Tony Jacob

Roneesh Mohanan

Output Design

Computer output is the most important and direct source of information to the user. Efficient, Intelligible output design should improve the system’s relationships with the users and help in decision making

OUTPUT DESIGN

A major form of output is a hardcopy from the printer. Printouts should be designed around the output requirements of the user. The output devices to consider depend on factors such as compatibility of the device with the system , response time requirements, expected print quality and number of copies needed.

Types of OutputsThere are two basic types of computer outputs, external and internal.External outputs leave the system to trigger

actions on the part of their recipients or confirm actions to their recipients.Most external outputs are created as preprinted forms

that are designed and duplicated by forms manufacturers for use on computer printers.

Some external outputs are designed as turnaround documents. Turnaround outputs are those which are typically

implemented as a form eventually reenters the system as an input.

Principles & Guidelines for Output Design

Types of OutputsThere are two basic types of computer outputs, external and internal. (continued)Internal outputs stay inside the system to support

the system's users and managers.Internal outputs fulfill management reporting and

decision support requirements. Management information systems typically produce

three types of reports: detailed, summary, and exception.

Principles & Guidelines for Output Design

Types of OutputsInternal Outputs (continued)

Detailed Reports:Present information with little or no filtering or

restrictions. Some detailed reports are historical in nature. Detailed reports confirm and document the successful

processing of transactions and serve as an audit trail for subsequent management inquiry. These reports assist management planning and controlling by

generating schedules and analysis. Other detailed reports are regulatory, that is, required

by government.

Principles & Guidelines for Output Design

Types of OutputsInternal Outputs (continued)

Summary Reports:Categorize information for managers who do not want

to wade through details.The data for summary reports is typically categorized

and summarized to indicate trends and potential problems.

The use of graphics (charts and graphs) on summary reports is also rapidly gaining acceptance because it more clearly summarizes trends at a glance.

Principles & Guidelines for Output Design

Types of OutputsInternal Outputs (continued)

Exception Reports:Filter data before it is presented to the manager as

information.Exception reports only report exceptions to some

condition or standard

Principles & Guidelines for Output Design

Output Media and FormatsA good systems analyst will consider all

available options for implementing an output, especially output medium and output format.A medium is what the output information is

recorded on, such as paper or video display device.Format is the way the information is displayed on

a medium for instance, columns of numbers.The selection of an appropriate medium and

format for an output depends on how the output will be used and when it is needed.

Principles & Guidelines for Output Design

Output Media and FormatsAlternative Media for Presenting Information:

A common medium for computer outputs is paper; such outputs are called printed output. Currently, paper is the cheapest medium we will survey. Paper is bulky and requires considerable storage space.

To overcome the storage problem presented by paper, many businesses use film. Microfilm is a roll of photographic film that is used to

record information in a reduced size. Microfiche is a single sheet of film that is capable of storing

many pages of reduced output. Video is the fastest-growing medium for computer outputs,

the on-line display of information on a visual display device, such as a CRT terminal or microcomputer display.

Principles & Guidelines for Output Design

Output Media and FormatsAlternative Formats for Presenting

Information:There are several different formats you can choose for

communicating information on a medium.Tabular output using columns of text and numbers is the

oldest and most common format for computer outputs. Zoned output places text and numbers into designated

areas of a form or screen. Graphic output is the use of a graph or chart to convey

information. To the system user, a picture can be more valuable than words. Graphs can help system users grasp trends and data relationships

that cannot be easily seen in columns of numbers. The most commonly used graphs are the bar, column, pie, line, and

scatter diagrams

Principles & Guidelines for Output Design

Chart Types Available in Microsoft’s Excel Spreadsheet

Output Media and FormatsAlternative Formats for Presenting

Information:The five most common graph types can be

distinguished as follows:Type 1 - Bar charts:

Are used to show individual figures or values at a specific time or to depict comparisons among items.

The categories to be compared are organized vertically, while the values are organized horizontally.

A stacked bar chart style may be used to show the relationship of individual items to the “whole”.

Principles & Guidelines for Output Design

Sample Bar Charts

Output Media and FormatsAlternative Formats for Presenting

Information:The five most common graph types can be

distinguished as follows:Type 2 - Column charts:

A column chart is a simple variation of the bar chart. A column chart is used when there is a desire to show the

variation over a period of time or to depict comparisons among items.

In a column chart, categories are organized horizontally and values are organized vertically.

This appearance places emphasis on variations over a period of time.

Principles & Guidelines for Output Design

Sample Column Charts

Output Media and FormatsAlternative Formats for Presenting

Information:The five most common graph types can be

distinguished as follows:Type 3 - Pie charts:

Pie charts are used to show the relationship or proportions of parts to the whole at specific period of time.

Some styles of pie charts represent explosions and are used to emphasis a particular item.

As a general rule of thumb, a pie chart should be used to show comparisons that involve 7 or fewer portions.

Principles & Guidelines for Output Design

Sample Pie Charts

Output Media and FormatsAlternative Formats for Presenting

Information:The five most common graph types can be

distinguished as follows:Type 4 - Line charts:

Line charts are used to show trends over a period of time, at even intervals.

It is most common to organize the item being charted on the horizontal axis, and the measurement along the vertical axis.

Principles & Guidelines for Output Design

Sample Line Charts

Output Media and FormatsAlternative Formats for Presenting

Information:The five most common graph types can be

distinguished as follows:Type 5 - Scatter charts:

Scatter charts or diagrams are used to plot the data values of two items to show uneven intervals or clusters of data.

Various standard statistical techniques can then be applied to determine the degree of correlation that exists.

Principles & Guidelines for Output Design

Sample Scatter Charts

Output Media and FormatsAlternative Formats for Presenting

Information:Another increasingly popular output format is the

narrative format. Narrative output format uses sentences and

paragraphs replace or supplement standard text, numbers, and pictures.

Word-processing technology has exploited the narrative format for reports, business letters, and personalized form letters.

Principles & Guidelines for Output Design

Thank you