Module 2
Basic tool of system analysis
Identification codes – definition
Identification code is defined as a group of characters used to identify a
record of data. When large volumes of data are handled, it is needed to identify
records that form a database. By using a code, we can easily manipulate that data.
Identification codes are unique and smaller than descriptions of the data. Codes can
also be used to show the relationship among similar records.
Eg: employee_id which is used to identify an employee, PIN to identify postal areas
etc.
Need for codes
A knowledge of codes and coding techniques is essential to the system analyst.
The system analyst is responsible for selecting codes during the various phases in the
life cycle of a system. So he should have the ability to interpret codes, evaluate
coding schemes and devise new coding schemes. In order to verify the need of a
code, the system analyst must work with users to find answers to questions related to
the items to be coded. The questions may be any of the following
1. The users of the coded items and records-Different users will require
different types of code.
2. The frequency of code usage -There is difference between the codes
used regularly and infrequently.
3. The purpose of codes
4. The amount of data needed to be contained in the code. If the code is
needed only to retrieve data from a computer, a unique identification is
the only requirement. But if the user has to get some information from
the data, relationship data has to be included in the code.
5. The method of code usage- There is difference between code that are
handled manually and that are processed with computer.
6. The flexibility of allowing more number of coded records- There
should be provision for allowing more data.
7. The system characteristics that need to be accommodated- If there
are special hardware or software usage, it will require special
requirements on the data
Code plan
The Code plan identifies the particular characteristics that need to be
contained within the code. It should contain only items that helps in the identification
and retrieval of coded items.
Eg: In the code plan for a form, form title, responsible department, revision number
and date of issue may be included. Characteristics that seem similar may be coded
differently for unrelated items. The system analyst recommends an appropriate
coding method after preparing a code plan. The method must be
1. Expandable
2. Precise
3. Concise
4. Convenient
5. Meaningful
6. Operable
Code dictionary
A code dictionary is needed to help people to work with the code. A code
dictionary is a listing of codes and their corresponding data descriptions. The
dictionary can be used to translate a code to corresponding data item
Common type of codes
There are five categories of codes. They are
1. Sequence Code
2. Group Classification Code
3. Significant digit Code
4. Alphanumeric Code
5. Self Checking Code
1. Sequence Code
There are two types of sequence codes
(1) Simple Sequence Code
In this code, there is no relation to the characteristics of an item. Eg: 1,2,3,….
We can also use the alphabetical order. This can be helpful. The order aid in decoding
Assignment of consecutive numbers to a list of items is an example.
Advantage
This code can be used to code a large number of items
Disadvantage
It also need limited amount of information
(2) Block Sequence Code
A series of consecutive numbers and /or letters is divided into blocks, each one
reserved for identifying a group of items with a common characteristic. List of items
is prepared and block of numbers is assigned to items with a specific characteristic.
For example : 1-10 for names staring with ‘A’
11-20 for names with ‘B’ and so on.
2. Group Classification Code
Group classification code designates major, intermediate and minor data
classification by successively lower order of digits. It is useful when the code can be
divided into sub groups
Eg : PIN code (Postal Index Number is a 6 digit code of Post Office numbering.
3. Significant digit Code
Here, the numbers describe a measurable physical characteristic of the
item. The characteristics may be height, weight etc. The figure gives an example
code plan for tyre size.
4. Alphanumeric code
This code is described by the use of letter and number combinations.
Two categories are :
(1) Mnemonic Code
(2) Alphabetic Derivation Code
(1) Mnemonic Code
Mnemonic codes are letter and number combinations obtained from
descriptions of the coded form. A mnemonic is a reminder of the name or description
of an item. Usually it is an abbreviation of an item's name.
(2) Alphabetic Derivation Code
Alphabetic derivation codes are made up of characters taken or derived from the
name or description of the coded item according to a set of rules
5. Self Checking Code
• Uses a check digit to check the validity of the code
• Used to control the validity of data
FORM DESIGN-Introduction
Data that enters and leaves a system is recorded on forms. The task of
producing a detailed layout for a form is the responsibility of a form specialist. Form
specialists are experts in types and size of form, sizes and styles of print, and details
of preparing a form layout for reproduction. The specialist are available to the system
analyst for the design of form
The analyst must help users develop their form requirements and guide
them in the development of cost effective forms. The coordination of ideas between
the user and the form specialist is the responsibility of the system analyst. The analyst
verifies the proof copy of the form and checks whether details needed for the user are
available.
Basic parts of form
A form has 5 main parts
1. Title 2. Instructions 3. Heading [Link] 5. Conclusion
Title
It identifies the form and must be as descriptive and as brief as possible. The title
is usually centered at the top of the form.
