MIS 311

What is Knowledge Management?

"Knowledge management is a discipline that promotes an integrated approach to identifying, capturing, evaluating, retrieving, and sharing all of an enterprise's information assets. These assets may include databases, documents, policies, procedures, and previously un-captured expertise and experience in individual workers." (Duhon, 1998)

External Level

(very high level) -The external data model is a depiction of the database system from the viewpoints of individual user groups -External data models provide a view of the database from the end users point of view -The external data model can look different for each user e.g. student data at the University can look different to administrators, faculties, alumni -This model resembles the real world when seen by the end user

Business Analysis Activities

-Analyze current state of the organization -Define the future state of the organization -Requirements analysis and design definition of the future state -Prioritize and approve requirements -Assess risks -Solution evaluation -Define change strategy -Planning and monitoring -Elicitation and collaboration

Examples of Certifications

-BTM, PMP, ITIL -MCSD (Microsoft certified Software Designer) -CISSP (Certified Information Systems Security Professional)

When to Build

-Better software can give competitive advantage relative to your competitors -You have a large business that can spread the cost of proprietary system over large number of clients -Off the shelf software cannot meet every need -The "canned" solutions are rigid and can not be changed -You need compatibility with "off the shelf" and existing systems

Build or buy IT solutions?

-Building custom technology solutions is complex and expensive -Today, organizations have the option of buying information technology solutions or outsourcing their technology requirements to partners -Requirements are still required to ensure the right choices of technology are made -The Software Acquisition Life Cycle (SALC) is used when buying software -The phases of the SALC are identical to the SDLC

Tools in Business Analysis

-Business process modeling -data dictionary -data flow diagram -data modeling (ERD) -mind mapping -UML (uses cases, activity diagrams, sequence diagrams)

Conceptual Data Model

-Clarify what information is important, how basic concepts are defined, and how these concepts related with each other -The high level picture helps in gathering business requirements and clarifying an understanding of concepts in the business -A Conceptual data model usually takes the form of an Entity Relationship Diagram (ERD) -Conceptual data models are based on information gathered from business requirements -The entities and relationships modeled are defined by the business

What is needed to connect securely to the web? (9)

-Client / Web browser - laptop, tablet, phone, etc -Network connection - wired or wireless -Switch - process and forward data to devices -Router - process and forward data to networks -DHCP (Dynamic Host Configuration Protocol) server - assigns IP address to clients -DNS (Domain Name Service) - translates domain name to IP addresses -Firewall (security device) - restricts access to network resources Internet Service Provider (ISP) modem (Shaw, Telus, etc) - connects networks to the Internet (Point of Presence, Network Access Point) -Authentication server - check user login for resources -Web server - stores public accessible content for display in web browsers (e.g. ualberta.ca homepage, Beartracks)

Challenges to Business Analysis

-Culture (remember People, Process, Technology) -Fear of job loss -Identifying must have, nice to have, wish list -Resistance to sharing information -Timing of business analysis --A significant time gap between analysis and change it may mean re-doing analysis -Accountability for decisions Who has the authority to make a changes in processes?

What drives changes in a company and its strategy?

-Demand pull vs supply push -Compliance (governed by laws) -Culture -Confidentiality -Integrity (auditing) -Availability (make products or services available at all times or expand customer base) -Efficiency (improve with what you have) -Scalability (company growth or acquisition -Reliability (improve things like uptime)

Benefits of contracting outside help

-Enables organizations to predict and control costs -Reduce future operating expenditures i.e. no need to retain staff -Reduce or mitigate risks -Decrease delivery time for projects -Find special expertise -Discover different options for solution delivery -Drives service excellence

Reasons for Governance

-Ensure IT is aligned with business strategy -Technology is used wisely for opportunities -Risks are managed -Ensuring that each department is working together and not creating silos -Help with prioritizing resources across organization -Ensure all work being done is to solve for strategic reasons -Long term planning -Ensure all departments have input into priorities -Ensure maximum performance -Create accountability -Control costs (technology)

Skills in Business Analysis

-Enthusiastic learner -Curious -Creative thinker -Open minded (adaptable) -Empathetic (think from user perspective) -Ethical (trustworthy) -Team player -Problem solver -Good communicator (written, verbal) -Active listener (interview skills) -Organized -Persuasive -Negotiator -Decision maker -Know the questions to ask

All types of data models consist of

-Entity Names -Entity Relationships -Attributes -Primary Keys -Foreign Keys -Table Names -Column Names -Column Data Types

Testing

-Having clear procedure for how and what to test is key -Having users/subject matter experts identify scenarios important -Ensuring timely completion of testing is critical to go live dates and minimizing "emergency" fixes when going live.

