Dr. Chen, Management Information Systems Instructions on Web and other assignments 1. Submit WEB#2...

Dr. Chen, Management Information Systems

Instructions on Web and other assignments

1. Submit WEB#2 via Bb when you complete the Web assignment with the following information:

Dr. Chen,

Here is my Web#2 assignment. http://barney.gonzaga.edu/~chenta

John Smith BMIS235-03 (or BMIS235-04)

2. Complete the online quiz on time and you are responsible for the Internet connection. No make-up quiz unless it is system failure.

3. Always check your grades posted on the Bb and see me if there is any questions.


Chapter 2Collaboration

Information Systems

Jason C. H. Chen, Ph.D.Professor of MIS

School of Business AdministrationGonzaga UniversitySpokane, WA 99258

[email protected]


“Over, and Over, and Over! “What are the Problems?

• “No. Felix! Not Again! Over, and Over, and Over! “

• Wasting meeting time covering old ground• Difficult to get everyone to meeting• Meeting interruptions• Problems using email with attachments• Problems in notifying people about meetings• How to solve the problems?• Collaboration Information Systems is needed.


Study Questions

Q1: What are the two key characteristics of collaboration?Q2: What are three criteria for successful collaboration?

Q3: What are the four primary purposes of collaboration?

Q4: What are the components and functions of a collaboration information system?

Q5: How can you use collaboration tools to facilitate communication?

Q6: How can you use collaboration tools to facilitate content sharing?

Q7: How can you use Office 365 for student team projects?

Q8: 2022?


• Does that FlexTime meeting sound like meetings you have with fellow students?

• It doesn’t have to be that way. • One of the best ways of improving team

meetings is to use collaboration (i.e., collaboration information systems)

Chapter Opening Scenario


Collaboration vs. Communication

• Collaboration = ? Communication• Collaboration involves communication• We can’t collaborate without effective

communication• What other elements constitute “Collaboration?


Collaboration vs. Cooperation• Cooperation

– a group of people working together, all doing essentially the same type of work, to accomplish a job.

– E.g., a group of four painters, each painting different wall in the same room, are working cooperatively.

– Cooperation lacks feedback and iteration

• Collaboration– a group of people working together to achieve a common

goal (or result or work product) via a process of feedback and iteration.

– Greater than individuals working alone– Involves more than coordination and communication

alone


Q1: What Are the Two Key Characteristics of Collaboration?

Two key characteristics:1. Two or more people working together to achieve a

common goal

2. Feedback and iterationCooperation lacks feedback and iteration

The three critical collaboration drivers are:1. ______________

– Skill, ability and IS

2. _______________ – Who made what changes, when, why and where

3. __________________ – Process or procedure by which content is created, edited, used and

disposed.

Communication

Content management

Workflow control


SYSTEM (IPO)

INPUT OUTPUTPROCESS

FEEDBACK

A system is a group of components that interact to achieve some purpose.

Why feedback?


System ConceptsSystem Concepts

ManufacturingProcess

Input ofRaw Materials

Output ofFinished Products

Environment

Other Systems

Control byManagement

ControlSignals

ControlSignals

FeedbackSignals

FeedbackSignals

System Boundary

SuppliersCustomers

CompetitorsStockholdersRegulatory Agency


Importance of Feedback and Iteration

• Feedback and iteration provide an opportunity for team members to: – Proceed in a series of steps (iterations) by continuously

reviewing and revising each other’s work – Learn from each other rather than working in isolation– Change the way they work and what they produce– Ultimately produce a product that’s greater (and better)

than an individual could accomplish working alone


Important and Not-Important Characteristics of a Collaborator

Fig. 2-1: Important and Not-Important Characteristics of a Collaborator


Guidelines for Giving and Receiving Critical Feedback


Q2. What Are Three Criteria for Successful Collaboration?

• Criteria for judging team success:• Successful outcome• Growth in team capability over time• Meaningful and satisfying experience


Q3: Four Primary Purposes of Collaboration and IS Requirements for Different Collaboration Purposes

Fig. 2-7: IS Requirements for Different Collaboration Purposes

Purpose IS Requirements

Share data.Support group communication.Store history.

Share decision criteria, alternative descriptions, evaluation tools, evaluation results, and implementation plan.Support group communication during decisions-making process.Publish decision as needed.Store records of process and results.

Share problem definitions, solution alternatives, costs and benefits, alternative evaluations, and solution implementation plan.Support group communication.Publish problem and solution, as needed.Store problem definition, alternatives, analysis, and plan.

