Kendall Sad9 Im 15

Chapter 15 Systems Analysis and Design Instructor’s Manual 15-1
Chapter 15
Designing Accurate Data Entry Procedures
Key Points and Objectives
1. The quality of data input determines the quality of information output. Systems analysts can
support accurate data entry through the achievement of four broad objectives: effective coding,
effective data capture, efficient data capture and entry, and assuring quality through validation.
2. Coding aids in reaching the objective of efficiency, because data that are coded require less time
to enter and reduce the number of items entered. Coding can also help in appropriately sorting
data during the data transformation process. Additionally, coded data can save valuable
memory/storage space.
3. Beside providing accuracy and efficiency, coding has the following purposes:
A. Keeping track of something

B. Classifying information
C. Concealing information
D. Revealing information
E. Requesting appropriate action
4. Types of codes are:
A. Simple sequence codes

B. Alphabetic derivation codes
C. Classification codes
D. Block sequence codes
E. Cipher codes
F. Significant digit subsets
G. Mnemonic codes
H. Function codes
5. Unicode is a standard means to represent glyphic characters or symbols used in other alphabets.
6. In establishing a coding system, systems analysts should follow these guidelines:
A. Keep codes concise

B. Keep codes stable
C. Make codes that are unique
D. Allow codes to be sortable
E. Avoid confusing codes
F. Keep codes uniform
G. Allow for modification of codes
H. Make codes meaningful
7. Codes are used in validation programs to ensure that only valid codes have been entered, in report
and inquiry programs to display code meanings, and in GUI programs to create drop-down lists.
Copyright © 2014 Pearson Education, Inc.

Chapter 15 Designing Accurate Data Entry Procedures 15-2
8. In order to assure the quality of data entered into the system, it is important to capture data
effectively. The following list provides guidelines to be remembered for the effective and efficient
data capture:
A. Decide what to capture

B. Let the computer do the rest
C. Avoid bottlenecks and extra steps
D. Start with a good form
E. Choose a data entry method
9. Data entry methods include keyboards, bar codes, QR (Quick Response) codes, Microsoft tags,
RFID, NFC (Near Field Communication) Optical character recognition, Magnetic ink character
recognition (MICR) and Mark-sense forms.
10. RFID, radio frequency identification, allows the automatic collection of data using RFID tags or
transponders that contain a chip and an antenna. RFID tags can be passive or active.
11. 2D bar codes are optical, machine-readable, matrix bar code, which take up much less space than
the older linear bar codes. They are cheaper than RFID tags and can appear in print.
12. A QR (Quick Response) code is easily identifiable because it uses a position marker.
13. Microsoft tags use four colors but work if they are printed monochromatically. They are free to
use and the code is a Web link. They allow for collecting and storing data that can be subjected to
analytics.
14. Near field communication allows two-way communication using a smartphone, which are
considered secure because of short range of communication.
15. Although effective coding, and effective and efficient data capture and entry, are necessary
conditions for assuring quality data, they alone are not sufficient. Additionally, to assure data
quality, errors should be detected during input, prior to processing and storage. Two possible
ways to validate inputs are: validation of input transactions and validation of input data.
16. Validation methods include:
A. Test for missing data

B. Test for correct field length
C. Test for class or composition
D. Test for range or reasonableness
E. Test for invalid values
F. Cross-reference checks
G. Test for comparison with stored data
17. Check digits are used to validate a numeric field by performing a calculation on a part of the
number and comparing the result with a digit stored within the number.
18. Credit cards may be validated using the following techniques:
A. Because credit card companies designed their cards to include a different number of

digits, check is the length of the number

B. First four digits usually signify the type of card
C. Use a check digit formula called the Luhn formula
19. The order of validation is:
A. Check the syntax

B. Check the semantics
C. Do a cross-reference check
20. Validation is often done using IF…ELSE…statements. In some programming languages,

validation may also be done using a regular expression, a series of codes describing allowable
characters in the data.
21. GUI screens help to reduce human input error by using check boxes, radio buttons, and drop-
down lists. The first choice in a drop-down list should inform the user to change the list selection.
22. XML documents may be validated by comparing them to a document type definition (DTD) or a
schema.
23. Ecommerce environments have increased the accuracy of data due to four main reasons:
A. Customers generally key or enter data themselves

B. Data entered by customers are stored for later use
C. Data entered at the point of sale are used throughout the entire order fulfillment process
D. Information is used as feedback to customers
24. Cookies are used to:
A. Store information to enable faster and more accurate transactions

B. Use a small file on the on the user’s computer
C. Once information is stored in a cookie, a website can suggest matches for credit card and
password information
D. The information is encrypted so that other websites cannot read the cookie
Consulting Opportunity 15.1 (p. 440)

It’s a Wilderness in Here
If the warehouse bins and invoices are not matched consistently, effective inventory control, production,
and sales management cannot be expected. It took much time for Davey to understand what the Coo stood
for. The company is not being run both effectively and efficiently.
When a system uses too many mnemonics for codes, it is very hard to understand the meaning of the
codes. And, if humans are not told what a mnemonic code stands for, they tend to guess, and fill in the
blanks. This speculation leads to errors and makes a coding system ineffective. The results of ineffective
codes are: slow operation, lower service level, low job satisfaction, high operating costs, poor inventory
control, low production level, and low overall productivity. Also, it will result in low credibility for
systems people.

