The Design Phase

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System design

- the reduction of a plan or

concept to a set of specifications
that describes a new or modified
system
Deliverables

- Final Design
> in conformity with the
output of the analysis phase and the
applicable policies
- procedures, methods,
input/output forms, hardware and
software evaluation
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Structured Systems Design
Logical Design
- the conceptual plan or structure of
a system before it is physically
implemented.
Logical
Design Evaluation of
Options and
Requirements

Physical
Design

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Design Phase
Prototype
- a mock-up or developmental model for
test purposes.
Physical Design
– the tangible structure after the logical
design has been converted to functional
elements.
BetaTest
- end-user testing before acceptance
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Logical

< Beta Test

 Systems Project is a Simple Process
Project is a simple process…
Legend
Move rule
Enhancements (User Exits)
T2506-WWNBR T2505-WWNBD Table Lookup
050 060
Nes-Ran-Br Nes-Den-Br Global deriv.rule, global val.
Global deriv.rule, local values
T2541-WWSCR
T2507-WWNBC T2504-WWNBI T2523-WWLPH T2509-WWNCC Local deriv.rule, local values
070 Sales Cred
Nes-Corp-Br Internat. Cust Customer hierarchy
Nes-BAI Loc Prod Hi See Note 4
302 a, b, x KNA1
KATR6 T007 Global charat. Global values
040
301 X Cust.Attrib.6
/NESGLB/M_CBR_CK 039 Global charat. Local values
T2522-WWLPM
MARA-YYCBR b E125 E200 300 not in PA Profitab.Segments
Corp. Brand 038 036 Loc Prod Mid
KNA1
Characterist. are derived
T2508-WWNCH
Y PAPARTNER-KMHI03 Attributes are copied
037 Nestle Sales Ch Cust.Hier.Lev3 Carat interface
/NESGLB/M_RBR_CK T2503-WWNCA T2521-WWLPL APO/BW Qty Interface
MARA-YYRBR 150 See

Brand Range Nestec Categ. Loc Prod Low T2534-WWLSC

Note 6
KNA1
TTS Planning
PAPARTNER-HIE04 or PFME Planning
200
030 Local Sales Ch Cust.Hier.Lev4
Overhead Assessment
ESGLB/M_DBR_CK Y 140
T2502-WWNGR
MARA-YYDBR a, x 137Route Performer Market Specific
Brand Denom Nestec Group PA KNA1
T003A KNA1-KMLAND Characteristics
135 x PAPARTNER-HIE05
Cust.Hier.Lev5 KNA1-LAND1 T2580-WWMC1
020 T003
PA
Sales Area = 130 33 Market Char1

/NESGLB/M_BAI_CK VV010_ME
Sales Organisation + Country
T2501-WWNTY T2524-WWPCH T2581-WWMC2
Distribution Channel +
MARA-YYBAI Quantity in Division Market Char2
BAI Nestec Type Reporting Unit Product Chan KNA1 KNA1-REGIO
PAPARTNER-HIE06 T002 T2582-WWMC3
010 Region Market Char3
a a a a Cust.Hier.Lev6
KNVV-BZIRK
/NESGLB/M_ORI_CK /NESGLB/M_PRT_CK /NESGLB/M_BAS_CK TVM1 T2535-WWCCH
MVKE-YYORI MVKE-YYPRT MVKE-YYBAS MVKE-MVGR1 Sales District
Origin Partner Base Prod Mat Grp 1 Customer Chan 220
T001
E100 T005 T006

T001-BURKS PRCTR TVKO-VKORG MARA-MATNR TVKOV-VTWEG

TVKOV-VTWEG T001-WERKS KNA1-KUNNR KNA1-KUNNR VBPA-ROUTE VBPA-KUNNR
T179
MVKE-PRODH COPA- ARTNR Distrib Chan COPA- KNDNR COPA- KNDNR COPA- WWROU COPA-PA
WWRPE
PRODH Comp Code Prof. Cent Sales Org SKU-Mater. Distrib Ch. Plant Sold-to Ship-to Route

E020 Fixed and Referenced

b T004 x Characteristics
a
Design Guidelines

1. Simplicity
- select the most precise and
direct method of achieving an end
result.
- the simplest system is usually
the best.

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Design Guidelines

2. Modular structure following the

top-down approach
- develop systems in segments,
dividing the task into smaller more
manageable parts.
- for example, the AIS can be
developed in modules based on the
transaction processing cycles.
Design Guidelines

Modular Structure: Accounting Information Systems

Expenditure Revenue Conversion GL
Cycle Cycle Cycle Cycle

These self-contained modules should call

in others to eliminate redundant efforts.

