1. B. Information Technology (IS) CISB434: Decision Support Systems
Chapter 6:
Collaborative Technologies & Group Support Systems

2. Learning Objectives
Describe the basic concepts and pro-cesses of groupwork, communication, and collaboration
Explain how computer systems facili-tate communication and collaboration in an enterprise
Explain the concepts and importance of the time/place framework

3. Learning Objectives
Explain the underlying principles and capabilities of groupware
Group Support Systems (GSS)
Describe indirect support for decision making, especially in synchronous envi-ronments

4. Learning Objectives
Understand the concept of GDSS and describe how to structure an electronic meeting in a decision room
Describe the three settings of GDSS
Describe specifically how a GDSS uses parallelism and anonymity
Explain how GDSS lead to process/task gains and losses

5. Learning Objectives
Examine how the Web enables collaborative computing and group support of virtual meetings
Describe the role of emerging technologies in supporting collaboration
Define creativity and how it can be facilitated by computers

6. Collaborative Technologies & Group Support Systems
Basic Concepts of Groupwork

7. Concepts of Groupwork Definition
Any work being performed by more than one person

8. Concepts of Groupwork Characteristics of Groupwork
A group performs a task
sometimes decision making, sometimes not
Group members may be located in different places
Group members may work at different times
Group members may work for the same or different organization
A group can be permanent or tempo-rary
A group can be at one managerial level or can span several levels

9. Concepts of Groupwork Characteristics of Groupwork
There can be synergy - leading to process and task gains - or conflict in groupwork
There can be gains and/or losses in productivity from groupwork
The task may have to be accomplished very quickly
It is impossible or too expensive for all team members to meet in one place
especially for emergency purposes
Some of the needed data, information, or knowledge may be located in many sources
some may be external to the organization

10. Concepts of Groupwork Characteristics of Groupwork
The expertise of non-team members may be needed
Groups perform many tasks
but groups of managers and analysts con-centrate on decision making
The decisions made by a group are easier to implement if supported by all - or at least most - members

11. Concepts of Groupwork Group Decision-Making Process
The decision situation is important,
it is advisable to make it in a group
usually in a meeting
Meeting
A joint activity engaged in by a group of people typically of equal or nearly equal status

12. Concepts of Groupwork Group Decision-Making Process
The outcome of a meeting depends partly on the participants
knowledge
opinions
judgements
support to the outcome

13. Concepts of Groupwork Group Decision-Making Process
The outcome of a meeting depends on
the composition of the group
the decision making process the group uses
Differences in opinions are settled
by the ranking person present or,
through negotiation or arbitration

14. Concepts of Groupwork Group Decision-Making Process
The members of a group can be
in one place, meeting face-to-face, or
a virtual team, in which case they are in different places while in a meeting
Virtual Team
A team whose members are in different places while in a meeting together

15. Concepts of Groupwork Benefits & Dysfunctions
The process of group decision-making can create benefits and dysfunctions
Process gains
In GSS, improvements in the effectiveness of the activities of a meeting
Process losses
In GSS, degradation in the effectiveness of the activities of a meeting

16. Concepts of Groupwork Benefits & Dysfunctions
Groupthink
In a meeting, continual reinforcement of an idea by group members

17. Concepts of Groupwork Improving the Meeting Process
Nominal group technique (NGT)
A simple brainstorming process for non-electronic meetings
Delphi method
A qualitative forecasting methodology using anonymous questionnaires
Effective for technological forecasting and for forecasting involving sensitive issues

18. Collaborative Technologies & Group Support Systems
Computerized Support
of Groupworking

19. Computerized Support Overview
Web supports of intra- and inter-organizational collaborative decision-making
through collaboration tools
access to data, information, knowledge
from inside and outside the organization

20. Computerized Support Overview
Intranets sustain intra-organizational networked decision support
Extranets link people and teams from different organizations together

21. Collaborative Technologies & Group Support Systems
Concepts of Time/Place Framework

22. Computerized Support Time/Place Framework
Synchronous (real-time)
Occurring at the same time
Asynchronous
Occurring at different times

23. Computerized Support Time/Place Framework
The time and place combination can be viewed as a four-cell matrix
same time/same place
same time/different place
different time/same place
different time/different place
any time, any place

24. Computerized Support Time/Place Framework

25. Computerized Support Time/Place Framework
What computers can and cannot do
Modern Web-based information technolo-gies provide an inexpensive, fast, capable, and reliable means of supporting commu-nications
But computerized communication methods do not transmit most of our nonverbal cues

26. Collaborative Technologies & Group Support Systems
Underlying Principles & Capabilities of Groupware

27. Group Decision-Making Tools Groupware Tools
Computerized technologies and methods that aim to support the work of people working in groups

28. Group Decision-Making Tools Groupware Tools
Synchronous products
Web conferencing
Instant messaging (IM)
Voice over IP (VoIP)
Asynchronous products
Wikilogs
Online workspaces

29. Group Decision-Making Tools Virtual Meeting Systems
Online meetings whose members are in different locations
even in different countries

