designing effective output week viii

WEEK VIII

JOEY MILLER D. MINGUILLAN

Designing output

Output technologies

Factors in choosing an output technology

Report design

Screen design

Web site design

Kendall & KendallCopyright © 2002 by Prentice Hall, Inc.

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Internal output is used within the corporation

External output is used outside the organization

External output differs from internal output in its design and appearance

A turnaround document is one that is sent out and then returned


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Output should be designed to◦ Serve the intended purpose

◦ Be meaningful to the user

◦ Deliver the right quantity of output

◦ Deliver it to the right place

◦ Provide output on time

◦ Choose the right output method


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Output can be in the form of◦ Print

◦ Screen

◦ Audio

◦ CD-ROM or CD-RW

◦ DVD

◦ E-mail

◦ The World Wide Web

◦ Electronic output


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Output technologies differ in their◦ Speed

◦ Cost

◦ Portability

◦ Flexibility

◦ Storage and retrieval possibilities


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Video clips are useful for◦ Supplementing static, printed output

◦ Distance collaboration

◦ Showing how to perform an action

◦ Providing brief training episodes

◦ Shifting the time of an actual event by recording it for later output

◦ Preserving an important occasion for addition to an organization’s archives


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Animation is composed of four elements:◦ Elemental symbols

◦ Spatial orientation

◦ Transition effects

◦ Alteration effects


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Electronic output includes◦ Fax

◦ Electronic mail

◦ The World Wide Web

◦ Bulletin board messages


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Drawbacks of electronic and Web-based output are◦ The design of CD-ROM is very time- consuming

and expensive

◦ CD-ROM is troublesome to update

◦ CD-ROM is difficult to use on a network

◦ Electronic mail has difficulty in formatting control


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Disadvantages, continued◦ Electronic mail has a potential for abuse

◦ Junk electronic mail may become a problem

◦ It is difficult to express a mood with electronic mail and communication may be more informal


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Pull technology allows the user to take formatted data from the Web

Push technology sends solicited or unsolicited information to a customer or client


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Factors that must be considered when choosing an output technology are◦ Who will use the output?

◦ How many people need the output?

◦ Where is the output needed?

◦ What is the purpose of the output?

◦ What is the speed with which output is needed?


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◦ How frequently will the output be accessed?

◦ How long will the output be stored?

◦ Under what special regulations is the output produced, stored, and distributed?

◦ What are the initial and ongoing costs of maintenance and supplies?

◦ What are the environmental requirements for output technologies?


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Analysts must be aware of sources of output bias and inform users of the possibilities of bias in output

Bias is introduced in three main ways:◦ How information is sorted

◦ Setting of acceptable limits

◦ Choice of graphics


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Strategies to avoid output bias◦ Awareness of the sources of bias

◦ Design of output that includes users

◦ Working with users so that they are informed of the output's biases

◦ Creating output that is flexible and allows users to modify limits and ranges

◦ Train users to rely on multiple output for conducting "reality tests" on system output


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Design reports using software

Design guidelines for printed reports are◦ Include functional attributes, such as headings,

page numbers, and control breaks

◦ Incorporate stylistic and aesthetic attributes, such as extra blank space and grouping data


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Examine the type of data: alphabetic, special, or numeric

Constant information does not change when the report is printed

Variable information changes each time the report is printed

Specify the paper quality, type, and size


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Steps to follow when designing reports using a computer-aided software tool◦ Determine the need for the report

◦ Determine the users

◦ Determine the data items to be included

◦ Estimate the overall size of the report

◦ Title the report

◦ Number the pages of the report


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Further steps for designing reports◦ Include the preparation date on the report

◦ Label each column of data appropriately

◦ Define variable data indicating the type of data

◦ Indicate the positioning of blank lines used to help organize information

◦ Review prototype reports with users and programmers


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Stylistic/aesthetic elements of printed reports include◦ Organization

◦ Control breaks

◦ Blank spaces

◦ Margins

◦ Color coding


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Online screens are designed using screen design software

Guidelines for screen design are◦ Keep the screen simple

◦ Keep the screen presentation consistent

◦ Facilitate user movement among screens

◦ Create an attractive screen


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Primary considerations for designing graphical output◦ Output must be accurate, easy to understand and

use

◦ The purpose of the graph must be determined

◦ Decision makers must be trained in using it

◦ Provide the ability to call up a variety of user views as well possible commands


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Design principles must be used when designing Web sites

These include◦ Using professional tools

◦ Studying other sites

◦ Using Web resources

◦ Examining the sites of professional Web site designers


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Further principles◦ Using tools that you are familiar with

◦ Consulting books

◦ Looking at examples of poorly designed pages

◦ Creating Web templates. Style sheets allow you to format all Web pages in a site consistently

◦ Using plug-ins, audio, and video sparingly


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Guidelines for using graphics when designing Web sites are◦ Use either JPEG or GIF formats

◦ Create a few professional-looking graphics for use on your page

◦ Keep the background simple and readable

◦ Examine your Web site on a variety of monitors and graphics resolutions


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Guidelines continued◦ Save JPEG images at the highest quality possible

within a reasonable size

◦ Use horizontal rules to separate sections of Web pages

◦ Use colorful bullets for lists and hot buttons for links

◦ Keep graphics images small and reuse images


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Guidelines continued◦ Use transparent GIF files to make images that are

not rectangular

◦ Use a graphics package to tilt your image

◦ Follow the three clicks rule which states that you should be able to go to any page in three clicks


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To improve the presentation of a corporate Web site◦ Provide an entry screen or home page

◦ Keep the number of graphics to a reasonable minimum

◦ Use large and colorful fonts for headings

◦ Use interesting images and buttons for links


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Ideas continued◦ Use the same graphics image on several Web pages

◦ Avoid overusing animation, sound, and other “busy” elements

◦ Provide an area on the left side or on the top of the Web page for links to other pages in the Web site


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Ideas continued◦ Make sure that your Web page does not scroll

horizontally, keep the vertical page under 2½ screens

◦ Make sure that your initial page loads quickly

◦ Add one or two Java applets if possible


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Planning a Web site involves◦ Designing the structure of the Web site

◦ Focusing on the content

◦ Using meaningful text

◦ Including appropriate graphics


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Further Web site planning guidelines◦ Paying attention to the presentation of the Web site,

with a consideration of download times

◦ Constructing navigational links

◦ Promoting the Web site


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You can encourage companies to promote your Web sites by:◦ Using e-mail to promote your site

◦ Encouraging readers to bookmark your site

◦ Submitting your site to search engines

◦ Making it clear who is maintaining the Web site

◦ Performing perpetual maintenance of the Web site


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