1. Principles of Information Systems Eighth Edition
Chapter 5
Organizing Data and Information

2. Principles and Learning Objectives
Data management and modeling are key aspects of organizing data and information
Define general data management concepts and terms, highlighting the advantages of the database approach to data management
Describe the relational database model and outline its basic features
Principles of Information Systems, Eighth Edition

3. Principles and Learning Objectives (continued)
A well-designed and well-managed database is an extremely valuable tool in supporting decision making
Identify the common functions performed by all database management systems and identify popular user database management systems
Principles of Information Systems, Eighth Edition

4. Principles and Learning Objectives (continued)
The number and types of database applications will continue to evolve and yield real business benefits
Identify and briefly discuss current database applications
Principles of Information Systems, Eighth Edition

5. Why Learn About Database Systems?
Database systems process and organize large amounts of data
Examples:
Marketing manager can access customer data
Corporate lawyer can access past cases and opinions
Principles of Information Systems, Eighth Edition

6. Introduction Database: an organized collection of data
Database management system (DBMS): group of programs to manage database
Manipulates database
Provides an interface between database and the user of the database and other application programs
Database administrator (DBA): skilled IS professional who directs all activities related to an organization’s database
Principles of Information Systems, Eighth Edition

7. Data Management
Without data and the ability to process it, an organization could not successfully complete most business activities
Data consists of raw facts
To transform data into useful information, it must first be organized in a meaningful way
Principles of Information Systems, Eighth Edition

8. The Hierarchy of Data
Bit (a binary digit): represents a circuit that is either on or off
Byte: typically made up of eight bits
Character: a byte represents a character; the basic building block of information
Can be an uppercase letter, lowercase letter, numeric digit, or special symbol
Field: typically a name, number, or combination of characters that describes an aspect of a business object or activity
Principles of Information Systems, Eighth Edition

9. The Hierarchy of Data (continued)
Record: collection of related data fields
File: collection of related records
Database: collection of integrated and related files
Hierarchy of data
Bits, characters, fields, records, files, and databases
Principles of Information Systems, Eighth Edition

10. The Hierarchy of Data (continued)
Figure 5.1: The Hierarchy of Data
Principles of Information Systems, Eighth Edition

11. Data Entities, Attributes, and Keys
Entity: generalized class of people, places, or things (objects) for which data is collected, stored, and maintained
Attribute: characteristic of an entity
Data item: specific value of an attribute
Key: field or set of fields in a record that is used to identify the record
Primary key: field or set of fields that uniquely identifies the record
Principles of Information Systems, Eighth Edition

12. Data Entities, Attributes, and Keys (continued)
Figure 5.2: Keys and Attributes
Principles of Information Systems, Eighth Edition

13. The Database Approach
Traditional approach to data management: separate data files are created and stored for each application program
Database approach to data management: a pool of related data is shared by multiple application programs
Offers significant advantages over the traditional file-based approach
Principles of Information Systems, Eighth Edition

14. The Database Approach (continued)
Figure 5.3: The Database Approach to Data Management
Principles of Information Systems, Eighth Edition

15. The Database Approach (continued)
Table 5.1: Advantages of the Database Approach
Principles of Information Systems, Eighth Edition

16. The Database Approach (continued)
Table 5.1: Advantages of the Database Approach (continued)
Principles of Information Systems, Eighth Edition

17. The Database Approach (continued)
Table 5.2: Disadvantages of the Database Approach
Principles of Information Systems, Eighth Edition

18. Data Modeling and the Relational Database Model
When building a database, an organization must consider:
Content: What data should be collected and at what cost?
Access: What data should be provided to which users and when?
Logical structure: How should data be arranged so that it makes sense to a given user?
Physical organization: Where should data be physically located?
Principles of Information Systems, Eighth Edition

19. Data Modeling Building a database requires two types of designs
Logical design: abstract model of how the data should be structured and arranged to meet an organization’s information needs
Physical design: starts from the logical database design and fine-tunes it for performance and cost considerations
Principles of Information Systems, Eighth Edition

20. Data Modeling (continued)
Data model: diagram of data entities and their relationships
Entity-relationship (ER) diagrams: data models that use basic graphical symbols to show the organization of and relationships between data
Principles of Information Systems, Eighth Edition

21. Data Modeling (continued)
Figure 5.4: An Entity-Relationship (ER) Diagram for a Customer Order Database
Principles of Information Systems, Eighth Edition

22. The Relational Database Model
Relational model: describes data in which all data elements are placed in two-dimensional tables, called relations, that are the logical equivalent of files
Each row of a table represents a data entity
Columns of the table represent attributes
Domain: allowable values for data attributes
Principles of Information Systems, Eighth Edition

