Introduction to Systems Analysis and Design
t something of a "chicken or egg"
itien, we present output design first.
something of a system validation test
and then
sure
sufficient to produce the outputs. In p
sequencing of tasks becomes less important because modem systems analysis techni
sufficiently predefine logical input and output requirements. You and your instructor
safely swap Chapters 14 and 15 if you prefer.
SYSTEMS ANALYSIS & DESIGN
Output Design and Prototyping
Chapter Fourteen
455
Introduction
Bob Martinez was glad that as part of the data design step he created a prototype
database in the Microsoft Data Engine (MSDE).It is really coming in handy now as he
designs reports for the system.
Bob created a simple MicrosoftAccess database, connected it to the MSDEdatabase, and entered some sample data. Then working from discovery prototypes created in the analysisphase and use-case narratives, he used the Access Report Wizards
to create a rough prototype for each printed report. With feedback from the users,
he refined the report designs through several iterations. For reports that called for
user-entered customization parameters, Bob created Access forms to simulate the customization interface.
Of course, the actual system will use neither MicrosoftAccess nor MSDE.But when
programmers eventuallyget into the actual system construction, these reports and forms
will guide their work and ensure that the actual system meets all user requirements.
Output Design Concepts and Guidelines
Outputs present information to system users. Outputs are the most visible component
of a working information system. As such, they are often the basis for the users' and
management's final assessment of the system's value. During requirements analysis,
you defined logical output requirements. During decision analysis, you may have
considered different physical implementation alternatives. In this chapter, you will
learn how to physically design the outputs.
Today, most outputs are designed by rapidly constructing prototypes. These prototypes may be simple computer-generated mock-ups with dummy data, or they may be
generated from prototype databases such as MicrosoftAccess, which can be rapidly constructed and populated with test data. These prototypes are rarely fullyfunctional. They
won't contain security features or optimized data access that will be necessary in the
finalversion of a system.Furthermore, in the interest of productivity, we may not include
every button or control feature that would have to be included in a production system.
During requirements analysis, outputs were modeled as data flows that consist
of data attributes. Even in the most thorough of requirements analysis, we will miss
requirements. Output design may introduce new attributes or fields to the system.
We begin with a discussion of types of outputs. Outputs can be classified according to two characteristics: (1) their distribution and audience and (2) their implementation method. Figure 14-1 illustrates this taxonomy. The characteristics are
discussed briefly in the following sections.
>
Distribution and Audience of Outputs
One way to classify outputs is according to their distribution inside or outside the
organization and the people who read and use them. Internal outputs are intended internal output an output
for the system owners and system users within an organization. They only rarely for system owners and users
find their way outside the organization. Internal outputs support either day-to-day within an organization.
business operations or management monitoring and decision making. Figure 14-2
illustrates three basic subclasses of internal outputs:
• Detailed reports present information with little or no filtering or restrictions.
The example in Figure 14-2(a)is a listing of all purchase orders that were generated on a particular date. Other examples of detail reports would be a detailed
listing of all customer accounts, orders, or products in inventory. Some detailed
reports are historical. Other detailed reports are regulatory, that is, required
by government.
detailed report an internal
output that presents information with little or no filtering.
"
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Web-based links i
Web-based fronsa
a Web audion page,
into a seHer'sperformance
an invitation to odd a
ment
Iicable unless there is an
internal need to archive turnaround
documents.
Ex
es: computer output on
(COM)
Examples: hyperlinkslo pr
policy or an explanation of how to
interpret or respond to information in
a report or transaction
Not applicable unless there is an
internal need for copies of external
reports.
Examples: computer output on
microfilm (COMl
J
SYSTEMS ANALYSIS & DESIGN
Output Design and Protatyping
(a) Detailed reports
(b) Summary reports
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(c) Exception reports
summary report an internal output that categorizes
informationfor managers.
exception report an
internaloutput that filtersdata
to present informationthat
reports exceptions to some
conditionor standard.
external output an output
that leaves the organization.
turnaround output an
external output that may
reenter the system as an
input
• Summary reports categorize information for managers who do not want to wade
through details.The sample report in Figure 14-2(b) summarizes the month's and
year's total sales by product type and category.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 they more clearly summarize trends at a glance.
• Exception reports filter data before it is presented to the manager as
information. Exception reports include only exceptions to some condition or
standard. The example in Figure 14-2(c) depicts the identification of delinquent
member accounts. Another classic example of an exception report is a report
that identifies items that are low in stock.
The opposite of internal outputs is external outputs. External outputs leave the
organization. They are intended for customers, suppliers, partners, and regulatory agencies. They usually conclude or report on business transactions. Examples of external
outputs are invoices, account statements, paychecks, course schedules, airline tickets,
boarding passes, travel itineraries, telephone bills, purchase orders, and mailing labels.
Figure 14-3 illustrates a sample external output for SoundStage Entertainment Club.
