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SYSTEMS DESIGN
Question 1
Discuss with examples, the commonly used coding schemes for data
processing.
(Final May 1997, Nov 2006)
Answer
The commonly used coding schemes for data processing are briefly
discussed below:
1. Classification codes : Classification codes place separate
entities, such as events, people, or objects into distinct groups
called classes. A code is used to distinguish one class from
another. The code is recorded on the source document by the
user. In an online system, it can be keyed directly into the
system through a terminal. The user classifies the event into one
of the several possible categories and records the code.
For example, on a toll bridge, the number of each type of
vehicles travelling on the bridge is counted to monitor its use.
Toll charges are based on the type of vehicle. Since many types
of vehicles travel the bridge, using common attributes of size,
weight and the state to which it belongs would make its
description difficult. Therefore, classification codes are
established to group the vehicles in various classes. For
example, a passenger car travelling the bridge is categorized as
class 1 vehicle and charged the lowest rate. However, a
passenger car towing a two wheeler trailer-is coded as class 2
and the one towing a four wheeler trailer is classified as class 3.
Classification codes vastly simplify the input process because
only a single digit code is required. The need for writing lengthy
descriptions or making judgements is eliminated and hence the
process is made simpler.
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C o d e F u n c t i o n
1 D e l i v e r e d
2 S o l d
3 S p o i l e d
4 L o s to r S t o l e n
5 R e t u r n e d
6 T r a n s f e r r e d o u t
7 T r a n s f e r r e d i n
8 J o u r n a l e n t r y ( a d d )
9 J o u r n a l e n t r y ( s u b s t r a c t )
Function codes compactly capture functions that the
computer must perform
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what data are entered, who enters them, where they are entered,
and when they are entered. This review highlights basic problems
and difficulties with the present system. An understanding of the
present system’s input directs attention to those areas needing
improvement for more efficient data entry.
Important factors to be considered in the input design:
(i) Content: The analyst is required to consider the types of data
that are needed to be gathered to generate the desired user
outputs. This can be quite complicated because new systems
often mean new information and new information often requires
new sources of data. Sometimes, the data needed for a new
system are not available within the organization. Hence, the
system designer has to prepare new documents for collecting
such information.
(ii) Timeliness: In data processing, it is very important that data is
inputted to computer in time because outputs cannot be
produced until certain inputs are available. Hence, a plan must
be established regarding when different types of inputs will
enter the system. In transaction data processing, the people
needing output are not the same who input most of the data.
Hence, timeliness of input becomes more relevant for such
systems.
(iii) Media: Another important input consideration includes the
choice of input media and subsequently the devices on which to
enter the data. Various user input alternatives available in the
market include display work stations, magnetic tapes, magnetic
disks, key-boards, optical character recognition, pen-based
computers and voice input etc. A suitable medium may be
selected depending on the application to be computerized.
(iv) Format: After the data contents and media requirements are
determined, input formats are considered. While specifying the
record formats, for instance, the type and length of each data
field as well as any other special characteristics (number
decimal places etc.) must be defined. However, designing input
formats in mainframe and mini-computer database environments
often requires the assistance of a professional programmer or
database administrator.
(v) Input volume: Input volume refers to the amount of data that
has to be entered in the computer system at any one time. In
some decision-support systems and many real-time transaction
processing systems, input volume is light. In batch-oriented
transaction processing systems, input volume could be heavy
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Question 4
What are the six important factors which should be considered while
designing the user outputs?
(Final May 2001 & May 2004)
Answer
There are six important factors which should be considered by the
system analyst while designing user outputs. These are briefly
discussed below:
(i) Content : Content refers to the actual pieces of data included
among the outputs provided to users. For example, the contents
of a weekly report to a sales manager might consist of sales
person's name, sales calls made by each sales person during the
week, and the amount of each product sold by each salesperson
to each major client category. It is to be noted here that systems
designers generally put too much content into managerial
reports instead of too little. Too much content can cause
managers to waste time in isolating the information that they
need; it also diminishes the impact of truly important
information. Hence, only the required information should be
included in various outputs.
(ii) Form : Form refers to the way that content is presented to
users. Content can be presented in various forms; quantitative,
non-quantitative, text, graphics, video and audio. For example,
information on distribution channels may be more
understandable to the concerned manager if it is presented in
the form of a map, with dots representing individual outlets for
stores. Various department managers often prefer both
summary and detailed information to be presented in relative
terms or in chart form such as a pie chart, line chart or bar chart
rather than information in absolute terms. Sometimes,
converting absolute values to relative values such as
percentages often help managers to comprehend the data easily
and make better decisions. Hence, the form of the output should
be decided keeping in view the requirements for the concerned
user.
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Answer
A system manual or job specification manual is an output of the
system design that describes the task to be performed by the
system with complete layouts and flow charts. It contains:
(i) General description of the existing system: It describes the
general structure of the existing system from top management
to the bottom management.
(ii) Flow of the existing system: It describes the input,
processing and output of the data to be flow at various levels of
organisation’s structure.
(iii) Outputs of the existing system: The documents produced by
existing system are listed and briefly described, including
distribution of copies.
(iv) General description of the new system: Its purpose and
functions and also major differences from the existing system
are stated together with a brief justification for the changes.
(v) Flow of the new system: This shows the flow of the system
from and to the computer operation and within the computer
department.
(vi) Output Layouts: It describes the user interface or layouts for
the user that is used for better communication in near future.
(vii) Output distribution: The output distribution is summarized
to show what each department will receive as a part of the
proposed system.
(viii) Input layouts: The inputs to the new system are described
as well as a complete layouts of the input documents, input
disks or tapes are described.
(ix) Input responsibility: The source of each input document is
indicated as also the user department responsible for each item
on the input documents.
(x) Macro Logic: The overall logic of the internal flows will be
briefly described by the systems analyst, wherever useful.
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