Physical Data Model

-Indicates the technical details for implementation as a database or data structure -The physical data model represents the actual design "blueprint" of a relational database

Challenges with Vendor Management

-Learning curve with existing systems -Consistent communication -Lack of a sense of ownership -Not understanding your business -Not being a priority with other customers -Employee churn causing lack of knowledge management and retention -Do they actually have the expertise or are you paying them to learn as they go? -Developing long term relationships

Reasons to look for help

-Limited internal knowledge -Capital (investment) budget but no operating (day-to-day) budget -Looking for an external view of the organization's technology strategies -Time constraints -Specific certification requirements -Warranty stipulations (e.g. for long term support for a technology solution)

Logical Data Model

-Logical data models are based on more detailed information gathered from business requirements. -Logical data models are more complex than conceptual model -Show the layout of the data, the size and type of the data, and how various entities are related to each other

What are metrics?

-Metrics are numbers that tell you important information about how a process is functioning and provide base for suggesting improvement

PaaS

-Platform as a service -MySQL, Mangodb, RabbitMQ, Java, Node.js -CLoudFoundry, OpenShift -Provides tools to build applications

RFI (Request for information)

-Purchaser does not have sufficient info to write a detailed report -Purchaser is not necessarily committed to buying -Likely to involve a further request before a final decision

RFQ (Request for quotation)

-Purchaser has clearly defined criteria or specification -Judged primarily or soley on price -purchaser is committed to buying

REP (Request for proposal)

-Purchaser seeks solutions-based submissions to meet their needs -Possibly no clear specification -Greater flexibilty than an RFT -Suitaed to professional services

When it comes to getting help orgs can look to what areas?

-Purchasing hardware -Purchasing software -Building software -Designing systems -Security audits -Business planning -System configuration or upgrading

Waterfall Model (Pro & Cons)

-Sequential development -Design needs to be highly structured at each phase -Emphasizes documentation -Does not handle "changes" easily Pro: Strength comes in projects with a fixed scope and requirements Cons: Many development projects have scope changes as they are executed As a project proceeds, the initial design may need to be changed as systems are used and you see interactions

SaaS

-Software as a service -Email, IM, Facebook, Twitter -Almost every application can be SaaS

Emerging Technology

-Systems and products that are driving both consumer and corporate use. -Classification of emerging can depend the exposure someone has had already -Value can differ based on industry, company culture, individual needs, individual capability and reaching the tipping point of use -Deloitte 2017 Tech Trends -Forbes Top 15 Emerging Tech

Emerging Technology

-The adoption of technology products in both consumer and corporate culture can usually be tracked based on the hype cycle to the right -Some fall off the curve at different points due to a variety of reasons and never see productivity and others come back on at a later date Examples? IoT, Big Data, Data Minimization, CyberSecurity, Robotics, Neural Networks, Artificial Intelligence

What is Business Analysis?

-The practice of enabling change in an enterprise by defining needs and recommending solutions that deliver value to stakeholders -Enables an enterprise to articulate needs and the rationale for change, and to design and describe solutions that can deliver value -Can be used to understand the current state, to define the future state, and to determine the activities required to move from the current to the future state -Bridge between the business and technology -The set of tasks and techniques that are used to perform business analysis are defined in A Guide to the Business Analysis Body of Knowledge® (BABOK®Guide)

Software Design Methodologies (2 popular methodologies)

-There are many different methodologies an organization can use to when practicing software design and development -There are key differences in the different methodologies that would cause an organization to select one over another e.g. past experiences, skills, training, tools, needs -Two popular methodologies in modern software design and development are: Waterfall model Agile software development

UML Diagrams

-Unified Modeling Language -Help to visualize the interactions between people and systems -Help understand the path(s) of communication

Primary Key Characteristics

-Unique — no duplicates allowed (i.e. key values cannot be repeated, Student ID) -Mandatory — the primary key must have a value, cannot be blank (empty, null) -Only one primary key per entity — There can only be one primary key but this does not mean the primary key should be made up of one attribute, primary keys can be composed of multiple attributes

Why is KM important to an organization?

