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ACCESS AGENDA 1.SELECT LESSONS i.The day of the presentation is the primary criterion for selection projects ii.Start choices with Rx because went first.

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Presentation on theme: "ACCESS AGENDA 1.SELECT LESSONS i.The day of the presentation is the primary criterion for selection projects ii.Start choices with Rx because went first."— Presentation transcript:

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2 ACCESS AGENDA 1.SELECT LESSONS i.The day of the presentation is the primary criterion for selection projects ii.Start choices with Rx because went first for CIO.1 2.HANDOUT THE FOLDERS WITH THE LESSONS 3.COPY THE ACCESS DATA FILES i.TO: student travel drives ii.FROM : !!!TEAM PROJECTS-COPYING TO TEAM TRAVEL DRIVE çCopy to !!!ACCESS 2010 on I: on classroom PC 4.SHOW POWERPOINT 1.Sample Screens 2.Great Presentations

3 DatabasesDatabases

4 DATABASES & DATA WAREHOUSES Access to a Gold Mine of Information “The real value will come from getting the right information to the right people, at the right time, and giving those people the tools to find the meaning in it.” Declaration of Integration Abbie Lundberg CIO 1Dec2002

5 ACCESS PROJECTS Database really great conceptssame u“What’s really great about databases and DBMSs is that the concepts are the same whether you’re using a personal DBMSs package or a large mainframe DBMS package.” concepts (like MS ACCESS)apply directly Haag u“...once you learn database and DBMS concepts while using a personal DBMS package (like MS ACCESS), you can apply your knowledge directly to business environments where other DBMS packages may be used.” Haag uTeam Projects ACCESS uTeam Projects use Microsoft’s DBMS ACCESS to demonstrate: Project A VData Definition: tables: fields, properties, keys Project A Projects B, C, D VApplication Generators: forms: controls Projects B, C, D, Projects E, F VData Manipulation: sorting, filters & queries Projects E, F A-2a

6 Use Access as an Alternative…. Database robust 1.3 u“Access gives them a robust database engine that does not lock into a specific technology.” 1.3 u“Your job is to get work done, not build computer programs. easy familiar 2.3 u“Your job is to get work done, not build computer programs. Access provides an easy way to get started …with a user interface that will be familiar to anyone who has used Microsoft Office.” 2.3 inexpensivecatch on quickly uAccess is inexpensive, and most people catch on quickly….Your company probably owns several copies of Access workable solution 3.3 uAccess is a workable solution. 3.3 çStonyfield Farms CSS çStonyfield Farms & CSS A-2b TechRepublic 5Dec03

7 Figure 3.6 Access Project A tables, properties Access Projects B, C, D forms & controls Access Projects E, F filter, sort, query A-3 shared information & decentralized computing capturingreliability conveyingaccess creatinganalysis cradlingrelevance cradling communicating access DBMS process data (reliability)  info (relevance)  knowledge (access & analysis) data (reliability)  info (relevance)  knowledge (access & analysis)

8 DATA for Project is in Chapter folder Synthesis & Evaluation of DBMS procedures: outline of text integrating concepts & screens PROCEDURES from MS step-by-step handout CONCEPTS & TEMPLATES from PowerPoint & handouts Application & Analysis (ALL 3) CIO case Presentation focusing on Analysis, Synthesis & Evaluation contributes to Comprehension Application&Analysis Hard limit: no more than 20 minutes. # slides depends on content & use. Text in MS chapters illustrates how to apply, synthesize & evaluate data procedures & concepts A-4a See samples of prior presentations copy to travel drive after select projects ACCESS Projects: Structure & Process

9 ASSIGNMENT: Work with team on ACCESS project. u Eu Eu Eu Emphasize course concepts to explain why the procedures are important in: HmHmHmHmeeting the MIS challenge HpHpHpHperforming the 5Cs, HpHpHpHprocessing data into information then knowledge, HdHdHdHdata sharing and decentralized computing that support decision making and innovation HbHbHbHbuilding CIS (TPS), MIS (dashboards), DSS, WSS HcHcHcHcreating information partnerships, virtual – learning organizations that are timeless & locationless uThese exercises are essential to the synthesis of concepts, frameworks and ideas into a new whole that changes the brain  real learning (Bloom Hierarchy of Learning Objectives; WSJ 19Jan07 “Thinking Can Change the Brain”) uThis requires reviewing Information Age, IT Systems, IT Strategies PowerPoints and using those concepts, frameworks and ideas to analyze and evaluate the ACCESS procedures.