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Design Guidelines

Top-down approach: Accounting Information Systems

Expenditure Revenue Conversion GL
Cycle Cycle Cycle Cycle

Sales A/R
Cycle Cycle

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Design Guidelines
3. Expandability
- it is easier to add on to a system
that has been designed for expansion
than to redevelop one that has not.
4. Audit Trails
- enable the analyst to track the
information and data flow throughout
the system facilitating problem
diagnosis.
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Design Guidelines
5. End-User Orientation
- a system should be designed
to meet users’ needs.
- a critical job in the analysis
phase is to determine the
requirements of the end-users that
will serve the needs of the
business.
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Design Guidelines
6. User friendly
- the system should be comfortable
and not intimidating to the users.
- it should adapt to the users’ and not
the other way around.
- efficient use of drop-down menus and
pop ups.
“technology is a useful servant but
a dangerous master.”
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Design Guidelines

7. Consistency
- all elements of a system should be
consistent in their structure and logic.
- examples: valuations, coding
conventions
12/01/21
01/12/21

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Design Guidelines
8. Efficiency
- elimination of redundancies.
e.g. a data should be entered
only once.
- systems generated financial
entries
- automatic closing entries and
reversals of adjusting entries
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Design Guidelines
9. Security and control
- protection against loss of data,
fraud and unauthorized access.
- terminal access
- account number/name
- passwords
- file access
- processing access
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Design Guidelines
Simplicity
Modular structure
Expandability
Audit trail
End-user orientation
User-friendly
Consistency
Efficiency
Security and control
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Design Phase
Systems Design Task List
1. determine end-user requirements
2. investigate hardware, software and
vendor capabilities
3. write general design specifications
4. establish benchmark test
5. write software design specification
6. write hardware design specification
7. solicit bids and cost estimates
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Determine end-user requirements
Data Cycle

Software OUTPUT
=
PROCESS
INFORMATION
RAW
DATA REPORT
Files
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Systems Design Task List
1. determine end-user requirements
2. investigate hardware, software and
vendor capabilities
3. write general design specifications
4. establish benchmark test
5. write software design specification
6. write hardware design specification
7. solicit bids and cost estimates

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2. investigate hardware, software and
vendor capabilities

- check out available resources to

meet the users’ needs.

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Systems Design Task List
1. determine end-user requirements
2. investigate hardware, software and vendor
capabilities
3. write general design specifications
4. establish benchmark test
5. write software design specification
6. write hardware design specification
7. solicit bids and cost estimates

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3. write general design specifications

- Assist in developing more detailed

design specifications
>Centralized system
> Decentralized system
> Distributed data processing
- Describe the test and evaluation
procedures to be written (test scripts)

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Systems Design Task List

1. determine end-user requirements

2. investigate hardware, software and vendor
capabilities
3. write general design specifications
4. establish benchmark test
5. write software design specification
6. write hardware design specification
7. solicit bids and cost estimates

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4. establish benchmark test
- set up the procedures to evaluate
software and hardware performance
- examples:
> compare processing speed
> software capability
> data communications
- accomplished by working with vendors
and programmers

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Systems Design Task List

1. determine end-user requirements

2. investigate hardware, software and vendor
capabilities
3. write general design specifications
4. establish benchmark test
5. write software design specification
6. write hardware design specification
7. solicit bids and cost estimates

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5. write software design specification
- final design of the chosen software
> user-written, or
> application package

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Systems Design Task List

1. determine end-user requirements

2. investigate hardware, software and vendor
capabilities
3. write general design specifications
4. establish benchmark test
5. write software design specification
6. write hardware design specification
7. solicit bids and cost estimates

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 6. write hardware design specification

- work with systems engineers to

finalize the hardware requirements
- some considerations:
> deployment of work terminals:
type, location, accessibility, security
-> data storage demand and
back-ups
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Systems Design Task List

1. determine end-user requirements

2. investigate hardware, software and vendor
capabilities
3. write general design specifications
4. establish benchmark test
5. write software design specification
6. write hardware design specification
7. solicit bids and cost estimates

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7. solicit bids and cost estimates

- the system under design must meet

the economic constraints placed on it.
- if final bid prices are too high, or if
bids fail to address design requirements,
some redesign may be in order.

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Systems Design Task List

1. determine end-user requirements

2. investigate hardware, software and
vendor capabilities
3. write general design specifications
4. establish benchmark test
5. write software design specification
6. write hardware design specification
7. solicit bids and cost estimates
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 The Design Phase
Input Design and Control

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Input Design and Control
1. Input modes
2. Input media
3. Input verification and control
4. Input design guidelines
5. Data entry modes

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Input modes
Transaction Oriented Processing
- source data is entered directly into the
processing system at the time the transaction
occurs.
- real-time or on-line data entry and processing
Batch Processing
– stores data until needed for processing
➢ batch data entry / batch processing
➢ online data entry / batch processing

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Input media
- Keyboard Terminals
- Magnetic ink character readers

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Input media
- Voice recognition devices

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Input media

- Optical Scanning Devices

> mark sense reader
an input device that reads special forms
(or cards) usually by electrically sensing
the marks made in predetermined
positions. Also called a mark sense
device.

