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Study Guide in (SAD 101 – SYSTEM ANALYSIS AND DESIGN) Module No._12_

STUDY GUIDE FOR MODULE NO. ___

12

INPUT DESIGN AND PROTOTYPING

MODULE OVERVIEW
In this chapter you will learn how to design computer inputs. It is the second of three chapters
that address the design of online systems using graphical user interface for either client/server or
Web-based systems. You will know how to design inputs when you can: This module also provided
a detailed overview of the Input design tasks of a project User Interface Design and User interface
design ties the input and output screens together into an overall user experience.
.

MODULE LEARNING OUTCOMES

At the end of the module, the students are expected to:

1. Define the appropriate format and media for a computer input.
2. Explain the difference between data capture, data entry, and data input.
3. Identify and describe several automatic data collection technologies.
4. Apply human factors to the design of computer inputs.
5. Design internal controls for computer inputs.
6. Select proper screen-based controls for input attributes that are to appear on a GUI input
scree.
7. Design a Web-based input interface.

LEARNING CONTENT (Input Design Concepts and Guidelines)

INPUT DESIGN CONCEPTS AND GUIDELINES

Today most Inputs are designed by rapidly constructing prototypes. These prototypes may be simple
computer-generated mock-ups. or they may be generated from prototype database structures such
as those developed for Microsoft Access. These prototypes are rarely fully functional. They won't
contain security features, data editing or data updates thar will be necessary ln the final version of a
system. Furthermore, in the interest of productivity, they may not include every button or control
feature that would have to be included in a production system. During requirements analysis, inputs
were modeled as data flows that consist of data attributes. Even in the most thorough of requirements
analysis. We will miss requirements. Input design may Introduce new attributes or fields to the system.
This is especially true if output design introduced new attributes to the outputs- the inputs must always
be sufficient to produce the outputs.

Two characteristics of input

(1) how the data is initially captured, entered, and processed and
(2) the method and technology used to capture and enter the data.

DATA CAPTURE AND DATA ENTRY

Data capture – the identification and acquisition of new data (at its source).
• Source documents – forms used to record business transactions in terms of data that
describe those transactions.
Data entry – the process of translating the source data or document (above) into a computer readable
format.

Data Processing
Data processing is all processing that occurs on the data after it is input from a machine-

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readable form.

Batch Processing used to be the dominant form of data processing. In batch processing the
entered data is collected into files called batches and processed as a complete batch.
On-line processing the captured data is processed immediately
Remote batch processing Batch and online represent extremes on the processing spectrum. A
combination solution also exists the remote batch. In remote batch processing data is entered using
online editing technique, however, the data is collected into a batch instead of being immediately
processed. Later, the batch is processed.

An Input Taxonomy

Process Method Data Capture Data Entry Data Processing

Keyboard Data is usually Data is entered via OLD: Data can be

captured on a keyboard. This is the collected into
business form that most common input batch files (disk)
becomes the source method but also the for processing as a
document for input. most prone to errors. batch.
Data can be collected NEW: Data is
real-time. processed as soon
as it has been
keyed.
Mouse Same as above. Used in conjunction Same as above,
with keyboard to but the use of a
simplify data entry. mouse is most
Mouse serves as a commonly
pointing device for a associated with
screen. online and real-
time processing.
Touch Screen Same as above. Data is entered o a On PCs, touch
touch screen display or screen choices are
handheld device. Data processed same
entry users either touch as above. On
commands and data handheld
choices or enter data computers, data is
using handwriting sorted on the
recognition. handheld for later
processing as a
remote batch.
Point of Sale Data captured as Data is often entered Data is almost
close to the point of directly by the customer always processed
sale as humanly or by an employee immediately as a
possible. No source directly interacting with transaction or
documents. the customer. inquiry.

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Sound Data is captured as Data is entered using Data is almost

close to the source as touch-tones (typically always processed
possible, even when from a telephone). immediately as a
the customer is Usually requires rigid transaction or
remotely located. command menu inquiry.
structure and limited
input options.
Speech Same as sound. Data (and commands) Data is almost
is spoken. This always processed
technology is not as immediately as a
mature and is much transaction or
less reliable and inquiry.
common than other
techniques.
Optical Mark Data is recorded on Eliminates the need for Data is almost
optical scan sheets as data entry. always processed
marks or precisely as a batch.
formed letter,
numbers, and
punctuation.