23. The Relational Database Model (continued)
Figure 5.5: A Relational Database Model
Principles of Information Systems, Eighth Edition

24. The Relational Database Model (continued)
Selecting: eliminates rows according to certain criteria
Projecting: eliminates columns in a table
Joining: combines two or more tables
Linking: manipulating two or more tables that share at least one common data attribute to provide useful information and reports
Principles of Information Systems, Eighth Edition

25. The Relational Database Model (continued)
Figure 5.6: A Simplified ER Diagram Showing the Relationship Between the Manager, Department, and Project Tables
Principles of Information Systems, Eighth Edition

26. The Relational Database Model (continued)
Figure 5.7: Linking Data Tables to Answer an Inquiry
Principles of Information Systems, Eighth Edition

27. The Relational Database Model (continued)
Data cleanup: process of looking for and fixing inconsistencies to ensure that data is accurate and complete
Eliminate redundancies and anomalies
Principles of Information Systems, Eighth Edition

28. The Relational Database Model (continued)
Table 5.3: Fitness Center Dues
Principles of Information Systems, Eighth Edition

29. The Relational Database Model (continued)
Table 5.4: Fitness Center Members
Table 5.5: Dues Paid
Principles of Information Systems, Eighth Edition

30. Database Management Systems (DBMSs)
Creating and implementing the right database system ensures that the database will support both business activities and goals
DBMS: a group of programs used as an interface between a database and application programs or a database and the user
Principles of Information Systems, Eighth Edition

31. Overview of Database Types
Flat file
Simple database program whose records have no relationship to one another
Single user
Only one person can use the database at a time
Examples: Access, FileMaker, and InfoPath
Multiple user
Allows dozens or hundreds of people to access the same database system at the same time
Examples: Oracle, Sybase, and IBM
Principles of Information Systems, Eighth Edition

32. Providing a User View Schema: description of the entire database
Typically used by large database systems to define tables and other database features associated with a person or user
A DBMS can reference a schema to find where to access the requested data in relation to another piece of data
Principles of Information Systems, Eighth Edition

33. Creating and Modifying the Database
Data definition language (DDL): collection of instructions and commands used to define and describe data and relationships in a specific database
Allows the database’s creator to describe the data and relationships that are to be contained in the schema
Data dictionary: detailed description of all the data used in the database
Principles of Information Systems, Eighth Edition

34. Creating and Modifying the Database (continued)
Figure 5.10: Using a Data Definition Language to Define a Schema
Principles of Information Systems, Eighth Edition

35. Creating and Modifying the Database (continued)
Figure 5.11: A Typical Data Dictionary Entry
Principles of Information Systems, Eighth Edition

36. Storing and Retrieving Data
When an application program requests data from the DBMS, the application program follows a logical access path
When the DBMS goes to a storage device to retrieve the requested data, it follows a path to the physical location (physical access path) where the data is stored
Principles of Information Systems, Eighth Edition

37. Storing and Retrieving Data (continued)
Figure 5.12: Logical and Physical Access Paths
Principles of Information Systems, Eighth Edition

38. Manipulating Data and Generating Reports
Data manipulation language (DML): commands that manipulate the data in a database
Structured Query Language (SQL)
Adopted by the American National Standards Institute (ANSI) as the standard query language for relational databases
Once a database has been set up and loaded with data, it can produce reports, documents, and other outputs
Principles of Information Systems, Eighth Edition

39. Manipulating Data and Generating Reports (continued)
Table 5.6: Examples of SQL Commands
Principles of Information Systems, Eighth Edition

40. Database Administration
Role of the database administrator (DBA): plan, design, create, operate, secure, monitor, and maintain databases
DBA works with both users and programmers
A data administrator is responsible for defining and implementing consistent principles for a variety of data issues, including setting data standards and data definitions; a nontechnical position
Principles of Information Systems, Eighth Edition

41. Popular Database Management Systems
Popular DBMSs for end users include Microsoft’s Access and FileMaker Pro
Complete database management software market includes:
Software for professional programmers
Databases for midrange, mainframe, and supercomputers
Examples of open-source database systems: PostgreSQL and MySQL
Many traditional database programs are now available on open-source operating systems
Principles of Information Systems, Eighth Edition

42. Special-Purpose Database Systems
Some specialized database packages are used for specific purposes or in specific industries
Israeli Holocaust Database (
Hazmat database
Art and Antique Organizer Deluxe
Special-purpose database by Tableau can be used to store and process visual images
Principles of Information Systems, Eighth Edition

