ch05 Ist

Introduction to Information
Technology
2nd Edition
Turban, Rainer & Potter
© 2003 John Wiley & Sons, Inc.
Chapter 5:
Managing Organizational Data and
Information
Prepared by:
Roberta M. Roth, Ph.D.
University of Northern Iowa
Introduction to Information Technology, 2nd Edition

5-1
Chapter Preview
 In this chapter, we will study:
Basic data management terminology
Storing data in traditional files and
problems with this approach
The data base approach to storing data
How data is organized to create a data
base
Components of a DBMS
How companies utilize their stored data

5-2
Basics of Data Arrangement
and Access
 The Data Hierarchy
Recall…8 bits => 1 byte => 1 character
Field - a logical grouping of characters
into a word, a small group of words, or a
complete number
Record - a logical grouping of related
fields
File - a logical grouping of related records
Database - a logical grouping of related
files

5-3
Data Management Terminology
 Entity - a person, place, thing, or event
about which information is maintained
 Records describe entities
 Attribute - each characteristic or quality
describing a particular entity
 Fields describe attributes
 Primary Key - field that uniquely
identifies the record
 Secondary Key - field does not identify
the records uniquely, but can be used to
form logical groups of records
5-4
Storing and Accessing Records
 Sequential media (tape) stores records
sequentially based on key values
 Direct (or random) media (disks) use other
techniques:
 Indexed Sequential Access Method (ISAM)
• Uses an index to locate individual records
• Index - lists the key field of each record and where
that record is physically located
 Direct File Access Method
• Uses the key field to locate the physical address of
a record
• Transform algorithm - translates the key field value
directly into the record’s storage location

5-5
Traditional File Environment
 The organization has multiple
applications with related data files
Each application has a
specific data file related to it,
containing all the data
records needed by the
application
Each application comes with

an associated application-
specific data file
5-6
Traditional File Environment
(continued)

5-7
Problems: Traditional File
Environment
 Data redundancy – same piece of data
found in several places.
 Data inconsistency – various copies of data
no longer agree.
 Data isolation – data in several application
data files is hard to access and integrate.
 Security – may be difficult to limit access to
various data items in applications.
 Data integrity – data must be accurate and
correct.
 Application/data dependence –
applications are developed based on the way
5-8
data is stored.
Database : The Modern
Approach
The database management system provides access to
the data
Database Management System (DBMS)

5-9
Locating Data in Databases
 Two choices: Centralized or Distributed
 Choice will affect user accessibility, query
response time, data entry, security, and cost
 Option 1: Centralized database
 All the related files are in one physical location
 Provides database administrators with the ability to
work on a database as a whole at one location
 Data consistency is improved and security is easier
 Files are only accessible via the centralized host
computer
 Recovery from disasters is easier
 Vulnerable to a single point of failure
 Speed problem due to transmission delays
5-10
(continued)
 Option 2: Distributed database
 Complete copies of a database, or portions of
a database, are in more than one location,
close to the user
 Type 1: Replicated database
• Copies of database in many locations
• Reduced single-point-of-failure problems
• Increased user access responsiveness
 Type 2: Partitioned databases
• A portion of the database in each location
• Each location responsible for its own data

5-11
(continued)

5-12
Database Development
 First, develop a Conceptual design - an
abstract model of the database from the
user or business perspective
 Second, organize with Entity-Relationship
(ER) modeling
process of planning the database design
Entity classes  Instance  Identifiers
 Relationships
Course Professor
Course Number ID Number
1:M 1:1 Name
Course Name can have
Course Time Department
Course Place

5-13
Entity-relationship model
 Types of
relationships:
 One-to-one: a student
has one schedule; a
schedule belongs to one
student
 One-to-many: a course
has one professor; a
professor has one or
more courses
 Many-to-many: a
student has one or more
courses; a course has
one or more students

5-14
 Third, analyze the data structure by
applying the Normalization process
method that reduces a relational
database to its most streamlined form
Helps achieve
• minimum redundancy
• maximum data integrity
• best processing performance

5-15
Non-normalized table and its
problems
* If an order contains many parts, you will have many repeating

groups of part information. How will you know how much space to
set aside for all the groups of part information?
* The customer number, name, address, etc. must be repeated in

every order. If the customer moves, how will you make sure that
all occurrences of the address get updated correctly in all the order
records?

