1. Fundamentals of Information Systems Fourth Edition
Chapter 3
Organizing Data and Information

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
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
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
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
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
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
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
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
Fundamentals of Information Systems, Fourth Edition

10. The Hierarchy of Data (continued)
Figure 3.1: The Hierarchy of Data
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
Fundamentals of Information Systems, Fourth Edition

12. Data Entities, Attributes, and Keys (continued)
Figure 3.2: Keys and Attributes
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
Fundamentals of Information Systems, Fourth Edition

14. The Database Approach (continued)
Figure 3.3: The Database Approach to Data Management
Fundamentals of Information Systems, Fourth Edition

15. The Database Approach (continued)
Table 3.1: Advantages of the Database Approach
Fundamentals of Information Systems, Fourth Edition

16. The Database Approach (continued)
Table 3.1: Advantages of the Database Approach (continued)
Fundamentals of Information Systems, Fourth Edition

17. The Database Approach (continued)
Table 3.2: Disadvantages of the Database Approach
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?
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
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
Fundamentals of Information Systems, Fourth Edition

21. Data Modeling (continued)
Figure 3.4: An Entity-Relationship (ER) Diagram for a Customer Order Database
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
Fundamentals of Information Systems, Fourth Edition

23. The Relational Database Model (continued)
Figure 3.5: A Relational Database Model
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
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
Fundamentals of Information Systems, Fourth Edition

26. Manipulating Data (continued)
Figure 3.7: Linking Data Tables to Answer an Inquiry
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
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
Fundamentals of Information Systems, Fourth Edition

29. 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
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
Fundamentals of Information Systems, Fourth Edition

31. Creating and Modifying the Database (continued)
Figure 3.10: Using a Data Definition Language to Define a Schema
Fundamentals of Information Systems, Fourth Edition

32. Creating and Modifying the Database (continued)
Figure 3.11: A Typical Data Dictionary Entry
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
Fundamentals of Information Systems, Fourth Edition

34. Storing and Retrieving Data (continued)
Figure 3.12: Logical and Physical Access Paths
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
Fundamentals of Information Systems, Fourth Edition

36. Manipulating Data and Generating Reports (continued)
Table 3.3: Examples of SQL Commands
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
Fundamentals of Information Systems, Fourth Edition

38. 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
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
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
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
Fundamentals of Information Systems, Fourth Edition

42. Database Applications
Database applications manipulate content of a database to produce useful information
Common manipulations are searching, filtering, synthesizing, and assimilating the data
Fundamentals of Information Systems, Fourth Edition

43. 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
Fundamentals of Information Systems, Fourth Edition

44. 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
Fundamentals of Information Systems, Fourth Edition

45. Data Warehouses, Data Marts, and Data Mining (continued)
Figure 3.17: Elements of a Data Warehouse
Fundamentals of Information Systems, Fourth Edition

46. Data Warehouses, Data Marts, and Data Mining (continued)
Table 3.5: Common Data-Mining Applications
Fundamentals of Information Systems, Fourth Edition

47. 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
Fundamentals of Information Systems, Fourth Edition

48. 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
Fundamentals of Information Systems, Fourth Edition

49. Distributed Databases
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
Fundamentals of Information Systems, Fourth Edition

50. 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
Fundamentals of Information Systems, Fourth Edition

51. 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
Fundamentals of Information Systems, Fourth Edition

52. 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
Fundamentals of Information Systems, Fourth Edition

53. 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
Fundamentals of Information Systems, Fourth Edition

54. 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
Fundamentals of Information Systems, Fourth Edition

55. 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
Fundamentals of Information Systems, Fourth Edition

56. 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
Fundamentals of Information Systems, Fourth Edition