10 Seinfeld car rental: databases support all 5Cs take reservation  capture  forms hold reservation  cradle  tables availability of cars  create  query presentation  communicate & convey  report 10 Cluster diagram: access performs 5Cs & supports IT systems

11 10 Real World Connections— Resources and Strategies from BusinessWeek Levels of Learning Being Informed Demonstrates: KnowledgeKnowledge (define, identify, label, select, underline, etc.) UnderstandingUnderstanding (classify, locate, restate, summarize, etc.) Being Responsive Demonstrates: ApplicationApplication (compute, investigate, illustrate, translate, apply, etc.) AnalysisAnalysis (calculate, debate, question, solve, test, relate, etc.) Being Constructive Demonstrates: SynthesisSynthesis (collect, compose, design, integrate, propose, perform, etc.) EvaluationEvaluation (assess, compare, contrast, judge, rate, value, decide, grade, etc.) Goal: For students to be informed, responsive, and constructive ongoing learners. A-4b

12 TENTATIVESCHEDULE TUESDAYTHURSDAY MARCH201220DSS22Databases 27Databases29Databases APRIL20123ACCESS5ACCESS 10SDLC12SDLC 17SDLC19SDLC 26 TEAM TIME 28 May20121CIO.23CIO.2

13 Select Access Projects Choice reverse order CIO.1 presentations (Rx  Build) Tentativedates Access Project CIO Team T APR 3 A: Data Definition (cradling : relevance) (cradling : relevance) B: Application Generators (capturing : reliably) (capturing : reliably) C: Application Generators (capturing : reliably) (capturing : reliably) TH APR 5 D: Application Generators (capturing : reliably) (capturing : reliably) E: Data Manipulation (creating : analysis) (creating : analysis) F: Data Manipulation (creating : analysis) (creating : analysis) A-12

14 TENTATIVESCHEDULE TUESDAYTHURSDAY NOVEMBER2010DECEMBER20102Databases4Databases 9ACCESS11ACCESS 16SDLC18SDLC 23SDLC25THANKSGIVING 30 TEAM TIME 2 7CIO.29CIO.2

15 Select Access Projects Choice reverse order CIO.1 presentations (Rx  Build) Tentativedates Access Project CIO Team T NOV 9 A: Data Definition HOMEBUILDBUILD B: Application Generators BUILDINDIANJACK C: Application Generators DOCK JACK* HOME TH NOV 11 D: Data Manipulation RxDOCKRx E: Data Manipulation JACKRxINDIAN F: Data Manipulation INDIANHOMEDCOK A-12

16 Handout Access Lessons Copy Copy Projects to Travel Drive Review Project Notes

17 ACCESS 2010 Projects Information - Relevance  Project A  Project A Creating Databases & Tables Data - Reliability Project B  Project B Creating Forms Project C  Project C Restricting Data Format & Validation Rules Project D  Project D Restricting Data to Values in Lists and Other Tables Knowledge – Access & Analysis  Project E  Project E Sorting & Filtering Data in Table Project E  Project E Creating & Using Queries

18 Project D: Data - Reliability *** Uncheck “read only box” *** Uncheck “read only box” in properties (right click on file for properties), then Apply, OK *** Security Warning: *** Security Warning: Enable content *** Handout 1.Access 2010: Chapter 6 “Maintain Data Integrity” (with notes) 2.GardenCompany06 2.GardenCompany06 GardenCompany06 - AfterRestrictingDataUsingValidationRules *** Context : *** Context : pp Restricting Data to Values in Lists  pp Restricting Data to Values in Other Tables  pp  At step 17, refer to procedures at step 4 on page 173.

