1. Deploying IT resources (MIS 533) MBS in Management Information Systems and Managerial Accounting Systems (2006 / 2007) Fergal Carton Business Information Systems

2. MBS (MIMAS) / MIS533 / Deploying IT Resources Last week Understanding differences DFD 1 and 2 Transition from DFD to ERD Hans project discussion Bill of materials (Hans project)

3. MBS (MIMAS) / MIS533 / Deploying IT Resources This week Understanding ERD’s Last system design examples Modelling Building a model: RyanAir example DFD’s naming conventions Data and normalisation MusicMaestro narrative for assessment

4. MBS (MIMAS) / MIS533 / Deploying IT Resources Building a model Process Flow Data Flow Diagram –Processes –Data Flow –Data store –Entities

5. MBS (MIMAS) / MIS533 / Deploying IT Resources Example : www.RyanAir.com

6. MBS (MIMAS) / MIS533 / Deploying IT Resources Example : www.RyanAir.com Input : –Flight details (eg. SNN-BVA, 8 Oct, 10.35) –Credit card details (eg. VISA no, Expiry date) Process : –Confirms price (eg. EUR 79) –Makes reservation & processes payment Output : –Reservation reference (eg.CGHKCA)

7. MBS (MIMAS) / MIS533 / Deploying IT Resources Process flow

8. MBS (MIMAS) / MIS533 / Deploying IT Resources Context diagram On-line reservation system Passengers Flight Operations Flight Schedule Flight reservation Reservation # Accounts Payment € Timetable Seat availability Reservations Seat prices

9. MBS (MIMAS) / MIS533 / Deploying IT Resources DFD’s : 3 types of logical process Function –A set of related and ongoing activities of the business –A function has no start and no end –It continually performs work as needed Event –A logical unit of work that must be completed as a whole –Triggered by a discreet input and is completed when the process responds with appropriate output –Sometimes calle d transactions Elementary process

10. MBS (MIMAS) / MIS533 / Deploying IT Resources All data flows begin and/or end at a process A process is needed to exchange data flows between external entities A process is needed to update (or use) a data store X X X A process is needed to present data from a data store X A process is needed to move data from a data store to another X

11. MBS (MIMAS) / MIS533 / Deploying IT Resources DFD’s: logical data flows Although data flows can be implemented in many ways : –Telephone calls –Business forms –Bar codes –Emails –Reports –Computer screens –Computer to computer communications (EDI, interface, …) … in DFD’s, we are only interested that the flow is needed, not how the flow will be implemented

12. MBS (MIMAS) / MIS533 / Deploying IT Resources Data flow names should be : Singular (eg. order instead of orders) Unique –use adjectives / adverbs to describe how processing has changed a data flow Not to imply physical batches Order New Order X Process Order Process Order

13. MBS (MIMAS) / MIS533 / Deploying IT Resources Data flow names : example Order New Order Process Order Process Order Customer

14. MBS (MIMAS) / MIS533 / Deploying IT Resources Computer systems Set of individual modules supporting the different tasks Each module links into the others so as to eliminate re-entry of data (e.g. volumes) Database structure well suited to such a system BOM, Staff, Machines (and their characteristics) are stored in specific tables Work orders are entered => schedule comes out

15. MBS (MIMAS) / MIS533 / Deploying IT Resources Data collection Computer Integrated Manufacturing (CIM) environments requires that companies: Know what they are doing availability of data and quality of that data are key elements many different types of data must be collected procedures must be put in place –reliable –but not intrusive

16. MBS (MIMAS) / MIS533 / Deploying IT Resources Types of data Volume data (production) consumption data (raw material, packaging…) personnel data maintenance data time related measurements productivity data All form the basis of the calculations used to monitor manufacturing activities

17. MBS (MIMAS) / MIS533 / Deploying IT Resources Type of data (2) Primary data: –taken straight from the floor (input and output) –e.g. production, consumption, labour, maintenance –ad-hoc reports - e.g. accidents, defects Secondary data or calculated data: –allocated costs –productivity –pay bonuses –variances High level data: –investigations of variances –soft information about staff morale etc...

