Chapter 11

Designing the System Output

SAD/CHAPTER 11 2

Learning Objectives Understand the process of

designing high quality and effective system output

Identify the basic characteristics of high quality system output

Discuss control strategies for system output

SAD/CHAPTER 11 3

Learning Objectives Identify and discuss the various

categories of output, media, and output technology

Understand ways in which unintentional bias can be introduced into system output

Identify and discuss available backup and retention strategies for data recovery

SAD/CHAPTER 11 4

Introduction Users of an IS need output to

accomplish their assigned tasks. The overall satisfaction with a

system is often measured by the quality of its output.

SAD/CHAPTER 11 5

Designing System Output Objective of Output

To create output that presents the desired information to the end user in an understandable and usable fashion

SAD/CHAPTER 11 6

Output Characteristics Purpose

What is the intended use or purpose of the output?

The purpose of the output may dictate the order or sequence of the various data elements contained within it.

SAD/CHAPTER 11 7

Output Characteristics Recipient

Who will be the primary users of the output?

The intended recipients of the output should be involved in the design and approval of each system output relevant to their assigned tasks.

SAD/CHAPTER 11 8

Output Characteristics Frequency

How often will the output need to be generated?

Minimizing the time between the request for the output and the receipt of the output

SAD/CHAPTER 11 9

Output Characteristics Distribution

Where will the output be used? Output distribution is becoming less

important due to the increased sophistication of client-server environments and local computer peripherals.

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Output Characteristics Human-machine Boundary

The point where an end user interacts with the system through the exchange of data or information

SAD/CHAPTER 11 11

Figure 11-1. Human – Machine Boundary for Employee Payroll System

1.0

CreateWeeklyPayrollRecord

Employee Data FileS1Employee

Employee Tax Form

Payroll Data FileS2

AccountingDepartment

2.1

ComputeGross

Pay

2.3

CreatePayrollCheck

2.2

ComputeNetPay

3.2

PrintWeeklyPayroll

Summary

3.1

SortPayroll

Records by

Employee

4.2

PrintEmployee

TaxForm

4.1

CalculatePayroll

Deductions

Employee Paycheck

PayrollDeductions

Employee PayrollRecord

Time Sheet

Employee Record

Gross PayData

Net PayData

Hours Worked

Payroll Record

Sorted Records

Payroll Report

SAD/CHAPTER 11 12

Output Characteristics Data Sources

What information must be delivered by the output?

No source data, no output

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Output Characteristics Media

In what form will the output be delivered?

If a given output must be generated using more than one primary media, additional design constraints may be encountered.

SAD/CHAPTER 11 14

Output Characteristics Format

How will the content of the output be displayed and formatted?

Tabular Zoned Narrative Graphical

SAD/CHAPTER 11 15

Figure 11-2. Combination Approach to Screen-Based Output

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Output Characteristics Control

What controls are necessary to limit access to the output?

Distributed control Division of labor Completeness control

SAD/CHAPTER 11 17

Output Design Issue

Description

Purpose What is the intended use or purpose of the output?

Primary User(s)

Who will be the primary users of the output?

Frequency How often will the output need to be generated?

Delivery Point Where will the output be used?

Human-Machine Boundaries

What are the points in the system where the end user must (or can) interact with the system?

Content What information must be delivered by the output?

Media In what form will the output be delivered?

Format How will the content of the output be displayed and formatted?

Controls What controls are necessary to limit access to the output?

Table 11-1. Output Design Issues to be Addressed

SAD/CHAPTER 11 18

Output Guideline Explanation Clear and meaningful titles Titles should clearly and specifically describe the content and use of

the output.

Relevant content Only the information necessary to use the output should be included and the presentation should be such that the output can be used without modification.

Balanced Layout Adequate spacing and margining should be used to allow for a balanced or symmetrical presentation of the output.

Clear Navigation The output should make navigation and location easy for the end user. This includes the use of indicators such as page numbers, section numbers, and end of section or sequence indicators.

Use of highlighting and color Techniques for emphasizing a particular data value, exception, or section should be used to make it easier for the end user to focus on important items contained within the output. Such techniques include color or intensity differences, multiple size fonts, underlining, bolding or italicizing, and capitalization.

Appropriate formatting of text elements

Text should be presented using mixed upper and lower case with conventional punctuation. Paragraphs should be double-spaced or separated by a blank line when single-spaced. Abbreviation and acronyms should be commonly understood or clearly defined on first use. Words should not be hyphenated between lines.

Appropriate formatting of tabular elements

All columns and rows should be clearly and meaningfully labeled. All labels should be repeated when data extends beyond a single page or screen. Columns and rows should be sorted in a meaningful order. All numerical data should be right-justified with decimal points aligned and all text data should be left-justified using relatively short line lengths (30 to 40 characters).

