Ch.8 - User Interface Design (Phase 3 of SDLC)

manage data effectively (successful system design principles)

To reduce input errors, the system should enter and verify data as soon as possible, and each data item should have a specific type, such as alphabetic, numeric, or alphanumeric, and a range of acceptable values. - Collect input data as close to its source as possible - barcode scanners - RFID tags/scanners - tablet to record orders - The easiest, most accurate, and least expensive data input strategy is automated data capture, such as the radio frequency identification (RFID) scanner - data is entered only once (efficient) - audit trails (secure system): A record of the source of each data item and when it entered a system. - how and when data is accessed or changed, and by whom - log data entry and data changes

check boxes

Used to select one or more choices from a group. A check mark, or an X, represents selected option

The first task in the systems design (3rd) phase of the SDLC

User interface (UI) design - extremely important because everyone wants a system that is easy to learn and use.

Internet-Based Information Delivery

Web-based delivery allows users to download a universe of files and documents to support their information needs - To support the explosive growth in ecommerce, web designers must provide user-friendly screen interfaces that display output and accept input from customers

Mock-up

When designing a report, a sample report is prepared, which is a mock-up, or prototype, for users to review. - The sample should include typical field values and contain enough records to show all the design features. - user should approve report designs in advance

calendar control

allows the user to select a date that the system will display and store as a field value.

email (output technology)

an essential means of internal and external business communication. - Employees use email to exchange documents, data, and schedules and to share business-related information they need to perform their jobs. - In many firms, email has virtually replaced traditional memos and printed correspondence.

anticipate future needs (successful system design principles)

anticipate possible expansion of products, services, or organizational features/structure

The easiest, most accurate, and least expensive data input strategy is:

automated data capture - such as the radio frequency identification (RFID) scanner

Although the vast majority of reports are designed graphically, some systems still produce one or more:

character-based reports - A report created using a single mono-spaced character set. - a fast, inexpensive method for producing large-scale reports, such as payroll or inventory reports, or registration rosters at a school. - This is especially true if multiple copies are required.

User interface (UI)

describes how users interact with a computer system, and consists of all the hardware, software, screens, menus, functions, output, and features that affect two-way communications between the user and the computer - is key to usability: includes user satisfaction, support for business functions, and system effectiveness. - the parts of the computer and its software that users see, hear, touch, or talk to - the set of all things that allow you and your computer to communicate with each other - in broadest sense, includes all the communications and instructions necessary to enter input to the system and to obtain output in the form of screen displays or printed reports.

deliverable of the systems design phase of SDLC

design specification

good form layout makes the form:

easy to complete and provides enough space, both vertically and horizontally, for users to enter the data

on a form, information should flow:

from left to right and top to bottom

a system is reliable if it

handles input errors, processing errors, hardware failures, or human mistakes - A good design will anticipate errors, detect them as early as possible, make it easy to correct them, and prevent them from damaging the system itself - being available nearly all of the time, and proper backups maintained in case of system failure.

User interface design requires an understanding of:

human-computer interaction (HCI) and user-centered design principles

The best defense against incorrect data is to:

identify and correct errors before they enter the system by using data validation rules

a system is maintainable if it

is flexible, scalable, and easily modified. - Changes might be needed to correct problems, adapt to user requirements, or take advantage of new technology.

most important guideline for user interface design

not all of these recommendations must be followed — the best interface is the one that works best for the users.

output security

protects privacy rights and shields the organization's proprietary data from theft or unauthorized access. - limit the number of printed copies and use a tracking procedure to account for each copy - When printed output is distributed from a central location, specific procedures should be used to ensure that the output is delivered to authorized recipients only. - Shred sensitive reports, out-of-date reports, and output from aborted print runs - all sensitive output should be stored in secure areas

detail report

report produces one or more lines of output for each record processed. - Because it contains one or more lines for each record, it can be quite lengthy.

a system is effective if it

supports business requirements and meets user needs.

goal of the systems design phase of SDLC

to build a system that is effective, reliable, and maintainable - EFFECTIVE if it supports business requirements and meets user needs. - RELIABLE if it handles input errors, processing errors, hardware failures, or human mistakes. - MAINTAINABLE if it is flexible, scalable, and easily modified.

main objective of human computer interaction (HCI) and UI development

to create a user-friendly design that is easy to learn and use.

focus on usability (habits of successful interface designers)

user interface should include all tasks, commands, and communications between users and the information system. - Opening screen should show the main options - objective is to offer a reasonable number of choices that a user easily can comprehend - Too many options on one screen can confuse a user — but too few options increase the number of submenu levels and complicate the navigation process. - an effective strategy is to present the most common choice as a default but allow the user to select other options.