This sample, like many external outputs, is initially created as a blank, preprinted form
that is designed and duplicated by forms manufacturers for use with computer printers.
Some outputs are both external and internal. They begin as external outputs that
exit the organization but ultimately return (in part or in whole) as an internal input.
Turnaround outputs are those external outputs that eventually reenter the system
as inputs. Figure 144 demonstrates a turnaround document. Notice that the invoice
has upper and lower portions. The top portion is to be detached and returned with
the customer payment as an input.
>
Implementation Methods for Outputs
We assume you are familiar with different output devices, such as printers, plotters,
computer output on microfilm (COM), and PC display monitors. These are standard
topics in most introductory information systems courses. In this chapter, we are more
concerned with the actual output than with the device. A good systems analyst will
consider all available options for implementing an output. Let's briefly examine implementation methods and formats. You should continue to reference Figure 14-1 as
we complete this introduction to the output taxonomy.
SYSTEMS ANALYSIS & DESIGN
Output Design and Prolotyping
SoundStage Entertainment
Chapter Fourteen
459
Club
Fax 317-494-5222
The following
number must appear
s~i~pin9 pa~s,
and i~voiCl!8:
P.O.
NO_ln
on all relatad
correspondence,
••
Ship To:
To:
CBS Fox Video Distribution
26253 Rodeo Dr
Hollywood. CA
BEau:-
P.O_DATE
5-3-lJ6
«i'·'.
aoooo
3000
r
SoundStage Entertainment Club
Shipping/Receivin9
Station
Building A
2630 Darwin Drive
J~.JN45213
. SHIP.vtA
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1IiMS
UPS
Net 30
UNIT.~RICII·I<
IPTlOl!t
Star Wars: Revenge of the Sith (VHS)
Star Wars: Revenge of the Sith (DVD Dolby Digital)
15.99
319,800.00
19.9
59,970.00
500
Star Wars: Revenge of the Sith (DVD DTS)
24.99
12,495.00
8000
Star Wars: Revenge of the Sith (PlayStation
II)
16.99
135,920.00
400
Star Wars: Revenge of the Sith Soundtrack
(CD)
16.99
6,798.00
600
Star Wars: Revenge of the 5ith Theater
4.99
2,994.00
Poster
Subtotal
Tax
Total
<
1. Please send two copies of your invoice.
2. Enter this order in accordance
specifications listed above.
with the prices, terms, delivery method,
and
3. Please notify us immediately if you are unable to ship as specified.
M~
Authorized
by
UI~
5-4-06
Date
Printed Output The most common medium for computer outputs is paper-printed
output, Currently, paper is the cheapest medium we will survey. Although the paperless office has been predicted for many years, it has not yet become a reality. Perhaps
there is a psychological dependence on paper as a medium. In any case, paper output
will be with us for a long time.
Printed output may be produced on impact printers, but increasingly it is printed
on laser printers, which have become increasingly cost-effective. Internal outputs
are typically printed on blank paper (called stock paper). External outputs and turnaround documents are printed on preprinted forms. The layout of preprinted forms
(such as blank checks and W-2tax forms) is predetermined, and the blank documents
are mass-produced. The preprinted forms are run through the printer to add the variable business data (such as your paycheck and W-2 tax form).
Perhaps the most common format for printed output is tabular. Tabular output
presents information as columns of text and numbers. Most of the computer programs
you've written probably generated tabular reports. The sample detailed, summary,
and exception reports illustrated earlier in the chapter (Figure 14-2)were all tabular.
An alternative to tabular output is zoned output. ZOned output places text and
numbers into designated areas or boxes of a form or screen. Zoned output is often
tabular output an output
that presents information as
columns of text and numbers.
zoned output an output
that presents text and numbers in designated areas of a
form or screen.
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SoundStage Entertainment
Club
Invoice
2630 Darwin Drive - Bldg B
Indianapolis, IN 45213
3174960998
fax 3174940999
No.
301231
INVOICE
!!!!!!!!!!!
Customer
Name
Address
City
Phone
KATRINA SMITH
3019 DURAC DR
L1TILE ROCK
502-430-4545
Due Date
Order No.
State ~
ZIP_4_26_5_3
_21_2_4/_0_6
_
__
3_46_9_1_0
_
_
PaymentAmt
Detach and return top portion with payment
Description
EAGLES HELL FREEZES OVER (DVD DD)
THE GRAMMY BOX (CD) "'COUNTS
AS 3 CREDITS
GONE WITH THE WIND DIRECTORS CUT (DVD DS)
SIXTH SENSE (VHS)
A BUG'S LIFE (VHS)
NASCAR 2000 (VHS) ••• CLOSEOUT (NO SS CR)
Qtv
1
1
1
1
1
1
Unit Price
$19.99
$21.99
$17.99
FREE SS CR
FREE SS CR
$9.99
TOTAL
$19.99
$21.99
$17.99
$0.00
$0.00
$9.99
10 SOUNDSTAGE CREDITS WERE USED TO PAY
FOR PART OF THIS PURCHASE
WE APPRECIATE THE FINE MANNER IN WHICH YOU
HAVE PAID ON YOUR ACCOUNT. IN APPRECIATION
WE HAVE ADDED 7 SOUNDSTAGE CREDITS TO
YOUR ACCOUNT
YOU CAN EARN 7 CREDITS BY PAYING THIS
INVOICE BY THE DUE DATE
§
Payment
Details
......••
Cash
Check
Credit Card
I
SubTotal
Shipping & Handling
Taxes
TOTAL
Name
$69.96
$7.00
$2.95
$79.91
_
CC #
_
Expires
_
IOffice Use Only
Please return top portion invoice with payment. Make checks payable to:
SoundStage Entertainment Club.
