1. Essentials of Management Information Systems, 6e Chapter 7 Managing Data Resources 7.1 © 2005 by Prentice Hall Managing Data Resources Chapter 7

2. Essentials of Management Information Systems, 6e Chapter 7 Managing Data Resources 7.2 © 2005 by Prentice Hall Outlines 1.Challenges to access information using traditional file management technologies. 2.Database management systems. 3.Managerial and organizational requirements for implementing a database environment successfully.

3. Essentials of Management Information Systems, 6e Chapter 7 Managing Data Resources 7.3 © 2005 by Prentice Hall Bit: Smallest unit of data; binary digit (0,1) Byte: Group of bits that represents a single character Field: Group of words or complete number Record: Group of related fields File: Group of records of the same type Organizing Data in a Traditional File Environment File Organization Terms and Concepts

4. Essentials of Management Information Systems, 6e Chapter 7 Managing Data Resources 7.4 © 2005 by Prentice Hall Database: Group of related files Entity: Person, place, thing, or event about which information must be kept Attribute: A piece of information describing a particular entity Key field: Field that uniquely identifies every record in a file Organizing Data in a Traditional File Environment File Organization Terms and Concepts

5. Essentials of Management Information Systems, 6e Chapter 7 Managing Data Resources 7.5 © 2005 by Prentice Hall Organizing Data in a Traditional File Environment The data hierarchy Figure 7-1

6. Essentials of Management Information Systems, 6e Chapter 7 Managing Data Resources 7.6 © 2005 by Prentice Hall Organizing Data in a Traditional File Environment Entities and attributes Figure 7-2

7. Essentials of Management Information Systems, 6e Chapter 7 Managing Data Resources 7.7 © 2005 by Prentice Hall Organizing Data in a Traditional File Environment Traditional file processing Figure 7-3

8. Essentials of Management Information Systems, 6e Chapter 7 Managing Data Resources 7.8 © 2005 by Prentice Hall Data redundancy Program-data dependence Lack of flexibility Poor security Lack of data-sharing and availability Organizing Data in a Traditional File Environment Problems with the Traditional File Environment

9. Essentials of Management Information Systems, 6e Chapter 7 Managing Data Resources 7.9 © 2005 by Prentice Hall Data redundancy: The presence of duplicate data in multiple data files so that the same data are stored in more than one place or location. –Waste storage resources –Data inconsistency: the same attribute having different values (loose user confidence). Organizing Data in a Traditional File Environment Problems with the Traditional File Environment

10. Essentials of Management Information Systems, 6e Chapter 7 Managing Data Resources 7.10 © 2005 by Prentice Hall Program-data dependence: Program changes lead to data changes. –2-digit versus 4-digit year –Sequence in a record –Delimited character Organizing Data in a Traditional File Environment Problems with the Traditional File Environment

11. Essentials of Management Information Systems, 6e Chapter 7 Managing Data Resources 7.11 © 2005 by Prentice Hall Lack of flexibility –Data merge –Ad hoc reports Poor security –Theft of data can occur in any department without the knowledge of managers Lack of data-sharing and availability Organizing Data in a Traditional File Environment Problems with the Traditional File Environment

12. Essentials of Management Information Systems, 6e Chapter 7 Managing Data Resources 7.12 © 2005 by Prentice Hall Database Collection of centralized data Controls redundant data Data stored so as to appear to users in one location Services multiple application The Database Approach to Data Management Database Management Systems

13. Essentials of Management Information Systems, 6e Chapter 7 Managing Data Resources 7.13 © 2005 by Prentice Hall The Database Approach to Data Management The contemporary database environment Figure 7-4

14. Essentials of Management Information Systems, 6e Chapter 7 Managing Data Resources 7.14 © 2005 by Prentice Hall Database Management System (DBMS) Creates and maintains databases Eliminates requirement for data definition statements Acts as interface between application programs and physical data files Separates logical and physical views of data The Database Approach to Data Management Database Management Systems

15. Essentials of Management Information Systems, 6e Chapter 7 Managing Data Resources 7.15 © 2005 by Prentice Hall Three Components to a DBMS 1.Data definition language: Formal language programmers use to specify structure of database 2.Data manipulation language: For extracting data from database, e.g. SQL 3.Data dictionary: Tool for storing, organizing definitions of data elements and data characteristics The Database Approach to Data Management Database Management Systems

16. Essentials of Management Information Systems, 6e Chapter 7 Managing Data Resources 7.16 © 2005 by Prentice Hall The Database Approach to Data Management Sample data dictionary report Figure 7-5

17. Essentials of Management Information Systems, 6e Chapter 7 Managing Data Resources 7.17 © 2005 by Prentice Hall How a DBMS Solves Problems of a Traditional File Environment Reduces data redundancy Eliminates data inconsistency Uncouples programs from data Increases access and availability of data Allows central management of data, data use, and security The Database Approach to Data Management Database Management Systems

