System Design

System DesignSystem Design

- Mr. Ahmad Al-Ghoul- Mr. Ahmad Al-Ghoul

System Analysis and System Analysis and DesignDesign

AvicennaAvicennaSystem Analysis and Design System Analysis and Design

System DesignSystem Design 22

Learning ObjectivesLearning Objectives Design various types of Design various types of

reports, and suggest output reports, and suggest output controls and security.controls and security.



Printed and Screen OutputPrinted and Screen Output ReportsReports

Reports should be attractive and easy to understandReports should be attractive and easy to understand Managers sometimes judge an entire project by the Managers sometimes judge an entire project by the

quality of the reports they receivequality of the reports they receive Reports must include the information that a user Reports must include the information that a user

needsneeds Report with too little information is of no valueReport with too little information is of no value Too much information can make a report confusing Too much information can make a report confusing

and difficult to understandand difficult to understand The essential goal when designing reports is to match The essential goal when designing reports is to match

the report to the user’s specific information needsthe report to the user’s specific information needs



Printed OutputPrinted Output Types of ReportsTypes of Reports

Detail reportsDetail reports: produces one or more lines : produces one or more lines of output for each record processedof output for each record processed

Detail line: is any line printedDetail line: is any line printed Subtotals and grand totalsSubtotals and grand totals Control field: Control field: controls the output, when the value controls the output, when the value

of control field changes, a control break occursof control field changes, a control break occurs Control break: A control break usually causes Control break: A control break usually causes

specific actions to occur, such as printing subtotals specific actions to occur, such as printing subtotals for a group of records. for a group of records.

Control break report: Control break report: A detail report that A detail report that focuses on control breaks focuses on control breaks

The sorting can be done by the report program itself, The sorting can be done by the report program itself, or in a pervious procedureor in a pervious procedure

Can be quite lengthyCan be quite lengthy Better alternative is to produce an exception Better alternative is to produce an exception

reportreport



Printed and Screen OutputPrinted and Screen Output Types of ReportsTypes of Reports

A detail report with one printed line per employee.A detail report with one printed line per employee. The report shows a simple detail report of employee hours for a chain of retail storesThe report shows a simple detail report of employee hours for a chain of retail stores

[1]




This detail report contains the same data as the report in the pervious slide, This detail report contains the same data as the report in the pervious slide, but provides much more information. Control breaks are used to separate the but provides much more information. Control breaks are used to separate the data for each store, with subtotals and grand totals for numeric fields.data for each store, with subtotals and grand totals for numeric fields.

Sub totals

Grand totals

Control breaks

[1]



Printed and Screen OutputPrinted and Screen OutputTypes of ReportsTypes of ReportsException reportsException reports

Displays only those records that meet a specific condition or conditionsDisplays only those records that meet a specific condition or conditions Are useful when the user wants information only on records that Are useful when the user wants information only on records that

might require actionmight require action

An exception report that shows information only for employees who worked overtime.

[1]




Summary reportsSummary reports Reports used by individuals at higher levels in the organization Reports used by individuals at higher levels in the organization

include less detail than reports used by lower-level employeesinclude less detail than reports used by lower-level employees

A summary report lists subtotals and grand totals. [1]



Printed and Screen OutputPrinted and Screen Output User Involvement in Report DesignUser Involvement in Report Design

Printed reports are an important way of Printed reports are an important way of delivering information to users, so recipients delivering information to users, so recipients should approve all report designs in advanceshould approve all report designs in advance

To avoid problems submit each design for To avoid problems submit each design for approval as it is completed, rather than waiting approval as it is completed, rather than waiting to finish all report designsto finish all report designs

Mock-up: a sample report that the designer Mock-up: a sample report that the designer should produce for users to reviewshould produce for users to review

Mock-up should include typical field values and Mock-up should include typical field values and contain enough records to show all the design contain enough records to show all the design featuresfeatures

You can use word processor, a report You can use word processor, a report generator, or a printer spacing chart to create generator, or a printer spacing chart to create mock-up reportmock-up report



Printed and Screen OutputPrinted and Screen Output Report Design PrinciplesReport Design Principles

Printed reports must be attractive, professional, and Printed reports must be attractive, professional, and easy to readeasy to read

Report headersReport headers A report header appears at the beginning of a A report header appears at the beginning of a

report and identifies the report as well as the report report and identifies the report as well as the report title, date, and other necessary information. title, date, and other necessary information.

report footersreport footers The report footer, which appears at the end of the The report footer, which appears at the end of the

report, can include grand totals for numeric fields report, can include grand totals for numeric fields and other end-of-report information. and other end-of-report information.