The best user interfaces (UIs) are ones that

users do not even notice - ones you do not have to pay much attention to - The UI make sense to users and does what users expect it to - makes it easy to use and improves efficiency of use

A system might have advanced technology and powerful features, but the REAL TEST is

whether users like it and feel that it meets their needs.

document everything (habits of successful interface designers)

•Document all screen designs for later use by programmers •Number the screen designs and save them in a hierarchy similar to a menu tree •User-approved sketches and storyboards also can be used to document the user interface

input technology

◦Businesses use point-of-sale (POS) terminals equipped with bar code scanners and magnetic swipe scanners to input credit card data ◦Automatic teller machines (ATMs) read data strips on bank cards ◦Factory employees use magnetic ID cards to clock on and off specific jobs ◦Hospitals imprint bar codes on patient identification bracelets and use portable scanners when gathering data on patient treatment and medication Retail stores use portable bar code scanners to log new shipments and update inventory data Libraries use handheld scanners to read optical strips on books

output technology

◦In addition to screen output and printed matter, output can be delivered in many ways - in the systems design phase, the analyst creates the actual forms, reports, documents, and other types of output that might be accessed from workstations, notebooks, tablets, smartphones, and other devices. - How the information will be used, stored, and retrieved must also be considered.

overview of report design (printed output)

◦Organizations strive to reduce the flow of paper and printed reports, but few firms have been able to eliminate printed output totally ◦Users find it handy to view screen output, then print the information they need for a discussion or business meeting ◦Reports must be easy to read and well organized ◦Database programs such as Microsoft Access include a variety of report design tools, including a Report Wizard, which is a menu-driven feature that designers can use to create reports quickly and easily

Before designing printed output, there are several questions to consider:

◦Why is this being delivered as printed output, rather than screen-based information, with an option for users to view, print, or save as needed? ◦Who wants the information, why is it needed, and how will it be used? ◦What specific information will be included? ◦Will the printed output be designed for a specific device? ◦When and how will the information be delivered, and how often must it be updated? ◦Do security or confidentiality issues exist? How will they be managed?

Rule 3: provide users with help and feedback

- Ensure that help is always available on demand - Provide user-selected help and context- sensitive help - Provide a direct route for users to return to the point from where help was requested - Include contact information - Require user confirmation before data deletion (Are you sure?) - Provide an "Undo" key or a menu choice that allows the user to undo the results of the most recent command or action. - When a user-entered command contains an error, highlight the erroneous part and allow the user to make the correction - Use hypertext links to assist users - Display messages at a logical place - Alert users to lengthy processing times or delays. Give users an on-screen progress report - Let the user know whether the task or operation was successful or not - Use messages that are specific, understandable, and professional

Rule 1: create an interface that is easy to learn and use

- Focus on system design objectives - Create a design that is easy to understand and remember - Provide commands, actions, and system responses that are consistent and predictable - Allow users to correct errors easily - Clearly label all controls, buttons, and icons - Select familiar images that users can understand, and provide on-screen instructions that are logical, concise, and clear - Show all commands in a list of menu items, but dim any commands that are not available to the user - Make it easy to navigate or return to any level in the menu structure

Rule 8: reduce input volume

- Input necessary data only - Do not input data that the user can retrieve from system files or calculate from other data - Do not input constant data - Use codes. Codes are shorter than the data they represent, and coded input can reduce data entry time

Rule 2: enhance user productivity

- Organize tasks, commands, and functions in groups that resemble actual business operations - Create alphabetical menu lists or place the selections used frequently at the top of the menu list - Provide shortcuts for experienced users so they can avoid multiple menu levels - Use default values if the majority of values in a field are the same - Use a duplicate value function that enables users to insert the value from the same field in the previous record, but allow users to turn this feature on or off as they prefer - Provide a fast-find feature that displays a list of possible values as soon as users enter the first few letters - If available, consider a natural language feature that allows users to type commands or requests in normal text phrases

Rule 5: Enhance the interface

- Screen design requires a sense of aesthetics as well as technical skills. User feedback should be obtained early and often as the design process continues. - The starting point can be a switchboard with well-placed command buttons that allow users to navigate the system - Use a command button to initiate an action such as printing a form or requesting help - If you are using a software package, check to see if it allows you to create customized menu bars and toolbars - Add a shortcut feature - If variable input data is needed, provide a dialog box that explains what is required - A toggle button makes it easy to show on or off status - Use list boxes that display the available choices - Use an option button, or radio button, to control user choices - When dates must be entered, use a calendar control that allows the user to select a date that the system will use as a field value