Magnetic Ink Data usually A magnetic ink reader Data is almost

prerecorded on forms reads the magnetized always processed
that are completed by data. The customer- as a batch.
the customer. The added data must be
customer records entered using another
additional information input method.
on the form.
Electromagnetic Data is recorded Data is transmitted by Data is almost
directly on the object radio frequency. always processed
to be described by immediately.
data.

Smart Card Data is recorded Data is read by smart Data is almost

directly on a device to card readers. always processed
be carried by the immediately.
customer, employee,
or other individual that
is described by that
data.
Biometric Unique human Data read by biometric Data is processed
characteristics sensors. Primary immediately.
become data applications are
security and medical
monitoring

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Input Methods and Implementation

Different input devices, such as keyboards and mice, are covered in most introductory
information systems courses. In this section, we are more interested in the method and its
implementation than in the technology.

• Keyboard
Keyboard data entry remains the most common form of
Input.
• Mouse
A mouse is a pointing device used in conjunction with
graphical user interface. The mouse has made It easy to
navigate online forms and dick on commands and input
options.
• Touch Screen
An emerging technology that will greatly impact input
design in the near future is the touch screen display. Such
displays are common in handheld and palm top computer that
are finding their way into countless information system
applications. A Symbol Technologies handheld computer
based on the Palm Operating System is shown in the margin.
Such devices simplify many data collection activities in a
warehouse and on a manufacturing shop floor. Touch screen
buttons can be programmed to collect the data. Most such
devices support handwriting recognition as well. The Symbol Technologies unit depicted also
can scan and read bar codes.
• Point-of-sale terminals
Point-of-sale (POS) terminals have been with us for some time. They have all but
replaced old-fashioned cash registers. These terminals capture data at the point of sale and
provide time-saving ways to enter data, perform transactional calculations,
and produce some output. Uke the handhelds Just described, most can scan and read bar
codes to eliminate keying errors. Automatic teller machines (ATMs), another form of POS
terminal, are operated directly by the consumer.

• Sound and speech

Sound represents another form of input. You might have used a touch-tone telephone-
based system to register this course. Such tone-based systems require special input /output
technology that drives the design. A more form of this input method uses voice recognition
technology to make it possible to Input data.
• Automatic data capture

Optical mark recognition (OMR) - technology for Input has existed for several decades. It Is
primarily batch processing-oriented.
• Bar codes
Optical character recognition (OCR) - is less prevalent despite Its maturity. It requires that
the user or customer carefully handwrite input data on a business form. If the letters and
numbers are properly scribed, an OCR reader can process the forms without human
intervention.

Magnetic Ink - ADC technology is one you will likely recognize. It usually involves using
magnetic stripe cards, but it also may include the use of magnetic Ink character recognition
(MJCR).

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Electromagnetic transmission - ADC technology is based on the use of radio frequency to

identify physical objects. This technology involves attaching a rag and antenna to the physical
object that is to he tracked.

Smart cards - Smart card technology has the ability to store a massive amount of information.
Smart cards are similar to, but slightly thicker than credit cards. They also differ in that they
contain a microprocessor, memory circuits, and a battery. Think of as a credit card with a
computer on board. They represent a portable storage medium from which input data can he
obtained.

Biometric - ADC technology Is based on unique human characteristics or traits. Biometric

ADC systems consist of sensors that capture an individual's characteristic or trait, digitize the
Image pattern, and then compare the image to stored patterns for identification. Biometric
ADC is popular because it offers the most accurate and reliable means for Identification. This
technology is particularly popular for systems that require security access.

Figure 1 Automatic Identification: Bar Codes

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SYSTEM USER ISSUES FOR INPUT DESIGN

Inputs originate with system users; human factors play a significant role in input design. Inputs
should he as simple as possible and he designed to reduce the possibility of incorrect data be log
entered. The needs of system users must be considered. The volume of data to be input should be
minimized. The more data that is input, the greater the potential number of input errors and the longer
it takes to input that data. Thus, numerous considerations should be given to the data. Thus, is
captured for input. These general principles should be followed for input design:

INPUT DESIGN GUIDELINES

• Capture only variable data.
• Not data that can be looked up.
• Do not capture data that can calculated or stored in computer programs as constants.
• Extended Price, Federal Withholding, etc.
• Use codes for appropriate attributes.
• Codes can he transL1ted in computer programs by using tables.

