CIS Chapter 6

Costs of Using Low Quality Information

-Inability to accurately track customers -Difficulty identifying the organization's most valuable customers -Inability to identify selling opportunities -Lost revenue opportunities from marketing to nonexistent customers -The cost of sending non deliverable mail -Difficulty tracking revenue because of inaccurate invoices -Inability to build strong relationships with customers

Information

-can tell an organization how its current operations are performing and help it estimate and strategize about how future operations might perform. -the ability to understand, digest , analyze, and filter information is key to growth and success for any professional in any industry. -comes at different levels, formats, and granularities

Several problems associated with using low quality information including:

1. Completeness 2. Consistency 3. Accuracy

The four primary reasons for low quality information are:

1. Online customers intentionally enter inaccurate information to protect their privacy 2. Different systems have different information entry standards and formats 3. Data entry personnel enter abbreviated information to save time or erroneous information by accident 4. Third party and external information contains inconsistencies, inaccuracies, and errors

There are a number of advantages to using the web to access company databases

1. Web browsers are much easier to use than directly accessing the database using a custom query tool 2. The web interface requires few or no changes ot the database model 3. It costs less to add a web interface in front of a DBMS than to redesign and rebuild the system to support changes

Without integrations, an organization will

1. spend considerable time entering the same information in multiple systems and 2. suffer from the low quality and inconsistency typically embedded in redundant information

Record

A collection of related data elements Each record in an entity occupies one row in its respective table

Five common characteristics of high quality information:

Accurate Complete Consistent Timely Unique

Attributes

Also referred to as a column or fields are the data elements associated with an entity. EX) MusicianID, MusicianName, MusicianPhoto, MusicianNotes

Information governance includes:

Data governance Data validation

Increased scalability and performance includes:

Data latency The database had to be scalable to handle the massive volumes of info and the large numbers of users expected for the launch of a website

Information Granularities

Detail (Fine), Summary, Aggregate (Coarse)

Information Formats

Document, Presentation, Spreadsheet, Database

Advantages to using data driven websites

Easy to manage content Easy to store large amounts of data Easy to eliminate human errors

Increased information security includes:

Identity management

Business Advantages of a Relational database

Increased flexibility Increased scalability and performance Reduced Information redundance Increased information integrity Increased information security

Information levels

Individual, Department, Enterprise

Information quality includes:

Information inconsistency Information integrity

Increased information integrity (quality) includes:

Information integrity Integrity constraints Relational integrity constraints Business rule Business critical integrity constraints

Reduced information redundancy includes

Information redundancy

The Four Primary Traits of the value of information

Information type Information timeliness Information quality Information governance

Complete

Is a value missing from the information? EX) Is the address complete including street, city, state, and zip code?

Consistent

Is aggregate or summary information in agreement with detailed information? EX) Do all total columns equal the true total of the individual item?

Unique

Is each transaction and event represented only once in the information? EX) Are there any duplicate customers?

Timely

Is the information current with respect to business needs? EX) Is information updated weekly, daily, or hourly?

Accurate

Is there an incorrect value in the information? EX) Is the name spelled correctly? Is the dollar amount recorded properly?

The two primary tools available for retrieving information form a DBMS are

Query by example tool (QBE) Structured query language (SQL)

Information timeliness includes:

Real time information and real time systems ___ is an aspect of information that depends on the situation. 911 response centers, stock traders, and backs require up to the second information.

Increased flexibility includes:

The physical view of information The logical view of information

Information types include:

Transactional information and analytical information

Identity management

a broad administrative area that deals with identifying individuals in a system ( such as a country, network, or an enterprise) and controlling their access to resources within that system by associating user rights and restrictions with the established identity.

Integration

allows separate systems to communicate directly with each other, eliminating the need for manual entry into multiple systems

Relational database management system

allows users to create, read, update, and delete data in a relational database Although the hierarchical and network models are important, this text focuses only on the relational database model

Dynamic catalog

an area of a website that stores information about products on a database ____ information is stored in a dynamic catalog

Data models

are logical data structures that detail the relationships among data elements using graphics or pictures.

Relational integrity constraints

are rules that enforce basic and fundamental information based constraints. For example, a relational integrity constraint would not allow someone to create an order for a nonexistent customer, provide a markup percentage that was negative, or order zero pounds of raw materials from a supplier.

Integrity constraints

are rules that help ensure the quality of information. There are two types of integrity constraints: relational and business critical

Structured query language (SQL)

asks users to write lines of code to answer questions against a database

Data dictionary

compiles all of the metadata about the data elements in the data model.