To solve this problem, systems analysts need to reevaluate their entire coding system following these
guidelines:
1. Keep codes concise

2. Keep codes stable
3. Make codes that are unique
4. Allow codes to be sortable
5. Avoid confusing codes
6. Keep codes uniform
7. Allow for modification of codes
8. Make codes meaningful
A significant-digit subset code would be a good solution. The code would look something like:
3822050931 with the following code meaning:
382 Coonskin cap

2 Male
05 Lower age limit
09 Upper age limit
31 With tail

Catching a Summer Code
Management of the company overlooked a rule—keep codes stable—in making temporary changes to
their code system. The unstable code system will slow down the operation. If the changed codes are the
primary key or the secondary key of the system, it will cause critical problems on sorting and retrieving of
data. To avoid all the problems, Vickie and Shelly need to stick to the guidelines given in Consulting
Opportunity 15.1.
Sorting codes would be a problem, because the codes are not consistent and a three letter code will sort
lower than a five letter code (due to the spaces on the right). Thus, ROC (for Rock Island, Iowa) would
sort lower than ROCKI and in between would be ROCHE (for Rochester, New York).
The solution to the problem is to provide a help screen listing codes, or to use a drop-down list if the data
entry is taking place on a GUI screen. The data entry screen would only allow three characters to be
entered. This way, data entry would be consistent and yet a list of codes would be readily available online.
Another feature would be entering the first letter of the city code and pressing F1 for help. The resulting
screen would display all cities matching the starting letter, along with the code.

To Enter or Not to Enter: That Is the Question
To design an effective data entry system for Elsinore Industries, systems analysts need to use menu
interfaces with the code system. In designing the menus, systems analysts should install automatic cursor
movement. In other words, the cursor should move to the next input field without asking the operator to

press the space bar or any other buttons, because the only involved activity in the company’s system is
data entry.
The warehouse number, the date of transaction, the code number for the kit, and the quantity are the only
information to be entered each time. The rest, such as the description of the kit, the price, shipping
charges, should be stored on the master file, and the subtotals and the totals should be calculated within
the program. The invoice date would be supplied by the system.
If a GUI system was in place, drop-down lists could be used for selecting a warehouse number, along
with its street address. Drop-down lists would also be used to select the kit number, along with description
and price.
HyperCase Experience 15
1. Using a CASE tool, a software package such as Microsoft Access, or a paper layout form, design
a data entry procedure for the proposed project reporting system for the training group. Assume
we are particularly concerned about the consulting physician’s staff, who don’t want to spend a
great deal of time keying in large amounts of data when using the system.
Model Solution: Because we know from the case that Training staff use (and prefer) Shiroma
computers, and Shiroma computers use a graphically-based, icon-oriented interface, the best
procedure would be one that is graphical or pictorial, or allows data to be entered with the least
keystrokes possible. Therefore, using codes to represent project status (1 for client contact, 2 for
client analysis in progress, 3 for analysis complete, etc.) or using efficient data capture forms like
mark-sense or even bar-codes may save a great deal of typing.
Another solution that will provide the least amount of keying is to incorporate GUI design
elements, such as radio buttons and check boxes for selections and list boxes for displaying
choices. These choices would replace the codes that the user must key in a text-based system and
have the advantage that they clearly spell out the choice. The user would not have to memorize or
look up any codes.
2. Test your data entry procedure on three teammates. Ask for feedback concerning the
appropriateness of the procedure, given the type of users the system will have.
This is an activity that will vary from student to student.
3. Redesign the data entry procedure to include the feedback you have received. Explain in a
paragraph how your changes reflect the comments you were given.
The changes in the procedures will depend on the feedback received and will vary from student to
student.
Answers to Review Questions

1. What are the four primary objectives of data entry?
The primary objectives of data entry are effective coding, effective data capture, efficient data
capture and entry, and assuring quality through validation.

