Input Forms

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Input Forms

• Forms are used to enter data in to tables
• Relationships between tables and forms
• One form for manipulating data in one table
• One form for manipulating data in more than one
  table
• More than one form for manipulating data in one
  table
• Types of forms
• Single-record entry
• Modify/add a single record in a single table
• Tabular entry form
• Modify/add several records in a single table
• Multi-table entry form
• Modify/add records in two or more related tables

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Single-record Entry Form

• Often used to maintain master files
• One file can be associated with many forms
• Segregation of duties

Inventory clerk
Sales Manager
3
Tabular Entry Form

• Used to record a batch of events
• Often set up like a spreadsheet

Enter These
Cash Receipt Form
Looked up for display verification
Check Total
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Mult-Table Entry Form

• Use to add data to more than one table

m
1
Order_Detail
Order
Order Table
Order Entry Form
subform
Order_Detail Table
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Data-Entry

• An internal agent may type the data
• An internal agent may select the data to be
  entered via a look up table, radio button or
  checkbox
• An internal agent scans a bar code or a
  customers ID card
• An external agent (user) enters form data on a
  web site
• Interaction with system (and forms) summarized in
  use case diagram
• A sequence of steps that occur when an actor
  interacts with system

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Use-Case Diagrams
Use Cases
Maintain Inventory Data
Inventory Control
Maintain Inventory Prices
Sales Manager

• User interaction requires a form
• Also get an idea of segregation of duty/control

Maintain Customer Data
Credit Department
Enter Customer Data
Order Entry Clerk
Record Shipments
Shipping Clerk
Record Sales Invoice
Billing Clerk
Record Collections
Print Cash Receipts Report
Cash Receipts Clerk
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More about Use Cases

• Use CRUD to identify use cases and represent
  basic DBMS functions
• Create
• New records are created for new agents, products,
  services or events
• Read
• Existing record(s) used in reporting or display
• Update
• Existing record(s) is(are) updated
• Delete
• Existing record(s) deleted

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Attributes and Forms

• Form design template shows which tables provide
  data, which attributes are used (including
  calculations), and how the attributes are
  organized
• Some attributes are displayed but not entered
• Use a join query to link the tables together so
  that the correct information will be displayed
  based on user entry
• Calculated fields
• Foreign Keys

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Form Design Template for Order Form
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Controlling User Interaction with Forms

• Forms are the gateway to database
• Many IS risks are associated with incorrect data
  entry
• Controls of forms is critical
• Make it easy for users to provide the right data
• Text boxes
• Labels
• Look-up feature
• Drop down menu
• Command button
• Radio button
• Check box

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Data Entry Accuracy and Efficiency

• Avoid direct entry in to data tables and enforce
  input controls
• Establish a primary key
• Give the user a list of admissible values (drop
  down)
• Particularly useful when entering foreign key but
  could also apply to categorical data, e.g.
  layaway is open, closed or expired
• Scan data rather than enter
• Record checking
• Make sure manually entered foreign key exists in
  table (use of drop down makes this unnecessary)

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Data Entry Accuracy and Efficiency

• Confirmation
• Display additional attributes based on foreign
  key so user can evaluate
• Referential integrity
• Enforce (1,m) relationships
• Parent (1) cannot be deleted if there exists a
  child (m)
• Child (m) can only be added if there exists a
  parent (1)
• Built in to most DBMS
• Format checks
• Check length, type and format of fields as
  entered
• Validation rules
• Hours per week lt 80
• Should warn user

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Data Entry Accuracy and Efficiency

• Defaults
• Prohibit blanks
• Computer generated values
• Calculate when possible to derive minimize data
  entry
• Auto-generate primary keys, often sequential
• Prompt user to accept/reject
• Use the strongest control available!
• e.g. referential integrity over a simple format
  check

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Back to Fairhaven Convenience Store

• Gasoline and other products are sold at Fairhaven
  Convenience Store. Customers select items and
  bring them to the manager. The manager scans the
  selected products and a total amount due is
  displayed on the cash register. The customer
  gives cash to the manager who puts cash in the
  cash register. The manager gives change (if any)
  to the customer. Four managers work at the
  store, but only one manager is in the store at
  any one time. The manager who is on the third
  shift places the cash in an envelope and drops it
  in a deposit slot at the bank.

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UML Diagram and Table Data
Other attributes
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Event Table and Use Case Diagram
Master File Maintenance
Maintain Inventory Data
Owner
Maintain Manager Data
Record Sales Cash Receipts
Manager
Record Deposits
Manager (3rd Shift)
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Forms Required

• Single-Record Data Entry Form
• Maintenance of manager table
• Single-Record Form
• Deposit Form
• Tabular Data Entry form
• Inventory maintenance
• Multi-table Entry form
• Recording sales

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Multi-Table Entry Form Design (Sales)
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Sales Form Layout
Sale/Cash Receipt Form
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Sales Form Input Controls (Sales)
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Sales Use Case Description