Page headersPage headers A page header appears at the top of the page and A page header appears at the top of the page and

includes the column headings that identify the data. includes the column headings that identify the data. page footerspage footers

A page footer appears at the bottom of the page A page footer appears at the bottom of the page and is used to display the name of the report and and is used to display the name of the report and the page number. the page number.




Column heading alignmentColumn heading alignment There are several column heading alignment optionsThere are several column heading alignment options

Four different column heading alignment options. [1]




Column SpacingColumn Spacing Space columns of information carefullySpace columns of information carefully Crowded reports is hard to read, and large gaps between Crowded reports is hard to read, and large gaps between

columns make it difficult for the eye to follow a linecolumns make it difficult for the eye to follow a line Column should stretch across the report, with uniform Column should stretch across the report, with uniform

spacing and suitable margins at top, bottom, right, and spacing and suitable margins at top, bottom, right, and leftleft

Field orderField order Fields should be displayed and grouped in a logical orderFields should be displayed and grouped in a logical order

Grouping detail linesGrouping detail lines It is meaningful to arrange detail lines in groupsIt is meaningful to arrange detail lines in groups Group header: A group header appears above the first Group header: A group header appears above the first

detail line of a group. detail line of a group. Group footer: A group footer appears after the last detail Group footer: A group footer appears after the last detail

line of a group. Group footers could include items such line of a group. Group footers could include items such as a subtotal, an average, or a count of the records in as a subtotal, an average, or a count of the records in that group. that group.



Printed and Screen OutputPrinted and Screen Output The Employee Hours report is a detail report with control The Employee Hours report is a detail report with control

breaks, subtotals, and grand totals. Notice that a report breaks, subtotals, and grand totals. Notice that a report header identifies the report, a page header contains column header identifies the report, a page header contains column headings, a group footer contains subtotals for each store, headings, a group footer contains subtotals for each store, a report footer contains grand totals, and a page footer a report footer contains grand totals, and a page footer identifies the page number.identifies the page number.

Identifying fields Hours fieldsReport header

Page header

Group footer

Report footer

Page footer

[1]

Control break



Printed and Screen OutputPrinted and Screen Output Report Design IssuesReport Design Issues

Too much detail is on the page, forcing users to search Too much detail is on the page, forcing users to search for the information they needfor the information they need

Good design standards produce reports that are uniform Good design standards produce reports that are uniform and consistentand consistent

When a system produces multiple reports, each report When a system produces multiple reports, each report should share common design elementsshould share common design elements

Constant information does not change when the report Constant information does not change when the report is printedis printed

Variable information changes each time the report is Variable information changes each time the report is printedprinted

Specify the paper quality, type, and sizeSpecify the paper quality, type, and size Label each column of data appropriatelyLabel each column of data appropriately After a report design is approved, you should document After a report design is approved, you should document

the design in a report analysis form which contains the design in a report analysis form which contains information about the fields, data types and lengths, information about the fields, data types and lengths, report frequency and distribution, and other comments. report frequency and distribution, and other comments.



Printed and Screen OutputPrinted and Screen Output Printing Volume and Time RequirementsPrinting Volume and Time Requirements

High volume of reports can significantly High volume of reports can significantly increase a system’s TCOincrease a system’s TCO

Paper is expensive to purchase, print, and storePaper is expensive to purchase, print, and store Printed information is outdated quicklyPrinted information is outdated quickly Take into consideration printer specific capacity Take into consideration printer specific capacity

and limitationand limitation Efficient printing operations, timely delivery of Efficient printing operations, timely delivery of

finished reports, and accurate forecasts of finished reports, and accurate forecasts of paper and storage needs, all depend on paper and storage needs, all depend on accurate estimates of print volume and timesaccurate estimates of print volume and times



Printed and Screen OutputPrinted and Screen Output Output Control and SecurityOutput Control and Security

Output must be accurate, complete, current, Output must be accurate, complete, current, and secureand secure

Companies use various output control methods Companies use various output control methods to maintain output integrity and securityto maintain output integrity and security

