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Chapter 7

Data Input and Output Method

System Analysis Design

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Learning Goals

The need for a data dictionary for an application
How to develop a data dictionary for an application
Design of forms and screens for data input and Output.
Need and methods of coding data elements.
design of input data validation methods.
Design of Output reports
design of screens
Role of graphics in output design

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3

Input and Output Methods

Output

Input DATA

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What is Data Dictionary

4

Data dictionary is a catalogue of all data used in an application, their names, type and their origin.
In other words it is data about data which is called metadata
Data dictionary gives a single point reference of data repository of an organization
It is thus an important documentation which would be useful to maintain a system

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5

How is Data Dictionary Developed?

We will recall the word statement from requirement specification now.

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Word Statement of Requirements

Vendor sends items with a delivery note while fulfilling an order (along with the physical items) to a receiving office.

Receiving office compares a delivery note against order placed.If there is a discrepancy a discrepancy note is sent to purchase office.

Actual items received note is sent to the inspection office along with items received.

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Data Elements in Data Flow

From word statement we derive data elements in each data flow.

Delivery note

Order no,Vendor name,Vendor address,item name,delivery date,quantity supplied,units

Item name and Vendor name may not be unique to ensure uniqueness we assign unique codes for them.Name is however still kept to aid people.

Thus delivery note is:

Delivery note = Order no + Vendor code + Vendor name + Vendor address + item code + item name + delivery date + quantity supplied + units.

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Data Elements in Data Flow

Disagreement note :

Order no + Vendor code + Vendor name + Vendor address + item code + item name + delivery date + quantity supplied + units + excess/deficiency + no of days late/early.

Items received note = Delivery note Data In data store

Order records = order no + vendor code + vendor name + vendor address + item code + item name + order date + qty ordered + units + delivery period.

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Data Dictionary Format

Data dictionary gives in detail the characteristics of a data element. Typical characteristics are:

Data name : Should be descriptive and self explanatory. This will help in documentation and maintenance
Data description : What it represents
Origin : Where the data originates e.g. input from forms, comes from receiving office, keyed in by user etc.
Destination : Where data will flow and will be used (if any)
Data Type: numeric, alphanumeric,letters(or text),binary(0 or 1; True or False),Integer, Decimal fixed point, real(floating point), currency unit, date

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Typical Characteristics of Data Elements(cont..)

Length : no of columns needed

Limits on value : (if relevant)

e.g. upper and lower bounds of value (age>0,<100)

Remarks : (if any)

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Example of Data �Dictionary Entry

Name : Order number
Description : Used to identify order given to vendor Origin : Part of delivery note from vendor Destination : Receiving process
Data type : Numeric Integer Length : 8 digits
Limits on value : >000,<=99999999
Actual value not relevant.Used only as unique identifier
Remarks: It is a key field.

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Example of Data Dictionary Entry(contd..)

Name : Delivery date
Description : Date item is to be delivered
Origin : Part of delivery note from vendor.Is also in orders data store which is input to receiving process
Destination : Receiving process Data type : Numeric Integer
Length : 8 digits
Limits on value : Date field in the form DDMMYYYY. Should satisfy constraints of a date in calendar
Remarks: Blank fields not allowed.

e.g.05082004 is ok but not 582004

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Data Input Methods

ON-LINE - User directly Enters data using screen prompts
OFF-LINE -Forms filled by users-

for example- candidates for admission to a college fill forms

Data from forms keyed in by a data entry operator

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Batch Data Entry

Name

Address

Bad design : Tendency will be to fill name on top line. Not enough space for letters of address

Individual
Hindu undivided family
Parent/Guardian of minor

Tick as applicable

Bad design : Choices are not codified. Data entry operator will be confused.

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Batch Data Entry

Enter date

Day		month		Year

Enter date

Hr		Min		Sec

(Good design)

Enter time

(Good design)

(Bad design)

Enter time

(Bad design)

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Batch Data Entry

Individual

Hindu undivided family

Parent or guardian Of minor

Clear instructions . Enough space for entry manually.Data entry operator can be simple instructions for data entry



											Pin

Enter name and address using capital letters Use one box for each alphabet

Tick any of the following

Shri Smt Kum

1 2 3

Name

Only address (do not Repeat name)

I am applying as:

Tick one of the boxes below

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Models of Data Input

MENUS

User presented several alternatives and asked to type his/her choice

Example

SELECT ALTERNATIVE

Type 1 For entering new student record Type 2 For deleting student record Type 3 For changing student record

Your choice

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Models of Data Input

Template analogous to form
Has features to reject incorrect data input using built-in program
User friendly visual presentation

Example

Roll no Name

FIRST NAME/INTIALS

LAST NAME

CE	CS	ME	EE	IT

Dept code

CODES

Year

Hostel code

Pre-programmed to reject incorrect Roll no,Dept code,Year, Hostel code

A	B	C	D

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Models of Data Input

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Models of Data Input

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Models of Data Input

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Models of Data Input

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Output Devices

HARD COPY DEVICES - PRINTERS
SOFT DEVICES - VIDEO DISPLAY DEVICES

TEXT

AUDIO - SPEECH SYNTHESISER

MULTIMEDIA

GRAPHICS

VIDEO

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Audio such as beeps used for alerting users
Device used is a speaker

Very small and inexpensive for beeps
Inexpensive for speech quality

Useful when eyes are busy,for example, while driving,pilots etc.
Pre-recorded speech is output in such cases
Text-to-speech also useful for giving instructions where manuals cannot be read.

Speech Output Devices

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While designing output format and picking output devices the following should be taken into account

The user group
Proposed use
Volume of output
Periodicity of output
Timely delivery when required

Objectives of Output Design

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Nature of Output Reports

TOP MANAGEMENT

- Summary highlighting important results Graphical Output – Pie charts

- Bar charts

-Maps

Needed for strategic management

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Types of Outputs

Internal outputs stay inside the system to support the system's users and managers
External outputs leave the system to trigger actions on the part of their recipients or confirm actions to their recipients

Turnaround outputs are those which are typically implemented as a report eventually re-enters the system as an input

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Types of Outputs

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.

Exception Reports:

Filter data before it is presented to the manager as information.
Exception reports only report exceptions to some condition or standard.

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Sample Detail Reports

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Sample

Output Format

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Sample

Output Format

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Use of Graph

140

120

100

80

60

40

20

0

85

86

87

89

90

88

Year

Total sale^{s of textiles (in lakhs)}

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Bar Chart

350

300

250

200

150

100

50

0

0 20 25 30 35 40 45 50 55 60

Age

No of employees

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Pie Chart

Equipment 10%

Tax 10%

Interest payment 15%

Salaries 20%

Raw material 20%

R& D 5%

Misc 15%

Dividends 15%