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Preparing to Automate Data Management,[object Object],1,[object Object],Chapter 1,[object Object],“You can use all the quantitative data you can get, but you stillhave to distrust it and use your own intelligence and judgment.”                                                                                        — Alvin Toffler,[object Object]
Chapter Introduction,[object Object],Discovery phase includes,[object Object],Gathering all existing data ,[object Object],Researching missing and incomplete data,[object Object],Talking with users about data output needs,[object Object],Subsequent steps in process include,[object Object],Putting data into groups called tables,[object Object],Identifying unique values for each record in those tables ,[object Object],Designing database to produce desired output,[object Object],Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach ,[object Object],2,[object Object]
Database Design Process: The Discovery Phase,[object Object],Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach ,[object Object],3,[object Object]
Level 1 Objectives: Examining Existing and Missing Sources of Data,[object Object],Discover and evaluate sources of existing business data,[object Object],Research sources of missing or incomplete data,[object Object],Assign data to tables and use field types and sizes to define data,[object Object],Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach ,[object Object],4,[object Object]
Discovering and Evaluating Sources of Existing Data,[object Object],Identify information that organization needs to manage and organize,[object Object],Might begin to see patterns that indicate how to organize data,[object Object],Database management system (DBMS),[object Object],Includes:,[object Object],Oracle ,[object Object],ColdFusion,[object Object],Microsoft Access,[object Object],MySQL,[object Object],Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach ,[object Object],5,[object Object]
Discovering and Evaluating Sources of Existing Data (cont’d),[object Object],Data duplication,[object Object],Undesirable ,[object Object],Additional space required in database to store extra records,[object Object],Leads to inconsistent and inaccurate data,[object Object],Data redundancy,[object Object],Same data repeated for different records,[object Object],Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach ,[object Object],6,[object Object]
Researching Sources of Missing Data,[object Object],Part of discovery phase,[object Object],Must ask right questions of right people to get right answers,[object Object],Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach ,[object Object],7,[object Object]
Assimilating the Available Information and Planning the Database,[object Object],First step in database design ,[object Object],Determine best way to organize data into logical groups of fields,[object Object],Field ,[object Object],Single characteristic of entity,[object Object],Also called column,[object Object],Record,[object Object],Values in each field in table,[object Object],Also called row,[object Object],Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach ,[object Object],8,[object Object]
Assimilating the Available Information and Planning the Database (continued),[object Object],Table,[object Object],Collection of fields that describe one entity,[object Object],Also called entity or relation,[object Object],Database,[object Object],Collection of one or more tables,[object Object],Relational database,[object Object],Contains related tables through fields that contain identical data,[object Object],Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach ,[object Object],9,[object Object]
Evaluating Field Values and Assigning Appropriate Data Types,[object Object],Data type 	,[object Object],Determines how to store data in field,[object Object],DBMSs use different names for some data types,[object Object],How do you determine which data type to assign each field? ,[object Object],Depends on what function you want to derive from data,[object Object],Each data type has different properties,[object Object],Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach ,[object Object],10,[object Object]
Common Data Types and Their Descriptions,[object Object],Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach ,[object Object],11,[object Object]
The Text and Memo Data Types,[object Object],Text data type,[object Object],Letters and numbers,[object Object],Not used in calculations or formulas,[object Object],Stores maximum of 255 characters,[object Object],Default for all fields created in access database,[object Object],Memo data type,[object Object],Store long passages of text,[object Object],Displays only 64,000 characters,[object Object],Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach ,[object Object],12,[object Object]
The Number Data Type,[object Object],Stores both positive and negative numbers ,[object Object],Contains up to 15 digits,[object Object],Use for values used in calculations,[object Object],Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach ,[object Object],13,[object Object]
The Currency Data Type,[object Object],Includes two decimal places and displays values with dollar sign,[object Object],Use for monetary values,[object Object],Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach ,[object Object],14,[object Object]
