ch02_infoforcollaboration.ppt

1. Using MIS 2e Chapter 2 Information Systems for Collaboration David Kroenke Edited by Spiros Velianitis © Pearson Prentice Hall 2009 2-1

2. Study Questions  Q1 – What is collaboration?  Q2 – How can you use collaboration systems to improve team communication?  Q3 – How can you use collaboration systems to manage content?  Q4 – How can you use collaboration systems to control workflow?  Q5 – How do businesses use collaboration systems for decision making?  Q6 – How do businesses use collaboration systems for problem solving?  Q7 – How do businesses use collaboration systems for project management? © Pearson Prentice Hall 2009 2-2

3.  Q1 – What is collaboration?  Q2 – How can you use collaboration systems to improve team communication?  Q3 – How can you use collaboration systems to manage content?  Q4 – How can you use collaboration systems to control workflow?  Q5 – How do businesses use collaboration systems for decision making?  Q6 – How do businesses use collaboration systems for problem solving?  Q7 – How do businesses use collaboration systems for project management? © Pearson Prentice Hall 2009 2-3

4. Q1 – What is collaboration?  Collaboration occurs when two or more people work together to achieve a common – Goal – Result – Work product  Greater than individuals working alone  Involves more than coordination and communication alone  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 © Pearson Prentice Hall 2009 2-4

5. Q1 – What is collaboration?  The three critical collaboration drivers are: – Communication • The success of the collaboration group depends on the availability of effective communication systems that allow them to share their skills and abilities – Content management • Users need to manage the content of their work to avoid conflicting with other team members. – Workflow control • Workflow is a process or procedure to create, edit, use, and dispose of content. © Pearson Prentice Hall 2009 2-5

7. Q2 – How can you use collaboration systems to improve team communication?  Synchronous 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.  Asynchronous communication – Team members do not meet at the same time or in the same geographic location. – It may include discussion forums or email exchanges. © Pearson Prentice Hall 2009 2-7

8. Q2 – How can you use collaboration systems to improve team communication? Fig 2-1 Information Technology for Communication © Pearson Prentice Hall 2009 2-8

9. Q2 – How can you use collaboration systems to improve team communication?  Virtual meetings don’t require everyone to be in the same place at the same time. – 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 – Email – most familiar but has serious drawbacks in content management – Discussion forums – content is more organized than email – Team surveys – easy to manage but don’t provide very much interactive discussion © Pearson Prentice Hall 2009 2-9

11. Q3 – How can you use collaboration systems to manage content? Fig 2-5 Information Technology for Sharing Content © Pearson Prentice Hall 2009 2-11  There are three categories for sharing content. Your choice depends on the degree of control your team needs to complete their tasks

12. Q3 – How can you use collaboration systems to manage content?  The following methods of sharing are effective but provide no control over content management. – Email attachments are the most primitive but have numerous problems. • Someone may not receive the email or ignores it. • It’s difficult to manage attachments. – A shared file server provides a single storage location for all team members. • It uses FTP technology to access files. • Problems can occur if multiple team members try using the same file at the same time. © Pearson Prentice Hall 2009 2-12

13. Q3 – How can you use collaboration systems to manage content?  These methods of content sharing provide version management – Wikis – Google Docs and Spreadsheets – Microsoft Office Groove © Pearson Prentice Hall 2009 2-13

14. Q3 – How can you use collaboration systems to manage content?  Wikis are shared knowledge bases, repositories of team knowledge, which have or use tracking mechanisms for changes.  Most commonly known wiki is wikipedia.com. © Pearson Prentice Hall 2009 2-14

15. Q3 – How can you use collaboration systems to manage content?  Google Docs and Spreadsheets – Access it at http://docs.google.com with a Google account (different from a Gmail account). – Documents are stored on Google servers making them accessible from anywhere. – Team members can track revisions and review change summaries. – It’s a free service but you must use Google programs for processing. © Pearson Prentice Hall 2009 2-15

16. Q3 – How can you use collaboration systems to manage content?  Microsoft Office Groove – You create a workspace and invite others to join. – Document changes are automatically provided to all team members. – You can use VoIP rather than separate phone lines for conversations. – You can use it asynchronously or synchronously. – You can use any computer or server to access workspaces. – Each user must purchase a license and install it on each computer (may be exceptions). © Pearson Prentice Hall 2009 2-16

17. Q3 – How can you use collaboration systems to manage content?  Shared content with version control provides more limitations than version management and more control over changes to documents. – It uses shared libraries (directories) to store documents. – Users are given permissions that limit what they can do with the documents. – It requires users to check out documents and check them back in. – Microsoft SharePoint is the most popular for business use. • It requires a publicly accessible server. • It’s difficult to install. © Pearson Prentice Hall 2009 2-17

