Strategy beyond Spread Sheets Database

The Problem S13 MIS 2 Technology promises Speed of access Simultaneous access, from many locations Data Reliability (correct) and Stability (available) All Too Easy to Get Isolated data – on separate machines, sheets Many copies of the same data ( each slightly different?) Having to pick “most important” record structure for information, BUT who knows what’s going to be important tomorrow?

Unusual Question S13 MIS 3 Assume FlexTime has on site and on line sales One of our Vitamin Suppliers just notified us that they are recalling their WonderLife ExtraSuperMaxEnergy booster hair gel We need a list of all clients who bought this product between Nov 1 and Feb 1. What will you do? (Strategic Decision)

Big Idea for Better Solution S13 MIS 4 No Fixed Records Instead make them to Order as needed All Data Fields stored just once in Tables a.k.a. Normalized (a bit like Factoring) Tables are logically connected (related) so all data fields can be connected Query process will pick fields needed from Tables to build custom Records

What Does this Take? S13 MIS 5 Loose the simple spreadsheet interface more power less simplicity Specialists (DBA) needed to set up Tables Loose local control of “my” data. (what’s hardest cbis component to change?) Users/Managers have to know the basics in order to collaborate with DBA. (this means YOU!)

FlexTime MIS Records S13 MIS 6 What Records do we need for Each Client? Each Client Visit/Contact? Each Purchase a Client Makes? Each Item we have available for Purchase?

S13 MIS 7 Visit Table What Fields (Attributes) go in each of these? Write attributes on Board. Client Table Purchase Table Inventory Table Visit Table

Cardinality (number) of Relations S13 MIS 8 Tables represent “Entities” (think nouns) Entities (nouns) can be Related 3 ways 1 to 1 – Record in one table connects to just one record in other table e.g. Client Record to Account Balance Record 1 to N – Record in one table connects (possibly) with Many records in other table e.g. Client Record to Visit Records N to M – Many in one table connect (possibly) to Many in other table e.g. Clients to Inventory

How are these Connected? S13 MIS 9 Client Table Purchase Table Inventory Table Visit Table

Query: “Your record is ready” S13 MIS 10 User specifies what fields are wanted All Client IDs and Names W ho Visited/Contact on this Date AND Who Purchased this Inventory Item Query uses Database tables and relations Finds All Visits on the specified Date Follows the relation to corresponding Clients Extracts all the fields requested Presents as a custom record for Examination, Report, Copy, etc.