Output Design and Prototyping Introduction The chapter will

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. 8 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

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Output Design and Prototyping Principles & Guidelines for Output Design : Types of Outputs < There are two basic types of computer outputs, external and internal. (continued) 8 Internal outputs stay inside the system to support the system's users and managers. • Internal outputs fulfill management reporting and decision support requirements. 8 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) 8 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

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Output Design and Prototyping Principles & Guidelines for Output Design : Types of Outputs < Internal Outputs (continued) 8 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

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Output Design and Prototyping Principles & Guidelines for Output Design : Types of Outputs < Internal Outputs (continued) 8 Exception Reports: • Filter data before it is presented to the manager as information. • Exception reports only report exceptions to some condition or standard. 10

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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. 8 A medium is what the output information is recorded on, such as paper or video display device. 8 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: 8 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. 8 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: 8 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. 14

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Output Design and Prototyping Principles & Guidelines for Output Design : Output Media and Formats < Alternative Formats for Presenting Information: 8 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”. 16

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Output Design and Prototyping Principles & Guidelines for Output Design : Output Media and Formats < Alternative Formats for Presenting Information: 8 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. 18

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Output Design and Prototyping Principles & Guidelines for Output Design : Output Media and Formats < Alternative Formats for Presenting Information: 8 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

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Output Design and Prototyping Principles & Guidelines for Output Design : Output Media and Formats < Alternative Formats for Presenting Information: 8 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. 22

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Output Design and Prototyping Principles & Guidelines for Output Design : Output Media and Formats < Alternative Formats for Presenting Information: 8 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. 24

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Output Design and Prototyping Principles & Guidelines for Output Design : Output Media and Formats < Alternative Formats for Presenting Information: 8 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: 8 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) 8 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. 8 The computer outputs must be acceptable to the system users who will receive them. 8 • 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. 8 These outputs can easily be identified by examining the DFD for dataflows that are connecting to external entities. 8 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: 8 The type and purpose of the output. 8 The technical and economic feasibility. Several design issues need to be addressed. 8 What medium would best serve the output? 8 What would be the best format for the report? 8 How frequently is the output generated? 8 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) 8 Does the output require multiple copies? 8 For printed outputs, have distribution controls been finalized? 8 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 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. 8 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

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Output Design and Prototyping Summary : : : Introduction Principles & Guidelines for Output Design How to Prototype & Design Computer Outputs 37