Collaboration, Communication and Group

Support SystemsVery effective computerized methods have evolved to support the complex

situations and different settings of work groups.

YLER

Collaboration, Communication and Group Support Systems

1. Concepts and Proccess of groupwork

2. Support fo IT-based collaboration and communication.

3. Principles and Capabilities of groupware and group support systems (GSS)

4. Products and tools for GDSS/GSS and Successful Implementation

5.Emerging Collaboration Tools: From VoIP to Wikis

6. Collaborative Efforts in Design, Planning And Project management

1. Concepts and Proccess of groupworkCharacteristic of Groupwork

Gains and Losses

CHARACTERISTICS OF GROUPWORK

• A group o perforsms a tasko can be permanent or temporaryo can be at one managerial level or can

span several levels• Group memebers 

o may be located in different placeso may work at different timeso may work for different organizations.

CHARACTERISTICS OF GROUPWORK

• There can o be synergy (leading to process and task

gains) or conflict in groupwork.o be gains and/or losses in productivity from

groupwork• The task may have to be accomplished very

quickly• It may be impossible or too expensive for all

the team members to meet in one place

 

 

Vista completa en:http://www.xmind.net/share/yeimylorena/gss-gdss/

2. Supporting Groupwork With Computerized System

GroupwareTime/Place Communication Framework Synchronous and Asyncronous Products

Synchronous Vs Asyncronous

2.1 GROUPWARE 

• Can support decision making o directly: e. generating creative solutions to

problems o indirectly: e. e-mail prog, chat rooms, IM,

teleconferencing.

• Provide a mechanis for:o to share opinions, data, information, knowledge...

• Computing tecnologies support depending of work occurso purpose of groupo the tasko the time/place

2.3 Synchronous and Asyncronous Products

• Built-in e-mail, messaging system• Browser interface• Joint Web-page creation• Sharing of active hyperlinks• File sharing (graphics, video, audio, or other)• Built-in search function()• Workflow tools• Use corporate portals for communication,

collaboration and screens• Electronic decision rooms• Peer to peer networks

2.4 Synchronous       Vs       Asyncronous 

• Instant messaging• Video,Video &

multimedia conferencing

• Shared & smart white board

• Instant video• Brainstorming• Polling (voting) and • Other decision support

(consensus builder, scheduler)

• Workspaces• Thread discussions• User can receive/send

e-mail, SMS

Resources Links   

Asynchronous Products (Sharing and Storing documents)• vignette.com• groove.net

Virtual Meetings (online meeting and presentations)• webex.com• gotomeeting.com

Real time collaboration (training and customer support)• WebEx.com

3. Principles and Capabilities of groupware and group support systems (GSS)

Group Decision Support SystemGDSS Support

GSSElectronic Meeting System (EMS)

Facilities for GDSS

3.1 Group Decision Support SystemConcept:                    Is an Interative computer-based system that facilitates the solution of semistructured and unstructured

problems by a group of decision makers

Goal:                    improve the productivity of decision-making meetings,

either by speeding up the decision-making process, by improving

the quality of the resulting decision, or both.

3.2. GDSS also Support

Structure to the planning process        ->    group on track

Unstructured techniques and methods  ->    idea generation

External and stored information          ->    easy access

asynchronous procomputer discussion   ->   parallel                                                               processing                                                               information

Any combination of hardware and software that enhances groupwork either in direct or indirect support of decision making 

3.3 GSS

3.4 Electronic Meeting System (EMS)

 Support anytime/any place meeting.

• Communication• Planing of a meeting• Idea generation• Problem solving• Issue discussion• Negotiation• Conflict resolution

Is a form of GSS 

• Collaborative Group activities sucho document

preparationo document sharing 

• Desktop videoconferencing

•  

3.5 Facilities for GDSS - deploy GDSS/GSS technology

1. In a special-purpose decision room (EMR)

2. Using a multiple-use facility, and

3. Internet or intranet-based groupwareLotus Notes,Groove WebEx,PlaceWare,GroupSystems,NetMeeting

GSS session success depends of quality, activities, and support of facilitator

4. Products and tools for GDSS/GSS and Successful Implementation

Organizing a GDSS session.GroupSystem's major productsSucess factors of GDSS/GSS.

How create a collaborative cultureImplementation Issues of GDSS/GSS

4.1 The Standar GSS Process    

1. Idea Generation

2. Idea Organization

3. Priorization

4. Additional idea generation

Some meetings are oriented toward decision making. Others are exploratory in nature and are focused on generating ideas to pursue in follow-up meetings or individual work.

4.2 GROUPSYSTEM PRODUCTS

Structure of GroupSystem for Windows

GSS must demonstrate cost saving, either throught a more effective and efficient meeting process or throught reduced travel cost. Tangible result are necesary, but not sufficiente; a collaborative culture is necessary

4.3 GSS Sucess Factors

Organizational commitment                                  An excutive sponsorUser involment and training

A user-seductive interface                                    Organizacional culture

4.4 Crafting a Collaboration CultureSteps for create a work enviroment that support collaboration acording Agrew (2000):

1. Know what you want2. Determinate resource constraints3. Determinate what technologies can be used to overcome resource constraints.

