-
John von Neumann Institute - Vietnam National University Ho Chi Minh CityInformation Technology for ManagersBMIT5103 Information Technology for ManagersBMIT5103
Week 02 - Topic 03
DATA, TEXT & DOCUMENT MANAGEMENT
BMIT5103 Course
Information Technology for Managers
Dr. Huy Nguyen
-
Information Technology for Managers
BMIT5103
Information Technology for Managers
BMIT5103
STUDY GUIDE
TOPIC 03Data, Text & Document Management
2
Learning outcomes:
1. Data, text & document management & their impacts on performance;
2. File Management systems;
3. Functions of databases & Database Management systems;
4. Tactical & strategic benefits of data warehouses, data marts & data
centres.
-
Information Technology for Managers
BMIT5103
Information Technology for Managers
BMIT5103
STUDY GUIDE
TOPIC 03Data, Text & Document Management
3
Topics overview:
1. Importance of managing data, text & document & their impacts on business
performance;
2. Associating data, text & documents as strategic assets of organisations &
proving necessity of data management;
3. Need for a database & a data warehouse for storing & managing data;
4. High-quality data depends on effective approaches to data management;
5. Data visualisation deployment for supporting decisions;
6. Problems & issues which occur due to poor management of data;
7. MDM consolidates data from various data sources into a master reference
file which creates accurate & consistent data across the enterprise; concept
& definition of a master reference file;
8. Data quality & integrity is still the main concern when storing & managing
data to gain users trust;
-
Information Technology for Managers
BMIT5103
Information Technology for Managers
BMIT5103
STUDY GUIDE
TOPIC 03Data, Text & Document Management
4
Topics overview (cont.):
9. Text mining & analysis & DMS;
10. FMS & their limitations compared to DBMS; databases & DBMS benefits
compared to CFS;
11. Databases to data warehouses in terms of real-time support & benefits;
12. Characteristics & development of a data warehouse;
13. Concept of data mart, operational data stores & dimensional databases;
14. ECM is an important data management technology, particularly for large &
medium-sized organisations;
15. ECM includes EDM, WCM, DAM & ERM;
16. ERM are important data management technology for large & medium-sized
organisations; business value of ERM;
17. ECM & ERM growth.
-
Information Technology for Managers
BMIT5103
Information Technology for Managers
BMIT5103
STUDY GUIDE
TOPIC 03Data, Text & Document Management
5
No Focus areas Assigned readings
1 Data, text & document management Chapter 3, pp 59 - 69
2 File Management systems Chapter 3, pp 69 - 72
3 Database Management systems Chapter 3, pp 72 - 76
4 Data warehouses, data marts & data centres Chapter 3, pp 76 - 82
5 Enterprise Content Management Chapter 3, pp 82 - 84
-
Information Technology for Managers
BMIT5103
Information Technology for Managers
BMIT5103
AGENDA
Data, text & document management
File Management systems
Database Management systems
Data warehouses, data marts & data centres
Enterprise Content Management
6
-
Information Technology for Managers
BMIT5103
Information Technology for Managers
BMIT5103
AGENDA
Data, text & document management
File Management systems
Database Management systems
Data warehouses, data marts & data centres
Enterprise Content Management
7
-
Information Technology for Managers
BMIT5103
Information Technology for Managers
BMIT5103
DATA, TEXT & DOCUMENT MANAGEMENT
8
Data is foundation of any IS & needs to be managed for its useful life
cycle;
Managers & information workers may be constrained by data that
cannot be trusted because it is incomplete, out of context, outdated,
inaccurate & inaccessible, therefore requiring a longer time to analyse;
Data visualisation & decision support tools function to format data into
meaningful contexts for users;
Data quality, integrity, privacy & ethics;
Roles of text mining & analysis, document management & DMS towards
ensuring business efficiency & productivity.
-
Information Technology for Managers
BMIT5103
Information Technology for Managers
BMIT5103
DATA, TEXT & DOCUMENT MANAGEMENT
IMPORTANCE OF DATA MANAGEMENT
9
Enterprise can be effective with accessible high quality data whenneeded to obtain:
Opportunity to earn revenues;
Ability to cut expenses;
Improve business processes and performance.
Data is retrieved from a data repository:
Database;
Data warehouse.
Uncertainty of data is a constraint on managers because data is:
Untrusted , imcomplete, out of context;
Outdated, inaccurate, inaccessible.
