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

2. Copyright © 2002 by Prentice Hall, Inc.
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.

3. 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
Kendall & Kendall
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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
Kendall & Kendall
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Output Technologies
Output can be in the form of
Print
Screen
Audio
CD-ROM or CD-RW
DVD
The World Wide Web
Electronic output
Kendall & Kendall
Copyright © 2002 by Prentice Hall, Inc.

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Output Technologies
Output technologies differ in their
Speed
Cost
Portability
Flexibility
Storage and retrieval possibilities
Kendall & Kendall
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Electronic Output
Electronic output includes
Fax
Electronic mail
The World Wide Web
Bulletin board messages
Kendall & Kendall
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8. 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
Kendall & Kendall
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9. 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?
Kendall & Kendall
Copyright © 2002 by Prentice Hall, Inc.

10. 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?
Kendall & Kendall
Copyright © 2002 by Prentice Hall, Inc.

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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
Kendall & Kendall
Copyright © 2002 by Prentice Hall, Inc.

12. 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
Kendall & Kendall
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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
Kendall & Kendall
Copyright © 2002 by Prentice Hall, Inc.

14. 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
Kendall & Kendall
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15. 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
Kendall & Kendall
Copyright © 2002 by Prentice Hall, Inc.

16. 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
Kendall & Kendall
Copyright © 2002 by Prentice Hall, Inc.

17. Report Stylistic and Aesthetic Elements
Stylistic/aesthetic elements of printed reports include
Organization
Control breaks
Blank spaces
Margins
Color coding
Kendall & Kendall
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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
Kendall & Kendall
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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
Kendall & Kendall
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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
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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
Kendall & Kendall
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22. 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
Kendall & Kendall
Copyright © 2002 by Prentice Hall, Inc.

23. Tips for Corporate Web Sites
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
Kendall & Kendall
Copyright © 2002 by Prentice Hall, Inc.

24. Tips for Corporate Web Sites
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
Kendall & Kendall
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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
Kendall & Kendall
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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
Kendall & Kendall
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Promoting the Web Site
You can encourage companies to promote your Web sites by:
Using 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
Kendall & Kendall
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