Ed5 KK - Chapter 19 Design Data Entry

8/18/2019 Ed5 KK - Chapter 19 Design Data Entry

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Chapter 19

Designing AccurateData-Entry Procedures

Systems Analysis and Design

Kendall and Kendall

Fifth Edition


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Maor !opics

Data entry

E"ecti#e coding

!ypes of codes

$uidelines for coding

%alidation methods Chec& digits

Ecommerce accuracy


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'uality Data-Entry

()ecti#es !he *uality of data input determines the

*uality of information output

Accurate data entry is achie#ed throughfour )road o)ecti#es+ E"ecti#e coding

E"ecti#e data capture

E,cient data capture and entry

Assuring *uality through #alidation


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Codes and Coding

Coding helps e,ciency )ecause

Data that are coded re*uire less time to enter Coding helps to reduce the num)er of items

entered

Coding can help in sorting of data during thedata transformation process

Coded data can sa#e #alua)le memorystoragespace


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Purpose of Coding

.esides pro#iding accuracy ande,ciency/ coding does the

follo0ing+

Keeping trac& of something Classifying information Concealing information e#ealing information e*uesting appropriate action


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!ypes of Codes

!ypes of codes are Simple se*uence code

Alpha)etic deri#ation codes Classi2cation codes .loc& se*uence codes Cipher codes

Signi2cant digit su)sets Mnemonic codes Function codes


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$uidelines for Coding

Keep codes concise Keep codes sta)le

Ma&e codes that are uni*ue Allo0 codes to )e sorta)le A#oid confusing codes

Keep codes uniform Allo0 for modi2cation of codes Ma&e codes meaningful


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3sing Codes

4n #alidation programs to ensure that only #alidcodes ha#e )een entered

4n report and in*uiry programs to display codemeanings

4n $34 programs to create drop-do0n lists

!his helps to ensure accurate data/ since the usersees the code and it5s meaning and can onlyselect a code from the list


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E"ecti#e Data Capture

4n order to assure the *uality ofdata entered into the system/ it is

important to capture datae"ecti#ely


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$uidelines for E"ecti#e

Data Capture Deciding 0hat to capture

6etting the computer do the rest

A#oiding )ottlenec&s and e7tra steps

Starting 0ith a good form

Choosing a data-entry method


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%alidation (#er#ie0

!o assure data *uality/ errorsshould )e detected during input/

prior to processing and storage

!0o possi)le 0ays to #alidate

inputs are+ %alidation of input transactions %alidation of input data


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Data-Entry Methods

Key)oards

(ptical character recognition

Magnetic in& character recognition Mar&-sense forms

.ar codes

4ntelligent terminals


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Pro)lems 8ith 4nput Data

!hree main pro)lems that can occur0ith input transactions are

Su)mitting the 0rong data to the system Su)mitting of data )y an unauthoried

person As&ing the system to perform an

unaccepta)le function


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%alidation Methods

!est for missing data

!est for correct 2eld length

!est for class or composition !est for range or reasona)leness

!est for in#alid #alues

Cross-reference chec&s !est for comparison 0ith stored data


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Chec& Digits

Chec& digits are used to #alidate a numeric2eld )y performing a calculation on a part ofthe num)er and comparing the result 0ith adigit stored 0ithin the num)er

Chec& digits help to detect

Single digit mis&ey !ransposition errors


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3sing Codes

Codes may )e included in drop-do0nlists 0hen using a $34 interface

!his helps to ensure that the dataentered are accurate/ since the user

sees )oth the code and it5s meaningand can only select a code from thelist


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Ecommerce Accuracy

Ecommerce en#ironments ha#eincreased accuracy of data )ecause

Customers generally enter data themsel#es Data entered )y customers are stored for

later use

Data entered at the point of sale are usedthroughout the order ful2llment process

4nformation is used as feed)ac& to customers

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Ed5 KK - Chapter 19 Design Data Entry