COLLABORATIVE COMPUTING TECHNOLOGIES: GROUP SUPPORT SYSTEMS

Learning Objectives

Understand concepts and fundamentals of groupwork, communications, and collaboration.

Examine how computer systems enhance communication and collaboration.

Understand the principles and capabilities of GSS. Explore the concepts of time/place frameworks. Learn how GSS interplays with the concepts of process

gain and loss, and task gain and loss. Understand the fundamentals of electronic meetings. Examine GSS’ three technologies. Learn how the Web enables GSS, electronic meetings,

and collaborative computing. Explain hoe distance learning is enabled by GSS. Show how GSS enhances creativity.

Collaborative Design at Boeing-Rocketdyne

Problem Drive the cost of rocket engine down 95% Get the engine to market 10 time faster Require radical new design, significant creativity, and unusual

innovation Solution

Created expert team from business partner Used collaborative technology

Internal Notebook : Members could access the software securely from anywhere. Could create, comment on, reference-link, search, and short-entries also use electronic whiteboard that allowed multiple team members near-instance access.

Cont……….

Collaborative Design at Boeing-Rocketdyne

Solution Project Vault : A software allowed secured common file

storage and transfer of these files on as-needed basis. Software tools and protocol were modified and allowed

which allowed face-to-face meeting, content was posted online for group sharing.

Major tools used to support the lengthy virtual meetings by teleconferencing and videoconferencing.

Used powerful desktop analysis software to analyse designs during the meeting, so results could be discussed in real-time and evaluted through brainstorming.

Collaborative Design at Boeing-Rocketdyne

ResultDesigned a product made of 6 parts instead of

normal 1200Cost $0.5 million from $14 millionQuality level 9 sigma from 2-6 sigmaTeam did all this in 10 months instead of 6 yearsProduction cost $47,000 instead of $4.5 million

and with more than a 5 percent reduction in total engineering hours.

Making decisions in Groups :Characteristics Groupwork

Work done by two or more people together. Members can be located in different places

and work at different times Information may be located external to the

project Allows for rapid solutions May exhibit normal team problems of synergy

or conflict Often Internet based Groupware tools support groupwork Work called computer-supported cooperative

work

Group Decision-Making Process

Even in hierarchical organizations, decision making is usually a shared process. The following activities and process characterize meetings: The decision situation is important, so it is advisable to

make it in a group in a meeting Joint activity Outcome of the meeting depends partly on the knowledge,

opinions, judgement and composition of its participants. Differences in opinion are settled either by the ranking

person, or through negotiation or arbitration. They can be virtual team May be beneficial or dissatisfaction

Benefits and limitation of group work

Process gains are the benefit of working in group

It provides learning. Groups are better than individuals at understanding problems

People readily take ownership and responsibility Group members have their egos embedded in the decision Groups are better than individuals at catching errors A group has more information A group may produce synergy Working in group may stimulate the creativity A group may have better and more precise communication working

together Risk propensity is balanced

Benefits and limitation of group work

Dysfunction may occur Process loss Social pressure of conformity may result in groupthink It’s a time consuming, slow process, costly There can be lack of coordination of the meeting and

poor meeting planning Inappropriate influence Some members may afraid to speak up Can be compromised solutions of poor quality Too much information Incomplete, incorrect and inappropriate

Improving the meeting Process Researchers have developed methods

for improving the process of group work; that is, increasing some of the benefits of meeting and eliminating of reducing some of the losses. Two representative methods Delphi method : is a qualitative forecasting

methodology that uses anonymous questionnaires. Nominal group thinking : is a simple

brainstorming process for non-electronic meeting.

Qualitative Methods of Forecasting HR Demand or Supply

•A group of experts exchanges several rounds of estimates of HR demand or supply, normally without meeting face to face. Feedback from other experts is used by each individual to “fine-tune” his or her independent estimate.

•A small group of experts meets face to face. After a procedure that involves open discussion and private assessments, the group reaches a judgment concerning future HR demand or supply.

•Can involve key decision makers in process.

•Can focus on what is expected or desired in future.

•Not bound to the past.

•Same as for Delphi technique.

•Group discussions can facilitate exchange of ideas and greater acceptance of results by participants.

•Highly subjective.

• Judgments may not efficiently use objective data.

•Same as for Delphi technique.

