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136 Part 2 • InformatIon requIrements analysIs

Figure 5.4
A manually completed payment
record.
Look for
Check for errors.
opportunities
for improvement
in design.

PROJ. NAME
OAK. FC
# 562
RENT POTENTIAL
1175/0 KEY SIGNATURE
Base Refrig- Furni- 81299 DEPOSIT
Rent erator ture POTENTIAL
855 A/C Util. HMSR T .V . Maid Total Secur- Clean- PRORATE 15. 00
55 Rent ity ing 31175/0 81299 31700 121. 32
910 T ax Days Daily
H/S dep. H/S Rate Totals
200 115 rent 4 30.33 5. 20
1.30 910
PAYMENT RECORD: Tot. 31175/0 + 81299 + Rent =910
Memo Only Date Date Receipt Deposits 31. 63 39
Due Paid 340
TV 10 /3 MO! Number Noon TOTAL INITIAL PAYMENT REQUIRED: 1430. 52
Paid to Total Secur- Clean- 31700
Rent ity
ing T ax 31175/0 81299 Other
Amount
8 / 28 8 / 28 106642 9 /30 1031. 32 202 115 44.
20 25 Dates Amt. Descr. Amt. Paid Balance
10 /1 10 /3 107503 10 /31 910
11 /1 11 /1 10935 8 Due
C1H/S9-16 11 /16 485. 28 414. 2 15 1430. 52
11 /17 11 /8 11200 0
Bill 1 MO 11 /23 212. 31
11 /24 910 0
P rorated
485. 28 0
H/S should be 212. 31 0
created toward
refund deposit
Orig. Move-in Date
8-28
BLDG. # d same
Exp.
NAME Kendall x # 1
Observe the
number and type 1 st
of transactions. Watch for places
the computer can
simplify the work.
RECORDS. Records provide periodic updates of what is occurring in the business. If the record
is updated in a timely fashion by a careful recorder, it can provide much useful information to
a systems analyst. Figure 5.4 is a manually completed payment record for an apartment rental.
There are several ways that an analyst can inspect a record, many of which are indicative of their
usability:
1. Checking for errors in amounts and totals
2. Looking for opportunities for improving the recording form design
3. Observing the number and type of transactions
4. Watching for instances in which the computer can simplify the work (i.e., calculations and
other data manipulation)

DATA CAPTURE FORMS. Before you set out to change the information flows in an organization,
you need to be able to understand the system that is currently in place. You or one of your team
members may want to collect and catalog a blank copy of each form (official or unofficial) that
is in use. (Sometimes businesses have a person already charged with forms management, who
would be your first source for forms in use.)
Blank forms, along with their instructions for completion and distribution, can be com-
pared with filled-in forms to see if any data items are consistently left blank on the forms;
whether the people who are supposed to receive the forms actually do get them; and if they
follow standard procedures for using, storing, and discarding them. Remember to print out
any Web-based forms that require users to print them. Alternatively, electronic versions that
can be submitted via the Web or email can be identified and stored in a database for later
inspection.