Systems analysis and design methods 7th whitten and benley chapter 13

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 you design and prototype computer outputs 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 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 Please send two copies of your invoice Enter this order in accordance with the prices, terms, delivery method, and specifications listed above Please notify us immediately if you are unable to ship as specified MadgeW orthy Authorized by 5-4- 96 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 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 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 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 Output Design and Prototyping Page 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 46 225 332 0 35 213 450 325 125 200 150 1,500 850 2,000 300 175 250 112313 112314 Output Design and Prototyping Principles & Guidelines for Output Design  Types of Outputs  Internal Outputs (continued)  Summary Reports: • Categorize information for managers who 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 Output Design and Prototyping Page 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: 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 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 - 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 24 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 33 Output Design and Prototyping 34 Output Design and Prototyping 35 Output Design and Prototyping 36 Output Design and Prototyping Summary    Introduction Principles & Guidelines for Output Design How to Prototype & Design Computer Outputs 37 ... horizontal axis, and the measurement along the vertical axis 22 Output Design and Prototyping 23 Output Design and Prototyping Principles & Guidelines for Output Design  Output Media and Formats... 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... individual items to the “whole” 16 Output Design and Prototyping 17 Output Design and Prototyping Principles & Guidelines for Output Design  Output Media and Formats  Alternative Formats for Presenting