Input Controls Free Essays

Input Controls When we talk about input controls, what are we really talking about? Input control includes the necessary measures to ensure that data is correct, complete, and secure. A system analyst must focus on input control during every phrase of input design, starting with source documents that promote data accuracy and quality. (Shelly Rosenblatt, (2012)). We will write a custom essay sample on Input Controls or any similar topic only for you Order Now Input controls can help the flow of data in a database to be the same format and easy to understand. Without input controls there can be data integrity errors that could occur and cause information to be incorrect in the database. There are advantages and disadvantages to restricting user interfaces to limit a person ability of typing in too much information or maybe not enough information. Although there are many different types of input controls in this paper there will be only four of them that are addressed in this paper; this would include input mask, validation rules, source documents and batch input. First let’s talk about input mask. Input mask is an appearance that helps to characterize what type of contact is allowed in a given field on a template. The main purpose behind the input mask is to keep the data entry process somewhat the same and decrease the chances for incorrect data to be entered into the field. The input field entry can be configured to allow automatic field input as a way of saving time and resources. Input mask is created doing the process of computer programming. The fields on the template are recognized with specific control values. The values make it impossible to enter data that is not compatible with the values. An example of that would be when a field that contains an input mask that only allows letters will automatically reject the input of numbers and another one would be automatically converting the input into an adequate format an example of that would be when the input mask requires that the date field on the template specifies a format that is structured as date/month/year. Even if you enter the date into the field follows a month/date/year format, the input system reads the entered data and automatically converts it into the proper form. Input mask is a type of tool which had been developed for the purpose of telling the person that what sort of things need to be provided as an input so that the desired output can be achieved. The input mask basically acts as developer software. The text box is the tool where the input needs to be entered. The input mask can also act as a template or a simple format and this basically differs from situation to situation. In this transcription errors are the one which needs to be reduced and this is done through the way of data integrity which is one of the most basic features of the input mask. Validation rule is a criterion used in the process of data validation, carried out after the data has been encoded onto an input medium and involves a data vet or validation program. This is distinct from formal verification, where the operation of a program is determined to be that which was intended, and that meets the purpose. This method is to check that data fall the correct parameters defined by the systems analyst. A judgment as to whether data is official which is possible made by the validation program, but it cannot ensure the entire accurateness. This can only be achieved through the use of all the clerical and computer controls built into the system at the design stage. The difference between data authority and correctness can be illustrated with a trivial example. An example of validations rules is when a user cannot misspell a customer name if it is not entered, or is entered automatically based on the user enter the customer ID. (Shelly Rosenblatt, (2012)). There are at least eight different types of data validation rules; a sequence check, existence check, data type check, range check, reasonableness check, validity check, combination check and batch controls. Source documents is a form used to request and collect input data, trigger or authorize an input action, and provide a record of the original transaction. Source documents generally are paper based. Some examples of source documents would be cash receipt, cancelled check, invoice sent or received, credit memo for a customer refund and employee time sheet. At a bare minimum, each source document should include the date, the amount, and a description of the transaction. When practical, beyond these minimum requirements source documents should contain the name and address of the other party of the transaction. When a source document does not exist, for example, when a cash receipt is not provided by a vendor or is absent, a document should be generated as soon as possible after the operation, using other documents such as bank statements to support the information on the generated source document. Once a transaction has been journalized, the source document should be filed and made retrievable so that connections can be verified should the need arise at a later date. Batch input is a process when data entry is performed on a specified time schedule, such as daily, weekly, monthly, or longer. An example of this would be when a payroll department collects time cards