fundamentals of information systems fourth edition chapter 3 organizing data and information
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Fundamentals of Information Systems
Fourth Edition
Chapter 3
Organizing Data and Information
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Fundamentals of Information Systems, Fourth Edition 2
Principles and Learning Objectives
• Data management and modeling are key aspects of organizing data and information– Define general data management concepts and
terms, highlighting the advantages of the database approach to data management
– Describe the relational database model and outline its basic features
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Fundamentals of Information Systems, Fourth Edition 3
Principles and Learning Objectives (continued)
• A well-designed and well-managed database is an extremely valuable tool in supporting decision making– Identify the common functions performed by all
database management systems and identify popular user database management systems
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Fundamentals of Information Systems, Fourth Edition 4
Principles and Learning Objectives (continued)
• The number and types of database applications will continue to evolve and yield real business benefits– Identify and briefly discuss current database
applications
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Fundamentals of Information Systems, Fourth Edition 5
Why Learn About Database Systems?
• Database systems process and organize large amounts of data
• Examples– Marketing manager can access customer data– Corporate lawyer can access past cases and
opinions
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Fundamentals of Information Systems, Fourth Edition 6
Introduction
• Database: an organized collection of data
• Database management system (DBMS): group of programs to manage database– Manipulates database– Provides an interface between database and the
user of the database and other application programs
• Database administrator (DBA): skilled IS professional who directs all activities related to an organization’s database
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Fundamentals of Information Systems, Fourth Edition 7
Data Management
• Without data and the ability to process it, an organization could not successfully complete most business activities
• Data consists of raw facts
• For data to be transformed into useful information, it must first be organized in a meaningful way
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Fundamentals of Information Systems, Fourth Edition 8
The Hierarchy of Data
• Bit (a binary digit): a circuit that is either on or off
• Byte: eight bits
• Character: basic building block of information– Each byte represents a character – Can be an uppercase letter, lowercase letter,
numeric digit, or special symbol
• Field: typically a name, number, or combination of characters that describes an aspect of a business object or activity
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Fundamentals of Information Systems, Fourth Edition 9
The Hierarchy of Data (continued)
• Record: a collection of related data fields
• File: a collection of related records
• Database: a collection of integrated and related files
• Hierarchy of data: bits, characters, fields, records, files, and databases
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Fundamentals of Information Systems, Fourth Edition 10
The Hierarchy of Data (continued)
Figure 3.1: The Hierarchy of Data
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Fundamentals of Information Systems, Fourth Edition 11
Data Entities, Attributes, and Keys
• Entity: a generalized class of people, places, or things (objects) for which data is collected, stored, and maintained
• Attribute: characteristic of an entity
• Data item: value of an attribute
• Key: field or set of fields in a record that is used to identify the record
• Primary key: field or set of fields that uniquely identifies the record
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Fundamentals of Information Systems, Fourth Edition 12
Data Entities, Attributes, and Keys (continued)
Figure 3.2: Keys and Attributes
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Fundamentals of Information Systems, Fourth Edition 13
The Database Approach
• Traditional approach to database management: separate data files are created for each application– Results in data redundancy (duplication)– Data redundancy conflicts with data integrity
• Database approach to database management: pool of related data is shared by multiple applications– Significant advantages over traditional approach
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Fundamentals of Information Systems, Fourth Edition 14
The Database Approach (continued)
Figure 3.3: The Database Approach to Data Management
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Fundamentals of Information Systems, Fourth Edition 15
The Database Approach (continued)
Table 3.1: Advantages of the Database Approach
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Fundamentals of Information Systems, Fourth Edition 16
The Database Approach (continued)
Table 3.1: Advantages of the Database Approach (continued)
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Fundamentals of Information Systems, Fourth Edition 17
The Database Approach (continued)
Table 3.2: Disadvantages of the Database Approach
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Fundamentals of Information Systems, Fourth Edition 18
Data Modeling and the Relational Database Model
• When building a database, consider:– Content: What data should be collected, at what
cost?– Access: What data should be provided to which
users and when?– Logical structure: How should data be arranged to
make sense to a given user?– Physical organization: Where should data be
physically located?
