I don’t need to see it very often, but when I do, I have to be able to get at it quickly. I think we lost the last contract because the information I needed was buried in a stack of paper on someone’s desk somewhere,” says Luke Alover, an architect describing the company’s problems to one of the analysts assigned to the new systems project. “What I need is instant information about how much a building of that square footage cost the last time we bid it; what the basic materials such as steel, glass, and concrete now cost from our three top suppliers; who our likely competition on this type of building might be; and who comprises the committee that will be making the final decision on who gets the bid. Right now, though, it’s in a hundred reports somewhere. I have to look all over for it.”

a. Given the limited details you have here, write a paragraph to suggest an output method for Luke’s use that will solve some of his current problems. In a second paragraph, explain your reasons for choosing the output method you did. (Hint: be sure to relate output method to output content in your answer.)
b. Luke’s current thinking is that no paper record of the output discussed needs to be kept. In a paragraph, discuss what factors should be weighed before displayed output is used to the exclusion of printed reports.
c. Make a list of five to seven questions concerning the output’s function in the organization that you would ask Luke and others before deciding to do away with any printed reports currently being used.

a. Display output should be used as the output method for Luke’s system. Printed output should also be available to print the information from the display screen for hard copy. Display output is more flexible, allowing Luke to make changes, retrieve previous reports on the bids, and make decisions instantaneously. Some output could be on tablets or smartphones.

b. Factors that should be weighed before display output is used in exclusion of printed output are:
Transportability
Ability to retrieve information about previous bids

c. The following questions will help to determine if printed output is necessary:

Where are the deals closed?
How does the output function as part of the bid procedure?
Is a computerized facility available during the bidding?
Is printed output required to be submitted for consideration by the committee?
Is printed output required for past bids?
Would it make any difference if the printed output were redesigned to fit more information in fewer reports?