4.1 Input/ Output and Form Design

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 a 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 the user’s attention, consistency, and simplicity.

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 the form.
• Clear form design.
• Reducing keystrokes.
• 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 give 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.