Chapter 15 Designing Effective Output Systems Analysis and

Chapter 15 Designing Effective Output Systems Analysis and Design Kendall and Kendall Fifth Edition © Copyright Prentice Hall, 2002

Major Topics n n n Designing output Output technologies Factors in choosing an output technology Report design Screen design Web site design Kendall & Kendall Copyright © 2002 by Prentice Hall, Inc. 2

External and Internal Output n n Internal output is used within the corporation External output is used outside the organization External output differs from internal output in its design and appearance A turnaround document is one that is sent out and then returned Kendall & Kendall Copyright © 2002 by Prentice Hall, Inc. 3

Designing Output n Output should be designed to n n n Serve the intended purpose Be meaningful to the user Deliver the right quantity of output Deliver it to the right place Provide output on time Choose the right output method Kendall & Kendall Copyright © 2002 by Prentice Hall, Inc. 4

Output Technologies n Output can be in the form of n n n n Print Screen Audio CD-ROM or CD-RW DVD E-mail The World Wide Web Electronic output Kendall & Kendall Copyright © 2002 by Prentice Hall, Inc. 5

Output Technologies n Output technologies differ in their n n n Speed Cost Portability Flexibility Storage and retrieval possibilities Kendall & Kendall Copyright © 2002 by Prentice Hall, Inc. 6

Video Clips n Video clips are useful for n n n Supplementing static, printed output Distance collaboration Showing how to perform an action Providing brief training episodes Shifting the time of an actual event by recording it for later output Preserving an important occasion for addition to an organization’s archives Kendall & Kendall Copyright © 2002 by Prentice Hall, Inc. 7

Animation n Animation is composed of four elements: n n Elemental symbols Spatial orientation Transition effects Alteration effects Kendall & Kendall Copyright © 2002 by Prentice Hall, Inc. 8

Electronic Output n Electronic output includes n n Fax Electronic mail The World Wide Web Bulletin board messages Kendall & Kendall Copyright © 2002 by Prentice Hall, Inc. 9

Disadvantages of Electronic Output n Drawbacks of electronic and Web-based output are n n The design of CD-ROM is very timeconsuming and expensive CD-ROM is troublesome to update CD-ROM is difficult to use on a network Electronic mail has difficulty in formatting control Kendall & Kendall Copyright © 2002 by Prentice Hall, Inc. 10

Disadvantages of Electronic Output n Disadvantages, continued n n n Electronic mail has a potential for abuse Junk electronic mail may become a problem It is difficult to express a mood with electronic mail and communication may be more informal Kendall & Kendall Copyright © 2002 by Prentice Hall, Inc. 11

Push and Pull Technology n n Pull technology allows the user to take formatted data from the Web Push technology sends solicited or unsolicited information to a customer or client Kendall & Kendall Copyright © 2002 by Prentice Hall, Inc. 12

Factors in Choosing an Output Technology n Factors that must be considered when choosing an output technology are n n n Who will use the output? How many people need the output? Where is the output needed? What is the purpose of the output? What is the speed with which output is needed? Kendall & Kendall Copyright © 2002 by Prentice Hall, Inc. 13

Factors in Choosing an Output Technology n n n How frequently will the output be accessed? How long will the output be stored? Under what special regulations is the output produced, stored, and distributed? What are the initial and ongoing costs of maintenance and supplies? What are the environmental requirements for output technologies? Kendall & Kendall Copyright © 2002 by Prentice Hall, Inc. 14

Output Bias n n Analysts must be aware of sources of output bias and inform users of the possibilities of bias in output Bias is introduced in three main ways: n n n How information is sorted Setting of acceptable limits Choice of graphics Kendall & Kendall Copyright © 2002 by Prentice Hall, Inc. 15

Strategies to Avoid Bias n Strategies to avoid output bias n n n Awareness of the sources of bias Design of output that includes users Working with users so that they are informed of the output's biases Creating output that is flexible and allows users to modify limits and ranges Train users to rely on multiple output for conducting "reality tests" on system output Kendall & Kendall Copyright © 2002 by Prentice Hall, Inc. 16

Printed Reports n n Design reports using software Design guidelines for printed reports are n n Include functional attributes, such as headings, page numbers, and control breaks Incorporate stylistic and aesthetic attributes, such as extra blank space and grouping data Kendall & Kendall Copyright © 2002 by Prentice Hall, Inc. 17

Report Design Considerations n n Examine the type of data: alphabetic, special, or numeric Constant information does not change when the report is printed Variable information changes each time the report is printed Specify the paper quality, type, and size Kendall & Kendall Copyright © 2002 by Prentice Hall, Inc. 18