2. List the five general purposes for coding data.
The five general purposes for coding are:
A. Keeping track of something

B. Classifying information
C. Concealing information
D. Revealing information
E. Requesting appropriate action
3. Define the term” simple sequence code.”
The simple sequence code is a number that is assigned to something if it needs to be numbered. It
therefore has no relation to the data itself.
4. When is an alphabetic derivation code useful?
The alphabetic derivation codes are useful in identifying an account number.
5. Explain what is accomplished with a classification code.
Classification codes are used to distinguish one group of data, with special characteristics, from
another. Classification codes can consist of either a single letter or number.
6. Define the term “block sequence code.”
The block sequence code is an extension of the sequence code. The advantage of the block
sequence code is that the data are grouped according to common characteristics, while still taking
advantage of the simplicity of assigning the next available number within the block to the next
item needing identification.
7. What is the simplest type of code for concealing information?
The simplest type of code for concealing information is the direct substitution of one letter for
another, one number for another, or one letter for a number.
8. What are the benefits of using a significant-digit subset code?
The benefit of using a significant-digit code is the ability to locate items that belong to a certain
group or class.
9. What is the purpose of using a mnemonic code for data?
A mnemonic is a memory aid. Any code that helps the data entry person remember how to enter
the data or the end user remember how to use the information can be considered a mnemonic.
10. Define the term “function code.”
The function code is a scheme to capture the functions that the analyst or programmer desires the
computer to perform with data.

11. List the eight general guidelines for proper coding.
The eight general guidelines for proper coding are:
A. Keep codes concise

B. Keep codes stable
C. Make codes that are unique
D. Allow codes to be sortable
E. Avoid confusing codes
F. Keep codes uniform
G. Allow for modification of codes
H. Make codes meaningful
12. What are changeable data?
The changeable data are the data that change or vary with every transaction.
13. What are differentiation data?
The differentiation data are the data that concisely differentiate the particular item being
processed from all other items.
14. What is one specific way to reduce the redundancy of data being entered?
One way to reduce redundancy of input data is preparing a good form to fill out.
15. Define the term “bottleneck” as it applies to data entry.
A bottleneck in data entry is an apt allusion to the physical appearance of a bottle. 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 not enough processing for the volume or detail of the data being
entered. One way to avoid a bottleneck is to ensure that there is enough capacity to handle the
data that are being entered.
16. What three repetitive functions of data entry can be done more efficiently by a computer than by a
data entry operator?
Recording the time of the transaction, calculating new values from input, and storing and
retrieving data on demand are the three repetitive functions of data entry that can be done more
efficiently by the computer than the data-entry operator.
17. List six data entry methods.
The six data-entry methods are keyboards, optical character recognition, magnetic ink character
recognition, mark-sense forms, bar codes, and intelligent terminals.
18. List the three main problems that can occur with input transactions.
Three main problems that can occur with input transactions are submitting the wrong data to the
system, submitting of data by an unauthorized person, or asking the system to perform an

unacceptable function.
19. List two types of two dimensional (2D) bar codes.
The two types of two dimensional (2D) bar codes are QR (Quick Response) codes and Microsoft
tags.
20. What are the main functions of two dimensional bar codes?
The main functions of two dimensional bar codes are to use apps on mobile phones that will
read these codes and direct them to their respective Web pages.
21. List two ways developers can include QR codes into their designs.
Developers can include QR codes into their designs by printing the codes for a number of
reasons, then having the codes direct viewers to a Web page using smartphones. It is an easy,
accurate way to direct views to a Web page.
22. List two ways developers can include Microsoft Tags into their designs.
Two ways developers can include Microsoft Tags into their designs are to link them to a website
and then collecting and storing data that can be used to perform sophisticated analytics.
23. Define RFID. What are the differences between active and passive RFID tags?
RFID, radio frequency identification, allows the automatic collection of data using RFID tags or
transponders that contain a chip and an antenna. Passive RFID tags do not have an internal power
source; active tags do.
24. Give two examples of the use of RFID tags in process or inventory management in retail or
health care environments.
RFID tags may be attached to items or products and used to perform inventory and to total the
amount of an order. RFID tags may be used in health care environments to track patients or
pharmaceuticals.
25. What are the eight tests for validating input data?
The eight tests for validating input data are: test for missing data, test for correct field length, test
for class or composition, test for range or reasonableness, test for invalid values, test for
comparison with stored data, setting up self-validating codes, and using check digits.
26. Which test checks to see whether data fields are correctly filled in with either numbers or letters?
Tests for class or composition are used to check whether data fields are correctly filled in with
either numbers or letters.
27. What common error is missed by the Luhn formula?
The Luhn formula does not catch mistakes made in entering more than one digit incorrectly.