RETURN TOP PORTION WITH PAYMENT
I
SYSTEMS ANALYSIS & DESIGN
Output Design and Prototyping
Chapter Fourteen
461
used in conjunction with tabular output. For example, an order output contains zones
for customer and order data in addition to tables (or rows of columns) for ordered
products.
Screen Output The fastest-growing medium for computer outputs is the online display of information on a visual display device, such as a CRTterminal or PC monitor.
The pace of today' s economy requires information on demand. Screen output is most
suited to this requirement.
While screen output provides the system user with convenient access to information, the information is only temporary. When the information leaves the screen, that
information is lost unless it is redisplayed. For this reason, printed output options are
usually added to screen output designs.
Thanks to screen output technology, tabular reports-especially summaryreportscan be presented in graphical formats. Graphic output is the use of a pictorial chart
to convey information in ways that demonstrate trends and relationships not easily
seen in tabular output.
To the system user, a picture can be more valuable than words. There are numerous types and styles of charts for presenting information. Figure 14-5summarizes
various types of charts that can be output with today's technology. Report writing
technology and spreadsheet software can quickly transform tabular data into charts
that enable the reader to more quickly draw conclusions.
The popularity of graphic output has also been stimulated by the availabilityof lowcost, easy-to-usegraphics printers and software, especially in the PC industry. Later in
this chapter we will show you an alternative graphic design for a SoundStageoutput.
I
Point-of-Sale Terminals Many of today's retail and consumer transactions are enabled or enhanced by point-of-sale(POS) terminals. The classic example is the automated teller machine (ATM).POS terminals are both input and output devices. In
this chapter, we are interested only in the output dimension. ATMsdisplay account
balances and print transaction receipts. POS cash registers display prices and running
totals as bar codes are scanned, and they also produce receipts. Lottery POSterminals
generate random numbers and print tickets. Allare examples of outputs that must be
designed.
Multimedia Multimedia is a term coined to collectively describe any information
presented in a format other than traditional numbers, codes, and words. This includes
graphics, sound, pictures, and animation. It is usually presented as a contemporary
extension to screen output. Increasingly, multimedia output is being driven by the
transition of information systems applications to the Internet and intranets.
We've already discussed graphical output. But other multimedia formats can be
integrated into traditional screen designs. Many information systems offer film and
animation as part of the output mix. Product descriptions as well as installation and
maintenance instructions can be integrated into online catalogs using multimedia
tools. Sound bites can also be integrated.
But multimedia output is not dependent on screen display technology. Sound,
in the form of telephone touch-tone-based systems, can be used to implement an
interesting output alternative. Manybanks offer their customers touch-tone access to
a wide variety of account, loan, and transaction data.
E-mail E-mailhas transformed communications in the modern business world, if not
society as a whole. New information systems are expected to be message-enabled. How
does this impact output design? Transactional systems are increasingly Web-enabled.
When you purchase products over the Web, you almost always receive automated
e-mail output to confirm your order. Follow-up e-mail may inform you of order
fulfillment progress and initiate customer follow-up (a form of turnaround output).
graphic output an output
that uses a pictorial chart to
convey information.
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SYSTEMS ANALYSIS & DESIGN
Output Design and Prototyping
Chapter Fourteen
Internal outputs may also be e-mail-enhanced. For example, a system can push
notification of the availability of new reports to interested users. Only those users
who truly need the report will access the report and print it. This can generate a significant cost savings over mass distribution.
Hyperlinks
Many outputs are now Web-enabled. Many databases and consumer
ordering systems are now Web-enabled. Web hyperlinks allow users to browse lists of
records or search for specific records and retrieve various levels of detailed information on demand. Obviously, this medium can and is extended to computer inputs.
Technology exists to easily transform internal reports into HTMLor XMLformats
for distribution via intranets. This reduces dependence on printed reports and screen
reports that require a specific operating system or version (such as Windows). Essentially, all the recipient requires is a current browser that can run on any computer
platform (Windows, Mac, Ltnux, or UNIX).
