Hris Chap 2 444c2d
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Chapter 2 Database Concepts and Applications in HRIS
Chapter Outlines
Concept of Data, Information and Knowledge
Database and Database Management System(DBMS)
Relational DBMS, Data Sharing
Key Relational Database Terminology
Introduction to MS Access
Data Warehouses, BI and Data Mining Database Concepts and Applications in HRIS
2
DATA, INFORMATION AND KNOWLEDGE
Data represents the facts of transection (event of Consequences) that occur on a daily basis. Its is the lifeblood of an organization. Information is the Interpretation of Data. Addition work is needed to turn data into information.
Knowledge is Information that has been given Meaning. Consists of procedure to use data and information to make decision and conduct business. More than what and why , knowledge is about how. Database Concepts and Applications in HRIS
3
DATA, INFORMATION AND KNOWLEDGE Data
Information
Knowledge
HR Professionals use Data and Information about Employees and Jobs to Make Strategic HR Recommendations and Decisions. In the HR function, data about employees and jobs are the foundation of most of the information that is critical to analyzing and making HR decisions. Kowledge constitutes knowing what information is needed from a database and how to use it to achieve HR objectives. Database Concepts and Applications in HRIS
4
DATABASE
A database is a set of organized, permanent, self-
descriptive store of interrelated data items that can be processed by one or more business process. An assortment of data that is organized to be easily accessed, managed and updated, and range from relational databases to cloud databases. a comprehensive collection of related data organized for convenient access, generally in a computer. also called electronic database, any collection of data, or information, that is specially organized for rapid search and retrieval by a computer. It consists of table(s). 5 Database Concepts and Applications in HRIS
DATABASE MANAGEMENT SYSTEMS (DBMS)
Set of Software Applications Combined with a Database Enables Effective Management of Data Electronically
Identifying the Data necessary to make HR Decisions Defining the Characteristics of that Data (e.g., Number Data vs. Character Data), Organizing those Data to promote data quality and accessibility Restricting Access to the Data Database Concepts and Applications in HRIS
6
DATABASE, DBMS, AND BUSINESS APPLICATIONS Payroll program
Payroll data Recruitment data
Database management system
Workplace profiles data
Workplace program Performance Program
Performance data
Database
Recruitment program
Interface
Application Programs
s
Database Concepts and Applications in HRIS
7
EARLY FILE STRUCTURES
File-oriented Data Structures Record structure matches manual forms and procedures. Separate files are created, stored and maintained for each particular problem or application Problems with File-Oriented Data Structures Multiple files result in data redundancy and inconsistency Poor data control: Access to file gives a person access to all data in the file Inadequate data manipulation Excessive programming effort Database Concepts and Applications in HRIS
8
HIERARCHICAL AND NETWORK DBMS Figure 2.2 Hierarchical Structure
Network Structure
Dept 1
Dept 1 Project 1
Employee 1
Project 2 Employee 2
Project 1
Dept 2 Project 2
employee 1
Project 3
employee 2
Database Concepts and Applications in HRIS
9
RELATIONAL DATABASE MODEL
Relational Model - the overall purpose of the relational model is to describe data using a standard tabular format. All data elements are placed in twodimensional tables, called relations.
Database Concepts and Applications in HRIS
10
RELATIONAL DBMS
Retrieval of data from different tables based on Logical Relationship built into table structures for sharing purpose Hierarchical Database Model
A database model which the data is organized in a topdown or inverted tree-like structure.
Network Database Model
An extension of the hierarchical model or tree model. Instead of having only levels of one-to-many relationships, the network model is an owner-member relationship in which a member may have many owners. Database Concepts and Applications in HRIS
11
RELATIONAL DBMS: DATA SHARING
Data sharing between Different Functions
Data sharing between Different Levels
Data sharing between Different Locations
Database Concepts and Applications in HRIS
12
RELATIONAL DBMS: DATA SHARING
Data Sharing Between Different Functions Relational database technology increased the feasibility and popularity of integrated business application. Because,
They facilitate data integration across different functions and this fuctions can help own data as well as other data. It helps HR department to maintain its database and also get access to the cost information from the ing departments database.
