CHAPTER 7

1. CHAPTER 7 • Roderick Dickson • Kelli Grubb • Tracyann Pryce • Shakita White

2. Managing Information Resources

3. Figure 7-2: four types of information: internal internal external Sourceofinformation Record-based Document-based Structureofinformation

4. Internal changes • Allows companies to bring internal data and information together from far-flung files and databases and makes them available company-wide. • Gives employees access to far more corporate data and information than they ever had before. • The ability to handle and transmit media increases the variety of information formats and content.

5. External Changes • The availability of external data has exploded with the internet. • The inherent structure of the information resources that need to be managed has broaden considerably: • Data warehouses store large amounts of data to be analyzed with data mining techniques to support decision making for applications such as CRM. • Less structured concept-based information is becoming dominant. • Knowledge Management is becoming a key to exploiting the intellectual assets of an organization.

6. Structure of Information • Record-based contains primary facts about entities such as individual employees, customers, parts, or transactions. • Well structured data records are used for holding a set of attributes that describe each entity. • Document-based information pertains primarily to concepts, ideas, thoughts and opinions. • Less structured documents or messages with a variety of forms.

7. Figure 7.1: Difference in Structure: Data Records Documents Item of Interest entity concept or idea Attribute of Item field set of symbols All attributes of Item records record logical paragraph All related Items file document A Group of Related Files database file cabinet A Collection of Databases application- library, record center system “Data Model” hierarchical, relational (representational approaches)

8. Figure 7-2: four types of information: internal external Source of information Traditional EDP/MIS Public databases Record-based Word processing management Corporate library web sites Document-based Structure of information

9. Managing Corporate Data Records • Dirty Data • Database Management Systems • Data Administration

10. Management Corporate Data Records • The Problem: Inconsistent Data Definitions • Incompatible data definitions • Why is this hard for management? • What if IT department were managing data?

11. Management Corporate Data Records • The Role of Data Administration • Clean Up Data Definitions • Control Shared Data • Manage Data Distribution • Maintain Data Quality

12. Management Corporate Data Records • The Importance of Data Dictionaries • Main purpose of data dictionaries • When should data dictionaries be considered?

13. Managing Information • Information – intermediary for action • Info Managing issues • Value issues • Usage issues • Sharing issues

14. Value Issues • Information’s value is contextual • Tools used to increase value of info by firms • Information maps • Information guides • Business documents • Groupware

15. Usage Issues • Information is inherently messy and therefore its complexity needs to be preserved • It is not easily shared • Organizational culture blocks sharing • Technology does not change culture

16. Sharing Issues • A sharing culture must be in place • Technical solutions do not address the sharing issue • Info architecture have failed because they do not take into account how people actually use the information • Working out info issues requires addressing entrenched attitudes about organizational control

17. Sharing Issues (cont’d) • Sharing information is not good in all cases • Limits are necessary • Hiring practices play a role • Sharing ideas needs to be rewarded (e.g. promotion) for a sharing environment to exist

18. Managing Data Three Levels of Managing Data Four Data Models Distributing Data Twelve Rules for Distributing Data Data Warehouse

19. Managing Data Level 1: External, conceptual, local level, user view Level 2: Logical or enterprise data: DBMS Level 3: Physical or storage level, data records

20. Four Data Models • Hierarchical: Parent/Child Relationship • Network: each data item more than one parent • Relational: create relationships on the fly • Object: Data, methods, and attributes

21. Distributing Data • Standard Query Language: SQL • Data definition language: creating tables, creating indexes to data, and defining fields of data • Data manipulation language: for entering data into a database and accessing and formatting the data • Data control language: for handling security functions

22. 12 Rules for Distributed Database • Distributed Query • Distributed Transaction • Hardware independence • OS independence • Network independence • Database independence • Local autonomy • No reliance on central site • Continuous Operation • Location independence • Fragmentation independence • Replication independence

23. Data Warehouse • Database that contains data from many sources, including operational sources. • Repository of Metadata • Data is “cleaned” and formatted to a common structure • OLAP: Online Analytical Processing

24. Knowledge Management

25. Figure 7.9: Information Management is different from Knowledge Management. Information Management: 1)Emphasizes delivery and accessibility of content. 2)Has heavy technology focus. 3)Assumes information capture can be standardized and automated. Knowledge Management: 1)Emphasizes added value to content by filtering, synthesizing, interpreting, and adding context. 2)Balances focus between technology and culture or work practice. 3)Requires ongoing human input and links to communication.

26. Many feel that the term “ Knowledge Management” creates the wrong impression. • The term management brings to mind having control over something, and knowledge cannot be control. • It can only be leveraged through process and culture. • The more people are connected and exchange ideas, the more knowledge can spread and be leveraged.

27. Several companies have stopped using the term Knowledge Management and replaced it with the term Knowledge Sharing.

28. Chapter Seven • The End