Class 3 Data and Business MIS 2000 Updated: January 2014

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 2 of 16 Data and Business

Business and Data 3 of 16 Business documents * Professional documentation C o m m u n i c a t i o n s Business processes Some data are supported by computer-based IS, some are still in paper format (“paper trail”).

Paper Trail “Paper trail” is a plain English term for all organizational data stored on paper (forms and records*; files, file folders, file cabinets; archives) Paper has been used for long and many people and organizations are still used to it. Paper is stable and securable, but hard to modify, search, store,** transfer***… 4 of 16 Data and Business More

Paper and Electronic Data Pros & Cons PAPER ELECTRONIC Paper form is stable,- Less stable, but solutions hard to falsify emerge (e.g., PDF format) Paper can be preserved over - Possible, but must migrate to new long time technologies Paper locking in a single location- Same, but easy copy and hacking Takes lots of space - Takes little space Slower transfer- Very fast transfer Errors hard to control- Automated control of errors Limited access and sharing- Broad access and sharing Fire and water hazard - Same, plus hacking; solvable** Ecological damage (kills trees)- Better, but hardware to be disposed Overall, the electronic format overcomes disadvantages of paper, can meet its advantages, and keeps improving. 5 of 16

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. The habit of preserving paper trail is part of organizational culture. 6 of 16 Data and Business Replace Replicate Resist Coexist, Complement

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. Different departments and professional groups 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) and influences the proportion of paper and electronic. This proportion can tell you can if the organization’s culture is more paper or electronic.** 7 of 16 Data and Business Professional documents Business documents Communications Communications Communications Business processes

Information System and Electronic Database Database (DB) is the storage of data, a foundation of an IS. DB is possible to search (retrieve) efficiently. There is no IS without a database in the background. Database is the foundation of IS, providing a necessary data storage. 8 of 16 Computer hardware & software USER INTERFACE FUNCTIONALITY DB DATA stored in databases INFORMATION SYSTEM 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).

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. 9 of 16 Data and Business

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. 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). 10 of 16 Data and Business

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) 11 AnimalIDNameCategoryBreedDateBornGender 2 FishAngel05/05/2007Male 4SimonDogVizsla02/03/2007Male 5 FishShark01/01/2007Female 6RosieCatOriental Shorthair02/08/2007Female 7EugeneCatBombay25/01/2007Male 8MirandaDogNorfolk Terrier04/05/2007Female 9 FishGuppy10/03/2007Male 10SherriDogSiberian Huskie13/09/2007Female PetAnimal

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. * 12 of 16 Data and Business

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 an 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, update) –Data dictionary - defines each data attribute (storage, text/numeric or other data type) 13 of 16 Data and Business D B M S Input forms Reports Database TPS or MIS (when Reports included)

14 of 16 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.

Search Data with SQL Example SELECT Part.Part_Name, Supplier.Supplier_Name, Supplier.Supplier_Address FROM Part, Supplier WHERE Part_Number=137 OR Part_Number=152 AND Part.Supplier_Number=Supplier.Supplier_Number Output: A list with names of parts whose key values are 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) MS Access provides a facility for retrieval without writing SQL statements. 15 of 16 Data and Business

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. 16 of 16 Data and Business