output is the use of a graph or chart to convey
information.
– To the system user, a picture can be more valuable than words.
– Graphs can help system users grasp trends and data
relationships that cannot be easily seen in columns of numbers.
– The most commonly used graphs are the bar, column, pie, line,
and scatter diagrams.
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Output Design and Prototyping
15
Output Design and Prototyping
Principles & Guidelines for Output Design

Output Media and Formats

Alternative Formats for Presenting Information:
 The five most common graph types can be distinguished as
follows:
• Type 1 - Bar charts:
– Are used to show individual figures or values at a specific time
or to depict comparisons among items.
– The categories to be compared are organized vertically, while
the values are organized horizontally.
– A stacked bar chart style may be used to show the relationship
of individual items to the “whole”.
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Output Design and Prototyping
17
Output Design and Prototyping
Principles & Guidelines for Output Design

Output Media and Formats

Alternative Formats for Presenting Information:
 The five most common graph types can be distinguished as
follows:
• Type 2 - Column charts:
– A column chart is a simple variation of the bar chart.
– A column chart is used when there is a desire to show the
variation over a period of time or to depict comparisons among
items.
– In a column chart, categories are organized horizontally and
values are organized vertically.
– This appearance places emphasis on variations over a period of
time.
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Output Design and Prototyping
19
Output Design and Prototyping
Principles & Guidelines for Output Design

Output Media and Formats

Alternative Formats for Presenting Information:
 The five most common graph types can be distinguished as
follows:
• Type 3 - Pie charts:
– Pie charts are used to show the relationship or proportions of
parts to the whole at specific period of time.
– Some styles of pie charts represent explosions and are used to
emphasis a particular item.
– As a general rule of thumb, a pie chart should be used to show
comparisons that involve 7 or fewer portions.
20
Output Design and Prototyping
21
Output Design and Prototyping
Principles & Guidelines for Output Design

Output Media and Formats

Alternative Formats for Presenting Information:
 The five most common graph types can be distinguished as
follows:
• Type 4 - Line charts:
– Line charts are used to show trends over a period of time, at
even intervals.
– It is most common to organize the item being charted on the
horizontal axis, and the measurement along the vertical axis.
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Output Design and Prototyping
23
Output Design and Prototyping
Principles & Guidelines for Output Design

Output Media and Formats

Alternative Formats for Presenting Information:
 The five most common graph types can be distinguished as
follows:
• Type 5 - Scatter charts:
– Scatter charts or diagrams are used to plot the data values of
two items to show uneven intervals or clusters of data.
– Various standard statistical techniques can then be applied to
determine the degree of correlation that exists.
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Output Design and Prototyping
25
Output Design and Prototyping
Principles & Guidelines for Output Design

Output Media and Formats

Alternative Formats for Presenting Information:
 Another increasingly popular output format is the narrative
format.
• Narrative output format uses sentences and paragraphs replace or
supplement standard text, numbers, and pictures.
• Word-processing technology has exploited the narrative format for
reports, business letters, and personalized form letters.
26
Output Design and Prototyping
Principles & Guidelines for Output Design

System User Issues for Output Design

The following general principles are important for output design:
 Computer outputs should be simple to read and interpret. These
guidelines may enhance readability:
• Every report or output screen should have a title.
• Reports and screens should include section headings to segment
large amounts of information.
• Information in columns should have column headings.
• Because section headings and column headings are sometimes
abbreviated to conserve space, reports should include legends to
interpret those headings.
• Legends should also be used to formally define all fields on a
report. You never know whose hands a report might end up in!
• Computer jargon and error messages should be omitted from all
outputs.
27
Output Design and Prototyping
Principles & Guidelines for Output Design

System User Issues for Output Design

The following general principles are important for output design:
(continued)
 The timing of computer outputs is important.
• Outputs must be received by their recipients while the information
is pertinent to transactions or decisions. This can affect how the
output is designed and implemented.
The distribution of computer outputs must be sufficient to assist
all relevant system users.
 The computer outputs must be acceptable to the system users
who will receive them.

• An output design may contain the required information and still
not be acceptable to the system user. To avoid this problem, the
systems analyst must understand how the recipient plans to use the
output.
28
Output Design and Prototyping
How to Prototype & Design Computer Outputs

Step 1: Identify System Outputs

The design unit DFDs identify one output requirements that must
be designed.
 These outputs can easily be identified by examining the DFD
for dataflows that are connecting to external entities.
 The designer may have to interview users and to brainstorm
outputs of the system.
• Examine data model.
29
Output Design and Prototyping
How to Prototype & Design Computer Outputs

Step 2: Select Output Medium and Format


The decision for the best output medium and format was based on:
 The type and purpose of the output.
 The technical and economic feasibility.
Several design issues need to be addressed.
 What medium would best serve the output?
 What would be the best format for the report?
 How frequently is the output generated?
 How many pages or sheets of output will be generated for a
single copy of a report?
30
Output Design and Prototyping
How to Prototype & Design Computer Outputs

Step 2: Select Output Medium and Format

Several design issues need to be addressed. (continued)
 Does the output require multiple copies?
 For printed outputs, have distribution controls been finalized?
 For attributes contained on the output, what format should be
followed?
31
Output Design and Prototyping
How to Prototype & Design Computer Outputs

Step 3: Prototype The Output for System Users




The format or layout of an output directly affects the system user's
ability to read and interpret it.
The best way to lay out outputs is to sketch or, better still, generate
a sample of the report or document via prototyping.
When prototyping outputs, it is important to involve the user to
obtain feedback.
The user should be allowed to actually exercise or test the screens.
 Part of that experience should involve demonstration of how
the user may obtain appropriate help or instructions, drill-down
to obtain additional information, navigate through pages,
request different formats that are available, size the outputs, and
perform test customization capabilities.
32
Output Design and Prototyping
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Output Design and Prototyping
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Output Design and Prototyping
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Output Design and Prototyping
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Output Design and Prototyping
Summary



Introduction
Principles & Guidelines for Output Design
How to Prototype & Design Computer Outputs
37