Chapter 10

Output System
Design
Pujante, Kim Patrick M.
Rabanera, Riel John A.
Rabot, Filippa Ann C.
Reyes, Laurine V.
III-11
OUTPUT DEVICES
A variety of output devices report the results of system processing.
Output devices fall into two categories: hard copy and soft copy.
Hard Copy Output
Hard copy output consists of documents, forms and reports typed or
printed on paper. The hard copy medium is usually selected when the results

of processing must be saved permanently, or mailed, handled, and read by

people.
Impact printers-Impact printers strike a letter against a ribbon, which
transfers ink to the paper. Impact printers are widely used in business
systems to generate correspondence, memos, and reports.
Example: Daisy Wheel Printer

Nonimpact Printers- Nonimpact printers produce images without

striking a letter form against paper, using instead heat-sensitized paper, ink
jets,

and
Example:

other

methods.
Laser Printer

Plotters- Plotters can draw charts, graphs, lines or curves.

Computer
Output
Microfilm

(COM)-

COM produces photographic images reduced 50 or more times from their

original size. System designers often select this medium when large volumes
of information are to be output and stored. To read COM images, the
microfilm or microfiche must be placed in a reader so the image can be
enlarged enough to be read by the human eye.

Soft

Copy

Output
Soft copy output consists of a nonpermanent or temporary display of
information. Soft copy encompasses various types of video display terminals
and audio output devices.

Video Display Terminal (VDT)- VDT can display both pictures and words
on

screen.

Voice Synthesizer- Voice synthesizer generates spoken words, tones,

or audible sounds. It converts pulses from the computer to tones of different
frequencies and durations.

HOW TO DESIGN DATA OUTPUT

The selection of output media and the design of output forms usually begins
with an assessment of system requirements and end-user needs. Output
design is frequently conducted concurrently with input design. The systems
analyst sometimes uses a data dictionary to ensure consistency between
input and output records.

HARD COPY RECORD LAYOUT FORMS

Analysts usually use a layout when planning and designing hard copy
records. The form is laid out in rows and columns consistent with the spacing
of the printer. Using a form simplifies the task of record design and helps
ensure that columns line up properly and headings are positioned correctly.
When preparing an output record, the analyst should first formulate a logical
design. This consist of a theoretical layout of records showing only the major
elements and specifications for outpu. Later, these elements will be
converted into specifics that can be implemented with forms and hardware.

Once the logical design has been made, it is reduced to a physical design.

OUTPUT CONSIDERATIONS
1 Is hard or soft copy needed? The answer to this question will depend upon
permanency, speed, cost, and other factors.
2 Should the record be graphic or textual? The analyst must decide whether
the preferred form of output would be a chart, table, printed text, etc.
3 Will the record be stored, transmitted, or mailed? This will determine
whether microfilm, printed documents, or screen images are selected.

FORM OPTIONS
The system analysts often responsible for selecting the type of printed forms
and records used by an organization. Many factors should be considered
when selecting business forms. These include type of data to be recorded,
purpose of the form, method of data entry, and physical characteristics of

the form itself. Forms should be easy to understand, convenient to use and
designed to facilitate business activities and functions.

CUT FORMS
Cut forms are prepared one form per page. They are usually inserted
manually into printers or other output devices. Cut forms are loose and
unbound, and come in variety of sizes and colors.

CONTINUOUS FORMS
Forms may be supplied in a continuous roll or fan-folded in boxes. Each form
is attached to the forms before and after it, separated by rows of
perforations. Automatic paper-handling machines usually use continuous
forms since they eliminate the need for manual insertion of each form. Once
the first form has been positioned, the machine automatically feeds
subsequent forms.
The pin feed form is a version of the continuous form.

PADDED FORMS
Forms may be ordered as pads, with or without chipboard backing. Pads of
50 or 100 forms are bound together with a rubber-based adhesive at the top
of the pages. Padded forms keep pages neat and in sequence. Numbered
forms are often padded to facilitate using them in sequential order. Padded
forms are used for such things as interoffice memos, order from books, or job
quotation forms.

NCR FORMS (NO CARBON REQUIRED)

Eliminate the need for interleaved carbon sheets or printed carbonized areas
on multipart forms.

Carbon Interleaved Forms

This is a multipart form with a sheet of carbon paper inserted between each
page. Duplicate copies are made as the original data is entered. These are
often supplied in a snap-apart format.
DESIGN CONSIDERATION
Well designed forms and records speed entering and processing of data and
increase the level of accuracy.
Paper Selection
Forms can be printed on paper of many different colors, weights, stocks and
sizes.

