Data Management Basics

8/4/2019 Data Management Basics

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Data Management Basics

Government of IndiaMinistry of Communication & Information Technology

Department of Information Technology

National Informatics Centre

Training Division, New Delhi



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Lecture Plan

? Data Vs. Information

? Classification of Information Systems

? Components of Management Information

Systems

? Real World Information Flow Requirements

? Issues Associated with complexity of Information Management

? What is a Data bank / Databse

? Identification of a Database application



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Data Vs Information? Data

Raw facts and figures recorded without immediate

intent to retrieve for decision making? Information

Data which is retrieved, processes or otherwise usedfor informative purpose

? KnowledgeInformation that is processed to extract critical

organizational functions behavior, and has high value



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Definition of an

Information System Any System which

- collects

- processes

- stores

- analyzes

- disseminatesInformation to meet a specific purpose



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Fundamental components & Characteristics

of Information System

Management

Control

Input

(Data)Processing Output

(Information)

FeedbackControl

System Boundary

Environment ( Other Systems)



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Levels of Information

System

Functional views? Departmental

? Divisional

? Enterprise Wide

? Inter organizational

Decision Support views? Operational planning View

? Manager’s view for controlling processes

?

Strategic planning view



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Classif icat ion of I nformat ion

Systems

Information

Systems

Operation

Information

Systems

Management

Information

Systems

Transaction

Processing

Systems

Process

Control

Systems

Office

Automation

Systems

Information

Reporting

Systems

Decision

support

systems

Executive

information

systems



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Classif icat ion of I nformat ion

Systems

Information

Systems

Operation

Information

Systems

Management

Information

Systems

Transaction

Processing

Systems

Process

Control

Systems

Office

Automation

Systems

Information

Reporting

Systems

Decision

support

systems

Executive

information

systems



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Management Information System : An Overview

Knowledge

bank

Decision

Enabling

System

Tools

Top

Middle

Operational

C

a

s

e

R

e

R

Transaction

Processing

Data

Bank

Data Collection

Data Entry (Online/ Offline)

Editing

Processing

(Online/Batch)

Files Management

Reports / Queries

Raw Data

ste

m

Data

Processing

System

Information

Reporting

System

Garbage in is

Garbage Out

Exceptional

Summary

Detailed

Policies

Job Execution

Operational

Warehouse

Transactional Analytic

EIS

DSS



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Real World Data Management Requirements

Corporate Headqu arters

Branch

Office 1

Branch

Office n

Branch

Office 2

Dept 1 Dept 1Dept 2 Dept 2DataBank

Data

Bank

Appln. 1

Data

Bank

Data

Bank

Appln. 2

Data

Bank



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Complexity of Data Management

? Assessment of informationrequirements of end users in one go isdifficult

? There is need to have balance betweendata transparency and data security

? Well designed systems are required tofilter garbage –in to ensure garbagefree output



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What is a Databank

( database)

? It is a place, where data about thetransactions associated with activitiesare stored for later retrieval.

? The data can be:

- Structured

- Unstructured



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Few Examples:

Structured Data - Payroll data

- Inventory Data

- Library Information dataUnstructured data

- Technical Reports

- Correspondence

- Descriptive data in the form of text etc..

Note: More that 90% data is unstructured in anorganization



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How Computer can help in

creating a Databank For Structured Data

? Tables in MS Word

? Spreadsheet tables

? Specialized Tools fordata management for

Data entry, updating,storage, retrieval,analysis etc

For Unstructured Data

? Text files

? Features of hyper

linking relevant files /text data

?

Tools for text based /keyword basedsearching etc.



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Identification of data

management applications? Module II of Utilization of IT Tools in

Government will be mainly focusing on Data

Planning & Management Issues.

? During the one month gap, participantsshould explore the capabilities of IT Tools

covered in module I, with respect to dataManagement in their respective departments.… cont



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What participants are required

to do? They should identify Data management requirements

of their section / department, and prepare a report

indicating, how presently it is being managed.? Participants should also prepare a report on their

vision about Information System in their department

/ organization

? Also, participants should come prepared with a smallapplication related to data management, which theycan develop as a project work in 2nd module



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The format for identification of database

application for structured data

? Name of the application

? Brief Description? List of various reports expected from the

application

? List of various agencies, who receive reports

? List of agencies, who supply input data? Can MS Excel meet the requirement, if no, why?



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Thank You… .

For further information and suggestions please contact

Training Division

National Informatics CentreA-block, CGO Complex

Lodhi Road, New Delhi-110003

E-mail:[email protected]

Website: http://training.nic.in

Data Management Basics

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