Module 5.6.1

1. Module 5.6.1 Information and the Organisation Well Designed Interfaces

2. Well Designed Interfaces • Most organisations have many different systems which have their own specific function. • In school, there might be the database which holds student details such as name, address and phone number. • There might be a reporting system which the teachers use to write your annual reports. • There might be an exams database where all of the examinations you are being entered for is recorded.

3. Well Designed Interfaces • All of these systems need to work together. It is pretty pointless having all of your details stored in the student records system and then having to re-enter them again in the reporting system. • Well designed systems would enable them to work together and for data to be imported from the records to the reporting system.

4. Well Designed Interfaces • Another example – a car manufacturer • The showrooms need to access the manufacturing systems so that they can see what cars have been made to sell • Purchasing need to be able to access sales reporting information so that they can determine what needs to be made and purchase the raw materials for production. • Marketing need to access both sales and production systems so that they know what cars are popular, when they sell the best and what cars are being made so that they can advertise them. • The reporting function needs to be able to access all systems and retrieve information to present to management so that strategic decisions about the future can be made

5. Well Designed Interfaces • It is vital that these different systems can work together and exchange information accurately and in a timely manner. • In order for them to work together, they need well designed interfaces which: • Ensure speed of delivery to the desktop • Ensure accuracy of data • Make use of protocols

6. Well Designed Interfaces • Speed of delivery to the desktop • Most systems store vast amounts of historical data. While this is useful in the right context, it is vital that people receive the most up-to-date information when they require it. It is no good having a system which will give you last month’s car production when you need the previous weeks numbers. The key is delivering the data on time and with no errors.

7. Well Designed Interfaces • Ensure accuracy of data • In order for organisations to function effectively, systems must be able to store, locate and transmit accurate data without errors. • An automated interface between the systems will speed up data retrieval and transmission and will reduce the chance of errors. • Reducing human input reduces the likelihood of errors and delays to the system. • The original data needs to be intact when it is delivered to the end user. The more that is done to the information the less reliable and accurate it will be.

8. Well Designed Interfaces • Protocols • A protocol is a set of rules or an agreed method of doing something. • In order for data to be passed through a variety of systems, there must be a set of protocols which govern how this will happen. • Computer and non computer based protocols • Signing out and back in or paper based records • Same layout on data capture form as the database entry screen • Same ID systems used – same customer number for car sales record/loan agreement/marketing letter

9. Well Designed Interfaces • Remember that not all interfaces will be machine based • E.g. entering paper based sales figures manually into the computer: • This causes a delay – data on the system is not as up-to-date as it could be • Could decrease the reliability of the data as human errors creep in during the transcription

10. Design of Interfaces • Well designed interfaces will make use of: • Shortcuts • Error messages • Formatting • Prompts

11. Design of Interfaces • Use of Shortcuts: • Icons • Pictures can be very powerful and can instantly convey a message which might take many words to explain. • Icons are used in many systems to give the user options • It is essential that an icon means the same thing across different systems. • The icon should also be representative of what it does • Shortcut Keys • Control S – save • Control A – select all • Control C – copy • Control X – cut • They need to be easily memorable and the same across all systems

12. Design of Interfaces • Error Messages: • When you make a mistake, you want to be told what you did wrong – not just told ‘error’ • Good error messages are • Informative • Easy to understand • Uniquely identifiable – e.g. error number • Give advice on how to correct the mistake

13. Design of Interfaces • Formatting • Systems across the organisation should use similar formatting to ensure consistency • Use of colour – backgrounds, button colours, error messages, fonts • Font style should be the same, font size should be a readable size, font colour should contrast well with the background • Use of white space – not too much clutter on any screen, it only leads to confusion and mistakes. • Positioning – icons in the same place, options under the same menu titles

14. Design of Interfaces • Prompts • Prompts help tell the user what to do via short instructions or tips • Instruction text • Title Bar • Tool Tips

15. Design of Interfaces • Prompts: • Instruction text • Title Bar • Tool Tips