-Used to meet an organization's Strategic goals -Ensures business decisions are made on all available information -Reduce Siloing in an organization around data -Improve process within department and across organization -Ensures consistent language to help with training, employee churn and business planning company wide

When to Buy

-You have a limited budget -Lack of technical proficiency -Lack of time -Perfect option is available -Technology would not be a competitive advantage

Business Analysis Roles

-business architect -business systems analyst -data analyst -enterprise analyst -management consultant -process analyst -product manager -product owner -requirements engineer -systems analyst

Models at different information levels (3 +1)

1) External Level (very high level) 2) Conceptual Data Model 3) Logical Data Model 4) Physical Data Model

3 types of knowledge

1. Explicit - information or knowledge that is set out in tangible form e.g. manuals, documents, procedures, and how-to videos 2. Implicit - information or knowledge that is not set out in tangible form but could be made explicit e.g. information in a retiring employees head 3. Tacit - information or knowledge that one would have extreme difficulty operationally setting out in tangible form e.g. facial recognition, riding a bike

4 Major IT Frameworks

1. ISO Standards 2. Balanced Scorecard 3. ITIL 4. COBIT

In general terms IT Strategic Alignment can mean what 4 things?

1. Increasing revenues 2. Increasing efficiency 3. Reducing risk 4. Expanding potential customer base

What are the 3 rules to follow with the RFP/RFI process to ensure fairness?

1. Must give equal information to all vendors 2. Must give vendors the same amount of time to respond 3. Must give vendors ability to ask questions and potentially release answers to everyone

SDLC Phases

1. Planning - Define objectives, understand any existing systems to integrate or replace, identify costs and stakeholders 2. Analysis - gather business requirements and user needs 3. Design - Mock up system (screen layouts, data modeling), identify features, integrate business rules, understand process 4. Development - Write the code and create the data structures 5. Testing - Bring everything together and go through all aspects of the new system to verify needs were met and working 6. Implementation - Ensure that the information system is operational (production) 7. Maintenance - Constant improvements and evaluation of deficiencies to be fixed

Steps of Designing a network of systems

1. Prepare (identify weaknesses in current systems, talk to high level managers) 2. Plan 3. Design 4. Implementation 5. Operate 6. Optimize

Responding to an RFP

1. Requirements 2. RFP 3. Proposal 4. Selection 5. Implementation 6. Acceptance *Ted Talk

Phases of Testing

1. Unit Testing: Also known as module testing, this is conducted on a single subprogram, module or component. 2. Integration Testing: Two or more individual units make up the core focus of this type of testing. 3. System Testing/Process Validation: This is meant to ensure that all system components and business processes are executable. 4. Security/Vulnerability Testing 5. User Acceptance Testing (UAT): This testing should be traceable back to each user requirement in relation to the system/business process being changed or implemented. 6. Regression Testing: The objective is to use old yet valid test cases with current test data on a modified or updated system.

Some organizations must go through the process of RFP or RFI to show what 2 thing?

1. equal opoortunity to everyone -public sector: govt, uni 2. fiscal responsibility mandated by governance

ERDs

An entity-relationship diagram, or ERD, is a chart that visually represents the relationship between database entities. ERDs model an organization's data storage requirements with three main components: entities, attributes, and relationships.

Failure is not an option

Building or acquiring software is a complex undertaking and there are a number of factors that cause setbacks or failures These factors can be often be overcome with proper planning and are recognized early -No leadership or support from high levels with the organization -No vision of future changes -Not having realistic time frames -Not accounting for resource availability with other workload -Frequently or rapidly changing requirements -Not including the right stakeholders in business analysis activities both from the customer and development side -No clear understanding of the problem that is being solved (there may potentially already be a solution or partial solution)

Business intelligence

Business intelligence - information that gives you the ability to make effective and important business decisions e.g. information about customers and competitors which will help determine if another store should be opened

Components of System and Network Design

Clients Servers Networks Security

What is Data Modeling

Data modeling in software engineering is the process of creating a layout of information fields to structure and organize data A data model is a means of communication with users and a blueprint for the proposed database system for the organization Used to establish a single version of the truth Data modeling is the process of documenting a complex software system design as an easily understood diagram, using text and symbols to represent the way data needs to flow. The diagram can be used as a blueprint for the construction of new software or for re-engineering a legacy application.

