Centralized it departments no longer produce reams of printed

Chapter 8: User Interface

Kent Institute Australia Pty. Ltd.

ABN 49 003 577 302 CRICOS Code: 00161E RTO Code: 90458 TEQSA Provider Number: PRV12051

Version 2 – 18th December 2015

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Prescribed Text and recommended readings

Rosenblatt, H. J. (2016), Systems Analysis and Design.11th Edition, Cengage Learning, Boston MA

Robertson, S. and Robertson, J. (2013), Mastering the Requirements Process: Getting Requirements Right, 3rd Edition, Addison Wesley, Upper Saddle River, NJ

IIBA (2015), Guide to the Business Analysis Body of Knowledge, BABOK Version 3.0, International Institute of Business Analysis, http://www.iiba.org/BABOKGuide.aspx

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Chapter Objectives

Explain the concept of user interface design and human-computer interaction, including basic principles of user-centered design

Explain how experienced interface designers perform their tasks

Describe rules for successful interface design

Discuss input and output technology issues

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Chapter Objectives

Design effective source documents and forms

Explain printed output guidelines

Describe output and input controls and security

Explain modular design and prototyping techniques

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Systems Design Phase Overview

Goal of systems design - To build a system that is effective, reliable, and maintainable

A system is:

Effective if it supports business requirements and meets user needs

Reliable if it handles input errors, processing errors, hardware failures, or human mistakes

Maintainable if it is flexible, scalable, and easily modified

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Will It Succeed?

Suggestions for successful design

Think like a user

Carefully examine any point where users provide input or receive output

Anticipate future needs and provide flexibility

Anticipate possible expansion

Offer several alternatives

Manage data effectively

System should enter and verify data as soon as possible

Input data must be close to its source

A secure system must include audit trails

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Systems Design Phase Overview (Cont.)

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Chapter Overview

Users can design their own output

System designers are more aware of user needs and desires

Centralized IT departments no longer produce reams of printed reports

Customer-designed output is the current trend

The user interface has evolved

Most user information needs can be met with screen-generated data

Continues to evolve with the use of mobile and wearable devices

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What Is a User Interface?

Describes how users interact with a computer system

Comprises features that affect two-way communications between the user and the computer

Central to usability

In a user-centered system, the distinction blurs between input, output, and the interface itself

FIGURE 8-2 Apple has long been a leader in creating elegant user interfaces for its products.

Source: Apple

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Human-Computer Interaction (HCI)

Describes the relationship between computers and people who use them to perform their jobs

Early user interfaces – Complex commands and graphical user interface (GUI)

Transparent user interface: Does not distract the user

Objective - To create a user-friendly design that is easy to learn and use

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What Is a User Interface?(Cont.)

Figure 8-3 HCI is essential to employee productivity, whether the work is done in a traditional office setting or on a construction site like the one shown in this figure.

Goodluz/Shutterstock.com

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Seven Habits of Successful Interface Designers

Understand the Business

The interface designer must understand:

The underlying business functions

How the system supports individual, departmental, and enterprise goals

Maximize Graphical Effectiveness

A well-designed interface enables rapid learning

Think Like a User

The designer must see the system from a user’s perspective

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Use Models and Prototypes

Designers can present initial screen designs to users in the form of a storyboard

Users should test the design and provide feedback

Focus on Usability

Include main options in the opening screen

Offer a reasonable number of choices that a user easily can comprehend

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Seven Habits of Successful Interface Designers (Cont. 1)

FIGURE 8-5 The opening screen displays the main options for a student registration system. A user can click an option to see lower-level actions and menu choices.

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Invite Feedback

Monitor system usage and solicit user suggestions

Determine if system features are being used as intended by observing and surveying users

Document Everything

Document all screen designs for later use by programmers

User-approved sketches and storyboards can be used to document the user interface

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Seven Habits of Successful Interface Designers (Cont. 2)

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Guidelines for User Interface Design

Create an Interface That Is Easy to Learn and Use

Focus on system design objectives

Create a design that is easy to understand and remember

Provide commands, actions, and system responses that are consistent and predictable

Allow users to correct errors easily

Clearly label all controls, buttons, and icons

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Create an Interface That Is Easy to Learn and Use (Cont.)