28. Which test would not permit a user to input a date such as October 32?
Tests for range or reasonableness do not permit a user to input a date such as October 32.
29. Which test ensures data accuracy by the incorporation of a number in the code itself?
Setting up self-validating codes is used to check data accuracy by incorporation of a number in

the code itself.
30. List four improvements to data accuracy that transactions conducted over ecommerce websites
can offer.
The four improvements to data accuracy that transactions conducted over ecommerce websites
can offer are:
A. Customers generally key or enter data themselves

B. Data entered by customers are stored for later use
C. Data entered at the point of sale are used throughout the entire order fulfillment process
D. Information is used as feedback to customers
31. What is Unicode and how is it used?
Unicode is a standard set of standardized codes used to represent glyphs or syllables used in other
alphabets.
32. What is the process for validating data entered into fields?
Check the syntax, then the semantics, and optionally, perform a cross-reference check.
33. What is a regular expression?
A regular expression is a pattern using a series of standardized codes used to validate the format
of data that has a set pattern of characters.
Problems
1. A small, private university specializing in graduate programs needs to keep track of the list of
students who (a) apply, (b) are accepted, and (c) actually enroll in the university. For security
purposes the university also must send a report to the government with a list of foreign students
who enroll but fail to register. Suggest a kind of code for this purpose, and give an example of its
use in the university that demonstrates its appropriateness. What are its advantages?
A classification code is recommended for the university. An example of this code for the
university is:
First digit Domestic or foreign student

Second digit Student applied
Third digit Student was accepted
Fourth digit Student enrolled

The advantages of this code is that a query could easily determine all the foreign students that
have not actually enrolled at the university.
2. The Central Pacific University Chipmunks have been using a simple sequence code to keep track
of season ticket holders and fans who are not season ticket holders for all of its sports programs.
There have been some upsetting mix ups.
In a paragraph, suggest a different coding scheme that will help uniquely identify each ticket
holder and explain how it will prevent mix ups.
The use of a block sequence code may be the answer for this situation. The block portion would
identify season ticket holders, and the sequence portion would make it easy to generate tickets.
3. A code used by an ice cream store to order its products is 12DRM215-220. This code is
deciphered in this manner: 12 stands for the count of items in the box, DRM stands for
Dreamcicles (a particular kind of ice cream novelty), and 215-220 indicates the entire class of
low-fat products carried by the distributor.
a. What kind of code is used? Describe the purpose behind each part (12, DRM, 215-220).
b. Construct a coded entry using the same format and logic for an ice cream novelty called
Pigeon Bars, which come in a six-count package and are not low-fat.
c. Construct a coded entry using the same format and logic for an ice cream novelty called
Airwhips, which come in a 24-count package and are low-fat.
a. This is a combination of block sequence codes and significant-digit codes.

b. 6PGB115-120
c. 24AIR215-220
4. The data entry operators at Michael Mulheren Construction have been making errors when
entering the codes for residential siding products, which are as follows: U = stUcco, A =
Aluminum, R = bRick, M = Masonite, EZ = EZ color-lok enameled masonite, N = Natural wood
siding, AI = pAInted finish, SH = SHake SHingles. Only one code per address is permitted.
a. List the possible problems with the coding system that could be contributing to erroneous
entries. (Hint: are the classes mutually exclusive?)
b. Devise a mnemonic code that will help the operators understand what they are entering
and subsequently help their accuracy.
c. How would you redesign the classes for siding materials? Respond in a paragraph.
a. The codes fail to provide a meaning or an easy way to remember.
b, c. A possible way to redesign the siding product codes to eliminate input errors is:
S: Stucco
A: Aluminum
B: Brick
M: Masonite
E: EZ color-lok enameled masonite
N: Natural wood siding
P: Painted finish
H: sHake shingles

5. The following is a code for one product in an extensive cosmetic line: L02002Z621289. L means
that it is a lipstick, 0 means it was introduced without matching nail polish, 2002 is a sequence
code indicating in what order it was produced, Z is a classification code indicating that the
product is hypoallergenic, and 621289 is the number of the plant (there are 15 plants) where the
product is produced.
a. Critique the code by listing the features that might lead to inaccurate data entry.
b. Designer Brian d’Arcy James owns the cosmetic firm that uses this coding scheme.
Always interested in new design, Brian is willing to look at a more elegant code that
encodes the same information in a better way. Redesign the coding scheme and provide a
key for your work.
c. Write a sentence for each change you have suggested, indicating what data entry
problem (from Problem 5a) the change will eliminate.
d. Mr. d’Arcy James is delighted with your work. He says the firm would like to hire you to
help them branch out into selling theatrical makeup (shows such as Wicked and Shrek
with eight performances a week use a lot of green greasepaint). Add any necessary new
codes for the coding scheme you suggested in b above, and provide a key for your work.
a. It is too long to input correctly.

b. One possible solution is:
One character for product line

One character for matching product: Y for yes, N for no
Four digits for production sequence
One character for product classification
Two characters and two digits for plant code:
NE: northeast region SE: southeast region

MW: mid-west region SW: southwest region
ES: east region NW: northwest region
WS: west region
Two digits for plant number: 01, 02, 03…
c. The data entry problems will be solved by not having confusing codes and by having good
editing criteria for each field.
d. Students will come up with a variety of examples. One code might be:
GY1234Z12
G for grease paint

