system inputs and outputs - geeks4learning

NC: IT: SYSTEMS DEVELOPMENT AUTHOR: REL DATE: 27/01/2020 REV DATE: 01/01/2023 DOC REF: 48872 LM MOD 4 V-1

LEARNER MANUAL PAGE 52

PURPOSE OF THE UNIT STANDARD

People credited with this unit standard are able to:

Explain the principles of computer input and output design

Design computer input and output functions

Create computer input and output functions

The performance of all elements is to a standard that allows for further learning in this area.

LEARNING ASSUMED TO BE IN PLACE AND RECOGNITION OF PRIOR LEARNING

The credit value of this unit is based on a person having the prior knowledge and skills to:

Demonstrate an understanding of fundamental mathematics (at least NQF level 3)

Demonstrate PC competency skills (All End User Computing unit standards)

UNIT STANDARD RANGE

N/A

APPLY THE PRINCIPLES OF DESIGNING COMPUTER

SYSTEM INPUTS AND OUTPUTS

115365



INDEX

Competence Requirements Page Unit Standard 115365 alignment index Here you will find the different outcomes explained which you need to be proved competent in, in order to complete the Unit Standard 115365.

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Unit Standard 115365 56 Explain the principles of computer input and output design 60 Design computer input and output functions 74 Create computer input and output functions 82 Self-assessment Once you have completed all the questions after being facilitated, you need to check the progress you have made. If you feel that you are competent in the areas mentioned, you may tick the blocks, if however, you feel that you require additional knowledge, you need to indicate so in the block below. Show this to your facilitator and make the necessary arrangements to assist you to become competent.

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Unit Standard 115365 – Alignment Index

SPECIFIC OUTCOMES AND RELATED ASSESSMENT CRITERIA SO 1 Explain the principles of computer input and output design AC 1 The explanation identifies the various types of inputs and outputs.

AC 2 The explanation distinguishes between appearance and the underlying structure and processes.

AC 3 The explanation identifies the purpose of user involvement in creating the designs

AC 4 The explanation compares online computer functions with manual forms and offline data entry

AC 5 The explanation includes a discussion of input and output that compares graphical input and output functions with text based input and output functions.

SO 2 Design computer input and output functions. AC 1 The design meets the specification for the function

AC 2 The design can be implemented in the specified computer environment

AC 3 The design conforms to an industry recommended format for the function

SO 3 Create computer input and output functions

AC 1 The creation ensures that the function format corresponds to the design

AC 2 The creation ensures that the function behaviour corresponds to the design



CRITICAL CROSS FIELD OUTCOMES UNIT STANDARD CCFO IDENTIFYING Identify, solve problems and make decisions in relation to the current systems development environments. UNIT STANDARD CCFO WORKING Work effectively with others as a member of an organisation UNIT STANDARD CCFO COLLECTING Collect, analyse, organise, and critically evaluate information UNIT STANDARD CCFO COMMUNICATING Communicate effectively using visual, mathematical and or language skills in the modes of oral and/ or written persuasion when engaging with systems development UNIT STANDARD CCFO SCIENCE Use science and technology effectively and critically, showing responsibility towards the environment and health of others UNIT STANDARD CCFO CONTRIBUTING Contribute to his/her full personal development and the social and economic development of the society at large by being aware of the importance of: reflecting on and exploring a variety of strategies to learn more effectively, exploring education and career opportunities and developing entrepreneurial opportunities. ESSENTIAL EMBEDDED KNOWLEDGE 1. Performance of all elements is to be carried out in accordance with organisation standards and procedures, unless otherwise stated. Organisation standards and procedures may cover: quality assurance, documentation, security, communication, health and safety, and personal behaviour. An example of the standards expected is the standards found in ISO 9000 Certified Organisations. 2. Performance of all elements complies with the laws of South Africa, especially with regard to copyright, privacy, health and safety, and consumer rights. 3. All activities must comply with any policies, procedures and requirements of the organisations involved, the ethical codes of relevant professional bodies and any relevant legislative and/ or regulatory requirements. 4. Performance of all elements should be performed with a solid understanding of the use of development tools needed in the areas applicable to the unit standard. Examples of such tools are, but is not limited to CASE tools, programming language editors with syntax checking, program source version control systems. 5. Performance of all elements should make use of International capability models used for Software Development. Examples of such models include (but is not limited to) the ISO SPICE model as well as the CMM model for Software Development.



All qualifications and part qualifications registered on the National Qualifications Framework are public property. Thus the only payment that can be made for them is for service and reproduction. It is illegal to sell this material for profit. If the material is reproduced or quoted, the South African Qualifications Authority (SAQA) should be acknowledged as the source.

SOUTH AFRICAN QUALIFICATIONS AUTHORITY

REGISTERED UNIT STANDARD:

Apply the principles of designing computer system inputs and outputs

SAQA US ID

UNIT STANDARD TITLE

115365 Apply the principles of designing computer system inputs and outputs

ORIGINATOR

SGB Computer Sciences and Information Systems

FIELD SUBFIELD

Field 10 - Physical, Mathematical, Computer and Life Sciences Information Technology and Computer Sciences

ABET BAND

UNIT STANDARD TYPE

PRE-2009 NQF LEVEL NQF LEVEL CREDITS

Undefined Regular Level 5 Level TBA: Pre-2009 was L5

7

REGISTRATION STATUS REGISTRATION START DATE

REGISTRATION END DATE

SAQA DECISION NUMBER

Reregistered 2018-07-01 2023-06-30 SAQA 06120/18

LAST DATE FOR ENROLMENT LAST DATE FOR ACHIEVEMENT

2024-06-30 2027-06-30

In all of the tables in this document, both the pre-2009 NQF Level and the NQF Level is shown. In the text (purpose statements, qualification rules, etc), any references to NQF Levels are to the pre-2009 levels unless specifically stated otherwise.