Database management system (DBMS)

creates , reads, updates, and deletes data in a database while controlling access and security. Managers send requests to the ____, and the ____ performs the actual manipulation of the data in the database. Some of the more popular examples include: MySQL, Microsoft access, SQL server, and Oracle

The physical view of information

deals with the physical storage of information on a storage device

Business rule

defines how a company performs certain aspects of its business and typically results in either a yes/no or true/false answer

Transactional information

encompasses all of the information contained within a single business process or unit of work, and its primary purpose is to support daily operational tasks. Operations need to capture and store transactional information to perform operational tasks and repetitive decisions such as analyzing daily sales reports and production schedules to determine how much inventory to carry. EX) Sales receipt, Airline ticket, packing slip

Analytical information

encompasses all organizational information, and its primary purpose is to support the performing of managerial analysis tasks. Analytical information is useful when making important decisions such as whether the organization should build a new manufacturing plant or hire additional sales personnel. Spot business trends, prevent diseases, and fight crime EX) Product statistics, sales projections, future growth, trends

Business critical integrity constraints

enforce business rules vital to an organization's success and often require more insight and knowledge than relational integrity constraints

The logical view of information

focuses on how individual users logically access information to meet their own particular business needs

Query-by-example (QBE)

helps users graphically design the answer to a question against a database

DBMS uses three primary data models for organizing information

hierarchical, network, and the relational database, the most prevalent

Real time information

immediate up to date information. The growing demand for real time information stems from organizations' need to make faster and more effective decisions, keep smaller inventories, operate more efficiently, and track performance more carefully

Dynamic information

includes data that change based on user actions

Static information

includes fixed data incapable for change in the event of a user action

Data validation

includes the tests and evaluations used to determine compliance with data governance policies to ensure correctness of data. Helps to ensure that every data value is correct and accurate.

Primary key

is a field (or group of fields) that uniquely identifies a given record in a table. _____ are a critical piece of a relational database because they provide a way of distinguishing each record in a table will be underlined

Information integrity

is a measure of the quality of information. Data ____ issues can cause managers to consider the system reports invalid and will make decisions based on other sources.

Foreign key

is a primary key of one table that appears as an attribute in another table and acts to provide a logical relationship between the two tables.

Data driven website

is an interactive website kept constantly updated and relevant to the needs of its customers using a database. ____ capabilities are especially useful when a firm needs to offer large amounts of information, products, or services.

Data steward

is responsible for ensuring the policies and procedures are implemented across the organization and acts as a liaison between the MIS department and the business.

Data stewardship

is the management and oversight of an organization's data assets to help provide business users with high quality data that is easily accessible in a consistent manner

Data element (or data field)

is the smallest or basic unit of information. includes name, address, email, discount rate, preferred shipping method, product name, quantity ordered, and so on.

Data latency

is the time it takes for data to be stored or retrieved

Database

maintains information about various types of objects (inventory), events (transactions), people (employees), and places (warehouses).

Data gap analysis

occurs when a company examines its data to determine if it can meet business expectations, while identifying possible data gaps or where missing data might exist

Information inconsistency

occurs when the same data element has different values. Take for example the amount of work that needs to occur to update a customer who had changed her last name due to marriage.

Real time systems

provide real time information in response to requests.

Metadata

provides details about data. For example, metadata or an image could include its size, resolution, and date created. Metadata about a text document could contain document length, data created, author's name, and summary.

Information granularity

refers to the extent of detail within the information (fine and detailed or coarse and abstract). Employees must be able to correlate the different levels, formats, and granularities of information when making decisions.

Data governance

refers to the overall management of the availability, usability, integrity, and security of company data

Entity

stores information about a person, place, thing, transaction, or event. also referred to as a table Each entity is stored in a different two dimensional table (with rows and columns) EX) Tracks, recordings, musicians, categories

Relational database model

stores information in the form of logically related two dimensional tables

Forward integration

takes information entered into a given system and sends it automatically to all downstream systems and processes

Backward integration

takes information entered into a given system and sends it automatically to all upstream systems and processes

Information redundancy

the duplication of data, or the storage of the same data in multiple places.

Content creator

the person responsible for creating the original website content

Content editor

the person responsible for updating and maintaining website content

Master data management (MDM)

the practice of gathering data and ensuring that it is uniform, accurate, consistent, and complete, including such entities as customers, suppliers, products, sales, employees, and other critical entities that are commonly integrated across organizational systems commonly included in data governance