18. Essentials of Management Information Systems, 6e Chapter 7 Managing Data Resources 7.18 © 2005 by Prentice Hall Relational DBMS Represents data as two-dimensional tables called relations Relates data across tables based on common data element (the power of RDBMS) Examples: DB2, Oracle, MS SQL Server The Database Approach to Data Management Types of Databases

19. Essentials of Management Information Systems, 6e Chapter 7 Managing Data Resources 7.19 © 2005 by Prentice Hall The Database Approach to Data Management The relational data model Figure 7-6

20. Essentials of Management Information Systems, 6e Chapter 7 Managing Data Resources 7.20 © 2005 by Prentice Hall Three Basic Operations in a Relational Database Select: Creates subset of rows that meet specific criteria Join: Combines relational tables to provide users with information Project: Enables users to create new tables containing only relevant information The Database Approach to Data Management Types of Databases

21. Essentials of Management Information Systems, 6e Chapter 7 Managing Data Resources 7.21 © 2005 by Prentice Hall The Database Approach to Data Management The three basic operations of a relational DBMS Figure 7-7

22. Essentials of Management Information Systems, 6e Chapter 7 Managing Data Resources 7.22 © 2005 by Prentice Hall Hierarchical DBMS Older system presenting data in tree-like structure Models one-to-many parent-child relationships Found in large legacy systems requiring intensive high- volume transactions: Banks; insurance companies Examples: IBMs IMS The Database Approach to Data Management Types of Databases

23. Essentials of Management Information Systems, 6e Chapter 7 Managing Data Resources 7.23 © 2005 by Prentice Hall The Database Approach to Data Management A hierarchical database for a human resources system Figure 7-8

24. Essentials of Management Information Systems, 6e Chapter 7 Managing Data Resources 7.24 © 2005 by Prentice Hall Network DBMS Older logical database model Models many-to-many parent-child relationships Example: Student – course relationship: Each student has many courses; each course has many students The Database Approach to Data Management Types of Databases

25. Essentials of Management Information Systems, 6e Chapter 7 Managing Data Resources 7.25 © 2005 by Prentice Hall The Database Approach to Data Management The network data model Figure 7-9

26. Essentials of Management Information Systems, 6e Chapter 7 Managing Data Resources 7.26 © 2005 by Prentice Hall Disadvantages of Hierarchical and Network DBMS Outdated Less flexible compared to RDBMS Lack support for ad-hoc and English language-like queries The Database Approach to Data Management Types of Databases

27. Essentials of Management Information Systems, 6e Chapter 7 Managing Data Resources 7.27 © 2005 by Prentice Hall Object-Oriented Databases (OODBMS) Stores data and procedures as objects Better able to handle graphics and recursive data Data models more flexible Slower than RDBMS Hybrid: object-relational DBMS The Database Approach to Data Management Types of Databases

28. Essentials of Management Information Systems, 6e Chapter 7 Managing Data Resources 7.28 © 2005 by Prentice Hall Two Design Phases in Creating Database Conceptual (logical) design: Abstract model of database from business perspective Physical design: How the database is actually arranged on direct access storage devices Creating a Database Environment Designing Databases

29. Essentials of Management Information Systems, 6e Chapter 7 Managing Data Resources 7.29 © 2005 by Prentice Hall Conceptual Database Design Identifies relationships between data elements Identifies most efficient way to group data elements Identifies redundant data elements Identifies grouping of data elements needed for specific applications Creating a Database Environment Designing Databases

30. Essentials of Management Information Systems, 6e Chapter 7 Managing Data Resources 7.30 © 2005 by Prentice Hall Entity-Relationship Diagram A methodology for documenting databases that illustrates the relationship between various elements in the database Normalization The process of creating small, stable, and adaptive data structures from complex groups of data when designing a relational database Creating a Database Environment Designing Databases

31. Essentials of Management Information Systems, 6e Chapter 7 Managing Data Resources 7.31 © 2005 by Prentice Hall Creating a Database Environment An entity-relationship diagram Figure 7-10

32. Essentials of Management Information Systems, 6e Chapter 7 Managing Data Resources 7.32 © 2005 by Prentice Hall Creating a Database Environment An unnormalized relation for ORDER Figure 7-11

33. Essentials of Management Information Systems, 6e Chapter 7 Managing Data Resources 7.33 © 2005 by Prentice Hall Creating a Database Environment A normalized relation for ORDER Figure 7-12

34. Essentials of Management Information Systems, 6e Chapter 7 Managing Data Resources 7.34 © 2005 by Prentice Hall Distributed Database Pros: –Partitioned or replicated to more than one location –Increases service and responsiveness –Reduces vulnerability of single, massive central site Cons: –Depend on telecommunication lines –Pose security risks through distribution of sensitive data –Central data must be updated or justified with local data Creating a Database Environment Distributing Databases