Support starting, planning, doing, and finalizing project phases (Figure 2-8)

Become informed

Make decisions

Solve problems

Manage (Conduct) projects


Goal of Business and Its Supporting Processes…

ProblemSolving

DecisionMaking

InformationMIS/

IT

DB,KB

Revenue/Profit

Project Management

[1]

[2] [3]

[4]


• Operational decisions tend to be structured.

• Strategic decisions tend to be unstructured.

• Managerial decisions tend to be both structured and unstructured.

• Unstructured operational decision: “How many taxicab drivers do we need on the night before the homecoming game?”

• Structured strategic decision: “How should we assign sales quotas for a new product?”

Relationship Between Decision Type and Decision Process

Semi-structured


• Few structured decisions need collaboration. No feedback or iteration are necessary Collaboration in routine, structured decisions is

expensive, wasteful, and frustrating.

• Unstructured decisions Feedback and iteration are crucial Different perspectives required Communications systems are very important to

the process.

Decision Making and Collaboration Systems


Decision Type, Decision Process and Need for Collaboration

Fig. 2-3: Collaboration Needs by Decision Types

Semi-structured


Systems Approach to Decision Making and Problem Solving

Designthe

Solution

Designthe

Solution

Definethe

Problem

Definethe

Problem

DevelopAlternativeSolutions

DevelopAlternativeSolutions

Selectthe

Solution

Selectthe

Solution

Implementthe

Solution

Implementthe

Solution

Mon

itor

and

Eva

luat

e R

esul

ts

Intelligence

Design

Choice

Fig. 2-4 Problem Solving Tasks


Project Triangle (Project Management Trade-offs)

Time Cost

Scope

The objective of the PM is to define project’s scope realistically and ultimately deliver quality of product/service on time, on budget and within scope.

The center of project triangle is

QUALITY


Using Collaboration Systems for Project Management

Procedures and Decisions for Project Phases

Fig. 2-5: Project Management Tasks and Data


Fig 2-(Extra): Collaboration Systems for Decision Making, Problem Solving & Project Mgt

(fundamental activity)

(same version)

Collaboration Systems for Decision Making, Problem Solving & Project Management


POOR PROJECT MANAGEMENT

• COST OVERRUNS• TIME SLIPPAGE• TECHNICAL SHORTFALLS IMPAIR

PERFORMANCE• FAILURE TO OBTAIN ANTICIPATED

BENEFITS

Dr. Chen, Managing IT Reos. Thru Strategic Partnerships; A Portoflio Approach to IT Development TM -24


Technology

• Technology is not only considered simply as an asset or a capability to manage but also as a factor that has an impact on almost every management method and practice.

• A disruptive innovation is a new product or service, often springing from technological advances, that has the potential to reshape an industry.

• Unlike sustaining technologies, which offer important improvements to streamline existing processes and give companies marginal advantages, the disruptive innovation is different.

• Which products mentioned in the chapter is a disruptive technology?


Q4. What Are the Components and Functions of Collaboration Information Systems?

Fig. 2-6: Collaboration System Requirements


• Collaboration IS components

Hardware - servers or cloud Software – collaboration application programs Data – project data and project metadata Procedure – specify standards, policies, and techniques for

conducting the team’s work People- team members give and receive critical feedback

and know how and when to use collaboration applications.

Components of Collaboration Information Systems

27


Primary Functions

• Two categories for IS requirements for collaboration activities for each purpose:– _______________– _______________

• Collaboration tool vs. collaboration system– A collaboration tool is the program component of a

collaboration system.– For the tool to be useful, it must be surrounded by the

other four components of an IS.

Communication

Content sharing


Two Types of Communication Tools:• ______________ communication

Team members meet at the same time, but not necessarily at the same geographic location.

It may include conference calls, face-to-face-meetings, or online meetings

• ______________ communication Team members do not meet at the same time or in the

same geographic location. It may include discussion forums or email exchanges.

Q5: How Can You Use Collaboration Tools to Facilitate Communication?

Synchronous

Asynchronous


Fig 2-4 Information Technology for CommunicationVirtual Organization

Synchronous communication: Team members meet at the same time, but not necessarily at the same geographic location.Asynchronous communication: Team members do not meet at the same time or in the same geographic location.

Technology Available to Facilitate Communication


• Don’t require everyone to be in same place at same time• Virtual meeting tools

Email—most familiar but has serious drawbacks in content management

Conference calls—can be difficult to arrange the right time Multiparty text chat—easier to arrange if everyone has mobile

texting Videoconferencing—requires everyone to have the proper

equipment Discussion forums—content is more organized than email Team surveys—easy to manage but don’t provide very much

interactive discussion Webinar Screen-sharing applications

Virtual Meetings


• Office 365 Lync Whiteboard Showing Simultaneous Contributions


• Figure 2-5

Videoconferencing:User Participating in NetMeeting

Fig. 2-10: Videoconferencing Example


Q6: How Can You Use Collaboration Tools to Share Content?