Eg: SALES ORDER
Instructions
It tells how to complete or use the form. General instructions should be placed at the
beginning of the form. Form may also include instructions specified near certain
fields. Instructions should be seen before the form is completed. If there are more
sections., separate instructions should be given for each section
Heading
It contains all the general identification of data. The heading data is not the
information the form was designed to collect. It is used for record identification. The
heading data is usually separated from the remainder of the form by ruled lines or by
a box around it
Body
The body contains the data the form was designed to collect. The body of the form
should be read from left to right and top to bottom. As many of the data collected by
the form is of numeric form, the body is usually set in a columnar form. The
appropriate use of columns group similar data and is an aid in filling out the form
Conclusion
It contains approvals, signatures and summary data. It appears at the bottom of the form.
Styles of form
There are basically two styles
1. Open Style
2. Boxed Style
1. Open Style
It is simple and consist of headings and open areas in which unrestricted amount of
data can be entered. Open style can be predominantly open in which major parts of
the form contains open areas and minor part contains boxed style entries. Pure open
style form has all entries in open areas
2. Boxed Style
It allocates space to each data item. Each box is identified by a name or a
brief [Link] style can be predominantly boxed or purely boxed
Predominantly Boxed Type
Predominantly Open Style
Open Style Form
Combination of boxed and open style
Types of Form
Type of form is a classification determined by the complexity of its manufacture.
Common types are
1. Cut Forms
2. Specialty Forms
1. Cut Form
Cut forms are printed single sheets of paper. Cut forms are designed by the
user and printed in-house or by a local printer. Cut forms are sometimes made into
note pads for convenience and several copies can be made in one writing by the use
of carbon paper. Cut forms makes up 90% of the forms
2. Specialty Form
Specialty forms are complex forms that require special equipment for their
manufacture and use. Examples include multiple copy forms, forms with special
binding and forms designed to be completed with the use of a machine. Specialty
forms are usually custom designed by a forms manufacturer. There are four principal
types of specialty forms
(1) Forms bound into books
(2)Continuous Forms
(3) Detachable stub sets
(4) Mailers
(1) Forms bound into books
These forms are similar to padded cut forms except for a stronger binding. They are
designed to be completed manually. Receipt book is an example
(2) Continuous Forms
Continuous forms are forms that are a series of pages attached end to end in
a long continuous string. They are used in computer printers. They can be single part
or multi part. Forms to be completed by computer will be blank continuous forms.
All form parts in the above case will be completed as a function of the computer
program. Preprinted computer forms are used whenever there are special
requirements. These forms must be designed by the analyst
(3) Detachable stub sets
This can be filled in by hand or by machine where the original one and one or
more carbon copies bound together. The set may either use carbonless paper or be
bound complete with carbon paper. Binding may be at any edge, preferably top or
left. The bound portion may be perforated
(4) Mailers
It is a version of computer forms designed to be filled with computer
printer. Mailers are blank forms sealed inside envelopes that are attached end -to-end
as continuous forms and covered by a cover page. Selected areas of the cover page
and the front of each envelope are backed by carbon paper. All the data to be printed
including the name and address is printed on the cover page. Because of the
positioning of carbon paper behind the cover page, only the mailing name and
address print through on the envelope .Because of the carbon paper on the front
inside of the envelope, form inside the envelope also is printed. Cover page is usually
retained as a file copy.
Principles of form design
Well-designed business forms can increase clerical efficiency , improve work flow
and lower costs. Analysts should observe four principles for a good form design
• The form must be easy to fill
• The completed form must be easy to use in the system
• The form should not collect data that will not be used in the system
• The form should not be unnecessarily expensive
Ease of data recording
Analysts should avoid errors induced by form’s design. Data should be
grouped in a logical pattern. All data entry areas must be clearly labeled. Leave
adequate space for response
Ease of use
Sequence the data in the order in which it is to be [Link] analyst should be aware
of the effect of ink and paper combinations on the legibility and readability of the
[Link] of ink and paper color combinations must be [Link] paper
can be used to distinguish between various copies of a form
Le Courier’s Legibility Table :
Required Data
Analyst should verify that all data items requested on a form are [Link]
unnecessary information , waste the time of the person collecting data, clutter the
form and adds unwanted clerical work
Cost Considerations
The costs of using a form are far greater than the cost of producing [Link]
on an in-house or out-of-house production must be [Link] complex or high quality
forms , in-house production may be expensive.
Design forms in a standard size , such as 8 ½ ” X 11” or 5 ½ X 8 ½ ”.Avoid
forms larger than 8 ½” X 11 ”
Print forms in reasonable quantities. Bid for printing charge include setup charge
which is almost constant regardless of the number of copies