Designing Accurate

Data Entry
Procedures
Group: 9
The purpose

Accurate user input: absolute important

Data quality in = Data quality out
Table of Contents
1. Effective Coding
2. Effective and efficient Data Capture
3. Ensure data quality through input validation
4. Accuracy advantages in E-commerce environments
Effective Coding
Putting data into short codes
What is data coding?
Not to be confused with programming
Using short, easily entered digits or letters in place of data

A very long data to type

Examples

Universal Product Code (UPC)

Examples

Internal product versions

Benefits

Less time + data to input Less storage

Sort and filterable

Keeping Track
of Something
Simple sequence code
Alphabetic derivation codes
Simple sequence codes
Using an incremental sequence for IDs
No duplication (possibly)
Track order of action

Should use for system that care about

event order / sequence

PostgreSQL example of sequence

Alphabetic Derivation Code
Benefit:
No need for ordering
Identity thief
Incorrect input (mis-input an ID)
Code includes data

Drawback: VN National ID Card

Data changes → Code changes

Side note: Checking digit algorithms

Luhn algorithm
Classifying
Information
Classification codes
Block sequence codes
Classification Code
Advantages:
Simple
Can be memorized

Disadvantages:
Hard to add new group (duplication)

Grouping tax-deductible items

through the use of a one-letter
classification code.
Block Code
Still support grouping
Can add new values

STT Tỉnh/ Thành phố Biển số xe

26 Lâm Đồng 49

27 Tp. Hồ Chí Minh 41, từ 50 - 59

28 Đồng Nai 39, 60

Software Packages
(excerpt from Systems Analysis & Design) VN Vehicle ID
Concealing
Information
Cipher codes
Purpose
Obfuscate data:
Actual purchased price / salary
User Identity (anonymize)
Cipher codes

Letter substitution example

(excerpt from Systems Analysis an Design)
Revealing
Information
Significant-digit subset codes
Mnemonic codes
Unicode
Significant-digit subset
codes
Mnemonic codes
Any code that helps either the data entry person remember how to enter the data or the user remember
how to use the information can be considered a mnemonic. It is designed to help human memorize better
Unicode
It's used to support display and input in languages ​that do not use the Latin alphabet (Japanese, Chinese, ...).
Unicode character set is defined by ISO and has room for 65,535 character, which is represented using &#xnnnn pattern.

こにち&#x308F.

こ に ち わ
Requesting
appropriate action
Code used to guide people or computers to make decisions is called function code
and is often in the form of sequence or mnemonic code.
General guidelines
for coding
Be concise
Keep the codes stable
Ensure that codes are unique
Allow codes to be sortable
Avoid confusing codes
Keep the codes uniform
Allow for modification of codes
Make codes meaningful
Using codes
Be concise

Avoid wrong keystroke

because of small
number of character

Easy to understand and

memorize

Database memory is
optimized
Keep the codes stable
Identification code should not change
when receiving new data

Mnemonic code should not change

Ensure that codes are
unique
Code must be unique to work

Make sure not to assign the same

code to the same items
Allow codes to be sortable
Code should be sortable
Numeric codes are much easier to sort than
alphanumeric codes
Avoid confusing codes

0-O 1-I
2 - Z B1C 28OZ
Keep the codes uniform

BUF-234 KU-3456
MM-DD-YYYY
YY-MM-DD
Allow modification of codes
Code should be highly adaptable when the system changes over
time

Analysts need to predict and understand what users will do

and what they will want in the future
Make codes meaningful
Effective codes not only contain information, but they also make
sense to the people using them

Data entry job becomes more interesting without using

meaningless codes.
Using codes
Validation program
Report and inquiry program
GUI program: drop-down list
Table of Contents
1. Effective Coding
2. Effective and efficient Data Capture
3. Ensure data quality through input validation
4. Accuracy advantages in E-commerce environments
Effective and Efficient
Data Capture
Deciding what to capture
Letting the computer do the rest
Avoiding bottlenecks and extra
steps
Starting with a good form
Choosing a data-entry method
Deciding what to capture

Deciding what to capture becomes an important decision:

“garbage in, garbage out”
Capturing data, inputting them, storing them, and
retrieving them are all costly endeavors
Deciding what to capture
There are two types of data to enter:
Data that change or vary with every transaction.
example: the quantity of supplies purchased each time an
advertising firm places an order with the office supply wholesaler

Data that concisely differentiate the particular

item being processed from all other items
example: the inclusion on a patient record of the patient’s Social
Security number and the first three letters of his or her last name
Letting the Computer
Do the Rest

Computers can automatically handle repetitive tasks.