•Group pressure may lead to less accurate assessments that could be obtained through other means.

Method Description Advantages Disadvantages

Delphi technique

Delphi

NGTNominal group technique

Supporting group-work with computerized systems Almost all dynamic organizations using some

computer-based communication and collaboration methods and tools to support people working in teams or group.

An overview of GSS

Common group activities with computer assistance Information retrieval Information sharing Information use

Support participants Improve productivity and effectiveness of meetings

More efficient decision-making Increase effectiveness of decisions

Computers have been used for several decades to facilitate group-work and group decision making, lately, collaborative tools have received even greater attention due to their increased capabilities and ability to save money.

Groupware

Software providing collaborative support to groups Different time/place applications Most use Internet technologies Most offer one or more capabilities

Electronic brainstorming Free flow of ideas and comments

Electronic conferencing or videoconferencing Group scheduling and calendars Conflict resolution Model building Electronic document sharing Voting services

Electronic meeting services also available Enterprise-wide systems expensive in cost and human

resources

Popular Groupware

Groupware products provides a way for group to share resources and opinions. Groupware implies the use of networks to connect people. Lotus Notes/Domino Microsoft Netmeeting Groove Workspace GroupSystems MeetingRoom and OnLine WebEx

Time/Place Communication Framework

Effectiveness of collaborative group depends on Time

synchronous or asynchronous transmission of information

Place location of

participants

Benefits and Problems

Benefits of groupwork Process gains

Nominal group technique Delphi method

Technology applied as GSS Hardware and software combined to enhance

group Collaborative computing

Problems in groupwork Process losses inefficient

GSS Technology Deployment Special purpose decision room

Electronic meeting rooms Software operates across LAN Allowed for face-to-face meetings Trained facilitator coordinates meeting Group leader structures meeting with facilitator

Multiple use facility General purpose computer lab Effective way to lower costs Trained facilitator coordinates meeting Group leader structures meeting with facilitator

Web-based groupware with clients Anytime/anyplace meetings with deadlines

established Software bought or leased No facility costs Flexible

Tools for indirect support of Decision MakingA large number of tools and methodologies are available to facilitate e-collaboration, communication, and decision support. Synchronous Products: communication and

collaboration are done in real-time. IM VoIP

Asynchronous Products : communication and collaboration done by the participants at different times.

E-mail Wikilogs Online workplace

Cont…

Tools for indirect support of Decision Making

Virtual Meeting Systems : The advancement of web systems opens the door for improved , electronically supported virtual meetings. VM are supported by a variety of groupware tools.

Electronic TeleconferencingVideo conferencingWeb conferencingInteractive whiteboardsScreen sharingInstant video

GSS Meeting Process

Group leader meets with facilitator to plan meeting structure.

Participants meet on computers. Group leader or facilitator poses question. Participants brainstorm by entering comments into

computer. Facilitator employs idea organization software to

sort comments into common themes. Results are displayed. Facilitator or group leader leads discussion. Themes are prioritized. Highest priority topics are either sent through the

process again for further discussion or a vote is taken.

GSS Meeting Process

Standard Process Exploratory idea generation Idea organization tool Prioritization New idea generation Selection of final idea

Success based upon effectiveness, reduction in costs, better decisions, increased productivity

GSS and Distance Education

Classroom collaborative computing advantages Brainstorming, chat, discussion boards Distribution of information, lectures

Publishes to course site Videoconferenced Consistent materials

Textbooks can be bound or electronic E-mails and listservs

One-on-one interaction Allows for global classrooms Anytime/anyplace with fixed deadlines

Flexible time frame Doesn’t interfere with work shift

Low delivery costs with large audiences

GSS and Distance Education, continued

Disadvantages: Fewer social interactions Communication problems Students must be self-starters and highly disciplined Classes require major technical and administrative support Technical infrastructure must be reliable Courses may need to be redesigned for online Special training

Corporate training online: Allows anytime/anyplace training Lowers costs Decreases time away from jobs Shortens learning process Delivered via Intranet, intranets, extranets, audio and

video conferencing

Creativity Support System

Creativity Fundamental human trait Level of achievement Can be learned

Organizations recognize value in innovation Stimulated by electronic brainstorming software

Free flow idea generation Creative computer programs

Smartbots function as facilitators Identify analogies in letter patterns Draw art Write poems

Computer programs stimulate human productivity