BCA: 2nd SEMESTER US03CBCA27: STRUCTURED SYSTEMS ANALYSIS AND

DESIGN METHOD (SSADM)

UNIT: 3: UNIT: 3: INPUT/OUTPUT DESIGN & FACT GATHERING

TECHNIQUES

Input Design
 Introduction to Data Capture , Objective of Data Capture
 Step for Data Capture
 Data verification and validation
Output Design
 Design principles of output
 Output objectives
 Types of Output
 Various form of Output
Fact finding techniques
 Interviewing
 Questionnaires
 Record inspection
 Observation

 INPUT DESIGN
Input design involves capturing of data as well as inputting it to be computer. Accordingly
input design consists of data capturing and data validation.
Input design contains:

1) Data capture
2) Data validation

Data capture
Data capture covers all the stages from the recording of basic data to the feeding of this data
into the computer for processing. The basic steps in this process are:
a) Original recording
b) Data transmission
c) Data preparation
d) Verification
e) Sorting
f) Control
g) Computer Input

a) Original Recording: This is the collection of data at its source. This involves clerical
preparation of source documents including manual checks.
For example: preparing an examination mark sheet.
b) Data Transmission: The data moves from the point of origin to the data processing
center. For example: the group of related marklist are bunched into batches and sent to
data processing center.
c) Data Preparation: The transcription (copy) of source document on to an input media
such as megnetic tape, megnetic disk etc is data preparation. For example: in the offline
system the transfer of data from mark list to magnetic floppy disk is the case of data
preparation.
d) Data Verification: It is to verify that the transcription (copy) has been done correctly.
This is vital (essential) because it can result in wrong output.
e) Sorting: Sorting is the process of arranging data into some desired sequence. Sorting may
be done manually or mechanically.
f) Control: Throughout all the stages listed above it is essential that checking, verifying and
validity controls are maintained. This is to ensure that all the data collected, transmitted
and input are correct.
g) Computer Input: The data is read by the input device like magnetic disk drive and
transferred to the internal store where it undergoes validity checks. Invalid data will pass
back to go through the entry stages again.

Data Validation
The objective of a data validation system is to detect errors at the earliest possible stage
before costly activities are performed on invalid data. Some data validation is done by
way of manual verification in data capture stage itself. In spite of this, still there may be
incorrect batches of input data, missing data, duplicate data and incorrect file records etc.

It is necessary that before data is first input to the computer for processing different
checks are carried out. This checks will classified valid and invalid data. This is generally
done with the help of a DATA VET program. This is often referred to as DATA
VELIDATION. OR DATA VET.

Validation Checks

There are various categories of checks which can be applied to during a validation run.

A. Field Check: includes the following

1) Limit check: May be applied to each field (data item) of a record to ensure that its
content lie within predefined size. (the amount of salary can be form 00000.00 to
15000.00 for an employee. If the amount is beyond these limits then further
corrections becomes necessary.)
2) Picture check:
May be applied to each field to detect entry of incorrect characters in the field. ( PIC of
employ-no is AAA 9999. an EMPLOY-NO PRD24NG would be rejected as there is
a letter in the sixth position and this should be only numeric)

3) Valid code check:

To validate input against predefined transaction codes. These predefined codes may either
be embedded in the programs or stored in files. (Contents EMPLOYEE-CATEGORY
field A, B, C, D, E are only valid and any other letter coming inthat field will be
rejected)

4) Check digit:
 It is used to detect transposition errors when recording “key” fields. (i.e. 54786 is entered
as 54768)

5) Arithmetic checks:
It is used to ensure the validity of the results by performing arithmetic operations in
different ways.

6) Cross checks:
It may be applied to verify fields appearing in different files to verify that result fully.