-
Information Technology for Managers
BMIT5103
Information Technology for Managers
BMIT5103
DATA, TEXT & DOCUMENT MANAGEMENT
DATA LIFECYCLE
10
-
Information Technology for Managers
BMIT5103
Information Technology for Managers
BMIT5103
DATA, TEXT & DOCUMENT MANAGEMENT
DATA MANAGEMENT
11
Data principles:
Diminishing data value;
90/90 data use;
Data in context.
Data visualization:
Tools to visualize data and support to decision making.
Problems and challenges of data management:
Nonstandardized, unsynchronized;
Increasing volume of data exponentially with time;
Data dispersion, security, privacy, quality, and integrity;
Data validity, data redundant or out-of-date
-
Information Technology for Managers
BMIT5103
Information Technology for Managers
BMIT5103
DATA, TEXT & DOCUMENT MANAGEMENT
MASTER DATA MANAGEMENT
12
Process to integrate data from various resouces into a unified datarepository through data entities;
Master data entities:
Better, more accurate data;
Better responsiveness;
Better revenue management;
More responsive business decisions.
-
Information Technology for Managers
BMIT5103
Information Technology for Managers
BMIT5103
DATA, TEXT & DOCUMENT MANAGEMENT
TRANSFORMING DATA INTO KNOWLEDGE
13
Better revenue management and more responsive business decisions
-
Information Technology for Managers
BMIT5103
Information Technology for Managers
BMIT5103
DATA, TEXT & DOCUMENT MANAGEMENT
GAINING INSIGHT FROM TEXT & DOCUMENTS
14
Text mining and analytics:
Exploration;
Preprocessing;
Categorizing and modeling.
Document management:
Enabling the company to access and use the content contained in thedocuments;
Cutting labor costs by automating business processes;
Reducing the time and effort required to locate information the businessneeds to support decision making;
Improving the security of the content, thereby reducing the risk ofintellectual property theft;
Minimizing the costs associated with printing, storage, and searching forcontent.
-
Information Technology for Managers
BMIT5103
Information Technology for Managers
BMIT5103
AGENDA
Data, text & document management
File Management systems
Database Management systems
Data warehouses, data marts & data centres
Enterprise Content Management
15
-
Information Technology for Managers
BMIT5103
Information Technology for Managers
BMIT5103
AGENDA
Data, text & document management
File Management systems
Database Management systems
Data warehouses, data marts & data centres
Enterprise Content Management
16
-
Information Technology for Managers
BMIT5103
Information Technology for Managers
BMIT5103
FILE MANAGEMENT SYSTEMS
17
File Management system;
Disadvantages of FMS compared to DBMS.
-
Information Technology for Managers
BMIT5103
Information Technology for Managers
BMIT5103
FILE MANAGEMENT SYSTEMS
HIERARCHY OF DATA
18
-
Information Technology for Managers
BMIT5103
Information Technology for Managers
BMIT5103
FILE MANAGEMENT SYSTEMS
CHARACTERISTICS
19
Accessing records from computer files:
Sequential file organization;
Direct or random file organization.
Limitations of File environment:
Data redundancy;
Data inconsistency;
Data isolation;
Data security.
-
Information Technology for Managers
BMIT5103
Information Technology for Managers
BMIT5103
FILE MANAGEMENT SYSTEMS
FILE MANAGEMENT
20
-
Information Technology for Managers
BMIT5103
Information Technology for Managers
BMIT5103
AGENDA
Data, text & document management
File Management systems
Database Management systems
Data warehouses, data marts & data centres
Enterprise Content Management
21
-
Information Technology for Managers
BMIT5103
Information Technology for Managers
BMIT5103
AGENDA
Data, text & document management
File Management systems
Database Management systems
Data warehouses, data marts & data centres
Enterprise Content Management
22
-
Information Technology for Managers
BMIT5103
Information Technology for Managers
BMIT5103
DATABASE MANAGEMENT SYSTEMS
23
Two basic types of databases: centralised database & distributed
database;
Advantages & capabilities of DBMS
-
Information Technology for Managers
BMIT5103
Information Technology for Managers
BMIT5103
DATABASE MANAGEMENT SYSTEMS
CENTRALIZED
24
-
Information Technology for Managers
BMIT5103
Information Technology for Managers
BMIT5103
DATABASE MANAGEMENT SYSTEMS
DISTRIBUTED
25
-
Information Technology for Managers
BMIT5103
Information Technology for Managers
BMIT5103
DATABASE MANAGEMENT SYSTEMS
CHARACTERISTICS
26
Advantages & capabilities:
Permanence;
Querying
Concurrency
Backup and replication
Rule enforcement
Security
Computation
Change and access logging
Automated optimization.