19. Q4 – How can you use collaboration systems to control workflow?  Sequential workflow – When documents are reviewed by multiple members of a team one after another  Parallel workflow – When documents are reviewed by multiple members of a team simultaneously  SharePoint site – Defines workflows and ensures team members perform required tasks (http://sharepoint.microsoft.com/en- us/Pages/Videos.aspx?VideoID=1 ) © Pearson Prentice Hall 2009 2-19

21. Information Systems for Decision Making  Decision making in organizations is varied and complex.  Decisions occur at three levels in organizations (decision levels):  Operational decisions concern day-to-day activities. – Information systems that support operational decision making are called transaction processing systems (TPS).  Managerial decisions concern the allocation and utilization of resources. – Information systems that support managerial decision making are called management information systems (MIS).  Strategic decision making concern broader-scope organizational issues. – Information systems that support strategic decision making are called executive information systems (EIS).

22. Information Systems for Problem Solving  Information systems can be used to solve problems.  Problem definition – A problem is a perceived difference between what is and what is not. – A problem is a perception. – A good problem definition defines the differences between what is and what ought to be by describing both the current and desired situations. – Different problem definitions require the development of different information systems. – All personnel in the organization must have a clear understanding of which definition of the problem the information system will address.

23. Decision Making and Problem Solving  Problem solving is the most critical activity a business organization undertakes. Problem solving begins with decision making.  In the intelligence stage, potential problems and /or opportunities are identified and defined  In the design stage, alternative solutions to the problem are developed  In the choice stage, a course of action is selected  In the implementation stage, action is taken to put the solution into effect  In the monitoring stage, the implementation of the solution is evaluated to determine if the anticipated results were achieved and modify the process

24. The Decision Process  Two decision processes (method by which a decision is to be made) are structured and unstructured.  Structured decision process is one for which there is an understood and accepted method for making the decision.  Unstructured process is one for which there is no agreed on decision making process.  The terms structured and unstructured refers to the decision process-not the underlying subject.

25. Q5 – How do businesses use collaboration systems for decision making? Fig 2-15 Collaboration Needs for Decision Types © Pearson Prentice Hall 2009 2-25

26. Optimization, Satisficing, and Heuristic  Optimizing is finding the best solution and is usually best fit for problems that can be modeled mathematically with a low degree of estimation risk. For example, find how many products an organization should produce to meet a profit goal.  Satisficing is finding a good, but not necessarily the best, solution. Satisficing does not look at all possible solutions, but at those that are likely to give good results. Satisficing is a good decision method because it is sometimes too expensive to analyze every alternative to get the best solution. A satisficing example is when you have to select a location for a new plant.  Heuristics are guidelines or procedures that usually find a good solution by using “rules of thumb”.

27. Different Types of Information Systems for Different Types of Decisions  Automated information systems are those by which the computer hardware and program components do most of the work. – Humans start the programs and use the results.  Augmentation information systems are those in which humans do the bulk of the work. – These systems augment, support, or supplement the work done by People (email, instant messaging, video-conferencing, etc) to aid in decision making.

29. Q6 – How do businesses use collaboration systems for problem solving?  Collaboration systems provide team members with feedback and iteration that helps them: – Identify numerous solution alternatives rather than just one. – Make a choice by allowing them to discuss the pros and cons of each alternative. – Broker the selected solution and make necessary adjustments that benefit all parties. © Pearson Prentice Hall 2009 2-29

30. Q6 – How do businesses use collaboration systems for problem solving?  Problem solving and collaboration systems are more effective when they successfully employ the three collaborative drivers: – Communication systems that allow a regular and reliable exchange of ideas and information – Content-management systems that control document changes and revisions so everyone has the most current version – Workflow control is less important because of the nature of the unstructured decision-making process © Pearson Prentice Hall 2009 2-30

32. Q7 – How do businesses use collaboration systems for project management?  The three collaborative drivers are important to ensure the success of a project. – Communication systems help decision makers communicate with one another and deal with unexpected problems as they occur. – Content-management systems control document changes and revisions that occur during the project. – Workflow control is important because of task dependencies inherent in projects. © Pearson Prentice Hall 2009 2-32

33. Q7 – How do businesses use collaboration systems for project management? Fig 2-17 Collaboration Systems for Decision Making, Problem Solving & Project Mgt © Pearson Prentice Hall 2009 2-33

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