Dr. Minder Chen Associate Professor of MIS CSU Channel Islands Collaboration Tools Dr. Minder Chen Associate Professor of MIS CSU Channel Islands

LO: Learning Objectives Understand the needs and challenges of teamwork/collaboration Study different categories of IT that can be used to make teamwork more effective. In class exercises using TeamSpirits http://mvscenter.net/ebs Explaining the design principles Exercise: *Information sharing Major problems in teamwork Evaluate the problems *Solutions to one of the major problem *Rate these solutions *Using multi-criteria evaluation tools *Evaluate TeamSpiritz for collaborative learning

Information Systems Triad Operational Database Data Warehouse Enterprise Workflow OLAP Business Process Workflow BI DSS EIS OLTP Data Information Collaboration/Messaging Systems Knowledge Workgroup Workflow

A New Model for Workgroup Across Geography Across Disciplines Vitrual Teams Critical Business Processes Collaboration Technologies Between Companies Between Departments On the Road

Teams, Partnerships, and Alliances Collaboration system – supports the work of teams by facilitating the sharing and flow of information B2B Server/ E-commerce

Collaboration Systems Collaboration solves specific business tasks such as telecommuting, online meetings, deploying applications, and remote project and sales management Collaboration system – an IT-based set of tools that supports the work of teams by facilitating the sharing and flow of information

Colocated Teams vs. Virtual Team Jessica Lipnack and Jeffrey Stamps, Virtual Teams: People Working Across Boundaries with Technology, Wiley, 2nd ed., 2000 http://www.netage.com/pub/books/VirtualTeams2.html

Teamwork & Groupware CMS: Content management system Same Time (Synchronous) Different Time (Asynchronous)) Project/team rooms Shared offices Same Place (Colocated) Multi-media presentation systems Key-pad based voting tools Facilitated meetings using a PC Networked PCs based GDSS Different Place (Virtual Team) E-mail CMS: wiki, Google Docs Discussion forum Workflow Screen sharing Audio/video conferencing: Skype Web-based desktop conferencing: WebEx Instant messaging: Skype CMS: Content management system

Design Dimensionalities of Collaboration Tools Content Structure Design Dimensionalities of Collaboration Tools Process Structure Form Form-Routing Work Flow Mgmt Relational DBMS Discussion Forum Semi-structured Document E-mail filter Executable process model Image Group Editor Video Conf. E-mail Audio Conf. Ad hoc activity Degree of Presence: Media Text & Number Graph & Picture Sound Video

Videoconferencing Videoconference - a set of interactive telecommunication technologies that allow two or more locations to interact via two-way video and audio transmissions simultaneously. Example: PictureTel from Polycom http://www.polycom.com/index.html

Web Conferencing Web conferencing - blends audio, video, and document-sharing technologies to create virtual meeting rooms where people “gather” at a password-protected Web site. Example: Skype http://www.skype.com/intl/en-us/features/allfeatures/video-call/

High Degree of Telepresence http://www.telepresencecatalog.com/cisco-telepresence-cts-3000-2/

http://www.nytimes.com/2007/05/29/technology/29video.html?_r=1 Cisco employees in New York, left, and San Jose, Calif., on screen, meeting via Telepresence. Cisco’s 3000 model sells for $299,000. “Double that to $600,000 when you add a similar system at a remote location.

References TeamSpirits: http://mvscenter.net/ebs WebEx from Cisco http://www.webex.com/go/us_quick_tour Cisco TelePresence IBM Lotus Notes Microsoft SharePoint http://sharepoint.microsoft.com/en-us/Pages/Videos.aspx?VideoID=1 http://technet.microsoft.com/en-us/virtuallabs/bb512933 Office 360: http://office365.microsoft.com/en-US/online-services.aspx# Google Docs, Video:  http://www.youtube.com/watch?v=6_hJ3R8jEZM Forrester Enterprise Social Networking (Video) http://www.cisco.com/web/solutions/collaboration/forrester-cis-108588.html 21:00 minutes (count down) Social Networking in the Enterprise: Benefits and Inhibitors https://www.cisco.com/web/offer/gist_ty2_asset/SocMednInhib/SocNW_En_TLP.pdf

What is Groupware/Collaboration system? Groupware has been used to describe from e-mail to work-flow-automation software. Definition: Systems that integrate computers and communications systems to implement group techniques to support communication, coordination, and decision making via structuring the processes and contents of teamwork. Alias: Collaboration Technologies Computer-support cooperative work (CSCW) Group decision support systems (GDSS) Computer-mediated communication systems Workgroup computing

Decision Information Center (1st Generation) Source: http://www.groupsystems.com http://www.cmi.arizona.edu/

University of Arizona (2nd Generation)

Facilitated Meetings Agenda Outcomes Roles Rules Facilitator Public displays served as group or organizational memory Scribe (Technographer) Roles Participants Source: Adapted from http://www.grove.com/wkshp/wkshp.html

Managing Meetings as a Problem-Solving Process A meeting Agenda item 1 Agenda Item 2 Agenda Item 3 … A problem solving process Problem-solving activity or task 1 Problem-solving activity or task 2 Problem-solving activity or task 3 … Meeting Roles Facilitator: Design, set up, and monitor the meeting Participant: Participate in a meeting

Generic Problem-Solving Process and TeamSpirit TeamSpirit is a Web-based group decision support system / creative group problem solving system. Every user can create and facilitate meetings. Group Tool Classification TeamSpirit Toolbox Share information Discussion forum Structured brainstorming Brainstorming Idea consolidation Rate alternative Rank alternatives Select alternatives Multicriteria evaluation Idea generation Divergent Thinking Idea Organization Thinking Convergent Alternative Evaluation

Problem-Solving Life Cycle Idea generation Idea Organization Alternative Evaluation Problem-Solving Life Cycle Identify problems or opportunities Idea generation Idea Organization Alternative Evaluation Create/design solutions or systems Generic Problem Solving Process Implement solutions or systems Idea generation Idea Organization Iteration Alternative Evaluation

User Authentication and Registration Group Problem Solving Process Manager Meeting Listing Roster Listing Agenda Execution Meeting Setup Roster Setup Agenda Setup Participants Join Meetings Team Repository Users Meetings Meeting Rosters Agendas Activity Items & Item Types Internet / Intranet Manage Meetings User Authentication and Registration TS Facilitators Group Toolkit Facilitation Version Idea generation Idea consolidation Idea evaluation Participation Version

Team Performance Model http://robertmcneil.com/storage/drexler_sibbet.jpg