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Fundamentals of Information Systems, Fourth Edition 19
Data Modeling
• Building a database requires two types of designs– Logical design
• Abstract model of how data should be structured and arranged to meet an organization’s information needs
– Physical design• Fine-tunes the logical database design for
performance and cost considerations
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Fundamentals of Information Systems, Fourth Edition 20
Data Modeling (continued)
• Data model: a diagram of data entities and their relationships
• Entity-relationship (ER) diagrams: data models that use basic graphical symbols to show the organization of and relationships between data
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Fundamentals of Information Systems, Fourth Edition 21
Data Modeling (continued)
Figure 3.4: An Entity-Relationship (ER) Diagram for a Customer Order Database
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Fundamentals of Information Systems, Fourth Edition 22
The Relational Database Model
• Relational model: all data elements are placed in two-dimensional tables (relations), which are the logical equivalent of files
• In the relational model– Each row of a table represents a data entity– Columns of the table represent attributes– Domain: the allowable values for data attributes
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Fundamentals of Information Systems, Fourth Edition 23
The Relational Database Model (continued)
Figure 3.5: A Relational Database Model
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Fundamentals of Information Systems, Fourth Edition 24
Manipulating Data
• Selecting: eliminates rows according to criteria
• Projecting: eliminates columns in a table
• Joining: combines two or more tables
• Linking: relates or links two or more tables using common data attributes
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Fundamentals of Information Systems, Fourth Edition 25
Manipulating Data (continued)
Figure 3.6: A Simplified ER Diagram Showing the Relationship Between the Manager, Department, and Project Tables
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Fundamentals of Information Systems, Fourth Edition 26
Manipulating Data (continued)
Figure 3.7: Linking Data Tables to Answer an Inquiry
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Fundamentals of Information Systems, Fourth Edition 27
Database Management Systems (DBMS)
• Interface between:– Database and application programs – Database and the user
• Creating and implementing the right database system ensures that the database will support both business activities and goals
• DBMS: a group of programs used as an interface between a database and application programs or a database and the user
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Fundamentals of Information Systems, Fourth Edition 28
Overview of Database Types
• Flat file– Simple database program whose records have no
relationship to one another
• Single user– Only one person can use the database at a time– Examples: Access, FileMaker, and InfoPath
• Multiple user– Allows dozens or hundreds of people to access the
same database system at the same time– Examples: Oracle, Sybase, and IBM
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Providing a User View
• Schema: description of the entire database
• Large database systems typically use schemas to define the tables and other database features associated with a person or user
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Fundamentals of Information Systems, Fourth Edition 30
Creating and Modifying the Database
• Data definition language (DDL)– Collection of instructions/commands that define and
describe data and data relationships in a database– Allows database creator to describe the data and the
data relationships that are to be contained in the schema
• Data dictionary: a detailed description of all the data used in the database
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Creating and Modifying the Database (continued)
Figure 3.10: Using a Data Definition Language to Define a Schema
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Creating and Modifying the Database (continued)
Figure 3.11: A Typical Data Dictionary Entry
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Fundamentals of Information Systems, Fourth Edition 33
Storing and Retrieving Data
• When an application requests data from the DBMS, the application follows a logical access path
• When the DBMS goes to a storage device to retrieve the requested data, it follows a path to the physical location (physical access path) where the data is stored
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Fundamentals of Information Systems, Fourth Edition 34
Storing and Retrieving Data (continued)
Figure 3.12: Logical and Physical Access Paths
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Fundamentals of Information Systems, Fourth Edition 35
Manipulating Data and Generating Reports
• Query-By-Example (QBE): a visual approach to developing database queries or requests
• Data manipulation language (DML): commands that manipulate the data in a database
• Structured Query Language (SQL): ANSI standard query language for relational databases
• Database programs can produce reports, documents, and other outputs
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Manipulating Data and Generating Reports (continued)
Table 3.3: Examples of SQL Commands
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Fundamentals of Information Systems, Fourth Edition 37
Database Administration
• Database administrator (DBA): directs or performs all activities to maintain a database environment– Designing, implementing, and maintaining the
database system and the DBMS– Establishing policies and procedures– Employee training
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Popular Database Management Systems
• Popular DBMSs for end users: Microsoft Access and FileMaker Pro
• Entire market includes databases by IBM, Oracle, and Microsoft