The Date/Time Data Type,[object Object],Display values in format mm/dd/yyyy,[object Object],Can also include time in different formats,[object Object],Used in calculations if necessary,[object Object],Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach ,[object Object],15,[object Object]
The AutoNumber Data Type,[object Object],Unique to Access,[object Object],Number automatically generated by access ,[object Object],Produces unique values for each record,[object Object],Useful to distinguish two records that share identical information,[object Object],Produces values of up to nine digits,[object Object],Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach ,[object Object],16,[object Object]
The Yes/No Data Type,[object Object],Assigned to fields requiring ,[object Object],Yes/no,[object Object],True/false,[object Object],On/off,[object Object],Takes up one character of storage space,[object Object],Make data entry easy,[object Object],Check box,[object Object],Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach ,[object Object],17,[object Object]
The OLE Object Data Type,[object Object],Used to identify files created in another program 	- Then linked or embedded in database,[object Object],Abbreviation for object linking and embedding,[object Object],Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach ,[object Object],18,[object Object]
The Hyperlink Data Type,[object Object],Assigned to fields that contain hyperlinks to ,[object Object],Web pages,[object Object],E-mail addresses,[object Object],Files that open in ,[object Object],Web browser,[object Object],E-mail client,[object Object],Another application,[object Object],Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach ,[object Object],19,[object Object]
The Lookup Wizard Data Type,[object Object],Creates fields to look up data in ,[object Object],Another table,[object Object],Or list of values created for field,[object Object],Makes data entry easy ,[object Object],Ensures that valid data entered into field,[object Object],Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach ,[object Object],20,[object Object]
The Attachment Data Type,[object Object],New to Access 2007,[object Object],Lets you store one or more files for each record in the database,[object Object],Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach ,[object Object],21,[object Object]
Selecting the Correct Data Type,[object Object],Helps store correct data in correct format while using least amount of space,[object Object],Eases data entry and interactivity with data ,[object Object],Choosing certain data types results in user-friendly interactive features,[object Object],Drop-down menus ,[object Object],Check boxes,[object Object],Hyperlinks,[object Object],Correctly manipulate data,[object Object],Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach ,[object Object],22,[object Object]
Assigning the Correct Field Size for Text Fields,[object Object],Important to consider field size when assigning data types,[object Object],Minimize space reserved for each record by assigning smallest data type that will store data,[object Object],Be conservative when assigning field sizes,[object Object],But not too conservative,[object Object],Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach ,[object Object],23,[object Object]
Assigning the Correct Field Size for Number Fields,[object Object],Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach ,[object Object],24,[object Object]
Dividing the Existing and Missing Data into Tables,[object Object],Tables ,[object Object],Single most important component of database,[object Object],Most databases contain ,[object Object],Multiple tables ,[object Object],Hundreds or even thousands of records,[object Object],Primary key ,[object Object],One field that creates unique value in each record ,[object Object],Used to identify each record in table,[object Object],May be a combination of fields,[object Object],Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach ,[object Object],25,[object Object]
Database Design Process: Planning the Tables,[object Object],Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach ,[object Object],26,[object Object]
Naming Conventions,[object Object],Database tables must ,[object Object],Have unique names,[object Object],Follow established naming conventions  ,[object Object],General rules for naming objects,[object Object],Object names cannot exceed 64 characters,[object Object],Object names cannot include period, exclamation point, accent grave, or brackets,[object Object],Object names should not include spaces,[object Object],Most developers capitalize first letter of each word when table name includes two words,[object Object],Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach ,[object Object],27,[object Object]
Leszynski/Reddick Naming Conventions for Database Objects,[object Object],Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach ,[object Object],28,[object Object]
Level 1 Summary,[object Object],Discovery phase,[object Object],Identify existing and missing data,[object Object],Determine tables,[object Object],Determine data types,[object Object],Follow naming conventions,[object Object],Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach ,[object Object],29,[object Object]
Level 2 Objectives:Understanding and Creating Table Relationships,[object Object],Understand relational database objects and concepts,[object Object],Create table relationships,[object Object],Understand referential integrity,[object Object],Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach ,[object Object],30,[object Object]