Collaboration tools for three categories of content: Your choice depends on the degree of control your team

needs to complete their tasks

Fig. 2-13: Collaboration Tools for Sharing Content

Enables to determine what actions one user may take

Keep track of version changes and prevent problems due to concurrent document access


• Email attachments are most primitive and have numerous problems. Someone may not receive the email, ignores it, doesn’t

notice it, or does not save the attachments. Difficult to manage attachments.

• Shared file server provides a single storage location for all team members. Uses FTP technology to access files Known location for finding documents Problems can occur if multiple team members try using

same file at same time.

Shared Content with No Control


• Version management—track changes to documents and provide features and functions to accommodate concurrent work

Three version-management systems 1. Wikis (We-keys)

Wikis are shared knowledge bases, repositories of team knowledge that can track changes.

2. Google Docs (Fig. 2-14) You can improve your collaboration activity even more by combining

Google Docs with Google+

3. Windows Live SkyDrive it is Microsoft’s answer to Google Docs with Office Web Apps (free) Only one user at a time can open SkyDrive document for editing (see

Fig. 2-17 and 18).

Shared Content with Version Management


Fig. 2 (Extra): Wikis and Wikipedia

• Simplest version-management systems

• Most famous wiki is wikipedia.org

• Publicly available general encyclopedia

• Tracks who created entry, date of creation, identity of who changed entry, date, and possibly other data.

• Some users are given permission to delete wiki entries.

Version Management System:1. Wikis (We-keys)


Fig. 2-14: Available Types of Google Docs

Version Management System:2. Google Docs


Fig. 2-17: Saving a Word 2010 Document in a SkyDrive Account

Version Management System:3. Windows Live SkyDrive


• Each team member is given an account with a set of permissions.• More control over changes to documents. • Four version controls:

1. Permission-Limited Activity: user might have read-only permission for library 1; read and edit permission

for library 2; read, edit, and delete permission for library 3; and no permission even to see library 4.

Users are given permissions that limit what they can do with the documents.

2. Document Checkout: requires users to check out documents and check them back in. (see Fig. 2-19)

3. Version History: use of more meaningful name for version history (Fig. 2-36 example for

SharePoint) 4. Workflow Control:

workflows are complicated, multistage business process. See Fig.2-20 for an example.

Shared Content with Version Control


Fig. 2-18: Opening a Document Locked by Another User in Word Web App


Fig. 2-19: Checking Out a Document


SharePoint Workflow

Fig. 2-20: Example Workflow


COLLABORATION

WORKFLOW CONTORL

COLLABORATION with

COORDINATION

Dr. Chen, The Challenge of the Information Systems Technology TM -44

COMMUNICATION CONTENT

MANAGEMENT


Q6: How Can You Use Collaboration Tools to Share Content?

Summary

• Numerous version control applications exist • SharePoint most popular for general use

Requires a publicly accessible server Difficult to install Has features for creating and managing team work products: surveys,

discussion forums, wikis, member blogs, member Web sites, and

workflow

• Other document control systems: www.mastercontrol.com www.documentlocator.com

Software development teams CVS (www.nongnu.org/cvs) or Subversion

(http://subversion.tigris.org) to control versions of software code,

test plans, product documentation.

http://www.mastercontrol.com/

http://www.documentlocator.com/


Q7: How Can You Use Office 365 for Student Projects?

Fig. 2-21: Office 365 Components and Features


Fig. 2-22: Starting a Lync Conversation


Fig. 2-23: Share Whiteboard


SharePoint Online Services

• Document Library• Tasks List• Create team discussion forums, team wikis,

surveys, blogs• Alerts and Presence with Exchange


Content Control Options for Student Document

Fig. 2-24: Example Students SharePoint Site


Task List for a Student Project

Fig. 2-26: Example Task List for a Student Project


Fig. 2-29: Outlook Web App Example

Outlook Web App Example


Using Presence in an Alert Message

Fig. 2-31: Using Presence in an Alert Message


Q8. 2022?

• Collaboration systems cheaper, easier to use, run on portable devices

• Face-to-face meetings rare• Employees work at home, full time or part time• Corporate training online & asynchronous• Much less business travel• Travel industry focus on recreational travel• Conventions become virtual


• End of Chapter 2

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