This unit standard does not replace any other unit standard and is not replaced by any other unit standard.

PURPOSE OF THE UNIT STANDARD

People credited with this unit standard are able to: Explain the principles of computer input and output design Design computer input and output functions Create computer input and output functions The performance of all elements is to a standard that allows for further learning in this area.

LEARNING ASSUMED TO BE IN PLACE AND RECOGNITION OF PRIOR LEARNING

The credit value of this unit is based on a person having the prior knowledge and skills to: Demonstrate an understanding of fundamental mathematics (at least NQF level 3) Demonstrate PC competency skills (All End User Computing unit standards)

UNIT STANDARD RANGE

N/A

Specific Outcomes and Assessment Criteria:

SPECIFIC OUTCOME 1

Explain the principles of computer input and output design.

OUTCOME RANGE

Logical specification of system, DFDs, DDs, DADs, mini-specifications.

ASSESSMENT CRITERIA

ASSESSMENT CRITERION 1



The explanation identifies the various types of inputs and outputs.

ASSESSMENT CRITERION RANGE

Input formats : telephone, letter, forms, diskette, etc. Output formats: printers, plotters, screen, magnetic media, etc.


The explanation distinguishes between appearance and the underlying structure and processes.


Input processes/ structures: Data recording, transcription, validation, verification Output processes/ structures: Editing & formatting, Data transmission, Controls.


The explanation identifies the purpose of user involvement in creating the designs.


Acceptance/ Rejection of system, Understanding between user and designer, Cost.


The explanation compares online computer functions with manual forms and offline data entry.


Online media, Document readers, Source documents, Conversion media.


The explanation includes a discussion of input and output that compares graphical input and output functions with text based input and output functions.


Identify user types (novice, experienced, professional),Response times,Icons,Menus

SPECIFIC OUTCOME 2

Design computer input and output functions.

OUTCOME RANGE

Input with online help, non-keyed input, at least two outputs with multiple levels and subtotals.

ASSESSMENT CRITERIA


The design meets the specification for the function.


Error avoidance, Workplace design, Document design, Equipment design, Dialog design, Job Design.


The design can be implemented in the specified computer environment.


Workplace design (size, layout, ventilation, access, noise, etc.)


The design conforms to an industry recommended format for the function.


Simulate before developing, Documentation.

SPECIFIC OUTCOME 3



Create computer input and output functions.

OUTCOME RANGE

One input with online help; at least two outputs with multiple levels and subtotal.

ASSESSMENT CRITERIA


The creation ensures that the function format corresponds to the design.


Uniqueness, Uniform size and format, Stability, Meaningfulness, Operability.


The creation ensures that the function behaviour corresponds to the design.

UNIT STANDARD ACCREDITATION AND MODERATION OPTIONS

The relevant Education and Training Quality Authority (ETQA) must accredit providers before they can offer programs of education and training assessed against unit standards Moderation Process: Moderation of assessment will be overseen by the relevant ETQA according to the moderation guidelines in the relevant qualification and the agreed ETQA procedures

UNIT STANDARD ESSENTIAL EMBEDDED KNOWLEDGE

1. Performance of all elements is to be carried out in accordance with organisation standards and procedures, unless otherwise stated. Organisation standards and procedures may cover: quality assurance, documentation, security, communication, health and safety, and personal behaviour. An example of the standards expected is the standards found in ISO 9000 Certified Organisations. 2. Performance of all elements complies with the laws of South Africa, especially with regard to copyright, privacy, health and safety, and consumer rights. 3. All activities must comply with any policies, procedures and requirements of the organisations involved, the ethical codes of relevant professional bodies and any relevant legislative and/ or regulatory requirements. 4. Performance of all elements should be performed with a solid understanding of the use of development tools needed in the areas applicable to the unit standard. Examples of such tools are, but is not limited to CASE tools, programming language editors with syntax checking, program source version control systems systems. 5. Performance of all elements should make use of International capability models used for Software Development. Examples of such models include (but is not limited to) the ISO SPICE model as well as the CMM model for Software Development.

Critical Cross-field Outcomes (CCFO):

UNIT STANDARD CCFO IDENTIFYING

Identify, solve problems and make decisions in relation to the current systems development environments.

UNIT STANDARD CCFO WORKING

Work effectively with others as a member of an organisation

UNIT STANDARD CCFO COLLECTING

Collect, analyse, organise, and critically evaluate information

UNIT STANDARD CCFO COMMUNICATING

Communicate effectively using visual, mathematical and or language skills in the modes of oral and/ or written persuasion when engaging with systems development

UNIT STANDARD CCFO SCIENCE

Use science and technology effectively and critically, showing responsibility towards the environment and health of others

UNIT STANDARD CCFO CONTRIBUTING

Contribute to his/her full personal development and the social and economic development of the society at large by being aware of the importance of: reflecting on and exploring a variety of strategies to learn more effectively,



exploring education and career opportunities and developing entrepreneurial opportunities.

UNIT STANDARD ASSESSOR CRITERIA

N/A

REREGISTRATION HISTORY

As per the SAQA Board decision/s at that time, this unit standard was Reregistered in 2012; 2015.

UNIT STANDARD NOTES

Supplementary information: 1. Specifications for input and output functions must be provided to the person being assessed against this unit standard. 2. Glossary of terms: a) Input and output functions refers to multi-level input and output screen layouts, report layouts, computer forms, help dialogues. b) Industry recommended format refers to a format used and recommended by an organisation involved in the computer industry. Sub-sub-Field (Domain): Systems Development



AC 1

he explanation identifies the various types of inputs and

outputs.

Input design

Input design facilitates the entry of data into the computer system. Input design

involves the selection of the best strategy for getting data into the computer system at the

right time and as accurately as possible. This is because the most difficult aspect of input

design in accuracy .The use of well-defined documents can encourage users to record data

accurately without omission.

