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Data – An Introduction By Stacey L. Vernooy “ Creative Sales and Marketing, IT strategies” ACE Management Group Designed b...
The Practical World of Data <ul><li>Address Books, Phone Lists </li></ul><ul><li>Birthdays </li></ul><ul><li>Grocery Lists...
The world wasn’t created in a day… BUT <ul><li>The need to “collect”, learn and adapt is a primary instinct. </li></ul><ul...
Applications & Data <ul><li>Common systems and good planning… </li></ul><ul><ul><li>Learning from the “inside-out” </li></...
Know the “behind the scenes”.. <ul><li>Answering the 5 W’s and the How… </li></ul><ul><ul><li>When is data available, what...
Following the Flow… <ul><li>At the end of every collection of data is a flow of activity </li></ul><ul><ul><li>To sort </l...
Types of Applications… <ul><li>Human Resources </li></ul><ul><ul><ul><li>To track employee information </li></ul></ul></ul...
The Systems & the Data X X Human Resources X X X Shipping & Receiving X X X Sales X Marketing X X X Accounting Inventory O...
Rule of Thumb: <ul><li>“Any list of information that can be broken into </li></ul><ul><li>similar records of structured fi...
The database… <ul><li>Even in simpliest form, a database via Word processor or spreadsheet, takes on the attributes of a t...
Each Column… <ul><li>With similar attributes a piece of data can be : </li></ul><ul><ul><li>Character or Alpha </li></ul><...
Every database needs alittle maintenance… <ul><li>New information needs to be added </li></ul><ul><li>Existing information...
The Practical World of Data & Data mining.. <ul><li>Address Books, Phone Lists </li></ul><ul><li>Birthdays </li></ul><ul><...
Sports Teams 1975-10-10 Defense Janet Tagler 21 1976-09-09 Defense Jen Connor 11 1972-02-08 Forward Ben Yager 9 1973-05-06...
Sorting order <ul><li>By Number </li></ul><ul><li>By Last name </li></ul><ul><li>By First name </li></ul><ul><li>By Positi...
Indexes… <ul><li>Five copies of the same data would be difficult to maintain, indexes or “sorting orders” allow data to be...
Controlling the content… <ul><li>The “quality” of the data when only certain values are accepted,  </li></ul><ul><li>ie. V...
Why is “quality” important? <ul><li>The larger the database, the larger the impact inaccurate or incomplete data becomes. ...
Regular data cleansing… <ul><li>Routinely checking to ensure the ‘miscellaneous’ or ‘unknown’ data variables are completed...
Presentation of the facts <ul><li>Whether visual through charts and graphs or detailed analytics and summaries, all inform...
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Data – An Introduction

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Executive Summary:
Welcome to the first in the series on the new wide world of data. By recognizing the value, and understanding the common aspects of collection, accuracy, maintenance, sorting and usability in the common world, practical solutions to information and reporting are only steps away. Examples in addition to more complex investigations are presented in a straight forward approach to understanding.