Y for matching product (might have hair color or lipstick)
1234, four digit sequence number
Z (hypoallergenic)
12 (plant number 12)
6. The d’Arcy James cosmetic firm requires its salespeople to use notebooks to enter orders from
retail department stores (their biggest customers). This information is then relayed to
warehouses, and orders are shipped on a first come, first-served basis. Unfortunately, the stores
are aware of this policy and are extremely competitive about which one of them will offer a new

d’Arcy James product first. Many retailers have taken the low road and persuaded salespeople to
falsify their order dates on sales forms by making them earlier than they actually were.
a. This problem is creating havoc at the warehouse. Disciplining any of the personnel
involved is not feasible. How can the warehouse computer be used to certify when orders
are actually placed? Explain in a paragraph.
b. Salespeople are complaining that they have to ignore their true job of selling so that they
can key in order data. List the data items relating to sales of cosmetics to retailers that
should be stored in and retrieved from the central computer rather than keyed in for
every order.
c. Describe in a paragraph or two how bar coding might help solve the problem in Problem
6b.
a. Do not have the salespeople enter the date. Have the system date (stored internally in the
computer) moved to the order record.
b. Enter the item number and have the item description and the quantity available displayed
on the screen. If the item number is not available, enter the first two or three letters of the
item description. Select from a list of names displayed on the screen that match the letters
entered. Once an item is keyed in, the price is automatically displayed. The quantity is
entered. The extended amount and the total for the order is calculated and displayed.
c. Bar coding might solve the problem because the salespeople would have the ability to
scan the bar codes in, rather than entering the data, which has the possibility of the
salespeople entering the wrong number.
7. List the best data entry method and your reason for choosing it for each of the six situations
listed below:
a. Turnaround document for a utility company that wants notification of a change in the
customer address.
b. Data retrieval allowed only if there is positive machine identification of the party
requesting data.
c. Not enough trained personnel available to interpret long, written responses; many forms
submitted that capture answers to multiple choice examinations; high reliability
necessary; fast turnaround not required.
d. Warehouse set up for a discount compact disc operation; bins are labeled with price
information, but individual discs are not; and few skilled operators are available to enter
price data.
e. Poison control center that maintains a large database of poisons and antidotes; needs a
way to enter data on the poison taken; also enter weight, age, and general physical
condition of the victim when a person calls the center’s toll-free number for emergency
advice.
f. Online purchase of a CD by a consumer with a credit card.
a. Keyboarding
b. OCR (Optical Character Recognition)
c. OCR or MICR (Magnetic Ink Character Recognition)
d. Bar Codes
e. Key-to-storage or Bar Codes
f. Keyboarding

8. Ben Coleman, one of your systems analysis team members, surprises you by asserting that when
a system uses a test for correct field length, it is redundant also to include a test for range or
reasonableness. In a paragraph, give an example that demonstrates that Ben is mistaken on this
one.
The team member does not have a clear idea about how to install an input test routine. Seven
input validation methods are not mutually exclusive. Rather, by combining two or more methods,
systems analysts may expect more accurate input. In a given example, if you install only a field
length test, you cannot detect out-of-range input. By the same token, if you install only a range
test routine, you cannot detect input with the wrong record length.
9. Several retailers have gotten together and begun issuing a “state” credit card that is good only in
stores in their state. As a courtesy, sales clerks are permitted to transcribe the 15-digit account
number by hand (after getting it from the accounting office) if the customer is not carrying the
card. The only problem with accounts that retailers have noticed so far is that sometimes
erroneous account numbers are accepted into the computer system, resulting in a bill being
issued to a nonexistent account.
a. What sort of validity test would clear up the problem? How? Respond in a paragraph.
b. Suggest an alternative data entry method that might alleviate this problem altogether.
a. A test for invalid values will help to solve this problem. Include a check-digit on the
number.
b. An alternative method would be to have a lookup screen that would allow the user to
enter a name and look up the number. Perhaps a GUI screen with a drop-down list would
be useful in this situation, although the list of numbers would be extensive. Have the
accounting office transfer the number directly into the retail cash register.
10. The following are part numbers: 238902, 238933, 239402, 235693, 235405, 239204, 240965.
Develop a check digit for the preceding part numbers using 1-3-1-3-1 multipliers and modulus
11. Use the method presented in this chapter. Why do some numbers have the same check digit?
238902
2 3 8 9 0 2
×1 ×3 ×1 ×3 ×1 ×3
___ ___ ___ ___ ___ ___ step (1)
2 9 8 27 0 6
2 + 9 + 8 + 27 + 0
+ 6 = 52
step (2)
38 / 10 = 5 .... 2 (remainder)
step (3)
10 – 2 = 8 (check digit) step (4)
2389028 (answer)