ButWeb-enabled output goes beyond presenting traditional outputs viathe Internet
and intranets. Manybusinesses have invested in Web-based internal report systems that
consolidate weeks, months, and years of traditional internal reports into an organized
database from which the reports can be recalled and displayed or printed. These systems don't create new outputs. They merely reformat previous reports for access via a
browser. Think of it as an on-demand, Web-enabled report archival system. Examples
of such reporting systems include DataWatch MonarchiES and NSAReport. Web.
Paper is bulky and requires considerable storage space. To overcome
the storage problem, many businesses use microfilm as an output medium. The first
film medium is microfilm. More commonly, they tum to mtcroficbe, small sheets of
microfilm capable of storing dozens or hundreds of pages of computer output. The
use of film presents its own problems; microfiche and microfilm can be produced and
read only by special equipment.
This completes our introduction to output concepts. If you study Figure 14-1
carefully, you can see that implementation and distribution options can be combined
to develop very creative, user-friendly, and exciting outputs.
Microfilm
How to Design and Prototype Outputs
In this section, we'll discuss and demonstrate the process of output design and prototyping. We'll introduce some tools for documenting and prototyping output design,
and we'll also apply the concepts you learned in the last section. We will demonstrate
how automated tools can be used to design and prototype outputs and layouts to
system users and programmers. As usual, each step of the output design technique
will be demonstrated using examples drawn from our SoundStage Entertainment
Club case study.
> Automated Tools for Output Design and Prototyping
Before the availability of automated tools, analysts could sketch only rough drafts of
outputs to get a feel for how system users wanted outputs to look. With automated
tools, we can develop more realistic prototypes of these outputs. Perhaps the least
expensive and most overlooked prototyping tool is the common spreadsheet. Examples include Lotus 1-2-3and Microsoft Excel. A spreadsheet's tabular format is ideally
suited to the creation of tabular output prototypes. And most spreadsheets include
facilities to quickly convert tabular data into a variety of popular chart formats. Consequently, spreadsheets provide an unprecedented way to quickly prototype graphical
output for system users.
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Arguably, the most commonly used automated tool for output design is the PCdatabase application development environment. Many of you have no doubt learned
Microsoft Access in either a PC literacy or database development course. While Access
is not powerful enough to develop most enterprise-level applications, you may be
surprised at how many designers use Access to prototype such applications. First, it
provides rapid development tools to quickly construct a single-user (or few-user) database and test data. That data can subsequently feed the output design prototypes to
increase realism. Designers can use Access's report facility to layout proposed output
designs and test them with users.
Many CASE tools include facilities for report and screen layout and prototyping
using the project repository created during requirements analysis. System Architect's
screen design facility is demonstrated in Figure 14-6.
The above automated tools have significantly accelerated and enhanced the
output design process. But the ultimate output design process would not only prototype the output's design but also serve as the final implementation of that output.
This more sophisticated solution is found in report writing output tools such as Business Objects' Crystal Reports and Actuate's e.Reporting Suite. These products create
the actual "code" to be integrated in the operational information system. Figure 14-7
illustrates two screens from the Crystal Reports tool being used to create a. SoundStage report from a prototype database.
SYSTEMS ANALYSIS & DESIGN
Output Design and Prototyping
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>
Output Design Guidelines
Many issues apply to output design. Most are driven by human engineering concemsthe desire to design outputs that will support the ways in which system users work.
The following general principles are important for output design:
1. Computer outputs should be simple to read and interpret. These guidelines may
enhance readability:
a. Every output should have a title.
b. Every output should be dated and time-stamped. This helps the reader appreciate
the currency of information (or lack thereot).
c. Reports and screens should include sections and headings to segment
information.
d. In form-based outputs, all fields should be clearly labeled.
e. In tabular-based outputs, columns should be clearly labeled.
f Because section headings, field names, and column headings are sometimes
abbreviated to conserve space, reports should include or provide access to
legends to interpret those headings.
g. Only required information should be printed or displayed. In online outputs,
use information hiding and provide methods to expand and contract levels of
detail.
h. Information should never have to be manually edited to become usable.
i. Information should be balanced on the report or display-not too crowded,
not too spread out. Also, provide sufficient margins and spacing throughout
the output to enhance readability.
j. Users must be able to easily find the output, move forward and backward, and
exit the report.
k. Computer jargon and error messages should be omitted from all outputs.
2. The timing of computer outputs is important Output information must reach
recipients while the information is pertinent to transactions or decisions. This
can affect how the output is designed and implemented.
3. The distribution of (or access to) computer outputs must be sufficient to
assist all relevant system users. The choice of implementation method affects
distribution.
4. 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.
>
The Output Design Process
Output design is not a complicated process. Some steps are essential, and others are
dictated by circumstances. In the following subsections, we examine these steps and
illustrate a few examples from the SoundStage project.
Step 1: Identify System Outputs and Review Logical Requirements Output
requirements should have been defined during requirements analysis. Physical data
flow diagrams (or design units, both described in Chapter 12) are a good starting
point for output design. Those DFDs identify both the net outputs of the system
(process-to-extemal agent) and the implementation method.