These integrated applications used in large organizations are reffered to as Enterprise Resource Planning(ERP) business applications. Database Concepts and Applications in HRIS
13
RELATIONAL DBMS: DATA SHARING
ERP modules are integrated, primarily through a common set of definitions and a common database. ERP modules carry out the most common business functions. This function includes:
HR functions General ledger s payable, s receivable, Order management Inventory control and
Customer relationship management.
Database Concepts and Applications in HRIS
14
RELATIONAL DBMS: DATA SHARING
Data Sharing between Different Levels
Three Levels: Operational Employees, Managers, Executives Three Types of Software Systems: Transformational Transaction Processing System (TPS) Management Reporting System(MRS) Traditional Decision System (DSS) (Hansen & Hansen, 1996) Transactional
Database Concepts and Applications in HRIS
15
RELATIONAL DBMS: DATA SHARING
Main Activities of 3 Different Levels: 1.
2.
3.
Transaction processing systems update employees work, history, attendance and work hours. Summary data generated from daily operational data helps to evaluate employees work. Executives rely on aggregated level data to evaluate trends and to develop business strategies.
For this three different types of activities three types software system are being used.
Database Concepts and Applications in HRIS
16
RELATIONAL DBMS: DATA SHARING
Data Sharing between Different Locations
Two issues arise when data are shared across wide geographic locations. These are (1) managing the day/time of a transaction (but , DBMS like Oracle, MS SQL Server and IBM DB2 addressed the issue)
(2) determining where to store the various components of the business application, DBMS, and database. In today’s global environment with high-speed data networks, N-tier architectures exist with databases and applications being distributed among many different computers around the world. Database Concepts and Applications in HRIS
17
KEY RELATIONAL DATABASE TERMINOLOGY
Entities are things such as employees, jobs, promotion transactions, positions in a company, and so on.
They include both physical things such as desks and conceptual things such as bank s. A company must analyze its business operations and identify all the entities that it believes are important.
A attribute is a characteristic of an entity. For example, an employee has a name, address, phone number, education, and so on. Attributes also have characteristics such as the type of data (e.g., date, number, or character) and size (e.g., number of characters or the largest number that can be stored). Database Concepts and Applications in HRIS
18
KEY RELATIONAL DATABASE TERMINOLOGY
Tables are used to store information about entities. One table is created for each entity. Attributes are stored as the columns (also called fields) in the table. Each table in a database contains rows. A row in a table is referred to as a record and represents an ‘instance’ of the entity. Relationships are created by having same attribute in each table with the value of the attribute being the same in each table.
Database Concepts and Applications in HRIS
19
RELATIONAL DATABASE STRUCTURE Figure 2.3
Database Concepts and Applications in HRIS
20
KEY RELATIONAL DATABASE TERMINOLOGY (Cont..)
A primary key uniquely identifies the record. A primary key is a special relational database table column (or combination of columns) designated to uniquely identify all table records.
It must contain a unique value for each row of data. It cannot contain null values. A primary key is either an existing table column or a column that is specifically generated by the database according to a defined sequence
A foreign key is a primary key from one table stored as an attribute of another table. Database Concepts and Applications in HRIS
21
KEY RELATIONAL DATABASE TERMINOLOGY(Cont..)
Query - a question you ask about the data stored in a database.
A select query allows you to ask a question based on one or more tables in a database. An action query performs an action on the table on which it is based. A cross-tab query performs calculations on the values in a field and displays the results in a datasheet. Database Concepts and Applications in HRIS
22
KEY RELATIONAL DATABASE TERMINOLOGY(Cont..) The typical capabilities of queries (Bast, Cygman, Flynn, & Tidwell, 2006):
Display selected fields and records from a table Sort records on one or multiple fields Perform calculations Generate data for forms, reports, and other queries Update data in the tables of a database Find and display data from two or more tables Create new tables Delete records in a table based on one or more criteria
Database Concepts and Applications in HRIS
23
KEY RELATIONAL DATABASE TERMINOLOGY(Cont..)