-
Information Technology for Managers
BMIT5103
Information Technology for Managers
BMIT5103
DATABASE MANAGEMENT SYSTEMS
CHARACTERISTICS (cont.)
27
Data filtering and profiling: Inspecting the data for errors,inconsistencies, redundancies, and incomplete information.
Data quality: Correcting, standardizing, and verifying the integrity ofthe data.
Data synchronization: Integrating, matching, or linking data fromdisparate sources.
Data enrichment: Enhancing data using information from internaland external data sources.
Data maintenance: Checking and controlling data integrity over time.
-
Information Technology for Managers
BMIT5103
Information Technology for Managers
BMIT5103
FILE MANAGEMENT SYSTEMS
DATABASE MANAGEMENT
28
-
Information Technology for Managers
BMIT5103
Information Technology for Managers
BMIT5103
AGENDA
Data, text & document management
File Management systems
Database Management systems
Data warehouses, data marts & data centres
Enterprise Content Management
29
-
Information Technology for Managers
BMIT5103
Information Technology for Managers
BMIT5103
AGENDA
Data, text & document management
File Management systems
Database Management systems
Data warehouses, data marts & data centres
Enterprise Content Management
30
-
Information Technology for Managers
BMIT5103
Information Technology for Managers
BMIT5103
DATA WAREHOUSES, DATA MARTS & DATA CENTRES
31
Comparison between databases & data warehouses;
Need for real-time data warehousing & analytics;
Benefits of data warehousing;
Characteristics & the building of a data warehouse;
Data marts, operational data stores, multidimensional databases &
data centres.
-
Information Technology for Managers
BMIT5103
Information Technology for Managers
BMIT5103
DATA WAREHOUSES, DATA MARTS & DATA CENTRES
DATABASES & DATA WAREHOUSES
32
Databases:
Are designed and optimized to store data;
Online transaction processing (OLTP) system;
Constantly being added, edited, or updated.
Data warehouses:
Are designed and optimized to respond to analysis questions that are
critical for a business;
Added within a schedule or a plan.
-
Information Technology for Managers
BMIT5103
Information Technology for Managers
BMIT5103
DATA WAREHOUSES, DATA MARTS & DATA CENTRES
DATA WAREHOUSE
33
Real-time support from a data warehouse;
Need for data warehouse:
Business intelligence, decision making support.
Benefits of data warehouse:
Marketing and sales;
Pricing and contracts;
Forecasting;
Sales performance;
Financial.
-
Information Technology for Managers
BMIT5103
Information Technology for Managers
BMIT5103
DATA WAREHOUSES, DATA MARTS & DATA CENTRES
DATA WAREHOUSE FRAMEWORK & VIEWS
34
-
Information Technology for Managers
BMIT5103
Information Technology for Managers
BMIT5103
DATA WAREHOUSES, DATA MARTS & DATA CENTRES
CHARACTERISTICS OF DATA WAREHOUSE
35
Organization;
Consistency;
Time variant;
Nonvolatile;
Relational;
Client/server;
Web-based;
Integration;
Real time.
-
Information Technology for Managers
BMIT5103
Information Technology for Managers
BMIT5103
DATA WAREHOUSES, DATA MARTS & DATA CENTRES
BUILDING A DATA WAREHOUSE
36
-
Information Technology for Managers
BMIT5103
Information Technology for Managers
BMIT5103
DATA WAREHOUSES, DATA MARTS & DATA CENTRES
DATA MARTS, OPERATIONAL DATA STORES
37
Reasons data warehouses fail:
Data warehousing design;
Data warehousing implementation;
Data warehousing operation.
Data marts:
Lower cost, scaled down version of data warehouse;
Are designed for a strategic business unit or a single department.
Operational data stores:
Use concepts and benefits of the data warehouse to the operational
portions of the business at a lower cost.
-
Information Technology for Managers
BMIT5103
Information Technology for Managers
BMIT5103
DATA WAREHOUSES, DATA MARTS & DATA CENTRES
DATA CENTRES
38
Facilities containing mission-critical IS and components that deliverdata and IT services to the enterprise;
Store and integrate networks, computer systems, and storagedevices;
Huge and include temperature and fire controls, physical and digitalsecurity, redundant power supplies such as uninterruptible power
sources and redundant data communications connections.
