Topic 7: The Systems Life Cycle - Output Formats

This section explores the various output formats generated by information systems, focusing on screen layouts and report layouts. Understanding these formats is crucial for effective communication and user experience.

Introduction to Output Formats

Output is the information produced by a computer system as a result of processing input. The format of this output can vary significantly depending on the intended audience and purpose. Common output formats include:

• Screen Output
• Report Output
• Printed Output
• Audio Output
• Video Output

Screen Layouts

Screen layouts are designed for direct viewing on a computer monitor. They prioritize readability and ease of navigation. Key considerations for screen layout include:

• Visual Hierarchy: Using font sizes, colors, and spacing to guide the user's eye to the most important information.
• Navigation Elements: Including menus, buttons, and links for easy interaction.
• Consistency: Maintaining a consistent layout across different screens for a familiar user experience.
• Accessibility: Designing for users with disabilities, considering color contrast and screen reader compatibility.

Examples of screen layouts include:

• Webpages
• Desktop Applications
• Command-Line Interfaces (CLIs)

Report Layouts

Report layouts are designed for presenting information in a structured and formal manner, often for documentation or analysis. They typically include:

• Header: Containing the report title, date, and author.
• Introduction: Providing background information and the purpose of the report.
• Body: Presenting the main findings, analysis, and supporting data.
• Conclusion: Summarizing the key findings and recommendations.
• Appendices: Including supplementary information, such as tables, figures, and raw data.

Types of Report Formats

Report Format	Description	Typical Use
Business Report	Formal document presenting analysis and recommendations for business decisions.	Strategic planning, performance reviews, market analysis.
Technical Report	Detailed documentation of technical processes, experiments, or designs.	Engineering, scientific research, software development.
Financial Report	Presentation of financial data, such as income statements, balance sheets, and cash flow statements.	Accounting, auditing, investment analysis.
Statistical Report	Presentation of data analysis and statistical findings.	Research, market research, data analysis.

Output Considerations

When designing for output, it's important to consider:

• Audience: Tailoring the format to the knowledge and expectations of the intended audience.
• Purpose: Ensuring the format effectively communicates the intended message.
• Medium: Adapting the format to the output medium (e.g., screen, printer).
• File Formats: Choosing appropriate file formats for saving and sharing output (e.g., PDF, DOCX, HTML).

Conclusion

Understanding output formats is a fundamental aspect of information communication technology. By considering the principles of screen layout and report layout, and by selecting appropriate output formats and file types, we can ensure that information is effectively communicated and easily understood.