Select familiar images that users can understand

Provide on-screen instructions that are logical, concise, and clear

Show all commands in a list of menu items

Dim any commands that are not available to the user

Make it easy to navigate or return to any level in the menu structure

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Guidelines for User Interface Design (Cont. 1)

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Enhance User Productivity

Organize tasks, commands, and functions in groups that resemble actual business operations

Create alphabetical menu lists or place the selections used frequently at the top of the menu list

Provide shortcuts for experienced users

Use default values if the majority of values in a field are the same

Use a duplicate value function, but allow users to turn this feature on or off as they prefer

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Guidelines for User Interface Design (Cont. 2)

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Enhance User Productivity (Cont.)

Provide a fast-find feature

If available, consider a natural language feature that allows users to type commands or requests in normal text phrases

Provide Users with Help and Feedback

Ensure that help is always available on demand

Provide user-selected help and context- sensitive help

Provide a direct route for users to return to the point from where help was requested

Include contact information

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Guidelines for User Interface Design (Cont. 3)

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Provide Users with Help and Feedback (Cont.)

Require user confirmation before data deletion

Provide an “Undo” key

When a user-entered command contains an error, highlight the erroneous part

Use hypertext links to assist users

Display messages at a logical place on the screen

Alert users to lengthy processing times or delays

Allow messages to remain on the screen long enough for users to read them

Let the user know whether the task or operation was successful or not

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Guidelines for User Interface Design (Cont. 4)

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Guidelines for User Interface Design (Cont. 5)

Figure 8-7 This menu hierarchy shows tasks, commands, and functions organized into logical groups and sequences. The structure resembles a functional decomposition diagram (FDD), which is a model of business functions and processes.

Figure 8-8 The main Help screen for a student registration system.

Provide Users with Help and Feedback (Cont.)

Provide a text explanation for an icon or image on a control button

Use messages that are specific, understandable, and professional

Create an Attractive Layout and Design

Use appropriate colors to highlight different areas of the screen

Use special effects sparingly

Use hyperlinks that allow users to navigate to related topics

Group related objects and information

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Guidelines for User Interface Design (Cont. 6)

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Create an Attractive Layout and Design (Cont.)

Display titles, messages, and instructions in a consistent manner

Ensure that commands and similar mouse actions will have the same effect

Require the user to confirm the entry by pressing Enter or Tab

Remember that users are accustomed to a pattern of red = stop, yellow = caution, and green = go

Provide a keystroke alternative for each menu command

Avoid complex terms and technical jargon

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Guidelines for User Interface Design (Cont. 7)

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Enhance the Interface

Opening screen is important as it introduces the application

The starting point can be a switchboard with well- placed command buttons for navigation

Use a command button to initiate an action

Try to create customized menu bars and toolbars

Add a shortcut feature that lets a user select a menu command

If variable input data is needed, provide a dialog box that explains what is required

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Guidelines for User Interface Design (Cont. 8)

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Enhance the Interface (Cont.)

A toggle button makes it easy to show on or off status

Use list boxes that display the available choices

Use an option button, or a radio button, to control user choices

If check boxes are used to select one or more choices from a group, show the choices with a checkmark or an X

When dates must be entered, use a calendar control

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Guidelines for User Interface Design (Cont. 9)

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Guidelines for User Interface Design (Cont. 10)

FIGURE 8-10 A data entry screen for the student registration system. This screen uses several design features that are described in the text. When a user clicks the Find Student command button, a dialog box is displayed with instructions.

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Focus on Data Entry Screens

Use the form filling method whenever possible

Restrict user access to screen locations where data is entered

Provide a way to leave the data entry screen at any time without entering the current record

Provide a descriptive caption for every field

Provide a means for users to move among fields on the form in a standard order or in any order they choose

Allow users to add, change, delete, and view records

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Guidelines for User Interface Design (Cont. 11)

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Focus on Data Entry Screens (Cont.)

Design the screen form layout to match the layout of the source document

Display a sample format like MMDDYY and use an input mask

Require an ending stroke for every field

Do not require users to type leading zeros for numeric fields or trailing zeros for decimals

Display default values

Provide users with an opportunity to confirm the accuracy of input data before displaying it

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Guidelines for User Interface Design (Cont. 12)

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Guidelines for User Interface Design (Cont. 13)

FIGURE 8-12 Microsoft Access provides various input masks for dates, phone numbers, and postal codes, among others. In addition, it is easy to create a custom mask using the characters shown here.

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Focus on Data Entry Screens (Cont.)

