MODULE 7

DATA INPUT METHODS

Contents

1. MOTIVATION AND LEARNING GOALS

2. LEARNING UNIT 1
Data Dictionary : its development and use

3. LEARNING UNIT 2
Data input methods : Batch and Interactive

4. LEARNING UNIT 3
Coding technique for unique data representation.

5. References
 DATA INPUT METHODS

MOTIVATION
During systems analysis it is essential for an analyst to decide the necessary
and sufficient data for designing an application. DFD gives the dataflows
and stores of a system. Individual data elements of dataflows and stores can
be catalogued. Such a catalogue with description of each element and their
types will be an invaluable aid while designing a system. A catalogue will
also bring out if any data is duplicated/missed. A catalogue will also be an
invaluable documentation of a system. Such a catalogue is called Data
dictionary-It is actually metadata, i.e., data about data. After data dictionary
is designed one needs to determine how the data is to be input. Data input
methods depend on whether the data is filled in by customers in forms
manually and later input by data entry operators or data is directly input by
users on PC’s. We thus need to understand both these methods.

Unless data input is correct, results will be unreliable. Information systems

normally have a large volume of data. Because of large volume special
controls are needed to ensure correctness of data input - otherwise it is
difficult to find which data is incorrect. Thus it is important to design
appropriate data input methods to prevent errors while entering data. Key
data elements are important to identify records. They need to be unique,
concise and understandable by users. Thus we need to study methods of
coding key data element

LEARNING GOALS

At the end of this module you will know

1.The need for a data dictionary for an application
2.How to develop a data dictionary for an application
3.Design of forms and screens for data input.
4.Need and methods of coding data elements.
5.Coding schemes for automatic error detection while inputting data
6.Need for and design of input data validation methods.
 LEARNING UNIT 1

Data Dictionary : its development and use

WHAT IS DATA DICTIONARY

Data dictionary is a catalogue of all data used in an application, their names,
type and their origin. In other words it is data about data which is called
metadata. Data dictionary gives a single point reference of data repository
of an organization. It is thus an important documentation which would be
useful to maintain a system

HOW IS DATA DICTIONARY DEVELOPED?

The Starting point of developing a data dictionary is a DFD.

Example:
Consider the Receiving office DFD.

Inspection
Receivin Office
g Items
Vendor Received
Delivery Process
note note

Orders Purchase
Office
Discrepancy
note
WORD STATEMENT OF REQUIREMENTS FOR THE ABOVE DFD
Vendor sends items with a delivery note while fulfilling an order (along
with the physical items) to a receiving office.
Receiving office compares a delivery note against order placed. If there is
a discrepancy a discrepancy note is sent to purchase office.
Actual items received note is sent to the inspection office along with items
received.

DATA ELEMENTS IN DATA FLOW

From word statement we derive data elements in each data flow.

Order no,Vendor name,Vendor address,item name,delivery date,quantity

supplied,units
Item name and Vendor name may not be unique. To ensure uniqueness
we assign unique codes for them. Name of item is however still kept as
it is to aid
people.
Thus delivery note is:
Delivery note = Order no + Vendor code + Vendor name + Vendor address
+ item code + item name + delivery date + quantity supplied + units.

Discrepancy note : Order no + Vendor code + Vendor name + Vendor

address + item code + item name + delivery date + quantity supplied + units
+ excess/deficiency + no of days late/early.

Items received note = Delivery note

Data in data store

Order records = order no + vendor code + vendor name + vendor address +

item code + item name + order date + qty ordered + units + delivery period.
TYPICAL CHARACTERSTICS OF DATA ELEMENTS(CONTD)
Data dictionary gives in detail the characteristics of a data element.
Typical characteristics are:

Data name : Should be descriptive and self explanatory.This will help in

documentation and maintenance
Data description : What it represents
Origin : Where the data originates
e.g. input from forms, comes from receiving office, keyed in by user
etc.
Destination : Where data will flow and will be used (if any)
Data Type : numeric, alphanumeric,letters(or text),binary(0 or 1; True or
False), Integer, Decimal fixed point, real(floating point), currency unit, date
Length : no of columns needed
Limits on value : (if relevant)
e.g. upper and lower bounds of value (age>0,<100)
Remarks : (if any)

EXAMPLE OF DATA DICTIONARY ENTRY

1)
Name : Order number
Description : Used to identify order given to vendor
Origin : Part of delivery note from vendor
Destination : Receiving process
Data type : Numeric Integer
Length : 8 digits
Limits on value : >000,<=99999999
Actual value not relevant.Used only as unique identifier
Remarks: It is a key field.

