Information Management Lecture 1 + 2 Introduction + Information Process

Prof. Dr. Adrian Paschke Poznan University of Economics Department of Information Systems http://kie.ue.poznan.pl/en

Corporate Semantic Web (AG-CSW) Institute for Computer Science, Freie Universitaet Berlin paschke@inf.fu-berlin.de http://www.inf.fu-berlin.de/groups/ag-csw/

About the instructor

Professor of Corporate Semantic Web at Freie Universitaet Berlin, Germany Associate Professor at Poznan University of Economics Contact:
eMail: paschke@inf.fu-berlin.de

Logistics
Lecture
Thursday every two weeks, starting at 28. Feb.

Exercise Labs
Practical exercises from time to time

Exam
Moodle based test at the end of the semester This is a graduate course; the exam will cover materials presented in class, not just whats on the slides + additional knowledge from the recommended learning resources.

Learning Goal
The overall learning goal of the course is an indepth understanding of the interplay of
information research, management science applied computer science with focus on information technologies the underlying social and technical processes, and their implications for business and management.

Chapters/Topics
1. Introduction 2. Information process in an company 3. Methods and languages to formalize information 4. Organization of information resources 5. Managing workgroups, collaborative work 6. External information sources 7. Information integration 8. Managing quality 9. Chief information officer tasks 10. Technological aspects of information management 11. Financial aspects of IT projects Cost estimation

Learning Resources
All slides will be put on-line in Moodle Additional learning resources will be recommended on the last slide of each lecture

Overview Todays Lecture 1 and 2

Introduction Concepts and their Relations Information Representation Information Management Chain Summary

Introduction

Complex Working Environment requires different Heterogeneous Information and Knowledge

Processes

Customers / External Partners

Documents
Colleagues

Organisational Structures Law

Communities

Information and Knowledge in Enterprise Applications

Customer Portals Call Center
Knowledge

Front Office

E-Commerce

SRM ERP ITSM

Content / Information Data

CRM

SCM BPM

DBMS

CSCW

Back Office

Information and Knowledge supports knowledge-intensive Business Processes

BPM
Business Processes Workflows BPM Workflow BPM Knowledge BPM

Events/Actions &
Process Context

Workflow Semantik Relations & Interpretati on

Knowledge Management:

Information Sources:
Literature Contents

Colleagues

Databases Experts Product

Information Content

Collaboration and Complexity

Need for Information
Task Complexity
Low High

Need for Collaboration

High Low

Process Complexity

Management Information Systems in Organization

Tactical Management Dimensions Operational

Strategic Mgt. Tactical Management

Business Operations

Operations, Tactics,Strategy
Examples:
Sector Production Operations Machine settings Worker schedules Maintenance sch. Categorize assets Assign expenses Produce reports Reward salespeople Survey customers Monitor promotions Tactics Rearrange work area Schedule new products Change inventory method Inventory valuation Depreciation method Finance short/long term Determine pricing Promotional campaigns Select marketing media Strategy New factory New products New industry New GL system Debt vs. equity International taxes Monitor competitors New products New markets

Accounting

Marketing

Decision Levels
Decision Level Strategic Description Competitive advantage, become a market leader. Long-term outlook. Improving operations without restructuring the company. Day-to-day actions to keep the company functioning. Example New product that will change the industry. New tools to cut costs or improve efficiency. Scheduling employees, ordering supplies. Type of Information External events, rivals, sales, costs quality, trends. Expenses, schedules, sales, models, forecasts. Transactions, accounting, human resource management, inventory.

Tactical

Operations

Concepts and their Relations

Information Management
The management of the systems, activities, and data that allow information to be effectively acquired, stored, processed, accessed, communicated, and archived. Information Management includes the transformation, (re-)organization, analysis, visualization, and presentation of data for specific management and decision-making purposes.
Closely related to and overlapping with the practice of data management

Information, Management Information System and Information Technology

Information
Data that has been put into a meaningful and useful context. Usually to help make a decision.

Information Systems (IS) based on Information Technology (IT)

Management Information System (MIS)

A combination of computers and people that is used to provide information to aid in making decisions and managing a firm.

Components of an Information Management System

Data
Input data that the system uses to produce information

Hardware
Input, output, and storage devices + data communication equipment

Software
Programs that process data, display information and store data and information

Telecommunications
Hardware and software to facilitate electronic data transmission

People
Information systems professionals and information users

Processes
Rules and processes for optimal data processing and information management

Data vs. Information

Data
A given, or fact; a number, a statement, or a picture Represents something in the real world The raw materials in the production of information

Information
Data that have meaning within a context Data in relationships Data after manipulation

Example Data vs. Information

data 95
data representation, e.g. relational DB

information My score on the final exam is 95% knowledge I have passed the exam with excellent mark bdb

data + context + information representation

data / information + meaning interpretation

Data Management
Efficient and reliable means of storage & access to large amounts of data Data storage method must provide:
Data definition (data structuring)
Data entry (to add new data) Data editing (to change existing data) Querying (a means of extracting data by a description) Persistence (data existing beyond a single operation or program invocation)