Source Document / Form Design Guidelines

• Include instructions for completing the form.

Remember that people don't like to have to read instructions printed on the back side
of a form.
• Minimize the amount of handwriting.
Many people suffer from poor penmanship.
• Data to be entered (keyed) should be sequenced top-to-bottom and left-to-right.
• When possible, use designs based on known metaphors.

Figure 2 Bad Flow in a Form

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Figure 3 Good Flow in a Form

Figure 4 Metaphoric Screen Design

INTERNAL CONTROLS FOR INPUTS

Internal controls are a requirement ln all computer-based systems. Internal input controls ensure
that the data input to the computer is accurate and that the system is protected against and intentional
errors and abuse including fraud. The following internal control guidelines are offered:

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• The number of inputs should be monitored (to minimize risk of lost transactions).
• For batch processing
• Use batch control slips
• Use one-for-one checks against post-processing detail reports
• For on-line systems
• Log each transaction as it occurs to a separate audit file
• Validate all data

Existence checks - determine whether all required fields on the input have actually been
entered. Required fields should be clearly identified as such on the input screen.

Data-type checks - ensure that the correct type of data is input. For example, alphabetic data
should not be allowed in a numeric field.

Domain checks - determine whether the input data for each field falls within the legitimate
set or range of values defined for that field.

Combination checks - determine whether a known relationship between two fields is valid.

Self-checking digits - determine data entry errors on primary keys. A check digit is a number
or character that is appended to a primary key field. The check digit is calculated by applying
a formula, such as Modulus II, to the actual key.

Format checks - compare data entered against the known formatting requirements for that
data.

LEARNING ACTIVITY 1

ARNING ACTIVITY 2
Individual Assessment Task

1. What overriding goal should every systems designer, in performing input design, never lose
sight of?
2. The owner of a chain of fast-food sit-down restaurants has hired your company to design a
method to get orders to customers faster, with less labor, but without any loss of quality.
Currently, the fast-food restaurants use the conventional method of having customers walt in
line to order and pays, then me order ls printed out and given to me food preparation specialist
(chef). can you think of how technology might be used to meet these objectives?
3. Answer the following true/false questions: Qualify or explain your answers as needed.

a. System users tend to be confused by data entry codes, and frequently enter the wrong
code: therefore. their use should be avoided.
b. Batch processing is still a viable data processing process.
c. There is little correlation in terms of data accuracy between tile point at which data originates
and the length of time before the data is captured.
d. The computer mouse was invented ln order to optimize the use of graphical-user interfaces
on personal computers using Windows or Apple operating systems.
e. Using metaphor – based screen design is considered too "cute• and unprofessional.
f. Radio buttons are best used only when there is a very small number of previously define
values that have no commonality.

Instructions for document format before submission:

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Encode your final answers in MS Word and submit on or before the given deadline. Check
grammar, spelling errors before submitting. Place your name, year level and section at the beginning
of the page.

LEARNING CONTENT (GUI Controls for Input Design)

 )
GUI CONTROLS FOR INPUT DESIGN

Most new applications being developed today Include a graphical user interface (GUI). Most
are based on Microsoft Windows, bm the pervasive adoption of the internet combined with Web-
based ecommerce is quickly driving some Interfaces to the Web browser. While GUI designs provide
a more user-friendly interface, they also present more complex design issues than their predecessors.

Figure 5 Repository-Based Prototyping and Development

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Figure 5 illustrates access t o a repository that contains input controls and code. The approach
is based on the o object-oriented md component-based programming techniques that have become
pervasive in application development. This figure depicts controls that could be used by various
systems analysts or programmers to prototype an interface.

COMMON GUI CONTROLS FOR INPUTS (WINDOWS AND WEB)

This section examines some of the most common controls used ln GUI-based input forms.
We address the purpose, advantages, disadvantages, and guidelines for each control. Given this
understanding, we are then in a good position to make decisions concerning which controls should
be considered for each data attribute that will be
input on our screens.