19 2.Uncheck “Read Only” 4.click “OK” 3.click “Apply” 1.Right click the file, then click properties

20 select: enable content

21 DATABASES & DATA WAREHOUSES Access to a Gold Mine of Information “The real value will come from getting the right information to the right people, at the right time, and giving those people the tools to find the meaning in it.” Declaration of Integration Abbie Lundberg CIO 1Dec2002 performinformation processing (5Cs) for MIS challenge IA-15

22 Information: Key Business Resource MIS Challengeinformation u The MIS Challenge is to give decision makers the information needed to provide perfect service at customer’s moment of value. V DATA V DATA are observations that reliably describe a particular phenomenon. ç Online transaction processing ç Online transaction processing (OLTP) captures & cradles data describing events & objects V INFORMATION V INFORMATION - is data that has a particular meaning within a specific context -- is relevant to a decision. ç Online analytical processing information knowledge ç Online analytical processing (OLAP) creates information by organizing data around decision making and knowledge by supporting access and analysis of information V KNOWLEDGE V KNOWLEDGE results from having access to information and the tools to find meaning in it - analysis. InformationIA-15 ORE ANALOGY

23 DATABASESDATABASES&&DATAWAREHOUSESDATAWAREHOUSESDATABASESDATABASES&&DATAWAREHOUSESDATAWAREHOUSES&DB-2.a DBMS(ACCESS) software that allows KW to perform these tasks: 5C s Victoria Secret WSJ 9Dec02 create information  ledger   DATA MART(Excel) T ools to capture/cradle data; communicate / convey information & create knowledge so meet the MIS challenge  queries & reports used to create & communicate information from operational database to a special form of database that supports decision making with MIS & EIS  derived from a data warehouse by KW using queries & reports to convey information & create knowledge with DSS (Excel) journal  capture & cradle data about basic objects & events with TPS (CIS) using forms & tables capture cradle data

24 OUR FOCUS IN THIS DISCUSSION tools Lundberg, IA.15 u Knowledge workers need tools for to meet the MIS challenge Lundberg, IA.15 u Databases OLTPdata describes events / objects u Databases are tools that support OLTP by capturing & cradling data that describes events / objects V S&P’s Compustat (market data) & SEC’s Edgar (accounting data) u Data Warehouses OLAP informationdifferent operational databases decision making u Data Warehouses are a form of database supports OLAP by creating information from different operational databases for decision making V Extractive Petroleum Industry (RRA) u Database management systems (ACCESS)software structure(data warehouses) accesswork KPMG.1 u Database management systems (ACCESS) are software used to specify logical structure of a database (data warehouses) and to access and work with it. KPMG.1 DB-2.b

25 What IS Victoria’s Secret? DATABASES CAPTURE & CRADLE BASIC DATA BASIC DATA from store TPS & online CIS PROVIDE ACCESS BY COMMUNICATING & CONVEYING INFORMATION TO KNOWLEDGE WORKERS INFORMATION TO KNOWLEDGE WORKERS ENABLE ANALYSIS THAT CREATES KNOWLEDGE FOR DECISION MAKING & INNOVATION THAT CREATES KNOWLEDGE FOR DECISION MAKING & INNOVATION

26 What IS Victoria’s Secret? DATABASES “Databases enable e-tailers “ not only to track individuals’ purchases closely but also to analyze broad buying patterns - - by gender, location and credit-card type, at least, and even internet-service provider, if an address is given.” WSJ 1.5 “This wealth of data can be used to target marketing efforts….Victoria Secret mails several catalogues a year, featuring largely the same merchandise but with different covers and product photos. Then it gauges which generates the most sales.” WSJ 1.5, 3.1-4

27 What IS Victoria’s Secret? DATABASES CAPTURE & CRADLE BASIC DATA BASIC DATA from store TPS & online CIS PROVIDE ACCESS BY COMMUNICATING & CONVEYING INFORMATION TO KNOWLEDGE WORKERS INFORMATION TO KNOWLEDGE WORKERS ENABLE ANALYSIS THAT CREATES KNOWLEDGE FOR DECISION MAKING & INNOVATION THAT CREATES KNOWLEDGE FOR DECISION MAKING & INNOVATION “Databases enable e-tailers “ not only to track individuals’ purchases closely but also to analyze broad buying patterns - - by gender, location and credit-card type, at least, and even internet- service provider, if an address is given.” WSJ 1.5 “This wealth of data can be used to target marketing efforts….Victoria Secret mails several catalogues a year, featuring largely the same merchandise but with different covers and product photos. Then it gauges which generates the most sales.” WSJ 3.1-4