A form is an object in a database that you can use to enter, maintain, view, and print records in a database in a more structured manner. A report is a formatted presentations of data from a table, multiple tables or queries that is created as a printout or to be viewed on screen. Database Concepts and Applications in HRIS
24
REVIEW – COMPARISON OF DATABASE MODELS
Hierarchical Model Primary Advantage: Processing Efficiency Network Model More Flexible than Hierarchical Models in of Organizing Data Relational Database Model Easier to Control, More Flexible, and More Intuitive; By Far the Most Widely Used Database Concepts and Applications in HRIS
25
MS ACCESS
A relational DBMS Differs from other commercial Database Management Software such as Oracle, DB2, MySQL and Microsoft SQL Integrates both Database Application and DBMS software into one
Handles substantially more Data than Spreadsheet Software Programs Database Concepts and Applications in HRIS
26
MS ACCESS(Cont..)
Can Model Relationships
Designed for relatively small database and assume limited knowledge on database programming (up to 2GB size and 32,768 objects and fewer than 1000 employee) Having following functions:
Allow to create database
Easily add/change/delete records
Built-in Query language and Report generator
Security, control and recovery facilities
Data can be exported to other database application and Spreadsheet program ( Excel, Lotus 123) Database Concepts and Applications in HRIS 27
DEG AN MS ACCESS DATABASE
Determine Needs Identify Data Fields Group Related Fields into Tables Determine each Table’s Primary Key Normalize the Data Determine Relationships
Create Relationships Create Forms Create Queries Create Reports Enter Test Data Test the System Enter or Populate the Database
Database Concepts and Applications in HRIS
28
Benefits of HR database application
Both software products offer wide breadth of functionality and flexibility to import and export from excel to integrate it with other database application, particularly payroll. They provide a centralized relational database with basic transection processing and management reporting system.
They have familiar MS access forms as interfaces.
They allow s to create customize quarries and reports. Database Concepts and Applications in HRIS
29
Others HR database applications According to TechTarget, the top 10 HR database software applications are: HR SourceTM (from MS Access) 1.MySAP ERP HCM(SAP America, Inc.) 2.PeopleSoft Enterprise Human Management (Oracle) 3.Microsoft Dynamics GP Enterprise-Human Resource Management. 4.Lawson Human Capital Management(Lawson) 5. e-Synergy HR Management(Exact Software). 6.Microsoft Dynamics AX Human Resources Management. 7.UltiPro HR(Ultimate Software). 8.Sage Abra HRMS (Sage Abra) 9.Sage MAS 500 Human Resource-Abra HR, Alerts, Attendance & Payroll (Sage) 10.ESP 21 Human Resources (Enterprise Software)
DATA WAREHOUSES, BUSINESS INTELLIGENCE AND DATA MINING
An Organization’s ability to generate Meaningful Information to make Good Decisions is only as good as Its Underlying Database.
HR Metrics are derived from the Organization’s Data Warehouse Business Intelligence aids in the Creation of Data Warehouses Data Mining Identifies Underlying Relationships Database Concepts and Applications in HRIS
31
DATA WAREHOUSES, BUSINESS INTELLIGENCE AND DATA MINING (Cont..) Data Warehouse: is a special type of database that is optimized for reporting and analysis and is the raw material for management's decision s system. Business Intelligence(BI):is a broad category of business applications and technologies for creating data warehouse and for analyzing and providing access to these specialized data to help enterprise s make better business decision. Data Mining: is a process which involves statistical analyze of large data sets to identify recurring relationships. Database Concepts and Applications in HRIS
32
Chapter Summery
Concept of, and difference between, Data, Information and Knowledge
Database, early DBMS, Database Structure and relational DBMS
Three types of Data Sharing : between functional units, mgt levels and dispersed location Key Relational Database Terminology( Entity, attributes, table, fields, records, Form, reports, query) Deg MS Access Data Warehouses, BI and Data Mining Database Concepts and Applications in HRIS
33
Chapter Outlines
Concept of Data, Information and Knowledge
Database and Database Management System(DBMS)
Relational DBMS, Data Sharing
Key Relational Database Terminology
Introduction to MS Access
Data Warehouses, BI and Data Mining Database Concepts and Applications in HRIS
2
DATA, INFORMATION AND KNOWLEDGE
Data represents the facts of transection (event of Consequences) that occur on a daily basis. Its is the lifeblood of an organization. Information is the Interpretation of Data. Addition work is needed to turn data into information.