Text boxes - the most common control used for input of data is the text box. A text box consists of a
rectangular-shape box that is usually accompanied by a caption. This control requires that the user
type the data inside the box. A text box can allow for single or multiple lines of data characters to be
entered. When a text box: contains multiple lines of data, scrolling features are also normally included.
A text box is most appropriately used when input data values are unlimited in scope and the analyst
is unable to provide the users with a meaningful list of values from which they can select.

Radio buttons - provide the user with an easy way to quickly identify and select a particular value
from a value set. A radio button consists of a small circle and an associated textual description that
correspond to the value choice. The circle is located to the left of the textual description of the value
choice. Radio button consists of a small circle and an associated textual description of the value
choice Radio buttons normally appear in groups one radio button per value choice. When a user
selects the appropriate d1oice from the value ser, the circle corresponding to that choice is partially
filled to indicate it has been selected. When a choice is selected, any default or previously selected
choice's circle is deselected. Radio buttons also give the user the flexibility of selecting via the
keyboard or mouse. Radio buttons are most appropriate when a user may be expected to input data
thar has a limited predefined set of mutually exclusive values.

Check boxes - also consists of two parts. It consists of a square box followed by a textual description
of the input field for which the user is to provide the yes/no value. Check boxes provide the user with
the flexibility of selecting the value via the keyboard or mouse. An input field whose value is yes is
represented by a square that is filled with a v.· The absence of a check means the input field’s value
Is no. The user simply toggles the input field's value from one value/state to the other as desired.

List boxes- A list box is a control that requires that the user select a data items value from a user of
possible choices. The list box is rectangular and contains one or more rows of possible data values.
The values may appear as either a textual description or a graphical representation. List boxes having
a large number of possible values may include scroll bars for navigating through the list of choices.

Drop down lists - drop-down list is another control that requires the user to select a data item’s value
from a list of possible choices. A drop-down list consists of a rectangular selection field with a small
button connected to its side. This small button contains the image of a downward-pointing arrow and
bar. This button is intended to suggest to the user the existence of a hidden list of possible values for
a data item.

Combination boxes – combination box often simply called a combo box; is a control whose name
reflects the fact that it combines the capabilities of a text box and list box. A combo box gives the
user the flexibility of entering a data item’s value (as with a text box) or selecting Its value from a list
(as with a list box).

Spin boxes - spin box is a screen-based control that consists of a single-line text box followed
immediately by two small buttons. The two buttons are vertically aligned. The top button has an arrow

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pointing upward, and the bottom button has an arrow pointing down. This control allows the user to
enter data directly into the associated text box or to select value by clicking on the buttons to scroll
(or spin”) through a list of values.

Buttons - Buttons serve several purposes. They allow a user to commit all of the data to be
processed, or cancel a transaction, or get help. They can be used to navigate between instances of
the same form.

Figure 6 Common GUI Input Controls

COMMON GUI CONTROLS USES

• Text boxes
• When the input data values are unlimited in scope
• Radio buttons
• When data has limited predefined set of mutually exclusive values
• Check boxes
• When value set consists of a simple yes or no value
• List boxes
• When data has a large number of possible values
• Drop down lists
• When data has large number of possible values and screen space is too limited for a
list box
• Combination boxes
• To provide user with option of selecting value from a list or typing a value that may or
may not appear in the list
• Spin boxes
• When need to navigate through a small set of choices or directly typing a data value

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ADVANCED CONTROLS (MOSTLY WINDOWS INTERFACES)

Drop down calendars - A field is illustrated in figure 7. Clicking the down arrow next to the date
creates the pop-up calendar shown in figure 7. The familiar calendar is another example of metaphoric
design.
Slider edit controls - This is a nonnumeric means of selecting a value.
Masked edit controls - is control builds the format checks described earlier right into the field.
Ellipsis controls - Clicking on the three dots causes a pop-up dialogue to appear for data entry. It
might he used for a field that consists of several parts (such as an address-street, city, state, and zip
code.
Alternate numerical spinners - This is a different type of input spinner.
Internet hyperlink. Similar in function to a button, a hyperlink can be linked to Web pages, but it can
also be linked to other Windows forms. This is an effective way to hide related input forms that do not
apply to all or most users.
Check list boxes - This control is useful for combining several check boxes in situations where
several boxes may be applicable.
Check tree boxes - This control is useful for presenting data options that need to be hierarchically
organized into a treelike structure.

