Collaboration Is Ch02

Using MIS 3e Chapter 2
Collaboration Information Systems David Kroenke
Chapter Preview
One of the best ways of improving team meetings is to use collaboration information 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, and control 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.
Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall
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Study Questions
Q1
Q2.
Q3. Q4. Q5. Q6. Q7.
What is collaboration?
What are the components of a collaboration information system? How can you use collaboration systems to improve team communication? How can you use collaboration systems to manage content? How can you use collaboration systems to control workflow? How do businesses use collaboration systems? 2020?
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Chapter Opening Scenario

Does that FlexTime meeting sound like meetings you have with fellow students? It doesnt have to be that way. One of the best ways of improving team meetings is to use collaboration.
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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
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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 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.
Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall 2-6
Critical Collaboration Drivers

Effectiveness of a collaborative effort is driven by three critical factors: 1. Communication 2. Content management 3. Workflow control
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Communication
Communication skills and abilities of group members Key Elements Ability to give and receive critical feedback? Availability and use of effective communication systems
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Content Management
Users need to manage content in order to avoid conflicts. Need to know who made what changes, when, and why. Content-management systems track and report such data.
Members have different rights and privileges.

Information systems play a key role in enforcing such restrictions.
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Workflow Control
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 rejected changes and exceptions. It ensures tasks are completed in an orderly manner. Ad hoc groupscommunication most important drive, rather than formalize workflows.
Study Questions
Q1 What is collaboration?
Q2. What are the components of a collaboration information system?

Q3. Q4. Q5. Q6. Q7. How can you use collaboration systems to improve team communication? How can you use collaboration systems to manage content? How can you use collaboration systems to control workflow? How do businesses use collaboration systems? 2020?
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Components of a Collaboration Information System

Hardware Client hardware
Computers and other communication devices (iPhones, Blackberries)
Server hardware
Computers installed and operated by IT professionals that support the collaboration system.
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Software
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
Components of a Collaboration Information System
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Data
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 of computer 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.
Types of Collaboration Procedures

1. Procedures for using the collaboration software:
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.
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Collaboration Procedures
Starting phase Planning phase Doing Wrapping-up Iteration and feedbackloop is nature and power of collaboration
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Starting Phase
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
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Planning Phase
Determine who will do what and by when Identify task dependencies Evaluate alternatives Make clear assignments of tasks to team members: To ensure that team members know when, and by whom, tasks will be accomplished.
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Doing
Ensure that tasks are accomplished on time Identify schedule problems as early as possible Add, delete, modify tasks, change task assignments, add or remove task labor and so forth, as necessary
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Wrapping-Up
Document results Document the learnings for future teams Close down the project and disband
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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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Study Questions
Q1 Q2. What is collaboration? What are the components of a collaboration information system?
Q3. How can you use collaboration systems to improve team communication?
Q4. Q5. Q6. Q7. How can you use collaboration systems to manage content? How can you use collaboration systems to control workflow? How do businesses use collaboration systems? 2020?
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Types of 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-facemeetings, 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.
Technology Available to Facilitate Communication
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Virtual Meetings
Dont require everyone to be in same place at same time 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 content management Discussion forumscontent is more organized than email Team surveyseasy to manage but dont provide very much interactive discussion
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Students Should Forgo Face-to-Face Meetings

Group calendarOutlook, Evite Virtual meetingsSynchronous Conference calls WebinarsWebEx, SharedView Multiparty text chatGroove VideoconferencingLive Meeting
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User Participating in NetMeeting

Figure 2-5
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Communicating Asynchronously
Email: Problem of too much freedom, too easy to hide Discussion threads disorganized, disconnected Difficult to find particular emails, comments, or attachments
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Example of Discussion Forum
Fig 2-6 Example of Discussion Forum
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Portion of Sample Team Survey
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Study Questions
Q1 Q2. Q3. What is collaboration? What are the components of a collaboration information system? How can you use collaboration systems to improve team communication?
Q4. How can you use collaboration systems to manage content?

Q5. Q6. Q7. How can you use collaboration systems to control workflow? How do businesses use collaboration systems? 2020?
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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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Shared Content with No Control

Email attachments are most primitive and have 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 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 Version Management

Version managementtrack changes to documents and provide features and functions to accommodate concurrent work Three version-management systems 1. Wikis 2. Google Docs & Spreadsheets 3. Microsoft Office Groove
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Wikis (We-keys)
Wikis are shared knowledge bases, repositories of team 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.

