Week-14

Week-14 Data and knowledge Management

Importantance of Databases to Modern organizations?

Overview of Databases Database Technology 

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A collection of related data organized in a way that makes it valuable and useful Allows organizations to retrieve, store, and analyze information easily Is vital to an organization’s success in running operations and making decisions

Entities  Things we store information about. (i.e. persons, places, objects, events, etc.)  Have relationships to other entities (i.e. the entity Student has a relationship to the entity Grades in a University Student database

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Attributes • These are pieces of information about an entity (i.e. Student ID, Name, etc. for the entity Student) Primary Key • The key that uniquely identifies rows of records of table from other tables. (e.g. Student-ID in the student table. Foreign Key The primary key of one table which is implanted in another table to implement the relationships between them. (for e.g. Student-ID is the foreign key of Student-Address table).

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Normalization −

Database normalization relates to the level of redundancy in a database's structure. Or Normalization is the process of designing database tables to ensure that the fields in each table do not repeat, are fully identified by a unique KEY, and are not dependent on any non-key ATTRIBUTEs.

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DBMS − 

DataBase Management System. Used to store, process and

manage dataan in aoutline systematic way. May use a variety of Click to add underlying storage methods, including relational, network and hierarchical. −

Examples of legacy flat-file DBMS systems are: dBase, Clipper, FoxPro and DataEase. Some of the specialized DBMS types in existence are: RDBMS (most popular), ODBMS, ORDBMS etc.

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Types of Databases/DBMS 

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A hierarchical database is a kind of DBMSthat links records together in a tree data structure such that each record type has only one owner, e.g. an order is owned by only one customer. Network database is a kind of DBMS, that is organized in multiple tree structures, each record having one parent record and many children, the network model allows each record to have multiple parent and child records. Navigation to individual records takes place through predetermined access paths. A relational database system in which the database is organized and accessed according to the relationships between data items without the need for any consideration of physical orientation and relationship. Relationships between data items are expressed by means of tables. 8

Levels of a Database Management System (DBMS) Level

Term

Lowest

Highest

Term Definitions

Field

Individual characteristics about an ENTITY. Fields are also called attributes or columns depending on the type of DBMS

Record

A group of fields or attributes to describe a single instance of an ENTITY. These are also called rows depending on the DBMS

File

A collection of records or instances for a given ENTITY. These are also called tables depending on the DBMS

Database

A collection of files or entities containing information to support a given system or a particular topic area 9

Relationship of DBMS Concepts to Others?

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Knowledge Management Definitions Knowledge Management “The system and managerial approach to collecting, processing, and organizing enterprise-specific knowledge assets for business functions and decision making” Knowledge Assets All underlying skills routines, practices, principles, formulas, methods, and intuitions ("ability to sense or know immediately without reasoning") whether explicit or tacit Explicit Knowledge Anything that can be documented, archived, or codified often with the help of information systems Tacit Knowledge The processes and procedures on how to effectively perform a particular task stored in a persons mind (is knowledge that people 11 carry in their minds and is, therefore, difficult to access).

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Knowledge Management System (KM System)' is a system for managing knowledge in organizations, supporting creation, capture, storage and dissemination of expertise and knowledge. The idea of a KM system is to enable employees to have access to the organization's knowledge of facts, sources of information, and solutions. For example, an engineer could know the metallurgical composition of an alloy that reduces sound in gear systems. Sharing this organization wide can lead to more effective engine design and it could also lead to ideas for new or improved equipment. A KM system could be any of the following: 1. Document based i.e. any technology that permits creation/management/sharing of formatted documents such as Oracle Notes, Web, RDBMS etc 2. Based on AI technologies which use a customized 12 representation scheme to represent the problem domain.

Knowledge Management System (KMS) Best Practices Procedures and processes that are widely accepted as being among the most effective and/or efficient Primary Objective How to recognize, generate, store, share, manage this tacit knowledge (Best Practices) for deployment and use Technology Generally not a single technology but instead a collection of tools that include communication technologies (e.g. e-mail, groupware, instant messaging), and information storage and retrieval systems (e.g. database management system) to meet the Primary Objective 13

Benefits of KMS 1. Sharing of valuable organizational knowledge. 2. Avoids re-inventing the wheel, reduces redundant work. 3. Reduces training time for new employees 4. Frees the experts 5. Shortest product development time 6. Enhanced innovation (newness) and creativity

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Challenges of KMS 

Getting employee buy-in

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Focusing too much on technology

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Forgetting the goal

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Dealing with knowledge overload and obsolescence (Loss in value due to reduced desirability and usefulness of a structure because it has become old fashioned and not in keeping with modern needs)

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