ISM0498 – Management Information Systems (I)

1. ISM0498 – Management Information Systems (I) Chapter 3 Managing Data Resources

2. Learning Objectives • Identify the basic terminologies • Traditional File Organization versus Database Management System • Managing Database Asset • Application of Database Management Systems

3. Basic Terminologies • Data Hierarchy • Character: the basic building blocks of information, represented by bytes. • Field: a name, number or combinations of characters that in some way describes an aspect of a business object or activity. • Record: a group of related fields. • File: a group of records with the same type.

4. The data hierarchy showing database terminology

5. Entity, Attribute and Key • Entity: a generalized class of people, places or things for which details collected, stored and maintained (e.g. Customer / Inventory). • Attribute: a pieces of information describing a particular entity. • Data Item: the specific value of an attribute, can be found in the field of the record describing an entity. • Key: a field of set of fields in a record that is used to identify the record. • Primary Key - A key that can uniquely identify the record. • Secondary Key - A key that cannot uniquely identify the record.

6. The relationship between Entity, Attribute and Key

7. Traditional File Environment • Concept and Definition • File Approach is a way of collecting and maintaining data in an organization that leads to each functional areas or divisions creating and maintaining its own data files and programs.

8. Problems of File Approach • Data Redundancy and Confusion • Data redundancy is the presence of duplicate data in multiple data files. • It occurs when different division, function areas, and groups in an organization independently collect the same piece of information. • Program-Data Dependence • The close relationship between data stored in traditional files and the software programs that update and maintain those files. • Any change in data organization or format requires a change in all the programs associated with those files.

9. Problems of File Approach (cont’) • Lake of Flexibility • A traditional file system can deliver routine scheduled reports after extensive programming efforts, but it cannot deliver ad hoc reports or respond to unanticipated information requirements in a timely fashion. • Poor Security • Because there is little control or management of data files, access to and dissemination of information may be out of control.

10. Problems of File Approach (cont’) • Lack of Data Sharing and Availability • Because information in different files and different parts and cannot be related to one another, it is impossible for information to be shared or accessed in a timely manner. • Information cannot flow freely across different functional areas or different parts of the organization. How can we solve these problems?

11. Database Approach • Concept and Definition • Database is a collection of data organized to server many applications at the same time by storing and managing data so that they appear to be in one location.

12. Database Management System (DBMS) • Database Management System (DBMS) is a special software to create and maintain a database and enable individual business applications to extract the data they need without having to create separate files or data definitions in their computer programs. • Example: Microsoft SQL, Microsoft Access, Oracle, Universal Database (DB2), MySQL ……

13. Types of Database • Hierarchical and Network Database • Hierarchical Database is an older logical database model that organize data in a treelike structure. A record is subdivided into segments that are connected to each other in one-to-many, parent-child relationship. • Network DBMS is an extension of the hierarchical model, in which a member may have many owners.

14. Relational Database (DBMS) • Relational DBMS (RDBMS) is a type of logical database model that treats data as if they were stored in the “two-dimensional” tables in “tabular” format. It can relate data stored in one table to data in another as long as the two tables share a common data element. In a RDBMS, three basic operations are used to develop useful sets of data: select, project and join.

15. Object-Oriented Database (OODBMS) • A data management that stores both data and the procedures acting on the data as objects that can be automatically retrieved and shared; the objects can contain multimedia. • Object Relational Database • It is a database management system that combines the capabilities of a relational DBMS for storing traditional information and the capabilities of OODBMS for storing graphics and multimedia. Many DBMS can store the pictures as an element of the record.

16. Managing Database Assets • Designing Database • Entity-Relationship (ER) Diagram is a methodology for documenting database illustrating the relationship between various entities in the database. • Normalization is the process of crating small stable data structures from complex groups of data when designing a relational database.

17. An Entity-Relationship (ER) Diagram for a Customer Ordering Database

18. When building a database system, consideration must be given to the following questions: • Content: What data is to be collected? • Access: What data is to be provided to which users and when would be the most appropriated time? • Logical Structure: How is the data to be arranged so that it makes sense to a given user? • Physical Organization: Where is the data to be physically located?

19. Concerns for selecting a DBMS • Performance • Including the speed for processing data, capacity limitation and so on. • Integration • Can it be run on your H/W and OS? Does it really integrated with your application / programming tools? • Features • Does the features of the DBMS fit for your requirements (e.g. Roll-Back, Security Log …)? • Vendors • Background of the vendor, is it credible? How about the Support and Maintenance Service? • Price / Cost • Licensing Calculation (Concurrent License / CPU License). Within your IT budget?

20. Management Requirements for Database Systems

21. Application of Database • Querying Database: SQL • Structured Query Language (SQL) is the principal data manipulation language for relational DBMS and a major tool for querying, reading and updating a relation database. • Example: • SELECT * FROM table_1 WHERE field_1 = ‘ABC’ • INSERT INOT table_1 VALUES (‘ABC’, 999) • UPDATE table_1 SET field_1 = ‘XYZ’ • DELETE FROM table_1 WHERE field_1 = ‘ABC’

22. Online Analytical Processing (OLAP) • This technology provides a capability for manipulating and analyzing large volumes of data from multiple perspectives. Microsoft PowerPivot (www.powerprivot.com) is the newest OLAP tools that designed Excel 2010.

23. Data Mining • It is a software tool can analysis of large pools of data to find hidden patterns, relationship and rules that can be used to guide decision making and predict future behavior. • This technology helps companies engage in one-to-one marketing where personalized or individualized messages can be created based on individual preferences.

24. Data Warehouse and Data Mart • Data warehouse is a database with reporting and query tools, that stores currentand historical data extracted from various operational systems and consolidated for management reporting and analysis. • Data Mart is a smaller data warehouse containing only a portion of the organization’s data for a special function or population of users. Components of a data warehouse

25. Linking Internet Database to the Web • One of the easiest ways to make databases available to any user is by linking the internal databases to the Web through software programs that provide a connection to the database without disturbing it. • Benefits of using web browser to access a DB: • Ease of use • Less training for users • No changes to the internal database • Cheaper than building a new system • Create new efficiencies and opportunities • Provide employees with integrated firm wide views of information.

26. Extensible Markup Language (XML) • XML is a general-purpose language that describes the structure of a document and supports links to multiple documents, allowing data to be manipulated by the computer. Different from traditional HTML, XML represents data instead of web page. ** End of Chapter 3 **