Principles & Guidelines for Output Design

  • Types of computer outputs
  • Output Design
  • Prototype
  • There are two basic types of computer outputs:
    • External
    • Internal

External Outputs

  • 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.

Typical External Output
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Typical External Turnaround Output
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Internal Outputs

  • 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
    • Exception
  • 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.

Sample Detailed Report
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Internal outputs - Summary

  • 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 briefly.

Sample Summary Report
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Internal outputs - Exception

  • Filter data before it is presented to the manager as information.
  • Exception reports only report exceptions to some condition or standard.

Sample Exception Report
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Output Design

The following general principles are important for output design:

  • Computer outputs should be simple to read and interpret. These guidelines may enhance readability:
    • Every report or output screen should have a title.
    • Reports and screens should include section headings to segment large amounts of information.
    • Information in columns should have column headings.
    • Section and column headings may be abbreviated. Include legends to interpret those headings.
    • Legends should define all fields on a report. You never know whose hands a report might end up in!
    • Sorting is done on the first or second column of data
    • NO Computer jargon or error messages

Prototype The Output for System Users

  • The format or layout of an output directly affects the system user’s ability to read and interpret it.
  • The best way to lay out outputs is to sketch or, better still, generate a sample of the report or document via prototyping.
  • When prototyping outputs, it is important to involve the user to obtain feedback.
  • The user should be allowed to test the screens and recommend changes.

Sample Report Customization Prototype Screen
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Sample Report Prototype Screen
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