Managing Corporate Information Resources Chapter 7 Information Systems

Managing Corporate Information Resources Chapter 7 Information Systems Management in Practice 8 th Edition © 2009 Pearson Education, Inc. Publishing as Prentice Hall Edited by: Raneem Qaddoura

Outline l l Introduction Managing Data l l l The Three-Level Database Model Four Data Models Enterprise Resource Planning (ERP) © 2009 Pearson Education, Inc. Publishing as Prentice Hall Edited by: Raneem Qaddoura 7 -2

Outline l Managing Information l l Four Types of Information Data Warehouses Document Management Content Management © 2009 Pearson Education, Inc. Publishing as Prentice Hall Edited by: Raneem Qaddoura 7 -3

Introduction l IS continually manages new forms of information resources l l Corporate databases Documents (electronic or paper) and Web content Knowledge management Data—Information—Knowledge © 2009 Pearson Education, Inc. Publishing as Prentice Hall Edited by: Raneem Qaddoura 7 -4

Managing Data l Data management l l l Structured way data is represented, stored and retrieved for use. Database management systems (DBMS) are the main tool for managing corporate data Two principles of DBMS l l Three-level conceptual model Several alternative data models for organizing the data © 2009 Pearson Education, Inc. Publishing as Prentice Hall Edited by: Raneem Qaddoura 7 -5

The Three-Level Database Model l Level 1: External, conceptual or local level l Level 2: Logical or enterprise data level l Various “user views” of corporate data Each application program has own view “Technical” (human) view of all corporate data Controlled by database administrators Level 3: Physical or storage level l l Specifies the way data is physically stored For use by database administrators © 2009 Pearson Education, Inc. Publishing as Prentice Hall Edited by: Raneem Qaddoura 7 -6

The Three-Level Database Model cont’d © 2009 Pearson Education, Inc. Publishing as Prentice Hall Edited by: Raneem Qaddoura 7 -7

Four Data Models Hierarchical Model 1. l l Each element is subordinate to another in a distinct hierarchical manner The data is stored as records which are connected to one another through link l e. g. , Parent-child relationship © 2009 Pearson Education, Inc. Publishing as Prentice Hall Edited by: Raneem Qaddoura 7 -8

Four Data Models Network Model 2. l Allows each data item to have more than one parent l Relationships stated by pointers stored with the data © 2009 Pearson Education, Inc. Publishing as Prentice Hall Edited by: Raneem Qaddoura 7 -9

Four Data Models Relational Model 3. l Data stored in tables (intuitive for users) l “Key” uniquely defines each record l “Tuple-calculus” operations § Commands such as Select, Join, Match, etc. Data normalization (optimization) Not as efficient as hierarchical but more flexible l l § Database technology of choice (e. g. , SQL, MS Access) © 2009 Pearson Education, Inc. Publishing as Prentice Hall Edited by: Raneem Qaddoura 7 -10

Four Data Models Object-Oriented Database Model 4. l Extension of concept of data to objects: l l l Piece of data Methods that can perform work on data Attributes describing the data Relationships between objects Objects can be used to store any type of data l l e. g. , spreadsheet, video clip, photograph, music segment Object database © 2009 Pearson Education, Inc. Publishing as Prentice Hall Edited by: Raneem Qaddoura 7 -11

Four Data Models l Object-Oriented Database Model © 2009 Pearson Education, Inc. Publishing as Prentice Hall Edited by: Raneem Qaddoura 7 -12

Four Data Models l Object-oriented models retain traditional DBMS features including l l l End-user tools High-level query languages Concurrency control Recovery Ability to handle huge amounts of data Addition of two major concepts l l Object management Knowledge management © 2009 Pearson Education, Inc. Publishing as Prentice Hall Edited by: Raneem Qaddoura 7 -13

Four Data Models l Object-oriented models outperform relational systems for certain types of database manipulation l Scientific and engineering applications © 2009 Pearson Education, Inc. Publishing as Prentice Hall Edited by: Raneem Qaddoura 7 -14

Enterprise Resource Planning l l ERP provides the means to consolidate data to give management a corporate-wide view of operations An important prerequisite to installing an ERP system is data consistency l l Data definitions cleaned up Shared data controlled Data distribution managed Data quality maintained © 2009 Pearson Education, Inc. Publishing as Prentice Hall Edited by: Raneem Qaddoura 7 -15

Managing Information l l l Once enterprises get their data into shape, that data can more easily be turned into information “Information is power” Managing information is a critical activity l l Technology = infrastructure Asset = information that runs on that infrastructure © 2009 Pearson Education, Inc. Publishing as Prentice Hall Edited by: Raneem Qaddoura 7 -16

Managing Information l Four Types of Information l Internal record-based information—original focus of IS and most used in organizations l l Internal document-based information l l Reports, emails, proposals External record-based information l l Found in databases Acquisition from external databases External document-based information l World-Wide-Web © 2009 Pearson Education, Inc. Publishing as Prentice Hall Edited by: Raneem Qaddoura 7 -17

Four Types of Information © 2009 Pearson Education, Inc. Publishing as Prentice Hall Edited by: Raneem Qaddoura 7 -18

Records versus Documents © 2009 Pearson Education, Inc. Publishing as Prentice Hall Edited by: Raneem Qaddoura 7 -19