Figure 7 Advanced GUI Input Control

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LEARNING ACTIVITY 2

Individual Assessment Task

1. Match the definitions or examples in the first column with the terms in the second
column:
Column 1 Column 2
A. Magnetic stripe card 1. Slider edit calendar
B. Single-line text box with two vertically aligned buttons 2. Dala capture
c. FedEx pick-up and deliver data processing method 3. OMR
D. Text description of value choice associated with circle 4. Quicken
E. Voice recognition 5. Microsoft Visual Basic
F. Identification and acquisition of technology new data 6. Type of ADC
G. Input device most prone to formula data entry errors 7. Check digit
H. Paper form used to record business transaction 8. Radio Button
I. Example of metaphor-based processing screen design 9. Remote batch
J. Optical mark forms used for objective question exams 10. Biometric ADC system
K. Nonnumeric method for value selection 11. Source documents
L. Technique to determine primary key data entry errors 12. Keyboard
M. Example of repository-based programming approach 13. Spin box
document

2. Text boxes may be the most frequently used control for data input ln GUI interfaces. What
conventions and guidelines should the system designer follow when designing Input screens that
include text boxes?

Instructions for document format before submission:

Encode your final answers in MS Word and submit on or before the given deadline. Check
grammar, spelling errors before submitting. Place your name, year level and section at the beginning
of the page.

LEARNING CONTENT How to Design and Prototype Inputs)

HOW TO DESIGN AND PROTOTYPE INPUTS

Traditionally, designers were concerned with the overall content, appearance, and functionality of the
input screen- in relative isolation of other screens that needed to be designed. The designers knew
they would simply design a subsequent set of menu screens from which the users would select an
option that would lead them to the appropriate input screen. Simple enough. However, given today's
graphical environments, this emphasis on developing an overall system thar blends well into the
user's workplace environment, there is an emphasis rarely results in a hierarchical, menu-driven
application interface that characterized the more traditional text or command-based applications of
old.

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AUTOMATED TOOLS FOR INPUT DESIGN AND PROTOTYPING

The primary tools for input design were record layout charts and display layou.t charts. Today,
this "sketching" approach is not often practiced. It is a tedious process thar is not conducive to today's
preferred prototyping and rapid
application development strategies, which use automated tools to accelerate the design process.
• Old Tools
• Record Layout Charts
• Display Layout Charts
• Newer Prototyping Tools
Microsoft Access - is not powerful enough to develop most enterprise-level applications, you may be
surprised at
how many designers use Access to prototype such applications? Given a database structure (easily
specified in Access), you can quickly generate or create forms for inputting data.
CASE Tools - tools include facilities for report and screen Layout and prototyping using the project
repository created during requirements analysis.
• Visual Basic
• Excel
• Visio

Input Design Process

Step 1 Identify system inputs and review logical requirements. - Input requirements should have
been defined during requirements analysis. Physical data flow diagrams (or design units) are a good
starting point for input design. Those DFDs identify both the net outputs of the system (extremal agent
to process) and the implementation method.

A LOGICAL DATA STRUCTURE FOR INPUT REQUIREMENTS

ORDER = ORDER NUMBER

+ ORDER DATE

+ CUSTOMER NUMBER
+ CUSTOMER NAME
+ CUSTOMER SHIPPING ADDRESS = ADDRESS >

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+ ( CUSTOMER BILLING ADDRESS = ADDRESS > )

+ 1 { PRODUCT NUMBER +
QUANTITY ORDERED } n
+ ( DEFAULT CREDIT CARD NUMBER )
ADDRESS = ( POST OFFICE BOX NUMBER )
+ STREET ADDRESS
+ CITY
+ STATE
+ POSTAL ZONE

Step 2 Select appropriate GUI controls- Now that we have an idea of the content for our input, we
can address the proper screen-based control to use for each attribute to appear on our screen, Using
the repository-based programming approach, we would first check to see if such decisions and other
attribute characteristics have already been made and recorded as repository entries. If so, we would
simply reuse the repository entries thar correspond to the attributes we will use on our input screen
where there is no repository entry, we will have to simply create them.

