Systems Analysis & Design II, Topic 10

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Questions and Answers

What is a key benefit of effective coding in data entry procedures?

It complicates the data entry process.

It requires more memory and storage space.

It increases the number of items that need to be entered.

It helps in sorting data during transformation. (correct)

Which of the following is NOT a human purpose for coding data?

Increases data entry time (correct)

Conceals information

Keeps track of something

Requests appropriate action

Which data entry method is most likely beneficial for classifying information?

Random allocation coding

Alphabetic derivation coding (correct)

Continuous number coding

Simple sequence coding

What aspect of data entry is improved by ensuring data quality through validation?

Enhances data reliability Signup and view all the answers

What is an example of a simple sequence code?

A customer's order number Signup and view all the answers

Which characteristic is associated with efficient data capture?

It minimizes errors during data entry. Signup and view all the answers

Which of the following is a disadvantage of coded data in data entry?

It may obscure the actual information. Signup and view all the answers

Why is choosing the right data entry method important?

It affects the ease of data retrieval. Signup and view all the answers

Which data-entry method is NOT susceptible to accepting stray marks?

Magnetic ink character recognition Signup and view all the answers

What is one advantage of using optical character recognition?

It decentralizes data quality responsibility. Signup and view all the answers

Which statement about mark-sense forms is true?

They require little training for entry personnel. Signup and view all the answers

Which of the following provides a high degree of accuracy for data entry?

Bar codes Signup and view all the answers

What is a key characteristic of RFID technology?

It uses passive and active tags. Signup and view all the answers

Why is input validation crucial in data entry?

It catches errors prior to processing and storage. Signup and view all the answers

What is a disadvantage of using mark-sense forms?

They can be confused easily, leading to incorrect data. Signup and view all the answers

What advantage do bar codes have in data entry systems?

They save labor costs and allow for automatic data capturing. Signup and view all the answers

What is an advantage of using sequence codes?

They eliminate the possibility of assigning the same number. Signup and view all the answers

Which guideline is crucial for ensuring that codes do not cause confusion?

Avoid using coding characters that look or sound alike. Signup and view all the answers

Why is it important to ensure that codes are unique?

To ensure the correct item can be identified. Signup and view all the answers

What does keeping codes stable represent in coding guidelines?

Codes must remain constant to facilitate tracking. Signup and view all the answers

Which of the following is an essential factor in making codes meaningful?

Ensuring they make sense to users. Signup and view all the answers

How can allowing codes to be sortable benefit users?

It simplifies the process of organizing data. Signup and view all the answers

Which guideline should be followed to avoid excessive memory usage?

Ensure codes are concise. Signup and view all the answers

What should a coding system allow in terms of modification?

Adaptable changes as the system evolves. Signup and view all the answers

Study Notes

Systems Analysis & Design II, Topic 10: Designing Accurate Data Entry Procedures

This topic focuses on designing accurate data entry procedures for systems.
The learning objectives include understanding effective coding and designing efficient data capture methods.
Effective coding reduces data entry time, decreases errors, and optimizes memory usage during data transformation.
Coding ensures consistent data structure, allows sorting, and ensures data uniqueness.
Coding helps organize data and improve efficiency.
Common coding methods include simple sequence and alphabetic derivation codes.
Simple sequence codes involve assigning a number to a data item without reference to the data itself, like order numbers.
Alphabetic codes derive data item codes from the characteristics of an item, like a customer ID.
Stability in codes requires maintaining consistent coding for an item throughout, avoiding conflicts.
Concise codes mean shorter codes, easier memorization, and fewer errors in data entry.
Unique codes prevent repeats and maintain sorting accuracy.
Sortable codes allow easy organization and retrieval of data.
Distinguishing codes should be non-confusing to avoid errors; avoid look-alike characters.
Uniform codes ensure consistency, making them easy to use and understand across a system.
Modifiable codes allow the coding system to adapt to changes over time as the system evolves.
Meaningful codes contain important information related to the data they describe; codes must be meaningful to end users.
Effective data input methods include deciding what data to capture, letting the computer handle the rest, avoiding bottlenecks, using good forms and selecting a reliable data entry method.
Data capture methods include input via keyboards, optical character recognition (OCR), magnetic ink character recognition (MICR), mark-sense forms, bar codes, and RFID.
Keyboards accommodate special function keys, web navigation, programmed macros to reduce keystrokes, and include ergonomic options like infrared or Bluetooth keyboards.
OCR increases data entry speed, eliminating many steps of other input methods and decentralizing responsibilities.
MICR accuracy and speed and is not susceptible to stray marks, providing security against bad checks.
Mark-sense form methods are quick to use with little input training; however, stray marks can result in errors and the choices available are limited.
Bar codes improve accuracy, reduce labor costs during entry, and automatically capture data with high reliability.
RFID automatically collects data via embedded chips and antennas, though privacy is a concern.
Data validation catches errors during data input, helps validate transactions, and helps validate entered data.
Validation techniques include testing for missing data, correct field lengths, class/composition compliance, range/reasonableness conformance, invalid value tests, cross-reference checks, comparison with stored data, and using self-validating codes like check digits.
Validation is crucial for ensuring data integrity in various applications.

Subtopics (Output)

Effective Coding: Covers general coding guidelines.
Effective and Efficient Data Capture: Includes choosing a data entry method.

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Description

Explore the techniques for designing accurate data entry procedures. This topic emphasizes effective coding methods that reduce errors and streamline data capture. Learn about common coding strategies that enhance data organization and efficiency in systems.