Common Database Integration

Figure 4-4 Common Database Integration diagram

There are many divisions in campus and each of them has its own data for operations. We can observe that although the operations in each division works well, the e-Offices systems are developed by individual divisions and maintain data individually. There is no sharing data between divisions and it causes the so called data inlands. It may lead to data

inconsistency among divisions and the mistakes of operations. Many public sharing data are maintained by several divisions. It results in resources wasted and data source disorder.

For administrative related issues, employees or students need to stop by more individual divisions one-by-one inn order to complete the process. Common database is aimed on solving the problem mentioned above. It integrates the data of individual divisions to form the data center in campus and provides data services for the divisions. Common database is a data union of data in all divisions. Furthermore, we can develop more advanced

applications that base on common database. The common database will be the base of Campus Informationization.

The construction of common database is based on the data of the divisions. Process and collect the data of divisions. The integrated data is loaded into common database. How can collect the correct and overall data in campus and integrate them is the key of common database construction. The following options are the steps about common database construction:

4.4.1. Data Gathering

Gathering overall data in campus is the first and necessary stage of common database construction. Each division contains identical features and operations. The difficulties to gather the data is also different. We have to find out the data features of individual division through visiting all divisions. Gathering overall data in campus is the mission of this stage.

The fully supports of school president and cooperation of the divisions is also necessary.

4.4.2. Data Analysis and Process

Each individual division is independent. Sharing data is not convenient. There are many public sharing data that are maintained by several divisions. This may cause data

disordering and data inconsistency. For example, there are many divisions that need to use the department names and ids in NCTU. They maintain their selves own department names and ids. Each division defines its own department data individually. This makes it difficult to transform and share data. In this stage, we need to identify those public sharing data and data that is dedicate to the division. Figure 4-5 shows the public sharing data and data dedicated to the division. Each circle represents data in the division. All intersection portions belong to public sharing data. The other data in the division is data dedicated to the division. After classifying data, we determine what data to put in common database. We have to understand the operations and features of divisions in order to find out the exact data.

Figure 4-5 Public Sharing Data and Dedicated Data

4.4.3. Data Standardization

After analyzing what data should be put in common database, standardize the data is the next stage. The primary mission of this stage is to standardize the data of each division and determine the standard of the public sharing data and data related to people in campus.

Integrate those standardized data into common database to achieve data unification. The definition of data standardization is related to the division that is responsible for the data.

We need to consult those divisions and get the data requirements before we define the data standard.

4.4.4. Database synchronization

The last stage is to solve the data synchronization between common database and individual division. The features of the data in different divisions are not the same. The update frequency is also different. There are many database products have already provide good solution to data synchronization and real time renewal. There are some things we have to consider. The too high update frequency will reduce the e-Office systems

performance in divisions. Therefore, it is required to determine the proper update frequency for each division. The update frequency is determined by the requirement and the urgency of the data. The critical data is real time updated. We can apply batch update to the other data.

Figure 4-6 Integrate Data of divisions into Common Database

The above figure shows the common database based on the data of the divisions we visited.

The followings are the data that we determine to be put into common database by analyzing the collected data and the background description above.

Currently we determine that the common database contains the following data.

Personnel Common Database

For the reason that the data of personnel common database is the designed data after visiting and analyzing the requirement of the divisions, we inherent the data of personnel common database. It contains the department names and codes established by the

Secretariat. Personnel data of officers, agreement employees and project members are also included.

Bursar Database

The tuition fee is related to students. Salary records and income tax fee records have relationship with all people in the campus.

Registrar Database

Student status and academic results

Document and File Division Database Registered mail records

Library Database Borrow book records

Campus Security Division Database Parking Tickets Records

Curriculum Database

Teaching hour fee and credit charged fee