1. Chapter 3 Data and Knowledge Management www.pearsoned.ca/jessup
Robert Riordan, Carleton University

2. Learning Objectives
1. Describe why databases have become so important to organizations
2. Describe what databases and database management systems are and how they work

3. Learning Objectives
Explain how organizations are getting the most from their investment in database technologies
Describe what is meant by knowledge management and knowledge assets as well as benefits and challenges of deploying a knowledge management system

4. Database Technology
A collection of related data organized in a way that makes it valuable and useful
Allows organizations to retrieve, store, and analyze information easily
Is vital to an organization’s success in running operations and making decisions

5. Database Terminology
Entities
Things we store information about. (i.e. persons, places, objects, events, etc.)
Have relationships to other entities (i.e. the entity Student has a relationship to the entity Grades in a University Student database
Attributes
These are pieces of information about an entity (i.e. Student ID, Name, etc. for the entity Student)

6. Relationship of DBMS Concepts to Others?

7. Levels of a Database Management System (DBMS)
Term
Term Definitions
Lowest
Individual characteristics about an ENTITY. Fields are also called attributes or columns depending on the type of DBMS
Field
A group of fields or attributes to describe a single instance of an ENTITY. These are also called rows depending on the DBMS
Record
A collection of records or instances for a given ENTITY. These are also called tables, depending on the DBMS
File
A collection of files or entities containing information to support a given system or a particular topic area
Database
Highest

8. View of a Database Table or File
Attribute
(One Column)
Attribute
Type
Record
(One
Row)

9. File Processing vs. Database Approach Summary
File Processing Approach (Old School)
Storage Media: sequential tapes or files
Data: stored in long sequential files
Organization: redundant data in multiple files
Efficiency: data embedded to support processing
Updates: requires multiple updates in many files
Processing: slower query/faster processing
Data Base Approach (New School-TODAY)
Storage Media: Direct Access Storage Device (DASD)
Data: stored in related tables
Organization: redundant data minimized/eliminated
Efficiency: data stored only in tables
Updates: requires few or one update for a data field
Processing: faster query/slower processing

10. Advantages of the Database Approach

11. Costs or Risks of the Database Approach

12. Database Systems Activities – Data Entry
Employment
Applications
Example
Data is entered from paper employment applications into a form entry screen
The entry forms are designed to match the paper forms for ease of entry
The form data is processed by the entry program and then stored in the employment database
Enter
Forms
(Form Entry Screen)
(Form Entry Program)
(Employment DB)

13. Database Systems Activities – Query
Query – A database function that extracts and displays information from a database given selection parameters.
SQL (Structured Query Language)
A language to select and extract data from a database
The industry standard language for relational databases
QBE (Query by Example)
A technique that allows a user to design a query on a screen by dragging and placing the query field in their desired locations
Example – Display applicants entered in the last 30 days
Query parameters are selected in the query request screen
The database program uses SQL to query and present the result
(Query Request)
(Query Program)
(Employment Query)

14. Database Systems Activities – Report
Report – A database function that extracts and formats information from a database for printing and presentation
Report Generator
A specialized program that uses SQL to retrieve and manipulate data (aggregate, transform, or group)
Reports are designed using standard templates or can be custom generated to meet informational needs
Example – Report on applicants entered in the last 30 days
Report parameters are selected in the report request screen
The database program uses SQL to query and present the result
(Query Request)
(Query Program)
(Employment Report)

15. Designing Databases – Data Model
A map or diagram that represents entities and their relationships
Used by Database Administrators to design tables with their corresponding associations
Example: ERD (Entity Relationship Diagram)

16. Designing Databases – Keys
Database Keys
Mechanisms used to identify, select, and maintain one or more records using an application program, query, or report
Primary Key
A unique attribute type used to identify a single instance of an entity
Compound Primary Key
A unique combination of attribute types used to identify a single instance of an entity
Secondary Key
An attribute that can be used to identify one or more records within a table with a given value

17. Designing Databases – Keys (Example)
ENTITIES
Primary
Key
- Student ID
Entities are translated
into Tables
(Students and Grades)
Secondary
Key
- Major
Entities are
joined by
common
attributes
Compound
Primary Key
- Student ID
- Course ID
- Sec No.
- Term

18. Designing Databases - Associations
Define the relationships one entity has to another
Determine necessary key structures to access data
Come in three relationship types:
- One-to-One
- One-to-Many
- Many-to-Many
Foreign Key
An attribute that appears as a non-primary key in one entity (table) and as a primary key attribute in another entity (table)

19. Designing Databases - Associations
Entity Relationship Diagram (ERD)
Diagramming tool used to express entity relationships
Very useful in developing complex databases
Example
Each Home Stadium has a Team (One-to-One)
Each Team has Players (One-to-Many)
Each Team participates in Games
For each Player and Game there are Game Statistics