-
Information Technology for Managers
BMIT5103
Information Technology for Managers
BMIT5103
AGENDA
Data, text & document management
File Management systems
Database Management systems
Data warehouses, data marts & data centres
Enterprise Content Management
39
-
Information Technology for Managers
BMIT5103
Information Technology for Managers
BMIT5103
AGENDA
Data, text & document management
File Management systems
Database Management systems
Data warehouses, data marts & data centres
Enterprise Content Management
40
-
Information Technology for Managers
BMIT5103
Information Technology for Managers
BMIT5103
ENTERPRISE CONTENT MANAGEMENT
41
ECM & ERM;
Volume of electronic records should be continuously reviewed to
determine whether they should be retained or destroyed;
Business value of ERM;
Expected growth of ECM & ERM in the future.
-
Information Technology for Managers
BMIT5103
Information Technology for Managers
BMIT5103
ENTERPRISE CONTENT MANAGEMENT
KEY FORCES TO ADOPT ECM
42
Compounding growth of content generated by organizations;
Need to integrate that content within business processes;
Need to support increasing sophistication for business-user contentaccess and interaction;
Need to maintain governance and control over content to ensureregulatory compliance and preparedness for legal discovery.
-
Information Technology for Managers
BMIT5103
Information Technology for Managers
BMIT5103
ENTERPRISE CONTENT MANAGEMENT
ECM & ERM
43
-
Information Technology for Managers
BMIT5103
Information Technology for Managers
BMIT5103
ENTERPRISE CONTENT MANAGEMENT
BUSINESS VALUE & GROWTH OF ECM & ERM
44
Types of lawsuits against companies include:
Patent violations, product safety negligence, theft of intellectualproperty, breach of contract, wrongful termination, harassment,
discrimination
Discovery, or the request for information;
Keeping corporate data safe will be an incredible challenge;
Planning and managing electronic documents and records areelements of every business process.
-
Information Technology for Managers
BMIT5103
Information Technology for Managers
BMIT5103
STUDY GUIDE
TOPIC 03Data, Text & Document Management
45
Content summary:
- Data, text & document management:
Data is foundation of any IS & needs to be managed for its useful life cycle;
Managers & information workers may be constrained by data that cannot betrusted because it is incomplete, out of context, outdated, inaccurate &
inaccessible, therefore requiring a longer time to analyse;
Data visualisation & decision support tools function to format data intomeaningful contexts for users;
Data quality, integrity, privacy & ethics;
Roles of text mining & analysis, document management & DMS towardsensuring business efficiency & productivity.
- File Management systems:
File Management system;
Disadvantages of FMS compared to DBMS.
-
Information Technology for Managers
BMIT5103
Information Technology for Managers
BMIT5103
STUDY GUIDE
TOPIC 03Data, Text & Document Management
46
Content summary (cont.):
- Database Management systems:
Two basic types of databases: centralised database & distributed database;
Advantages & capabilities of DBMS.
- Data warehouses, data marts & data centres:
Comparison between databases & data warehouses;
Need for real-time data warehousing & analytics;
Benefits of data warehousing;
Characteristics & the building of a data warehouse;
Data marts, operational data stores, multidimensional databases & data centres.
- Enterprise Content Management:
ECM & ERM;
Volume of electronic records should be continuously reviewed to determine whetherthey should be retained or destroyed;
Business value of ERM;
Expected growth of ECM & ERM in the future.
-
Information Technology for Managers
BMIT5103
Information Technology for Managers
BMIT5103
STUDY GUIDE
TOPIC 03Data, Text & Document Management
47
Study questions:
1. What constraints managers face when they cannot trust data;
2. Why it is difficult to manage, search & retrieve data located throughout the enterprise;
3. How data visualisation tools & technology can improve decision making;
4. What text & document management is;
5. Describe three limitations of the file management approach;
6. Describe three data functions of a DBMS;
7. Compare databases & data warehouses in terms of data volatility & decision support;
8. Why ERM is important for an organisation;
9. Explain how having detailed real-time or near real-time data can improve productivity
& decision quality;
10.A data mart can substitute for a data warehouse or supplement it. Compare &
discuss these options;
11.Discuss the factors that make document management so valuable. What capabilities
are particularly valuable;
12.Relate document management to imaging systems.
-
Information Technology for Managers
BMIT5103
Information Technology for Managers
BMIT5103
48
THANK YOU FOR YOUR ATTENTION !
NEXT TOPIC: NETWORK MANAGEMENT & MOBILITY