28 Why Math Will Rock Your World! Bus Week 23 Jan06 finance mapping out ad campaigns (Victoria’s Secret) “A generation ago, quants turned finance upside down. Now they’re mapping out ad campaigns (Victoria’s Secret) and building new businesses form mountains of personal data.” 54.1 personal datatrendsonline content new efficiencies ways to market “They’re turning personal data, trends and online content into math, crunching the numbers and discovering new efficiencies and ways to market. Before long they’ll have a mathematical model of you.” 6.1

29 DB-12.b What are Databases & Data Warehouses? finance - accounting example Extractive Petroleum Industry SIC 1311 SEC EDGAR accounting DATABASE S&P Compustat marketDATABASE Figure 3-16 RRA Data Mart RRA Tactical, aimed at meeting an immediate need create create & convey convey knowledge knowledge  efficiencies in resource allocation in capital markets Math Will Rock You in capital markets Math Will Rock You   OLAP selectively extracts / organizes relevant data for analysis like ledger, strategic but unfinished concept create &cradleinformation OLTP: JOURNALIZING BASIC EVENTS capture &cradledata whatis.com

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31 Conceptual Model--Technology Overview Conceptual Model--Technology Overview O p e r a ti o n a l D a t a b a s e s Common Data Store Supports Building Data Warehouses Data WarehousesKPMG.1DBMS

32 DB-3.aDBMS Physical Structure How is a database organized? IT MIS Access Why Math Will Rock Your World Logical Structure (d e c i s i o n s) DBMS (Access) is software bridge between user’s logical requests and physical structure so more easily get to their work performing the 5Cs Bus. Week 23Jan06 p.62 Table RowsObservation ColumnsCharacteristics

33 How is a database organized? dataorganizedaccessed logical structure H , 84.2 whatis.com u Database is a collection of data that is organized and can be accessed according to its logical structure H , 84.2 whatis.com V Logicalusers (decision models) V Logical structure concerns how the data is viewed by its users -- the knowledge workers (decision models) ç Financial StatementinvestorsFCF SFAC5.10 ç Financial Statement structure (investors concerns FCF) SFAC5.10 V Physicalstorage media H.84.2 V Physical structure is how the data exists on storage media H.84.2 u DBMS enginelogical requests physical equivalent userlogical H.85.2, 89.6 Access, Bloomberg u DBMS engine accepts logical requests from the other DBMS subsystems and converts them to their physical equivalent permitting the user to concentrate on logical information needs, without concern for the physical/technical details H.85.2, 89.6 Access, BloombergDatabaseDB-3.b

34 DB-4.a Figure 3.4 Facility file (table) Logical Structure of a Relational Database  Logical Structure of a Relational Database Part file (table) Part file (table) is composed of files (tables) Logical Structure of a Relational Database  Logical Structure of a Relational Database

35 DB-4.a Fields in columns represent characteristics Part file (table) Part file (table) Figure 3.4 Facility file (table) Logical Structure of a Relational Database  Logical Structure of a Relational Database Data Dictionary defines properties / characteristics in fields of a table, including keys  is composed of files Logical Structure of a Relational Database  Logical Structure of a Relational Database

36 DB-4.a Records in rows entered by forms Fields in columns represent characteristics Part file (table) Part file (table) Figure 3.4 Facility file (table) Logical Structure of a Relational Database  Logical Structure of a Relational Database Data Dictionary defines properties / characteristics in fields including keys Primary keys define records & relationships within a file Foreign keysidentify relationships between files Foreign keys identify relationships between files   is composed of files Logical Structure of a Relational Database  Logical Structure of a Relational Database

37 DB-4.a Records in rows entered by forms Fields in columns represent characteristics Part file (table) Part file (table) Figure 3.4 Facility file (table) Logical Structure of a Relational Database  Logical Structure of a Relational Database Data dictionary within tables defines properties / characteristics in columns including keys Primary keys define records & relationships within a file Foreign keysidentify relationships between files Foreign keys identify relationships between files   is composed of files Logical Structure of a Relational Database  Logical Structure of a Relational Database

