Mgt 240 LectureMgt 240 Lecture

Database Management Database Management Systems: Access and Systems: Access and Corporate DatabasesCorporate Databases

September 30, 2004September 30, 2004

MiscellaneousMiscellaneous

Homework 4 due Friday, October 1Homework 4 due Friday, October 1stst by 5pm by 5pm If you save your text document as a word document, not an rtf If you save your text document as a word document, not an rtf

file, it will be a lot smallerfile, it will be a lot smaller Must use Excel 2003 – list range features not available on Must use Excel 2003 – list range features not available on

earlier versionsearlier versions Near term scheduleNear term schedule

This week – database management systemsThis week – database management systems Next week – data warehouses and exam reviewNext week – data warehouses and exam review

Look over reading questions and come prepared to ask about any Look over reading questions and come prepared to ask about any you aren’t sure ofyou aren’t sure of

Two weeks from now – examTwo weeks from now – exam In regular class sessionIn regular class session

Reading questionsReading questions A lot assigned today – really cover last week, this week, and A lot assigned today – really cover last week, this week, and

next week’s topicsnext week’s topics

Database Management Database Management SystemsSystems

Manage creation, implementation, use, and Manage creation, implementation, use, and updates of databasesupdates of databases Provide an interface to databasesProvide an interface to databases MS Access is a DBMSMS Access is a DBMS

FacilitateFacilitate Importing and exporting dataImporting and exporting data Defining logical and physical structure of dataDefining logical and physical structure of data Documentation of logical and physical structure of Documentation of logical and physical structure of

datadata Queries to databaseQueries to database Managerial reportingManagerial reporting Human interface to databaseHuman interface to database Security management of databasesSecurity management of databases Backup of databasesBackup of databases

Database Management Database Management SystemsSystems

Import and export data manuallyImport and export data manually Importing from another Access databaseImporting from another Access database

Import PledgeRecords table from Pledge Import PledgeRecords table from Pledge database into Redwood databasedatabase into Redwood database

Importing from an Excel fileImporting from an Excel file Import Rafting.xls into Trips.mdbImport Rafting.xls into Trips.mdb

Copying and pastingCopying and pasting Copy and paste records from Groups.mdb into Copy and paste records from Groups.mdb into

Trips.mdb booking tableTrips.mdb booking table Allow other applications to request data Allow other applications to request data

or input dataor input data Important for corporate databases where Important for corporate databases where

database updating and querying is automateddatabase updating and querying is automated

Storing and Retrieving DataStoring and Retrieving Data

Database Management Database Management SystemsSystems

Define the logical and physical structure of Define the logical and physical structure of the datathe data Data definition language (DDL)Data definition language (DDL) - a collection of instructions - a collection of instructions

and commands used to define and describe data and data and commands used to define and describe data and data relationships in a specific databaserelationships in a specific database

Data definition in Access (Trips.mdb)Data definition in Access (Trips.mdb) Defining fieldsDefining fields Primary and foreign keysPrimary and foreign keys Data typesData types Field propertiesField properties Table relationshipsTable relationships

Analyzer (Gourmet1.mdb)Analyzer (Gourmet1.mdb) Relationships window (Redwood.mdb in Access tutorial 2, case 3 Relationships window (Redwood.mdb in Access tutorial 2, case 3

folder)folder)

Database Management Database Management SystemsSystems

Documentation of logical and physical Documentation of logical and physical structure of datastructure of data

Data dictionaryData dictionary – detailed description of data in a – detailed description of data in a databasedatabase

Name of data itemsName of data items Aliases or other names that may be used to Aliases or other names that may be used to

describe a data itemdescribe a data item Acceptable range of values for an itemAcceptable range of values for an item Data typeData type Data item lengthData item length Modification and access permissionsModification and access permissions List of reports in which data item is includedList of reports in which data item is included

Documenter in Access (Redwood.mdb in Access Documenter in Access (Redwood.mdb in Access tutorial 2, case 3 folder)tutorial 2, case 3 folder)

Typical Uses of a Data DictionaryTypical Uses of a Data Dictionary

Provide a standard definition of terms and data Provide a standard definition of terms and data elementselements

Assist programmers in designing and writing Assist programmers in designing and writing programsprograms

Simplify database modificationSimplify database modification Reduce data redundancyReduce data redundancy Increase data reliabilityIncrease data reliability Speed program developmentSpeed program development Ease modification of data and informationEase modification of data and information

