Managing%20Information%20Resources

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Managing Information Resources
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Managing Data
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Managing Information
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Managing Contents
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Concepts Definitions

• Data
• Facts devoid of meaning or intent
• e.g. structured data in DB
• Information
• Data that has meaning (data in context)
• e.g. course selection info in a student
  management system, documents, voice, video...
• Knowledge information with direction or intent
• Content
• Term for the Web age
• e.g. text, graphics, animation, maps, photos,
  film clips etc.

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Information Resource Management Responsibilities

• Corporate databases
• Distributed
• Various data models
• Data warehouse
• Information
• Documents
• Web contents
• Knowledge management
• Explicit knowledge (know-what)
• Tacit knowledge (know-how)
• IS has been continually managing new forms of
  information resources

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Managing Data

• DBMS
• The three-level database model
• Level 1 the conceptual level
• Containing the various "user views" of the
  corporate data that each application program uses
  
• Level 2 the logical level
• Logical views of an organizations data as under
  the control of the DBAs
• Level 3 the physical level
• Specifying the way the data is physically stored
• Level 2 absorbs changes made at level 3

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Stuent ID Student name Course Score
10021 Jack Software Engineering 79
10021 Jack Data structure 76
10022 James Software Engineering 85
10022 James Data structure 88
Level 1
Table Student
Level 2
Table CourseSelect
StuID StuName Age
10021 Jack 21
10022 James 20
StuID CourseID Score
10021 373 79
10022 373 85
10021 275 76
10022 275 88
Table Course
CourseID CourseName Capacity Room
373 Software engineering 30 AQ5018
275 Data structure 40 AQ3023
Level 3
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Four Data Models

• Hierarchical mode
• structures data so that each element is
  subordinate to another in a strict hierarchical
  manner (Parent child)
• Network model
• Allows each data item to have more than one
  parent,
• Relationships stated by pointers stored with the
  data
• Relational model
• Object model
• Storing and managing data as objects
• A competitive candidate for storing XML data

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XML

• XML (eXtensible Markup Language) is a
  self-describing markup language for applying
  structure to data
• Not limited to predefined tags
• Human readable
• Machine readable
• Portability
• Java portable programs
• XML portable data

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XML---Semi-Structured Data
Unstructured data
TEXT
More Structure
XML
Structured data
Less Structure
Structured (relational) Data
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XML Data Model Native Storage

• Native XML Database
• Defines a (logical) model for an XML document and
  stores and retrieves documents according to that
  model.
• Has an XML document as its fundamental unit of
  (logical) storage

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Getting Corporate Data into Shape (1)

• The Problem Management can not get consistent
  view across the enterprise
• 1960s-1970 application developed in separation ?
  "information islands"
• Different units in an organization developed
  their used their own database and their own
  applications
• Inconsistent data definitions
• Duplicate data

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Getting Corporate Data into Shape (2)

• The Cause an application-driven approach
• Getting applications running as quickly as
  possible
• The Solution a data-driven approach
• Data of interest ? data source ? applications
• Usually evolves from the application-driven chaos

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Getting Corporate Data into Shape (3)

• Managing data as a corporate resource is more
  than installing a DBMS
• DBA administering databases and software that
  manages them
• Data administrator managing enterprise-wide data
  resources
• Clean up the data definitions
• Control shared data
• Manage data distribution, and
• Maintain data quality

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Getting Corporate Data into Shape (4)

• ERPs aim to integrate all data and processes of
  an organization into a unified system
• Automate and integrate the majority of business
  processes
• Share common data and practices across the entire
  enterprise
• Produce, access and manage information in a
  real-time environment
• Configure application to meet business needs
• Key a unified database
• Provide management a corporate-wide view of
  operations

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Managing Data
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Managing Information
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3
Managing Contents
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Four Types of Information (1)

• Two structures of information
• Record-based facts about entities
• Document-based dealing with concepts
• Housed in documents, messages, video, audio
  clips...

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Four Types of Information (2)

• Two sources of information internal and external
• Internal record-based information traditional
  focus of IS
• External record-based information public DB
• Internal and external document-based information
  have received little attention from IS until
  recently
• However, it is estimated that 90 of an
  organization's information is in documents rather
  than structured databases (Sprague, 1995).

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Technologies for Managing Information

• The two different structures of information are
  managed in different ways
• Record-based
• Data warehouse
• Document-based
• Document management systems
• Web content management

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What is Data Warehouse?

• A data warehouse is a subject-oriented,
  integrated, time-variant, and nonvolatile
  collection of data in support of managements
  decision-making process.W. H. Inmon

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Data WarehouseSubject-Oriented

• Organized around major subjects, such as
  customer, product, sales
• Focusing on the modeling and analysis of data for
  decision makers, not on daily operations or
  transaction processing
• Provide a simple and concise view around
  particular subject issues by excluding data that
  are not useful in the decision support process

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Data WarehouseIntegrated

• Constructed by integrating multiple,
  heterogeneous data sources
• Relational databases, flat files, on-line
  transaction records
• Data cleaning and data integration techniques are
  applied.
• Naming conventions, encoding structures,
  attribute measures, etc. among different data
  sources
• When data is moved to the warehouse, it is
  converted.

