Designing Effective Output Systems

Chapter 15
Designing Effective Output
Systems Analysis and Design
Kendall and Kendall
Fifth Edition

Major Topics
Designing output
Output technologies
Factors in choosing an output
technology
Report design
Screen design
Web site design
Kendall & Kendall Copyright © 2002 by Prentice Hall, Inc. 15-2

External and Internal Output
Internal output is used within the
corporation
External output is used outside the
organization
External output differs from internal
output in its design and appearance
A turnaround document is one that is
sent out and then returned

Designing Output
Output should be designed to
Serve the intended purpose
Be meaningful to the user
Deliver the right quantity of output
Deliver it to the right place
Provide output on time
Choose the right output method

Output Technologies
Output can be in the form of
Print
Screen
Audio
CD-ROM or CD-RW
DVD
E-mail
The World Wide Web
Electronic output

Output Technologies
Output technologies differ in their
Speed
Cost
Portability
Flexibility
Storage and retrieval possibilities

Video Clips
Video clips are useful for
Supplementing static, printed output
Distance collaboration
Showing how to perform an action
Providing brief training episodes
Shifting the time of an actual event by
recording it for later output
Preserving an important occasion for
addition to an organization’s archives

Animation
Animation is composed of four
elements:
Elemental symbols
Spatial orientation
Transition effects
Alteration effects

Electronic Output
Electronic output includes
Fax
Electronic mail
The World Wide Web
Bulletin board messages

Disadvantages of Electronic
Output
Drawbacks of electronic and Web-based
output are
The design of CD-ROM is very time-consuming
and expensive
CD-ROM is troublesome to update
CD-ROM is difficult to use on a network
Electronic mail has difficulty in formatting
control

Disadvantages of Electronic
Output
Disadvantages, continued
Electronic mail has a potential for abuse
Junk electronic mail may become a
problem
It is difficult to express a mood with
electronic mail and communication may be
more informal

Push and Pull Technology
Pull technology allows the user to take
formatted data from the Web
Push technology sends solicited or
unsolicited information to a customer or
client

Factors in Choosing an Output
Technology
Factors that must be considered when
choosing an output technology are
Who will use the output?
How many people need the output?
Where is the output needed?
What is the purpose of the output?
What is the speed with which output is
needed?

Factors in Choosing an Output
Technology
How frequently will the output be
accessed?
How long will the output be stored?
Under what special regulations is the
output produced, stored, and distributed?
What are the initial and ongoing costs of
maintenance and supplies?
What are the environmental requirements
for output technologies?

Output Bias
Analysts must be aware of sources of
output bias and inform users of the
possibilities of bias in output
 Bias is introduced in three main ways:
How information is sorted
Setting of acceptable limits
Choice of graphics

Strategies to Avoid Bias
Strategies to avoid output bias
Awareness of the sources of bias
Design of output that includes users
Working with users so that they are
informed of the output's biases
Creating output that is flexible and allows
users to modify limits and ranges
Train users to rely on multiple output for
conducting "reality tests" on system output

Printed Reports
Design reports using software
Design guidelines for printed reports
are
Include functional attributes, such as
headings, page numbers, and control
breaks
Incorporate stylistic and aesthetic
attributes, such as extra blank space and
grouping data

Report Design Considerations
Examine the type of data: alphabetic,
special, or numeric
Constant information does not change
when the report is printed
Variable information changes each time
the report is printed
Specify the paper quality, type, and size

Computer-Aided Report Design
Steps to follow when designing reports
using a computer-aided software tool
Determine the need for the report
Determine the users
Determine the data items to be included
Estimate the overall size of the report
Title the report
Number the pages of the report

Computer-Aided Report Design
Further steps for designing reports
Include the preparation date on the report
Label each column of data appropriately
Define variable data indicating the type of
data
Indicate the positioning of blank lines used
to help organize information
Review prototype reports with users and
programmers

Report Stylistic and Aesthetic
Elements
Stylistic/aesthetic elements of printed
reports include
Organization
Control breaks
Blank spaces
Margins
Color coding

Online Screen Design
Online screens are designed using
screen design software
Guidelines for screen design are
Keep the screen simple
Keep the screen presentation consistent
Facilitate user movement among screens
Create an attractive screen

Graphs
Primary considerations for designing
graphical output
Output must be accurate, easy to
understand and use
The purpose of the graph must be
determined
Decision makers must be trained in using it
Provide the ability to call up a variety of
user views as well possible commands

Web Site Design
Design principles must be used when
designing Web sites
These include
Using professional tools
Studying other sites
Using Web resources
Examining the sites of professional Web
site designers

Web Site Design
Further principles
Using tools that you are familiar with
Consulting books
Looking at examples of poorly designed
pages
Creating Web templates. Style sheets
allow you to format all Web pages in a site
consistently
Using plug-ins, audio, and video sparingly

Web Graphics
Guidelines for using graphics when
designing Web sites are
Use either JPEG or GIF formats
Create a few professional-looking graphics
for use on your page
Keep the background simple and readable
Examine your Web site on a variety of
monitors and graphics resolutions

Web Graphics
Guidelines continued
Save JPEG images at the highest quality
possible within a reasonable size
Use horizontal rules to separate sections of
Web pages
Use colorful bullets for lists and hot buttons
for links
Keep graphics images small and reuse
images

Web Graphics
Guidelines continued
Use transparent GIF files to make images
that are not rectangular
Use a graphics package to tilt your image
Follow the three clicks rule which states
that you should be able to go to any page
in three clicks

Tips for Corporate Web Sites
To improve the presentation of a
corporate Web site
Provide an entry screen or home page
Keep the number of graphics to a
reasonable minimum
Use large and colorful fonts for headings
Use interesting images and buttons for
links

 Ideas continued
Use the same graphics image on several
Web pages
Avoid overusing animation, sound, and
other “busy” elements
Provide an area on the left side or on the
top of the Web page for links to other
pages in the Web site

 Ideas continued
Make sure that your Web page does not
scroll horizontally, keep the vertical page
under 2½ screens
Make sure that your initial page loads
quickly
Add one or two Java applets if possible

Planning a Web Site
Planning a Web site involves
Designing the structure of the Web site
Focusing on the content
Using meaningful text
Including appropriate graphics

Planning a Web Site
Further Web site planning guidelines
Paying attention to the presentation of the
Web site, with a consideration of download
times
Constructing navigational links
Promoting the Web site

Promoting the Web Site
You can encourage companies to
promote your Web sites by:
Using e-mail to promote your site
Encouraging readers to bookmark your site
Submitting your site to search engines
Making it clear who is maintaining the Web
site
Performing perpetual maintenance of the
Web site

Designing Effective Output Systems

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