Transcript Managing Information Resources

CHAPTER 7
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Roderick Dickson
Kelli Grubb
Tracyann Pryce
Shakita White
Managing Information
Resources
Figure 7-2: four types of information:
internal
Record-based
Documentbased
Structure of
information
external
Source of
information
Internal changes
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Allows companies to bring internal data and
information together from far-flung files and
databases and makes them available
company-wide.
Gives employees access to far more corporate
data and information than they ever had
before.
The ability to handle and transmit media
increases the variety of information formats
and content.
External Changes
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The availability of external data has exploded with
the internet.
The inherent structure of the information resources
that need to be managed has broaden considerably:
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Data warehouses store large amounts of data to be
analyzed with data mining techniques to support
decision making for applications such as CRM.
Less structured concept-based information is
becoming dominant.
Knowledge Management is becoming a key to
exploiting the intellectual assets of an organization.
Structure of Information
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Record-based contains primary facts about
entities such as individual employees,
customers, parts, or transactions.
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Well structured data records are used for
holding a set of attributes that describe each
entity.
Document-based information pertains
primarily to concepts, ideas, thoughts and
opinions.
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Less structured documents or messages with a
variety of forms.
Figure 7.1: Difference in
Structure:
Data Records
Documents
Item of Interest
entity
concept or idea
Attribute of Item
field
set of symbols
All attributes of Item records record
logical paragraph
All related Items
file
document
A Group of Related Files
database
file cabinet
A Collection of Databases
applicationlibrary, record center
system
“Data Model”
hierarchical, relational
(representational approaches)
Figure 7-2: four types of information:
internal
Recordbased
Document
-based
Structure of
information
Traditional
EDP/MIS
Word
processing
management
external
Public
databases
Corporate
library web
sites
Source of
information
Managing Corporate Data
Records
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Dirty Data
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Database Management Systems
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Data Administration
Management Corporate Data
Records
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The Problem: Inconsistent Data
Definitions
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Incompatible data definitions
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Why is this hard for management?
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What if IT department were managing
data?
Management Corporate Data
Records
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The Role of Data Administration
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Clean Up Data Definitions
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Control Shared Data
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Manage Data Distribution
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Maintain Data Quality
Management Corporate Data
Records
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The Importance of Data Dictionaries
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Main purpose of data dictionaries
When should data dictionaries be
considered?
Managing Information
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Information – intermediary for action
Info Managing issues
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Value issues
Usage issues
Sharing issues
Value Issues
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Information’s value is contextual
Tools used to increase value of info by
firms
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Information maps
Information guides
Business documents
Groupware
Usage Issues
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Information is inherently messy and
therefore its complexity needs to be
preserved
It is not easily shared
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Organizational culture blocks sharing
Technology does not change culture
Sharing Issues
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A sharing culture must be in place
Technical solutions do not address the
sharing issue
Info architecture have failed because they do
not take into account how people actually use
the information
Working out info issues requires addressing
entrenched attitudes about organizational
control
Sharing Issues (cont’d)
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Sharing information is not good in all
cases
Limits are necessary
Hiring practices play a role
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Sharing ideas needs to be rewarded (e.g.
promotion) for a sharing environment to
exist
Managing Data
Three Levels of Managing Data
Four Data Models
Distributing Data
Twelve Rules for Distributing Data
Data Warehouse
Managing Data
Level 1:
External, conceptual, local level, user view
Level 2:
Logical or enterprise data: DBMS
Level 3:
Physical or storage level, data records
Four Data Models
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Hierarchical: Parent/Child Relationship
Network: each data item more than one
parent
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Relational: create relationships on the fly
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Object: Data, methods, and attributes
Distributing Data
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Standard Query Language: SQL
Data definition language: creating tables,
creating indexes to data, and defining
fields of data
Data manipulation language: for entering
data into a database and accessing and
formatting the data
Data control language: for handling
security functions
12 Rules for Distributed Database
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Local autonomy
No reliance on central
site
Continuous Operation
Location
independence
Fragmentation
independence
Replication
independence
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Distributed Query
Distributed
Transaction
Hardware
independence
OS independence
Network
independence
Database
independence
Data Warehouse
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Database that contains data from many
sources, including operational sources.
Repository of Metadata
Data is “cleaned” and formatted to a
common structure
OLAP: Online Analytical Processing
Knowledge Management
Figure 7.9: Information Management is
different from Knowledge Management.
Information Management:
Knowledge Management:
1)Emphasizes delivery and
accessibility of content.
1)Emphasizes added value
to content by filtering,
synthesizing, interpreting,
and adding context.
2)Has heavy technology
focus.
3)Assumes information
capture can be standardized
and automated.
2)Balances focus between
technology and culture or
work practice.
3)Requires ongoing human
input and links to
communication.
•Many feel that the term “ Knowledge
Management” creates the wrong
impression.
The term management brings to mind
having control over something, and
knowledge cannot be control.
 It can only be leveraged through
process and culture.
 The more people are connected and
exchange ideas, the more knowledge
can spread and be leveraged.
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Several companies have stopped
using the term Knowledge
Management and replaced it with
the term Knowledge Sharing.
Chapter Seven
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The End