Module 2

Data and Information ( 8 hours)

Data and information – data management and security - database concepts-

basic architecture Data Warehouses- datamining uses-information as a
resource - information in organizational functions - types of information
systems- management information systems - decision making with MIS -
communication in organisations - types of communication - decision making
with communication technology.
 Data
• “ form of raw observations and measurements ”

• POMTAFEDB
• ADFOCEPT
• MEDOFEPT
Process

• DEPT OF MBA.
• DEPT OF CA.
• DEPT OF ME.
 Information
• “Information is a message”
• DEPT OF MBA.
• DEPT OF CA.
• DEPT OF ME.

• Dept of Master of Business

Administration.
• Dept of Computer Applications.
• Dept of Mechanical Engineering.
 Knowledge
• “knowledge derives from information as information derives from data”
• Dept of Master of Business Administration.
• Dept of Computer Applications.
• Dept of Mechanical Engineering.

– Deals with Business and Management studies to

create management professionals
– Deals with design and development of computer
programs studies to create software professionals
– Deals with design and production of mechanical
parts, engines etc… studies to create mechanical
engineers
 Wisdom
• “Wisdom is created through use of knowledge”

• Three courses are there.

To become a management professional I
should join in MBA, else can become a
software engineer by joining in CA.
Despite these I can become a mechanical
engineer if I’m opting the third department
ME-(mechanical engineering)
 D — I— K— W
 Data comes in the form of raw observations and measurements.

 Data is transformed into information as soon as it is imbued with

meaning e.g. by analyzing relationships and connections between the
data. It is capable of answering simple “who/what/where/when/why” style
questions. Information is a message, there is an (implied) audience and
a purpose.

 Knowledge is created by using the information for action. Knowledge

answers the question “how”. Knowledge is a local practice or relationship
that works. In essence, “knowledge derives from information as
information derives from data”

 Wisdom is created through use of knowledge, through the

communication of knowledge users, and through reflection. Wisdom
answers the questions “why” and “when” as they relate to actions.
Wisdom deals with the future, as it takes implications and lagged effects
into account.
 Characteristics of data

• increases exponentially with time

• scattered throughout organizations
• various sources – internal, personal and external
• comes from the Web in the form of Clickstream data
• Legal requirements differ among countries and
industries

Because data is difficult to manage, organizations

might not always have high-quality data.
 File Organization-Terms and Concepts
• Bit - Smallest unit of data a computer can
handle

Eg: 0,1 Binary Numbers

• Byte - A group of bits representing a single

character

Eg: 2 ->10 , 7->111 a->01100001

letter, number or another symbol

• Field - A grouping of characters into a word, a

group of words or a complete number

Eg: person’s name or age is called a field

 File Organization-Terms and Concepts
• Record – A group of related fields comprises a
record

Eg: student’s name, course taken, date and grade

• File - A group of records of the same type

Eg: course file, library file , admission file

• Database – A group of related files makes up a

database

Eg: student database

 File Organization-Terms and Concepts
• Entity - A person, place, thing or event on which
we store and maintain information. A record usually
describes an entity.

Eg: An order in a sales order file, which maintains info on a

firm’s sales orders.

• Attribute - Each characteristic or quality describing a

particular entity is called an attribute.

Eg: Order number, order date, Item number, and Item

Quantity.
 File Organization-Terms and Concepts

• Primary Key/Key Field – The identifier field that

uniquely identifies a particular record so that the
record can be retrieved, updated or sorted.

Eg: employee ID for a personnel record, roll number for

a student record, order number for the order record, etc.
 Data Hierarchy
File
Record Record

Field Field Field Field

Byte Byte

Bit Bit

Bit Bit

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File Management – Disadvantages

Data Redundancy &

Inconsistency

Lack of flexibility

Data Dependence
‘Lack of data sharing &
Availability

Poor Security

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 Database Concepts
• Database is a collection of data organized to serve
many applications efficiently by centralizing the data
and controlling redundant data.

Egs:
1. A human resources database that stores employee
data related to personnel, payroll and benefits
2. A University database through which university
applications from the Registrar’s office, the Accounting
department, and the Athletics department access data.

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 Eg. A University Database

Class
Registrar’s
Office
Programs
Academic Info

Team data

Employee data

Database Tuition data

Accounts
Accounting
Programs
Management
dept. Financial data
System
Student data

Course Info

Registration data

Sports
Athletics
Programs
dept.

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Database Management System
• The software that permits an organization to
centralize data, manage them efficiently, and
provide access to the stored data by
application programs.
• It acts as an interface between application
programs and physical data files.
• Relieves the programmer or end user from the
task of understanding where and how the data
are actually stored.

