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
 Through Systems Thinking
 Steady State, Entropy, Cybernetics…..

What is Expected ? -- UO and Information Management

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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
*Date of Birth of expected figures,
Keep these data for a Birth Rate; with other House
an Individual Household, village
Mortality Rate
and so on… hold, village, nation
*Date of Death of and so on… and so on…
Individuals

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Benefits of Data Management
 Helps check “Redundancy”
 Helps in Data Control – Sharing and ownership
 Latency – Managing inherent delay in the system
 Integration – Sharing need not be asked for – could
be seamless

Data Information Knowledge Intelligence

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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 Management Authentication, validation and

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
Having balance below
Average_Balance By Type 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
Healthiness.
Account_ID}
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 α 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

Sun Rises in the East!!! chapter-5,MIS-PRMX-1

 What Data can do for You?

Defined as …. INFORMATION MANAGEMENT

Trial Balance Shows Debit

Figure!!!
“The ability to share information

combined with
Ability to trace the Voucher
wrongly entered
the ability to use the information so shared.”

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DATA MANAGEMENT
USE of DATA: INFORMATION MATRIX

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 Report Table and Information Matrix

 Report Table considers

 AllUser 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
Reported Processed

Internal A B

Roles are to be clarified

External C D

Frequency of Reporting/ Processing is the Key

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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
CEO

 Category B: Internal & Processed:

Production Stores
 Production Manager Analyzes on Manager Manager
 Average Daily Production
 Quality of Production
Supervisor Accountant

Internal – Has line of authority to Control

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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.
 Category D: External & Processed:
 Manager wants to analyze consumption of Raw
material vis-à-vis quantity received from stores (Data
from Stores function)
CEO
 External – Does not have line of
Production Stores
authority to Control
Manager Manager

Supervisor Accountant
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 Information Matrix for Production Manager

Reported Processed
Daily Production *Average Daily
Production
Internal
*Quality of Production

Daily issue of raw Analyze consumption of

material by stores Raw material vis-à-vis
External department to quantity received from
production department stores

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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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