Collaboration is Ch02

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Collaboration

Information SystemsDavid Kroenke

Using MIS 3e

Chapter 2


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Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall 2-2

One of the best ways of improving team meetings is to use collaborationinformation systems, as youll learn in this chapter.

We begin by defining and describing collaboration. Given that definition,

well then look at the five components of a collaboration system and

consider the procedure and people components in particular. Then, well

examine how three different types of collaboration system can be used

to facilitate communication, manage the teams work product, andcontrol team workflow. Well then consider collaboration in the business

context. Well examine how information systems improve collaboration

for problem solving, project management, and decision making.

As you read this chapter, keep in mind (from Chapter 1) that

collaboration is one of the four critical skills that Robert Reich identified

for twenty-first-century workers. As youll see, the ability to use

collaboration systems is a key part of modern collaboration skills.

Chapter Preview


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Q1 What is collaboration?Q2. What are the components of a collaboration information

system?

Q3. How can you use collaboration systems to improve team

communication?Q4. How can you use collaboration systems to manage

content?

Q5. How can you use collaboration systems to control

workflow?

Q6. How do businesses use collaboration systems?Q7. 2020?

Study Questions


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Does that FlexTime meeting sound likemeetings you have with fellow students?

It doesnt have to be that way.

One of the best ways of improving teammeetings is to use collaboration.

Chapter Opening Scenario


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Collaboration occurs when two or morepeople work together to achieve a common:

Goal

Result

Work product

Greater than individuals working alone

Involves more than coordination andcommunication alone

What Is Collaboration?


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Feedback and iteration provide an opportunity for

team members to:

Proceed in a series of steps (iterations) by

continuously reviewing and revising one anothers

work.

Learn from one another rather than working in

isolation.

Change the way they work and what they produce.

Ultimately, produce a product thats greater (and

better) than an individual could accomplish working

alone.

Importance of

Feedback and Iteration


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Effectiveness of a collaborative effort isdriven by three critical factors:

1. Communication

2. Content management3. Workflow control

Critical Collaboration Drivers


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Communication skills and abilities of groupmembers

Key Elements

Ability to give and receive critical feedback?Availability and use of effective

communication systems

Communication


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Users need to manage content in order toavoid conflicts.

Need to know who made what changes,when, and why. Content-managementsystems track and report such data.

Members have different rights and privileges.

Information systems play a key role inenforcing such restrictions.

Content Management


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Workflow is a process or procedure to create,edit, use, and dispose of content.

It specifies the particular ordering of tasks.

It includes processes for handling rejectedchanges and exceptions.

It ensures tasks are completed in an orderlymanner.

Ad hoc groupscommunication mostimportant drive, rather than formalizeworkflows.

Workflow Control


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Q1 What is collaboration?

Q2. What are the components of a

collaboration information system?


communication?

Q4. How can you use collaboration systems to manage

content?


workflow?

Q6. How do businesses use collaboration systems?

Q7. 2020?

Study Questions


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Hardware Client hardware

Computers and other communication devices

(iPhones, Blackberries)

Server hardware

Computers installed and operated by IT

professionals that support the collaboration

system.

Components of a Collaboration

Information System


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Google Docs & Spreadsheets Free, only need Web browser to use

Microsoft Groove

Must be installed on the client computers of all

group members

Microsoft SharePoint

Setup on a server computer

User need only browser to use

Integrated with Microsoft Office

Can be expensive for business users

Software
https://www.google.com/accounts/ServiceLogin?service=writely&passive=true&nui=1&continue=http%3A%2F%2Fdocs.google.com%2F&followup=http%3A%2F%2Fdocs.google.com%2F&ltmpl=homepage&rm=falsehttp://office.microsoft.com/en-us/groove/default.aspxhttp://sharepoint.microsoft.com/Pages/Default.aspxhttp://sharepoint.microsoft.com/Pages/Default.aspxhttp://office.microsoft.com/en-us/groove/default.aspxhttps://www.google.com/accounts/ServiceLogin?service=writely&passive=true&nui=1&continue=http%3A%2F%2Fdocs.google.com%2F&followup=http%3A%2F%2Fdocs.google.com%2F&ltmpl=homepage&rm=false


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Components of a Collaboration

Information System


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Collaboration data consists of documents,discussions, tasks lists, and other types of team data.

Google Docs & Spreadsheets will store and manage

Word and Excel documents.

Groove allows users to store almost any kind ofcomputer file including Word, Excel, PowerPoint,

Acrobat, pictures, drawings, other document types,

multiparty chat, chat session logs, VoIP.