For example, if a customer's telephone number is a needed input data, the sales order form

should have a specific line that is clearly labelled "customer telephone number". Having

several lines labelled "customer information" would be less effective. This is because

sometimes only the name and address would be filled in leaving out the telephone number.

Input design must capture all the data that the system needs, without introducing any

errors. Input errors can be greatly reduced when inputting directly by using appropriate

forms for data capture and well-designed computer screen layout.

During design of input, the analyst should decide on the following details:

What data to input

What medium to use

How data should be arranged

How data should be coded i.e. data representation conventions

The dialogue to guide users in providing input i.e. informative messages that should be

provided when the user is entering data. Like saying, "It is required. Don't leave it blank."

Data items and transactions needing validation to detect errors

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Explain the principles of computer input and output design

Time: 180 minutes Activity: Self and Group



Methods for performing input validation and steps to follow when errors occur

The design decisions for handling input specify how data are accepted for computer

processing. The design of inputs also includes specifying the means by which end-users and

system operators direct the system in performing actions.

Output refers to the results and information that are generated by the system. In many

cases, output is the main reason for developing the system and the basis on which the

usefulness of the system is evaluated. Most end-users will not actually operate the

information system or enter data through workstations, but they will use the output from the

system.

While designing the output of system, the following factors should be considered:

Determine what information to present

Decide on the mode of output, i.e. whether to display, print, or "speak" the information and

select the output medium

Arrange the presentation of information in an acceptable format

Decide how to distribute the output to intended recipients

These activities require specific decisions, such as whether to use pre-printed forms when

preparing reports and documents, how many lines to plan on a printed page, or whether to

use graphics and colour. The output design is specified on layout forms, sheets that describe

the location characteristics (such as length and type), and format of the column heading, etc.

Typical Physical DFD with Input and Output Functions

Outputs are data going out from the system to the users. The users may be an external

entity, or maybe internal (boundary between computer-system and manual system). You

have to be careful when determining the output data flow. Notice that dataflow – inquiry form

– is a form that induces the input from the user (Customer) that means although the

dataflow goes out of the system boundary, that form is an input form and not an output.



AC 2

he explanation distinguishes between appearance and the

underlying structure and processes

Input Design

In an information system, input is the raw data that is processed to produce

output. During the input design, the developers must consider the input devices such as PC,

MICR, OMR, etc. Therefore, the quality of system input determines the quality of system

output. Well-designed input forms and screens have following properties −

It should serve specific purpose effectively such as storing, recording, and retrieving the

information.

It ensures proper completion with accuracy.

It should be easy to fill and straightforward.

It should focus on user’s attention, consistency, and simplicity.

All these objectives are obtained using the knowledge of basic design principles regarding −

What are the inputs needed for the system?

How end users respond to different elements of forms and screens.

Objectives for Input Design

The objectives of input design are −

To design data entry and input procedures

To reduce input volume

To design source documents for data capture or devise other data capture methods

To design input data records, data entry screens, user interface screens, etc.

To use validation checks and develop effective input controls.

Data Input Methods

It is important to design appropriate data input methods to prevent errors while entering

data. These methods depend on whether the data is entered by customers in forms manually

and later entered by data entry operators, or data is directly entered by users on the PCs.

A system should prevent user from making mistakes by −

Clear form design by leaving enough space for writing legibly.

Clear instructions to fill form.

Clear form design.

Reducing key strokes.

Immediate error feedback.

Some of the popular data input methods are −

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Batch input method (Offline data input method)

Online data input method

Computer readable forms

Interactive data input

Input Integrity Controls

Input integrity controls include a number of methods to eliminate common input errors by

end-users. They also include checks on the value of individual fields; both for format and the

completeness of all inputs.

Audit trails for data entry and other system operations are created using transaction logs

which gives a record of all changes introduced in the database to provide security and means

of recovery in case of any failure.

Output Design

The design of output is the most important task of any system. During output design,

developers identify the type of outputs needed, and consider the necessary output controls

and prototype report layouts.

Objectives of Output Design


To develop output design that serves the intended purpose and eliminates the production of

unwanted output.

To develop the output design that meets the end users requirements.

To deliver the appropriate quantity of output.

To form the output in appropriate format and direct it to the right person.

To make the output available on time for making good decisions.

Let us now go through various types of outputs −

External Outputs

Manufacturers create and design external outputs for printers. External outputs enable the

system to leave the trigger actions on the part of their recipients or confirm actions to their

recipients. Some of the external outputs are designed as turnaround outputs, which are

implemented as a form and re-enter the system as an input.

Internal outputs



Internal outputs are present inside the system, and used by end-users and managers. They

support the management in decision making and reporting.

There are three types of reports produced by management information −

Detailed Reports − They contain present information which has almost no filtering or

restriction generated to assist management planning and control.

Summary Reports − They contain trends and potential problems which are categorized and

summarized that are generated for managers who do not want details.

Exception Reports − They contain exceptions, filtered data to some condition or standard

before presenting it to the manager, as information.

Output Integrity Controls

Output integrity controls include routing codes to identify the receiving system, and

verification messages to confirm successful receipt of messages that are handled by network

protocol.

Printed or screen-format reports should include a date/time for report printing and the data.

Multipage reports contain report title or description, and pagination. Pre-printed forms

usually include a version number and effective date.

Forms Design

Both forms and reports are the product of input and output design and are business

document consisting of specified data. The main difference is that forms provide fields for

data input but reports are purely used for reading. For example, order forms, employment

and credit application, etc.

During form designing, the designers should know −

Who will use them

Where would they be delivered

The purpose of the form or report

During form design, automated design tools enhance the developer’s ability to prototype

forms and reports and present them to end users for evaluation.



Objectives of Good Form Design

A good form design is necessary to ensure the following −

To keep the screen simple by giving proper sequence, information, and clear captions.

To meet the intended purpose by using appropriate forms.