38 What is the logical structure in a relational database? u Database files relationstables Compustat, Edgar u Database consists of a logical collection of files with relations expressed in the rows and columns of tables Compustat, Edgar u File records rowstablefieldscolumns u File is a logical grouping of records about related objects/events in rows of a table with fields in columns u Record fields u Record is a logical grouping of fields related to some object/event (firms) u Field characters u Field is a logical grouping of characters describing some characteristic of an object/event (EPS, share price) u Character Figure 4.4 u Character is the smallest logical unit of data (symbols/ letters/numbers) Figure 4.4 DatabaseDB-4.b

39 What defines logical structure in a relational database? DatabaseDB-4.c uData Dictionary tables keys H uData Dictionary identifies the names and properties of fields in the columns of tables including keys H uKeys uKeys are fields in a relational databases identify relationships within and between files / tables VPrimaryrecord H.88.2 VPrimary - is a field uniquely identifies/describes each record indicating relationships within a file / table H.88.2 VForeign H.89.1 VForeign - primary key of one file appearing in another file indicating a relationship between files / tables H.89.1 uIntegrity Constraints uIntegrity Constraints are provided by the the logical structure defined by properties and keys H VProperties and keys limit the kind of data that can be entered into a file therefore help ensure data reliability H

40 Figure 3.6 Access Project A tables, properties Access Projects B, C, D forms & controls Access Projects E, F filter, sort, query shared information & decentralized computing capturingreliability conveyingaccess creatinganalysis cradlingrelevance cradling communicating access DBMS process data (reliability)  info (relevance)  knowledge (access & analysis) data (reliability)  info (relevance)  knowledge (access & analysis) Access Projects demonstrate how DBMS subsystems provide the tools to create and use the logical structure of a relational database

41 40 B D, E, F

42 What is a Database Management System? u softwarelogicalstructure access u software used to specify the logical structure for a database and to access it.  H.89.5 çComparison with word processing & spreadsheet software  H components u contains 5 software components: 1. DBMS engine 2. Data definition subsystem 3. Data manipulation subsystem 4. Application generation subsystem 5. Data administration subsystem Transnational firm DBMSDB-5.b

43 ACCESS PROJECTS Database really great conceptssame u“What’s really great about databases and DBMSs is that the concepts are the same whether you’re using a personal DBMSs package or a large mainframe DBMS package.” concepts (like MS ACCESS)apply directly Haag u“...once you learn database and DBMS concepts while using a personal DBMS package (like MS ACCESS), you can apply your knowledge directly to business environments where other DBMS packages may be used.” Haag uTeam Projects ACCESS uTeam Projects use Microsoft’s DBMS ACCESS to demonstrate: Project A VData Definition: tables: fields, properties, keys Project A Projects B, C, D VApplication Generators: forms: controls Projects B, C, D, Projects E, F VData Manipulation: sorting, filters & queries Projects E, F A-2a

44 What is a DBMS Engine? logical-physical bridge u the logical-physical bridge logical requestsDBMS subsystemsphysical equivalent V accepts logical requests from the various other DBMS subsystems, converts them to their physical equivalent, and actually accesses the database and data dictionary as they exist on a storage device userlogicalinformation needs u permits the user to concentrate on logical information needs, without concern for the physical/technical details DB-6DBMS Figures 3.6 & 3.2

45 What is a Data Definition Subsystem? (table) H u creates and maintains the data dictionary that defines the properties and logical structure of data in a file (table) H V properties include: field name, data type, format, default value, validation rule, keys V contributes to maintaining data integrity u Team Project A DB-7DBMS

46 What is Application Generation Subsystem? u contains facilities to develop transaction-intensive applications that require a detailed series of tasks to process a transaction. This subsystem includes: forms V Tools for creating data entry screens and controls in forms SQL V Programming languages specific to the DBMS: SQL (standardized query language) in Access V Interfaces to commonly used programming languages that are independent of any DBMS: C, C++, Cobol DB-8DBMS u Team Projects B, C, D

47 What is a Data Manipulation Subsystem? V most often the primary interface between a user and the data in a database  tools in the data manipulation subsystem include: Project E  views: filtering & sorting Project E ç report generators Project F  queries Project F DB-9.aDBMS u helps you change data in a database and mine it for valuable information.