Metrics: Efficiency vs Effectiveness

Efficiency is doing something in the right way so that it takes the least time and money, results in the fewest errors, etc. Effectiveness is doing the right thing e.g. getting users to buy when they visit a website

Network Security

Ensures the protection of data and networks Must be integral in the design of systems and networks Security should be planned, not an "afterthought" In IT, security includes: 1. authorization — who should have access? 2. authentication — is this person "really" who they say they are? 3. encryption — scrambling data for privacy 4. malware protection — protecting against programs designed to infiltrate and damage systems and networks without user consent or knowledge 5. backup and disaster recovery — assurance against and recovery from failures

Activity Diagrams

Follows flow of information in a systematic approach Can be divided into swim lanes to identify different roles and where they interact in the processes

Most organizations will use frameworks and metrics as what?

Guidelines and make allowances based on the unique qualities of the org

IaaS

Infrastructure as a service -Compute, Storage, Networking -AWS, Google Cloud Platfrom, Azure, OpenStack, ZStack -replaces one/all "onsite" infrastructure

What is the key to success when you are considered a technology worker?

Is to ensure that technology is only a piece of the puzzle. (Sometimes called 3 legs of a stool, without one the stool falls) Balance People, Process and technology

Challenges to knowledge management

Management & Leadership: KM requires competent and experienced leadership at all levels There are a wide variety of KM-related roles that an organization may or may not need to implement, including a Chief Knowledge Officer (CKO), Knowledge Managers, Knowledge Brokers etc ... Ensuring you have leadership buy-in is key in implementing KM systems You must have people who are willing to work with and share knowledge with all areas of the business

Do foreign keys have to contain a value?

No

Does the name of the foreign key have to match the name of the primary key?

No

Does the unique characteristic of the primary key apply to a foreign key?

No

Is the mandatory characteristic of the primary key required?

No

OSI Model

OSI (Open Systems Interconnection) -Reference model for how nodes communicate over a network -All forms of network connected technology whether hardware or software fall into a level of the OSI model -Used to standardize communications between diverse networking products -Each layer below serves the layer above

Agile Software Development (Pro & Cons)

Promotes adaptive planning, evolutionary development, early delivery, and continuous improvement Encourages rapid and flexible response to change leading to better quality Pro Changes and decisions are made from real-world results Cons Poor design can result in "band-aiding" fixes without proper testing or progress Can be more difficult with large systems Less control of development Less documentation Requires very skilled developers

Pros and Cons of pursuing certifications based on interest

Pros: -Can make it easier to obtain since the interest is already there -May have friends or colleagues with it already Cons: -Not necessarily a need in your job or industry -Based on specific software or system version that may be out of date soon -Not internationally recognized or known across the industry

What are the 2 requests most orgs use?

RFP and RFI

The Cloud: Software as a Service (Saas)

Software as a service (SaaS) is a software distribution model in which a third-party provider hosts applications and makes them available to customers over the Internet Removes the need for organizations to install and run applications in their own data centers Eliminates the expense of hardware acquisition, provisioning and maintenance, as well as software licensing, installation and support -enables personal productivity Pros: No capital investment No infrastructure needed No expertise in back end system needed Predictable costs No maintenance fees Automatic upgrades Cons: Hard or nearly impossible to integrate with other systems Can be hard to extract data later Limited customization Less control of security You don't own anything

What are IT Certifications

Specialized training around specific products or ways of thinking (frameworks) Value depends on industry, company focus, where skills are needed in the world, Buzz words currently circulating

What resolves confusion between strategy vs tactical

Strategic alignment

Strategy vs Tactics: Scope

Strategy: All the resources within the org, as well as broader market conditions including competitors, customers, and economy. Yet dont overthink it, "Stretegy id often what you don;t do" Tactics: A subset of resources used in a plan or process. Tactics are often specific tactics with limited resources to achieve broader goals

Strategy vs Tactics: Accountability

Strategy: Held accountable to overall health of org Tactics: Held accountable to specific resources assigned

Strategy vs Tactics: Roles

Strategy: Individuals who influence resources in the org. They understand how a set of tactics work together to achieve goals Tactics: Specific domain experts that maneuver limited resources into actions to achieve a set of goals

Strategy vs Tactics: Duration

Strategy: Long term, changes infrequently Tactics: Shorter term, flexible to specific market conditions