By following the same procedure, the following answers are found.
238933 ------> 2389332 235405 ------>

2354057
239402 ------> 2394022 239204 ------>
2382042
235693 ------> 2356938 240965 ------> 2409658
If the summation of multiplication results in step (2), two or more numbers may have the same
check digit.
11. Develop a check digit system for the preceding part numbers using 5-4-3-2-1 multipliers and
modulus 11.
238902 ------> 2389029 235405 ------>

2354055
238933 ------> 2389339 239204 ------>
2382046
239402 ------> 2394022 240965 ------>
2409658
235693 ------> 2356937
12. Develop a check digit system for the part numbers in Problem 10 using the Luhn formula.
Start without the checkdigit, doubling the rightmost digit (the checkdigit will be the new
rightmost digit and will not be doubled).
238902 ------> Sum (without checkdigit) = 29,

checkdigit = 1, new number = 2389021
235693 ------> Sum (without checkdigit) = 31, checkdigit = 9, new number = 2356939
13. Why would a check-digit system such as 1-1-1-1-1 not work as well as other methods? What
errors would it miss?
If the summation of the multiplication is less than the modulus, the quotient is always less than 1.
In this situation, there may be too many same check digits. Thus, the 1-1-1-1-1 system is not
effective, especially for the small numbers.
14. Define a regular expression for validating each of the following:

a. A US zip code. The zip code must have five digits, followed by an optional hyphen and
four digits.
b. A telephone number in the format (aaa) nnn-nnnn, where aaa represents the area code
and the n’s represent digits.

c. The alphabetic derivation code illustrated in this chapter for a magazine subscriber. The
format is 99999XXX9999XXX, where X represents a letter and 9 represents a number.
a. \d{5}[-]\d{4}
b. [(]\d{3}[)]\d{3}[-]\d{4}
c. \d{5}[A-Z]{3}\d{4}[A-Z]{3}
15. For the following codes, define the validation criteria (there may be multiple checks for each
field) and the order that you would test each of the conditions.
a. A credit card number entered on a Web form: the customer has selected the type of
credit card from a drop-down list.
b. A part number in a hardware store: The part number is a complex code, where the first
digit represents the department (such as housewares, automotive, and so on), and the
number should be self-checking. There are seven different departments.
c. The date that a book was postmarked when returned to an online bookstore: A copy of
the customer receipt must be included with the book. Returned books must be postmarked
within 30 days of the purchase date.
d. A language spoken code used on a website: Hint: search the Web for standard language
codes.
e. A driver’s license number composed of several parts: The person’s birth month, the
birthday, and birth year, not necessarily together; a code representing eye color; and a
sequence number. The driver’s license contains the date of birth, the eye and hair color,
as well as the person’s name and address.
f. The Canadian postal code: the format is X9X 9X9 (X is any letter, 9 is any number).
g. Airline luggage codes: such as LAX for Los Angeles or DUB for Dublin.
h. A product key used to unlock purchased software: The key consists of four groups of
five characters each. The first group must have two letters followed by three numbers;
the second group must contain two numbers followed by three letters; the third group
must contain two letters, each from A through G followed by three numbers from one
through four; and the last group must contain a letter, either an E, G, or C, two digits
with values from four through seven and two letters, either an A, B, or C. Hint: a pattern
may be the best way to validate the product key.
a. Check the credit card number to see if it contains all numeric digits. Check the length of
the credit card number using the selected card to determine the number of digits that are
required. Use the Luhn formula, with the drop-down list value containing the starting
numbers for the card.
b. Check the number to see if it is numeric, and that the first digit represents a correct
department. When the number is created, add a checkdigit. When validating, check to see
if the checkdigit for the number is correct.
c. Store the date as part of the code used to identify the book. When the book is returned,
check to see if the postmarked date that the book is returned is less than or equal to 30
days plus the date stored in the transaction code included on the copy of the customer
receipt.
d. Language codes must be three digits long, and alphabetic. Search a table of codes to see
if the code entered matches one of the valid codes.
e. Check to see if the driver’s license is the correct length and a number, and that the date of
birth is the correct length and a number. Check to see if the eye color is entered and has a
value stored in a list of valid colors. Then check the digits representing the month, day,
and year for the date of birth against the values stored in the date of birth field on the
card. Check to see if the code for the eye color has a value that matches the eye color

entered on the card.

f. Check to see if the postal code is six characters long, then use a regular expression to
validate the code.
g. Check to see if the length is three characters, alphabetic, and matches one of the valid
airport codes stored in a table of codes.
h. Check the length of the product code then use a regular expression to validate the values.
Group Projects
1. Along with your group members, read Consulting Opportunity 15.3, “To Enter or Not to Enter:
That Is the Question,” presented earlier in this chapter. Design an appropriate data entry system
for Elsinore Industries. Your group’s design should emphasize efficiency and accuracy. In
addition, distinguish between data that are changeable and data that differentiate an item being
entered from all others. Draw prototypes of any screen necessary to explain what you are
recommending.
The data entry system designed for Elsinore Industries will vary from group to group. The screens
will vary widely by student and by whether they are designed using a character-based or GUI
system.
Only data that is new should be entered. All other data should be obtained from existing files.
Some of the data that should be keyed and obtained from files is outlined below.
Keyed Obtained From Files