Output control includesOutput control includes Report titleReport title Report numberReport number report codereport code Printing datePrinting date Time period coveredTime period covered The end of the report should be labeled clearlyThe end of the report should be labeled clearly

Control totals and recorded counts should be Control totals and recorded counts should be reconciled reconciled against input totals and countsagainst input totals and counts

All processing errors or interruptions must be All processing errors or interruptions must be logged so they can analyzedlogged so they can analyzed



Printed and Screen OutputPrinted and Screen OutputOutput Control and SecurityOutput Control and Security Output security protects privacy rights and Output security protects privacy rights and

shields the organization’s data from theft or shields the organization’s data from theft or unauthorized accessunauthorized access

Output security includesOutput security includes Limit the number of printed copies and use a Limit the number of printed copies and use a

tracking procedure to account for each copytracking procedure to account for each copy You should use specific procedures to ensure that You should use specific procedures to ensure that

the output is delivered to authorized recipients the output is delivered to authorized recipients onlyonly

Keep sensitive data in a secure place Keep sensitive data in a secure place



Printed and Screen OutputPrinted and Screen Output Output Control and SecurityOutput Control and Security

The IT department is responsible for output control and The IT department is responsible for output control and security measuressecurity measures

Security should be designed into the system by using Security should be designed into the system by using passwords and other authentication methodspasswords and other authentication methods

Controlling user access by assigning suitable authorizations Controlling user access by assigning suitable authorizations and privilegesand privileges

Physical security always will be necessaryPhysical security always will be necessary Many companies have installed diskless workstationsMany companies have installed diskless workstations

A diskless workstation is a network terminal that A diskless workstation is a network terminal that supports a full-featured user interface, but limits the supports a full-featured user interface, but limits the printing or copying of data, except to certain network printing or copying of data, except to certain network resources that can be monitored and controlled more resources that can be monitored and controlled more easily. easily.



Sequence SummarySequence Summary Report can take various types, including detail, Report can take various types, including detail,

exceptions, and summary reportsexceptions, and summary reports Report Design Principles include report header, report Report Design Principles include report header, report

footer, page header, page footer, footer, page header, page footer, column spacing, column spacing, field order, field order, grouping detail linesfield order, field order, grouping detail lines

Output must be accurate, complete, current, and Output must be accurate, complete, current, and securesecure

Output control includes, report title, report number, Output control includes, report title, report number, report code, printing date, time period covered, and report code, printing date, time period covered, and the end of the report should be labeled clearlythe end of the report should be labeled clearly

Output security protects privacy rights and shields the Output security protects privacy rights and shields the organization’s data from theft or unauthorized accessorganization’s data from theft or unauthorized access

Output security includes, limit the number of printed Output security includes, limit the number of printed copies and use a tracking procedure to account for copies and use a tracking procedure to account for each copy, use specific procedures to ensure that the each copy, use specific procedures to ensure that the output is delivered to authorized recipients only, and output is delivered to authorized recipients only, and keep sensitive data in a secure place keep sensitive data in a secure place



Sequence SummarySequence Summary In this Sequence we haveIn this Sequence we have

Explained various types of reports, including Explained various types of reports, including detail, exceptions, and summary reportsdetail, exceptions, and summary reports

Explained rExplained report Design Principles include eport Design Principles include report header, report footer, page header, report header, report footer, page header, page footer, page footer, column spacing, field order, field column spacing, field order, field order, grouping detail linesorder, grouping detail lines

Explained output control includes, report title, Explained output control includes, report title, report number, report code, printing date, time report number, report code, printing date, time period covered, and the end of the report period covered, and the end of the report should be labeled clearlyshould be labeled clearly

Defined and described output securityDefined and described output security



ReferenceReference

[1] System Analysis and Design, Sixth Edition[1] System Analysis and Design, Sixth Edition Authors: Gary B. Shelly, Thomas J. Authors: Gary B. Shelly, Thomas J.

Cashman and Harry J. Rosenblatt , Cashman and Harry J. Rosenblatt , Publisher: SHELLY CASHMAN SEWIES.Publisher: SHELLY CASHMAN SEWIES.

[2] system analysis and design, sixth edition[2] system analysis and design, sixth edition Authors: Kenneth E. Kendall and Julie E. Authors: Kenneth E. Kendall and Julie E.

KendallKendall Publisher: Prentice HallPublisher: Prentice Hall

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