Strategy vs Tactics: Outputs

Strategy: produces clear organizational goals, plans, maps, guideposts, and key performance measurements Tactics: produces clear deliverables and outputs using people, tools, time

Strategy Vs Tactics: Purpouse

Strategy: to identify clear broader goals that advance the overall org and organize resources Tactics: to utilize specific resources to achieve sub-goals that support the defined mission

Strategy vs Tactics: Methods

Strategy: uses experience, research, analysis, thinking, then communication Tactics: uses experiences, best practices, plan, processes and teams

Systems and Networks

Systems A computer made up of the CPU, memory, peripheral devices and its operating system -Computer systems fall into two categories: --Clients — user's laptop, desktop, tablet computers and smartphones --Servers — computer systems in a network that share their data and applications with multiple users Networks A system that transmits data between clients and servers, which includes the client devices and the network equipment (servers, switches, routers, cables, etc.) Systems + Networks Data centres — A facility that holds servers and related network equipment. The many thousands of servers employed by search engines and cloud computing providers are all housed in data centres

Preparing for success

Whether building or acquiring technology solutions, an organization should ensure the following areas are addressed before embarking: -Silos in company that don't realize what is or has been developed for other departments -What other projects may overlap with the needs (requirements) of others -Is there a cap on resources (people, money)? -Are there a time constraints? -What resources (if any) will be required (harder to secure) -Understanding existing systems that need to be integrated with or may already fulfill requirements -What documentation exists at all levels

Foreign Key

a field (called the foreign key) installed in an entity that refers to (points at) a primary key field (in a related entity)

COBIT

a framework for IT governance and management and is meant to be a supportive tool for managers and allows bridging the crucial gap between technical issues, business risks and control requirements

ITIL (Information Technology Infrastructure Library)

a framework is designed to standardize the selection, planning, delivery and support of IT services to a business

Balanced Scorecard

a strategic planning and management system that is used to align business activities to the vision and strategy of the organization, improve internal and external communications and monitor organization performance against strategic goals

Primary Key

a unique identifier (i.e. student id) for a single instance of an entity

Information

data that have a particular meaning within a specific context e.g. height becomes information when used to decide what length ski poles to buy Business intelligence - information that gives you the ability to make effective and important business decisions e.g. information about customers and competitors which will help determine if another store should be opened

ISO Standards

frameworks that provide requirements, specifications, guidelines or characteristics that can be used consistently to ensure that materials, products, processes and services are fit for their purpose

Knowledge

is a broad term that can describe contextual explanation for business intelligence "Knowledge is the meaningful organization of information, expressing an evolving understanding of a subject and establishing a justified basis for judgment and the potential for effective action" Examples of knowledge: new marketing strategies, intellectual assets, patents and trademarks, organizational "know-how", best practices

Benchmarking

is continuously measuring system results and comparing them to benchmarks (baseline values that the system should meet) -Help identify ways the performance of a system could be improved

Service Level Agreements (SLA)

is defined as a contract between a service provider and the customer -used to protect customer as well as vendor -Needs to be clearly identified and agreed upon before any contracts are assigned -Both parties need to ensure they know what is in the agreement through the relationship -Should clearly identify expectations and consequences of failure to comply -All parties should understand clearly what metrics are being used to measure the SLA

IT Governance

is defined as the processes that ensure the effective and efficient use of IT in enabling an organization to achieve its strategic goals

Wisdom

is the ability to increase effectiveness -Wisdom adds value, which requires the mental function that we call judgment -The ethical and aesthetic values that this implies are inherent to the actor and are unique and personal

What is Vendor Management?

is the discipline of managing, administering, and guiding product and service vendors in an organized way to drive vendor behavior in order to optimize IT or business outcomes"

Are measuring results with one metric a good enough strategy?

no

Organizations will choose IT frameworks based on what?

on decision makers involved and their strategic plans

Strategy aligns what 3 things?

people, process and technology

Data

raw facts that describe a particular phenomenon e.g. your height

A combination of metrics is used to measure what?

the effectiveness of an org

Cardinality

the number of instances in one entity which are associated with (or linked to) the number of instances in another (e.g. the number of orders a customer may place) one-to-one (1:1) one-to-many (1:M) many-to-many (M:M)

Does the data type of the foreign key have to be the same as the primary key?

yes