Figure 2-9
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Google Docs & Spreadsheets

Access at http://docs.google.com with a Google account (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.
Revisions Shared by Three People
Sample Google Docs & Spreadsheets Document Versions
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Microsoft Office Groove

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).
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Downside of Groove
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).
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Example of Groove Workspace
Fig 2-11 Example Groove Workspace
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Shared Content with Version Control

Each team member is given an account with a set of permissions. 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 the documents. 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.
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Example of Document Checkout
Fig 2-11
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Version-Control Applications
Microsoft SharePoint is the most popular for business 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
Master Control Document Locator CVSsoftware team use Subversioncontrol versions of software code, test plans, and product documentation
Checking Out Document Problem_Definition_Ricky

Figure 2-12
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Study Questions
Q1 Q2. Q3. Q4. What is collaboration? What are the components of a collaboration information system? How can you use collaboration systems to improve team communication? How can you use collaboration systems to manage content?
Q5. How can you use collaboration systems to control workflow?

Q6. Q7. How do businesses use collaboration systems? 2020?
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Types of Workflow
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
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Sample Sequential Workflow
Fig 2-13
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SharePoint Workflow Form
Fig 2-14
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SharePoint Sequential Workflow
Fig 2-15
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Study Questions
Q1 Q2. Q3. Q4. Q5. What is collaboration? What are the components of a collaboration information system? How can you use collaboration systems to improve team communication? How can you use collaboration systems to manage content? How can you use collaboration systems to control workflow?
Q6. How do businesses use collaboration systems?

Q7. 2020?
Using Collaboration Systems for Problem Solving?

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 might have other definitions.
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Using Collaboration Systems for Project Management
Procedures and Decisions for Project Phases
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Using Collaboration Systems for Decision Making?

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
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Two Decision Processes

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
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Relationship Between Decision Type and Decision Process

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?
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Decision Process and Decision Type

Fig 2-18
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Decision Making and Collaboration Systems

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.
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Collaboration Needs by Decision Types
Fig 2-19
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Study Questions
Q1 Q2. Q3. Q4. Q5. Q6. What is collaboration? What are the components of a collaboration information system? How can you use collaboration systems to improve team communication? How can you use collaboration systems to manage content? How can you use collaboration systems to control workflow? How do businesses use collaboration systems?
Q7. 2020?
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How Will Collaboration Change By 2020?

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, mostly asynchronous. 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.
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Ethics Guide: Virtual Ethics?

VirtualSomething appears to exist that does 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?
Guide: Securing Collaboration

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?
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Guide: Securing Collaboration

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 benefit your competitor. SharePoint has extensive security features, if administrator implemented a proper security plan. But, SharePoint makes it easy to download data.
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Ethics Guide: Egocentric vs. Empathetic Thinking

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?)
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Egocentric Thinking
Professor Jones, I couldnt come to class last Monday. 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
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Empathetic Thinking
I couldnt come to class, but I got the class notes from Mary. I read through them, and I have a questionOh by the way, Im sorry to trouble you with my 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 their other work to give extra help so you can recover from your absence
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Active Review
Q1. Q2. Q3. Q4. Q5. Q6. Q7. What is collaboration? What are the components of a collaboration information system? How can you use collaboration systems to improve team communication? How can you use collaboration systems to manage content? How can you use collaboration systems to control workflow? How do businesses use collaboration systems? 2020?
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Case Study 2: Microsoft SharePoint at Intermountain Healthcare

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 members to 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
Microsoft SharePoint at 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
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All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without the prior written permission of the publisher. Printed in the United States of America.
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Using MIS 3e Chapter 2

Collaboration Information Systems David Kroenke

Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall

Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall

Chapter Opening Scenario

Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall

Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall

Importance of Feedback and Iteration

Critical Collaboration Drivers

Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall

Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall

Members have different rights and privileges.

Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall

Q2. What are the components of a collaboration information system?

Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall

Components of a Collaboration Information System

Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall

Components of a Collaboration Information System

Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall

Types of Collaboration Procedures

2. Procedures for conducting a collaborative project:

Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall

Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall

Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall

Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall

Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall

Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall

Decisions and Procedures for Project Phases

Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall

Important and Not-Important Characteristics of a Collaborator

Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall

Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall

Technology Available to Facilitate Communication

Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall

Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall

Students Should Forgo Face-to-Face Meetings

Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall

User Participating in NetMeeting

Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall

Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall

Example of Discussion Forum

Fig 2-6 Example of Discussion Forum

Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall

Portion of Sample Team Survey

Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall

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

Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall

Three Categories of Sharing Content

Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall

Shared Content with No Control

Shared Content with Version Management

Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall

Publicly available general encyclopedia

Some users are given permission to delete wiki entries.

Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall

Google Docs & Spreadsheets

Revisions Shared by Three People

Sample Google Docs & Spreadsheets Document Versions

Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall

Microsoft Office Groove

Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall

Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall

Example of Groove Workspace