Rule 4: create an attractive layout and design

- Use appropriate colors to highlight different areas of the screen; avoid gaudy and bright colors - Use special effects sparingly - Use hyperlinks that allow users to navigate to related topics - Group related objects and information. Visualize the screen the way a user will see it - Keep screen displays uncluttered, with enough white space to create an attractive, readable design - Display titles, messages, and instructions in a consistent manner and in the same general locations - consistent terminology - commands always will have the same effect - similar mouse actions will produce the same results - Require the user to confirm the entry by pressing Enter or Tab - Remember that users are accustomed to a pattern of red = stop, yellow = caution, and green = go - Provide a keystroke alternative for each menu command, with easy-to-remember letters - Use familiar commands if possible, such as Cut, Copy, and Paste - Avoid complex terms and technical jargon

instant messaging (IM) (output technology)

- Useful as a constant flow of communication, especially as a team member in a collaborative situation - popular form of communication is another way for individuals and companies to communicate effectively over the Internet

Rule 6: Focus on data entry screens

- Whenever possible, use a data entry method called form filling, where a blank form that duplicates the source document is completed on screen - Position the insertion point in the first data entry location - Restrict user access to screen locations where data is entered - Provide a way to leave the data entry screen at any time without entering the current record - Provide a descriptive caption for every field - Provide a means for users to move among fields on the form in a standard order or in any order they choose - Allow users to add, change, delete, and view records - Design the screen form layout to match the layout of the source document - Display a sample format like MMDDYY, and provide separators, such as slashes - Use an input mask - Do not require users to type leading zeroes for numeric fields - Do not require users to type trailing zeroes for numbers that include decimals - Display default values so operators can press the Enter key to accept the suggested value - Display a list of acceptable values for fields, and provide meaningful error messages - Provide users with an opportunity to confirm the accuracy of input data before entering it

human-computer interaction (HCI)

A description of the relationship between computers and the people who use them to perform business-related tasks - apply to everything from smartphones to global networks. - has a major impact on user/employee productivity

exception report

A document displaying only those records that meet a specific condition or conditions. - are useful when the user wants information only on records that might require action, but does not need to know the details. - For example, a credit manager might use this report to identify only those customers with past-due accounts

context sensitive help

A feature that is sensitive to the current conditions when it is invoked. - For example, context-sensitive help offers assistance for a task in progress.

source document

A form used to request and collect input data, trigger or authorize an input action, and provide a record of the original transaction. - During the input design stage, you develop source documents that are easy to complete and inexpensive.

data validation rule

A mechanism to improve input quality by testing the data and rejecting any entry that fails to meet specified conditions.

batch input (input technology)

A process where data entry is performed on a specified time schedule, such as daily, weekly, monthly, or longer. - For example, occurs when a payroll department collects time cards at the end of the week and enters the data as a batch.

audit trails

A record of the source of each data item and when it entered a system. - In addition to recording the original source, must show how and when data is accessed or changed, and by whom. - All these actions must be logged in an audit trail file and monitored carefully.

summary report

A report used by individuals at higher levels in the organization that includes less detail than reports used by lower-level employees - Upper-level managers often want to see total figures and do not need supporting details

menu bars

A set of user-selectable software application options, usually located across the top of the screen.

natural language

A software feature that allows users to type commands or requests in normal English (or other language) phrases.

think like a user (habits of successful interface designers)

A systems analyst should understand user experience, knowledge, and skill levels - the interface should be flexible enough to accommodate novices as well as experienced users. - designer must learn to think like a user and see the system through a user's eyes. - interface should use terms and metaphors that are familiar to users.

user-centered system

A term that indicates the primary focus is upon the user. In a user-centered system, the distinction blurs between input, output, and the interface itself. - Most users work with a varied mix of input, screen output, and data queries as they perform their day-to-day job functions

batch controls

A total used to verify batch input. Batch controls might check data items such as record counts and numeric field totals. - For example, before entering a batch of orders, a user might calculate the total number of orders and the sum of all the order quantities. - When the batch of orders is entered, the order system also calculates the same two totals. - If the system totals do not match the input totals, then a data entry error has occurred.

reasonableness check

A type of data validation check that identifies values that are questionable, but not necessarily wrong. - For example, input payment values of $0.05 and $5,000,000.00 both pass a simple limit check for a payment value greater than zero, and yet both values could be errors.