Depending on your system development methodology and standards, each of
these net output data flows may also be described as a logical data flow in a data
dictionary or repository (see data structures, Chapter 8). The data structure for a data
flow specifies the attributes or fields to be included in the output. If those requirements are specified in the relational algebraic notation, you can quickly determine
SYSTEMS ANALYSIS & DESIGN
Output Design and Prototyping
which fields repeat, which fields have optional values, and so on. Consider the following data structure:
Data StructureDefiningLogicalRequirements
•... Unique identifier of the output.
INVOICE = INVOICE NUMBER
+
INVOICE DATE
+
CUSTOMER NUMBER
+
CUSTOMER NAME
+
CUSTOMER BILLING ADDRESS
+ 1 {SERVICE
DATE
Comment
•... One of many fields that must take on
a value. Lack of parentheses indicates
a value is required.
= ADDRESS >
+
SERVICE PROVIDEO
SERVICE CHARGE}
+
•... Pointer to a related definition.
•... Begins group of fields that repeats
1 - ntimes.
N
+
PREVIOUS BALANCE DUE
+
PAYMENTS RECEIVED
+
TOTAL NEW SERVICE CHARGES
+
INTEREST CHARGES
+
NEW BALANCE DUE
+
MINIMUM PAYMENT DUE
+
PAYMENT DUE DATE
+
{DEFAULT CREDIT CARD NUMBER}
+
{[CREDIT MESSAGE
I PAYMENT MESSAGE)}
•... More required fields with single values.
•... Field does not have to have value .
•... Field does not have to have value, but
if it does, it will provide only one of two
possible field options.
Without such precise requirements, discovery prototypes may exist that were
created during requirements analysis. In either case, a good requirements statement
should be available in some format.
Step 2: Specify Physical Output Requirements Recall that the decision analysis phase should have established some expectation
of how most output data
flows will eventually be implemented.
Relative to outputs, the decisions were
made by determining the best medium and format for the design and implementation based on:
• Type and purpose of the output.
•
Operational, technical, and economic feasibility.
Because feasibility is important to more than just outputs, the techniques for
evaluating feasibility were covered separately (in Chapter 9). The first set of criteria,
however, is described in the following list:
• Is the output for internal or external use?
• If it's an internal output, is it a detailed, summary, or exception
• If it's an external report, is it a turnaround document?
report?
After assuring yourself that you understand what type of report the output is and how
it will be used, you..need to address several design issues:
1. What implementation method would best serve the output? Various methods
were discussed earlier in the chapter. You will have to understand the purpose
or use of the output to determine the proper method. You can select more
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2.
3.
4.
5.
than one method for a single output-for
instance, screen output with optional
printout. Clearly, these decisions are best addressed with the system users.
a. What would be the best format for the report? Tabular? Zoned? Graphic? Some
combination?
b. If a printout is desired, you must determine what type of form or paper will
. be used. Stock paper comes in three standard sizes (all specified in inches):
BY, XII, 11 X 14, and BY, X 14 inches. You need to determine the capabilities
and limitations of the intended printer.
c. For screen output, you need to understand the limitations of the users' display
devices. Despite the increase in larger 19- and 2I-inch high-resolution monitors, most users still have 15- and I7-inch displays and have their screen
resolution set as low as 640 X 4BO pixels (especially as you reach out directly
to consumers in e-eommerce applications). It is still recommended that screen
outputs (including forms or pages within your application) be designed for
the lowest common denominator.
d. Form images can be stored and printed with modern laser printers, thereby
eliminating the need for dealing with forms manufacturers in some businesses.
How frequently is the output generated? On demand? Hourly? Daily? Monthly?
For scheduled outputs, when do system users need the report?
a. Users generate many reports on demand. It can be helpful to use automated
e-mail to notify users that new versions are available.
b. If reports are to be printed by the information services department, they must
be worked into the information systems operations schedule. For instance, a
report the system user needs by 9:00 A.M. on Thursday may have to be scheduled for 5:30 A.M. Thursday. No other time may be available.
How many pages or sheets of output will be generated for a single copy of a
printed output? This information may be necessary to accurately plan paper and
forms consumption.
Does the output require multiple copies? If so, how many?
a. Impact printers are usually required to print all copies of a multicopy form at
the same time.
b. Laser printers can print multiple copies of a form only one after the other. This
means that if the copies are different in color or fields, the preprinted forms
must be collated before final printing.
For printed outputs, have distribution controls been finalized? For online outputs,
access controls should be determined.
These design decisions should be recorded in the data dictionary/project
repository.
Let's consider an example from our SoundStage Entertainment Club case.
One output for SoundStage is the MEMBER RESPONSE SUMMARY REPORT. This report was requested to provide internal management with information regarding customer responses
to the monthly promotional offers. The following design requirements were established:
"
1. The manager will request the report from his or her own workstation. It was
determined that the information should be presented as a screen output in both
tabular and graphical formats (to be determined via prototypes).
a. All managers have I7-inch or larger display monitors.
b. Managers should have the option of obtaining a laser printer output via their
LAN configuration. Printouts should be on BY,- X l l-inch stock paper.