43. Selecting a Database Management System
Important characteristics of databases to consider
Database size
Database cost
Concurrent users
Performance
Integration
Vendor
Principles of Information Systems, Eighth Edition

44. Using Databases with Other Software
DBMSs can act as front-end or back-end applications
Front-end applications interact directly with people or users
Back-end applications interact with other programs or applications
Principles of Information Systems, Eighth Edition

45. Database Applications
Today’s database applications manipulate the content of a database to produce useful information
Common manipulations are searching, filtering, synthesizing, and assimilating the data contained in a database using a number of database applications
Principles of Information Systems, Eighth Edition

46. Linking Databases to the Internet
Linking databases to the Internet is important for many organizations and people
Semantic Web
Developing a seamless integration of traditional databases with the Internet
Allows people to access and manipulate a number of traditional databases at the same time through the Internet
Principles of Information Systems, Eighth Edition

47. Data Warehouses, Data Marts, and Data Mining
Data warehouse: database that collects business information from many sources in the enterprise, covering all aspects of the company’s processes, products, and customers
Data mart: subset of a data warehouse
Data mining: information-analysis tool that involves the automated discovery of patterns and relationships in a data warehouse
Principles of Information Systems, Eighth Edition

48. Data Warehouses, Data Marts, and Data Mining (continued)
Figure 5.17: Elements of a Data Warehouse
Principles of Information Systems, Eighth Edition

49. Data Warehouses, Data Marts, and Data Mining (continued)
Table 5.8: Common Data-Mining Applications
Principles of Information Systems, Eighth Edition

50. Business Intelligence
Business intelligence (BI): process of gathering enough of the right information in a timely manner and usable form and analyzing it to have a positive impact on business strategy, tactics, or operations
Turns data into useful information that is then distributed throughout an enterprise
Principles of Information Systems, Eighth Edition

51. Business Intelligence (continued)
Competitive intelligence: aspect of business intelligence limited to information about competitors and the ways that knowledge affects strategy, tactics, and operations
Counterintelligence: steps an organization takes to protect information sought by “hostile” intelligence gatherers
Principles of Information Systems, Eighth Edition

52. Distributed Databases
Database in which the data may be spread across several smaller databases connected via telecommunications devices
Gives corporations more flexibility in how databases are organized and used
Replicated database
Database that holds a duplicate set of frequently used data
Principles of Information Systems, Eighth Edition

53. Online Analytical Processing (OLAP)
Software that allows users to explore data from a number of different perspectives
Principles of Information Systems, Eighth Edition

54. Online Analytical Processing (OLAP) (continued)
Table 5.9: Comparison of OLAP and Data Mining
Principles of Information Systems, Eighth Edition

55. Object-Oriented and Object-Relational Database Management Systems
Object-oriented database: database that stores both data and its processing instructions
Method: procedure or action
Message: request to execute or run a method
Principles of Information Systems, Eighth Edition

56. Object-Oriented and Object-Relational Database Management Systems (continued)
Object-oriented database management system (OODBMS): group of programs that manipulate an object-oriented database and provide a user interface and connections to other application programs
Object-relational database management system (ORDBMS): DBMS capable of manipulating audio, video, and graphical data
Principles of Information Systems, Eighth Edition

57. Visual, Audio, and Other Database Systems
Databases for storing images
Databases for storing sound
Virtual database systems: allow different databases to work together as a unified database system
Other special-purpose database systems
Spatial data technology: stores and accesses data according to the locations it describes and permits spatial queries and analysis
Principles of Information Systems, Eighth Edition

58. Summary Database: a collection of integrated and related files
Hierarchy of data: bits, characters, fields, records, files, and databases
Key: a field or set of fields in a record that is used to identify the record
Database approach to data management: a pool of related data is shared by multiple application programs
Data model: diagram of entities and relationships
Principles of Information Systems, Eighth Edition

59. Summary (continued)
Relational model: describes data in which all elements are placed in two-dimensional tables called relations
Database management system (DBMS): group of programs used as an interface between a database and application programs or a database and the user
Role of the database administrator (DBA): plan, design, create, operate, secure, monitor, and maintain databases
Principles of Information Systems, Eighth Edition

60. Summary (continued)
Data warehouse: database that collects business information from all aspects of a company’s processes, products, and customers
Data mining: information-analysis tool for the automated discovery of patterns and relationships in a data warehouse
Object-oriented database: database that stores both data and its processing instructions
Principles of Information Systems, Eighth Edition