Managing Information l Record-based information was IS focus l l Little attention to document-based information l l Difficult to manipulate Intranets and Internet (html) changed this l l Easy to generate and manage Documents integral part of information now IS is involved in all four areas of information today © 2009 Pearson Education, Inc. Publishing as Prentice Hall Edited by: Raneem Qaddoura 7 -20

Data Warehouses l Data warehouse: Stores data used to make decisions l l Obtained periodically from transaction databases Snapshot of situation at specific time Different from operational databases Customer data is most common type of data housed l reporting internal data to business intelligence today © 2009 Pearson Education, Inc. Publishing as Prentice Hall Edited by: Raneem Qaddoura 7 -21

Data Warehouses l Metadata l l Quality data l l The part of the warehouse that defines the data l Explains meaning of each data element and sets standards The cleaning process to adhere to metadata standards l The older the data the more suspect its quality Datamart l A subset of data pulled off the warehouse for a specific group of users l Faster search time and lower costs © 2009 Pearson Education, Inc. Publishing as Prentice Hall Edited by: Raneem Qaddoura 7 -22

Data Warehouses Five steps in a data warehousing project: l 1. 2. 3. 4. 5. Define the business uses of the data Create the data model for the warehouse Cleanse the data Select the user tools Monitor usage and system performance © 2009 Pearson Education, Inc. Publishing as Prentice Hall Edited by: Raneem Qaddoura 7 -23

Data Warehouses l Data warehouses are seen as strategic assets that can yield business intelligence l l customer behavior, internal operations, product mixes, etc. Again, getting corporate data into shape is a key prerequisite l e. g. , integrating data from legacy systems © 2009 Pearson Education, Inc. Publishing as Prentice Hall Edited by: Raneem Qaddoura 7 -24

Document Management l Documents more pervasive and fundamental than anything else in an organization. l l l Paper still plays a major role in most enterprises Need to move seamlessly between digital and print Electronic document management (EDM) uses new technologies for document management to produce significant impacts © 2009 Pearson Education, Inc. Publishing as Prentice Hall Edited by: Raneem Qaddoura 7 -25

Document Management l Improve the publishing process l l l Traditional process has inefficiencies l Infrequent long print runs require storing documents which become obsolete between runs l 60% of total cost of delivering these documents in storage and transportation EDM enables major restructuring of publishing and distribution process of print documents l Electronic storage l Mass distribution (over time/space) and print when needed EDM minimizes physical warehouse costs and delivery time © 2009 Pearson Education, Inc. Publishing as Prentice Hall Edited by: Raneem Qaddoura 7 -26

Document Management l Traditional Publishing Process l Electronic Document Management © 2009 Pearson Education, Inc. Publishing as Prentice Hall Edited by: Raneem Qaddoura 7 -27

Content Management l Corporate intranets (Web content) now replace print documents l l Necessary to support scale of e-business operations Automation of content l Computer-readable and interchangeable format § l e. g. , XML Content is no longer static, but interactive © 2009 Pearson Education, Inc. Publishing as Prentice Hall Edited by: Raneem Qaddoura 7 -28

Content Management To create a content management strategy, companies need to understand the three phases of content l 1. 2. 3. Managing content creation and acquisition Content administration and safeguarding Content deployment and presentation © 2009 Pearson Education, Inc. Publishing as Prentice Hall Edited by: Raneem Qaddoura 7 -29

Content Management Source: Adapted from Chuck, Tueber, Dealing in Web Currency, Gartner EXP, 56 Top Gallant, Stamford, CT, June 2001. © 2009 Pearson Education, Inc. Publishing as Prentice Hall Edited by: Raneem Qaddoura 7 -30

Content Management Managing content creation and acquisition 1. l Focus on creating content quality l l Content can be purchased from external specialists Decentralized organizational structure for content creation and maintenance to content-expert employees is best approach l l Central direction for dispersed experts however required Standardized organization-wide formats to integrate content into overall workflow also needed © 2009 Pearson Education, Inc. Publishing as Prentice Hall Edited by: Raneem Qaddoura 7 -31

Content Management Content Administration and Safeguarding 2. l l Efficiency is key in this phase Content management tools can be used to identify types of content and the business rules that apply to each type Efficiency is about doing things in an optimal way © 2009 Pearson Education, Inc. Publishing as Prentice Hall Edited by: Raneem Qaddoura 7 -32

Content Management Content Deployment and Presentation 3. l Effectiveness is the emphasis in this phase— maximize effect of Web content presentation Attract visitors and gain desired outcomes l § l l Easy site navigation, pertinent and accurate information This phase is crucial to success of e-commerce effort and so Web site design should start here Most Web sites today require certain features to attract and retain visitors l l Personalization Localization Effectiveness is about doing the right task, completing activities and achieving goals © 2009 Pearson Education, Inc. Publishing as Prentice Hall Edited by: Raneem Qaddoura 7 -33

Content Management l Selecting Web Content Management tools l l Wide range of COTS available today Some important selection criteria l l l Digital asset management Information rights management Ability to handle full range of digital content types Versioning Workflow and approval routing Web publishing platform © 2009 Pearson Education, Inc. Publishing as Prentice Hall Edited by: Raneem Qaddoura 7 -34