Table 11-2. Common Design Guidelines for Output

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Date and time stamp of output generation Data and time stamp for data or information

contained in the output Time period covered by output contents Distribution or routing list Cover sheet with output version number and

date Output header identification and description Clear pagination using “page __ of __” format Control totals where appropriate End of output trailer or indicator

Table 11-3. Common Completeness Controls for System Output

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Types of Output External Output

Leave the boundary of the system and serve to either confirm a system action to the recipient or to trigger an action on the part of a recipient

Turnaround Document

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Types of Output Internal Output

Output that normally stays within the system boundary and is used to support the organizational responsibilities and activities of the end users

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Internal output Detail Report

To present data or information with only a minimum amount of filtering

Historical lists of transactions A list of customers sorted by zip code A list of paychecks for a given period

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Internal output Summary report

To allow users to review information in a filtered or categorized form

Month-to-date or year-to-date sales by product category

SAD/CHAPTER 11 24

Internal output Exception report

An internal output that contains filtered information intended to report events or transactions that require special attention

Overdue customer accounts A list of items reach reorder point

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Media Type and Output Technology

Hard Copy Still the most common output media Impact technology Non-impact technology

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Media Type and Output Technology

Screen Output Can be viewed from any location Offers real-time editing and

modification Reduces storage costs Does not require long-term storage

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Media Type and Output Technology

Audio and Video Output Rich in the communication of

information Provides high quality interaction with

users and customers Speech synthesis and recognition

SAD/CHAPTER 11 28

Figure 11-4. Screenshot from Video Editing Software

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Media Type and Output Technology

COM Output Computer output microfilm or

microfiche Decreasing in popularity due to

advancement in digital scanning and storage technologies

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Media Type and Output Technology

Robotic Output Used as a vehicle for complex output

intended to automate production, manufacturing, distribution, and applications requiring precise handling of physical component

Microsurgery and minimally invasive surgery

SAD/CHAPTER 11 31

Figure 11-5. Robotic Output Devices

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Output Technology Output Media

Printer – impact, page, laser, inkjet, thermal, plotter

Paper, transparency

Computer Monitor –CRT, LCD, Plasma

Screen

COM Microfilm, microfiche

Voice Synthesis Voice synthesizer

Robotic Mechanical robotic devices

Video Screen, film, disk, CD-ROM, DVD

Table 11-4. Common Output Media and Technologies

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Output Bias Issues Range or Value Limits Sorting or Sequence Graphics

SAD/CHAPTER 11 34

Output Bias Issues Range and Value Limits

Inappropriate limits on displayed values Can introduce inaccuracies in

information contained in the output. Ranges that are set too low, too high, too

narrow, or too wide Can result in exception reports that are

either of little use or introduce unnecessary biases into the decision process.

SAD/CHAPTER 11 35

Output Bias Issues Sorting and Sequence Bias

Common methods Alphabetical Chronological Size Cost

SAD/CHAPTER 11 36

Figure 11-6. Example of Graphical Scaling Bias

0

5

10

15

20

25

30

35

North South East West

Car A

Car B

Car C

10

15

20

25

30

35

North South East West

Car A

Car B

Car C

6a.

6b.

SAD/CHAPTER 11 37

Output Bias Issues Graphical Bias

Inappropriate scaling can introduce an unintended bias into graphical information.

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Backup and Recovery Back files of an IS are internal

outputs, too. 50 percent of end users suffer

some form of data loss each year. Over half of the world's

commercial enterprise with no backup procedures could go bankrupt with 6 months following a catastrophic loss of data.

SAD/CHAPTER 11 39

Cost of Data Loss $50,000 per Mb to re-create $18,000 per hour in downtime cost for PC

LANs $75,000 per hour in downtime cost for

UNIX network $17,000 to re-create 20 Mb of sales and

marketing data $19,000 to re-create 20 Mb of account data $98,000 to re-create 20 Mb of engineering

data

SAD/CHAPTER 11 40

Backup and Recovery Disaster recovery Plan

A comprehensive statement of consistent actions to be taken before, during, and after a disaster

SAD/CHAPTER 11 41

Data Backup and Retention Strategies

Incremental backup Establish a repetitive cycle that

begins with a full backup of all data files and continues through a series of incremental backups

SAD/CHAPTER 11 42

Monday Tuesday Wednesday Thursday Friday

Full backup Incremental backup

Incremental backup

Incremental backup

Incremental backup

All files, data, and applications

What has changed since Monday

What has changed since Tuesday

What has changed since Wednesday

What has changed since Thursday

Table 11-5. Incremental Data Backup Strategy

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Data Backup and Retention Strategies

Differential backup A variation of the incremental backup Based on the backup of all modified

files since the previous full backup

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Data Backup and Retention Strategies

Generational backup Use a system of tape rotation via

three storage sets. Set One: “grandfather” Set Two: “father” Set Three: “son”

SAD/CHAPTER 11 45

Friday Monday Tuesday Wednesday Thursday

Storage Set A (week 1)

Full

backup

Incremental

backup

Incremental

backup

Incremental

backup

Incremental

backup

Storage Set B (week 2)

Full

backup

Incremental

backup

Incremental

backup

Incremental

backup

Incremental

backup

Storage Set C (week 3)

Full

backup

Incremental

backup

Incremental

backup

Incremental

backup

Incremental

backup

Storage Set A (week 4)

Full

backup

Incremental

backup

Incremental

backup

Incremental

backup

Incremental

backup

… … … … … …

Table 11-6. Generation Data Backup and Retention Strategy

SAD/CHAPTER 11 46

Data Backup and Retention Strategies On-line backup system

Procedure Automatically detect files on an organization’s

computer network requiring backup. Encrypt those files for security. Compress the encrypted files. Transmit the data through high-speed network.

The amount of work to fully protect the data is greatly reduced.

- End -

SAD/CHAPTER 11 47

Chapter Summary The goal of IS is to deliver high

quality and relevant information to the end users of the system.

The specification of the complete scope of the outputs for a system is critical.

Chapter 11

End of Chapter