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Input media
- Optical Scanning Devices
> laser beam scanner
reads the Universal Product Code / Quick
Response Code

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Input media
- Optical Scanning Devices
> optical character reader
scans handwritten or printed text and
converts them into electrical pulses
suitable for computer processing
Input Verification and Control
- Helps ensure that only correct data
are processed.
- These application controls must be
built into the system.
- Combining these controls increases
the assurance that they provide.

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Input Verification and Control

1. Range test or limit test

- to check if the data entered is
within the range, for example, to
check price ranges, and
minimum/maximum order per
customer.

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Input Verification and Control

2. Test for completeness

- required fields or mandatory
fields
- consecutively numbered source
documents
- item count

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Input Verification and Control

3. Accuracy test
- use of check digits
> generally a number placed at
the end of a string of numbers to ensure
that no digits had been transposed or
omitted.
> generated by mathematical
algorithm.
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Input Verification and Control
4. Sequence test
- ensures that data is entered in the
correct sequence

5. Data type check

- is the correct type of data entered in the
field?
> numeric, alphanumeric, alphabetic

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Input Verification and Control

6. Combination test
- are the data entered into two fields
properly related?
> for example: account number
and cost center number combinations.
> raw materials and finished
product combinations.

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Input Verification and Control

7. Verification
- one method is to enter the data
twice.
- a common example is, the system
asks the user to re-enter the new
password

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Input Verification and Control

7. Verification
- use of captcha
> a program or system intended
to distinguish human from machine
input, typically as a way of thwarting
spam and automated extraction of data
from websites.

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Input Design Guidelines
1. Use a consistent style
> dd/mm/yy or mm/dd/yy
> supplier or vendor
2. Only variable data should be entered
3. Use common expressions to identify fields
> consider culture / language
- address versus domicile
- gender vs sex
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Input Design Guidelines

4. Design forms with the end-user in

mind
> e.g., leave adequate space for
names
5. Use codes or abbreviations to
simplify data entry
> e.g., M, F
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Data Entry Modes

Formatted Input
- screen includes blank spaces; data is
entered where the cursor is.

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Data Entry Modes
Prompt
- queries are displayed one line at a
time

Menu
- with a group of options to choose
from; may use drop down menus

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Data Entry Modes
Formatted Input
- screen includes blank spaces; data is
entered where the cursor is
Prompt
- queries are displayed one line at a time
Menu
- with a group of options to choose from;
may use drop down menus

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 The Design Phase
Output System Design

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Output Considerations
Hard copy vs soft copy
- this considers permanency and
speed

Would users need to print or reproduce?

Will it be stored or, electronically

transmitted or, mailed?
Output and Forms Control

Assignment of Numbers: makes

referencing easier
Revision Number : to keep track of
changes in content
Consecutively numbered forms: help
maintain accuracy
Pre-printed vs system generated
number
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Output and Forms Control

Routing: ensures that only authorized

users receive a copy
Instruction for use
Inventory level for pre-printed forms
Deletion

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Readability

- Spacing, arrangements of
headings, size of font, and margins.
- Identification: reports should be
titled to identify their purpose.
Columns and rows should be clearly
labeled whenever necessary.

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 Readability

Sales 10,000 12,000

Variable Cost of 4,000 4,200

Sales ______ ______

6,000 7,800

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 The Design Phase
Record, File and Storage Design

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Storage Media
File server
- a computer and storage device
dedicated to storing files; any user on the
network can store files on the server.
Hard disk
External drives
Cloud-based storage solutions
The last three are normally used as back-
ups with a file server as the main storage.
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Some Drawbacks 0f Cloud-based Storage
Solutions
1. Data Backups
- the most significant concern is time
which will eat up precious bandwidth,
limiting what you can do while the
process is running.
- there are also data caps and costs to
consider.

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Some Drawbacks 0f Cloud-based Storage
Solutions
2. Data Rights
“When you upload, submit, store, send or
receive content to or through our Services, you
give Google a worldwide license to use, host,
store, reproduce, modify, create derivative
works, communicate, publish, publicly perform,
publicly display and distribute such content.”
“This license continues even if you stop using
our Services.”
Ownership versus Usage
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Some Drawbacks 0f Cloud-based Storage
Solutions
3. Hacking
- you could be the victim of a phishing
attack, someone could crack your password,
or the company’s servers could be hacked.
- can lead to a situation where sensitive
data are stolen and fall into the hands of
cyber criminals.
4. Lifetime Cost

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 Some Drawbacks 0f Cloud-based Storage
Solutions
5. Reliability
- what happens when your cloud
provider’s services have problems?
- even the great Google is not
immune.