Understanding Relational Database Objects,[object Object],Users can view data in tables by:,[object Object],Opening table ,[object Object],Creating other objects,[object Object],Four main objects in database ,[object Object],Tables,[object Object],Queries,[object Object],Forms,[object Object],Reports,[object Object],Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach ,[object Object],31,[object Object]
Tables,[object Object],Data in relational database stored in one or more tables,[object Object],View data in table ,[object Object],Open it and scroll through records,[object Object],Most of the time, three other main database objects used to display data normally,[object Object],Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach ,[object Object],32,[object Object]
Queries,[object Object],Query ,[object Object],Question asked about data stored in database,[object Object],Query results,[object Object],Look similar to table,[object Object],Fields displayed in columns ,[object Object],Records displayed in rows,[object Object],Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach ,[object Object],33,[object Object]
Queries (continued),[object Object],Select query ,[object Object],Most commonly used query,[object Object],Data selected from table on which query based,[object Object],Action query,[object Object],Performs action on table,[object Object],Select specific records in table and update them ,[object Object],Crosstab query ,[object Object],Performs calculations on values in field and displays results in datasheet,[object Object],Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach ,[object Object],34,[object Object]
Forms,[object Object],Used to view add delete, update and print records in database,[object Object],Based on table or query,[object Object],Interface more attractive than table datasheet,[object Object],Customize form’s appearance with instructions and command buttons,[object Object],Switchboard ,[object Object],Form displayed when database opened,[object Object],Provides controlled method for users to open objects in database,[object Object],Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach ,[object Object],35,[object Object]
Form Based on a Table,[object Object],Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach ,[object Object],36,[object Object]
Reports,[object Object],Formatted presentation of data from table or query ,[object Object],Created as printout or to be viewed on screen,[object Object],Data displayed by report usually based on query,[object Object],Dynamic,[object Object],Reflect latest data from object,[object Object],Cannot be used to modify data,[object Object],Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach ,[object Object],37,[object Object]
Accounts Receivable Report,[object Object],Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach ,[object Object],38,[object Object]
Other Database Objects,[object Object],Macro ,[object Object],Set of instructions ,[object Object],Automate certain database tasks,[object Object],Usually automates simple tasks,[object Object],Module ,[object Object],Contains instructions to automate database task,[object Object],Written in Visual Basic for Applications (VBA),[object Object],Performs more sophisticated actions than macro,[object Object],Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach ,[object Object],39,[object Object]
Understanding Relational Database Concepts,[object Object],Flat file database,[object Object],Simple database ,[object Object],Contains single table of information,[object Object],Relational database,[object Object],Contains multiple tables to store related information,[object Object],Common field ,[object Object],Field that appears in two or more tables and contains identical data to relate tables,[object Object],Primary key in first table,[object Object],Foreign key in second table,[object Object],Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach ,[object Object],40,[object Object]
Creating Table Relationships,[object Object],Take advantage of interrelated objects,[object Object],Goal in good database design ,[object Object],Create separate tables for each entity,[object Object],Ensure each table has primary key,[object Object],Use common field to relate tables,[object Object],Relate two (or more) tables,[object Object],Query them as though they are one big table,[object Object],Join ,[object Object],Specifies relationship between tables and properties of relationship,[object Object],Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach ,[object Object],41,[object Object]
One-to-Many Relationships,[object Object],Abbreviated as 1:M,[object Object],One record in first table matches zero one or many records in related table,[object Object],Primary table,[object Object],One side,[object Object],Related table,[object Object],Many side,[object Object],Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach ,[object Object],42,[object Object]
One-to-Many Relationship Between Customers and Prescriptions,[object Object],Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach ,[object Object],43,[object Object]
One-to-One Relationships,[object Object],Abbreviated as 1:1,[object Object],Exists when each record in one table matches exactly one record in related table,[object Object],Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach ,[object Object],44,[object Object]
One-to-One Relationship Between Physical and Billing Addresses,[object Object],Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach ,[object Object],45,[object Object]