SharePoint can store discussion lists, task lists,announcements, calendars, and more. SharePoint

supports team Wikis and team member blogs.

Data


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1. Procedures for using the collaborationsoftware:

Perform basic tasks like creating announcements,

reading and storing documents, adding items to

lists, responding to surveys and so forth.

2. Procedures for conducting a collaborative

project:

Concerns how the team will perform its

collaborative work.

Types of Collaboration

Procedures


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Starting phase Planning phase

Doing

Wrapping-up Iteration and feedbackloop is nature and

power of collaboration

Collaboration Procedures


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Set ground rules Consider team authorityset goal/objectives

and determine how to accomplish them

Set expectations for team members Role each will play

Authority for each member

Establish procedures for meetings

Starting Phase


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Determine who will do what and by when Identify task dependencies

Evaluate alternatives

Make clear assignments of tasks to teammembers:

To ensure that team members know when,

and by whom, tasks will be accomplished.

Planning Phase


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Ensure that tasks are accomplished on time Identify schedule problems as early as

possible

Add, delete, modify tasks, change taskassignments, add or remove task labor and so

forth, as necessary

Doing


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Document results Document the learnings for future teams

Close down the project and disband

Wrapping-Up


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Decisions and Procedures

for Project Phases


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Important and Not-Important

Characteristics of a Collaborator


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Q1 What is collaboration?Q2. What are the components of a collaboration

information system?

Q3. How can you use collaboration systems

to improve team communication?Q4. How can you use collaboration systems to manage content?

Q5. How can you use collaboration systems to control workflow?


Q7. 2020?

Study Questions


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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.

Types of Communication
http://en.wikipedia.org/wiki/Asynchronous_communicationhttp://en.wikipedia.org/wiki/Asynchronous_communication


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Technology Available to Facilitate

Communication


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Dont require everyone to be in same place at sametime

Virtual meeting tools Conference callscan be difficult to arrange the right time

Multiparty text chateasier to arrange if everyone has mobile

texting Videoconferencingrequires everyone to have the proper

equipment

Emailmost familiar but has serious drawbacks in contentmanagement

Discussion forumscontent is more organized than email Team surveyseasy to manage but dont provide very much

interactive discussion

Virtual Meetings


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Group calendarOutlook, Evite Virtual meetingsSynchronous

Conference calls

WebinarsWebEx, SharedView Multiparty text chatGroove

VideoconferencingLive Meeting

Students Should Forgo

Face-to-Face Meetings
http://www.invite.com/http://www.webex.com/http://www.connect.microsoft.com/site/sitehome.aspx?SiteID=94http://office.microsoft.com/en-us/groove/HA101672641033.aspxhttp://office.microsoft.com/en-us/livemeeting/default.aspxhttp://office.microsoft.com/en-us/livemeeting/default.aspxhttp://office.microsoft.com/en-us/groove/HA101672641033.aspxhttp://www.connect.microsoft.com/site/sitehome.aspx?SiteID=94http://www.webex.com/http://www.invite.com/


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Figure 2-5

User Participating

in NetMeeting


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Email: Problem of too much freedom, too easy to

hide

Discussion threads disorganized,disconnected

Difficult to find particular emails, comments,

or attachments

Communicating Asynchronously


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Fig 2-6 Example of Discussion Forum

Example of Discussion Forum


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Portion of Sample Team Survey


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system?


communication?

Q4. How can you use collaboration

systems to manage content?Q5. How can you use collaboration systems to control

workflow?


Q7. 2020?

Study Questions


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Three Categories of Sharing

Content Your choice depends on the degree of control your

team needs to complete their tasks


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Email attachments are most primitive andhave numerous problems. Someone may not receive the email, ignores it,

doesnt notice it, or does not save the attachments.

Difficult to manage attachments.

Shared file server provides a single storagelocation for all team members. Uses FTP technology to access files

Known location for finding documents

Problems can occur if multiple team members tryusing same file at same time.

Shared Content with No Control


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Version managementtrack changes todocuments and provide features and functions

to accommodate concurrent work

Three version-management systems

1. Wikis

2. Google Docs & Spreadsheets

3. Microsoft Office Groove

Shared Content with

Version Management


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

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.

Wikis (We-keys)
http://en.wikipedia.org/wiki/Wikihttp://en.wikipedia.org/wiki/Wiki


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Figure 2-9


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Access at http://docs.google.com with a Googleaccount (not same as Gmail account)

Google account can be affiliated with whatever email

account you provide.

Documents are stored on Google servers making

them accessible from anywhere.

Team members can track revisions and review

change summaries.

A free service but you must use Google programs for

processing.