2. Managers must be able to display the report on demand. Managers have requested automatic e-mail notification of the availability of any newly generated version
of the report. A hyperlink to the latest version of the report should also be made
available in the standard home page of every Member Services manager, level 3
and above.
3. Graphical output should be displayable in a single screen and printable on a
single page.Tabular data may be printed on one to two pages. The volume of
pages is not considered significant for this report.
SYSTEMS ANALYSIS & DESIGN
Output Design and Protatyping
Chapter Fourteen
4. The report must be restricted in access to managers whose network accounts
carry level-3or higher account privileges.The report should include a "Confidential"watermark and a message that prohibits external distribution or information
sharing without the written permission of Internal Audit.
Step 3: Design Any Preprinted Forms External and turnaround documents are
separated here for special consideration because they contain considerable constant
and preprinted information that must be designed before designing the final output. In
most cases, the design of a preprinted form is subcontracted to a forms manufacturer.
The business, however, must specify the design requirements and carefully review
design prototypes. The design requirements address issues such as the following:
• What preprinted information must appear on the form? This includes contact
information, headings, labels, and other common information to appear on all
copies of the form.
• Should the form be designed for mailing? If so, address locations become important based on whether or not windowed envelopes will be used.
• How many forms will be required for printing each day?Week? Month?Year?
• What will be the form's size? Form size, along with volume (above), can impact
mailing costs.
• Will the form be perforated to serve as a turnaround document? Also,for turnaround documents the location of the address becomes more critical because
the return address for the external output becomes the mailing address for the
returned document.
• What legends, policies, and instructions need to be printed on the-form (both
front and back)?
• What colors will be used, and for which copies?
For external documents, there are also several alternatives. Carbon and chemical
carbon are the most common duplicating techniques. Selective carbons are a variation whereby certain fields on the master copy will not be printed on one or more of
the remaining copies. The fields to be omitted must be communicated to the forms
manufacturer. Two-up printing is a technique whereby two sets of forms, possibly
including carbons, are printed side by side on the printer.
A SoundStage preprinted output form was previously displayed as Figure 14-3.
Step 4: Design, Validate, and Test Outputs After design decisions and details
have been recorded in the project repository, we must design the actual format of
the report. The format or layout of an output directly affects the system user's ability
to read and interpret it. The best way to layout the format is to sketch or, better still,
generate a sample of the report or document. We need to show that sketch or prototype to the system user, get feedback, and modify the sample. It's important to use
realistic or reasonable data and demonstrate all control breaks.
The most important issue during the design step is format. Figure 14-8 summarizes a number of design issues and considerations for printed and tabular reports.
Many of these considerations apply equally to screen outputs. Also, screen output
offers a number of special considerations that are summarized in Figure 14-9.
The SoundStagemanagement expressed concern that the MEMBER RESPONSE SUMMARY
output could potentially become too lengthy. Often the manager is interested in seeing
only informatio~ pertaining to member responses for one or a few different product
promotions. Thus, it was decided that the manager needed the ability to "customize"
the output. The screens used to allow the manager to specify the customization desired
should be prototyped as well as the report and graph containing the actual information.
Figure 14-1O(a)shows the prototype of the screen the user can use to choose a particular
report (or graph) and customize its content. The following points should be noted:
•
A tab dialogue box is used to allow the user to select between obtaining a
report and obtaining a graph. A tab control is used to present a series of related
469
Introduction to Systems Analysis and Design
470
Part Three
Systems Design Methods
Self-explanatory.
n headings to the
018 headings con
ability. Alignment should be
references, with a special
of misinterpretotion of the
See examples for possibilities (which can be
combined)
left iustificotian [good for longer ond vari
NAME
::::::::::::::;:::::: ::::: :::::,::::::
xxxxxxxx X XXXXXXXXX XXXXXX
Right justification (good for some numeric fields, especially
monetory fields); be sure to align decimal points:
AMOUNT
:::::::::::::::::::
$$$. $$$.4¢
Center (good for fixed·length fields and some moderate-length
fields):
STATUS
xxxx
XXXX
SYSTEMS ANALYSIS & DESIGN
Output Design and Prototyping
Chapter Fourteen
Example.
e
e
o
o
information. If the user clicks on the tab labeled "Graphs," information would be
displayed for customizing the output as a graph.
A drop-down list is used to select the desired report. The user can click on the
downward arrow to obtain a list of possible reports to choose from.
The user is provided with a series of check boxes that correspond to general
options for customizing the selected report. The user simply "checks" the options he wishes to have on the report.
A group of check boxes is also used to allow the user to select one or more
product categories she wishes to include on the report.
Once again, a group of check boxes is used to allow the user to further
customize the report. Here the user is allowed to indicate the type of summary
information or totals desired for each product category.