B. Transaction Check:
1) Sequence check: It is applied to detect any missing transaction. (e.g off serially
numbered vouchers).
2) Format completeness: It is used to check the presence and position of all fields in
transaction.
3) Redundant check: These are employed to check the validity of codes with reference
to description.
4) Combination check: It may be applied on various fields of a file.
5) Probability check: It is used to avoid unnecessary rejection of data.
6) Passwords: It may be exercised to check entry of data by unauthorized person in
online system.
7) Checks: It may be incorporated to ensure that transaction pertains (related) current
period.
8) Batch total: Can be used to ensure that transaction have been transcribed (copy out)
correctly.
9) Hash total: A control total i.e. the sum of values in a particular field or record area of
a file, to ensure that transactions have been transmitted currently.

Data Capture Objectives

If the data input is bad then output is worse. This call for clear data captures objectives
such as:

1) Reduction in the volume of input to the extent possible.

2) Lesser manual preparation.
3) An input design which will ease the work of the person engaged in input preparation.
4) Minimizing the number of steps practicable in data capturing process.

The data capturing process will also depend on the type of input data, type of
application and the hardware configuration available.
 Objective Of Data Validation
1) To allow only valid data to be written on the media this will be used in subsequent
processing.
Invalid data is also identified and recorded separately. This data is checked and after
that data is again subjected to data validation process of accurate input.
 DESIGN OF OUTPUT
INTRODUCTION

The output generally refers to the result and information that are generated by the system.
One of the most important features of an information system from the point of view of
user is the output it produces. If the output is of poor quality, the whole system is in peril
(danger) because the users will then avoid using it. Hence, the design of output assumes
greater importance. In any system the output is largely dependent on input.

Design Principles of Output

1) Principle of starting with output:- Before we start the designing or the development of
system the output objective must be clear.
2) Principle of acceptability of reports:- The reports which are created should be
acceptable by the users and they must be as per the requirements of the users.
3) Principle of timely output:- The report should be created in time that is whenever the
user required report.
4) Principle of enhancing Decision making:- All the necessary information should be
provided in the report with the format so that user can take the decision easily by using
that report.
5) Principle of practicing “Management by Exception”: The exception report is created
to show the deviation difference between the actual plans and the current status of the
system. It submitted to management.
6) Principle of Duplication of Reduction in report: Duplicate or unnecessary information
in the report should be minimized. This automatically reduces the cost of processing.
7) Principle of simplicity in reports: Report should be concise, simple and self
explanatory.

OUTPUT OBJECTIVE

Before designing output, the objectives of the output must be clear. The output reports
are the attractive format and are produced by using latest technology. It must
accomplish one or more of the following objectives.
An output must
1) Convey information about
a. Past activity like personnel file, vendor history.
b. Current status like inventory on hand, cash on hand.
c. Future projections like sales or cost of manufacturing a new item.
2) Confirm task
It is used to know about the current status of given task.
3) Trigger an alarm
It is used whenever the market loss is there.
4) Signal Events
With the report provide the information lurking opportunities.
TYPES OF OUTPUT
There are various output required by most systems. The main types of output are as
below:

1) External outputs: The report which are used outside the user’s organization. E.g.
Invoices, Payslips, Tax returns etc.
2) Internal outputs: The output report used within the user’s organization. e.g
Inventory Report.
3) Operational Outputs: The use of this is in general within computer department.
e.g Program listing.
4) Interactive Outputs: This involves the user communicating directly with the
system.e.g. Video conferencing.
5) Turnaround Outputs:The data will be added to the document before they are
returned to the computer for further processing.

OUTPUT CONSIDERATION

While designing output systems analyst must consider the following points:

1) Determine what information is to be present.

2) Decide whether to display, print the information and select the output
medium.
3) Arrange the presentation of information in acceptable form.
4) Decide how to distribute the output to users.

