Know and understand input formats including data capture forms

The Systems Life Cycle

Objective

Students will be able to:

• Identify the main stages of the systems life cycle (SLDC).
• Explain different input formats used to capture data.
• Describe the structure and purpose of data capture forms.
• Evaluate the advantages and disadvantages of each format in a real‑world context.

1. Overview of the Systems Life Cycle

The systems life cycle provides a framework for developing, maintaining and retiring information systems. The typical stages are:

1. Planning
2. Analysis
3. Design
4. Development / Construction
5. Testing
6. Implementation (deployment)
7. Maintenance
8. Evaluation / Review

2. Input Formats – How Data Is Captured

During the Analysis and Design phases, the type of input format chosen can affect the efficiency, accuracy and cost of the system. Common input formats include:

Format	Typical Device	Data Type Captured	Key Advantages	Key Disadvantages
Paper questionnaire / form	Pen & paper	Text, check‑boxes, numeric entries	Low initial cost; familiar to users	Manual transcription required; prone to errors
Online web form	Computer, tablet, smartphone	Text, numbers, dates, selections, file uploads	Instant validation; data stored digitally	Requires internet access; design complexity
Barcode / QR code scanner	Handheld or fixed scanner	Encoded product or asset identifiers	Very fast entry; reduces typing errors	Requires barcodes to be printed & maintained
Optical Character Recognition (OCR)	Scanner + OCR software	Printed text, forms, invoices	Automates conversion of paper to digital	Accuracy depends on print quality; setup cost
Voice / Speech recognition	Microphone, speech‑to‑text software	Spoken words, commands	Hands‑free entry; useful for accessibility	Background noise affects accuracy; language limits
Touchscreen / Pen input	Tablet, interactive kiosk	Handwritten or drawn input	Intuitive for drawing or signatures	Requires calibration; may need conversion software

3. Data Capture Forms

A data capture form is a structured template that guides users to provide the exact information required by the system. Forms can be:

• Static paper forms – pre‑printed, used when electronic devices are unavailable.
• Dynamic electronic forms – built with HTML, XML, or specialised form‑building tools; can include validation rules.

3.1 Elements of a Good Form

• Clear headings and sections – help users locate related fields.
• Logical field order – follows the natural flow of information.
• Appropriate field types – e.g., drop‑down lists for limited choices, radio buttons for exclusive options, check‑boxes for multiple selections.
• Input validation – ensures data meets required format (e.g., date, numeric range).
• Instructions and examples – reduce ambiguity.
• Accessibility features – label tags, tab order, high‑contrast design.

3.2 Example of a Simple Student Registration Form (HTML structure)

<form action="register.php" method="post">
    <fieldset>
        <legend>Personal Details</legend>
        <label for="fname">First name:</label>
        <input type="text" id="fname" name="fname" required><br>

        <label for="lname">Last name:</label>
        <input type="text" id="lname" name="lname" required><br>

        <label for="dob">Date of birth:</label>
        <input type="date" id="dob" name="dob" required><br>
    </fieldset>

    <fieldset>
        <legend>Course Selection</legend>
        <label for="course">Choose a course:</label>
        <select id="course" name="course">
            <option value="ict">ICT</option>
            <option value="math">Mathematics</option>
            <option value="science">Science</option>
        </select>
    </fieldset>

    <input type="submit" value="Submit">
</form>
    

4. Choosing the Right Input Format

When deciding which input format to use, consider the following criteria:

1. Volume of data – High‑volume environments benefit from scanners, bar‑code readers or automated forms.
2. Accuracy requirements – Formats with built‑in validation (online forms, OCR with verification) reduce errors.
3. Cost and resources – Paper forms have low upfront cost but higher long‑term processing cost.
4. User skill level – Choose familiar methods for the target audience.
5. Environment – Outdoor or mobile data collection may need handheld devices or voice input.

5. Advantages & Disadvantages Summary

Format	Advantages	Disadvantages
Paper forms	Simple, no power needed, low set‑up cost	Manual entry errors, slower processing, storage space
Online forms	Instant validation, data stored centrally, easy to update	Requires internet, may need programming expertise
Barcode / QR scanners	Very fast, high accuracy, reduces typing	Initial hardware cost, dependent on printed codes
OCR	Converts existing paper records to digital, reduces re‑keying	Accuracy varies with print quality, may need manual correction
Voice input	Hands‑free, useful for accessibility	Noise sensitivity, limited language support

6. Practical Example – School Library System

During the Analysis stage, the team identified that books are currently logged using paper cards. To improve efficiency, the following input formats were evaluated:

• Barcode scanner for ISBN numbers.
• Online web form for member registration.
• OCR to migrate existing paper records.

After cost‑benefit analysis, the chosen solution combined barcode scanning (fast book check‑in/out) with an online registration form (real‑time member data). OCR was used only for the initial data migration.

7. Review Questions

1. List the eight stages of the systems life cycle and give one activity that occurs in each stage.
2. Explain why validation is important in an electronic data capture form.
3. Compare paper questionnaires with online web forms in terms of accuracy, speed and cost.
4. Identify a situation where voice input would be preferable to a keyboard.
5. For a retail environment, which input format(s) would you recommend for stock taking and why?

8. Summary

The choice of input format is a critical decision within the systems life cycle. By understanding the characteristics, advantages and limitations of each format, ICT practitioners can design systems that capture accurate data efficiently, meet user needs and stay within budget.