2)
Name : Delivery date
Description : Date item is to be delivered
Origin : Part of delivery note from vendor.Is also in orders data store which
is input to receiving process
Destination : Receiving process
Data type : Numeric Integer
Length : 8 digits
Limits on value : Date field in the form DDMMYYYY.
Should satisfy constraints of a date in calendar
Remarks: Blank fields not allowed.
e.g.05082004 is ok but not 582004

DATA DICTIONARY USES

Data dictionary can be enormous in size. Requires careful development.

However, it is centralized reference document. It is an invaluable resource to
design input forms, screens, data checking programs, process specification
and database. It is very useful in understanding and maintaining system
 LEARNING UNIT 2

Data input methods : Batch and Interactive

ON-LINE - User directly Enters data using screen prompts

OFF-LINE -Forms filled by users- for example-candidates for admission to

a college fill forms

ERROR SOURCES

Errors in on-line data entry due to poor screen design. System should
inform the user immediately when wrong data is input
Errors in off-line data entry due to bad form design and human errors by
users and data entry operator.
Using a form which leaves enough space for writing legibly and has clear
instructions prevents user from making mistakes.

OFF LINE DATA ENTRY – PROBLEMS

It is not always possible for the machine to give message when input is
wrong, error may be found after elapse of time period. Therefore good
controls to automatically detect and if possible correct errors is required.
 BATCH DATA ENTRY
Data
Data entered Keyboard Input file validation
in forms Data entry program

Error
Input batch
batch Update
Error
report program

Data Data
Output report processing store
program

Name

Address
Bad design : Tendency will be to fill name on top line.
Not enough space for letters of address

Bad design : Choices are not codified.

Tick as applicable Data entry operator will be confused .
Individual
Hindu undivided family

Parent/Guardian of minor
 Enter date Enter date

Day month Year

(Bad design)
(Good design)

Enter time Enter time

Enter name and address using capital letters Use one box for each alphabet
Hr Min Sec

Tick any of the following

Shri (Good Smtdesign) Kum (Bad design)
1 2 3
Name
Only address (do not
Repeat name)
Pin
I am applying as:

Tick oneClear
of the boxes below
instructions. Enough space for entry manually.

Individual Hindu undivided Parent or guardian

family
COMPUTER READABLE FORMS Of minor

As manual data input from forms are slow and expensive, attempts have
been made to automate form reading using scanners, but this needs hand
writing recognition and correct form alignment, which is not always
successful. However, if forms require just darkening some pre-defined
areas they can be machine read and interpreted.
Example – Multiple choice questions in exams where specific boxes are
darkened based on the choice.
INTERACTIVE DATA INPUT
Advent of PC’s and client/server model in computer networks, interactive
data input is now widely used

Advantages are instant response when data is input so that errors are
immediately corrected, flexibility in screen design which minimizes manual
effort. And use of mouse and icons simplifies pre-determined choices of data

Three main models of interactive data input :

Menus
Templates
Commands

MODELS OF DATA INPUT

MENUS
User presented several alternatives and asked to type his/her choice

EXAMPLE

SELECT ALTERNATIVE

Type 1 For entering new student record

Type 2 For deleting student record
Type 3 For changing student record

Your choice
TEMPLATE

Template is analogous to form. It has features to reject incorrect data input

using built-in program and is user friendly

Example

Roll no
Name
FIRST NAME/INTIALS LAST NAME

Dept code
CE CS ME EE IT

Year

Hostel code
A B C D

Pre-programmed to reject incorrect Roll no,Dept code,Year, Hostel code

Interactive commands guides user through alternatives

Example
Computer : Did you request deletion of record ?
Type Y or N
User :Y
Computer : Give student roll no
User : 56743
Computer : Is name of the student A.K.Jain?
Type Y or N
User :Y
Computer : Is he 1st year student
Type Y or N
User :Y
Computer : Shall I delete name?
User :Y
Normally all three models will occur together in application .In other words
Menu, Forms and Commands are not mutually exclusive. In Graphical user
interface design use of languages such as Visual Basic simplifies design of
user interface.
 LEARNING UNIT 3

Coding technique for unique data representation.

WHY DO WE NEED CODES?

