Data & information

management

Chapter-5
 Progress So Far!!
• We discussed about
• Organizations –Structures and Types--- Information Imperatives
• Management and Controls in Organizations
• Decisions – Reactive, Preventive, Proactive
• Decisions- Traditional approach (Mechanistic/Organic), Functional
approach
• Systems and systems approach to Organizations
What is Expected ?
• Through Systems Thinking -- UO and Information
• Steady State, Entropy, Cybernetics….. Management
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 How to Proceed from Here?

Data /
Information Evolution and
MIS
• Chapter 5 Modeling
(Chaopter-6)
Identification/D
esign/
Development
(Chapter 7)
Information System
Quality (Ch-8)
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In this Chapter what would we cover???

• Move from Systemic to Systematic Environment

• Understand how INFORMATION could be derived?
• Could DATA help organize Information?
• Data Architecture
• Data Modeling
• Can INFORMATION be managed and related to
• Organizations?
• Roles?
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Data Management Principles
Chapter-5

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 What is Data?

• In computing, data has been translated into a form that is

more convenient to move or process. Relative to today's computers
and transmission media, data is converted into binary/digital form.
• In telecommunications, data sometimes means digital-
encoded information to distinguish it from analog-encoded
information such as conventional telephone voice calls.
• Generally and in science, data is a gathered
body of facts.
• Data, by dictionary originates from the Latin word and as the
plural form of "datum."

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 Data Management Principles

Data
Management Data
Raw Data Analysis Data
(Storage,
(Identification) Retrieval
Presentation
Validation etc.)
Compare with
Keep these data for a Birth Rate; expected figures,
*Date of Birth of Household, village and Mortality Rate with other House
an Individual so on…
and so on… hold, village, nation
*Date of Death and so on…
of Individuals

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 Benefits of Data Management
• Helps check  “Accuracy”
“Redundancy”  “Validity”
• Helps in Data  “Consistency”
Control – Sharing  “Timeliness”
and ownership
• Latency – Managing
inherent delay in the
system
• Integration – Sharing Data Information Knowledge Intelligence
need not be asked for
– could be seamless

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 Data Architecture

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 Data Management- DATA
ARCHITECTURE

Data Source Data Gathering

(Raw Data) / Validation

Data Architecture

Data Presentation Data Analyses

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 Meta Data (uses architecture)

• Metadata is...
...constructed... (Metadata is wholly artificial, created by
human beings.)
….for a purpose ... (There is no universal metadata. For
metadata to be useful it has to serve a purpose.)
... to facilitate an activity... (There's something that you do
with metadata.)

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 Meta Data Examples..

*PAN NUMBERS
*VEHICLE NUMBERS
*Students’ Roll No.

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 DATA MODELLING –
Data Management
Techniques

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 Data Modeling Rationale:

Data Modelling Objectives

Components

Raw Data Data Identification and Acquisition

Data Authentication, validation and

Management integration
Data Analysis Prepare schemas for better
planning and use of data
Data Presentation Strategies to acquire data and use
them with better life cycles

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 An Approach to E-R Modelling
Problem

Identify Entities at this stage Abstraction

E-R Modelling

Entity # 1 Entity # 2 Entity # 3 Entity # n

Database
Relationship
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 E-R Model – An approach to Data
Modelling

• It involves “Entities”
• These are also called “Objects”
• Living – Person, Livestock, trees….
• Non-Living: Vehicles, Buildings, Pen, Book etc…
• Conceptual: Department, Bank Account etc..
• It requires “relationships”
• Among entities
• It requires security and validations
(MS-Access as example)
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 Relationships

• Entities need to be related

• They need Descriptions (Schema)
• Entity1 = { attribute11, attribute12, ….,attribute1n}
• Entity2 = { attribute21, attribute22, ….., attribute2n}
• Keys: Attribute11 and Attribute22 for relationships
• Degree of Relationships
• It reflects the number of entities associated in a relationship. These could be Unary, Binary, Ternary,
n-array
 Cardinality of Relationships
• are one-to-one, one-to-many, many-to-many.
• Parent and Child (Directions)
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Development of Personal Banking Data Model: An
Example of Data Matrix
Data Source Description Data Relationship
Source
Customer Account