at the end of the week and enters the data as a batch. Some advantages of batch input are collection and entering can be done off-line, entering data can be done by trained personnel, processing can be done very quickly and can be done during non-peak times. Now for some of the disadvantages are, data collection usually has to be a centralized activity, data entry usually needs to be done by specially trained personnel. The processing activity is delayed; hence the possibility exists for data to be considered old or untimely when it finally gets processed. Since processing is usually done during off-hours, input errors detected during processing would not get corrected until the next regularly scheduled processing of input data. The off-hours computer operator may have to call the systems analyst or programmer if the program malfunctions. Below you will see a design for a web-based input for making a hotel reservation which will be using many of the concepts that are mentioned in the paper when talking about input controls. We will look at it in phases. Information gathering Phase 1 – Search and evaluation Input stay requirements – including location (city) and proposed dates of stay Compare and evaluate results – user may view multiple hotel / room / rate combinations Decide – user decides which hotel / room / rate combination meets their requirements Reservation making Phase 2 – Selection Select hotel, room and rate – the user selects the hotel / room / rate they wish to book Select additional rooms and rates – the user adds additional rooms if required Phase 3 – Checkout Input guest details – such as name, address, email address etc. Input payment details – such as credit card details or other payment method Confirm reservation Standard booking processes Screen 1Screen 2Screen 3 Screen 2 Screen 3 Enter search criteria: †¢ Dates †¢ City name [SUBMIT] Display hotels: Hotel 1 [SELECT] Hotel 2 [SELECT] Hotel 3 [SELECT] Display and select rates: Hotel 1 Rate 1 [SELECT] Rate 2 [SELECT] Rate 3 Figure 1: Three-stage screen flow Figure 2: Selection of hotel – ‘Screen 2’ example from Opodo. co. uk Figure 3: Selection of rate – ‘Screen 3’ example from Trip. com Screen 1Screen 2 Enter search criteria: †¢ City †¢ Dates [SUBMIT] Display hotels: Hotel 1 Rate 1 [SELECT] Rate 2 [SELECT] Rate 3 [SELECT] Hotel 2 Rate 1 [SELECT] Rate 2 [SELECT] Rate 3 [SELECT] Hotel 3 Rate 1 [SELECT] Rate 2 [SELECT] Rate 3 [SELECT] Figure 4: Two-stage screen flow Figure 5: Selection of rate and hotel – ‘Screen 2’ example from Expedia. co. uk TABLE 1: Search and evaluation styles Search and evaluation style Travel agency Hotel only Hotel chain Total A Select hotel on screen 2 Select rate on screen 3 10 13 6 29 B Select hotel and rate together on one screen 6 17 2 25 Other -132033 Table 1 demonstrates that for travel agencies and hotel-only websites, there is an even split between using style A and style B. The table also shows that hotel chains generally use other search and evaluation styles. References Amas. syr. edu. 8 Dec 2011. Application Self Evaluation. Retrieved 9 Feb 2012 from http://amas. syr. edu/AMAS/display. cfm? content_ID=%23%28%28%25! %0A Noyes, Brian. 2010 June. Enforcing Complex Business Data Rules with WPF. Retrieved on 9 Feb 2012 from http://msdn. microsoft. com/en-us/magazine/ff714593. aspx Shelly, G. B. , Rosenblatt, H. J. (2012). System Analysis and Design (9th ed. ). Boston: Thomson Course Technology. How to cite Input Controls, Papers Input Controls Free Essays | | |Input Controls | | | | | Many company’s do their best to protect data entry of the company, clients, consumers, and employees. The user interfaces consist of process-control which allows screen command from user in the system. Input controls will ensure that the data entered is safe, secure, complete and accurate. We will write a custom essay sample on Input Controls or any similar topic only for you Order Now â€Å"Data can be entered into a computer application from either manual online input or by scheduled  automated processing. The  input control reviewer should determine the adequacy of both manual and automated controls over data input to ensure that data is input accurately with optimum use of computerized validation and editing and that error handling procedures facilitate the timely and accurate resubmission of all corrected data† ( Application Self Evaluation. , September 25, 2012). The four types of input controls are audit trails, encryption, password security, and data security. An audit trail takes the source of the data from the each system, and record it once entered. In most businesses they have an audit group that records everything within the system. It can also reconstruct events after problems have occurred, monitor the system or problem, and prevent unauthorized access. â€Å"A company might also use an audit trail to provide a basis for account reconciliation, to provide a historical report to plan and support budgets, and to provide a record of sales in case of a tax audit† (Rouse, M. , n. d. ). Audit trails is broken into many parts such as individual accountability, reconstruction of events, problem monitoring and intrusion detection. Individual accountability consists of action from the user that is monitor and tracked, which in turn gives them accountability of their own actions. This pushes the