BY:

Rajendra Shrestha(070/MSI/610)
Rajendra Upadhyay(070/MSI/611)

Define appropriate format and media for a

computer input.
Explain data capture, data entry, and data input.
Identify and describe several automatic data
collection technologies.
Design internal controls for computer inputs.
Prototype and Design Computer Inputs

Inputs classified on the basis of following

characteristics:
How

the data is initially captured ,entered and

processed
Method and technology used to capture and
enter data.
To input business data into a computer, the
analyst may have to design source documents,
input screens, and methods and procedures for
getting the data into the computer.

Data Capture
Systems

analysts must determine when and how to

capture the data.

Data capture is the identification of new data to be input.

It's always best to capture the data as soon as possible after it
is originated.

Traditionally,

special paper forms called source

documents were used to capture the data.

A source document is a paper form used to record data that

will eventually be input to a computer.

With

advances in video display technology, screen

display forms are able to duplicate the appearance of
almost any paper based form.

Screen display forms and source documents must be designed

to be easy for the system user to complete and should
facilitate rapid data entry
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Data entry

Data entry is the process of translating the

source document into a machine-readable
format.
That format may be a magnetic disk, an
optical-mark form, a magnetic tape, or a
floppy diskette, to name a few.

Data input
Data

input is performed after data entry.

Data input is the actual entry of data in a
machine-readable format into the computer.

Input methods can be broadly classified as either batch or

on-line.
1. Batch input

the oldest and most traditional input method.

Source documents or forms are collected and then periodically
forwarded to data entry operators, who key the data using a
data entry device that translates the data into a machinereadable format.
The most common medium for batch input data are Key-todisk (KTD) and key-to-tape (KTT) workstations that transcribe
data to magnetic disks and magnetic tape, respectively.
The data can be corrected, because it is initially placed into a
buffer.

Today, most, but not all, systems have been converted or

are being converted to on-line methods.

2. On-line input

is the capture of data at its point of origin in the business and

the direct inputting of that data to the computer, preferably as
soon as possible after the data originates.

The on-line system includes a monitor screen and keyboard that

are directly connected to a computer system.

Most new applications being developed today consists of screens

having a graphical looking appearance called a graphical user
interface (GUI).
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3. Remote

batch

offers on-line advantages for data that is best processed in

batches.
The data is input on-line with on-line editing.
Microcomputers or minicomputer systems can be used to handle
this on-line input and editing.
The data is not immediately processed. Instead, it is batched,
usually to some type of magnetic media. At an appropriate time,
the data is uploaded to the main computer, merged, and
subsequently processed as a batch.
Remote batch is also called deferred batch or deferred
processing.

Biometric
Electromagnetic
Magnetic
Optical
Smart Cards
Touch

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Biometric:

Biometric ADC systems consist of sensors that capture

an individuals characteristic or trait, digitizes the
image pattern, and then compares the image to
stored patterns for identification.

Biometric ADC are popular because

they offer the most accurate and
reliable means for identification.

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Electromagnetic:
Electromagnetic ADC technology is based on the use
of radio frequency to identify physical objects.

This technology involves attaching a tag and antenna

to the physical object that is to be tracked.

The tag contains memory that used to identify the

object that is being tracked.

The tag can be read by a reader whenever the object

resides within the electromagnetic field generated by
the reader.
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Magnetic:
Magnetic ADC technology involves using magnetic
stripe cards, but also may include the use of magnetic
ink character recognition (MICR).

MICR is most widely used in the banking industry.

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Optical:

Bar coding is an example of optical technology.

Sophisticated laser readers read the bar code and send the data
represented by that code directly to the computer for
processing.

The optical-mark form is another example of optical technology.

The source document becomes the input medium.

The source document is directly read by an optical-mark reader
(OMR) or optical-character reader (OCR).
The computer records the data to magnetic tape, which is then
input to the computer.
OCR and OMR input are generally suitable only for high-volume
input activities.
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Smart Cards:
Smart card technology has the ability to store a massive
amount of information.
Smart cards are similar, but slightly thicker, than credit
cards.
They also differ in that they
contain a microprocessor, memory
circuits, and a battery.

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Touch:

Touched-based ADC systems include touch

screens, buttons, and pen-based computing
technology.
Touch screen technology has been very popular
in restaurant or point-of-sale business
applications.
Pen-based computing is popular for
applications that require handwriting
recognition.
Common in handheld and palm-top
computers.

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Inputs should be as simple as possible and designed to

reduce the possibility of incorrect data being
entered.

The following general principles should be followed

for input design:

Capture only variable data.

Do not capture data that can be calculated or stored
in computer programs.
Use codes for appropriate attributes.

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If source documents are used to capture data they

should be easy for system users to complete and
subsequently entered into the system.

The following suggestions may help:

Include instructions for completing the form.

Minimize the amount of handwriting.
Data to be entered (keyed) should be sequenced so it
can be read like this book, top to bottom and left to
right .
Ideally, portions of the form that are not to be input
are placed in or about the lower right portion of the
source document.
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Figure : good and bad flow of data entry

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Internal controls are a requirement in all computerbased systems.

Input controls ensure that the data input to the
computer is accurate and that the system is protected
against accidental and intentional errors and abuse,
including fraud.
The following internal control guidelines are offered
for inputs:
The number of inputs should be monitored.
Care must also be taken to ensure that the data is
valid.

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Most new applications being developed today

include a GUI.
This approach is influenced by a new trend in
programming, called repository-driven
programming.
Some of the common controls based on GUI for input
design are:
Text box
Radio Button
Check Box
List Box
Drop-down Lists
Combination (Combo)Box
Spin(Spinner) Box
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Step 1: Review Input Requirements

The

design unit DFDs depict inputs to be

designed.

These inputs can are represented as data flows that

connect external entities to processes.

Review

the required attributes of data inputs.

For each attribute, the designer must identify an

appropriate caption or label they will use to clearly
identify to the user the attribute appearing on the
screen.
The size and edit mask (or format) of the attribute
must be pre-determined.

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Step 2: Select the GUI Controls

To choose

the correct control for our attributes,

you must examine the possible values for each
attribute.

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Step 3: Prototype the Input Screen

This

step involves developing prototype screens for

the user to review and test.

Their feedback may result in the need to return to steps

2 and 3 to add new attributes and address their
characteristics.

When

prototyping input screens, it is important to

actually let the user exercise or test the screens.

Part of that experience should involve demonstration on

how the user may obtain appropriate help or instructions.

Prototypes

should demonstrate to the user how

security will be handled.
Prototypes should demonstrated how error handling
with be accomplished.
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Step 4: If Necessary, Design or Prototype

the Source Document
If

a source document will be used to capture

data, we must also design that document.
The source document is for the system user.

In its simplest form, the prototype may be a simple

sketch or an industrial artist's rendition.

well-designed source document will be divided

into zones.

Some zones are used for identification; these include

company name, form name, official form number,
date of last revision (an important attribute that is
often omitted), and logos.
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Step 4(continued)

Other zones contain data that identifies a specific

occurrence of the form, such as form sequence
number (possibly preprinted) and date.
The largest portion of the document is used to record
transaction data.
Data that occurs once and data that repeats should
be logically separated.
Totals should be relegated to the lower portion of the
form because they are usually calculated and,
therefore, not input.
Many forms include an authorization zone for
signatures.
Instructions should be placed in a convenient location,
preferably not on the back of the form.
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System Analysis and Design Methods,

By Whitten Bentley

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