Data – An Introduction

By Stacey L. Vernooy

“Creative Sales and Marketing, IT strategies”ACE Management Group

Designed by Stacey L. VernooyPhone: 905-333-5698

ACE_management_group@hotmail.com

The Practical World of Data Address Books, Phone Lists Birthdays Grocery Lists Favourite Websites Christmas Lists Recipe Books Cheque Books Surveys & Contests

The world wasn’t created in a day…BUT

The need to “collect”, learn and adapt is a primary instinct.

The desire to organize, group “like” items and “sort” is a function of knowing what you have, and attempting to understand it.

The ability to communicate and present your analysis is valuable and necessary to evolve.

Applications & Data

Common systems and good planning… Learning from the “inside-out” Learn the process, learn the

“keys” Ask the right questions

Know the “behind the scenes”..

Answering the 5 W’s and the How… When is data available, what frequency? How often are invoices processed ? How is order or client information provided ? What are the steps to create an invoice ? What are the steps to collect from an

invoice ? What summary information is useful ?

Who requires what information and WHY ?

Following the Flow…

At the end of every collection of data is a flow of activity To sort To summarize To share and communicate

Types of Applications…

Human Resources To track employee information

Accounting Customer and accounting data

Marketing Current and historical customer trends

Sales Order entry, customer and inventory

Shipping and Receiving – Inventory

Order entry and inventory

The Systems & the DataEmployee Customer Order Entry Inventory

Human Resources

Accounting X X X

Marketing X

Sales X X X

Shipping & Receiving

Rule of Thumb:

“Any list of information that can be broken into

similar records of structured fields should

probably be maintained in a database”

The database…

Even in simpliest form, a database via Word processor or spreadsheet, takes on the attributes of a table of columns and rows. Rows – the individual records Columns – the data for each record

Each Column… With similar attributes a piece of

data can be : Character or Alpha Numeric Date Currency - $ Boolean – True or False Binary – Pictures, sound or video

Every database needs alittle maintenance…

New information needs to be added Existing information needs to kept current

and up-to-date Historical information that may not be

required by all users needs to be archived.

ADD UPDATE DELETE(ARCHIVE) SAVE

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Sports Teams

Number Last name

First name

Position Birthday

15 Smith Chris Centre 1973-05-06

9 Yager Ben Forward 1972-02-08

11 Connor Jen Defense 1976-09-09

21 Tagler Janet Defense 1975-10-10

Sorting order By Number By Last name By First name By Position By Birthdate

Indexes…

Five copies of the same data would be difficult to maintain, indexes or “sorting orders” allow data to be prioritized, filtered by or put in a temporary sequence for searching by individual fields.

Controlling the content…

The “quality” of the data when only certain values are accepted,

ie. Valid date for calculations Positive values for age Names without numeric values

“ GIGA – garbage in, garbage out “

Why is “quality” important?

The larger the database, the larger the impact inaccurate or incomplete data becomes.

Ie. One client with 3 incorrect last names that has created orders when a salesperson needs to retrieve one, a client receiving multiple bills or statements

Ie. A part in inventory with different part numbers when a client places an order or inventory must be restocked

Regular data cleansing…

Routinely checking to ensure the ‘miscellaneous’ or ‘unknown’ data variables are completed accurately

Summarization by category or “like” values creates symmetry, a generalized understanding of the commonalities that exist between records

Ie. How many clients take a loan for the purpose of ‘car purchase’ could provide for an improvement or discounted rate for car loans

Ie. How many clients read a certain publication to focus advertising expenditures

Ie. What is the delivery area frequency to a client location can assist in scheduling regular drop-offs, providing better client service, reducing costs as appropriate

Presentation of the facts

Whether visual through charts and graphs or detailed analytics and summaries, all information seeks to teach the user how to improve, react more effectively and learn from mistakes and move forward, one step at a time. Asking better questions next time.

Thank you

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