• Examples of open-source database systems: PostgreSQL and MySQL
• Many traditional database programs are now available on open-source operating systems
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Fundamentals of Information Systems, Fourth Edition 39
Special-Purpose Database Systems
• Specialized database packages are used for specific purposes or in specific industries– Israeli Holocaust Database– Hazmat database– Art and Antique Organizer Deluxe
• Special-purpose database by Tableau can be used to store and process visual images
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Fundamentals of Information Systems, Fourth Edition 40
Selecting a Database Management System
• Important characteristics of databases to consider– Size of the database– Cost of the system– Number of concurrent users– Performance– Ability to be integrated with other systems– Vendor considerations
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Fundamentals of Information Systems, Fourth Edition 41
Using Databases with Other Software
• Database management systems are often used with other software packages or the Internet
• A database management system can act as a front-end application or a back-end application– Front-end application: interacts with users – Back-end application: interacts with applications
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Database Applications
• Database applications manipulate content of a database to produce useful information
• Common manipulations are searching, filtering, synthesizing, and assimilating the data
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Linking Databases to the Internet
• Linking databases to the Internet is important for many organizations and people
• Semantic Web– Developing a seamless integration of traditional
databases with the Internet– Allows people to access and manipulate a number of
traditional databases at the same time through the Internet
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Data Warehouses, Data Marts, and Data Mining
• 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 discovering patterns and relationships in a data warehouse or a data mart
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Data Warehouses, Data Marts, and Data Mining (continued)
Figure 3.17: Elements of a Data Warehouse
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Data Warehouses, Data Marts, and Data Mining (continued)
Table 3.5: Common Data-Mining Applications
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Business Intelligence
• Business intelligence (BI): gathering the right information in a timely manner and usable form and analyzing it to have a positive impact on business– Turns data into useful information that is then
distributed throughout an enterprise
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Business Intelligence (continued)
• Competitive intelligence: aspect of business intelligence limited to information about competitors and the ways that knowledge affects strategy, tactics, and operations
• Counterintelligence: steps an organization takes to protect information sought by “hostile” intelligence gatherers
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Distributed Databases
• Distributed database– Data may be spread across several smaller
databases connected via telecommunications devices
– Corporations get more flexibility in how databases are organized and used
• Replicated database– Holds a duplicate set of frequently used data
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Online Analytical Processing (OLAP)
• Software that allows users to explore data from a number of different perspectives
Table 3.6: Comparison of OLAP and Data Mining
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Object-Oriented and Object-Relational Database Management Systems
• Object-oriented database– Stores both data and its processing instructions– Method: a procedure or action– Message: a request to execute or run a method
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Object-Oriented and Object-Relational Database Management Systems
(continued)
• Object-oriented database management system (OODBMS)– Programs that manipulate an object-oriented
database and provide a user interface and connections to other application programs
• Object-relational database management system (ORDBMS)– A DBMS capable of manipulating audio, video, and
graphical data
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Visual, Audio, and Other Database Systems
• Visual databases for storing images
• Audio databases for storing sound
• Virtual database systems: allow different databases to work together as a unified database system
• Other special-purpose database systems– Spatial data technology: stores and accesses data
according to the locations it describes and permits spatial queries and analysis
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Summary
• Hierarchy of data: bits, characters, fields, records, files, and databases
• Entity: generalized class of people, places, or things (objects) for which data is collected, stored, and maintained
• Attribute: characteristic of an entity
• Data model: diagram of data entities and relationships
• Relational model: describes data in which all elements are placed in two-dimensional tables called relations
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Summary (continued)
• Selecting: eliminates rows according to criteria
• Projecting: eliminates columns in a table
• A database management system (DBMS) is a group of programs used as an interface between:– Database and application programs– Database and the user
• Data dictionary: detailed description of all the data used in the database
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Summary (continued)
• Data warehouse: database that collects business information from all aspects of a company’s processes, products, and customers
• Data mining: an information-analysis tool for discovering patterns and relationships in a data warehouse
• Object-oriented database: stores both data and its processing instructions