DESIGNING OUTPUT AND
INPUT
Output Design Objectives
Output Technologies
Output Technology Considerations
Report Design
Input Design Objectives
Form Design
Forms and Reports Format
Accessing Usability
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Output information is delivered to users through the information system over the intranet, extranet, or the web.
An output can be in the form of the traditional printed reports or as softcopy such as display screens, microforms, video and audio.
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Output Method
To serve the intended purpose
To fit the user
To deliver the appropriate quantity of output
To ensure the output is where it is needed
To provide the output on time
To choose the right output method
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Printer
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Advantages
Disadvantages
Can afford by most organizations
Flexible in types of output, location and capabilities Can handle large volumes of output Highly reliable with less down time Requires operator intervention Compatibility with software Require special and expensive supplies
May perform slow depending on the model Unfriendly with environment I0055
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Output Method
Display screen
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Advantages
Disadvantages
Interactive
Online, transmission is real‐time Quiet
Takes advantage of computer capabilities for movement within databases and files Good for frequently accessed, temporary messages
Require cabling and space setup
Require printed documentation Output Method
Audio output and podcasts
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Output Method
DVD, CD‐ROM and CD‐RW
Electronic output (e‐mail, websites, blogs and RSS feeds)
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Advantages
Requires computer and display for reading data
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Disadvantages
Requires earbuds where output will not interfere with other tasks
Limited application
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Who will use the output?
How many people need the output?
Where is the output needed?
What is the purpose of the output?
When is the output needed and used?
How frequent will the output be accessed?
How long will the output be stored?
Disadvantages
Large capacity
Enables multimedia output
Does not require the use of paper
Easy update
Can be broadcast
Can be made interactive *Property of STI
Advantages
Good for single user Good for temporary messages
Good for output that requires wide distribution
Less use of hands
Not conducive to formatting for e‐ mail Difficult to convey context of messages Websites need thorough maintenance
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What is a report?
Business document that includes only predefined data Passive document – for reading and viewing
Examples are invoices, weekly sales report or pie charts Can also be printed to a computer file, a visual display screen, or some other medium such as microfilm Often has rows and columns of data
For reading only and often includes data on multiple unrelated records in a computer file
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Example of a Report
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Detail report produces one or more lines of output for each record processed each line of output printed is referred to as a detail line it is lengthy
Detail Report Example
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Exception report displays only the records that meet a specific condition or conditions used by users who want information only on records that require action and no need to know the details
Exception Report Example
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Summary report presented to upper‐level managers who want to see only the total figures and not the details
Effective
Accurate
Easy to use
Consistent
Simple
Attractive
Summary Report Example
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What is a form? preprinted papers that allow individuals to fill in responses in a standard manner
Make forms easy to fill in.
Ensure that forms meet the purpose for which they are designed.
Design forms to ensure accurate completion.
Keep forms attractive.
elicit and capture information needed by an organizational staff that will serve as input to the computer examples are product order forms, employment applications, and class registration sheets
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Meaningful Information
Only needed information should be displayed
Information should be provided in a manner that is usable without modification
Meaningful Titles
Clear and specific titles
Revision date or code to distinguish from prior versions Current date to show when form or report was generated Valid date, which identifies on what date (or time) the data in the form or report were accurate
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Balance the Layout
Design an Easy Navigation System
Balanced on screen or on page
Adequate spacing and margins
All data and entry fields should be clearly labeled
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Show how to move forward and backward
Show where you are
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Consistency influences users’ ability to increase proficiency when interacting with a system
Characteristics of usability
Other factors of usability
Speed
Accuracy
Satisfaction
Efficiency
Ease
Format
Flexibility
Usability overall evaluation of how a system performs in supporting a certain user for a certain task
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Usability Factors
Guidelines for Achieving Usability
Usability Factors
Guidelines for Achieving Usability
Consistency
Consistent use of terminology, abbreviations, formatting, titles, and navigation within and across outputs
Format
Information format should be consistent between entry and display Format should distinguish each piece of data and highlight, not bury, important data
Consistent response time each time a function is performed
Efficiency
Formatting should be designed with an understanding of the task being performed and the intended user
Special symbols (i.e., decimal places, dollar signs, and +/‐ signs) should be used as appropriate
Text and data should be aligned and sorted for efficient navigation and entry
Flexibility
Entry of data should be avoided where possible
Ease
Users should be given options for the sequence in which to enter or view data and for use of shortcut keystrokes, and the system should remember where the user stopped during the last use of the system
Outputs should be self‐explanatory and not require users to remember information from prior outputs in order to complete tasks Labels should be extensively used, and all scales and units of measure should be clearly indicated
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Characteristics
Considerations for Form and Report Designs
User
Issue related to experience, skills, motivation, education, and personality should be considered
Task
Tasks differ in amount of information that must be obtained from or provided to the user
Task demands such as time pressure, cost of errors, and work duration will influence usability
System
The platform on which the system is constructed will influence interaction styles and devices
Environment
Social issues such as the users’ status and role should be considered in addition to environment concerns such as lighting, sound, task interruptions, temperature, and humidity
The creation of usable forms and reports may necessitate changes in the users’ physical work facilities
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Information should be viewed and retrieved in a way most convenient to the user
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