Database Management Database Management SystemsSystems

Facilitate queries to the databaseFacilitate queries to the database Access has provides two ways to construct queriesAccess has provides two ways to construct queries

Query window or query by exampleQuery window or query by example Graphical user interface (GUI)Graphical user interface (GUI) Allows drag and drop of fields into tableAllows drag and drop of fields into table

Structure Query LanguageStructure Query Language Standard query language for databasesStandard query language for databases Queries created in query window are translated into SQL Queries created in query window are translated into SQL

in order for Access to execute themin order for Access to execute them Can create queries directly in SQLCan create queries directly in SQL Can you think of any advantages of SQL?Can you think of any advantages of SQL?

Example: Redwood.mdb in Access tutorial 3, case 3 folderExample: Redwood.mdb in Access tutorial 3, case 3 folder

Database Management SystemsDatabase Management Systems

Managerial reportingManagerial reporting One of the key capabilities of DBMS’sOne of the key capabilities of DBMS’s Generate periodic or ad hoc reportsGenerate periodic or ad hoc reports

In Access can create reports by wizard or in design viewIn Access can create reports by wizard or in design view Example: Redwood.mdb in Access tutorial 4, case 3 Example: Redwood.mdb in Access tutorial 4, case 3

folderfolder

Database Management SystemsDatabase Management Systems

Human interface to databaseHuman interface to database Access provides a graphical user interface to do all the Access provides a graphical user interface to do all the

database tasks we have discussed so fardatabase tasks we have discussed so far Can go further by constructing a form-based interface Can go further by constructing a form-based interface

for non-technical usersfor non-technical users Example: ZooFunds.mdb in Access tutorial 10, case 3 Example: ZooFunds.mdb in Access tutorial 10, case 3

folderfolder Example: Grades database for this courseExample: Grades database for this course

Database Management SystemsDatabase Management Systems

Security management for databasesSecurity management for databases Encrypt databaseEncrypt database Password protect databasePassword protect database Assign user permissionsAssign user permissions Limit user to subset of objects in the databaseLimit user to subset of objects in the database

Database Management SystemsDatabase Management Systems

Backup of databasesBackup of databases In AccessIn Access

Back up commandBack up command Replicate commandReplicate command

Corporate Data Management: Corporate Data Management: Database Evolution at NDDatabase Evolution at ND

Non-RelationalHP databases

RelationalDatabases

DataWarehouse

Corporate Data Management: Corporate Data Management: Current Databases at NDCurrent Databases at ND

Database Management ServicesDatabase Management Services Currently a number of databases serving Currently a number of databases serving

different functions at the Universitydifferent functions at the University HP-3000 DatabasesHP-3000 Databases

Undergraduate admissions archive databaseUndergraduate admissions archive database Database descriptionDatabase description Database listingDatabase listing Database diagramDatabase diagram

Relational databasesRelational databases Database diagramsDatabase diagrams Undergraduate admissions star schemaUndergraduate admissions star schema Online photoOnline photo

Corporate Data Management: Corporate Data Management: Current Databases at NDCurrent Databases at ND

Data Dictionary Report PageData Dictionary Report Page

Database Information Requests: Database Information Requests: Current Databases at NDCurrent Databases at ND

Decision support and ad hoc reportingDecision support and ad hoc reporting Extracts of data that are not available thru application menus for analysis purposes Extracts of data that are not available thru application menus for analysis purposes Formatted reports in Excel, and/or Microsoft Access. Formatted reports in Excel, and/or Microsoft Access. Ad-hoc analytic reports. Ad-hoc analytic reports.

Information that must be provided when making a report requestInformation that must be provided when making a report request

This request is for (one of the following): This request is for (one of the following): New Adhoc report New Adhoc report Modification to an existing report on your HP menu Modification to an existing report on your HP menu New regular report New regular report Not sure Not sure

How often will this be run (one of the following): How often will this be run (one of the following): One time only One time only Once a year Once a year Once a month Once a month More frequently More frequently Not sure Not sure

Description: Describe what you need or what problem you are trying to solve. Description: Describe what you need or what problem you are trying to solve.

Current method: Describe how you are getting the information now. Current method: Describe how you are getting the information now.

Who will have access to this report or extract? Who will have access to this report or extract?

Target Date: What is the desired target date for delivery/implementation?Target Date: What is the desired target date for delivery/implementation?