Production of Information
Computer based information systems take data as raw material, process it, and produce relevant information as output
Input Raw Material Process Production Process Data Processing & Manipulation Output Product

Data

Information

Information Requirements: Useful Data in Context

Relevance
Information must pertain to the problem at hand

Complete
Partial information is often worse than no information

Accurate
Erroneous information may lead to disastrous decisions

Current
Decisions are often based on the latest information available

Economical
In a business context the cost for producing and obtaining information must be considered

Information and its Relations

Competitiveness individual and organizational learning
Skills Knowledge Competence Actions
+ desire + uniqueness

+ right actions

+ domain / application relations

Information
Data
+ semantics

+ connectedness

Signs

+ syntax

data management, information management, knowledge management, process management

Information vs. Knowledge: The Water Analogy

ice
(solid)

water
(liquid)

steam
(aeriform)

Information Information Management

(Applied) Knowledge Knowledge Management

Actions Process Management

Information Hierarchy
Data
The raw material of information

Information
Data organized in a context and presented to/by someone

Knowledge
Information read, heard, or seen, and understood (interpretation, e.g. by machines)

Wisdom
Distilled and integrated knowledge and understanding

Information, Knowledge, Wisdom

Connectedness
Intelligence / Wisdom understanding principles Pragmatics

Knowledge
Understanding patterns Information / Content Understanding relations Data Syntax Understanding

Sematics

Information Representation

Representation Syntax Semantics - Pragmatics

Syntax
about form

Semantics
about meaning

Pragmatics
about use.

Example: Traffic Light Syntax Semantics - Pragmatics

Syntax
green (bottom); yellow; red

Semantics
green = go; ; red = stop

Pragmatics
If red and no traffic then allowed to go

Representation Aspects
Input Representation: Data is collected and entered into a computer in a data representation format.
manually by humans; requires a human computer interface and typically a human friendly input format automatically by machines; requires machine data processing languages

Processing Representation: Data is manipulated into information using mathematical, statistical, and other tools.
requires computational formats which support automated computer processing

Output Representation: Information is displayed or presented.

typically for human consumption; e.g. graphical representation, narrative representation, ...

Storage Representation: Data and information are maintained for later use.
databases and repositories might additionally persist context information, schema information, metadata, semantics data and information interchange typically in a platform-independent format, e.g. XML

Representation Language Layers

Computational Independent Formats
e.g., graphical visualization formats, natural language, information / knowledge modelling languages

Platform Independent Formats

e.g. XML data / information expression languages, Semantic Web knowledge representation/ interchange formats

Platform Specific Formats

e.g. procedural/imperative, relational, object-oriented, declarative platform specific data languages

Information Management Chain

Information Management Chain

Collect Process Analyze

Disseminate

Collection
Identifying information requirements Evaluating existing information Designing a methodology for data collection Implementing a data collection tool / form Testing of the tool / form Tasking agents / services with the data collection roles Facilitating access to databases, repositories, data populations

Processing
Entering, reformatting, and cleaning data Compiling Verifying quality Storing and assessing metadata Semantic interpretation Archiving, back-up, retrieval

Analysis
Recognizing the underlying details of important facts or discovery of relevant patterns (information discovery) Separation of the information into key parts, essential elements, details Identify causes / key factors or features / findings Identify patterns, trends, anomalies, events/situations
Types of analysis, e.g. spatial, temporal, statistical, contextual, event-based, trend-based,

Dissemination
Personalized / Contextualized vs. General Push vs. Pull Synchronous vs. Asynchronous Remote / Distributed vs. Local / Direct Real-time vs. Ex-Post Continous vs. Discrete Electronic vs. Hard / Soft Copy

Summary

Summary
Information = useful data in a context
often a decision context

Information requirements
relevant, complete, accurate, current, economical

Information management
the management of the systems, activities, and data that allow information to be effectively acquired, stored, processed, accessed, communicated, and archived.

Information hierarchy
data, information, knowledge, wisdom

Information representation
different representation aspects and representation layers

Information management chain

collect, process, analyze, disseminate

Questions
What is the difference between data, information, knowledge, and wisdom ? Give an example for each. What is information management and how does it relate to data management and data processing? Describe the five information requirements. What is the difference between syntax, semantics and pragmatics in a (representation) language? Describe the four different representation aspects in information representation. Explain the four typical steps in an information management chain.

 Your Questions ? Further Literature

W. Abramowicz, Filtrowanie informacji. Akademia Ekonomiczna w Poznaniu, Pozna 2008 Wigand, Rolf T., Picot, Arnold and Reichwald, Ralf (1997), Information, Organization and Management: Expanding Markets and Corporate Boundaries, Wiley & Sons K. Laudon, J. Laudon, Management Information Systems, Prentice Hall, 2010 J. Kisielnicki, H. Sroka: Systemy informacyjne biznesu. Informatyka dla zarzdzania. Placet, Warszawa 2005 J. Oleski: Ekonomika informacji. Podstawy. PWE, Warszawa 2001 Rokicka-Broniatowska A. (red.), Wstp do informatyki gospodarczej, wyd. SGH Warszawa, 2004r Maciej Szmit, Informatyka w zarzdzaniu, Wyd. Difin, 2003