Use a default value when a field value will be constant for successive records or throughout the data entry session

Use Validation Rules

Sequence check: Used when the data must be in some predetermined sequence

Existence check: Applies to mandatory data items

Data type check: Tests to ensure that a data item fits the required data type

Range check: Used to verify that data items fall between a specified minimum and maximum value

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Guidelines for User Interface Design (Cont. 14)

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Use Validation Rules (Cont.)

Reasonableness check: Identifies values that are questionable, but not necessarily wrong

Validity check: Used for data items that must have certain values

Combination check: Performed on two or more fields to ensure that they are consistent or reasonable when considered together

Batch controls: Totals used to verify batch input

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Guidelines for User Interface Design (Cont. 15)

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Guidelines for User Interface Design (Cont. 16)

FIGURE 8-13 Microsoft Access provides validation rules can improve data quality by requiring the input to meet specific requirements or conditions.

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Reduce Input Volume

Input necessary data only

Do not input data that the user can retrieve from system files or calculate from other data

Do not input constant data

Use codes as they are shorter than the data they represent

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Guidelines for User Interface Design (Cont. 17)

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Source Document and Form Design

Garbage in, garbage out (GIGO): Quality of the output depends on the quality of the input

Source document: Collects input data, triggers an input action, and provides a record of the original transaction

A good form layout makes the form easy to complete and provides enough space

Information should flow on a form from left to right and top to bottom

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Order and placement of printed fields should be logical

Totals should be identified clearly

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Source Document and Form Design (Cont.)

FIGURE 8-14 Source document zones.

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Printed Output

Questions to be considered before designing printed output

Why is this being delivered as printed output?

Who wants the information, why is it needed, and how will it be used?

What specific information will be included?

Will the printed output be designed for a specific device?

Do security or confidentiality issues exist?

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Overview of Report Design

Organizations strive to reduce the flow of paper and printed reports

Users find it handy to view screen output, then print the information they need

Printed output is used in turnaround documents

Reports must be easy to read and well organized

Database programs such as Microsoft Access include a variety of report design tools to create reports quickly and easily

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Printed Output (Cont. 1)

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Types of Reports

Detail reports: Produce one or more lines of output for each record processed

Can be quite lengthy

Exception reports: Display only those records that meet specific conditions

Useful when the user wants specific information

Summary reports: Reports that provide comprehensive data

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Printed Output (Cont. 2)

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User Involvement

Users must approve all report designs in advance

A mock-up, or prototype, can be prepared for the users to review

Report Design Principles

Every report should have a report header and footer

Report header: Identifies the report, and contains the report title, date, and other necessary information

Report footer: Contains end-of-report information

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Printed Output (Cont. 3)

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Report Design Principles (Cont.)

Page headers and footers

Page header: Includes the column headings that identify the data

Page footer: Displays the report title and the page number

Repeating fields

Users’ opinion helps provide clarity

Consistent design

Look and feel are important to users, so reports should be uniform and consistent

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Printed Output (Cont. 4)

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Printed Output (Cont. 5)

FIGURE 8-15 The Employee Hours report is a detail report with control breaks, subtotals, and grand totals. Notice that a report header identifies the report, a page header contains column headings, a group footer contains subtotals for each store, a report footer contains grand totals, and a page footer identifies the page number.

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Technology Issues

Output Technology

In addition to screen output and printed matter, output can be delivered in many ways

Actual forms, reports, and documents have to be created to be accessible from workstations, notebooks, tablets, smartphones, and other devices

Internet-based information delivery

Allows users to download a universe of files and documents to support their information needs

Companies use a live or prerecorded webcast to reach prospective customers and investors

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Output Technology (Cont.)

Email - An essential means of internal and external business communication

Blogs: Web based logs

Useful for posting news, reviewing current events, and promoting products

Instant messaging - Useful for team members in a collaborative situation

Wireless devices - Data can be transmitted using the Internet across a wide array of devices

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Technology Issues (Cont. 1)

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Technology Issues (Cont. 2)

Output Technology (Cont.)

Digital audio, images and video

Can be captured and stored in digital format

Can be attached to an email message or inserted as a clip in a Microsoft Word document

Podcasts

Used as sales and marketing tools, and to communicate with the employees

Automated fax or faxback systems

Allow a customer to request a fax using e-mail, via the company Web site, or by telephone

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Technology Issues (Cont. 3)

Output Technology (Cont.)