48 What are the data manipulation tools? u Team Project E DB-9.bDBMS  views  view the content of a database file, make changes, perform simple filtering & sorting to find the location of specific information. u report generators Vhelp quickly define the content and format of a report.

49 What are the data manipulation tools? u Query Figure 3.7 V is a (graphical) tool that brings together data from multiple tables to answer a question Figure 3.7 V Queries are more powerful than filters ç extract data from many tables ç queries can be saved V Typically, start with wizard then modify in design view DB-9.cDBMS u Team Project F

50 What is Data Administration Subsystem? u helps manage the overall database environment by providing facilities for: V Backup and recovery ç Know how important if ever experience need V Security management ç Who gets access what they can do (view/change) V Query optimization ç restructures user queries so most efficient DB-10.aDBMS

51 What is Data Administration Subsystem? DB-10.bDBMS V Reorganization ç optimizes the physical database structure to improve performance (e.g. defragment) V Concurrency control ç resolves conflicts among multiple database users (e.g. registration) V Change management ç assesses impact of proposed changes to a database

52 What is an Object-Oriented database? Figure 3.15 u Encapsulates both information about an entity class and the procedures (software instructions) to work with that information in a software module called an object Figure 3.15 H H V combining information and procedures more closely models how an organization works H V once a set of procedures is defined for a given object, those procedures can be reused by other objects H V Microsoft Access Figures 3-15, V Microsoft Access is an object-oriented database (Data Dictionary, Forms, Queries, Reports) Figures 3-15, DatabaseDB-11

53 What benefits / costs are related to databases & data warehouses? Database uPOTENTIAL BENEFITS data integrity Vimproved data integrity (reliability: forms, controls, validation rules) productivity Vincreased user productivity ( input: forms; output: queries/reports ) security Vincreased security redundancycapture onceuse many Vreduced data redundancy (capture once, use many) uPOTENTIAL COSTS Vdevelopment  training Vhardware  maintenance VsoftwareDB-13

54 What Are the Critical Success Factors for Databases & Data Warehouses? ¶Expectations are communicated to the users ·User involvement is ensured throughout the project ¸Project has a good sponsor, from the business side not IT ¹Project team has the right skill set dedicated to the team ºA realistic schedule including all necessary tasks »Tools have been chosen to match the needs of the users DataWarehousing.com (7 Feb 2001) ¼Users are trained in the way they plan to use the warehouse DataWarehousing.com (7 Feb 2001) Data Warehouse DB-14

55 Issues addressed within SDLC Issues addressed within SDLC users H u Who will be the users? H data H V What data will they need? H mining tools V What data mining tools will the users need ? updated H V How often should the data be updated? H databasesDSSnetworks u What types of databases, DSS & networks are most appropriate? u Who should oversee the information resource? V CIO V CIO should manage information which is as important as the financial resources managed by CFO. DB-12.a

56 Issues addressed within SDLC ownership u Who has ownership of (responsibility for) the quality of specific information? ethicalsecurityprivacy u What ethical, security and privacy issues are involved in using information and IT? technology changes u How should technology changes be assessed? V Chasing technology is very expensive benefitcost V The real issues is whether the new technology manages information better and if the benefit exceeds the cost DB-12.b

57 SDLC Next topic SystemsDevelopmentLifeCycle

58 ASSIGNMENT: Work with team on ACCESS project. ASSIGNMENT: Work with team on ACCESS project. u Eu Eu Eu Emphasize course concepts to explain why the procedures are important in: HmHmHmHmeeting the MIS challenge HpHpHpHperforming the 5Cs, HpHpHpHprocessing data into information then knowledge, HdHdHdHdata sharing and decentralized computing that support decision making and innovation HbHbHbHbuilding CIS (TPS), MIS (dashboards), DSS, WSS HcHcHcHcreating information partnerships, virtual – learning organizations that are timeless & locationless uThese exercises are essential to the synthesis of concepts, frameworks and ideas into a new whole that changes the brain  real learning (Bloom Hierarchy of Learning Objectives; WSJ 19Jan07 “Thinking Can Change the Brain”) uThis requires reviewing Information Age, IT Systems, IT Strategies PowerPoints and using those concepts, frameworks and ideas to analyze and evaluate the ACCESS procedures.


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