Report Design

Introduction

• Report design is a crucial element in system analysis and design, as it ensures that the outputs of a system are tailored to meet the specific needs of its users, enabling them to perform their roles more effectively.

Definition

• A report is the information that is organized and formatted to fit the required specification.
• Report design refers to the process of defining and structuring the format, content, and layout of reports that a system will generate.

Characteristics

• These reports are essential outputs of a system, providing users with information that supports decision-making, monitoring, analysis, and control.
• Computer systems use reporting and query applications to retrieve the selective data available in the database and present it in a way that provides useful information, drives decision-making, and supports business projects.
• A report presents data as meaningful information, which can be used and distributed.
• It is a passive document that contains only predefined data and is used solely for viewing and reading.
• Reports can be printed on paper, or these may be transferred to a computer file, a visual display screen, etc.
• Reports are the most visible component of a working information system and hence they often form the basis for the user’s and management’s final assessment of the system value.
• Examples of reports are invoices, weekly sales summaries, mailing labels, pie charts, etc.

Importance of Reports

• The following are various advantages of Reports:-
  • Reports are a primary means of communication within an organization, conveying critical information across different levels of management and operations.
  • We can organize and present data in groups.
  • We can calculate running totals, group totals, grand totals, percentages of totals, etc.
  • Within the body of the Reports, we can include sub-forms, sub-reports, and graphs.
  • We can present data in an attractive format with pictures, special fonts, and lines.
  • We can create a design for a report and save it so that we can use it over and over again.
  • Well-designed reports provide the necessary information for decision-makers to make informed choices.
  • Effective report design can streamline the reporting process, saving time and reducing errors.

Types of Reports

• Operational Reports
  • This report provides the detailed information needed for day-to-day several types of operations, such as transaction logs, inventory levels, or real-time performance data.
• Summary Reports
  • This report condenses large amounts of data into a summarized format, often used by managers to review performance indicators.
• Exception Reports
  • This report highlights areas where performance deviates from the norm or where there are issues that require attention, such as low inventory alerts or security breaches.
• Analytical Reports:
  • This report provides in-depth analysis and insights, often including trends, forecasts, and recommendations.
• Regulatory Reports:
  • This report is designed to meet the compliance requirements of governmental or industry regulations.

Criteria for Report Design

• Good quality business processes deliver the right information to the right people in the right format and at the right time. The design of reports uses this goal.
• Designing reports is a user-focused activity that typically follows a prototyping approach.
• Reports convey information from one or more computer files to the user. They perform this task satisfactorily only when they present information to the user accurately in small portions.
• Several criteria should be considered to produce good reports which are given below –
  • Relevance/Objectives
    
    • The first step in report design is understanding the purpose of the report. Is it for managerial decision-making, operational monitoring, or regulatory compliance?
    • Clearly defining the objective helps in determining what data needs to be included and how it should be presented.
    • Only the information that is relevant to the purpose/requirement of the report should be present in the report.
    • This is a selection process, i.e., all the relevant information should be included and all the irrelevant information or data should be excluded. Only required information should be printed or displayed.
    • In online reports, we should use information hiding and provide methods to expand and contract levels of information details
  • User Requirements
    • The design should align with the needs of the users who will be using the report.
    • This involves understanding what information they require, in what format, and how frequently.

  • Content and Data Sources

    • Data Elements: Identify the specific data elements that need to be included in the report, such as sales figures, performance metrics, or customer details.
    • Data Sources: Determine where the data will be sourced from within the system, such as databases, data warehouses, or external systems.
    Accuracy
    • The data that appears in the report should be accurately recorded, accurately transmitted, and accurately transformed into summary data.
    • Accuracy is very important because if the the data are inaccurate, then the main purpose of the report which is to provide accurate information to the user will not be accomplished. Incomplete data are also inaccurate.
  • Clarity
    • The information that is present in the report should be clear and understandable.
    • The information present should be balanced in the report, and the display should not be too crowded and not too spread out.
    • Sufficient margins and spacing throughout the output will enhance readability.
    • Desired information must be easy to locate.
    • Comparisons, ratios, percentages, exception flags, and graphs should be used where necessary.
  • Timeliness
    • Reports must be prepared and ready for use in time.
    • Most reports provide 

      information, which is used to make decisions. Hence, this information must reach the recipients while the information is pertinent to transactions or decisions.
    • Information is of very little use if it arrives after the decisions are made.

  • Cost
    • Every report has two costs. First is the cost of preparation, which consists of analysis, design, computation, and distribution. Second is the cost of reading the report and locating relevant parts of it.
    • Often the cost of reading the report is forgotten during the calculation of costs. The reading cost can be significantly reduced only if the appropriate information is presented clearly in the report.
    • The total cost should always be less than the expected benefits. Only then the report should be prepared.

  • Report Layout and Format

    • Structure: Define the structure of the report, including headings, sections, tables, charts, and summaries. The layout should be logical and easy to follow.
    • Presentation Format: Decide whether the report will be text-based, graphical, tabular, or a combination. The format should facilitate easy interpretation of the data.
    • Output Medium: Determine whether the report will be printed, viewed on a screen, or both. This influences design elements like page breaks, font sizes, and colors.

  • Frequency and Distribution

    • Report Frequency: Define how often the report needs to be generated—daily, weekly, monthly, or on-demand.
    • Distribution Method: Decide how the report will be distributed, such as via email, through a web portal, or as a printed document.

  • Accessibility and Usability

    • User-Friendly Interface: Ensure that the report is easy to use and interpret. This might involve incorporating interactive elements like filters, drill-down capabilities, or search functions.
    • Accessibility: Consider accessibility features, such as compatibility with screen readers for visually impaired users or support for multiple languages.