Many-to-Many Relationships,[object Object],Abbreviated as M:N,[object Object],Each record in first table matches many records in second table,[object Object],Each record in second table matches many records in first table,[object Object],Junction table,[object Object],Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach ,[object Object],46,[object Object]
Many-to-Many Relationship Between Employees and Classes,[object Object],Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach ,[object Object],47,[object Object]
Understanding Referential Integrity,[object Object],Null value,[object Object],Field does not contain any value,[object Object],Entity integrity,[object Object],Guarantee that there are no duplicate records in table,[object Object],Each record unique,[object Object],No primary key field contains null values,[object Object],Referential integrity ,[object Object],If foreign key in one table matches primary key in second table ,[object Object],Values in foreign key must match values in primary key,[object Object],Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach ,[object Object],48,[object Object]
Understanding Referential Integrity (continued),[object Object],When database does not enforce referential integrity ,[object Object],Problems occur that lead to inaccurate and inconsistent data,[object Object],Orphaned,[object Object],No longer match between primary key in primary table and foreign keys in related table,[object Object],Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach ,[object Object],49,[object Object]
Referential Integrity Errors,[object Object],Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach ,[object Object],50,[object Object]
Overriding Referential Integrity,[object Object],Might want to override referential integrity ,[object Object],Intentionally change primary key ,[object Object],Delete parent record,[object Object],Cascade updates,[object Object],Change primary key value so that DBMS automatically updates appropriate foreign key values in related table,[object Object],Cascade deletes,[object Object],Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach ,[object Object],51,[object Object]
Level 2 Summary,[object Object],Main database objects:,[object Object],Table,[object Object],Query,[object Object],Form,[object Object],Report,[object Object],Relationship types:,[object Object],One-to-many,[object Object],One-to-one,[object Object],Many-to-many,[object Object],Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach ,[object Object],52,[object Object]
Level 3 Objectives: Identifying and Eliminating Database Anomalies by Normalizing Data,[object Object],Learn the techniques for normalizing data,[object Object],Evaluate fields that are used as keys,[object Object],Test the database design,[object Object],Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach ,[object Object],53,[object Object]
Normalizing the Tables in the Database,[object Object],Normalization,[object Object],Design process,[object Object],Goals,[object Object],Reduces space required to store data by eliminating duplicate data in database,[object Object],Reduces inconsistent data in database by storing data only once,[object Object],Reduces chance of deletion update and insertion anomalies,[object Object],Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach ,[object Object],54,[object Object]
Normalizing the Tables in the Database (continued),[object Object],Deletion anomaly ,[object Object],User deletes data from database ,[object Object],Unintentionally deletes only occurrence of data in database,[object Object],Update anomaly ,[object Object],Due to redundant data in database,[object Object],User fails to update some records or updates records erroneously,[object Object],Insertion anomaly ,[object Object],User cannot add data to database unless preceded by entry of other data,[object Object],Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach ,[object Object],55,[object Object]
Normalizing the Tables in the Database (continued),[object Object],Functional dependency,[object Object],Column in table considered functionally dependent on another column ,[object Object],If each value in second column associated with exactly one value in first column,[object Object],Partial dependency ,[object Object],Field dependent on only part of primary key,[object Object],Composite primary key,[object Object],Primary key uses two or more fields to create unique records in table,[object Object],Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach ,[object Object],56,[object Object]
Normalizing the Tables in the Database (continued),[object Object],Determinant,[object Object],Field or collection of fields whose value determines value in another field,[object Object],Inverse of dependency,[object Object],Natural key,[object Object],Primary key that details obvious and innate trait of record,[object Object],Artificial key,[object Object],Field whose sole purpose is to create primary key,[object Object],Usually visible to users,[object Object],Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach ,[object Object],57,[object Object]
Normalizing the Tables in the Database (continued),[object Object],Surrogate key ,[object Object],Computer-generated primary key ,[object Object],Usually invisible to users,[object Object],Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach ,[object Object],58,[object Object]
