LESSON 6: Foundations of Business Intelligence: Traditional File Processing

Databases and Information Management

What are the problems of managing data resources in a

traditional file environment?
Data Redundancy and Inconsistency
An effective information system provides users
Data redundancy is the presence of duplicate
with accurate, timely, and relevant information. Accurate
data in multiple data files so that the same data are
information is free of errors. Information is timely when
stored in more than one place or location. Data
it is available to decision makers when it is needed.
redundancy occurs when different groups in an
Information is relevant when it is useful and appropriate
organization independently collect the same piece of
for the types of work and decisions that require it.
data and store it independently of each other. Data
File Organizations Terms and Concepts redundancy wastes storage resources and leads to data
inconsistency.
A computer system organizes data in a hierarchy
that starts with bits and bytes and progresses to fields, Program-Data Dependence
records, files, and databases.
Program-data dependence refers to the coupling
Bit: represents the smallest unit of data a computer can of data stored in files and the specific programs required
handle to update and maintain those files such that changes in
programs require changes to the data. Every traditional
Byte: group of bits, called a byte, represents a single computer program has to describe the location and
character, which can be a letter, a number, or another
nature of the data with which it works. In a traditional file
symbol environment, any change in a software program could
Field: A grouping of characters into a word, a group of require a change in the data accessed by that program.
words, or a complete number (such as a person’s name Lack of Flexibility
or age)
A traditional file system can deliver routine
File: A group of related fields, such as the student’s name, scheduled reports after extensive programming efforts,
the course taken, the date, and the grade, comprises a
but it cannot deliver ad hoc reports or respond to
record; a group of records of the same type unanticipated information requirements in a timely
fashion. The information required by ad hoc requests is
somewhere in the system but may be too expensive to
retrieve.

Poor Security

Management might have no way of knowing who

is accessing or even making changes to the organization’s
data.

Lack of Data Sharing and Availability

Information cannot flow freely across different

functional areas or different parts of the organization. If
users find different values for the same piece of
information in two different systems, they may not want
to use these systems because they cannot trust the
accuracy of their data.
What are the major capabilities of database LESSON 7: Dashboard Analytics
management systems (DBMS), and why is a relational
Dashboard Analytics: art and science of transforming
DBMS so powerful?
raw data into meaningful insights through visual
Database technology cuts through many of the representation. Dashboards help in monitoring key
problems of traditional file organization. A more rigorous performance indicators (KPIs), tracking trends, and
definition of a database is a collection of data organized making data-driven decisions.
to serve many applications efficiently by centralizing the
Understanding Your Audience
data and controlling redundant data. Rather than storing
data in separate files for each application, data appear to 1. Identify who will be using the dashboard.
users as being stored in only one location. A single 2. Tailor your visuals and insights to meet the
database services multiple application. For example, specific needs of your audience.
instead of a corporation storing employee data in
separate information systems and separate files for Selecting Key Metrics
personnel, payroll, and benefits, the corporation could 1. Determine the critical metrics that align with
create a single common human resources database (see your business goals.
Figure 6.3). 2. Focus on a few key metrics rather than
overwhelming the dashboard with too much
Human Resources Database
information.

Choosing the Right Visualizations

1. Match the type of visualization to the nature of

your data (bar charts, line graphs etc.)
2. Use color strategically to highlight important
information and trends.

Ensuring Data Accuracy

1. Double-check your data sources and ensure data

integrity.
2. Implement validation processes to catch errors
Database Management Systems early on.

A database management system (DBMS) is

software that enables an organization to centralize data, Creating a User-Friendly Layout
manage it efficiently, and provide access to the stored 1. Organize your dashboard logically for easy
data by application programs. The DBMS acts as an navigation.
interface between application programs and the physical 2. Prioritize information based on its importance.
data files.

Using traditional data files, the programmer Implementing Interactivity

would have to specify the size and format of each data
1. Include interactive elements like filters and drill-
element used in the program and then tell the computer
down options.
where they were located.
2. Allows users to customize their view for a more
How a DBMS Solves the Problems of the Traditional personalized experience.
File Environment

A DBMS reduces data redundancy and Telling a Story with Data

inconsistency by minimizing isolated files in which the 1. Arrange your visuals to tell a coherent and
same data are repeated. The DBMS may not enable the compelling story.
organization to eliminate data redundancy entirely, but it 2. Provide context and background information to
can help control redundancy. Even if the organization guide users through the data.
maintains some redundant data, using a DBMS
eliminates data inconsistency because the DBMS can
Ensuring Responsiveness
help the organization ensure that every occurrence of
redundant data has the same values. The DBMS 1. Design dashboards that are responsive to
uncouples programs and data, enabling data to stand on different devices (desktop, tablet, mobile).
their own. 2. Test the dashboard on various screen sizes to
ensure a seamless experience.
 LESSON 8: Evaluating MIS Software and Providers b. Involve key stakeholders in the
evaluation process to ensure buy-in and
Selecting the right Management Information adoption.
System (MIS) software is crucial for any organization. It
can significantly impact operational efficiency, decision- Strengths and Weaknesses of Evaluation Methods
making capabilities, and overall success. However, with
numerous software options and providers available,
choosing the most suitable one can be overwhelming.
This handout will equip you with the knowledge and tools
to evaluate MIS software and providers effectively.

Key Criteria for Evaluating MIS Software:

Functionality: Does the software offer the features and

modules needed to meet your specific business
requirements?