When all is determinated, is necessary to set up group sessions with good faciltitation to guide and train the participant in the tools used.

4.5 Implementation Issues for Online Collaboration (I)

• to connect business partners, and organization needs oan effective collaborative enviromento Lotus Notes/Domino or o Cybozy Share 360 (cybozu.com)

• to connect collaborative tools with file management products on an organization's intranet.o wiredred.como eRoom server (software.emc.com)

4.5 Implementation Issues for Online Collaboration (II)

• automatic language transaltiono Transclick.com

• to create a truly collaborative enviroment, protocols are needed for easy integration of different applications and to standardize communicationo WebDAV Web Distributed Authoring and

Versioning protocol (webdav.org)

5. Emerging Collaboration Tools: From VoIP to Wikis

VoIP and its advantagesCollaborative workflow

wiki and wikilogscollaborative hub

corporate (enterprise) portal

5.1 Voice Over IP

Refers to communications systems that transmit voice over Internet Protocol (IP) - based networks.

Corporations are moving to Internet stantard- to cut cost- boost efficiency - to combinate voice and data

pc.telephone.com

5.2 Collaborative Workflow

Refers to software products that address project oriented and collaborative types of processes.

The goal of collaborative workflow tools is to empower knowlge workers.

The focus of an enterprise solution for collaborative workflow is on allowing workers to communicate, negotiate, and collaborate within an integrated environment.

5.3 WIKIS

Is a piece of server software available in a Web site that allows users to freely create and edit Web page content, using any Web browser 

It is especially suited for collaborative writing.

What is a wiki blog (bliki)?

Wikilog

5.4 Collaboration Hub

One of most popular forms of B2B e-commerce is the collaboration hub, whic is used by the members of a supply chain to help improve effectiveness between manufacturing companies, their suppliers, and contract producers by 

• reducing inventory, • improving flexibility• increasing supply-chain transparency

through the internet.

5.5 Collaborative Networks

In an collaborative network partners at any point in the network can interact with each other, by passing traditional partners. Interaction may occur among several manufactures or distributors, as well as with new players, such as software agent that act as aggregators, B2B exchanges, or logistics providers.

 

A corporate (enterprise) software

A corporate (enterprise) software: is a gateway to a corportate Web site that enables communication, collaboration, and access to company information. Provide a single point of access to information and applications available on the Internet, extranets of a specific organization.

6. Collaborative Efforts in Design, Planning And Project management

CPFRVMI

Project Management

6.1 Collaborative planning, forecasting, and replenishment (CPFR)is an industry-wide project in which suppliers and retailers collaborate in planning and demand forecasting in order to ensure that members of the supply chain will have the right amount of raw materials and finished goods whend they need them.

The CPFR Process

6.2 Vendor-Managed Inventory (VMI)

A means of optimizing Supply Chain performance in which the manufacturer is responsible for maintaining the distributor's inventory levels. The manufacturer has access to the distributor's inventory data and is responsible for generating purchase orders. 

VMI models

Under the typical business model:When a distributor needs product, they place an order against a manufacturer. The distributor is in total control of the timing and size of the order being placed. The distributor maintains the inventory plan.Vendor Managed Inventory model:The manufacturer receives electronic data (usually via EDI or the internet) that tells him the distributor's sales and stock levels. The manufacturer can view every item that the distributor carriers as well as true point of sale data. The manufacturer is responsible for creating and maintaining the inventory plan. Under VMI, the manufacturer generates the order*, not the distributor.

6.3 Project Manager

Developing large-scale projects requires collaboration of a large number of units and individuals inside and outside an organization. Effective and efficient communications and collaboration is a must.

• Online project management lets you collaborate with project resources, manage project users, analyze risks, assign tasks, coordinate schedules and make your project a success from anywhere in the world.

• These project management apps are here to save you time, but they can also be very time-consuming and not intuitive.

• If you have a team who works with you remotely, then this is the right choice.

Project Management and Collaboration Tools

7. Creativity. Idea generation and 

Computerized Support

Creativity    

Creativity is a complex concept that is used to generate altenative courses of actions in decision making.

Creativity can be learned and fostered with good managerial techniques and a supportive enviroment.

Idea generation (i.e., electronic brainstorming) allow participants to generate and share ideas simultaneous and anonymously

Creative software programs use association and "thinkin outside box" to trigger new concepts

Resources Links   

Vendors of collaborate workflow applications• Lotus• EpicData• FileNet• Action Technologies

CONCEPTS

GDSS: Predecessor of GSS, provide direct support to decision meetings, ussually in a face- to face setting.

Workgroup: When people work in groups, they perform groupwork

Groupware: Computerized tools developed to provide group support

CONCEPTS

RTC: Real time collaboration, tools being used in distance training, product demonstration, customer support, e-commerce and sales application

EMS: Electronic Meeting System, is a form of GSS.Support anytime/any place meeting.

Corporate (Enterprise) portal

Vendor-Managed Inventory (VMI)

Bibliography

• Turba, et al. Decision Support and Business Intelligence Systems. s.l. : Prentice Hall, 2007.