35. Essentials of Management Information Systems, 6e Chapter 7 Managing Data Resources 7.35 © 2005 by Prentice Hall Creating a Database Environment Distributed databases Figure 7-13

36. Essentials of Management Information Systems, 6e Chapter 7 Managing Data Resources 7.36 © 2005 by Prentice Hall Creating a Database Environment Key organizational elements in the database environment Figure 7-14

37. Essentials of Management Information Systems, 6e Chapter 7 Managing Data Resources 7.37 © 2005 by Prentice Hall Data Administration Develop information policy Define information requirements Plan for data Oversee logical database design and database dictionary development Monitor use of information Creating a Database Environment Management Requirements for Database Systems

38. Essentials of Management Information Systems, 6e Chapter 7 Managing Data Resources 7.38 © 2005 by Prentice Hall Data Planning and Modeling Methodology Enterprise-wide planning for data Enterprise Analysis: Identify key entities, attributes, and relationships that constitute the organization’s data Creating a Database Environment Management Requirements for Database Systems

39. Essentials of Management Information Systems, 6e Chapter 7 Managing Data Resources 7.39 © 2005 by Prentice Hall Database Technology, Management, and Users Databases require DBMS software and staff Database design group defines and organizes structure and content of database Database administration: establish physical database, logical relations, access rules Permit non-professional access to database through SQL Devote more resources to end-user training Creating a Database Environment Management Requirements for Database Systems

40. Essentials of Management Information Systems, 6e Chapter 7 Managing Data Resources 7.40 © 2005 by Prentice Hall Online Analytical Processing (OLAP) Multidimensional data analysis –Enables users to view the same data in different ways using multiple dimensions –Each aspect of information – product, price, region – represents a different dimension Database Trends Multidimensional Data Analysis

41. Essentials of Management Information Systems, 6e Chapter 7 Managing Data Resources 7.41 © 2005 by Prentice Hall Database Trends Multidimensional data model Figure 7-15

42. Essentials of Management Information Systems, 6e Chapter 7 Managing Data Resources 7.42 © 2005 by Prentice Hall Data warehouse: Stores current and historical data for reporting, analysis Data mart: Subset of data warehouse with summary of data for specific users Datamining: Techniques to find hidden patterns, relationships in large pools of data to infer rules for predicting future trends Database Trends Data Warehouses and Datamining

43. Essentials of Management Information Systems, 6e Chapter 7 Managing Data Resources 7.43 © 2005 by Prentice Hall Database Trends Components of a data warehouse Figure 7-16

44. Essentials of Management Information Systems, 6e Chapter 7 Managing Data Resources 7.44 © 2005 by Prentice Hall Benefits of Data Warehouses Improved information and accessibility Ability to model and remodel data Enable access to data without affecting performance of underlying operational legacy systems Database Trends Data Warehouses and Datamining

45. Essentials of Management Information Systems, 6e Chapter 7 Managing Data Resources 7.45 © 2005 by Prentice Hall Data Reveal New Sales Opportunities How did the use of data warehouses and datamining help management at these companies make better decisions? What value do these systems provide? Database Trends Window on Management

46. Essentials of Management Information Systems, 6e Chapter 7 Managing Data Resources 7.46 © 2005 by Prentice Hall Hypermedia database Organizes data as network of nodes Links nodes in pattern specified by user Supports text, graphic, sound, video and executable programs Database Trends Data Warehouses and Datamining

47. Essentials of Management Information Systems, 6e Chapter 7 Managing Data Resources 7.47 © 2005 by Prentice Hall Database Trends A hypermedia database Figure 7-17

48. Essentials of Management Information Systems, 6e Chapter 7 Managing Data Resources 7.48 © 2005 by Prentice Hall Linking Internal Databases to the Web Database server: –Hosts DBMS –Receives SQL requests –Provides required data Middleware: –Works between Web server and DBMS to take requests –Handles connectivity to database –Can be application server or CGI scripts Database Trends Databases and the Web

49. Essentials of Management Information Systems, 6e Chapter 7 Managing Data Resources 7.49 © 2005 by Prentice Hall Database Trends Linking internal databases to the Web Figure 7-18

50. Essentials of Management Information Systems, 6e Chapter 7 Managing Data Resources 7.50 © 2005 by Prentice Hall Advantages to Web Access to Databases Browser software easy to use; little training Web interface requires no changes to internal database Costs less than custom interfaces Database Trends Databases and the Web

51. Essentials of Management Information Systems, 6e Chapter 7 Managing Data Resources 7.51 © 2005 by Prentice Hall Web Access for Royal Bank Statements Pays Off What are the business benefits of providing a Web interface for the Bankbook Reconstruct application? What value does this application provide the company and its customers? Database Trends Window on Technology