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 Logical & physical view

Logical View Physical view

Data as perceived by How data are actually

end users/business DBMS organized on physical
storage media
specialists
 DBMS - Components

Formal language used by

the programmers to specify Data definition
the structure/content of the
Language
database

Contains commands that Automated/manual file that

permit end users to extract stores definitions of data
data from the database to elements and data
satisfy information requests DBMS characteristics

Data
Data
Manipulation
Dictionary
Language

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 Entity–relationship model
Conceptual data model
Entities-real world as a set of basic objects
Attributes-their characteristic
Relationship-association among these
objects

Each attribute has a value

Each attribute can accept a value from a set of
permitted values - domain or value set
Set of entities that share same attributes but
different values - entity type
Specific occurrence of an entity type-
instance

Relationship : One to One

One to Many
Many to Many

Eg: Student faculty ER model

 Database Management System
• Minimizes:
– Data Redundancy (presence of duplicate data in multiple data
files; ie. same data stored in different places)
– Data Isolation (applications cannot access data associated with
other applications)
– Data Inconsistency (various copies of the data do not agree)
• Maximizes:
– Data Security
– Data Integrity
– Data Independence

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 Database Models

Databases

Relational Hierarchical Network Object Oriented

 Hierarchical –
One-to-many relationships

ROOT Employee

FIRST Job
Compensation Benefits
CHILD Assignments

SECOND Performance Salary Life

Pension Health
CHILD Ratings History Insurance

Eg: HR Database
 Network-
Data depicted as many-to-many relationships

MIS
MIS Advertising
Advertising MFS
MFS

Sita Gita Ramu Vinod Maya

Eg: Student-Course relationship

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 Relational- Data represented as 2-dimensional tables
Eg: DB2, Oracle, MS Access, MS SQL Server

Course_ID
Course ID Course Desc
Course_Desc Course_Fee Roll_No
Roll No COURSE

120 MIS 3000 32

141 HR 2000 12
152 Retail 5000 60
198 QT 4000 46

Roll_No Name Address STUDENT

32 A Kollam
12 B Cochin
60 C Alleppey
46 D Trivandrum

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 Relational
Information in more than one file can be easily extracted and combined

• Requirement
Display only the following fields…Course ID, Roll No, Name and Address of
students who have chosen MIS or HR

• Solution
SQL statement for producing the new resultant table is as follows:
SELECT COURSE.Course_ID, STUDENT.Roll_No, STUDENT.Name,
STUDENT.Address
FROM COURSE, STUDENT
WHERE COURSE.Roll_No= STUDENT.Roll_No
AND Course_Desc=MIS OR Course_Desc=HR

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 Heirarchical, Network Vs Relational
Hierarchical & Network Relational

  Most popular type of DBMS today

Considered outdated and no
longer used for building new for PCs and as well as for larger
database applications computers

 Less flexible than relational  More flexible in providing data for

databases and do not support
adhoc English language – like adhoc queries
inquiries for information
 The paths for accessing data need
 All paths for accessing data must not be specified in advance
be specified in advance

  New data and records can be

Data cannot be changed without a
major programming effort added without disturbing existing
programs and applications

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 Object-Oriented databases (OODBMS)

• Can store and retrieve drawings, images, photographs,

voice and full-motion video; can handle graphics based
or multimedia applications
• Stores data as objects that can be automatically
retrieved and shared
• Can store more complex type of information than
relational DBMS but are relatively slow compared to
the latter
Eg: Design data in a CAD database

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 Database Trends
 Multidimensional Data Analysis /
OLAP(Online Analytical Processing)
(creates multidimensional views of data)
 Data Warehouse
(Database that stores current and historical data of
potential interest to managers throughout the company)
 Data Mining
(Finding hidden patterns and relationships in large pools
of data and inferring rules from them to predict future
behavior and guide decision making)
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 Oracle DBMS
SQL  Database Access Language that is
standard language for relational database
management systems

PL/SQL Block Structural Language –

Combines data manipulating power of SQL
with data processing power of procedural
language

SQL Plus  Manipulate SQL commands and

PL/SQL blocks
 Data Type

• CHAR(size)

• VARCHAR2(size)

• NUMBER(p,s)

• DATE dd-mon-yy eg:26-feb-13

• LONG
 Basic SQL Command

• Data Definition Language(DDL)

• Data Manipulation Language(DML)

• Transaction Control Statements

 Data Definition Language(DDL)

• To define and modify database objects like

tables
• CREATE,ALTER,DROP
• sql > Create table student(Roll_no number(3),Name
char(15),Branch char(10),Year Number);
sql> Drop table student;
Data Manipulation Language(DML)

• Used to manipulate the data stored in

tables

• SELECT, INSERT, UPDATE, DELETE

• sql>select name from student;
sql>delete from student where name = ‘ram’;
 Transaction Control Statements

• To make changes permanently or undo the

changes which are made by the DML
statements under a single transaction

• ROLLBACK, SAVEPOINT