To ensure the completion of form with accuracy.

To keep the forms attractive by using icons, inverse video, or blinking cursors etc.

To facilitate navigation.

Types of Forms

Flat Forms

It is a single copy form prepared manually or by a machine and printed on a paper. For

additional copies of the original, carbon papers are inserted between copies.

It is a simplest and inexpensive form to design, print, and reproduce, which uses less

volume.

Unit Set/Snap out Forms

These are papers with one-time carbons interleaved into unit sets for either handwritten or

machine use. Carbons may be either blue or black, standard grade medium intensity.

Generally, blue carbons are best for handwritten forms while black carbons are best for

machine use.

Continuous strip/Fanfold Forms

These are multiple unit forms joined in a continuous strip with perforations between each

pair of forms. It is a less expensive method for large volume use.

No Carbon Required (NCR) Paper

They use carbonless papers which have two chemical coatings (capsules), one on the face

and the other on the back of a sheet of paper. When pressure is applied, the two capsules

interact and create an image.



AC 3

he explanation identifies the purpose of user involvement in

creating the designs.

User involvement in the systems design process

Increasingly users find themselves 'involved' in IT design projects. This occurs

because the organizational culture of the parent organization purports to promote

participation, or because structured design methods are being used which require users to

play a part.

In either case users who find themselves required to participate in IT projects are frequently

unclear about what this requires. In most organizations surprisingly little briefing on the

users' role in design projects is provided. Users are therefore confused about their brief and

concerned about their lack of expertise in computing. Although research reports on

participatory design PD projects abound, little coherent guidance for the key stakeholders

representing users' interests is available.

The contents of this paper go some way towards filling the gap. Clear differentiation is made

in the paper between the roles of the different players involved. Detailed guidance is provided

for meeting the varied requirements of the different roles. For example, the roles of 'top'

management and 'middle' management in supporting user involvement are explored, their

special responsibilities specified and required actions listed.

The need for an infrastructure to support user involvement and how to create one is

discussed. Guidance is provided on, for example, the representation process and the factors

to consider in selecting user representatives. The role of user representatives is particularly

problematical and therefore receives particularly close attention. Finally guidance is given

regarding the common pitfalls in Quality Assurance procedures and especially how to avoid

the procedures becoming a meaningless 'rubber-stamping' exercise. .

The guidance presented is grounded in the extensive experience of the author in participative

design processes in a wide variety of contexts including the footwear industry, a major

government department and a telecommunications and broadcasting company.

Does one always strive to involve the user in the design process? Are there situations when

the users should not be involved?

What if the user is reluctant to change? How is user involvement handled when the user

claims to know all the answers and wants to design the entire interface his or her way? What

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if the users, or even potential users are not available? How can user involvement be

accomplished under these developmental restrictions? User Involvement, therefore, may be a

goal - not a given, and how to effect user involvement is not as straight forward as the text

books convey!

To assist the process of user interface development, many techniques have been developed

such as Heuristic Evaluation, Participatory Design, Cognitive Walk Throughs, Task Analysis

and Rapid Prototyping. These techniques vary considerably in the extent of user involvement

that they require. This panel will attempt to match the technique with the degree of user

involvement that the developer is faced with or can achieve.

The issues discussed in this session are important to the entire user interface community.

Developers will be happy to hear that they are not alone; others have similar problems with

users. They will learn which of the techniques are best suited for each development situation.

Methodologists will gain greater insight into the breadth and depth of working with, and

attempting to satisfy various types of users. They may be able to better refine the

technologies we now have available to meet the needs of user interface developers.

AC 4

he explanation compares online computer functions with

manual forms and offline data entry

Data entry with DHIS 2

To open the data entry window hover over the Apps button. A drop-down menu

will appear listing the apps provided by DHIS 2. Click on the Data Entry option.

The data entry module is where aggregated data is manually registered in the DHIS 2

database. Data is registered for an organisation unit, a period, and a set of data elements

(data set) at a time. A data set often corresponds to a paper-based data collection tool.

Selecting the data entry form

To start entering data the first step is to open the correct form by following these steps:

Locate the orgunit you want to register data for in the tree menu to the left. Expand and

close branches by clicking on the +/- symbols. A quick way to find an orgunit is to use the

search box just above the tree (the green symbol), but you need to write in the full name to

get a match.

Select a data set from the dropdown list of data sets available to your selected orgunit.

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Select a period to register data for. The available periods are controlled by the period type of

the data set (reporting frequency). You can jump a year back or forward by using the arrows

above the period.

By now you should see the data entry form. From a form design perspective, there are three

types for forms: default forms, section forms and custom forms. If a custom form exists, it

will be displayed, followed in order of precedence by a section form, and finally a default

form.

Entering data

Start entering data by clicking inside the first field and type in the value. Move to the next

field using the Tab button. Shift+Tab will take you back one step. You can also use the "up"

and "down" arrow keys, as well as the Enter key, to navigate between the form cells. The

values are saved immediately and do not require to be saved at a later stage. A green field

indicates that the value has been saved in the system (on the server).

Input validation: If you type in an invalid value, e.g. a character in a field that only accepts

numeric values you will get a pop-up that explains the problem and the field will be coloured

yellow (not saved) until you have corrected the value. If you have defined a min/max range

for the field (data element+organisation unit combination) a pop-up message will notify you

when the value is out of range, and the value will remain unsaved until you have changed

the value (or updated the range and then re-entered the value).

Disabled fields: If a field is disabled (grey) it means that the field can and should not be filled.

The cursor will automatically jump to the next open field. Data history: By double-clicking on

any input field in the form a data history window opens showing the last 12 values registered

for the current field (organisation unit+data element+categoryoptioncombo) in a bar chart.

This window also shows the min and max range and allows for adjusting the range for the

specific organisation unit and data element combination.