Knowledge is Information that has been given Meaning. Consists of procedure to use data and information to make decision and conduct business. More than what and why , knowledge is about how. Database Concepts and Applications in HRIS
3
DATA, INFORMATION AND KNOWLEDGE Data
Information
Knowledge
HR Professionals use Data and Information about Employees and Jobs to Make Strategic HR Recommendations and Decisions. In the HR function, data about employees and jobs are the foundation of most of the information that is critical to analyzing and making HR decisions. Kowledge constitutes knowing what information is needed from a database and how to use it to achieve HR objectives. Database Concepts and Applications in HRIS
4
DATABASE
A database is a set of organized, permanent, self-
descriptive store of interrelated data items that can be processed by one or more business process. An assortment of data that is organized to be easily accessed, managed and updated, and range from relational databases to cloud databases. a comprehensive collection of related data organized for convenient access, generally in a computer. also called electronic database, any collection of data, or information, that is specially organized for rapid search and retrieval by a computer. It consists of table(s). 5 Database Concepts and Applications in HRIS
DATABASE MANAGEMENT SYSTEMS (DBMS)
Set of Software Applications Combined with a Database Enables Effective Management of Data Electronically
Identifying the Data necessary to make HR Decisions Defining the Characteristics of that Data (e.g., Number Data vs. Character Data), Organizing those Data to promote data quality and accessibility Restricting Access to the Data Database Concepts and Applications in HRIS
6
DATABASE, DBMS, AND BUSINESS APPLICATIONS Payroll program
Payroll data Recruitment data
Database management system
Workplace profiles data
Workplace program Performance Program
Performance data
Database
Recruitment program
Interface
Application Programs
s
Database Concepts and Applications in HRIS
7
EARLY FILE STRUCTURES
File-oriented Data Structures Record structure matches manual forms and procedures. Separate files are created, stored and maintained for each particular problem or application Problems with File-Oriented Data Structures Multiple files result in data redundancy and inconsistency Poor data control: Access to file gives a person access to all data in the file Inadequate data manipulation Excessive programming effort Database Concepts and Applications in HRIS
8
HIERARCHICAL AND NETWORK DBMS Figure 2.2 Hierarchical Structure
Network Structure
Dept 1
Dept 1 Project 1
Employee 1
Project 2 Employee 2
Project 1
Dept 2 Project 2
employee 1
Project 3
employee 2
Database Concepts and Applications in HRIS
9
RELATIONAL DATABASE MODEL
Relational Model - the overall purpose of the relational model is to describe data using a standard tabular format. All data elements are placed in twodimensional tables, called relations.
Database Concepts and Applications in HRIS
10
RELATIONAL DBMS
Retrieval of data from different tables based on Logical Relationship built into table structures for sharing purpose Hierarchical Database Model
A database model which the data is organized in a topdown or inverted tree-like structure.
Network Database Model
An extension of the hierarchical model or tree model. Instead of having only levels of one-to-many relationships, the network model is an owner-member relationship in which a member may have many owners. Database Concepts and Applications in HRIS
11
RELATIONAL DBMS: DATA SHARING
Data sharing between Different Functions
Data sharing between Different Levels
Data sharing between Different Locations
Database Concepts and Applications in HRIS
12
RELATIONAL DBMS: DATA SHARING
Data Sharing Between Different Functions Relational database technology increased the feasibility and popularity of integrated business application. Because,
They facilitate data integration across different functions and this fuctions can help own data as well as other data. It helps HR department to maintain its database and also get access to the cost information from the ing departments database.
