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

2
Database Concepts and Applications in HRIS
 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.
3
Database Concepts and Applications in HRIS
 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.
4
Database Concepts and Applications in HRIS
 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
6
Database Concepts and Applications in HRIS
 DATABASE, DBMS, AND BUSINESS
APPLICATIONS
Payroll
program

Recruitment
Payroll
data
program
Database
Recruitment management
data system Workplace
Workplace program
profiles
data

Performance Performance
data Program

Application Users
Database Interface
Programs

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 Dept
Dept 1
1 2

Project Project Project Project Project

1 2 1 2 3

Employee Employee
1 2 employee 1 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 two-
dimensional 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 top-
down 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 accounting 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
Accounts payable,
Accounts 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:
Transaction Processing System (TPS) Transformational

Management Reporting System(MRS)

Traditional
Decision Support System (DSS)

(Hansen & Hansen, 1996)

Transactional

Database Concepts and Applications in HRIS 15

 RELATIONAL DBMS: DATA SHARING
Main Activities of 3 Different Levels:
1. Transaction processing systems update employees work,
history, attendance and work hours.
2. Summary data generated from daily operational data helps to
evaluate employees work.
3. 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 todays 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 accounts.
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

terms 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
 DESIGNING AN MS ACCESS
DATABASE
Determine User Needs Create Relationships
Identify Data Fields Create Forms
Group Related Fields Create Queries
into Tables Create Reports
Determine each Tables Enter Test Data
Primary Key Test the System
Normalize the Data Enter or Populate the
Determine Relationships 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 user interfaces.

They allow users 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 Organizations ability to generate

Meaningful Information to make Good
Decisions is only as good as Its Underlying
Database.
HR Metrics are derived from the Organizations
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 supports 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 users 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)

Designing MS Access

Data Warehouses, BI and Data Mining 33

Database Concepts and Applications in HRIS