Computer-Aided Report Design n Steps to follow when designing reports using a computer-aided software tool n n n Determine the need for the report Determine the users Determine the data items to be included Estimate the overall size of the report Title the report Number the pages of the report Kendall & Kendall Copyright © 2002 by Prentice Hall, Inc. 19

Computer-Aided Report Design n Further steps for designing reports n n n Include the preparation date on the report Label each column of data appropriately Define variable data indicating the type of data Indicate the positioning of blank lines used to help organize information Review prototype reports with users and programmers Kendall & Kendall Copyright © 2002 by Prentice Hall, Inc. 20

Report Stylistic and Aesthetic Elements n Stylistic/aesthetic elements of printed reports include n n n Organization Control breaks Blank spaces Margins Color coding Kendall & Kendall Copyright © 2002 by Prentice Hall, Inc. 21

Online Screen Design n n Online screens are designed using screen design software Guidelines for screen design are n n Keep the screen simple Keep the screen presentation consistent Facilitate user movement among screens Create an attractive screen Kendall & Kendall Copyright © 2002 by Prentice Hall, Inc. 22

Graphs n Primary considerations for designing graphical output n n Output must be accurate, easy to understand use The purpose of the graph must be determined Decision makers must be trained in using it Provide the ability to call up a variety of user views as well possible commands Kendall & Kendall Copyright © 2002 by Prentice Hall, Inc. 23

Web Site Design n n Design principles must be used when designing Web sites These include n n Using professional tools Studying other sites Using Web resources Examining the sites of professional Web site designers Kendall & Kendall Copyright © 2002 by Prentice Hall, Inc. 24

Web Site Design n Further principles n n n Using tools that you are familiar with Consulting books Looking at examples of poorly designed pages Creating Web templates. Style sheets allow you to format all Web pages in a site consistently Using plug-ins, audio, and video sparingly Kendall & Kendall Copyright © 2002 by Prentice Hall, Inc. 25

Web Graphics n Guidelines for using graphics when designing Web sites are n n Use either JPEG or GIF formats Create a few professional-looking graphics for use on your page Keep the background simple and readable Examine your Web site on a variety of monitors and graphics resolutions Kendall & Kendall Copyright © 2002 by Prentice Hall, Inc. 26

Web Graphics n Guidelines continued n n Save JPEG images at the highest quality possible within a reasonable size Use horizontal rules to separate sections of Web pages Use colorful bullets for lists and hot buttons for links Keep graphics images small and reuse images Kendall & Kendall Copyright © 2002 by Prentice Hall, Inc. 27

Web Graphics n Guidelines continued n n n Use transparent GIF files to make images that are not rectangular Use a graphics package to tilt your image Follow the three clicks rule which states that you should be able to go to any page in three clicks Kendall & Kendall Copyright © 2002 by Prentice Hall, Inc. 28

Tips for Corporate Web Sites n To improve the presentation of a corporate Web site n n Provide an entry screen or home page Keep the number of graphics to a reasonable minimum Use large and colorful fonts for headings Use interesting images and buttons for links Kendall & Kendall Copyright © 2002 by Prentice Hall, Inc. 29

Tips for Corporate Web Sites n Ideas continued n n n Use the same graphics image on several Web pages Avoid overusing animation, sound, and other “busy” elements Provide an area on the left side or on the top of the Web page for links to other pages in the Web site Kendall & Kendall Copyright © 2002 by Prentice Hall, Inc. 30

Tips for Corporate Web Sites n Ideas continued n n n Make sure that your Web page does not scroll horizontally, keep the vertical page under 2½ screens Make sure that your initial page loads quickly Add one or two Java applets if possible Kendall & Kendall Copyright © 2002 by Prentice Hall, Inc. 31

Planning a Web Site n Planning a Web site involves n n Designing the structure of the Web site Focusing on the content Using meaningful text Including appropriate graphics Kendall & Kendall Copyright © 2002 by Prentice Hall, Inc. 32

Planning a Web Site n Further Web site planning guidelines n n n Paying attention to the presentation of the Web site, with a consideration of download times Constructing navigational links Promoting the Web site Kendall & Kendall Copyright © 2002 by Prentice Hall, Inc. 33

Promoting the Web Site n You can encourage companies to promote your Web sites by: n n n Using e-mail to promote your site Encouraging readers to bookmark your site Submitting your site to search engines Making it clear who is maintaining the Web site Performing perpetual maintenance of the Web site Kendall & Kendall Copyright © 2002 by Prentice Hall, Inc. 34