These integrated applications used in large organizations are reffered to as Enterprise Resource Planning(ERP) business applications. Database Concepts and Applications in HRIS
13
RELATIONAL DBMS: DATA SHARING
ERP modules are integrated, primarily through a common set of definitions and a common database. ERP modules carry out the most common business functions. This function includes:
HR functions General ledger s payable, s receivable, Order management Inventory control and
Customer relationship management.
Database Concepts and Applications in HRIS
14
RELATIONAL DBMS: DATA SHARING
Data Sharing between Different Levels
Three Levels: Operational Employees, Managers, Executives Three Types of Software Systems: Transformational Transaction Processing System (TPS) Management Reporting System(MRS) Traditional Decision System (DSS) (Hansen & Hansen, 1996) Transactional
Database Concepts and Applications in HRIS
15
RELATIONAL DBMS: DATA SHARING
Main Activities of 3 Different Levels: 1.
2.
3.
Transaction processing systems update employees work, history, attendance and work hours. Summary data generated from daily operational data helps to evaluate employees work. Executives rely on aggregated level data to evaluate trends and to develop business strategies.
For this three different types of activities three types software system are being used.
Database Concepts and Applications in HRIS
16
RELATIONAL DBMS: DATA SHARING
Data Sharing between Different Locations
Two issues arise when data are shared across wide geographic locations. These are (1) managing the day/time of a transaction (but , DBMS like Oracle, MS SQL Server and IBM DB2 addressed the issue)
(2) determining where to store the various components of the business application, DBMS, and database. In today’s global environment with high-speed data networks, N-tier architectures exist with databases and applications being distributed among many different computers around the world. Database Concepts and Applications in HRIS
17
KEY RELATIONAL DATABASE TERMINOLOGY
Entities are things such as employees, jobs, promotion transactions, positions in a company, and so on.
They include both physical things such as desks and conceptual things such as bank s. A company must analyze its business operations and identify all the entities that it believes are important.
A attribute is a characteristic of an entity. For example, an employee has a name, address, phone number, education, and so on. Attributes also have characteristics such as the type of data (e.g., date, number, or character) and size (e.g., number of characters or the largest number that can be stored). Database Concepts and Applications in HRIS
18
KEY RELATIONAL DATABASE TERMINOLOGY
Tables are used to store information about entities. One table is created for each entity. Attributes are stored as the columns (also called fields) in the table. Each table in a database contains rows. A row in a table is referred to as a record and represents an ‘instance’ of the entity. Relationships are created by having same attribute in each table with the value of the attribute being the same in each table.
Database Concepts and Applications in HRIS
19
RELATIONAL DATABASE STRUCTURE Figure 2.3
Database Concepts and Applications in HRIS
20
KEY RELATIONAL DATABASE TERMINOLOGY (Cont..)
A primary key uniquely identifies the record. A primary key is a special relational database table column (or combination of columns) designated to uniquely identify all table records.
It must contain a unique value for each row of data. It cannot contain null values. A primary key is either an existing table column or a column that is specifically generated by the database according to a defined sequence
A foreign key is a primary key from one table stored as an attribute of another table. Database Concepts and Applications in HRIS
21
KEY RELATIONAL DATABASE TERMINOLOGY(Cont..)
Query - a question you ask about the data stored in a database.
A select query allows you to ask a question based on one or more tables in a database. An action query performs an action on the table on which it is based. A cross-tab query performs calculations on the values in a field and displays the results in a datasheet. Database Concepts and Applications in HRIS
22
KEY RELATIONAL DATABASE TERMINOLOGY(Cont..) The typical capabilities of queries (Bast, Cygman, Flynn, & Tidwell, 2006):
Display selected fields and records from a table Sort records on one or multiple fields Perform calculations Generate data for forms, reports, and other queries Update data in the tables of a database Find and display data from two or more tables Create new tables Delete records in a table based on one or more criteria
Database Concepts and Applications in HRIS
23
KEY RELATIONAL DATABASE TERMINOLOGY(Cont..)