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Introduction to Systems Analysis and Design
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Part Three
Systems Design Methods
Scrolling
Novigction
Partitioning
Information hiding
.•.
Highlighting
Highlighting can be used in reports to call users' attention to erroneous data, exception data, or specific
s. Highlighti
also be a distraction if misused. Ongoing human factors research will continue to
future use
lighting. Examples of highlighting include:
• Color (avoid colors that color-blind persons cannot distinguish).
• Font and case (changing case can draw attention).
• Justification (left, right, or centered) .
• Hyphenation
(not recommended
in reports).
• Blinking (can draw attention or become annoying).
• Reverse video.
Printing
For many users, there is still comfort in printed reports. Always provide users the option to print a permanent
copy of the report. For Internet use, reports may need to be made available in industry-standard for
as Adobe Acrobat, which allows users to open and read the reports using free and widely available
SYSTEMS ANALYSIS & DESIGN
Output Design and Prototyping
(a) Report customization prototype
(b) Tabular report prototype
Member Respon •• to Video
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Let's now look at a prototype of the report that will result from the previous report customization dialogue. Figure 14-1O(b) is a prototype of a screen output version
of the actual report. Examine the content and appearance of the tabular design. Notice that the user is allowed to scroll vertically and horizontally to view the entire
report. In addition, buttons are provided to allow the user to toggle forward and
backward to view different report pages.
Finally, let's look at a prototype of a graphic version of the MEMBER RESPONSE
SUMMARY output (see Figure 14-11). Note the following:
• The graph is clearly labeled along the vertical and horizontal axes.
• A legend has been provided to aid in interpreting the graph bars.
When you are 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 demonstrating 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. All features should be demonstrated or tested.
Thus far, we have presented samples of only a tabular and a graphical report.
Another type of output is a record-at-a-time report. Users can browse forward and
backward through individual records in a file. A sample screen for a record-at-a-time
output is shown in Figure 14-12. We call your attention to the following:
o Each field is clearly labeled.
o Buttons have been added for navigation
sally accepted
buttons are for
between
records. The almost univerand
FIRST RECORD, NEXT RECORD, PREVIOUS RECORD,
LAST RECORD.
e We added
buttons for the user to get a printed copy of the output, as well as to
exit the report when finished. (Consistent with prototyping, the programmer
will write the code for exiting later.)
>
Web-Based Outputs and E-Business
The last output design considerations we want to address concern Web-bas~d outputs. The SoundStage project will add various e-eommerce and e-business capabilities
SYSTEMS ANALYSIS & DESIGN
Output Design and Protatyping
to the Member Services information system. Some of these capabilities will affect
output design.
One logical output requirement for the project is catalog browsing. Members
should be able to browse and search catalogs, presumably as a preface to placing
orders. The catalog itself is the output. Figure 14-13 is a prototype screen for the
physical catalog output. Note the following:
o This output
uses frames to allow the user to focus separately on navigation and
output.
f) The screen uses hyperlinks to provide navigation through complex menu structures that are related to the output.
8 Hyperlinks also allow the user to get additional information. This functionality
is referred to as "drill-down."
Shading is used to separate each detail line. This practice reflects the more
artistic approach used to design Web-based outputs. Also, the "BUY" buttons
have effectively transformed this output into a trigger for subsequent inputs.
This is the e-commerce virtual equivalent of a turnaround document!
Most Web-based output screen designs require standard footers on the screen to
provide additional navigation.
A picture can be a selectable object. In this case it represents another type of
drill-down where the user is able to obtain additional information.
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Chapter Fourteen
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Introduction to Systems Analysis and Design
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Part Three
Systems Design Methods
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Another output requirement is to allow members to play video trailers and audio
sound bites for products to preview candidate purchases. The preview will be triggered by a hyperlink in the previous screen, and it will activate a multimedia player as
shown in Figure 14-14on the previous page. Such output extensions are expected to
become the norm as Internet- and Intranet-based applications grow in popularity.
SYSTEMS ANALYSIS & DESIGN
Output Design and Prototyping
Chapter Fourteen
477
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9
outputs frequently use plug-ins. This output screen has the standard
buttons associated with a typical audio or video player.
Web-based outputs also commonly provide appropriate plug-ins or plug-in versions needed for the session.
Introduction to Systems Analysis and Design
P
d
8. The
output design:
a. Computet' outputs should be simple to read and
interpret.
b, The timing of computer outp
their recipients must receive ou
information while the information is pet'tinent
to transactions or decisions.
c. The distribution
cess t
outputs must be
ient to assist
system users,
d. The computer outputs must
the system users w
utput design is not a
steps are essential, an
are
circumstances. The steps are:
a. Identify system outputs and review logical
requirements.
b. Specify physical output requirements.
c. As necessary, design any preprinted externa}
forms.
d. Design, validate, and test outputs using some
combination of:
i) Layout tools (e.g
display layout ch
if) Prototyping to
DBMS,4GL).
ill) Code-genera'
SYSTEMS ANALYSIS & DESIGN
A. On-dem
enabled
archival system
to
use
mated
A
if you prefer, you
e the old-fashioned way).
