Data Capture, Validation, and System Implementation
Design Stage
Designing data capture forms/input forms. Designing screen layouts.
Designing output forms and reports. Selecting and designing validation rules that need to be used. Selecting the most appropriate data verification methods.
Verification
Double Entry
In this method, data is entered twice, using two different people. The computer compares the two entries, either after data entry or during the data entry process, and identifies any differences.
Visual Check
This is the checking for errors by comparing entered data on the screen with the data in the original document (this is not the same as proofreading).
Validation
Validation is a process where data is checked to see if it satisfies certain criteria when input into a computer.
Data Gathering Methods
Observation
Involves watching personnel using the existing system to find out exactly how it works.
Questionnaires
Involves sending out questionnaires to the workforce and/or to customers to find out their views of the existing system.
Interviewing
Involves a one-to-one question-and-answer session between the analyst and the employee/customer.
Looking at Existing Paperwork
Allows the analyst to see how the paper files are kept, look at operating instructions and training manuals, check the accounts, etc.
Testing Strategies
Normal
This is data which is acceptable/valid and has an expected (known) outcome, e.g. the month can be any whole number in the range 1 to 12.
Extreme
This is data at the limits of acceptability/validity, e.g. the month can be either of the two end values i.e. 1 or 12.
Abnormal
This is data outside the limits of acceptability/validity and should be rejected or cause an error message. For example, all the following values are not allowed as inputs for the month.
Implementation
Direct
The old system is stopped overnight and the new system introduced immediately.
Parallel Running
The old and new systems are run side by side for a time before the new system takes over altogether.
Pilot Implementation
The new system is introduced into one part of the company.
Phased Implementation
Initially, only part of the new system is introduced. Only when it proves to work satisfactorily is the next part introduced, and so on, until the old system is fully replaced.
User Documentation
User documentation is designed to help users to learn how to use the software or system. This can consist of any of the following:
- The purpose of the system/program/software package
- How to log in/log out
- How to load/run the software
- How to save files
- How to do a search
Technical Documentation
- Purpose of the system/program/software
- Program listing/coding
- Programming language used
- Flowchart/algorithm
Evaluation
Once a system is up and running it is necessary to do some evaluation and carry out any maintenance, if necessary.
- Compare the final solution with the original requirement
- Identify any limitations in the system
- Identify any necessary improvements that need to be made
- Evaluate the user’s responses to using the new system
- Compare test results from the new system with results from the old system
- Compare the performance of the new system with the performance of the old system
- Observe users performing set tasks, comparing old with new
- Measure the time taken to complete tasks, comparing old with new