Google Docs & Spreadsheets
http://docs.google.com/http://docs.google.com/


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Sample Google Docs & Spreadsheets Document Versions

Revisions Shared by Three People


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A user creates a workspace and invite others to join. Workspace has a collection of tools

Automatically propagates changes to workspace to all group

members computers.

Show all work that was done while user was away Does concurrent update control

Multiuser chat, VoIP

Use it asynchronously or synchronously

Use any computer or server to access workspaces

Each user must have a license and install it on each computer

(may be exceptions).

Microsoft Office Groove


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Each user must purchase a license for Groove. Groove must be installed on each members computer.

Member creates a workspace, which is a collection of tools,

documents, and users. The creator of the workspace invites

others to join by sending them an email.

Invitee accepts to join the workspace and can view all workspace

contents, including documents, schedules, drawings,

announcements of meetings, and so forth.

When a user changes a document, Groove automatically

propagates that change to workspaces on other users

computers.

Supports multiuser text chat and Voice over IP (VoIP).

Downside of Groove


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Fig 2-11 Example Groove Workspace

Example of Groove Workspace


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Each team member is given an account with a set ofpermissions.

More control over changes to documents.

Uses shared directories (a.k.a. libraries) to store documents.

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

Permissionsuser 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.

Requires users to check out documents and check them back in.

Shared Content with Version

Control


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Fig 2-11

Example of Document Checkout


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Microsoft SharePoint is the most popular for businessuse.

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

Master Control

Document Locator

CVSsoftware team use

Subversioncontrol versions of software code, test

plans, and product documentation

Version-Control Applications
http://office.microsoft.com/en-us/sharepointserver/FX100492001033.aspxhttp://www.mastercontrol.com/http://www.documentlocator.com/http://www.mastercontrol.com/http://www.cvs.com/http://www.mastercontrol.com/http://www.subversion.com/http://www.mastercontrol.com/http://www.mastercontrol.com/http://www.subversion.com/http://www.mastercontrol.com/http://www.cvs.com/http://www.mastercontrol.com/http://www.documentlocator.com/http://www.mastercontrol.com/http://www.mastercontrol.com/http://office.microsoft.com/en-us/sharepointserver/FX100492001033.aspxhttp://office.microsoft.com/en-us/sharepointserver/FX100492001033.aspx


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Figure 2-12

Checking Out Document

Problem_Definition_Ricky


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Q1 What is collaboration?Q2. What are the components of a collaboration

information system?


communication?

Q4. How can you use collaboration systems to managecontent?

Q5. How can you use collaboration

systems to control workflow?


Q7. 2020?

Study Questions


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Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall2-49

Sequential workflow When a document is reviewed by one group member, then

another, and so forth

Parallel workflow

When documents are reviewed simultaneously by multiple

members

SharePoint site

Workflows can be defined and SharePoint ensures team

members perform required tasks

Types of Workflow


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Fig 2-13

Sample Sequential Workflow


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Fig 2-14

SharePoint Workflow Form


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Fig 2-15

SharePoint Sequential Workflow


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system?


communication?



workflow?

Q6. How do businesses use collaborationsystems?Q7. 2020?

Study Questions

U i C ll b ti S t f


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Problem: Perceived difference between what is and what

ought to be

Different people can define/perceive a problem

differently Tara defines the problem as Felix doesnt regularly

come to meetings. Felix defines the problem as the

team is focused on cost savings when it should be

focused on revenue. Other team members mighthave other definitions.

Using Collaboration Systems for

Problem Solving?

U i C ll b ti S t f


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Project Management

Procedures and Decisions for Project Phases

U i C ll b ti S t f


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Operational decisions Concern day-to-day activitiesHow many widgets should we order

from vendor A?

Obtain data from transaction processing systems

Require very little collaboration

Managerial decisions Focus on the allocation and utilization of resourcesHow many

engineers should we assign to project B?

Require some collaboration

Strategic decisions Are broader in their scope and center around organizational

issuesShould we start a new product line?

Are almost always collaborative


Decision Making?


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Structured Decisions Have an understood and accepted method for

making decisions

Have optimal solution

Require very little collaboration

Unstructured Decisions

No agreed-on decision-making method

No proven optimal solution

Are often a collaborative process

Two Decision Processes

R l ti hi B t D i i


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Operational decisions tend to be structured. Strategic decisions tend to be unstructured.

Managerial decisions tend to be both structured andunstructured.

Unstructured operational decision: How many taxicabdrivers do we need on the night before thehomecoming game?

Structured strategic decision: How should we assignsales quotas for a new product?