Follow Up: In the data history window there is also a feature to tag or star a value. E.g. a

suspicious value that needs further investigation can be kept in the system, but marked for

Follow-Up. In the Data Quality module you can run a Follow-Up analysis and view all values

marked for Follow-Up, and then later edit the values if proved incorrect.

Audit trail: The audit trail allows you to view other data values which have been entered prior

to the current value. As an example, the following data element was changed from its original



value to 120. The audit trail shows when the data value was altered along with which user

made the changes.

Editing and deleting data

If you wish to enter data which has already been entered, simply replace the data entry value

with the update values. If you want to delete a data value completely, you should select the

value of interest, and press "Delete" on your keyboard. If you enter a zero and the data

element has been configured to not store zeros, the previous data value (i.e. the one you wish

to modify) will not be overwritten with the new value. Therefore, it is better practice to delete

the data value completely (waiting for the cell to turn green) and then to enter the new value.

Validating data in the form

When all the available values for the form has been filled in you can run a validation check

on the data in the form. Click on the "Run Validation" button in the top right (at the

beginning of the data entry page) or lower left (at the end of your data entry page) corner. All

validation rules which involves data elements in the current form (dataset) will be run

against the new data. Upon completion you will be presented with a list of violations or a

simply a message that says "The data entry screen successfully passed validation". See the

Data Quality chapter for information on how to define such validation rules. When you have

corrected any erroneous values and are done with the form the recommended practice is to

click on the Complete button below the form to register the form as complete. This

information is used when generating completeness reports for district, county, province or

the national level.

Offline data entry

The data entry module will function even if during data entry the Internet connectivity is not

stable. In order to utilize this functionality, you must login to the server while Internet

connectivity is present, but if during data entry, the Internet link between your computer

and the server becomes unstable, data can still be entered into the data entry form, saved to

your local computer, and then pushed to the server once the Internet connectivity has been

restored.

Data can be entered and stored locally while being offline and uploaded to the central server

when on-line. This means that the on-line deployment strategy will be more viable in areas

with unstable Internet connectivity. The total bandwidth usage is greatly reduced since forms

no longer are retrieved from the server for each rendering. When the server is able to be



reached through the Internet connection, a message is displayed at the top of the data entry

screen below.

If the Internet connection should disconnect for some reason during the data entry process,

this will be detected by the application, and you will be informed that your data will be stored

locally. Data entry can proceed as normal. Once you have entered all of the necessary data,

and the application detects that the server is back on-line, you will be informed that you

have data which needs to be synchronized with the server. Once the data has successfully

synchronized with the server, you will receive a confirmation message that the data has been

successfully uploaded to the server.

Multi-organisation unit data entry

In some scenarios it is beneficial to enter data for multiple organisation units in the same

data entry form, for instance if there are few data elements in the form and a huge number of

organisation units in the hierarchy.

In that case you can enable multi-organisation unit data entry by going to "System settings"

and tick the "Enable multi organisation unit forms" setting. Then, in data entry, select the

organisation unit immediately above the organisation unit you want to enter for in the

hierarchy.

Note that this only work for the "section" based forms. You should now see the data elements

appearing as columns and the organisation units appearing as rows in the form. Note that

the data entry forms should still be assigned to the facilities that you actually enter data for,

i.e. the organisation units now appearing in the form.



AC 5

he explanation includes a discussion of input and output that

compares graphical input and output functions with text based input

and output functions.

Input/output

In computing, input/output or I/O (or, informally, io or IO) is the communication between an

information processing system, such as a computer, and the outside world, possibly a

human or another information processing system. Inputs are the signals or data received by

the system and outputs are the signals or data sent from it. The term can also be used as

part of an action; to "perform I/O" is to perform an input or output operation.

I/O devices are the pieces of hardware used by a human (or other system) to communicate

with a computer. For instance, a keyboard or computer mouse is an input device for a

computer, while monitors and printers are output devices. Devices for communication

between computers, such as modems and network cards, typically perform both input and

output operations.

The designation of a device as either input or output depends on perspective. Mice and

keyboards take physical movements that the human user outputs and convert them into

input signals that a computer can understand; the output from these devices is the

computer's input. Similarly, printers and monitors take signals that a computer outputs as

input, and they convert these signals into a representation that human users can

understand.

From the human user's perspective, the process of reading or seeing these representations is

receiving output; this type of interaction between computers and humans is studied in the

field of human–computer interaction. A further complication is that a device traditionally

considered an input device, e.g., card reader, keyboard, may accept control commands to,

e.g., select stacker, display keyboard lights, while a device traditionally considered as an

output device may provide status data, e.g., low toner, out of paper, paper jam.

In computer architecture, the combination of the CPU and main memory, to which the CPU

can read or write directly using individual instructions, is considered the brain of a

computer. Any transfer of information to or from the CPU/memory combo, for example by

reading data from a disk drive, is considered I/O.

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The CPU and its supporting circuitry may provide memory-mapped I/O that is used in low-

level computer programming, such as in the implementation of device drivers, or may provide

access to I/O channels. An I/O algorithm is one designed to exploit locality and perform

efficiently when exchanging data with a secondary storage device, such as a disk drive.

Interface

An I/O interface is required whenever the I/O device is driven by a processor. Typically a

CPU communicates with devices via a bus. The interface must have the necessary logic to

interpret the device address generated by the processor. Handshaking should be

implemented by the interface using appropriate commands (like BUSY, READY, and WAIT),

and the processor can communicate with an I/O device through the interface.

If different data formats are being exchanged, the interface must be able to convert serial

data to parallel form and vice versa. Because it would be a waste for a processor to be idle

while it waits for data from an input device there must be provision for generating interrupts

and the corresponding type numbers for further processing by the processor if required.

A computer that uses memory-mapped I/O accesses hardware by reading and writing to

specific memory locations, using the same assembly language instructions that computer

would normally use to access memory. An alternative method is via instruction-based I/O

which requires that a CPU have specialized instructions for I/O. Both input and output

devices have a data processing rate that can vary greatly. With some devices able to

exchange data at very high speeds direct access to memory (DMA) without the continuous

aid of a CPU is required.