A form is an object in a database that you can use to enter, maintain, view, and print records in a database in a more structured manner. A report is a formatted presentations of data from a table, multiple tables or queries that is created as a printout or to be viewed on screen. Database Concepts and Applications in HRIS
24
REVIEW – COMPARISON OF DATABASE MODELS
Hierarchical Model Primary Advantage: Processing Efficiency Network Model More Flexible than Hierarchical Models in of Organizing Data Relational Database Model Easier to Control, More Flexible, and More Intuitive; By Far the Most Widely Used Database Concepts and Applications in HRIS
25
MS ACCESS
A relational DBMS Differs from other commercial Database Management Software such as Oracle, DB2, MySQL and Microsoft SQL Integrates both Database Application and DBMS software into one
Handles substantially more Data than Spreadsheet Software Programs Database Concepts and Applications in HRIS
26
MS ACCESS(Cont..)
Can Model Relationships
Designed for relatively small database and assume limited knowledge on database programming (up to 2GB size and 32,768 objects and fewer than 1000 employee) Having following functions:
Allow to create database
Easily add/change/delete records
Built-in Query language and Report generator
Security, control and recovery facilities
Data can be exported to other database application and Spreadsheet program ( Excel, Lotus 123) Database Concepts and Applications in HRIS 27
DEG AN MS ACCESS DATABASE
Determine Needs Identify Data Fields Group Related Fields into Tables Determine each Table’s Primary Key Normalize the Data Determine Relationships
Create Relationships Create Forms Create Queries Create Reports Enter Test Data Test the System Enter or Populate the Database
Database Concepts and Applications in HRIS
28
Benefits of HR database application
Both software products offer wide breadth of functionality and flexibility to import and export from excel to integrate it with other database application, particularly payroll. They provide a centralized relational database with basic transection processing and management reporting system.
They have familiar MS access forms as interfaces.
They allow s to create customize quarries and reports. Database Concepts and Applications in HRIS
29
Others HR database applications According to TechTarget, the top 10 HR database software applications are: HR SourceTM (from MS Access) 1.MySAP ERP HCM(SAP America, Inc.) 2.PeopleSoft Enterprise Human Management (Oracle) 3.Microsoft Dynamics GP Enterprise-Human Resource Management. 4.Lawson Human Capital Management(Lawson) 5. e-Synergy HR Management(Exact Software). 6.Microsoft Dynamics AX Human Resources Management. 7.UltiPro HR(Ultimate Software). 8.Sage Abra HRMS (Sage Abra) 9.Sage MAS 500 Human Resource-Abra HR, Alerts, Attendance & Payroll (Sage) 10.ESP 21 Human Resources (Enterprise Software)
DATA WAREHOUSES, BUSINESS INTELLIGENCE AND DATA MINING
An Organization’s ability to generate Meaningful Information to make Good Decisions is only as good as Its Underlying Database.
HR Metrics are derived from the Organization’s Data Warehouse Business Intelligence aids in the Creation of Data Warehouses Data Mining Identifies Underlying Relationships Database Concepts and Applications in HRIS
31
DATA WAREHOUSES, BUSINESS INTELLIGENCE AND DATA MINING (Cont..) Data Warehouse: is a special type of database that is optimized for reporting and analysis and is the raw material for management's decision s system. Business Intelligence(BI):is a broad category of business applications and technologies for creating data warehouse and for analyzing and providing access to these specialized data to help enterprise s make better business decision. Data Mining: is a process which involves statistical analyze of large data sets to identify recurring relationships. Database Concepts and Applications in HRIS
32
Chapter Summery
Concept of, and difference between, Data, Information and Knowledge
Database, early DBMS, Database Structure and relational DBMS
Three types of Data Sharing : between functional units, mgt levels and dispersed location Key Relational Database Terminology( Entity, attributes, table, fields, records, Form, reports, query) Deg MS Access Data Warehouses, BI and Data Mining Database Concepts and Applications in HRIS
33
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