combination check

A type of data validation check that is performed on two or more fields to ensure that they are consistent or reasonable when considered together. - Even though all the fields involved in a combination check might pass their individual validation checks, the combination of the field values might be inconsistent or unreasonable.

validity check

A type of data validation check that is used for data items that must have certain values. - For example, if an inventory system has 20 valid item classes, then any input item that does not match one of the valid classes will fail the check.

existence check

A type of data validation check that is used for mandatory data items. - For example, if an employee record requires a Social Security number, an existence check would not allow the user to save the record until he or she enters a suitable value in the SSN field.

sequence check

A type of data validation check that is used when the data must be in some predetermined sequence. - If the user must enter work orders in numerical sequence, for example, then an out-of-sequence order number indicates an error. - If the user must enter transactions chronologically, then a transaction with an out-of-sequence date indicates an error.

range check

A type of data validation check that tests data items to verify that they fall between a specified minimum and maximum value. - The daily hours worked by an employee, for example, must fall within the range of 0 to 24.

transparent interface

A user interface that users don't really notice; a user-friendly interface that does not distract the user and calls no attention to itself. - coined by IBM

form filling

A very effective method of online data entry where a blank form that duplicates or resembles the source document is completed on the screen. - The user enters the data and then moves to the next field.

maximize graphical effectiveness (habits of successful interface designers)

A well-designed interface can help users learn a new system rapidly and be more productive. - Also, in a graphical environment, a user can display and work with multiple windows on a single screen and transfer data between programs •Studies show that people learn better visually

dialog box

Allows a user to enter information about a task that a system will perform.

tradeoffs for input technology

Although online input offers many advantages, it does have some disadvantages. For example, unless source data automation is used, manual data entry is slower and more expensive than batch input because it is performed at the time the transaction occurs and often done when computer demand is at its highest. - The decision to use batch or online input depends on business requirements. For example, hotel reservations must be entered and processed immediately, but hotels can enter their monthly performance figures in a batch

blog (output technology)

An online journal. The term is a contraction of "web log. - Useful for posting news, reviewing current events, and promoting products

list boxes

An output mechanism that displays a list of choices that the user can select.

provide flexibility (successful system design principles)

Best design strategy is to offer several alternatives, so users can decide what will work best for them - could also allow the user to enter any amounts of data needed - could start with a default value that displays automatically, allowing the user to accept the value or type in another value

think like a user (successful system design principles)

Carefully examine any point where users provide input or receive output - user interface must be easy to learn - Input processes should be easy to follow, intuitive, and forgiving of errors. - Predesigned output should be attractive and easy to understand, with an appropriate level of detail

usability metrics

Data that interface designers can obtain by using software that can record and measure user interactions with the system.

computer output to digital media (output technology)

Digital storage media can include magnetic tape, CDs, DVDs, and high-density laser disks Used when many paper documents must be scanned , stored in digital format and retrieved quickly

invite feedback (habits of successful interface designers)

Even after the system is operational, it is important to monitor system usage and solicit user suggestions. - Determine if system features are being used as intended by observing and surveying users, and make changes based on user feedback as needed to allow system to reach full potential

user models and prototypes (habits of successful interface designers)

From a user's viewpoint, the interface is the most critical part of the system design because it is where he or she interacts with the system - essential to construct models and prototypes for user approval - interface designer should obtain as much feedback as possible, as early as possible. •Present initial screen designs to users in the form of a storyboard, which is a sketch that shows the general screen layout and design. - Users must test all aspects of the interface design and provide feedback to the designers.

totals zone

If a form has data totals, they will appear in this section of the form. - bottom right of form

scroll bar

In user interface design, a scroll bar allows the user to move through the available choices for an input field.

usability

In user interface design, includes user satisfaction, support for business functions, and system effectiveness. - an important element of UI design

wireless devices (output technology)

Messages and data can be transmitted to a wide array of mobile devices, including tablet computers, smartphones, and similar wireless products that combine portable computing power, multimedia capability, and Internet access.

output control

Methods to maintain output integrity and security. - Output must be accurate, complete, current, and secure. - For example, every report should include an appropriate title, report number or code, printing date, and time period covered. Reports should have pages that are numbered consecutively, identified as Page xx of xx, and the end of the report should be labeled clearly. - All processing errors or interruptions must be logged so they can be analyzed.

command button

Onscreen button that initiates an action such as printing a form or requesting Help.

