15
Kendall & Kendall
Systems Analysis and Design, 9e
Designing Accurate
Data Entry Procedures
Kendall & Kendall Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall
Learning Objectives
• Understand the uses of effective coding to
support users in accomplishing their tasks.
• Design effective and efficient data capture
approaches for people and systems.
• Recognize how to ensure data quality
through validation.
• Articulate accuracy advantages of user
input on ecommerce websites.
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Accurate Data-Entry
Objectives
• Effective coding
• Efficient data capture
• Effective data capture
• Assuring data quality through validation
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Major Topics
• Effective coding
• Types of codes
• Guidelines for coding
• Validation methods
• Check digits
• Ecommerce accuracy
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Effective Coding
• Data that are coded require less time to
enter
• Coding helps to reduce the number of
items entered
• Coding can help in sorting of data
during the data transformation process
• Coded data can save valuable memory
and storage space
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Human Purposes for Coding
• Keeps track of something
• Classifies information
• Conceals information
• Reveals information
• Requests appropriate action
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Keeping Track of Something
• Simple sequence code
• Alphabetic derivation codes
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Simple Sequence Codes
• A number that is assigned to something
if it needs to be numbered
• No relation to the data itself
Using a simple sequence code to indicate the sequence in
which orders enter a custom furniture shop (Figure 15.1)
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Simple Sequence Codes
(Advantages)
• Eliminates the possibility of assigning
the same number
• It gives users an approximation of when
the order was received
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Simple Sequence Codes
(Disadvantages)
• When you do not wish to have someone
read the code to figure out how many
numbers have been assigned
• When a more complex code is desirable
to avoid a costly mistake
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Alphabetic Derivation Codes
• A commonly used approach in
identifying an account number
Identifying the account of a magazine subscriber with an
alphabetic derivation code (Figure 15.2)
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Alphabetic Derivation Codes
(Disadvantages)
• When the alphabetic portion is small or
when the name contains fewer
consonants than the code requires
• Names like ROE—become RXX
• Some of the data may change
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Classification Information
• Affords the ability to distinguish
between classes of items
• Must be mutually exclusive
• Classification codes
• Block sequence codes
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Classification Codes
• Used to distinguish one group of data
with special characteristics from another
• Can consist of either a single letter or a
number
• A shorthand way of describing a
person, place, thing, or event
• Listed in manuals or posted so that
users can locate them easily
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Classification Codes
• Use a single letter for a code
Grouping tax-deductible items through the use
of a one-letter classification code (Figure 15.3)
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Block Sequence Codes
• An extension of the sequence code
• Data are grouped according to common
characteristics
• Simplicity of assigning the next
available number (within the block) to
the next item needing identification
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Using a Block Sequence Code to Group
Similar Software Packages (Figure 15.5)
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Concealing Information
• Codes may be used to conceal or
disguise information
• Cipher Codes
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Cipher Codes
• The direct substitution of one letter for
another, one number for another, or
one letter for a number
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