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CHAPTER 02
Mastering Data

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Objectives

• Understand how data are organized in an accounting information

system.
• Understand how data are stored in a relational database.
• Explain and apply extraction, transformation, and loading (ETL)
techniques.
• Describe the ethical considerations of data collection and data use

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Contents

• How are data used and stored in the accounting cycle?

• How are data stored in relational databases?
• Data dictionaries
• What does it mean to Extract, Transform, and Load
• Ethical considerations of data collection and use

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1 How are data used and stored in the accounting cycle?

Data can be found throughout

various systems.

In most cases, you need to know

which tables and attributes
Exhibit 2-2 Procure-to-Pay Database Schema (Simplified)
contain the relevant data.

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How are data used and stored in the accounting cycle?

Internal and External Data Sources

Data may come from a number of different sources, either internal or external to the
organization. Internal data sources include:
 Accounting information system
 Supply chain management system
 Customer relationship management system
 Human resource management system.
Enterprise Resource Planning (ERP) (also known as Enterprise Systems) is a category of
business management software that integrates applications from throughout the
business (such as manufacturing, accounting, finance, human resources, etc.) into one
system.
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How are data used and stored in the accounting cycle?

Accounting data and Accounting information systems

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How are data used and stored in the accounting cycle?

Accounting data and Accounting information systems

• There are a variety of applications that support relational

databases (these are referred to as Relational Database
Management Systems or RDBMS). For example: Microsoft
Access, SQLite, and Microsoft SQL Server.
• There are many other examples of relational database
management systems: Teradata, MySql, Oracle RDBMS, IBM
DB2, Amazon RDS, and PostGreSQL.

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2 How are data stored in relational databases?

Relational databases ensure that data:

• Are complete or include all data.
• Aren’t redundant, so they don’t take up too much space.
• Follow business rules and internal controls.
• Aid communication and integration of business processes.

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How are data stored in relational databases?

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How are data stored in relational databases?

• Primary keys are unique Purchase Order Table

identifiers. PO_ Created Approved Supplier Employee

Cash
Date Disbursement

• Foreign keys are attributes that

Number By By ID ID
ID

point to a primary key in another 1787 11/1/2020 1001 1010 1 52 2001

table. 1788 11/1/2020 1005 1010 2 52 2003

• Composite keys are a

1789 11/8/2020 1002 1010 1 52 2004

combination of two or more

1790 11/15/2020 1005 1010 1 52 2004

attributes to create a unique Exhibit 2-4 Purchase Order Table

identifier.
• Descriptive attributes include
everything else.
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How are data stored in relational databases?

• Examples of two tables, attributes, and data. Notice the PK-FK

relationship.

Exhibit 2-3 Line Items Table:

Purchase Order Detail Table

Exhibit 2-4 Purchase Order Table

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How are data stored in relational databases?

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3 Data dictionaries define what data are acceptable.

Primary
Defau
or Require Attribut Data Field
• For each attribute, we learn: Foreign
Key?
d e Name
Description
Type
lt
Value
Size
Notes

 What type of key it is. PK Y

Unique
Supplier Identifier for
Number n/a 10
 What data are required.
ID each Supplier

 What data can be stored in it.

Supplier First and Last Short
N n/a 30
Name Name Text

 How much data is stored. Supplier

Type Code for
Different
1:
FK N Supplier Number Null 10
Type Vendor
Categories
2: Misc

Exhibit 2-6 Supplier Data Dictionary

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Data dictionaries define what data are acceptable.

Abbreviated Data Dictionary for Vendor Data Extract

Romney et al, 2021 14

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4 What does it mean to Extract, Transform, and Load

The ETL process begins with identifying which data you need and is
complete when the clean data are loaded in the appropriate format
into the tool to be used for analysis. The Requesting data is an iterative
practice involving 5 steps

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What does it mean to Extract, Transform, and Load

Step 1: Determine the purpose and scope of the data request.

Step 2: Obtain the data.

Step 5: Load the data for data analysis.

Step 3: Validate the data for completeness and integrity.

Step 4: Clean the data. 16
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Extract

Step 1: Determine the purpose and scope of the data request.

Ask a few questions before beginning the process:
• What is the purpose of the data request?
• What do you need the data to solve?
• What business problem will it address?
• What risk exists in data integrity?
• What is the mitigation plan?
• What other information will impact the nature, timing, and extent
of the data analysis?
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Extract

Step 2: Obtain the Data – Methods

There are a couple options:
• Obtain data through a data request to the IT department.
• Obtain data yourself.

