Transcript Data and Business

MIS 2000
Class 3
Data and Business
Updated: Jan. 2016
Outline
• Business and data
• Paper and electronic data formats (pros & cons)
• IS and organizational culture (electronic vs. paper)
• Information system and electronic database
• Electronic Relational Database
• Database Management System (DBMS)
• Structured Query Language
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Business and Data
Some data are supported by computer-based IS, some are still
in paper format (“paper trail”). *
Organization as a set of business processes
Business documentation
Professional documentation
Communications
Data sources in organizational environment
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Paper Trail
• “Paper trail” is a popular term for all organizational data
stored on paper (notes, correspondence, forms, files)
• Paper has been used for long time and many people and
organizations are still used to it.
• Paper is more secure, but hard to access, search, and transfer
More
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Paper and Electronic Data Format –
Some Pros & Cons
Paper data
Electronic data
Creation
Manual
Manual entry & automatic result of
processing P
Search
Manual, slow
Automatic, fast P
Transfer
Slow
Very fast P
Space
requirements
Very high
Very low P
Mobility
Higher P
Moderate, improving
Security
•
•
•
Preservation
Long term P
•
Location related;
•
Physical hazard;
•
Harder to falsify P •
Risks of network access;
Physical hazard;
Falsifiable but solutions evolve
Limited, must migrate to new tech.
Overall, the electronic format overcomes disadvantages of paper, can
meet its advantages, and keeps improving.
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Electronic vs. Paper Format
Replace
Resist
Replicate
Coexist, Complement
• Electronic format has tried to replace paper (“Paperless office”).*
• Paper format resists, being still preferred by older generations,
government, and those deprived of electronic technology.
• Electronic IS today often replicate paper trail by producing paper
output (sometimes massively) – coexistence of formats
• The habit of preserving paper trail is part of organizational
culture.
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IS and Organizational Culture
• Organizational culture refers to deep, stable beliefs and
accustomed practices shared by employees in an organization.
• Organizations have different organizational cultures.
• Whether paper and/or electronic data are preferred is largely a
cultural belief and practice. *
New
Old
Business processes
Business processes
Professional documents
Professional documents
Business documents Business documents
Business documents Business documents
Communications Communications Communications
Communications Communications Communications
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Information System and Electronic Database
• A different view of IS*:
– User Interface is the connection between the user and IS.
– Functionality is the operations IS can perform (what it can do).
USER INTERFACE
FUNCTIONALITY
INFORMATION
SYSTEM
DB
DB
DB
DATA
stored in
databases
Computer hardware & software
• Database (DB) is the storage of data, a foundation of an IS.
There is no IS without database(s) in the background.
• DB is possible to search (retrieve) efficiently.
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Mobile Information System
• It is not just what is on your smart phone…
Screen icon,
part of user interface
INTERNET
DATA
BASE
Part of Application Software
running on
smart phone hardware &
Operating System
+
Matching part of
Application Software
+
Corresponding data
in organized format
(records, data types)
MOBILE INFORMATION SYSTEM
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Electronic Database
• Electronic Database: Collection of data that are organized
so that they reflect business and meet technology
requirements.
• Electronic database resembles a paper file cabinet in the data
organization, but is much stronger on the search side.
One way of organizing data is in tables, as you study it in the
lab. Table usually represents a business entity.
• There are different kinds of electronic databases – relational
(MS Access), library catalog, full-text.
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Relational Database
• The type of database you study is called relational. It is best
suited for numerical data and limited textual data.
• Data are organized in tables. Technical name for table is
“relation” (thus the name “relational”).
• Tables reflect objects in business reality (customer, order).
• Tables are connected to reflect (for the most part) associations
between business objects.
• Relational database is the basis for a Transaction Processing
System (TPS), and Management Information System (MIS).
Table Secret Agent – when you read it…
and when it was designed
Data Type
1964, May 5
Attribute
Name
Zorge, Z.
1980, June 1
AgentID
Number
…
…
Agent Name
Text
Birth Date
Date
Key
Agent Name
Birth Date
007
Bond, James
006
…
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Relational Database - Table
• Table = Collection of columns and rows.
– Column = Attribute (e.g., customer number)
– Row = Set of attributes (AnimalID, Name, …)
– Each row identified by an attribute that must have a unique
value in each row  key attribute (primary key, key)
(AnimalID)
Table: PetAnimal
AnimalID
2
4
5
6
7
8
9
10
Name
Simon
Rosie
Eugene
Miranda
Sherri
Category
Fish
Dog
Fish
Cat
Cat
Dog
Fish
Dog
Breed
Angel
Vizsla
Shark
Oriental Shorthair
Bombay
Norfolk Terrier
Guppy
Siberian Huskie
DateBorn
05/05/2007
02/03/2007
01/01/2007
02/08/2007
25/01/2007
04/05/2007
10/03/2007
13/09/2007
Gender
Male
Male
Female
Female
Male
Female
Male
Female
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Relational Database
– Key & Foreign key
• Tables linked via keys & foreign keys
• Definition of Key: The attribute that uniquely identifies each row
in a table.
• Definition of Foreign Key = The attribute that is the key in
another table.
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Database Management System (DBMS)
• DBMS is software package for creating database, storing, retrieving
and overall management of data (e.g., Microsoft Access).
• An important DBMS components is Search Engine. It runs queries on the
database (data search or retrieval).
– Report writer – usually uses queries to create reports for users (system
output)
– Access management (access privileges: read, write, update)
– Multiple users access DB at the same time
DB
DB
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Structured Query Language (SQL)
Syntax and rules (commands) for searching relational
database (DB).
To do search, user creates a query, and query is run on a DB.
SQL also be used for entering and changing data, and other
tasks.
Easier to learn than programming languages.
SQL Query:
Select lists desired columns from desired table(s)
From identifies tables where the columns are
Where specifies filtering conditions for selecting specific
rows, and may identify primary-foreign key connection.
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Search Data with SQL Example
SELECT Part.Part_Name
FROM Part, Supplier
WHERE Supplier_Number=8259
Output: Door latch, Door lock, and Door handle
Data is stored in tables Part and Supplier, which are linked via the
Supplier_Number (key in Supplier table, and foreign key in Part
table)
• MS Access provides a facility for retrieval without writing SQL
statements.
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Summary
• Business processes use data that are either in electronic or
paper format (paper trail).
• Paper still has useful properties, although electronic formats is
superior and keeps advancing.
• Proportion of electronic and paper is an aspect of organizational
culture.
• Electronic database is the foundation of IS.
• Key concepts of electronic relational database are table,
primary key, and foreign key.
• Database Management System (DBMS) is ssoftware for
creating database and retrieving and overall management of
data. DBMS can be used to develop entire IS.
• Structured Query Language is standard for database retrieval.
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