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Data WarehouseTime Variant

• The time horizon for the data warehouse is
  significantly longer than that of operational
  systems
• Operational database current value data
• Data warehouse data provide information from a
  historical perspective (e.g., past 5-10 years)
• Every key structure in the data warehouse
• Contains an element of time, explicitly or
  implicitly

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Data WarehouseNonvolatile

• A physically separate store of data transformed
  from the operational environment
• Operational update of data does not occur in the
  data warehouse environment
• Does not require transaction processing,
  recovery, and concurrency control mechanisms
• Requires only two operations in data accessing
• Initial loading of data and access of data

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Data Warehouse vs. Heterogeneous DBMS

• Traditional heterogeneous DB integration A query
  driven approach
• Build wrappers/mediators on top of heterogeneous
  databases
• When a query is posed to a client site, a
  meta-dictionary is used to translate the query
  into queries appropriate for individual
  heterogeneous sites involved, and the results are
  integrated into a global answer set
• Complex information filtering, compete for
  resources
• Data warehouse update-driven, high performance
• Information from heterogeneous sources is
  integrated in advance and stored in warehouses
  for direct query and analysis

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Data Warehouse vs. Operational DBMS

• OLTP (on-line transaction processing)
• Major task of traditional relational DBMS
• Day-to-day operations purchasing, inventory,
  banking, manufacturing, payroll, registration,
  accounting, etc.
• OLAP (on-line analytical processing)
• Major task of data warehouse system
• Data analysis and decision making

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OLTP vs. OLAP
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Typical OLAP Operations

• Roll up (drill-up) summarize data
• By climbing up hierarchy or by dimension
  reduction
• Drill down (roll down) reverse of roll-up
• From higher level summary to lower level summary
  or detailed data, or introducing new dimensions
• Slice and dice project and select
• Pivot (rotate)
• Reorient the cube, visualization, 3D to series of
  2D planes

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Data Warehouse A Multi-Tiered Architecture
Monitor Integrator
OLAP Server
Metadata
Analysis Query Reports Data mining
Serve
Data Warehouse
Data Marts
Data Sources
OLAP Engine
Front-End Tools
Data Storage
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Document Management

• Estimated that 90 of an organizations
  information is in documents rather than
  structured databases
• Types of Documents
• Contracts and Agreements
• Reports
• Manuals and Handbooks
• Correspondence
• Memos
• Drawings and Blueprints

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Fundamental Roles of Documents

• 4 Fundamental roles of documents
• As a product, or support for a product
• As a fundamental mechanism for communication
  among people and groups within an organization
  and between organizations.
• As the primary vehicle for business processes
• As an important part of organizational memory

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Electronic Document

• An electronic document has the following
  characteristics
• holds information of multiple media text,
  graphics, audio, video
• contains multiple structures headers, footers,
  TOC, sections, paragraphs, tables
• dynamic can be updated on the fly
• may depend on other documents

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Limitations of RDBMS

• Limitations of RDBMS for document management
• Based on E-R data models
• Suitable for structured data
• Traditional business applications, decision
  support systems, reporting tools
• No inherent support to manage electronic documents

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Electronic Document Management System (1)

• An EDMS is a computer system used to track and
  store electronic documents and/or images of paper
  documents.
• Allows users to create a document or capture a
  hard copy in electronic form
• Commonly provided capabilities
• Storage
• Versioning
• Metadata
• Security
• Indexing
• Retrieval

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Electronic Document Management System (2)
Records created received electronically
Records created received in hard copy
Records are filed managed for access
maintenance electronically
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Electronic Document Management System (3)

• An EDMS usually provides a single view of
  multiple databases
• An EDMS may include
• Scanners and Optical Character Recognition (OCR)
  for document capture
• Printers for creating hard copies
• Storage devices such as redundant array of
  independent disks systems and computer server
• Server programs for managing the databases that
  contain the documents.

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Managing Data
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Managing Information
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3
Managing Contents
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Content Management (1)

• Content is a core management discipline
  underlying online business
• Without production-level Web content, management
  processes, and technologies, large-scale
  e-business is not possible
• The adoption of the XML
• The language for manipulating the content to work
  with transaction applications

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Content Management (2)

• Traditional home-grown content management
• The Webmaster was the publishing bottle neck
• 3 phases of content management life cycle
• Input-process-output

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Content Management (3)

• Content creation and acquisition
• Focus on creating content quality
• Distribute content creation and maintenance to
  business departments with centralized
  coordination and control
• Content administration and safeguarding
• Emphasis on efficiency
• Use tools for content administration and work
  flow control

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Content Management (4)

• Content deployment and presentation
• Emphasis on effectiveness
• i.e. Presenting the content so that it attracts
  visitors, allows them to navigate the site
  easily, and leads them to the desired actions
• Features to attract and keep visitors
• Personalization allowing visitors to customize
  how they view the page
• Localization tailoring a site to a culture,
  market or locale
• Multichannel distribution appropriate display
  for various devices

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Content Management Systems (1)

• A Content Management System (CMS) is software
  that makes it easier to create, edit and publish
  content on a web site.
• Back-end to help create, edit and manage content
• Front-end to deliver content dynamically to
  various endpoints
• Work flow control in moving and adding contents

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Content Management Systems (2)
Content Delivery
Front-end" functions for delivering and
displaying content
Content Delivery Application
Assembled, tagged formatted assets
Workflow
Back-end functions for creating, editing,
producing, and administering a site and its
content
Content Management Application
Content Repositories
Individual Contributors

• Databases
• DB Schemas
• XML, HTML
• Web Services
• Portals
• Web apps
• PeopleSoft
• MBM

• Docs, ppts
• Brochures
• Photos
• Logos
• Contracts
• Syllabus
• Schedule
• C\

Structured Content
Unstructured Content