Higher-level implementation

Higher-level operating system and programming facilities employ separate, more abstract I/O

concepts and primitives. For example, most operating systems provide application programs

with the concept of files. The C and C++ programming languages, and operating systems in

the Unix family, traditionally abstract files and devices as streams, which can be read or

written, or sometimes both. The C standard library provides functions for manipulating

streams for input and output.



In the context of the ALGOL 68 programming language, the input and output facilities are

collectively referred to as transput. The ALGOL 68 transput library recognizes the following

standard files/devices: stand in, stand out, stand errors and stand back.

An alternative to special primitive functions is the I/O monad, which permits programs to

just describe I/O, and the actions are carried out outside the program. This is notable

because the I/O functions would introduce side-effects to any programming language, but

this allows purely functional programming to be practical.

Channel I/O

Channel I/O requires the use of instructions that are specifically designed to perform I/O

operations. The I/O instructions address the channel or the channel and device; the channel

asynchronously accesses all other required addressing and control information. This is

similar to DMA, but more flexible.

Port-mapped I/O

Port-mapped I/O also requires the use of special I/O instructions. Typically one or more

ports are assigned to the device, each with a special purpose. The port numbers are in a

separate address space from that used by normal instructions.

Direct memory access

Direct memory access (DMA) is a means for devices to transfer large chunks of data to and

from memory independently of the CPU.



AC 1

he design meets the specification for the function.


Designing computer input functions

Input methods

Batch input is the oldest and most traditional input method. Source documents or forms are

collected and then periodically forwarded to data entry operators, who key the data using a

data entry device that translates the data into a machine-readable format. The most common

medium for batch input data are Key-to-disk (KTD) and key-to-tape (KTT) workstations that

transcribe data to magnetic disks and magnetic tape, respectively.

On-line input is the capture of data at its point of origin in the business and the direct

inputting of that data to the computer, preferably as soon as possible after the data

originates. The system user directly enters the data when or soon after that data originates.

No data entry clerks are needed! There is no need to record data onto a medium (paper and

such) that is later input to the computer; this input is direct! If data is entered incorrectly,

the computer's edit program detects the error and immediately requests that the operator

make a correction.

Trends in Automatic Data Collection Technology

Biometric ADC technology is based on unique human characteristics or traits. For example,

it is known that every individual can be identified by their own unique fingerprint, voice

pattern, or pattern of certain veins (retina or wrist).

This technology is particularly popular for systems that require security access.

Electromagnetic identification technology is becoming very popular in applications that

involve tracking physical objects are out of sight and on the move. For example,

electromagnetic ADC is being used for public transportation tracking and control, tracking

manufactured products, and tracking animals to name a few.

T





There are over one billion magnetic stripe cards in use today! They have found their way into

a number of business applications such as, credit card transactions, building security access

control, and employee attendance tracking.

Point-of-sale terminals in retail and grocery stores frequently include bar-code and optical-

character readers. Bar codes eliminate the need for keying data, either by data entry clerks

or end-users.

Smart card applications are particularly promising in the area of health records where a

person’s blood type, vaccinations, and other past medical history can be made readily

available. Other uses may include such applications as passport, financial information for

point-of-sale transactions, pay-television, etc.

System User Issues for Input Design

Because inputs originate with system users, human factors play a significant role in input

design. Inputs should be as simple as possible and designed to reduce the possibility of

incorrect data being entered.

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 that is captured for input.

Do not enter constant data. For instance, when deciding what elements to include in a

SALES ORDER input, we need PART NUMBERs for all parts ordered. However, do we need to

input PART DESCRIPTIONs for those parts? PART DESCRIPTION is probably stored in a

database table. If we input PART NUMBER, we can look up PART DESCRIPTION. Permanent

(or semi-permanent) data should be stored in the database. Of course, inputs for maintaining

those database tables must be designed.

If you input QUANTITY ORDERED and UNIT PRICE, you don't need to input EXTENDED

PRICE, which is equal to QUANTITY ORDERED times PRICE. Another example is

incorporating FEDERAL TAX WITHHOLDING data in tables (arrays) instead of keying in that

data every time.



AC 2

he design can be implemented in the specified computer

environment.

Designing computer output functions

Output-design Objectives are to:

Serve the intended purpose

Deliver the right quantity of output

Deliver it to the right place

Provide output on time

Choose the right method

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

Output Media

Paper

Screen

Microfilm/Microfiche

Video/Audio

CDROM, DVD

Other electronic media

System User Issues for Output Design

Be aware of output bias.

Computer outputs should be simple to read and interpret.

The timing of computer outputs is important.

The distribution of computer outputs must be sufficient to assist all relevant system users.

The computer outputs must be acceptable to the system users who will receive them -> Need

for training.

T



Examine the content and appearance of the tabular report. We draw your attention to the

following:

Icons are included for activating commands for allowing the user to “zoom” the report to

100%, fit the report to window size, and to adjust the page width. These features take into

consideration the user and often times difficult task of viewing a report on a display screen.

Buttons are included for activating commands were included to permit the user to easily

move from one report page to another (Notice that the window’s scroll bar is active allowing

the user to scroll through the report.)

A Printer Icon is provided as a visual clue to suggest that the user can request a hardcopy of

the report.

The user is given the opportunity to save the report as a file or to load a different report.

Another example of output design is the form below.

User issues are so important here (and also in the Input design and User interface design):

Users will use the system mostly; and therefore, they determine the success or failure of the

system.

Users don’t see the databases or how the program is working; yet output, input, interfaces

(navigation) affects their use of the system and those are the ones the users see.

AC 3

he design conforms to an industry recommended format for

the function.