Usability: Is the interface user-friendly and intuitive for Developing an Evaluation Plan
both technical and non-technical users? 1. Define your business requirements and
objectives for implementing an MIS system.
Scalability: Can the software accommodate future
2. Determine your budget and timeline for the
growth and changes in your business needs?
evaluation process.
Integration: Can the software integrate seamlessly with 3. Identify the stakeholders involved in the
your existing systems and applications? evaluation and decision-making process.
4. Select the appropriate evaluation methods
Security: Does the software meet your security based on your needs and resources.
requirements and protect sensitive data? 5. Develop a scoring system to compare different
software options.
Support: Does the provider offer comprehensive support 6. Document your findings and recommendations
services, including training, troubleshooting, and for the final decisions.
maintenance?

Cost: Is the software within your budget, does it offer a LESSON 9: Management Information Systems in
good return on investment? Specialized Industries
Evaluation Methods Healthcare
1. Vendor Evaluation • Electronic Health Records (EHRs): Secure
a. Research the vendor's storage and access to patient data, streamlining
reputation, experience, and customer diagnoses, treatment plans, and communication.
satisfaction ratings.
b. Request information about the vendor's • Telemedicine: Virtual consultations improve
development roadmap, support patient access to care, especially in remote areas.
services, and pricing models.
c. Schedule a demo to see the software in • Medical Decision Support Systems
action and ask questions directly to the (MDSS): Data-driven insights assist healthcare
vendor. professionals in diagnosis and treatment
2. Software Evaluation decisions.
a. Analyze the software's features and
functionalities in detail. • Precision Medicine: Personalized medicine
b. Test the software's usability and based on individual genetic and biological data.
performance on your own systems. Finance
c. Compare different software options
using a weighted scoring system. • Trading Platforms: Real-time financial data and
3. Benchmarking analysis drives informed investment decisions.
a. Compare the software's performance • Fraud Detection and Prevention: Advanced
and capabilities against industry algorithms identify and mitigate financial crimes.
standards and best practices. • Risk-management: Data-driven models assess
b. Identify areas where the software excels and manage financial risks for insurance
or falls short compared to its companies and banks.
competitors. • Blockchain Technology: Secure and transparent
4. User Input financial transactions in areas like
a. Gather feedback from potential users cryptocurrency and crowdfunding.
about their needs and preferences.
Education Cloud Computing: Cloud computing is rebounding and
continues to be an area in which organizations are
• Learning Management Systems: Online
making significant investments. It offers a convenient
platforms for course delivery, assessments, and
option for data storage and allows businesses to
student engagement.
determine levels of access for their team members,
• Adaptive Learning: AI-powered platforms
personalize learning paths based on individual providing employees with appropriate levels of access to
progress. do their jobs no matter where they are.
• Virtual Reality (VR) and Augmented Reality (AR): Big Data: The term "big data" refers to data that is so
Immersive learning experiences enhance
large, fast, or complex that it's difficult or impossible to
knowledge retention and engagement.
process using traditional methods. IT professionals build
• Data Analytics for Educational Insights: Track
sophisticated tools, often using artificial intelligence, to
student performance, identify improvement
areas, and personalize learning approaches. examine and analyze big data. (ex. Facebook, twitter)

Virtual and Augmented Reality: These technologies have

Navigating Regulatory Landscape applications in many industries, including MIS. They can
be used to create immersive environments for training,
• HIPAA (Health Insurance Portability and collaboration, and decision-making.
Accountability Act): Protects patient data
privacy and security. Impact of AI, Automation, and Machine Learning on MIS
• FINRA (Financial Industry Regulatory Authority):
 Data Quality: AI and machine learning
Regulates financial professionals and firms.
algorithms can be used to automatically classify
• FERFA (Family Educational Rights and Privacy
and categorize data, identify patterns and
Act): Protects student privacy in educational
data. anomalies, and generate reports in real-time.
This can help organizations scale their MIS
systems without adding additional staff or
MIS fosters efficiency and effectiveness in every sector increasing the workload on existing staff.
Healthcare: Improved patient care coordination reduced  Automation: AI and machine learning can
medical errors, and optimized resource allocation. automate repetitive or routine tasks, such as
Finance: Faster transactions streamlined financial data entry, reporting, and scheduling, and free
processes, and better risk management. up time for more complex or creative tasks

Education: Personalized learning, improved learning  Streamlined Workflows: AI and machine

outcomes, and increased student engagement. learning can integrate data from different
systems, platforms, and devices, providing a
single source of truth and facilitating
collaboration among maintenance staff,
Career Opportunities Await:
managers, and stakeholders.
• Healthcare IT: Develop and implement
Evolving Role of the CIO and IT Professionals
healthcare IT solutions, manage EHRs, and
analyze medical data. Strategic Partnership: CIOs are increasingly expected to
be strategic partners to other C-suite executives, aligning
• FinTech: Design and manage financial
the plans and operations of the information systems with
applications, build trading platforms, and analyze
the strategic goals of the organization.
financial data.
Tech-Savvy Leadership: As new technologies emerge and
• EdTech: Develop educational software, manage
digital transformation accelerates, CIOs have had to
LMS platforms, and analyze educational data.
develop skills that go beyond traditional technology
management, such as data analytics, cloud computing,
and artificial intelligence.
LESSON 10: Future Trends in Management Information
Systems: Embracing the Dawn of Intelligent Business Lifelong Learning: The rapid pace of technological
advancements requires IT professionals to continuously
update their skills and knowledge to stay relevant in the
Artificial Intelligence Advancements: AI is making field of MIS.
significant contributions in various industries, including
the management of information systems. AI can be
implemented using various techniques, such as rule-
based systems, expert systems, and machine learning, to
automate repetitive or routine tasks and streamline
workflows.