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Example Standard Data Request Form – Header

Section 1: Request Details
Frequency (circle One-Off Annually Termly
Requestor Name: one) Other:___________
Requestor Contact
Number:
Spreadsheet
Requestor Email Format you wish the
Word Document
Address: data to be delivered
Text File
in(circle one):
Please provide a description of the Other: ____________
information needed (indicate which tables
and which fields you require): Request Date:
Required Date:
What will the information be used for?
Intended Audience:
Customer
(if not requestor):

EXHIBIT 2-7 Example Standard Data Request Form

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Example Standard Data Request Form – Response

Section 2: To be Completed by Information
Section 3: Completion Details
Systems Department

Request Date
Number Received Date Date
Completed Provided
Assigned
Received by
to
Initial review comments (discussion with client— Revisions
revisions required? agreement to proceed? etc.) Required

Feedback from client (if applicable)

Work in progress comments (additional notes and

comments during production of data)

EXHIBIT 2-7 Example Standard Data Request Form

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Extract

Step 2: Obtain the Data – Methods

Obtain the data yourself

• If you have direct access to a data warehouse, you can use SQL and
other tools to pull the data yourself.
• Identify the tables that contain the information you need. You can do
this by looking through the data dictionary or the relationship model.
• Identify which attributes, specifically, hold the information you need in
each table.
• Identify how those tables are related to each other. 21
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Transform

Step 3: Validating the data for completeness and integrity

• Chances are the data you request isn’t complete. Before you
begin, do a little work to make sure your data are valid:
 Compare the number of records.
 Compare descriptive statistics for numeric fields.
 Validate Date/Time fields.
 Compare string limits for text fields.

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Transform

Step 4: Clean the data.

• Once you have valid data, there is still some work that needs to
be done to make sure it is consistent and ready for analysis:
 Remove headings or subtotals.
 Clean leading zeroes and nonprintable characters.
 Format negative numbers.
 Correct inconsistencies across data, in general.

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A note about data quality.

• Dates (e.g., 7/6/2023 or 6/7/2023 or 2023-07-06)
• Numbers (e.g., 1 or I, 7 or seven)
• International characters and encoding (e.g., * or “ or TAB)
• Languages and measures (e.g., Arkansas or AR, $ or €)
• Human error (e.g., 23 or 32)

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Format Cells Window in Excel

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Load

Step 5: Load the data for data analysis

• Finally, you can now import your data into the tool of your
choice and expect the functions to work properly.

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5 Potential ethical issues surround how data are

collected and how they are shared.
1. How does the company use data, and to what extent are they integrated
into firm strategy
2. Does the company send a privacy notice to individuals when their
personal data are collected?
3. Does the company assess the risks linked to the specific type of data the
company uses?
4. Does the company have safeguards in place to mitigate the risks of data
misuse?
5. Does the company have the appropriate tools to manage the risks of
data misuse?
6. Does our company conduct appropriate due diligence when sharing with
or acquiring data from third parties?
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Chapter 2 Summary
• The first step in the IMPACT cycle is to identify the questions that • Once you have the data, they will need to be validated
you intend to answer through your data analysis project. Once a for completeness and integrity—that is, you will need to
data analysis problem or question has been identified, the next ensure that all of the data you need were extracted, and
step in the IMPACT cycle is mastering the data, which can be that all data are correct. Sometimes when data are
broken down to mean obtaining the data needed and preparing it extracted, some formatting or sometimes even entire
for analysis. records will get lost, resulting in inaccuracies. Correcting
the errors and cleaning the data is an integral step in
• In order to obtain the right data, it is important to have a firm
mastering the data.
grasp of what data are available to you and how that information
is stored. • Finally, after the data have been cleaned, there may be
 Data are often stored in a relational database, which helps to one last step of mastering the data, which is to load
ensure that an organization’s data are complete and to them into the tool that will be used for analysis. Often,
avoid redundancy. Relational databases are made up of the cleaning and correcting of data occur in Excel and
tables with uniquely identified records (this is done through the analysis will also be done in Excel. In this case, there
primary keys) and are related through the usage of foreign is no need to load the data elsewhere. However, if you
keys. intend to do more rigorous statistical analysis than Excel
provides, or if you intend to do more robust data
• To obtain the data, you will either have access to extract the data visualization than can be done in Excel, it may be
yourself or you will need to request the data from a database necessary to load the data into another tool following
administrator or the information systems team. If the latter is the the transformation process.
case, you will complete a data request form, indicating exactly
which data you need and why.

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Key words

Composite primary key (58) Khóa chính tổng hợp

Customer relationship management (CRM) system (54) Hệ thống quản trị mối quan hệ khách hàng
Data dictionary (59) Từ điển dữ liệu
Data request form (62) Mẫu yêu cầu dữ liệu
Descriptive attribute (58) Thuộc tính mô tả
ETL (Extract – Transformation – Load) (60) Quy trình trích xuất – chuyển đổi – tải dữ liệu
Foreign key (58) Khóa ngoại
Human resource management (HRM) system (54) Hệ thống quản trị nguồn nhân lực
Mastering the data (54) Làm chủ dữ liệu
Primary key (57) Khóa chính
Relational database (56) Cơ sở dữ liệu quan hệ
Supply chain management (SCM) system (54) Hệ thống quản trị mối quan hệ nhà cung cấp

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