18. MBS (MIMAS) / MIS533 / Deploying IT Resources Data for monitoring activities Forecast or budget is put together: –based on experience, gut feeling or statistical analysis –corresponds to expected levels the more complete the model the more complete the monitoring measurement methods and procedures are also put together: the structure of the budget tells you what data to collect

19. MBS (MIMAS) / MIS533 / Deploying IT Resources Data acquisition Manual recording in a docket or other form (e.g. down time) Sampling / testing of RM or products collection and count of key part (e.g. shoulder blade) scales for weight measurement- computerised or not direct data entry in computer with infra-red beam (scanning) device (e.g. Dell) remote electronic tracking All these involve a trade-off between cost and accuracy and intrusiveness

20. MBS (MIMAS) / MIS533 / Deploying IT Resources Bad data recording No data! Too costly - e.g. in equipment or time not timely - lack of speed (e.g. weekly measure) inaccurate (e.g. procedure not well designed) wrong incentive / instructions given lack of control - open to dishonesty

21. MBS (MIMAS) / MIS533 / Deploying IT Resources Data storage Series of ad-hoc systems manual and computer- based (spreadsheet, filed forms…) Dedicated databases for manufacturing data (QC, shipping etc…) Process Control Systems (technical parameters) Other specialised proprietary systems (integration may not be easy). ERP system with its own data structure or fed by existing systems

22. MBS (MIMAS) / MIS533 / Deploying IT Resources Using Manufacturing data Operational data: –volumes - schedule / re-schedule runs –labour report - line up workers for next days –quality of output Tactical data: –defect rates –productivity –Quality of RM Strategic data: –product mix information –Market research –turnover of staff Some soft information is also required

23. MBS (MIMAS) / MIS533 / Deploying IT Resources Soft information Data collection - –Grapevine –factory tours (talking and observing) Data storage - –managers’ minds –special reports Data usage: –ad-hoc basis –decision making

24. MBS (MIMAS) / MIS533 / Deploying IT Resources Normalisation Process of simplifying the relationships amongst data items as much as possible (see example provided - handout) Through an iterative process, structure of data is refined to 1NF, 2NF, 3NF etc. Reasons for normalisation: –to simplify retrieval (speed of response) –to simplify maintenance (updates, deletion, insertions) –to reduce the need to restructure the data for each new application

25. MBS (MIMAS) / MIS533 / Deploying IT Resources First Normal Form design record structure so that each record looks the same (same length, no repeating groups) repetition within a record means one relation was missed = create new relation elements of repeating groups are stored as a separate entity, in a separate table normalised records have a fixed length and expanded primary key

26. MBS (MIMAS) / MIS533 / Deploying IT Resources Second Normal Form Record must be in first normal form first each item in the record must be fully dependent on the key for identification Functional dependency means a data item’s value is uniquely associated with another’s only on-to-one relationship between elements in the same file otherwise split into more tables

27. MBS (MIMAS) / MIS533 / Deploying IT Resources Third normal form to remove transitive dependencies when one item is dependent on an item which is dependent from the key in the file relationship is split to avoid data being lost inadvertently this will give greater flexibility for the design of the application + eliminate deletion problems in practice, 3 NF not used all the time - speed of retrieval can be affected

28. MBS (MIMAS) / MIS533 / Deploying IT Resources Realistic constraints Users cannot cope with too many tables Too much development required in hiding complex data structure Too much administration Optimisation is impossible with too many tables Actually: RDBs can be quite slow!

29. MBS (MIMAS) / MIS533 / Deploying IT Resources CUSTOMER TABLE PRODUCT TABLE ITEM TABLE SALES_ORDER TABLE PRICE TABLE Oracle Demo Set - Sales Order Processing