By employing the best features of computers, efficient
data capture design avoids needless data entry, which
in turn alleviates much human error and boredom, and
permits people to focus on higher-level or creative tasks
Letting the Computer
Do the Rest

Recording the time of the transaction

Calculating new values from input

Storing and retrieving data on demand

Avoiding Bottlenecks
and Extra Steps

Data are poured rapidly into the wide

mouth of the system only to be
slowed in its “neck” because of an
artificially created instance of
insufficient processing for the volume
or detail of the data being entered
Avoiding Bottlenecks
and Extra Steps
Avoiding Bottlenecks
and Extra Steps
Ensuring that there is enough
capacity to handle the data that
are being entered

Using an online, real-time system that captures

customer data without necessitating the
completion of a form is an excellent example of
saving steps in data entry
Starting with a
Good Form
Starting with a Good Form

Effective data capture is achievable only if prior thought is given to

what the source document should contain
Starting with a Good Form
Re-enter information that the
computer has already stored
Data the computer can determine
automatically

Minimizing User Input

Form as Source Document

Choose a Data
Entry Methods
Choose a Data Entry Methods
Keyboards
Optical Character Recognition (OCR)
Magnetic Ink Character Recognition
Mark-Sense Forms
Bar Codes
RFID
Choose a Data Entry Methods
Keyboards

Oldest methods, most familiar

Some improvements: Special function keys, reduce the

number of keystrokes required,....
Choose a Data Entry Methods
Optical Character Recognition (OCR)

Speed data input from 60 to 90 percent

Not having to encode or key in data

from source documents

Demands few employee skills and Fewer errors and less time spent by
commensurately less training employees in redundant efforts
Choose a Data Entry Methods
Optical Character Recognition (OCR)
Pros:
Eliminates Manual Data Entry Integration with Other Systems
Batch Processing Continuous Improvements
Reduced Data Entry Effort
Choose a Data Entry Methods
Optical Character Recognition (OCR)
Cons:
Accuracy Limitations Security Considerations
Image Quality Dependence Sensitive Data Exposure
Font Variations
Handwritten Text
Others
Data Formatting Issues
Cost
Loss of Formatting
Limited Functionality
Data Extraction Challenges
Choose a Data Entry Methods
Magnetic Ink Character Recognition
Tránh khả năng nhập lỗi
do số ký tự ít
Bank checks and some credit card bills
Akin to OCR in that special characters are
read, but its use is limited.

Tối ưu hóa bộ nhớ

database do chỉ cần lưu
ít
Choose a Data Entry Methods
Magnetic Ink Character Recognition
Pros Cons

Reliable and high-speed Limited Character Set

As a security measure
against bad checks
Can see the numbers
making up the code if it is
necessary
Printing Requirements
Limited Functionality
Security Considerations
...
Choose a Data Entry Methods
Mark-Sense Forms

Allow data entry through the use

of a scanner

Little training, a high volume

processed quickly
Choose a Data Entry Methods
Mark-Sense Forms
Cons
One drawback of mark-sense Choices are limited to the answers
forms is that although the readers provided on the mark-sense form,
can determine whether a mark has forms have difficulty in capturing
been made, they cannot interpret alphanumeric data because of the
the mark in the way that optical space required for a complete set of
character readers do. Stray marks letters and numbers
on forms can thus be entered as
incorrect data.
Choose a Data Entry Methods
Bar codes
Barcodes are printed patterns of narrow
and wide lines on labels.
They encode information like product
identification numbers, manufacturer
details, etc.
They can be seen on product labels, hospital
bracelets, or any system requiring inventory
tracking.
Choose a Data Entry Methods
Bar codes
Pros:
High Accuracy Improved Inventory Management
Reduced Labor Costs Efficient Price Changes
Choose a Data Entry Methods
Bar codes
Cons:
Limited data storage capacity
Requires specialized reader
Prone to errors due to damage or
dirt
Difficulty tracking moving objects
Risk of counterfeiting
Not environmentally friendly
Lack of interoperability
Specialized printing requirements
Difficulty in tracking products with
complex shapes
Limitations on the ability to read
obscured barcodes
Choose a Data Entry Methods
RFID