Figure 8 Input Prototype for Video Title Maintenance

Step 3 Design, validate and test inputs - This step involves developing prototype screens for users
to review and test. Their feedback may result in the need to return to steps 1 and 2 to add new
attributes and address their characteristics.
using some combination of:
a) Layout tools (e.g., hand sketches, spacing charts, or CASE tools.
b) Prototyping tools (e.g., spreadsheet, PC DBMS, 4GL)

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Figure 9 Input Prototype for Member Order

Step 4: If necessary, design source documents. - If a source document will be used to capture
data, we must also design that document. The source document is for the system user. In its simplest
form, the prototype may be a simple sketch or an industrial artist's rendition.

Figure 10 Input Prototype for Member Shopping

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Figure 11 Input Prototype for Web Shopping Cart

> WEB-BASED INPUTS AND E-BUSINESS

The last input design considerations we want to address concern Web-based outputs. The
soundstage project will add various ecommerce and e.-business capabilities to the Member Services
information system. Some of these capabilities will require based inputs that must be designed.

Figure 12 Input Prototype for Web Interface

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LEARNING ACTIVITY 3

Individual Assessment Task

1. What basic questions should you ask yourself in deciding on the best GUI control to use for
each data attribute to be captured and Input? Provide examples of data attributes, and
instructions on matching the data attribute with the GUI control that is the best in that situation.
2. As the internet continues to grow in its business influence, it is increasingly being used for
applications that were formerly client/server-based applications. What are some of me
similarities in data output design between Web-based applications and client/server-based
applications? What are some of the differences? Give examples.

Instructions for document format before submission:

Encode your final answers in MS Word and submit on or before the given deadline. Check
grammar, spelling errors before submitting. Place your name, year level and section at the beginning
of the page.

SUMMARY

Several concepts are important to input design. One of the first things you must learn is the
difference between data capture, data entry, and data processing. Alternative input media and
methods must also be understood before designing the inputs. And because accurate data input is
so critical to successful processing, file maintenance, and output, you should also learn about human
factors and internal controls for.
Data happens it accompanies business events called transactions. Examples include orders,
time cards, reservations, and the like. This is an important concept because system designers must
determine when and how to capture the data. The designer must understand the difference between
the following:
a. Data capture is the identification and acquisition of new data.
b. A source document is a paper form used to record business transactions in terms of data
that describe those transactions.
c. Data entry Is the process of translating the source data into a computer-readable format.
That format may be a magnetic disk, an optical mark form, a magnetic tape, or a floppy
diskette.
Data must be processed using one of the following techniques:
a. In batch processing, the entered data is collected into flies called batches that are processed
later.
b. In online processing, the captured data is processed immediately.
c. In remote batch processing, data is entered using online editing techniques however, the
data is collected into batches for later processing.
The systems analyst usually selects the method and medium for all inputs. Input methods
include:
- Keyboard - Optical mark
- Mouse - Magnetic ink
- Touch screen - Electromagnetic signature
- Point of sale - Smart cards
- Sound and Speech - Biometrics

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Most new applications being developed today consist of screens having a “graphical looking
appearance. This type of appearance is referred to as a graphical user Interface (GUI). Inputs
should be as simple as possible and designed
to reduce the possibility of incorrect data being entered. Furthermore, the needs of data entry clerks
must also be considered. With this in mind designers should understand human factors that should
be evaluated during input design.
Input controls ensure that the data input to the computer is accurate and that the system is
protected
against accidental and intentional errors and abuse, including fraud.
When designing Input screens for an application chat will contain a GUI appearance, the
designer must be careful to select the proper control object for each input attribute. Each control
serves a specific purpose. has certain advantages and disadvantages, and should be used according
to guidelines. Some of the most commonly used screen-based controls for inputting data include text
box, radio button, check box, list box, dropdown list, combination box, and spin box.

REFERENCES

1. Valacich, Joseph S. and George, Joey F., 2017. Modern System Analysis and Design 8th
edition. Pearson Education, Inc.
2. Howard Gould 2016, System Analysis and Design 1st edition Howard Gould &
bookboon.com
3. Bentley, Lonnie D., Whitten, Jeffrey L., 2007. System Analysis & Design Methods 7th
edition, McGraw-Hill Education

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