UNIQUE IDENTIFIER
-Example Roll no instead of name

CROSS REFERENCING BETWEEN APPLICATIONS

-unique Roll no may be used in examination records, accounts,
and health centre
EFFICIENT STORAGE AND RETRIEVAL
- Codes concise- a long name will have a shorter roll no

WHAT ARE THE REQUIREMENTS OF A GOOD CODE?

CONCISE - Smallest length to reduce storage and data input effort
EXPANDABLE - Add new members easily
MEANINGFUL- Code must convey some information about item being
coded
COMPREHENSIVE - Include all relevant characteristics of item being
coded
PRECISE - Unique, unambiguous code
 WHAT METHODS DO WE USE TO CODE

1) SERIAL NO: Assign serial number to each item

2) BLOCK CODES: Blocks of serial numbers assigned to different
categories.
3) GROUP CLASSIFICATION CODE- Groups of digits/characters
assigned for different characteristics

Roll no 87 1 05 2 465

Year Term Dept Status Serial no

admitte admitte UG/PG In dept

(use meaningful characters) 87 1 CS UG 465

4) SIGNIFICANT CODES - Some or all parts given values

Roll no BA 1 95 C B R

Cotton Color Style

Banian Male Chest size
(blue) (Round neck)
cms
 CHARACTERSTICS OF CODES

Characteristics
Codes Concise Expandable Meaningful Comprehensive Precise

SERIAL NO Yes Yes No No Yes

BLOCK CODES Moderate Yes No No Yes

GROUP No Yes Yes Yes Yes

CLASSIFICA-
TION CODE

SIGNIFICANT No Yes Yes Yes Yes

CODEERROR DETECTION CODE

Incorrect data entry can lead to chaos.Mistakes occur as volume of data

processed is large. Therfore its necessary to detect and if possible correct
errors in data entry. Error can be detetected by introducing controlled
redundancy in codes.

MODULUS 11 CHECK DIGIT SYSTEM

Error detection digit added at the end of a numeric code
Code designed in such a way as to detect all single transcription and single
transposition errors which is 95% of all errors
Single transcription error- 49687 48687
 Single transposition error 45687 48657
Given code 49687 modulus check digit obtained as follows:
Multiply each digit by
Weights of 2,3,4 etc starting with least significant digit
7*2+8*3+6*4+9*5+4*6=131
131/11=11,remainder 10; or 131 mod (11) =10;
(11-10)=1 append it to the code
The code with check digit=496871
If remainder is 1 then append(11-1)=10 code as X

WHY DOES MODULUS 11 CHECK DIGIT WORK

Given dn,dn-1,……..d1 where d1 is the check digit

n
(∑Widi )mod N=0 by design
i=1
What should be the values of N & Wis
Single transcription error: dk become t
n n
(∑Widi )= (∑Widi ) + t Wk - Wk dk
i=1 i=1

As (∑Widi ) mod N=0 (t- dk ) Wk mod N = 0

OTHER
(t- dk ) WCHECKING SYSTEMS
k =p.N where p is any integer

Use modulo n check with n prime > largest code character value
Conditions
For hexadecimal codes symbols = 16, n =17
• For0<Wk<N
alphanumeric codes 26 letters
• As [t-dk] < 10 and Wk < N, N>10
• 10 digits
Product of integer not a prime => N a prime
• Smallest prime > 10 =11 => N=11
36 symbols

Therefore n=37.
VALIDATING INPUT DATA

When large volume of data is input special precautions are needed to

validate data
validation checks methods:
sequence numbering - detects missing record
batch control - use batch totals
data entry and verification-dual input
record totals-add individual values for checking
modulus 11 check digit

CHECKS ON INDIVIDUAL FIELDS

Radix errors - For example seconds field cannot exceed 60,month field
cannot exceed 12
Range check - Fields should be within specified range
Reasonableness check - Telephone bill cannot be more than 10 times
average bill of last few months
Inconsistent data - For example : 31-04-99
Incorrect data- Batch total checks this
Missing data - Batch control data checks this
Inter field relationship check -
For example - Student of 8lh class cannot have age > 25
REFERENCES

1. Most of the material in this module has been adapted from the book
“Analysis and Design of Information Systems”, 2nd Edition, by
V.Rajaraman, Prentice Hall of India, 2003. Chapter 5 (pp. 49-52) and
Chapter 11 (pp.154-170).

2. Good material on Data Dictionary is found in K.E.Kendall and

J.E.Kendall , “Systems Analysis and Design”, 5th Edition, Pearson
Education Asia, 2003.Chapter 10 on Data Dictionaries. Chapter 16
Designing Effective Input.