Computer output to microfilm (COM)

Used by large firms to scan and store images of original documents to provide high-quality records management and archiving

Computer output to digital media

Used when many paper documents must be scanned and stored in digital format for quick retrieval

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Output Technology (Cont.)

Specialized forms of output

Portable, Web-connected devices that can run multiple apps

Retail point-of-sale terminals that handle credit card transactions

Automatic teller machines (ATMs) that can process bank transactions

Special-purpose printers

Plotters that can produce high-quality images

Electronic detection of data embedded in credit cards, bank cards, and employee identification cards

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Technology Issues (Cont. 4)

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Technology Issues (Cont. 5)

FIGURE 8-17 Input devices can be very traditional, or based on the latest technology.

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Input Technology

Batch input: Data entry is performed on a specified time schedule, such as daily, weekly, monthly, or longer

Online data entry

Enables immediate validation and availability of data

Source data automation combines online data entry and automated data capture using input devices such as RFID tags, magnetic data strips, or smartphones

Fast and accurate, and minimizes human involvement in the translation process

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Technology Issues (Cont. 6)

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Input Technology (Cont.)

Examples of source data automation

Point-of-sale (POS) terminals equipped with bar code scanners and magnetic swipe scanners

Automatic teller machines (ATMs) read data strips on bank cards

Factory employees use magnetic ID cards to clock on and off specific jobs

Hospitals imprint bar codes on patient identification bracelets and use portable scanners when gathering data on patient treatment and medication

Retail stores use portable bar code scanners and libraries use handheld scanners

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Technology Issues (Cont. 7)

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Input Technology (Cont.)

Trade offs

Manual data entry is slower and more expensive than batch input

Performed at the time the transaction occurs

Often done when computer demand is at its highest

Decision to use batch or online input depends on business requirements

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Technology Issues (Cont. 8)

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Security and Control Issues

Output Security and Control

Companies use output control methods to maintain output integrity and security

Output security protects privacy rights

Shields the organization’s proprietary data from theft or unauthorized access

Security solutions

Diskless workstation: Network terminal that supports a full-featured user interface but limits the printing or copying of data

Port protector: Controls access to and from workstation interfaces

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Input Security and Control

Input control ensures that the input data is correct, complete, and secure

Information should be traceable back to the input data that produced it

Procedures must be put in place for handling source documents to ensure that data is not lost before it enters the system

Data security policies and procedures protect data from loss or damage

Companies should have a records retention policy that meets all legal requirements and business needs

Audit trail files and reports should be stored and saved

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Security and Control Issues (Cont.)

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Where Do We Go From Here?

Modular Design

Individual components, called modules, connect to a higher-level program or process

Designed to perform a single function

In a structured design, each module represents a specific process

Shown on a data flow diagram (DFD) and documented in a process description

Prototyping

Involves a repetitive sequence of analysis, design, modeling, and testing

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Prototyping (Cont.)

System prototyping

Produces a full-featured, working model of the information system

Design or throwaway prototyping

Used to verify user requirements and is discarded

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Where Do We Go From Here (Cont. 1)

FIGURE 8-21 The end product of system prototyping is a working model of the information system, ready for implementation.

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Prototyping (Cont.)

Benefits

Users and systems developers can avoid misunderstandings

System developers can create accurate specifications for the finished system based on the prototype

Managers can evaluate a working model more effectively than a paper specification

Helps in developing testing and training procedures

Reduces the risk and potential financial exposure that occur when a finished system fails to support business needs

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Where Do We Go From Here (Cont. 2)

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Prototyping (Cont.)

Potential problems

Rapid pace of development can create quality problems which may not be discovered until the finished system is operational

System requirements, such as reliability and maintainability, cannot be tested adequately using a prototype

In complex systems, the prototype can become unwieldy and difficult to manage

Clients may want to adopt the prototype with few to no changes, leading to increased maintenance costs later in the SDLC

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Where Do We Go From Here (Cont. 3)

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Chapter Summary

Purpose of systems design

To create a physical model of the system that satisfies the design requirements that were defined during the systems analysis phase

User interface design must be based on the perspective of the user

Types of printed reports

Detail, exception, and summary reports

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Various zones in a document

Heading zone, control zone, instruction zone, body zone, totals zone, and authorization zone

Input methods include data capture and data entry

Security and control plays an important role in designing

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Chapter Summary (Cont.)

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