Warehouse number Warehouse address
Hamlet kit number Hamlet description

Quantity ordered Hamlet price
Hamlet shipping cost per kit
Invoice date Calculate the total invoice amount and the total shipping cost.
All data that is entered should be edited. The warehouse number should be from 1 to 12 and the
kit numbers should have numbers between 200 and 800 and must be on the product file. The
quantity ordered should be numeric and greater than zero.
2. Divide your group into analysts and Elsinore Industries employees to role play. The analysts
should present the new data entry system, complete with prototype displays. Ask for feedback on
the design from Elsinore employees.
Feedback will vary from group to group.
3. Write a brief paragraph describing how to improve the original data entry design based on the
comments received.
Results will vary from group to group.
Central Pacific University—Problems

1. Modify and print the following elements with edit criteria in the Notes (or Values and Meanings
for specific codes) area. These may be found in the Repository Web page or in the Visible Analyst
repository.
Element Edit Criteria

a. SOFTWARE CATEGORY Table of codes: Software Category Code
b. COURSE TRAINING B: Beginning; I: Intermediate;
LEVEL CODE A: Advanced
c. OPERATING SYSTEM W: Windows Vista Ultimate;
B: Windows Vista Business;
U: Unix

a.
Date: 11/13/2009 Project: CPU Page: 1

Time: 12:44:27 AM
Single Entry Listing
Whole Repository
______________________________________________________________________________
Software Category Data Element
Description:
The category of software (e.g. Word Processing). This is a coded entry,
stored as an Access table.
Alias:
Type Of Software
Values & Meanings:
Software Software Category
Type Description
_______ _________________
ACCN Accounting
CAD Computer Aided Design
CASE CASE toolset
COM Communications
DB Database
DPUB Desktop Publishing
EDUC Educational
FNCL Financial
GRPH Graphics Package
INDS Internet Site Design
INTG Integrated
INTN Internet Web Page Design
PERS Personal Organizer
PGM Programming Languages
PGMT Project Management
STE Software Suite
TRNG Training
UTIL Utilities
Data element attributes

Storage Type: Char
Length: 4
Picture: X(4)
Display Format: X(4)
Null Type: NotNull
Notes:
Table of codes: Software Category Code
The code must be alphabetic.
b.
Course Training Level Code Data Element

Description:

A code to determine the level of training.

Values & Meanings:
B: Beginning
I: Intermediate
A: Advanced
X: Expert
Storage Type: Char
Length: 1
Picture: X
Display Format: X
Default: B
Null Type: NotNull
c.
Operating System Data Element

Description:
A code used to store the type of operating system installed on a
computer or the operating system required by a software package.
Values & Meanings:
Operating Operating
System System
Code Meaning
L Linux
M Mac OS X Leopard
N Ubuntu
U Unix
B Window Vista Business
W Window Vista Ultimate
7 Windows 7
V Windows Vista
X Windows XP
P Windows XP Pro
Storage Type: Char
Length: 1
Picture: X
Null Type: NotNull
Notes:
Table of Codes: Operating System Names
2. Modify and print the following elements with edit criteria placed in the Notes area:
a. Element: SOFTWARE INVENTORY NUMBER
Notes: A modulus-11 check digit must be verified when entering the number. The ADD
SOFTWARE program creates the check digit. The ADD SOFTWARE program should
also check the SOFTWARE MASTER file to ensure that a record with the same inventory
number does not already exist.
b. Element: DATE PURCHASED
Notes: Verify that the DATE PURCHASED is less than or equal to the current date.

c. Element: QUANTITY RECEIVED

Notes: Verify that the QUANTITY RECEIVED is less than or equal to the QUANTITY
ORDERED.
d. Element: SOFTWARE UPGRADE VERSION
Notes: Ensure that the software UPGRADE VERSION is greater than the current
version.
e. Element: HARD DRIVE
Notes: SECOND HARD DRIVE may exist only if there is an entry for HARD DRIVE.
a.
Software Inventory Number Data Element

Description:
Unique software identification number.
Alias:
Software Primary Key
Storage Type: Char
Length: 8
Picture: 9(8)
Null Type: NotNull
Notes:
A modulus-11 check digit must be verified when entering the number.
The ADD SOFTWARE program should also check the SOFTWARE
MASTER to ensure that a record with the same inventory number
does not already exist.
b.
Date Purchased Data Element

