Data Resource Management Chapter 5 Data Resource Management McGraw-Hill/Irwin Copyright © 2011 by The McGraw-Hill Companies, Inc. All rights reserved.

Learning Objectives Explain the business value of implementing data resource management processes and technologies in an organization. Outline the advantages of a database management approach to managing the data resources of a business, compared to a file processing approach. Explain how database management software helps business professionals and supports the operations and management of a business.

Provide examples to illustrate the following concepts Learning Objectives Provide examples to illustrate the following concepts Major types of databases Data warehouses and data mining Logical data elements Fundamental database structures Database development

Logical Data Elements File or table Database A group of related records Master file Transaction file History file Archival file Database An integrated collection of logically related data elements World’s largest database? File or table - A group of related records Master file - relatively permanent information, such as the names and addresses of customers or suppliers. Transaction file - routine activity of a business, such as the sale of each product, or the courses that a student took. History file - obsolete transactions or inactive customers, retained for backup purposes Archival file - long-term historical storage Database - An integrated collection of logically related data elements World’s largest database? – World Wide Web / Internet

Common database structures… Hierarchical Network Relational Object-oriented Multi-dimensional

Most widely used structure Relational Structure Most widely used structure Data elements are stored in tables Row represents a record; column is a field Can relate data in one file with data in another, if both files share a common data element Relational - join two or more tables so that he/she can see relevant data in a form that looks like it is in one big table Example relationships on next slide

Relational Operations Select Create a subset of records that meet a stated criterion Example: employees earning more than $30,000 Join Combine two or more tables temporarily Looks like one big table Project Create a subset of columns in a table

Evaluation of Database Structures Hierarchical Works for structured, routine transactions Can’t handle many-to-many relationships Network More flexible than hierarchical Unable to handle ad hoc requests Relational Easily responds to ad hoc requests Easier to work with and maintain Not as efficient/quick as hierarchical or network

Database Administrator (DBA) Database Development Database Administrator (DBA) Enterprise database development Improves integrity and security Data Definition Language (DDL) Data contents, relationships, and structure Specifications Data dictionary Metadata repository Database Administrator (DBA) In charge of enterprise database development Improves the integrity and security of organizational databases Uses Data Definition Language (DDL) to develop and specify data contents, relationships, and structure Stores these specifications in a data dictionary or a metadata repository

Contains information on… Data Dictionary A data dictionary Contains data about data (metadata) Specialized software manages data definitions Contains information on… Names, types and descriptions of data Relationships Requirements for access and use Maintenance Security A data dictionary Contains data about data (metadata) Relies on specialized software component to manage a database of data definitions It contains information on.. The names and descriptions of all types of data records and their interrelationships Requirements for end users’ access and use of application programs Database maintenance Security A data dictionary (metadata repository) is a database management catalog or directory containing metadata (i.e., data about data). A data dictionary relies on a specialized database software component to manage a database of data definitions, which is metadata about the structure, data elements, and other characteristics of an organization’s databases. For example, it contains the names and descriptions of all types of data records and their interrelationships; information outlining requirements for end users’ access and use of application programs; and database maintenance and security. The database administrator can query data dictionaries to report the status of any aspect of a firm’s metadata. The administrator can then make changes to the definitions of selected data elements. Some active (versus passive ) data dictionaries automatically enforce standard data element definitions whenever end users and application programs access an organization’s databases. For example, an active data dictionary would not allow a data entry program to use a nonstandard definition of a customer record, nor would it allow an employee to enter a name of a customer that exceeded the defined size of that data element. Developing a large database of complex

Data Planning and Database Design Database development is top-down process Develop an enterprise model Define the information needs of end users Identify the key data elements Database development is a top-down process Develop an enterprise model that defines the basic business process of the enterprise Define the information needs of end users in a business process Identify the key data elements that are needed to perform specific business activities (entity relationship diagrams)

Data Resource Management Managerial activity Uses data management, data warehousing, and other IS technologies Manages data for business stakeholders Data resource management is a managerial activity Uses data management, data warehousing, and other IS technologies Manages data resources to meet the information needs of business stakeholders

Database Interrogation Boolean Logic Developed by George Boole Mid-1800s Used to refine searches Three logical operators: AND, OR, NOT Example Cats OR felines AND NOT dogs OR Broadway Boolean Logic Developed by George Boole in the mid-1800s Used to refine searches to specific information Has three logical operators: AND, OR, NOT Example Cats OR felines AND NOT dogs OR Broadway

Database Maintenance Accomplished by Transaction processing systems Utilities and other applications, supported by DBMS Records new business transactions Updating and correcting data Customer addresses The database maintenance process is accomplished by transaction processing systems and other end-user applications, with the support of the DBMS. End users and information specialists can also employ various utilities provided by a DBMS for database maintenance. The databases of an organization need to be updated continually to reflect new business transactions (e.g., sales made, products produced, inventory shipped) and other events. Other miscellaneous changes also must be made to update and correct data (e.g., customer or employee name and address changes) to ensure the accuracy of the data in the databases.

Application Development DBMS tools 4GL programming language Built-in software development tools Data manipulation language (DML) statements Eliminate conventional programming Applications Data entry screens Forms Reports Web pages