1. Chapter 11 Designing the System Output

2. SAD/CHAPTER 112 Learning Objectives Understand the process of designing high quality and effective system output Identify the basic characteristics of high quality system output Discuss control strategies for system output

3. SAD/CHAPTER 113 Learning Objectives Identify and discuss the various categories of output, media, and output technology Understand ways in which unintentional bias can be introduced into system output Identify and discuss available backup and retention strategies for data recovery

4. SAD/CHAPTER 114 Introduction Users of an IS need output to accomplish their assigned tasks. The overall satisfaction with a system is often measured by the quality of its output.

5. SAD/CHAPTER 115 Designing System Output Objective of Output To create output that presents the desired information to the end user in an understandable and usable fashion

6. SAD/CHAPTER 116 Output Characteristics Purpose What is the intended use or purpose of the output? The purpose of the output may dictate the order or sequence of the various data elements contained within it.

7. SAD/CHAPTER 117 Output Characteristics Recipient Who will be the primary users of the output? The intended recipients of the output should be involved in the design and approval of each system output relevant to their assigned tasks.

8. SAD/CHAPTER 118 Output Characteristics Frequency How often will the output need to be generated? Minimizing the time between the request for the output and the receipt of the output

9. SAD/CHAPTER 119 Output Characteristics Distribution Where will the output be used? Output distribution is becoming less important due to the increased sophistication of client-server environments and local computer peripherals.

10. SAD/CHAPTER 1110 Output Characteristics Human-machine Boundary The point where an end user interacts with the system through the exchange of data or information

11. SAD/CHAPTER 1111 Figure 11-1. Human – Machine Boundary for Employee Payroll System 1.0 Create Weekly Payroll Record Employee Data File S1 Employee Employee Tax Form Payroll Data File S2 Accounting Department 2.1 Compute Gross Pay 2.3 Create Payroll Check 2.2 Compute Net Pay 3.2 Print Weekly Payroll Summary 3.1 Sort Payroll Records by Employee 4.2 Print Employee Tax Form 4.1 Calculate Payroll Deductions Employee Paycheck Payroll Deductions Employee Payroll Record Time Sheet Employee Record Gross Pay Data Net Pay Data Hours Worked Payroll Record Sorted Records Payroll Report

12. SAD/CHAPTER 1112 Output Characteristics Data Sources What information must be delivered by the output? No source data, no output

13. SAD/CHAPTER 1113 Output Characteristics Media In what form will the output be delivered? If a given output must be generated using more than one primary media, additional design constraints may be encountered.

14. SAD/CHAPTER 1114 Output Characteristics Format How will the content of the output be displayed and formatted? Tabular Zoned Narrative Graphical

15. SAD/CHAPTER 1115 Figure 11-2. Combination Approach to Screen-Based Output

16. SAD/CHAPTER 1116 Output Characteristics Control What controls are necessary to limit access to the output? Distributed control Division of labor Completeness control

17. SAD/CHAPTER 1117 Table 11-1. Output Design Issues to be Addressed

18. SAD/CHAPTER 1118 Table 11-2. Common Design Guidelines for Output

19. SAD/CHAPTER 1119 Table 11-3. Common Completeness Controls for System Output

20. SAD/CHAPTER 1120 Types of Output External Output Leave the boundary of the system and serve to either confirm a system action to the recipient or to trigger an action on the part of a recipient Turnaround Document

21. SAD/CHAPTER 1121 Types of Output Internal Output Output that normally stays within the system boundary and is used to support the organizational responsibilities and activities of the end users

22. SAD/CHAPTER 1122 Internal output Detail Report To present data or information with only a minimum amount of filtering Historical lists of transactions A list of customers sorted by zip code A list of paychecks for a given period

23. SAD/CHAPTER 1123 Internal output Summary report To allow users to review information in a filtered or categorized form Month-to-date or year-to-date sales by product category

24. SAD/CHAPTER 1124 Internal output Exception report An internal output that contains filtered information intended to report events or transactions that require special attention Overdue customer accounts A list of items reach reorder point