Corporate Data Management: The Corporate Data Management: The Future of Computing at NDFuture of Computing at ND

Corporate data at NDCorporate data at ND Renovare projectRenovare project

The The missionmission of the Renovare project is to improve access to of the Renovare project is to improve access to data for students, faculty, and staff, streamline and data for students, faculty, and staff, streamline and automate the University's business processes, and increase automate the University's business processes, and increase integration between systemsintegration between systems

Improve Access to DataImprove Access to Data Implement a convenient, intuitive, Web-based Implement a convenient, intuitive, Web-based

facility for student and faculty self-service facility for student and faculty self-service Provide timely and accurate information for Provide timely and accurate information for

management decisions management decisions Provide flexible, ad-hoc reporting capabilities Provide flexible, ad-hoc reporting capabilities Provide a one-stop-shop to deliver information from Provide a one-stop-shop to deliver information from

administrative systems to the desktop administrative systems to the desktop Increase Integration Between Systems:Increase Integration Between Systems:

Reduce redundancy of data Reduce redundancy of data Provide more timely and accurate interfaces Provide more timely and accurate interfaces

between systems between systems Promote greater cooperation among University Promote greater cooperation among University

offices and better interdepartmental planning offices and better interdepartmental planning Benefits for ND community at largeBenefits for ND community at large

Renovare Project: The Renovare Project: The Future of Data Future of Data

Management at NDManagement at ND Benefits for studentsBenefits for students

Faculty/Student SystemFaculty/Student System Launch date: July 1, 2005Launch date: July 1, 2005 Information from admissions through Information from admissions through

academic history is available in a secure academic history is available in a secure Web environment. Students can apply for Web environment. Students can apply for admission, register for classes, retrieve admission, register for classes, retrieve financial aid data, and access other financial aid data, and access other processes and information through the processes and information through the Student Self-Service application, which can Student Self-Service application, which can be used from any computer that is be used from any computer that is connected to the Web.connected to the Web.

Renovare Project: The Future Renovare Project: The Future of Data Management at ND of Data Management at ND

Benefits for facultyBenefits for faculty Faculty/Student SystemFaculty/Student System Launch date: July 1, 2005Launch date: July 1, 2005 Faculty can review call lists, report grades, Faculty can review call lists, report grades,

submit advising reports, and access course submit advising reports, and access course management tools online through the Faculty management tools online through the Faculty and Advisor Self-Service application, which and Advisor Self-Service application, which provides an interactive interface to the provides an interactive interface to the administrative database for advisors, teaching administrative database for advisors, teaching faculty, and other academic administrators in faculty, and other academic administrators in the colleges, schools, and institutes without the colleges, schools, and institutes without compromising system security or institutional compromising system security or institutional policies.policies.

Data Warehouses, Data Marts, Data Warehouses, Data Marts, and Data Miningand Data Mining

Data WarehouseData Warehouse - a database that collects - a database that collects business information from many sources in the business information from many sources in the enterprise, covering all aspects of the company’s enterprise, covering all aspects of the company’s processes, products, and customers.processes, products, and customers.

Data MartData Mart – a subset of a data warehouse. – a subset of a data warehouse.

Data MiningData Mining - an information analysis tool that - an information analysis tool that involves the automated discovery of patterns and involves the automated discovery of patterns and relationships in a data warehouse. relationships in a data warehouse.

Data Warehousing at ND – Why Data Warehousing at ND – Why Construct a Data Warehouse?Construct a Data Warehouse?

Operational databases are built for applications not for easy Operational databases are built for applications not for easy querying and analysis querying and analysis

Queries and reports add overhead to operational Queries and reports add overhead to operational applications--slow systems down. applications--slow systems down.

Warehouse/Mart structured for ease of query and analysis; Warehouse/Mart structured for ease of query and analysis; isolated from operational data so that those systems not isolated from operational data so that those systems not affected by lengthy queries. affected by lengthy queries.

Historical data adds overhead as databases get larger and Historical data adds overhead as databases get larger and larger -- this requires purging databases on a periodic basis. larger -- this requires purging databases on a periodic basis.

Data warehousing moves legacy databases to newer Data warehousing moves legacy databases to newer database structures -- e.g., move Turboimage HP data to database structures -- e.g., move Turboimage HP data to relational database. relational database.