users into following policies and procedures set by the company and if taken advantage of the user will then be accountable for their actions. When there is a problem they will reconstruct the events by assess the amount of damages in the review report to pinpoint how, when, and they the particular problem occurred. When it comes to problem monitoring audit trail would use monitoring and tracking software in order to find the problem that occurred online. the results will be presented to the IT department real-time and helps to detect system problems, such as hardware failure, over utilization of resources and network outages. Intrusion detection detects any unauthorized access or use of any system and the audit trail will record the data. That data is then effectively research in order to aid intrusion detection. Encryption is the most effective and efficient type of input controls. When you see that your data is secured, and protected this mean that it is encrypted. Encryption is broken up into two main functions such as symmetric and asymmetric. Both are great encryptions tools but the difference is in how they encrypt data. Symmetric encrypt and decrypt data with the same key whereas asymmetric encrypt and decrypt data with different keys. When we talk about keys we are referring to private keys and public keys. The public key is freely distributed and private key is then we have password security input control which is a vital component on any network. Many industry use one of the many types of encryption to be able run on their network it will depend on the policies and procedures that are set. Password must be secured in many ways such as they will need to be in a certain length, and a combination of characters. Most company’s make users change password every 30 to 60 days or more. It all depends on the policies and procedures they have set. From the user stand point it is tedious to continue changing your password all the time. The best way to ease the pain from the user is the have to be properly educated on why passwords have to be so complex and why they have to be change within a certain timeframe. Another input control is data security these are procedures that protect the system from data loss. Data security ensures the company’s privacy of information is being protected. Audit trail stored the files and reports, then data security protect those files from unauthorized access. Data security is ran on a regular basis by the IT team, which is sometimes called maintenance on the network to be able to backup, store, secured and protect all data. If the data input controls were not in place the integrity of those errors can render any system to malfunction. If the system malfunction this could lead to disk crash, computer failures, and sensitive information would not be secured. Therefore, if sensitive information is not protected then anyone within the company will have access to it. If the system starts to malfunction and the network is down this can cause the whole company to lose data and financial lose. In order to minimize such errors from developing most business would backup information on a regular basis. They can use of error detections and correction software by there IT department to rapidly defend against any issues. Companies can use validation rules to reduce the number of error and improve data quality. Whereas data recovery utilities can restore data loses and damages. Most companies will follow and policies and procedures to makes sure business needs are met. The input controls provided by graphical user interfaces (GUIs) constrain input values to help meet database integrity and validation rules. Sometimes, however, the only data available to be entered is considered invalid. Similarly, there are other times when the data to be entered is valid but is known to be inaccurate† (Flexible Input Controls, n. d). User interface design is the way data is communicated between one or more systems and how the user interacts with such system. This user interface must understand the user principles and human interactions. This is why the user interface is an essential component of system development lifecycle. Input mask is an effective way to prevent errors and data entries. The advantages of restricting users within the user interfaces are only allowing them to access to certain information. Therefore the user will not change any configurations or settings within the user interface. They will not allowing them to access personal information other than their own. A disadvantage of not having restrictions is that the system is not protected. Users are gaining access to personal and sensitive information. [pic] References Rouse, M. (n. d. ). What is audit trail? – Definition from WhatIs. com. CIO information, news and tips – SearchCIO. com. Retrieved November 18, 2012, from http://searchcio. techtarget. com/definition/audit-trail Flexible Input Controls for Humane User Interfaces | Usability, etc.. (n. d. ). Usability, etc. | Making things easier to use and understand. Retrieved November 18, 2012, from http://usabilityetc. com/articles/flexible-input-controls/ Application Self Evaluation. (2012, September 25). AMAS Website. Retrieved November 15, 2012, from http://amas. syr. edu/AMAS/display. cfm? content_ID=%23((%25! %0A How to cite Input Controls, Essay examples