25. SAD/CHAPTER 1125 Media Type and Output Technology Hard Copy Still the most common output media Impact technology Non-impact technology

26. SAD/CHAPTER 1126 Media Type and Output Technology Screen Output Can be viewed from any location Offers real-time editing and modification Reduces storage costs Does not require long-term storage

27. SAD/CHAPTER 1127 Media Type and Output Technology Audio and Video Output Rich in the communication of information Provides high quality interaction with users and customers Speech synthesis and recognition

28. SAD/CHAPTER 1128 Figure 11-4. Screenshot from Video Editing Software

29. SAD/CHAPTER 1129 Media Type and Output Technology COM Output Computer output microfilm or microfiche Decreasing in popularity due to advancement in digital scanning and storage technologies

30. SAD/CHAPTER 1130 Media Type and Output Technology Robotic Output Used as a vehicle for complex output intended to automate production, manufacturing, distribution, and applications requiring precise handling of physical component Microsurgery and minimally invasive surgery

31. SAD/CHAPTER 1131 Figure 11-5. Robotic Output Devices

32. SAD/CHAPTER 1132 Table 11-4. Common Output Media and Technologies

33. SAD/CHAPTER 1133 Output Bias Issues Range or Value Limits Sorting or Sequence Graphics

34. SAD/CHAPTER 1134 Output Bias Issues Range and Value Limits Inappropriate limits on displayed values Can introduce inaccuracies in information contained in the output. Ranges that are set too low, too high, too narrow, or too wide Can result in exception reports that are either of little use or introduce unnecessary biases into the decision process.

35. SAD/CHAPTER 1135 Output Bias Issues Sorting and Sequence Bias Common methods Alphabetical Chronological Size Cost

36. SAD/CHAPTER 1136 Figure 11-6. Example of Graphical Scaling Bias 6a. 6b.

37. SAD/CHAPTER 1137 Output Bias Issues Graphical Bias Inappropriate scaling can introduce an unintended bias into graphical information.

38. SAD/CHAPTER 1138 Backup and Recovery Back files of an IS are internal outputs, too. 50 percent of end users suffer some form of data loss each year. Over half of the world's commercial enterprise with no backup procedures could go bankrupt with 6 months following a catastrophic loss of data.

39. SAD/CHAPTER 1139 Cost of Data Loss $50,000 per Mb to re-create $18,000 per hour in downtime cost for PC LANs $75,000 per hour in downtime cost for UNIX network $17,000 to re-create 20 Mb of sales and marketing data $19,000 to re-create 20 Mb of account data $98,000 to re-create 20 Mb of engineering data

40. SAD/CHAPTER 1140 Backup and Recovery Disaster recovery Plan A comprehensive statement of consistent actions to be taken before, during, and after a disaster

41. SAD/CHAPTER 1141 Data Backup and Retention Strategies Incremental backup Establish a repetitive cycle that begins with a full backup of all data files and continues through a series of incremental backups

42. SAD/CHAPTER 1142 Table 11-5. Incremental Data Backup Strategy

43. SAD/CHAPTER 1143 Data Backup and Retention Strategies Differential backup A variation of the incremental backup Based on the backup of all modified files since the previous full backup

44. SAD/CHAPTER 1144 Data Backup and Retention Strategies Generational backup Use a system of tape rotation via three storage sets. Set One: “ grandfather ” Set Two: “ father ” Set Three: “ son ”

45. SAD/CHAPTER 1145 Table 11-6. Generation Data Backup and Retention Strategy

46. SAD/CHAPTER 1146 Data Backup and Retention Strategies On-line backup system Procedure Automatically detect files on an organization ’ s computer network requiring backup. Encrypt those files for security. Compress the encrypted files. Transmit the data through high-speed network. The amount of work to fully protect the data is greatly reduced. - End -

47. SAD/CHAPTER 1147 Chapter Summary The goal of IS is to deliver high quality and relevant information to the end users of the system. The specification of the complete scope of the outputs for a system is critical.

48. Chapter 11 End of Chapter