20. Designing Databases - Associations

21. Designing Databases – Associations (Example)

22. The Relational Model The Relational Model
The most common type of database model used today in organizations
Is a three-dimensional model compared to the traditional two-dimensional database models
Rows (first-dimension)
Columns (second-dimension)
Relationships (third-dimension)
The third-dimension makes this model so powerful because any row of data can be related to any other row or rows of data

23. The Relational Model - Example

24. The Relational Model - Normalization
A technique to make complex databases more efficient by eliminating as much redundant data as possible
Example: Database with redundant data (below)

25. The Relational Model - Normalization
Normalized Database

26. The Relational Model – Data Dictionary
Is a document that database designers prepare to help individuals enter data
Provides several pieces of information about each attribute in the database including:
Name
Key (is it a key or part of a key?)
Data Type (date, alphanumeric, numeric, etc.)
Valid Value (the format or numbers allowed)
Can be used to enforce Business Rules which are captured by the database designer to prevent illegal or illogical values from entering the database. (e.g. who has authority to enter certain kinds of data)

27. Online Transactional Processing (OLTP)
The mechanism by which customers, suppliers, and employees process business transactions for an organization
These users conduct transactions online through internal systems and external websites for processing and storage
Example

28. Operational vs. Informational Systems

29. Organizational Use of Databases
Operational
Informational
Extract
Data
Extract
Data
Department
Databases
Data
Warehouse
Data
Mart
Day-to-day department transactions
Used primarily by departments
Extracted department transactions
Used for business analysis
Extracted subset of a data warehouse
Used for highly specific business analysis

30. HONG KONG AIRPORT
Hong Kong Airport
Identify three operational database applications that Hong Kong airport would utilize.
Identify three informational uses of database applications that Hong Kong airport would utilize. 30

31. DATA WAREHOUSES, DATA MARTS, DATA MINING
Data _______ : collects business information from many sources in the enterprise
Data _______ : a subset of a data warehouse
Data _______ : an information-analysis tool for automated discovery of patterns and relationships in a data warehouse or a data mart
Online ______________ Processing -Graphical software tools that provide complex analysis of data stored in a database 31 31

32. DATA WAREHOUSES, DATA MARTS, DATA MINING
Data _______ are not transaction-oriented.
Data _______ support online analytical processing (OLAP). 32 32

33. Online Analytical Processing (OLAP)
Graphical software tools that provide complex analysis of data stored in a database
OLAP tools enable users to analyze different dimensions of data beyond summary and simple aggregations of normal database queries
The OLAP Server is the chief component of an OLAP system which understands how the data is organized and has special functions for analyzing data
OLAP can provide time series and trend analysis views of data, data drill-downs, and the ability to answer “what-if” and “why” questions as part of its function

34. Data Mining Data Mining
Is a method companies use to analyze information to better understand their customers, products, markets, or any other phase of the business for which they have data
With data mining tools you can graphically drill down, sort or extract data based on certain conditions; perform a variety of statistical analysis
Data mining applications are very powerful and use highly complex algorithms to analyze and to identify opportunities

35. Data Warehouse Example

36. Uses of Data Warehousing

37. Knowledge Management Definitions
The process an organization uses to gain the greatest value from its knowledge assets
Knowledge Assets
All underlying skills routines, practices, principles, formulae, methods, heuristics, and intuitions whether explicit or tacit
Explicit Knowledge
Anything that can be documented, archived, or codified often with the help of information systems
Tacit Knowledge
The processes and procedures on how to effectively perform a particular task stored in a person’s mind

38. Knowledge Management System (KMS)
Best Practices
Procedures and processes that are widely accepted as being among the most effective and/or efficient
Primary Objective
How to recognize, generate, store, share, manage this tacit knowledge (Best Practices) for deployment and use
Technology
Generally not a single technology but rather a collection of tools that include communication technologies (e.g. , groupware, instant messaging), and information storage and retrieval systems (e.g. database management system) to meet the Primary Objective

39. Benefits and Challenges of Knowledge Management

40. A NOT SO PERFECT MATCH
A not so perfect match
With the increasing power of Data mining techniques, comes ever increasing and reaching uses of this powerful technology.
Is this DNA application an application that has gone too far?
Do you agree with this statement
"There should be a familial searching policy that is constitutional and legal in the Canada” 40

41. Roles in Database Development and Use
Database Administrator (DBA)
Designs, develops and monitors performance of databases
Enforces policy and standards for data use and security
Systems Analyst
Defines data requirements working with a DBA
Incorporates the database design into new program designs
Systems Programmer
Creates business applications that connect to databases
Tests the new systems and databases before use