D ATA AND K NOWLEDGE M ANAGEMENT

2 M ANAGING DATA AND INFORMATION Usually too much data rather than too little in organizations How does an organization organize all this data and information? Database – a collection of integrated and related files Ebay Proquest MBNA

3-3 W HAT IS D ATABASE T ECHNOLOGY ? A collection of related data organized in a way that makes it valuable and useful Allows organizations to retrieve, store, and analyze information easily Is vital to an organization’s success in running operations and making decisions

3-4 R ELATIONSHIP OF DBMS C ONCEPTS TO O THERS ?

5 T HE H IERARCHY OF D ATA

3-6 V IEW OF A D ATABASE T ABLE OR F ILE Attribute (One Column) Record (One Row) Attribute Type EntityAttribute

7 T HE T RADITIONAL A PPROACH Figure 3.3: The Traditional Approach to Data Management U of L example

8 T HE D ATABASE A PPROACH Figure 3.4: The Database Approach to Data Management Washington hospital

3-9 A DVANTAGES OF THE D ATABASE A PPROACH

3-10 C OSTS OR R ISKS OF THE D ATABASE A PPROACH

3-11 R OLES IN D ATABASE D EVELOPMENT AND U SE Database Administrator (DBA) Designs, develops and monitors performance of databases Enforces policy and standards for data use and security Database Administrator (DBA) Designs, develops and monitors performance of databases Enforces policy and standards for data use and security Systems Programmer Creates business applications that connect to databases Tests the new systems and databases before use Systems Programmer Creates business applications that connect to databases Tests the new systems and databases before use Systems Analyst Defines data requirements working with a DBA Incorporates the database design into new program designs Systems Analyst Defines data requirements working with a DBA Incorporates the database design into new program designs

3-12 D ATABASE S YSTEMS A CTIVITIES – D ATA E NTRY Enter Forms Employment Applications (Form Entry Screen)(Form Entry Program)(Employment DB) Example Data is entered from paper employment applications into a form entry screen The entry forms are designed to match the paper forms for ease of entry The form data is processed by the entry program and then stored in the employment database

3-13 D ATABASE S YSTEMS A CTIVITIES – Q UERY (Query Request)(Query Program)(Employment Query) SQL (Structured Query Language)QBE (Query by Example ) Query – A database function that extracts and displays information from a database given selection parameters. Example – Display applicants entered in the last 30 daysQuery parameters are selected in the query request screen The database program uses SQL to query and present the result

3-14 D ATABASE S YSTEMS A CTIVITIES – R EPORT (Query Request)(Query Program)(Employment Report) Report Generator Report – A database function that extracts and formats information from a database for printing and presentation Example – Report on applicants entered in the last 30 days Report parameters are selected in the report request screen The database program uses SQL to query and present the result Example – Report on applicants entered in the last 30 days Report parameters are selected in the report request screen The database program uses SQL to query and present the result

3-15 D ESIGNING D ATABASES – D ATA M ODEL Example: ERD (Entity Relationship Diagram) Data Model A map or diagram that represents entities and their relationships Used by Database Administrators to design tables with their corresponding associations

3-16 D ESIGNING D ATABASES – K EYS Primary Key - Student ID ENTITIES Compound Primary Key - Student ID - Course ID - Sec No. - Term Secondary Key - Major Entities are translated into Tables (Students and Grades) Entities are joined by common attributes

3-17 T HE R ELATIONAL M ODEL Most common type of database model used today in organizations Is a three-dimensional model compared to the traditional two-dimensional database models - Rows (first-dimension) - Columns (second-dimension) - Relationships (third-dimension)

3-18 T HE R ELATIONAL M ODEL - E XAMPLE

3-19 T HE R ELATIONAL M ODEL - N ORMALIZATION Normalization A technique to make complex databases more efficient by eliminating as much redundant data as possible Example: Database with redundant data (below)

3-20 T HE R ELATIONAL M ODEL - N ORMALIZATION Normalized Database

3-21 T HE R ELATIONAL M ODEL – D ATA D ICTIONARY Data Dictionary Is a document that database designers prepare to help individuals enter data Provides several pieces of information about each attribute in the database including: - Name - Key (is it a key or part of a key?) - Data Type (date, alphanumeric, numeric, etc.) - Valid Value (the format or numbers allowed) Can be used to enforce Business Rules which are captured by the database designer to prevent illegal or illogical values from entering the database. (e.g. who has authority to enter certain kinds of data)

3-22 O NLINE T RANSACTIONAL P ROCESSING (OLTP) Online Transactional Processing The mechanism by which customers, suppliers, and employees process business transactions for an organization These users conduct transactions online through internal systems and external websites for processing and storage Example

3-23 O PERATIONAL VS. I NFORMATIONAL S YSTEMS

3-24 O RGANIZATIONAL U SE OF D ATABASES Department Databases Data Warehouse Data Mart OperationalInformational Extract Data Extract Data Extract Data Extract Data Day-to-day department transactions Used primarily by departments Extracted department transactions Used for business analysis Extracted subset of a data warehouse Used for highly specific business analysis Hong Kong Airport

H ONG K ONG A IRPORT 1. Identify three operational database applications that Hong Kong airport would utilize. 2. Identify three informational uses of database applications that Hong Kong airport would utilize. Hong Kong Airport

26 D ATA W AREHOUSES, D ATA M ARTS, AND D ATA M INING Data warehouse: collects business information from many sources in the enterprise Data mart: a subset of a data warehouse Data mining: an information-analysis tool for automated discovery of patterns and relationships in a data warehouse or a data mart Online Analytical Processing -Graphical software tools that provide complex analysis of data stored in a database

27 Data warehouses are not transaction-oriented. Data warehouses support online analytical processing (OLAP).

28 D ATA W AREHOUSES, D ATA M ARTS, AND D ATA M INING ( CONTINUED ) Figure 3.17: Elements of a Data Warehouse

3-29 K NOWLEDGE M ANAGEMENT D EFINITIONS Knowledge Assets All underlying skills routines, practices, principles, formulae, methods, heuristics, and intuitions whether explicit or tacit Tacit Knowledge Explicit Knowledge Knowledge Management The process an organization uses to gain the greatest value from its knowledge assets

3-30 K NOWLEDGE M ANAGEMENT S YSTEM (KMS) Primary Objective How to recognize, generate, store, share, manage this tacit knowledge (Best Practices) for deployment and use Technology Generally not a single technology but rather a collection of tools that include communication technologies (e.g. , groupware, instant messaging), and information storage and retrieval systems (e.g. database management system) to meet the Primary Objective Best Practices Procedures and processes that are widely accepted as being among the most effective and/or efficient

3-31 B ENEFITS AND C HALLENGES OF K NOWLEDGE M ANAGEMENT

A NOT SO PERFECT MATCH With the increasing power of Data mining techniques, comes ever increasing and reaching uses of this powerful technology. Is this DNA application an application that has gone too far? Do you agree with this statement "There should be a familial searching policy that is constitutional and legal in the Canada” A not so perfect match