30. Group Decision-Making Tools Real-Time Collaboration Tools
Real-time collaboration (RTC) tools
help companies bridge time and space
to make decisions
and collaborate on projects

31. Group Decision-Making Tools Real-Time Collaboration Tools
RTC tools are used in
Distance training
Product demonstrations
Customer support
E-commerce
Sales applications

32. Group Decision-Making Tools Real-Time Collaboration Tools
Electronic teleconferencing
Teleconferencing
The use of electronic communication
that allows two or more people
at different locations
to have a simultaneous conference

33. Group Decision-Making Tools Real-Time Collaboration Tools
Electronic teleconferencing
Video teleconferencing
Videoconferencing
Virtual meeting
in which participants in one location
can see participants at other locations
on a large screen or a desktop computer

34. Group Decision-Making Tools Real-Time Collaboration Tools
Electronic teleconferencing
Data conferencing
Virtual meeting
in which geographically dispersed groups
work on documents together
and exchange computer files
during videoconferences

35. Group Decision-Making Tools Real-Time Collaboration Tools
Electronic teleconferencing
Data conferencing
Web conferencing is conducted on the Internet
for as few as two and as many as thousands of people
allowing users to simultaneously view some-thing on their computer screens
Interaction takes place via messaging or a simultaneous phone teleconference

36. Group Decision-Making Tools Real-Time Collaboration Tools
Interactive whiteboards
Screen sharing
Software that enables group members
even in different locations
to work on the same document
shown on the PC screen of each participant
Instant video

37. Collaborative Technologies & Group Support Systems
Support in Synchronous Environments

38. Group Decision-Making Tools Support of Asynchronous Comm.
Short message service (SMS) wireless messages
Blogs
Wikis

39. Group Decision-Making Tools Support of Asynchronous Comm.
Online (electronic) workspace
Online screens that allow people
to share documents, files, project plans, calendars, etc.,
in the same online place,
though not necessarily at the same time

40. Group Decision-Making Tools Integrated Groupware Suites
A software suite is created when several products are integrated into one system
Integrating several technologies can save time and money for users

41. Group Decision-Making Tools Integrated Groupware Suites
Electronic brainstorming
A computer-supported methodology of idea generation by association
This group process uses analogy and synergy

42. Group Decision-Making Tools Integrated Groupware Suites
Lotus Notes/Domino and Lotusphere
Microsoft Netmeeting and Live Meeting
Groove Networks
WeBex Meeting Center and PlaceWare Conference Center

43. Group Decision-Making Tools Integrated Groupware Suites

44. Group Decision-Making Tools Group Decision Support System
An interactive computer-based system
that facilitates the solution of semi-structured and unstructured problems
by a group of decision makers

45. Group Decision-Making Tools Group Support System
An information system
that supports the work of groups
communication
decision making
generally working on unstructured or semi- structured problems

46. Group Decision-Making Tools Electronic Meeting Systems
An IT-based environment
that supports group meetings
groupware
which may be distributed geographically and temporally

47. Group Decision-Making Tools GDSS To GSS
How GDSS (or GSS) improves group-work
Parallelism
In a group-support system, a process gain
in which everyone in a group can work simulta-neously
in brainstorming, voting, ranking, etc.

48. Group Decision-Making Tools GDSS To GSS
GDSS (or GSS)
Supports parallel processing of information and idea generation (parallelism)
Enables the participation of larger groups with more complete information, know-ledge and skills
Permits the group to use structured or un-structured techniques and methods

49. Group Decision-Making Tools GDSS To GSS
GDSS (or GSS)
Offers rapid, easy access to external infor-mation
Allows parallel computer discussions
Helps participants frame the big picture
Anonymity
allows shy people to contribute to the meeting
helps prevent aggressive individuals from driv-ing a meeting

50. Group Decision-Making Tools GDSS To GSS
GDSS (or GSS)
Provides for multiple ways to participate in instant, anonymous voting
Enables several users to interact simul-taneously
Records all information presented at a meeting

51. Group Decision-Making Tools Facilities for GDSS
Decision room
An arrangement for a group support system in which PCs are available to some or all participants
The objective is to enhance groupwork
Multiuse facilities
Internet/intranet-based systems

52. Group Decision-Making Tools Facilities for GDSS
Which GSS Facility to Use?
In decision rooms and multiuse facilities a trained facilitator is necessary to coordinate and facilitate the meetings
Internet/intranet-based systems are most frequently used because they avoid
the high cost of constructing a facility
finding an experienced facilitator
and the need to have participants connect from other locations at any time

53. Products & Tools for GDSS/GSS & Successful Implementation
Organizing a GSS session
Face-to-face, same time/same place electronic meetings generally follow a common progression
The group leader meets with the facilitator to plan the meeting
select software tools and develop an agenda

54. Products & Tools for GDSS/GSS & Successful Implementation
Organizing a GSS session
The participants meet in the decision room, the leader poses a question or problem to the group
The participants type their ideas or com-ments i.e., brainstorm
the results are displayed publicly