Input Design

In an information system, input is the raw data that is processed to produce

output. During the input design, the developers must consider the input devices such as PC,

MICR, OMR, etc.

Therefore, the quality of system input determines the quality of system output. Well-designed

input forms and screens have following properties −

It should serve specific purpose effectively such as storing, recording, and retrieving the

information.

It ensures proper completion with accuracy.

It should be easy to fill and straightforward.

It should focus on user’s attention, consistency, and simplicity.

All these objectives are obtained using the knowledge of basic design principles regarding −

What are the inputs needed for the system?

T



How end users respond to different elements of forms and screens.

Objectives for Input Design


To design data entry and input procedures

To reduce input volume

To design source documents for data capture or devise other data capture methods

To design input data records, data entry screens, user interface screens, etc.

To use validation checks and develop effective input controls.

Data Input Methods

It is important to design appropriate data input methods to prevent errors while entering

data. These methods depend on whether the data is entered by customers in forms manually

and later entered by data entry operators, or data is directly entered by users on the PCs.

A system should prevent user from making mistakes by −

Clear form design by leaving enough space for writing legibly.

Clear instructions to fill form.

Clear form design.

Reducing key strokes.

Immediate error feedback.

Some of the popular data input methods are −

Batch input method (Offline data input method)

Online data input method

Computer readable forms

Interactive data input

Input Integrity Controls

Input integrity controls include a number of methods to eliminate common input errors by

end-users. They also include checks on the value of individual fields; both for format and the

completeness of all inputs.

Audit trails for data entry and other system operations are created using transaction logs

which gives a record of all changes introduced in the database to provide security and means

of recovery in case of any failure.



Output Design

The design of output is the most important task of any system. During output design,

developers identify the type of outputs needed, and consider the necessary output controls

and prototype report layouts.

Objectives of Output Design


To develop output design that serves the intended purpose and eliminates the production of

unwanted output.

To develop the output design that meets the end users requirements.

To deliver the appropriate quantity of output.

To form the output in appropriate format and direct it to the right person.

To make the output available on time for making good decisions.

Let us now go through various types of outputs −

External Outputs

Manufacturers create and design external outputs for printers. External outputs enable the

system to leave the trigger actions on the part of their recipients or confirm actions to their

recipients. Some of the external outputs are designed as turnaround outputs, which are

implemented as a form and re-enter the system as an input.

Internal outputs

Internal outputs are present inside the system, and used by end-users and managers. They

support the management in decision making and reporting.

There are three types of reports produced by management information −

Detailed Reports − They contain present information which has almost no filtering or

restriction generated to assist management planning and control.

Summary Reports − They contain trends and potential problems which are categorized and

summarized that are generated for managers who do not want details.

Exception Reports − They contain exceptions, filtered data to some condition or standard

before presenting it to the manager, as information.



Output Integrity Controls

Output integrity controls include routing codes to identify the receiving system, and

verification messages to confirm successful receipt of messages that are handled by network

protocol.

Printed or screen-format reports should include a date/time for report printing and the data.

Multipage reports contain report title or description, and pagination. Pre-printed forms

usually include a version number and effective date.

Forms Design

Both forms and reports are the product of input and output design and are business

document consisting of specified data. The main difference is that forms provide fields for

data input but reports are purely used for reading. For example, order forms, employment

and credit application, etc.

During form designing, the designers should know −

Who will use them?

Where would they be delivered?

The purpose of the form or report

During form design, automated design tools enhance the developer’s ability to prototype

forms and reports and present them to end users for evaluation.

Objectives of Good Form Design

A good form design is necessary to ensure the following −

To keep the screen simple by giving proper sequence, information, and clear captions.

To meet the intended purpose by using appropriate forms.

To ensure the completion of form with accuracy.

To keep the forms attractive by using icons, inverse video, or blinking cursors etc.

To facilitate navigation.

Types of Forms

Flat Forms

It is a single copy form prepared manually or by a machine and printed on a paper. For

additional copies of the original, carbon papers are inserted between copies.

It is a simplest and inexpensive form to design, print, and reproduce, which uses less

volume.



Unit Set/Snap out Forms

These are papers with one-time carbons interleaved into unit sets for either handwritten or

machine use.

Carbons may be either blue or black, standard grade medium intensity. Generally, blue

carbons are best for handwritten forms while black carbons are best for machine use.

Continuous strip/Fanfold Forms

These are multiple unit forms joined in a continuous strip with perforations between each

pair of forms.

It is a less expensive method for large volume use.

No Carbon Required (NCR) Paper

They use carbonless papers which have two chemical coatings (capsules), one on the face

and the other on the back of a sheet of paper.

When pressure is applied, the two capsules interact and create an image.



AC 1

he creation ensures that the function format corresponds to

the design

How to Create Computer Inputs and output functions.

Step 1: Review Input and output Requirements

Step 2: Select the GUI Controls

Step 3: Prototype the Input Screen

Step 4: If Necessary, Design or Prototype the Source Document

Developing graphical user interfaces for new applications involves two stages for input

design. In the first stage, the designer focuses their efforts on correctly identifying the

confirming content of the input. And, consistent with the repository-based programming

emphasis discussed earlier, to identify properties or characteristics for that input data.

The second stage deals with the overall appearance or look and feel of the input. This stage is

typically deferred until the designer has given consideration to the overall appearance and

working of the entire application’s interface.

Given an input to be designed, we should review the required attributes. The basic content of

these inputs should have been recorded in the project repository during systems analysis. If

the content has not been recorded, we can define input requirements by studying the output

and database requirements or designs.

An output attribute that can't be retrieved from database tables or calculated from attributes

that are retrieved from tables must be input! Additionally, inputs must be designed to

maintain the database tables in the system.

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-driven

programming approach, we would first check to see if such decisions and other attribute

characteristics have already been made and recorded as repository entries.

