Design of data entry

Design of data entry

1. Input - design of data entry

   • It is very important to make sure that data is entered accurately and efficiently so the design will need to take into account:
     • Form of data
     • Amount of data
     • How often it is input
     • What devices are available

2. Data capture devices

   • Automatic data capture devices
     • Bar-code readers
     • Quicker than manual data entry
       • may have built in error checking
     • Webcam (that automatically records when movement is sensed)
     • useful when there is a lot of data to be entered
     • Voice recognition software
     • Optical Character Recognition (OCR)
   • Large quantities of manual data entry can cause RSI in operators

3. Validation

   • Method of checking data to try and reduce the number of errors being entered
   • Data is tested against the validation rule
     • gives user an error message if data doesn't pass test
   • Presence check
     • Makes sure some data has been entered
   • Range check
     • checks data is within certain range of letters or numbers
   • Format check
     • Checks data follows a correct pattern
   • Length check
     • checks the correct number of characters has been entered
   • List/Look up check
     • Makes sure that the data is on a list of acceptable values
   • Cross field check
     • makes sure that two fields are always entered correctly each time they are entered into a record
   • Check digit
     • used to make sure long numbers, such as those generated by bar codes, are entered correctly
   • Data type check
     • A type check will ensure that the correct type of data is entered into that field, such as numeric data or alphanumeric

4. Verification

   • Proof eading
   • A good way of avoiding transription errors, errors made by the user not entering data exactly as it was on the written form
   • Duel entry
   • Spell check/grammar check

5. Data capture forms

   • Data is often captured by filling in a data capture form
   • Computer-based forms
     • + Built-in validation
     • + Quicker than writing out the data and then entering it manually
     • - Have to have a computer available when entering data
   • Paper-based forms
     • + can be filled in anywhere and entered into a computer
     • - Can be problems if the data hasn't been written clearly or has been written into the wrong part of the form

6. Designing a computer-based data-entry form.

   • Make it obvious where data needs to be entered, perhaps by using boxes or by use of colours.
   • Give the user some idea of how much data you are expecting by varying the size of the box appropriately.
   • Where a limited number of choices are available use features like drop- down boxes, tick boxes or radio buttons.
   • On a form you can often control the way the user moves through the fields, so think about the order in which you expect the data to be entered.
   • Build in validation so that the chances of data being entered wrongly are reduced.
   • E-mail addresses and passwords may need to be entered twice for verification.