55. Products & Tools for GDSS/GSS & Successful Implementation
Organizing a GSS session
The facilitator, using idea organization soft-ware,
searches for common themes, topics, and ideas
and organizes them into rough categories
the results are publicly displayed

56. Products & Tools for GDSS/GSS & Successful Implementation
Organizing a GSS session
The leader starts a discussion, the partici-pants prioritize the ideas
The top 5 or 10 topics are sent to idea-generation software following a discussion
the process can be repeated
or a final vote can be taken

57. Products & Tools for GDSS/GSS & Successful Implementation

58. Products & Tools for GDSS/GSS & Successful Implementation
GSS success factors
Organizational commitment
An executive sponsor
An operating sponsor
User involvement and training
A user-seductive interface

59. Products & Tools for GDSS/GSS & Successful Implementation
GSS success factors
Crafting a collaborative culture
Three steps toward creating a work envi-ronment that supports collaboration
Know what you want
Determine resource constraints
Determine what technologies can be used to overcome resource constraints

60. Products & Tools for GDSS/GSS & Successful Implementation
Implementation issues for online collaboration
To connect business partners,
an organization needs an effective collaborative environment
provided by groupware suites
Need to connect collaborative tools with file management products on an organization's intranet
Automatic language translation
Need protocols
for easy integration of different applications
and to standardize communication

61. Emerging Collaboration Tools From VoIP to Wikis
Voice over IP (VoIP)
Internet telephony
Communication systems that transmit voice calls over Internet Protocol-based networks

62. Emerging Collaboration Tools From VoIP to Wikis
Benefits of VoIP for business
Allows CIOs to explore different deploy-ment options for company’s communica-tions needs
Lowers total cost of ownership
Lowers operational costs
Reduces hardware requirements on the server side for certain applications

63. Emerging Collaboration Tools From VoIP to Wikis
Benefits of VoIP for business
Provides a holistic approach to security
Helps streamline workflows
Enables optimized conferencing tools to replace business travel

64. Emerging Collaboration Tools From VoIP to Wikis
Benefits of VoIP for users
Eliminates unwanted interruptions and un-productive actions by intelligently filtering communications
Speed up decision making by providing access to real-time presence information
Initiates ad hoc conferencing/collaboration sessions
Enables participation in conferencing sessions quickly and easily via a variety of mobile devices

65. Emerging Collaboration Tools From VoIP to Wikis
Collaborative workflow
Wiki
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
Wikilog
A blog that allows everyone to participate as a peer
any one may add, delete, or change content

66. Emerging Collaboration Tools From VoIP to Wikis
Collaboration hubs
The central point of control for an e-market
a single c-hub
representing one e-market owner
can host multiple collaboration spaces, c-spaces
in which trading partners use c-enablers to exchange data with the c-hub

67. Emerging Collaboration Tools From VoIP to Wikis
Collaborative networks
In a collaborative network,
partners at any point in the network
can interact with each other,
bypassing traditional partners

68. Emerging Collaboration Tools From VoIP to Wikis
Corporate (enterprise) portal
A gateway for entering a corporate Web site
enabling communication, collaboration,
and access to company information

69. Collaborative Efforts Design, Planning & Project Mngt.
Collaborative design and product deve-lopment
During product development,
engineering and design drawings can be shared over a secure network
among the contract firm, testing facility, marketing firm, and downstream manufac-turing and service companies

70. Collaborative Efforts Design, Planning & Project Mngt.
Collaborative planning, forecasting, and replenishment (CPFR)
Project in which suppliers and retailers
collaborate in their planning and demand forecasting
to optimize the flow of materials along the supply chain

71. Collaborative Efforts Design, Planning & Project Mngt.
Vendor-managed inventory (VMI)
The practice of retailers
making suppliers responsible for determi-ning when to order and how much to order

72. Collaborative Efforts Design, Planning & Project Mngt.

73. Collaborative Efforts Design, Planning & Project Mngt.
Project management
Developing large-scale projects
requires collaboration of a large number of units and individuals
inside and outside an organization
Effective and efficient communication and collaboration is a must

74. Creativity & Idea Generation
Personality-related creativity traits include:
Inventiveness
Independence
Individuality
Enthusiasm
Flexibility

75. Creativity & Idea Generation
Creativity can be learned and improved
Some specific creativity measures in brainstorming
quantitative (number of ideas)
qualitative (quality of ideas)

76. Creativity & Idea Generation
Stimulation by other creative people in the environment can push a group forward
Stimulation can come directly from exciting ideas developed as a consequence of association among creative people
Stimulation may even come from friction among employees

77. Creativity & Idea Generation Computerized Support
Idea generation through electronic brainstorming
The process by which people generate ideas,
usually supported by software
e.g. developing alternative solutions to a problem

78. Creativity & Idea Generation Computerized Support
With collaborative computing-support tools, the individuals do all the thinking,
the software system encourages them to proceed

79. Creativity & Idea Generation Computerized Support
Creativity-enhancing software
Computer programs that exhibit creative behavior
Electronic idea generation for problem solving
Software that facilitates human creativity

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