T

Create computer input and output functions




If so, we would simply reuse those repository entries that correspond to the attributes we will

using on our input screen(s). In those cases where there is no repository entry, we will have

to simply create them.

The logo appearing in the upper right portion of the screen was included to adhere to a

company standard - that all screens must display the company logo. The buttons also

appearing in the upper center and right portion of the screen were added because of the

decision to combine the three inputs into a single screen. They were needed to allow the user

the option of select the desired type of input and record action. Draw your attention to the

following:

The PRODUCT NUMBER, MONTHLY UNIT SALES, YEAR UNIT SALES, and TOTAL UNIT

SALES are screened in a special colour as a visual clue to the user that these fields are

locked and they cannot enter data into them. These fields are automatically generated by the

system. Other fields appearing on the screen have white background as a visual clue that

they are editable.

Notice that edit masks were specified for these input fields. The UNIVERSAL PRODUCT

CODE field contains dashes in specified locations. The user does not actually enter these

dashes. Rather, the user simply types in the numbers and afterwards the entire content is

redisplayed according to the specified edit mask.

The same is true for the MANUFACTURERS SUGGESTED RETAIL PRICE, CLUB DEFAULT

UNIT PRICE, AND CURRENT SPECIAL UNIT PRICE fields. For example, in either of these

three fields the user could type the number “9”, press enter, and the content would be

redisplayed (according to the edit mask) with a dollar sign and decimal point.

Each field on a screen has been given a label that is meaningful to the users. Feedback from

the indicated that “CC” was a commonly recognized abbreviation for “closed caption”. Also,

the users indicated that a label was not necessary for CATALOG DESCRIPTION.

Notice that related radio buttons have been arranged in a group box that contains a

descriptive label. Group boxes are frequently used to visually associate a variety of controls

that are related. For example, notice the group box labelled “Common Information”.



The fields located inside this group box were grouped together because the user associates

these attributes any type of SoundStage product. Also, realize that each label that

correspond to a radio button option is not what is actually input and stored in the database.

Rather, what you see is the meaning of the value. The actual value that is stored is a code.

For example, the code value “E” would actually be stored instead of “English” if the user

selects the radio button labelled “English” for the attribute LANGUAGE.

Notice that the multiple-line text box has a vertical scroll bar feature. This is a visual clue

that there is additional text not appearing inside the CATALOG DESCRIPTION field.

Now, here are two alternatives of input form design. Which one do you like? And Why?

AC 2

he creation ensures that the function behaviour

corresponds to the design.

User Interface Design

User interface design is the specification of a conversation between the system

user and the computer. The user interface should provide a friendly means by which the

user can interact with the application to process inputs and obtain outputs. Recall that in

previous lectures, you learned how to design and prototype inputs and outputs.

User interface design and prototyping addresses the overall presentation of the application

and may require revisions to those preliminary input and output prototypes. Today, there

are two commonly encountered interfaces: terminals (or microcomputers behaving as

terminals) used in conjunction with mainframes and the more common display monitors

connected to microcomputers. There are also several strategy styles for designing the user

interface for systems. This conversation generally results in either input or output -- possibly

both.

User Interface Design Basics

User Interface (UI) Design focuses on anticipating what users might need to do and ensuring

that the interface has elements that are easy to access, understand, and use to facilitate

those actions. UI brings together concepts from interaction design, visual design,

and information architecture.

T



Choosing Interface Elements

Users have become familiar with interface elements acting in a certain way, so try to be

consistent and predictable in your choices and their layout. Doing so will help with task

completion, efficiency, and satisfaction. Interface elements include but are not limited to:

Input Controls: buttons, text fields, checkboxes, radio buttons, dropdown lists, list boxes,

toggles, date field

Navigational Components: breadcrumb, slider, search field, pagination, slider, tags, icons

Informational Components: tooltips, icons, progress bar, notifications, message boxes, modal

windows

Containers: accordion

There are times when multiple elements might be appropriate for displaying content. When

this happens, it’s important to consider the trade-offs. For example, sometimes elements

that can help save you space, put more of a burden on the user mentally by forcing them to

guess what is within the dropdown or what the element might be.

Best Practices for Designing an Interface

Everything stems from knowing your users, including understanding their goals, skills,

preferences, and tendencies. Once you know about your user, make sure to consider the

following when designing your interface:

Keep the interface simple. The best interfaces are almost invisible to the user. They avoid

unnecessary elements and are clear in the language they use on labels and in

messaging.

Create consistency and use common UI elements. By using common elements in your UI,

users feel more comfortable and are able to get things done more quickly. It is also

important to create patterns in language, layout and design throughout the site to help

facilitate efficiency. Once a user learns how to do something, they should be able to

transfer that skill to other parts of the site.

Be purposeful in page layout. Consider the spatial relationships between items on the

page and structure the page based on importance. Careful placement of items can help

draw attention to the most important pieces of information and can aid scanning and

readability.

Strategically use colour and texture. You can direct attention toward or redirect attention

away from items using colour, light, contrast, and texture to your advantage.

Use typography to create hierarchy and clarity. Carefully consider how you use typeface.

Different sizes, fonts, and arrangement of the text to help increase scanability, legibility

and readability.



Make sure that the system communicates what’s happening. Always inform your users

of location, actions, changes in state, or errors. The use of various UI elements to

communicate status and, if necessary, next steps can reduce frustration for your user.

Think about the defaults. By carefully thinking about and anticipating the goals people

bring to your site, you can create defaults that reduce the burden on the user. This

becomes particularly important when it comes to form design where you might have an

opportunity to have some fields pre-chosen or filled out



You are now ready to go through a check list. Be honest with yourself

Tick the box with either a √ or an X to indicate your response

I am able to explain the principles of computer input and output design

I am able to design computer input and output functions

I am able to create computer input and output functions

You must think about any point you could not tick. Write this down as a goal.

Decide on a plan of action to achieve these goals. Regularly review these goals.

My Goals and Planning: ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

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