Colored Paper
Printing on colored paper creates copies that are easily identified and
sorted.
White- first copy
Yellow- second copy
Pink- third copy
Blue- fourth copy
Buff- fifth copy
Green- sixth copy
Salmon- seventh copy

Weight of Stock

Paper is available in different thickness, called weight or substance. The

weight of the paper stock should be suitable to the form.
Listed below are brief descriptions of the common weights:
9-lb. bond- very thin, used for multipart forms
11-lb. bond- thin, used for multipart forms
13-lb. bond- thin, used for multipart forms
16-lb. bond- lightweight stock for general forms
20-lb. bond- medium-weight stock for general forms
24-lb. bond- heavyweight paper for durable forms
28-32-lb. ledger- used for permanent records
90-lb. index bristol- lightweight card stock for durable records
110-lb. index bristol- medium-weight card stock for permanent
records
140-lb. index bristol- heavyweight card stock

Types of Stock
Forms may be ordered in a variety of paper types. Newsprint stock is
generally not suitable for forms, but is sometimes used when cost is
important and large quantities of forms are required.

Size of Form
Form size depends on several factors- use, processing, storage. As
much as possible, form sizes should be standardized to facilitate
handling, storage and filing.

FORMS CONTROL
It is the orderly, controlled movement of forms through a system.
Forms control is concerned with stocking, distributing, revising, printing
and specifying forms, input records and source documents.

Date
Number

3-87

Form Number

20M

Revision

205-3

Quantity Ordered

ASSIGNMENT OF NUMBERS
Number each type of form or record to make reordering or referencing easier.
Keep a master list of forms in a manual.

REVISION NUMBER
If forms or records are revised or updated, a revision number should be
assigned to the new form. This aids in keeping track of changes in content.
All revisions should be recorded in the master forms book.
CONSECUTIVELY NUMBERED FORMS
It is sometimes important to keep close control over each copy of a form.
Consecutively numbered forms facilitate inventory control and help to
maintain accuracy when handling returned merchandise transactions.
ROUTING OF FORMS
-if parts of a form are to be sent to different people or workstations,
routing information should appear on each part.
For example:
Original---Customer copy
Duplicate---Accounting department copy
Triplicate---Marketing department copy
Quadruplicate---Production department copy
INSTRUCTIONS FOR USE
-Any form or record that is not self-explanatory should include
descriptive text. Instructions may be printed directly on the form or supplied
separately with each packet. A copy of the instructions for completing a form
should appear in the forms manual.

INVENTORY FORMS
-The systems analyst will need to establish an inventory level to make
sure that an adequate supply of forms is always available.

DELETING UNNECESSARY FORMS

-All forms and records should be reviewed periodically and
unnecessary ones should be eliminated. The reviewer should examine the
need for a form, its routing locations, revisions, and improvements. Eliminate
forms that are no longer needed.

DESIGNING SCREEN OUTPUT

Many of the considerations that apply to designing hard copy documents
also apply to the design of screen records. The following questions should be
asked when evaluating screen output:
> should a color or monochrome display be used?
> should cursors or flashing images be incorporated into the screen?
> should some words, phrases, or areas be displayed in reverse or
highlighted?
> should a sequence of screens be used to display the output? If so, what
information should be organized into specific displays?
> How should totals, columns, or other special features be aligned and
labeled?

READABILITY AND GRAPHICS

Data placement is an important element in output design, whether for a
printed form or a display on a screen. Consider the items below when
designing records.
1. Spacing. Factors to be considered include spacing, arrangement of
headings, size of type, and margins.

2. Order of items. Important items should be placed at the top of the record.
The order of fields should bear a logical relationship to the order in which the
data is acquired or entered. The flow of data on a record should be output
from left to right and from top to bottom.
3. Identification. Reports, lists, forms, and screens should be titled to identify
their purpose. Columns and rows should be clearly labeled whenever
necessary.
4. Maximum readability. Reports, forms, and output screens should be
designed for maximum readability. This requires attention to column spacing,
placement of identifying text or arrangement of output data.
5. Physical considerations. The graphic details of output reports and forms
should be carefully planned. Adequate margins and space around text
improve readability. Pages should always be numbered.
6. Permanence. The output medium should be durable enough for its
intended use. Forms and documents that are to be handled many times
should be prepared on heavy paper.
7. Logical sequence. Information being input should be in the order used in
normal business practice.