First Normal Form,[object Object],Repeating group,[object Object],Field contains more than one value,[object Object],First normal form ,[object Object],1NF,[object Object],Does not contain any repeating groups,[object Object],Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach ,[object Object],59,[object Object]
Second Normal Form,[object Object],2NF,[object Object],Table must be in 1NF ,[object Object],Must not contain any partial dependencies on composite primary key,[object Object],Tables in 1NF and contain primary key with only one field ,[object Object],Automatically in 2NF,[object Object],Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach ,[object Object],60,[object Object]
Third Normal Form,[object Object],3NF,[object Object],Only determinants must be candidate keys,[object Object],Candidate key ,[object Object],Field or collection of fields that could function as primary key but was not chosen to do so,[object Object],Transitive dependency ,[object Object],Occurs between two nonkey fields both dependent on third field,[object Object],Tables in 3NF should not have transitive dependencies,[object Object],Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach ,[object Object],61,[object Object]
Level 3 Summary,[object Object],Normal forms,[object Object],First (1NF),[object Object],Second (2NF),[object Object],Third (3NF),[object Object],Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach ,[object Object],62,[object Object]
Chapter Summary,[object Object],Discovery:,[object Object],Identify existing and missing data,[object Object],Organize data into tables,[object Object],Determine data types for each field,[object Object],Table relationships,[object Object],Established through common fields,[object Object],Types,[object Object],1:M,[object Object],1:1,[object Object],M:N,[object Object],Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach ,[object Object],63,[object Object]
Chapter Summary (continued),[object Object],Normalization,[object Object],Reduces duplication and inconsistency,[object Object],Forms:,[object Object],1NF,[object Object],2NF,[object Object],3NF,[object Object],Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach ,[object Object],64,[object Object]

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Chapter 13 Understanding Individual Behavior Ppt13D
 
Chapter 10 Organizational Structure And Design Ppt10
Chapter 10 Organizational Structure And Design Ppt10Chapter 10 Organizational Structure And Design Ppt10
Chapter 10 Organizational Structure And Design Ppt10D
 
Chapter 11 Communication And Information Technology Ppt11
Chapter 11 Communication And Information Technology Ppt11Chapter 11 Communication And Information Technology Ppt11
Chapter 11 Communication And Information Technology Ppt11D
 
Chapter 9 Planning Tools Techniques Ppt09
Chapter 9 Planning Tools Techniques Ppt09Chapter 9 Planning Tools Techniques Ppt09
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Chapter 8 Strategic Management Ppt08
Chapter 8 Strategic Management Ppt08Chapter 8 Strategic Management Ppt08
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Chapter 7 Foundations Of Planning Ppt07
Chapter 7 Foundations Of Planning Ppt07Chapter 7 Foundations Of Planning Ppt07
Chapter 7 Foundations Of Planning Ppt07D
 
Chapter 6 Decision Making The Essence Of The Managers Job Ppt06
Chapter 6 Decision Making The Essence Of The Managers Job Ppt06Chapter 6 Decision Making The Essence Of The Managers Job Ppt06
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Chapter 5 Social Responsibility And Managerial Ethics Ppt05
Chapter 5 Social Responsibility And Managerial Ethics Ppt05Chapter 5 Social Responsibility And Managerial Ethics Ppt05
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Chapter 4 Managing In A Global Environmen Ppt04
Chapter 4 Managing In A Global Environmen Ppt04Chapter 4 Managing In A Global Environmen Ppt04
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Chapter 3 Organiz Culture And Environ The Constraints Ppt03
Chapter 3 Organiz Culture And Environ The Constraints Ppt03Chapter 3 Organiz Culture And Environ The Constraints Ppt03
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Chapter 2 Management Yesterday And Today Ppt02
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Stu R C8e Ch06
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Stu R C8e Ch15
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Stu R C8e Ch15 11
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Chapter 12 Human Resource Management Ppt12
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Chapter 19 Ppt19
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Chapter 17 Intro To Controlling Ppt17
Chapter 17 Intro To Controlling Ppt17Chapter 17 Intro To Controlling Ppt17
Chapter 17 Intro To Controlling Ppt17
 
Chapter 18 Managing Operations Ppt18
Chapter 18 Managing Operations Ppt18Chapter 18 Managing Operations Ppt18
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Chapter 15 Motivating Employees Ppt15
Chapter 15 Motivating Employees Ppt15Chapter 15 Motivating Employees Ppt15
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Chapter 14 Managers And Communication Ppt14
Chapter 14 Managers And Communication Ppt14Chapter 14 Managers And Communication Ppt14
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Chapter 13 Understanding Individual Behavior Ppt13
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Chapter 10 Organizational Structure And Design Ppt10
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Chapter 5 Social Responsibility And Managerial Ethics Ppt05
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