OUTPUT MEDIA
There are different types of output media like

Printed output: The devise use for printed output may be line printer, dot matrix printer,
laser printer.
Visual outputs: Sometimes it is necessary used to show the output to the user through the
devices which can used CRT (Cathode Ray Tube). For ex Airline and hotel reservation
system.
Turnaround Document output: Based on the one created report decisions are taken for the
next report. E.g employee time cards.
Secondary storage output: The reports which are provided through magnetic disk,
magnetic tape.
Microfilm output: Microfilms are photographically reduced documents on films. Here
output is return on to the magnetic tape which is then fed into a machine called Microform
recorder.
Audio Response Outputs : Sometimes it is necessary to provide the output in the form of
sound. E.g. In the banking system customers can get balance in their accounts.
 Fact finding techniques
Information gathering in large and complex organizations is not easy task. It has to be
gathered in an organization way. So that

a) No system details are left out.

b) Right problems are identified
c) Repetitive work is avoided
d) Wrong or incomplete details are not collected.
Here we try to get an overall idea about the search methods or fact gathering techniques
which are commonly used. They are:

1. Interviewing
2. Questionnaires
3. Record inspection
4. Observation.
These techniques are used in system analysis, design or even during implementation
stage.

1.Interviewing

This technique is used to collect information from the individual or from groups. It is
an art better learned from practice than from books. It is an invaluable technique to
gather qualitative information, opinions, policies, suggestions, underlying problems
etc.

However, there are certain points to be remembered in conducting interviews:

a. Put yourself in other’s place and pose your questions.

b. Maintain a neutral attitude. However, show genuine interest so that the other
person can come out with his problems, thoughts and ideas.
c. Ask specifics.
d. Notice what he does not say.
e. Do not allow your mind to wander. It is usually reflected to your face. If the
interviewer leaves the core subject, bring him back to the track tactfully.
f. Don’t show you are in hurry.
g. Be prepared for disagreement.
h. Always be polite.

Advantages
 The questionnaires and forms can be filled at the time of interviews if so desired.
 The interviewee gets a sense of belonging to the proposed system if handled properly
 On many occasions, as the interviewee is not ask commit in writing, he offers many
tips which are very difficult to obtain in the normal process.
 The greatest advantage is that the underlying problems come to surface.

2. Questionnaires
Questionnaires may be used as a supplement (enhancement) to interviews. More people
can be reached and answers can be corroborated. The questionnaires can have open
ended question like – what is the average value of invoice in your department?
a) Less than Rs. 3000
b) Rs. 3000 to Rs. 5000
c) Rs. 5000 to Rs. 10000
d) Rs. 10000 and above.
A questionnaire can be considered as a structured interview form. Since the cost involved
in developing and distributing is very high, the following points must be kept in mind
while designing questionnaires:

1. The objective of the questionnaire must be clear.

2. The structure must be useful for the study.
3. Question must be easily and unambiguously understood.
Questionnaires are useful for:
1. Gathering numerical data.
2. Getting relatively simple opinion from a large no. of people.
3. Obtaining collective (group) opinion etc.

3. Record review
Believe in record than in people. Thus a good analyst always gets facts from documents.
An existing system can be better understood by examining existing documents, forms an
files.
This record review can take place at the beginning of the system study or later in the
study for comparing actual operations with what the record indicate.
Record may include:
1. Written policy manuals.
2. Rules and regulations.
3. Standard operating procedures used in the organization.
4. Forms and documents.
The following questions may be useful in analysis of forms:

1. Who uses these forms?

2. Do they include all the information?
3. How readable and easy to follow is the form?
4. Is it ideal for analysis and inference? Etc.

4.Observation:

An analyst must always keep his mental antenna alert! Observation can bring in missed
facts; new ways to improve the existing procedures, duplicate work done in inadvertently
etc. observation can bring in what other fact finding methods cannot! But this task is
delicate because people do not like to be observed when they work.
Observation can look for:
a) operational inefficiencies
b) Alternate routes and procedures.
c) Interruptions in the normal flow of work.
d) The usage of files and documents.
e) Informal communication channels etc.
Onsite observation provides close view of the working of the real system. He can observe
people, objects, documents and occurrences of events.

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