Allows the automatic collection of

data.
May or may not have its own power
source.
Can be identified using a radio
frequency.
Choose a Data Entry Methods
RFID
Pros:
Automatic data collection eliminates manual scanning needs.
Improved inventory management and supply chain visibility.
Reduced logistics costs.
Choose a Data Entry Methods
RFID
Cons
High cost Scope of operation
Security issues System complexity
Compatibility Anti-counterfeit ability
Privacy issues Battery life issues
Environmental impact Possibility of interference
Table of Contents
1. Effective Coding
2. Effective and efficient Data Capture
3. Ensure data quality through input validation
4. Accuracy advantages in E-commerce environments
Ensuring Data Quality
Through Input Validation
Validating Input Transactions
Validating Input Data
The Process of Validation
Why is Validation
Necessary?
Limitations of Previous Rules
Errors may occur during data entry
Benefits of Validation
Errors may occur
during data entry
Missing Data
Incorrect Format Benefits of Validation:
Invalid Values
Early error detection and prevention
Duplicate Data
Cost and effort reduction
User Mistakes
Data consistency and integrity
maintenance
Enhanced data reliability
What is Validation?
Catching errors during input
Prior to processing Confirming that an object,
and storage process, or data meets specified
requirements

Checking data to ensure it has the

correct format, valid values, and
falls within the desired range
Validating Input
Transactions
Validating
Input 01 Submitting the wrong data

Transactions
Submitting of data by an
02
unauthorized person

Asking the system to perform

03
an unacceptable function
Validating
Input Data
Validating 01 Test for missing data
Input Data
02 Test for correct field length

03 Test for class or composition

Validating
Test for range or reasonableness
Input Data
04

05 Test for invalid values

06 Cross-reference checks
Validating
Input Data Test for comparison with stored
07
data

Setting up self-validating
08
codes (check digit)
Setting up self-validating codes (check digit)

Steps in converting a five-digit part number to a six-digit

number containing a check digit.
Setting up self-validating codes (check digit)
Weighting methods and
modulus numbers are
selected by the systems
analyst and once chosen,
they must not change.

Using Check Digits

Examples of weighting methods

and modulus numbers
The
Process of
Validation
Field Validate each field until it is either valid or an
error has been detected.
Validation
Process 01 Check for missing data

Syntax test: check length of data

02 entered; check for proper class and
composition

Semantics test: range, reasonable,

03
or value test; check digit test
 GUI Screens for Error Reduction
GUI screens help reduce human input errors.

Radio buttons Check boxes Drop down lists

Pattern validation
There are pattern validation methods for
validating a single field.
Regular expressions contain symbols that
represent the type of data that must be
present in a field.

Regular expressions for email address:

[A-Za-z0-9]\w{2,}@[A-Za-z0-9]{3,}\.[A-Za-z]{3}/
 Cross-Reference Checks

Validity of one field Perform cross-reference

depends on value of checks only if all single
another field fields are correct
Example: checking for a
valid date
 XML Document Validation
XML documents can be validated using a
Document Type Definition (DTD) or a schema

DTD: Schema:
Checks document format. More powerful validation
Checks data type, range
of values, decimal
precision, code values,
etc.
Table of Contents
1. Effective Coding
2. Effective and efficient Data Capture
3. Ensure data quality through input validation
4. Accuracy advantages in E-commerce environments
ACCURACY
ADVANTAGES IN
ECOMMERCE
ENVIRONMENTS
Customers Keying Their Own Data
Storing Data for Later Use
Using Data through the Order
Fulfillment Process
Providing Feedback to Customers
 Customers know their own
information better than anyone else

Customers Spelling accuracy and correct address

Keying Their details are ensured when customers

enter their own information
Own Data
Well-designed user interfaces
minimize the likelihood of user errors
by providing visual cues to assist
users in entering data correctly.
Storing
Information entered by customers
may be stored on their personal
Data for computers

Later Use Auto-complete feature suggests

matches for name, credit card,
and password information

Encrypted information ensures

privacy and prevents websites
from accessing stored data
Using Data through the Order
Fulfillment Process
Information captured from customer orders can be used and reused
throughout the order fulfillment process

Sending Shipping Sending

Invoices products feedback to
customers

Obtaining Sending Restocking

products from catalogs or products by
warehouse special offers notifying the
to customers manufacturer
 Providing Feedback to
Customers

Confirmations Immediate Better feedback

and order correction of improves
status updates mistakes in accuracy in
enhance orders ecommerce
feedback to transactions
customers
Thanks for
listening!