Managing Information Resources

Transcription

1 Managing Information Resources

2 1 Managing Data 2 Managing Information 3 Managing Contents

3 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.

4 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

5 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

6 Level 1 Stuent ID Student name Course Score Jack Software Engineering Jack Data structure James Software Engineering James Data structure 88 Level 2 Table Course Table Student StuID StuName Age Jack James 20 CourseID CourseName Capacity Room 373 Software engineering 30 AQ Data structure 40 AQ3023 Table CourseSelect StuID CourseID Score Level 3

7 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

8 XML XML (extensible Markup Language) is a selfdescribing markup language for applying structure to data Not limited to predefined tags Human readable Machine readable Portability Java: portable programs XML: portable data

9 XML---Semi-Structured Data Unstructured data: TEXT Structured data: More Structure XML Less Structure Structured (relational) Data

10 XML Data Model & Native 1993 imdb show title review Fugitive, The reviewer suntimes Roger Ebert gives review nyt rating two... 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

11 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

12 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

13 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

14 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

15 1 Managing Data 2 Managing Information 3 Managing Contents

16 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...

17 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).

18 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

19 What is Data Warehouse? A data warehouse is a subject-oriented, integrated, time-variant, and nonvolatile collection of data in support of management s decision-making process. W. H. Inmon

20 Data Warehouse Subject-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

21 Data Warehouse Integrated 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.

22 Data Warehouse Time 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

23 Data Warehouse Nonvolatile 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

24 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

25 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

26 OLTP vs. OLAP OLTP OLAP users clerk, IT professional knowledge worker function day to day operations decision support DB design application-oriented subject-oriented data current, up-to-date detailed, flat relational isolated historical, summarized, multidimensional integrated, consolidated usage repetitive ad-hoc access read/write lots of scans index/hash on prim. key unit of work short, simple transaction complex query # records accessed tens millions #users thousands hundreds DB size 100MB-GB 100GB-TB metric transaction throughput query throughput, response

27 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

28 Data Warehouse: A Multi-Tiered Architecture Other sources Operational DBs Metadata Extract Transform Load Refresh Monitor & Integrator Data Warehouse OLAP Server Serve Analysis Query Reports Data mining Data Marts Data Sources Data Storage OLAP Engine Front-End Tools 28

29 Document Management Estimated that 90% of an organization s information is in documents rather than structured databases Types of Documents Contracts and Agreements Reports Manuals and Handbooks Correspondence Memos Drawings and Blueprints

30 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

31 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

32 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

33 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

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

35 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.

36 1 Managing Data 2 Managing Information 3 Managing Contents

37 Content Management (1) Content is a core management discipline underlying online business Without production-level Web content, management processes, and technologies, largescale e-business is not possible The adoption of the XML The language for manipulating the content to work with transaction applications

38 Content Management (2) Traditional homegrown content management The Webmaster was the publishing bottle neck 3 phases of content management life cycle Input-process-output

39 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

40 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

41 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

42 Content Management Systems (2) Front-end" functions for delivering and displaying content Content Delivery Content Delivery Application Structured Content Workflow Content Repositories Databases DB Schemas XML, HTML Web Services Portals Web apps PeopleSoft MBM Assembled, tagged & formatted assets Content Management Application Unstructured Content Docs, ppts Brochures Photos Logos Contracts Syllabus Schedule C:\ Individual Contributors Back-end functions for creating, editing, producing, and administering a site and its content