The warehouse allows data from disparate sources to be The warehouse allows data from disparate sources to be combined into one integrated view of data. A good example combined into one integrated view of data. A good example would be information from the campus ID card system would be information from the campus ID card system combined with information from the campus student systemcombined with information from the campus student system

Elements of a Data WarehouseElements of a Data Warehouse

Data Warehousing at NDData Warehousing at ND

Data Dictionary Report PageData Dictionary Report Page

Data Warehousing at ND – Key Data Warehousing at ND – Key StepsSteps

Extraction first to operational data store into a relational Extraction first to operational data store into a relational model (in our current environment, Oracle) model (in our current environment, Oracle)

Gives immediate benefit of data in relational database but in Gives immediate benefit of data in relational database but in same basic structure as on legacy HP same basic structure as on legacy HP

Data stewards and their areas can access this data with new Data stewards and their areas can access this data with new tools -- Business Objects, Excel, WEBdb (Oracle Web tools -- Business Objects, Excel, WEBdb (Oracle Web Database Portal) Database Portal)

Data cleansing and analysis can be done without affecting Data cleansing and analysis can be done without affecting operational systems, yet feedback is given to data stewards operational systems, yet feedback is given to data stewards and applications group to correct sources of bas data. and applications group to correct sources of bas data.

Transformation to customized views of data in Transformation to customized views of data in Warehouse/Mart expedited by use of Oracle Warehouse Warehouse/Mart expedited by use of Oracle Warehouse Builder Builder

Data stewards determine access privileges Data stewards determine access privileges Building of metadata repository to document data sources, Building of metadata repository to document data sources,

meaning, transformations that were necessary as defined, meaning, transformations that were necessary as defined, for example, by accepted Institutional Research standards or for example, by accepted Institutional Research standards or by the Data Stewards.by the Data Stewards.

Business IntelligenceBusiness Intelligence

Gathering enough of the right information in Gathering enough of the right information in a timely manner and usable form.a timely manner and usable form.

Competitive intelligenceCompetitive intelligence CounterintelligenceCounterintelligence Knowledge managementKnowledge management

What kinds of new business intelligence What kinds of new business intelligence could be derived from ND’s new data could be derived from ND’s new data warehouse?warehouse? Data Dictionary Report PageData Dictionary Report Page

Assigned ReadingAssigned Reading

Read chapter 3 (pp. 98-127) in textRead chapter 3 (pp. 98-127) in text Following are questions that you should be sure you can answer based on Following are questions that you should be sure you can answer based on

your understanding of the text:your understanding of the text: What is a DBMS?What is a DBMS? What is a database environment?What is a database environment? Why are databases important to a business’s success?Why are databases important to a business’s success? What is the traditional approach to data management and why is it problematic?What is the traditional approach to data management and why is it problematic? What is the database approach and how does it improve on the traditional What is the database approach and how does it improve on the traditional

approach?approach? How can databases inform marketing and product mix decisions?How can databases inform marketing and product mix decisions? What kind of decisions must be made when building a database?What kind of decisions must be made when building a database? What is the difference between the logical and physical design of a database?What is the difference between the logical and physical design of a database? What is a data model?What is a data model? What is an entity-relationship (ER) diagram?What is an entity-relationship (ER) diagram? How does the relational database model improve upon the hierarchical and How does the relational database model improve upon the hierarchical and

network models?network models? What is the key to linking tables in a relational database?What is the key to linking tables in a relational database? Why is it important to be able to link tables in a relational database?Why is it important to be able to link tables in a relational database? What is the role of a data definition language?What is the role of a data definition language?

Assigned Reading Questions Assigned Reading Questions (continued)(continued)

What is the purpose of a data dictionary?What is the purpose of a data dictionary? What are the responsibilities of a database administrator?What are the responsibilities of a database administrator? What are some of the factors to consider when selecting a What are some of the factors to consider when selecting a

database management system?database management system? What is a data warehouse?What is a data warehouse? What is a data warehouses primary advantage?What is a data warehouses primary advantage? What must be done to data from other databases before it can What must be done to data from other databases before it can

be incorporated into a data warehouse?be incorporated into a data warehouse? What is a data mart and what is its purpose?What is a data mart and what is its purpose? What is data mining and what is its objective?What is data mining and what is its objective? What kind of decisions can be based on business intelligence?What kind of decisions can be based on business intelligence? What is knowledge management?What is knowledge management? What is on-line analytical processing and how does it relate to What is on-line analytical processing and how does it relate to

data warehouses?data warehouses?