Description:
Date that the machine was purchased.
Alias:
Acquisition Date
Storage Type: Date
Length: 8
Picture: Z9/99/9999
Null Type: NotNull
Notes:
Editing should verify that the date purchased is less than or equal to the
current date.
c.
Quantity Received Data Element

Description:
Quantity of hardware items received for a purchase order.
Alias:
Quantity Shipped

Storage Type: Integer 4

Length: 6
Picture: 9(6)
Null Type: NotNull
Notes:
Verify that the QUANTITY RECEIVED is less than or equal to the
QUANTITY ORDERED.
d.
Software Upgrade Version Data Element

Description:
The software version number, e.g. 6.01, 10.21, 7.01B, 8.01+
Storage Type: Char
Length: 6
Picture: X(6)
Null Type: NotNull
Notes:
Ensure that the upgrade version is greater than the current version.
e.
Hard Drive Data Element

Description:
The size of the computer hard drive in gigabytes (GB).
Storage Type: Integer 4
Length: 5
Picture: 9(5)
Display Format: ZZZZ9
Null Type: NotNull
Notes:
The second hard drive may exist only if the hard drive exists.
3. After speaking with Dot Matricks and Mike Crowe, it has become apparent that the campus codes
must be sortable for installing hardware and software, as well as for creating inventory sheets.
Use Microsoft Access to modify and print the CAMPUS LOCATION CODES table. The first digit
represents the campus location. Values are as follows:
1 Central Campus
2 Waterford Campus
3 Hillside Campus
The next three digits represent buildings in the campus, with the following building codes:

001 Administration 010 Environmental Studies

002 Admissions 011 Geology
003 Agricultural 012 Law
004 Astronomy 013 Library
005 Business 014 Mathematics
006 Chemical Engineering 015 Medicine
007 Computer Science 016 Physics
008 Education 017 Psychology
009 Engineering 018 Zoology
Use a combination (your choice) of campus and building codes to build the final
table of codes. Include the meaning of the code.
Student results will vary. A sample of the table is illustrated below.
Campus Location Codes

Campus Code Campus Description
1001 Central Administration
1004 Central Astronomy
1007 Central Computer Science
1018 Central Zoology
2002 Waterford Admissions
2005 Waterford Business
2014 Waterford Mathematics
3001 Hillside Administration
3004 Hillside Astronomy
3010 Hillside Environmental Studies
3015 Hillside Medicine
3016 Hillside Physics

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Chapter 15 Systems Analysis and Design Instructor’s Manual 15-1

A. Keeping track of something

4. Types of codes are:

A. Simple sequence codes

6. In establishing a coding system, systems analysts should follow these guidelines:

A. Keep codes concise

Copyright © 2014 Pearson Education, Inc.

A. Decide what to capture

16. Validation methods include:

A. Test for missing data

18. Credit cards may be validated using the following techniques:

Copyright © 2014 Pearson Education, Inc.

digits, check is the length of the number

19. The order of validation is:

A. Check the syntax

20. Validation is often done using IF…ELSE…statements. In some programming languages,

A. Customers generally key or enter data themselves

24. Cookies are used to:

A. Store information to enable faster and more accurate transactions

Consulting Opportunity 15.1 (p. 440)

Copyright © 2014 Pearson Education, Inc.

1. Keep codes concise

3822050931 with the following code meaning:

382 Coonskin cap

Consulting Opportunity 15.2 (p. 442)

Consulting Opportunity 15.3 (p. 449)

Copyright © 2014 Pearson Education, Inc.

This is an activity that will vary from student to student.

Answers to Review Questions

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2. List the five general purposes for coding data.

The five general purposes for coding are:

A. Keeping track of something

3. Define the term” simple sequence code.”

4. When is an alphabetic derivation code useful?

The alphabetic derivation codes are useful in identifying an account number.

5. Explain what is accomplished with a classification code.

6. Define the term “block sequence code.”

7. What is the simplest type of code for concealing information?

8. What are the benefits of using a significant-digit subset code?

9. What is the purpose of using a mnemonic code for data?

10. Define the term “function code.”

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11. List the eight general guidelines for proper coding.

The eight general guidelines for proper coding are:

A. Keep codes concise

12. What are changeable data?

13. What are differentiation data?

15. Define the term “bottleneck” as it applies to data entry.

17. List six data entry methods.

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19. List two types of two dimensional (2D) bar codes.

27. What common error is missed by the Luhn formula?

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Setting up self-validating codes is used to check data accuracy by incorporation of a number in

A. Customers generally key or enter data themselves

31. What is Unicode and how is it used?

33. What is a regular expression?

First digit Domestic or foreign student

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a. This is a combination of block sequence codes and significant-digit codes.

a. The codes fail to provide a meaning or an easy way to remember.

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a. It is too long to input correctly.