class 6 data and business mis 2000 updated: september 2012

Class 6

Data and Business

MIS 2000

Updated: September 2012

Outline

Business processes and data

Paper and electronic data formats (pros & cons)

Relationship between paper and electronic formats

IS and Organizational culture

Information system and electronic database

Electronic Relational Database

Database Management System (DBMS)

Structured Query Language

Information Systems for Management 2 of 16

Business Processes and Data

Information Systems for Management

Professional documents

Business documents Business documents

Communications Communications Communications

Business processes

Some data are supported by computer-based IS, some are still in paper format (“paper trail”).

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Paper Trail

“Paper trail” is a plain English term for all organizational data stored on paper (forms and records*; files, file holders, file cabinets; archives) Documents in paper trail can be fine in content and format (forms).Characteristics of paper trail - advantages:

Important for documenting business (“Put it in writing.”)Paper form is stable, hard to falsifyPaper can be preserved over long timePaper documents can be locked in a single location if needed


More

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Paper trail disadvantages:Takes time to create and even more to transferHard to change, inflexibleErrors due to manual data entryTakes much space Limits access and sharingFire and water hazardExpensive and ecologically damaging (produced from trees)


Paper and Electronic DataPAPER ELECTRONIC

Paper form is stable, hard to falsify Less stable, but solutions emerge

Paper can be preserved over long time Possible, but must migrate to new technologies

Paper locking in a single location Same, but easy copy and hackingTakes time to create and transfer Fast creation and transferErrors likely Automated control of errorsTakes much space Takes little space Limited access and sharing Broad access and sharingFire and water hazard Same, plus hacking; solvable**Ecologically damaging Smaller threats

Overall, the electronic format overcomes disadvantages of paper, can meet its advantages, and keeps improving.


Electronic vs. Paper Data

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).

Overall, today electronic and paper formats exist side by side and complement each other.

Habits of sustaining paper trail are part of organizational culture.


Replace

Replicate

Resist

Coexist, Complement

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Organizational culture refers to deep, stable beliefs and accustomed practices shared by employees in an organization.

Organizations have different organizational cultures.

Different departments in one company can have different cultures.*

Whether paper and/or electronic data are preferred is cultural belief and practice.

Organizational culture impacts on data formats in a business process (BP), determining a proportion of paper and electronic. Therefore, if you look at BPs, you can judge if the organization’s culture is more paper or electronic.**


IS and Organizational Culture

Professional documents

Business documents Business documents

Communications Communications Communications

Business processes

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There is no IS without a database in the background.Database is the foundation of IS, providing a necessary storage.


IS and Electronic Database

Computer hardware & software

System and Application Software

Use Procedures

User Interface

DB DBDB

Data stored indatabases

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Electronic Database

Electronic Database: Collection of data that are organized so that they reflect business and meet technology requirements.

In a way, electronic database emulates a file cabinet in the organization part. But it 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.

The type of database you study is called relational. It is best suited for numerical data and limited textual data.

There are other types of electronic databases (library, full-text).

Demo…


Relational Database (Our Focus)

The data storage for a Transaction Processing System (TPS).

Adding reports to a database creates an MIS/Reporting System.

Data (text, numbers, currency, time) are organized in tables (“relations”)

Table = Collection of columns and rows.

Column = Attribute (e.g., customer number)

Row = Set of attributes (customer number, name, …)

Each row identified by an attribute that must have a unique value in each row key attribute (primary key, key)


Relational Database – key & foreign key

Tables linked via keys & foreign keys


Database Management System (DBMS)

Software for creating database, storing, retrieving and overall management of data (e.g., Microsoft Access). Actually, DBMS can be used to develop entire IS.

DBMS Components (some): Search engine – runs queries on the database (data search, retrieval tasks)Report writer – usually uses queries to create reports for users (system output)Access management (access privileges: read, write, change)Data dictionary - defines each data attribute (storage, text/numeric or other data type)


D B M S

Input forms

Reports

DatabaseTPS or MIS (when Reports included)

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Structured Query Language (SQL)

Syntax and rules (commands) for searching relational databases. Can 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/views from which to

select columnsWhere are conditions for selecting specific

records & for joining multiple tables (in older versions of SQL)

DatabasesInformation Systems for

Management

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Search Data with SQL ExampleSELECT Part.Part_Name, Supplier.Supplier_Name,

Supplier.Supplier_AddressFROM Part, SupplierWHERE Part.Supplier_Number=Supplier.Supplier_Number AND

Part_Number=137 OR Part_Number=152

Output: A list with names of parts tracked under numbers 137 and 152 (keys), along with supplier names and addresses

Data is stored in tables Party and Supplier, which are linked via the Supplier_Number (key in Supplier table, and foreign key in Part table)

• Access provides a facility for easy search without writing SQL.


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 data retrieval.


class 6 data and business mis 2000 updated: september 2012

Documents

paper trail paper trail

paper format paper trail

paper formats

paper forms

disadvantages of paper

paper data electronic

paper output

paper andor electronic