·th several sample reco~,
in alphabetical 0 er by worker last name.
4. The director of the child protection agency is
pleased with the report, but would also like to see
it in graphic format. What chart typets) would be
inappropriate? Why?What chart type(s) would be
appropriate fur this type of report? Why?Which
one do 0
would be the best 0
Why?
5. What s
of report would you d
for
the sales manager of a car dealers
job
it is to review vehicle sales each week and year
to date? What data elements should
included
B. ATM
2.
C. Traditional output
medium
D.
of Delinquent
3.
E. Transition between
different data groups
R Report of Vehicles in
Inventory
G. "Buynbutton on
Website
H. Screen design tool
seldom used anymore
I. Sales order
5. Summary report
J. Shows relationship
between two or
more series of data
K. Quarterly Report
of Sales By Region
L. Sales receipt
4.
6. Control break
7. Zoned
8. Thrnaround
output
9. Exception
10.
taWatcb
Monarcb/ES
1L POSTerminal
Introduction to Systems Analysis and Design
480
Part Three
Systems Design Methods
8. The sales manager has
automated chart to sho
sales by quarter for the
manager co
to use a pie
sales report
are
th
9.
d Protection Agency
summary report that
2. To
the child
ge and p oritize
would ow like
t would go to each
open cases, including
the age of
case. Further, the report should
be a turnaround document, where the child
protection workers can provide status on each of
their ope
es, including t estimated date of
completi
at su
port is needed?
What dat
ments are
? In what order
should th
be listed?
a prototype
design fo
report.
10. Complete the sentences below.
a. The purpose of outputs is to present
___
- to system users. Because they are
the most
part of an information
system, systetn users and owners often base
the
of an information system on
the outputs.
b. In designing outputs, a good place to begin
is with the
, because they identify
both the
and the
_
method.
c. Outputs can be categorized by two
characteristics: (1) by their
and
____
.,and (2) hy their
_
1. In the 1
befure), there was a great
deal of
. g the paperless office.
Some ind
dits and futurists predicted
that within a short period of time, paper would
become a legacy product in many organizations. Yet
today the reality seems quite different and, in fact,
businesses are consuming and churning out more
paper than
some research on the Web for
both co
and past articles on this subject.
11. You are a systems designer working in the IT
division of a large
. g corporation
with plants thro
e country. The ClO
mentions to you in
that the vice president
of marketing wants
ecutive-Ievelreport
showing daily production by region and by office
in order to review production levels and fix
problems quickly.Your CIO tells you to have a
preliminary design and prototype ready the day
after tomorrow. On the basis of the information
you have been given,what type of report is
needed? Is it for internal or external use?Assuming
that the corporation's information system already
captures the data needed fur this report, what are
some of the remaining design issues?
12. In the preceding scenario, what common tool
could you use if your organization doesn't use
CASEtools or dedicated rep
g tools fur
screen layout and prototyping?
an executivelevel report, what are the most critical principles
to apply in designing the output? (Remember,
your future with the company may depend
upon knowing and being able to apply these
principles.)
13. You have volunteered to work on the Web site
of your local library.The library plans to develop
an online catalog of books that can be reserved
by library patrons from their home computers
via the Internet. Many of these patrons are senior
citizens. Whit are some of the screen design
issues that should be taken into consideration?
b. Compare and contrast their viewpoints.
c. Contact a large organization and a government
agency in your area. Do either consider the
paperless office to be an objective? If so, what
are their plans fur achieving it, and is progress
being made?
d. What about your own organization or school?
e. What is your own position on this subject? Do
you think a paperless office is a viable concept?
Why or why not?
SYSTEMS ANALYSIS & DESIGN
OUtput Design and Prototyping
Introduction to Systems Analysis and Design
Andres, C. Great Web Architecture. Foster City, CA: lOG
Books Worldwide, 1999. Books on effective Web interface
design are beginning to surface, The science of human
engineering for Web interfaces has not yet progressed
as far as client/server interfaces (e.g., Windows). Here
is an early title that explores many dimensions of Web
architecture and interfaces using real-world examples.
Application Development Strategies (monthly periodical).
Arlington, VA:Cutter Information Corporation. This is our
favorite theme-oriented periodical that follows system
development strategies, methodologies, CASE,and other
relevant trends. Each issue focuses on a single theme.
This periodical will provide a good foundation for how to
develop prototypes.
Galitz, w: O. User-Interface Screen Design. New York:John
Wuey & Sons, 1993. This is our favorite book on overall
user interface design.
Shelly, G., T. Cashman, and H. Rosenblatt. Systems Analysis
and Design, 3rd ed. Cambridge, MA:Course Technology,
1998. We mention our competitors for their excellent
coverage of tabular, printed output design. They afford
many more pages of coverage and examples than we
could in our latest edition.