1 Customer X X
Unary; Many-to-Many
Many-to-Many

2 Account X X
Many-to-Many Many-to-Many
(Unary?)

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 E-R Diagram
Account

Unary Relationship

Customer
Account ID
Account Holder Name
Account Holder Surname
…
First Account Holder
Transaction Second Account Holder
…
Customer Bank
Associative Relationship

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 Transferring E-R diagram to
Databases
• Some prescriptive Rules
• Look for entities (They are all tables in a database)
• Look for relationships
• Transfer them to databases through its relationship wizard
• Conceptualize
• Reports/ Forms
• User Interfaces
• Integrity and dashboard requirements
• operational/tactical/strategic
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 Schema and Views: Requirement Analyses

Application Application Application

#1 #2 #3
Total_Balance, No. Of Customers No. of Customers
Average_Balance By Type Having balance below
Minimum balance
Customer- Account Logical Schema
(Relationship) View

Bank level
Total balance,
Total customers,
Customer: Physical Schema and Data Base Customers’
{Customer_ID, Name, Age, Account
Account_ID}
Healthiness.
Account: { Account_ID,Type,Balance}
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 MANAGING
INFORMATION

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 Memory, Knowledge / Intelligence,
Information
• Do we need Memory?
• History
• Knowledge
• Contextual Retrieval Capabilities
• Intuitive Analyses based on memory mapping
• Factual analyses based on expertise
• Prescriptive and expert advice based on sampling, correlations
and related quantitative methods
• Living Beings, Organizations build memory
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 Knowledge Types

• Subjective Knowledge : Held in one’s mind (Tacit)

• Objective Knowledge: Ability to translate, relate

knowledge to applications (speech, text presentations)
• Explicit Knowledge: Can be verified, documented
“Imagination” distinguishes between “Intelligence” and “Knowledge”
[Einstein]
Knowledge + Imagination = Intelligence
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 What is Information?

• Processed / Analysed Data

• Contextual
• In Technical Terms: Information is a form of analyzed data with
probability of least occurrence, i.e.
I  log 1/P (Shannon)
Example:
• Occurrence of rain in rainy season carries highest probability- poor
information content
• There is 25% attendance in the office- carries least probability of
occurrence- hence information exists
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 What Data can do for You?
INFORMATION MANAGEMENT
Defined as ….

Trial Balance Shows Debit

“The ability to share information Figure!!!

combined with

the ability to use the information so shared.”

Ability to trace the Voucher
wrongly entered
DATA MANAGEMENT
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 USE of DATA:
INFORMATION MATRIX

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 Report Table and Information
Matrix

• Report Table considers

• All User Requirements (Dashboards)
• Business Processes
• Key Performance Areas

• Information Matrix considers

• Measurements
• The hierarchy
• The relationships (external or internal)
• Difference between
• “reported” and “processed”

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 Information Matrix
Roles are to be clarified
Frequency of Reporting/ Processing is the Key
Reported Processed

Internal

A B

External C D

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Approach to create Information Matrix

• Roles are to be managed in hierarchy

• Performance measures are to be listed for the role
• Relationships among other roles is to be ascertained
• Attempt to make the listing holistic (systems
thinking!!)

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 Information Matrix- Example
• Consumptions of Raw Material in
production department
• Category A: Internal & Reported:
• Supervisor reports to Production
Manager on daily Production (is it
information?)
CEO
• Category B: Internal & Processed:
• Production Manager Analyzes on
• Average Daily Production (is it Production Stores
Manager Manager
information?)?
• Quality of Production(is it
information?)?
Internal – Has line of authority to Control Supervisor Accountant
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 Information Matrix- Example
• Category C: External & reported:
• Production manager gets
reports from stores on daily
issue of raw material to
production department. (is it
information?) CEO
• Category D: External &
Processed:
• Manager wants to analyze Production Stores
consumption of Raw material Manager Manager
vis-à-vis quantity received
from stores (Data from
Stores function) (is it
information?)
Supervisor Accountant
External – Does not have line of
authority to Control

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Information Matrix for Production Manager
Reported Processed

Internal Daily Production exceeded *Average Daily Production

the budget *Quality of Production

Daily issue of raw material Analyze consumption of

by stores department to Raw material vis-à-vis
External production department is quantity received from
delayed stores with lead time….

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 Information Matrix-
Its Relevance
• It helps to know
• Level of data presentation
• Pattern of Use
• Movement of Data
• Different from Data Matrix
• Uses data organized in Data Matrix

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 End

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