5-16
Normalized Relation

5-17
 Fourth, physically implement the
data structure in the database
management system software
Create tables
Define fields and field properties
Establish primary keys
Define table relationships
Add actual data (records) to tables

5-18
Database Management Systems
 A set of software programs that provide
access to a database
 Data is stored in one location, from which
it can be updated and retrieved
 Application programs are given access to
the stored data by various mechanisms
 Maintaining the integrity of stored information
 Managing security and user access
 Recovering information when the system fails
 Accessing various database functions from
within an application
5-19
DBMS: Logical versus Physical
View
 Logical view - represents data in a
format that is meaningful to a user (e.g.,
tables with fields and records)
 Physical view - deals with the actual,
physical arrangement and location of
data in the direct access storage devices
(DASD)
 DBMSs shield the user from having
to know about the physical location
of the data; user only has to know
the logical way it’s organized

5-20
DBMS Components
 Data Model
 Defines the way data are conceptually
structured
 Data Definition Language (DDL)
 Used to define the content and structure of the
data base
 Users define their logical view (schema) of the
database using the DDL
 Physical characteristics of records and fields are
defined
 Relationships, primary keys, and security can
be established
5-21
More DBMS Components
 Data Manipulation Language (DML)
Used to query the contents of the
database, store or update information
in the database, and develop database
applications
Structured query language (SQL) - most
popular relational database language
 Data Dictionary
stores definitions of data elements and
data characteristics
5-22
DBMS Benefits
 Improved strategic use of corporate data
 Reduced complexity of IS environment
 Reduced data redundancy and inconsistency
 Enhanced data integrity
 Application/data independence
 Improved security
 Reduced development and maintenance
costs
 Improved IS flexibility
 Increased data access
5-23
Logical Data Models
 A manager’s ability to use a database depends
on how the database is structured logically and
physically.
 In a logically structuring database, consider the
characteristics of the data and how the data will
be accessed.
 Three common data models : hierarchical,
network, and relational
 Using these models, database designer can
build logical or conceptual view of data that can
then be physically implemented into virtually
any database with any DBMS.

5-24
Logical Data Models (continued)
 Relational model is common in PC environment
because it is simple to understand.
 Relational model provides high flexibility and
ease of use.
 Relational model provides slower search and
access times; a problem in high-volume
business settings.
 Hierarchical data model gives best processing
speeds, but poor query flexibility.
 Network data model gives pretty good
processing speeds and pretty good query
flexibility, but is very complex.

5-25
Emerging and Specialized Data
Models
 Multidimensional
 Object-oriented data model
 Hypermedia
 Geographic information system database

 Knowledge database
 Multimedia database
 Small-footprint database

5-26
Using the Stored Data
 Access to accurate and timely
information is critical in today’s business
environment.
 Much information is collected by TPS, but
access to and insight from that data may
be limited.
 Many organizations are working to
improve information access and
availability.

5-27
Using the Stored Data (continued)
 Data warehouse:
 a database system designed to support management
decision making.
 Emphasis is on organizing data in convenient,
meaningful ways so that users can get their queries
answered.
 Current and historical, detail and summarized data
are included.
 Metadata (data about data) is included to help keep
track of the data warehouse content.
 Data mart: small scale, simpler data
warehouse. Easier to implement. Targets
smaller business segments.

5-28
Using the Stored Data (continued)
 Data mining:
 Extracting new insights from data warehouse
 Sophisticated tools employ algorithms to discover
hidden patterns, correlations, and relationships.
• Classifying
• Clustering
• Associating
• Sequencing
• Forecasting
 What can we learn (examples)?
• Market segments and customer characteristics
• Customer buying patterns
• Fraudulent behavior

5-29
Chapter Summary
 Traditional file structures lead to numerous
data management problems
 DBMS help resolve many of those problems
 Users are concerned with the logical view
of data.
 When organizations have created well
structured databases, decision making and
insight will improve through data
warehouses and the use of data mining
tools.

5-30
Copyright © 2003 John Wiley & Sons, Inc. All rights reserved. Reproduction
or translation of this work beyond that permitted in Section 117 of the 1976
United Stated Copyright Act without the express written permission of the
copyright owner is unlawful. Request for further information should be
addressed to the Permissions Department, John Wiley & Sons, Inc. The
purchaser may make back-up copies for his/her own use only and not for
distribution or resale. The Publisher assumes no responsibility for errors,
omissions, or damages, caused by the use of these programs or from the
use of the information herein.

5-31

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Introduction to Information

Introduction to Information Technology, 2nd Edition

Introduction to Information Technology, 2nd Edition

Introduction to Information Technology, 2nd Edition

Introduction to Information Technology, 2nd Edition

Each application comes with

Introduction to Information Technology, 2nd Edition

Database Management System (DBMS)

Introduction to Information Technology, 2nd Edition

Introduction to Information Technology, 2nd Edition

Introduction to Information Technology, 2nd Edition

Introduction to Information Technology, 2nd Edition

Introduction to Information Technology, 2nd Edition

Introduction to Information Technology, 2nd Edition

* If an order contains many parts, you will have many repeating

* The customer number, name, address, etc. must be repeated in

Introduction to Information Technology, 2nd Edition

Introduction to Information Technology, 2nd Edition

Introduction to Information Technology, 2nd Edition

Introduction to Information Technology, 2nd Edition

Introduction to Information Technology, 2nd Edition

Introduction to Information Technology, 2nd Edition

 Geographic information system database

Introduction to Information Technology, 2nd Edition

Introduction to Information Technology, 2nd Edition

Introduction to Information Technology, 2nd Edition

Introduction to Information Technology, 2nd Edition

Introduction to Information Technology, 2nd Edition

Introduction to Information Technology, 2nd Edition

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