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Some Drawbacks 0f Cloud-based Storage Solutions

5. Reliability
- If you were relying on cloud-stored
data for a vital coursework
presentation, or retrieving a hotel
booking, or a flight confirmation, that
would’ve been an unmitigated disaster.
- plus there’s always the risk of a
cloud storage host shutting its doors.

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 Selection Criteria of Data Storage Media
1. Cost
2. Permanence
3. Activity
4. Legal consideration
5. Accessibility
6. Access time
7. Security
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Information hierarchy
- Bit
- Bytes (character)
- Fields
- Record
- File
- Library
- Database

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Record Design and Layout
Selection and arrangement of the
contents of a record:
- available space on each record
- data to be included
- bytes to be allotted to each field
- order of the items

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Record Design and Layout

Design of data fields

- fixed length versus variable
length records
- numeric, alphabetic,
alphanumeric

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Types of records
master records
> with data of more or less
permanent nature, including the
current balances
transaction or detail record
> with data relating to a specific
transaction or activity.

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Types of files
- master file
- transaction or detail file
- scratch file

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Arrangement of records in a file
- Sequential
- Random
- Indexed
> records are stored in a sequential
block and within each block in random
order.
> records bear a reference to a
location where data is stored (address)

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Coding System
1. Significant digit code – each element in
the code represents a different
characteristics of the data item.
example: first digit = type of account
1 Asset
2 Liabilities
3 Equity
4 Income
5 Expenses
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Coding System
2. Sequence code
- a group of items is assigned numbers in
sequence which is used instead of the long
piece of data.
3. Mnemonic code
– shortened or contracted symbols
which bear a close relationship to the item it
represents.
PAYPRO = payroll procedures
INVBAL = inventory balance
Coding System
4. Last digit code
– a trailing character to indicate
the class to which the item belongs
12345 R Retail
12345 W Whole sale
12345 E Export

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Coding System

5. Identifiers
– a character at the beginning to
indicate group or class
S2406 Raw Sugar
S2407 Fructose

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Coding System
6. Check digit codes
- used to detect clerical errors
- the code/number which is a result of a
mathematical formula is added at the end
- can detect transposition or other
errors
13246
12346
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 Your Case Study
Volume Telemarketing
Kennedy Graphics

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The Design Phase
Database Design

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Database Design
Database Administrator
- has the responsibility of
performing the specialized task of
coordinating software, records, file
design, and data management
activities.

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Database Design
Schema
- the model or plan around which
fields, records and files are organized.
> Linked-list schema
> Tree schema
> Relational database

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Database Design
Schema

> Linked-list schema: uses

pointers to direct the computer
to the next record.

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Linked-List Schema

Record Number Customer Name Account Number Pointer

10 Benson Mfg 2302 20
20 Emerson Mfg 3412 70
30 Gabe Industries 3234 50
40 Lampson Mfg 1200 60
50 Keystone Services 4320 40
60 Union Mafg 3203 80
70 Forrester Co 3200 30
80 End of file

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Database Design
Schema
> Tree schema: resembles an
inverted tree with a trunk and
branches.
- parent and child records

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The Tree Schema
Consumable Supplies

Office Manufacturing Shipping

Paper Markers Gum tapes
Pencils Patterns Cartons
Pens Envelopes Twine
Ink Dividers Labels

Parent record possesses children or subordinate record.

Each subordinate record has its own subordinate record.
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Database Design
Schema
> Relational database: predicated
upon relationships which are defined
by means of values in named columns
in tables.

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Relational Database
Acct No Account Name Distributor Representative
10 Benson Pharmacy Drugs Bill Welch
20 Save More Drugs Drugs Tony Wisner
30 Ralph's Pharmacy Toys, Drugs Marcy Greene
40 Ben's Discount Notions, Drugs Benjamin Red

REPRESENTATIVE TABLE DISTRIBUTOR TABLE

Account Name Representative Distributor Account Name
Drugs Benson Pharmacy
Benson Pharmacy Bill Welch Drugs Save More Drugs
Save More Drugs Tony Wisner Toys, Drugs Ralph's Pharmacy
Ralph's Pharmacy Marcy Greene Notions, Drugs Ben's Discount
Ben's Discount Benjamin Red

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Database Hardware Configuration
Single-User Database
- only one user can access at a time.
Multi-User Database
- two or more users can access a database
simultaneously.
- the users can be located in the same
building or anywhere in the world.
- to prevent several users from
simultaneously accessing the same data, a record
lock is provided.
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Database Hardware Configuration
Distributed Database
- contents of the database are
physically stored in several
geographical locations.
- it requires update of all the
databases as contrasted to a multi-
user system.
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