Relationship Between Decision

Type and Decision Process

D i i P d D i i


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Fig 2-18

Decision Process and Decision

Type

Decision Making and


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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

Collaboration Needs by Decision


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Fig 2-19

Collaboration Needs by Decision

Types


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Q1 What is collaboration?

Q2. What are the components of a collaboration information

system?


communication?



workflow?


Q7. 2020?

Study Questions

How Will Collaboration


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Face-to-face meetings (F2F) will be rare. Employees not needed to be present on site will work

at home, either full time or at least several days a

week.

Nearly all corporate training will be online, mostlyasynchronous.

Business travel will be a shadow of its former self.

Travel industry will re-organize for nearly exclusively

for recreational travel. Conventions will become virtual.

How Will Collaboration

Change By 2020?


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VirtualSomething appears to exist thatdoes not exist in fact.

Is everyone present?

Is everyone really who they say they are? (No

spoofing) Is everyone invited who should be?

Was everyone, in fact, notified?

Is it illegal to spoof someone?

Are your ethics virtual?

If others cheat on an online exam, are you justified to

cheat too?

Ethics Guide: Virtual Ethics?


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Collaboration systems pose serious security risks. All documents are stored on Google computers,

which are located, well, who knows where? Does

Google protect those computers appropriately? If

those computers are located in, say, San Francisco,

will they survive an earthquake?

Wireless traffic is unprotected from wireless snoopers.

Are you processing that data at a local coffee shop?

Do you care that anyone in that shop can copy your

data?

Guide: Securing Collaboration


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You post data in a Groove workspace so both your advertising

agency and marketing guru can view it. You have just violated

corporate security.

Marketing guru makes a copy and uses it to improve her

knowledge of consumer behavior. Unknown to you, she also

consults for your chief rival and uses that knowledge to benefityour competitor.

SharePoint has extensive security features, if administrator

implemented a proper security plan.

But, SharePoint makes it easy to download data.

Guide: Securing Collaboration

Ethics Guide: Egocentric vs


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Egocentric thinking Centers on self

Im right, everyone else is wrong.

I believe sales are declining because our price is

too high. We need to cut the price.

Empathetic thinking My view is one possible interpretation.

Take time to learn what others are thinking.

Take time to understand the problem domain as a

system. (What factors can affect sales?)

Ethics Guide: Egocentric vs.

Empathetic Thinking

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Professor Jones, I couldnt come to class lastMonday. Did we do anything important?

Egocentric thinking Implies the student isnt accountable for his actions Implies professor lectured on nothing important Doesnt take into account professors view of

absences Assumes the professor has time to rehash the class

discussions and activities one-on-one Puts responsibility on the professor to remember

everything said in class

Egocentric Thinking

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I couldnt come to class, but I got the class notesfrom Mary. I read through them, and I have aquestionOh by the way, Im sorry to trouble you withmy problem.

Empathetic thinking approach Takes personal responsibility Minimizes impact of absence on someone else Considers impact from professors side

Considers that the professor must interrupt theirother work to give extra help so you can recoverfrom your absence

Empathetic Thinking

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Q1. What is collaboration?

Q2. What are the components of a collaboration information

system?


communication?



workflow?


Q7. 2020?

Active Review

Case Study 2: Microsoft


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Operates a network of 21 hospitals with over 2,300 staffed

hospital beds

130,000 patients and delivered 33,000 babies

Has more than 150 clinics and employs more than 30,000 people

Provides free private Web pages for patients or family membersto communicate patient care and health matters to one another

Provides a facility by which family and friends can send emails to

patients that are printed and delivered to patients

Web-based portal that patients use to view test results, make

appointments, view medical records, and conduct other

healthcare matters.

Provides a Web nursery of photos of recently born babies

Case Study 2: Microsoft

SharePoint at Intermountain

Healthcare

Microsoft SharePoint at


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Intermountain Healthcare



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Publishes traditional business documents such as

announcements, policies, forms, pay schedules, consolidated

business reports under a SharePoint umbrella

Employees have one place to go to find and produce reports that

they want.

Result is reduced costs and better information for employees Employees can post new procedures or techniques or new ways

of solving problems and can describe them on SharePoint sites.

Made it easy for users to create Team Spaces where teams

could collaborate on documents, share calendars, and perform

other collaboration functions No formal user training; created a short video that walked users

through process

Thousands of employees contribute online now


Intermountain Healthcare

Microsoft SharePoint at Intermountain


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Microsoft SharePoint at Intermountain

Healthcare


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retrieval system, or transmitted, in any form or by any means, electronic,

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permission of the publisher. Printed in the United States of America.

Copyright 2011 Pearson Education, Inc.Publishing as Prentice Hall