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Data – An Introduction

  1. 1. Data – An Introduction By Stacey L. Vernooy “ Creative Sales and Marketing, IT strategies” ACE Management Group Designed by Stacey L. Vernooy Phone: 905-333-5698 [email_address]
  2. 2. The Practical World of Data <ul><li>Address Books, Phone Lists </li></ul><ul><li>Birthdays </li></ul><ul><li>Grocery Lists </li></ul><ul><li>Favourite Websites </li></ul><ul><li>Christmas Lists </li></ul><ul><li>Recipe Books </li></ul><ul><li>Cheque Books </li></ul><ul><li>Surveys & Contests </li></ul>
  3. 3. The world wasn’t created in a day… BUT <ul><li>The need to “collect”, learn and adapt is a primary instinct. </li></ul><ul><li>The desire to organize, group “like” items and “sort” is a function of knowing what you have, and attempting to understand it. </li></ul><ul><li>The ability to communicate and present your analysis is valuable and necessary to evolve. </li></ul>
  4. 4. Applications & Data <ul><li>Common systems and good planning… </li></ul><ul><ul><li>Learning from the “inside-out” </li></ul></ul><ul><ul><li>Learn the process, learn the “keys” </li></ul></ul><ul><ul><li>Ask the right questions </li></ul></ul>
  5. 5. Know the “behind the scenes”.. <ul><li>Answering the 5 W’s and the How… </li></ul><ul><ul><li>When is data available, what frequency? </li></ul></ul><ul><ul><li>How often are invoices processed ? </li></ul></ul><ul><ul><li>How is order or client information provided ? </li></ul></ul><ul><ul><li>What are the steps to create an invoice ? </li></ul></ul><ul><ul><li>What are the steps to collect from an invoice ? </li></ul></ul><ul><ul><li>What summary information is useful ? </li></ul></ul><ul><ul><li>Who requires what information and WHY ? </li></ul></ul>
  6. 6. Following the Flow… <ul><li>At the end of every collection of data is a flow of activity </li></ul><ul><ul><li>To sort </li></ul></ul><ul><ul><li>To summarize </li></ul></ul><ul><ul><li>To share and communicate </li></ul></ul>
  7. 7. Types of Applications… <ul><li>Human Resources </li></ul><ul><ul><ul><li>To track employee information </li></ul></ul></ul><ul><li>Accounting </li></ul><ul><ul><ul><li>Customer and accounting data </li></ul></ul></ul><ul><li>Marketing </li></ul><ul><ul><ul><li>Current and historical customer trends </li></ul></ul></ul><ul><li>Sales </li></ul><ul><ul><ul><li>Order entry, customer and inventory </li></ul></ul></ul><ul><li>Shipping and Receiving – Inventory </li></ul><ul><ul><ul><li>Order entry and inventory </li></ul></ul></ul>
  8. 8. The Systems & the Data X X Human Resources X X X Shipping & Receiving X X X Sales X Marketing X X X Accounting Inventory Order Entry Customer Employee
  9. 9. Rule of Thumb: <ul><li>“Any list of information that can be broken into </li></ul><ul><li>similar records of structured fields should </li></ul><ul><li>probably be maintained in a database” </li></ul>
  10. 10. The database… <ul><li>Even in simpliest form, a database via Word processor or spreadsheet, takes on the attributes of a table of columns and rows. </li></ul><ul><ul><li>Rows – the individual records </li></ul></ul><ul><ul><li>Columns – the data for each record </li></ul></ul>
  11. 11. Each Column… <ul><li>With similar attributes a piece of data can be : </li></ul><ul><ul><li>Character or Alpha </li></ul></ul><ul><ul><li>Numeric </li></ul></ul><ul><ul><li>Date </li></ul></ul><ul><ul><li>Currency - $ </li></ul></ul><ul><ul><li>Boolean – True or False </li></ul></ul><ul><ul><li>Binary – Pictures, sound or video </li></ul></ul>
  12. 12. Every database needs alittle maintenance… <ul><li>New information needs to be added </li></ul><ul><li>Existing information needs to kept current and up-to-date </li></ul><ul><li>Historical information that may not be required by all users needs to be archived. </li></ul><ul><li>ADD UPDATE DELETE(ARCHIVE) SAVE </li></ul>
  13. 13. The Practical World of Data & Data mining.. <ul><li>Address Books, Phone Lists </li></ul><ul><li>Birthdays </li></ul><ul><li>Grocery Lists </li></ul><ul><li>Favourite Websites </li></ul><ul><li>Christmas Lists </li></ul><ul><li>Recipe Books </li></ul><ul><li>Cheque Books </li></ul><ul><li>Surveys & Contests </li></ul>
  14. 14. Sports Teams 1975-10-10 Defense Janet Tagler 21 1976-09-09 Defense Jen Connor 11 1972-02-08 Forward Ben Yager 9 1973-05-06 Centre Chris Smith 15 Birthday Position First name Last name Number
  15. 15. Sorting order <ul><li>By Number </li></ul><ul><li>By Last name </li></ul><ul><li>By First name </li></ul><ul><li>By Position </li></ul><ul><li>By Birthdate </li></ul>
  16. 16. Indexes… <ul><li>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. </li></ul>
  17. 17. Controlling the content… <ul><li>The “quality” of the data when only certain values are accepted, </li></ul><ul><li>ie. Valid date for calculations </li></ul><ul><li>Positive values for age </li></ul><ul><li>Names without numeric values </li></ul><ul><li>“ GIGA – garbage in, garbage out “ </li></ul>
  18. 18. Why is “quality” important? <ul><li>The larger the database, the larger the impact inaccurate or incomplete data becomes. </li></ul><ul><li>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 </li></ul><ul><li>Ie. A part in inventory with different part numbers when a client places an order or inventory must be restocked </li></ul>
  19. 19. Regular data cleansing… <ul><li>Routinely checking to ensure the ‘miscellaneous’ or ‘unknown’ data variables are completed accurately </li></ul><ul><li>Summarization by category or “like” values creates symmetry, a generalized understanding of the commonalities that exist between records </li></ul><ul><li>Ie. How many clients take a loan for the purpose of ‘car purchase’ could provide for an improvement or discounted rate for car loans </li></ul><ul><li>Ie. How many clients read a certain publication to focus advertising expenditures </li></ul><ul><li>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 </li></ul>
  20. 20. Presentation of the facts <ul><li>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. </li></ul>
  21. 21. Thank you

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