turnaround document

Output document that is later entered back into the same or another information system. - A telephone or utility bill, for example, might be a turnaround document printed by the company's billing system. - When the bill is returned with payment, it is scanned into the company's accounts receivable system to record the payment accurately

authorization zone

Part of a form that contains any required signatures. - bottommost part of form

option button

Radio buttons that represent groups of options. The user can select only one option at a time; a selected option contains a black dot. See also radio button.

storyboard

Sketches used during prototyping to show the general screen layout and design of a user interface

Digital audio, images and video (output technology)

Sounds, images, and video clips can be captured, stored in digital format Can be attached to an e-mail message or inserted as a clip in a Microsoft Word document - Businesses also use automated systems to handle voice transactions and provide information to customers.

input mask

Template or pattern that makes it easier for users to enter data. - Often used in automated forms to guide an unfamiliar user. - Microsoft Access provides standard input masks for fields such as dates, telephone numbers, postal codes, and Social Security numbers. - ex. (000) 000-0000 for phone numbers

garbage in, garbage out (GIGO)

The concept that the quality of the output is only as good as the quality of the input - The main objective is to ensure the quality, accuracy, and timeliness of input data

understand the business (habits of successful interface designers)

The interface designer must understand the underlying business functions and how the system supports individual, departmental, and enterprise goals - The overall objective is to design an interface that helps users to perform their jobs - good starting point might be to analyze a functional decomposition diagram (FDD): a graphical representation of business functions that starts with major functions and then breaks them down into several levels of detail

prototyping

The method by which a prototype is developed. It involves a repetitive sequence of analysis, design, modeling, and testing. It is a common technique that can be used to design anything from a new home to a computer network. - allows users to examine a model that accurately represents system outputs, inputs, interfaces, and processes. Users can "test-drive" the model in a risk-free environment and either approve it or request changes. - System prototyping produces a full-featured, working model of the information system.

input control

The necessary measures to ensure that input data is correct, complete, and secure. - A systems analyst must focus on input control during every phase of input design, starting with source documents that promote data accuracy and quality. - Every piece of information should be traceable back to the input data that produced it ◦Procedures needed for handling source documents to ensure that data is not lost before it enters the system ◦Audit trail files and reports should be stored and saved

form layout

The physical appearance and placement of data on a form. - Form layout makes the form easy to complete and provides enough space, both vertically and horizontally, for users to enter the data.

switchboard

The use of command buttons in a user interface to enable users to navigate a system and select from groups of related tasks.

graphical user interface (GUI)

The use of graphical objects and techniques allowing users to communicate with a system. - a huge improvement because it used icons, graphical objects, and pointing devices. - can help users learn a new system rapidly, and work with the system effectively. - pioneered by Apple - MS Windows followed

Rule 7: use validation rules

- A sequence check can be used when the data must be in some predetermined sequence - An existence check can apply to mandatory data items - A data type check can test to ensure that a data item fits the required data type - A range check can be used to verify that data items fall between a specified minimum and maximum value - A reasonableness check identifies values that are questionable, but not necessarily wrong - A validity check can be used for data items that must have certain values - A combination check is performed on two or more fields to ensure that they are consistent or reasonable when considered together - Batch controls are totals used to verify batch input

online input (input technology)

A data entry method used for most business activity. The online method offers major advantages, including the immediate validation and availability of data. - source data automation: combines online data entry and automated data capture using input devices such as RFID tags or magnetic data strips - is fast and accurate, and minimizes human involvement in the translation process

systems design phase of SDLC

- the 3rd phase of the SDLC - you will work on a physical design that will meet the specifications described in the system requirements document - Tasks will include user interface design, data design, and system architecture - Deliverable is system design specification

Traditionally, a chapter on user interface design started with a discussion of output because output is what users touched, viewed, and needed to do their jobs. Today, the situation is different, for several important reasons:

- users can design their own output: System designers are more aware of user needs and desires. A system can maintain data integrity and still allow users to view, sort, filter, and examine data in any way that helps them do their jobs. - the system developer identifies user needs, and then creates a design that will satisfy users and meet corporate requirements. - overwhelming trend has been customer-designed output: the IT team must understand user requirements before creating a solution. - The user interface itself has evolved into a two-way channel, with powerful output capability, and most user information needs can be met with screen-generated data, which a user can print, view, or save. - GUI (graphical user interface) - user empowerment: Results in employee satisfaction, increased productivity, and bottom-line savings for a company

The 7 habits of successful interface designers

1. understand the business 2. maximize graphical effectiveness 3. think like a user 4. user models and prototypes 5. focus on usability 6. invite feedback 7. document everything

toolbar

A GUI element that contains icons or buttons that represent shortcuts for executing common commands.