1. Dr. Chen, Management Information Systems Instructions on Web and other assignments 1. Submit WEB#2 via Bb when you complete the Web assignment with the following information: Dr. Chen, Here is my Web#2 assignment. http://barney.gonzaga.edu/~chenta John Smith BMIS235-03 (or BMIS235-04) 2. Complete the online quiz on time and you are responsible for the Internet connection. No make-up quiz unless it is system failure. 3. Always check your grades posted on the Bb and see me if there is any questions.

2. Dr. Chen, Management Information Systems Chapter 2 Collaboration Information Systems Jason C. H. Chen, Ph.D. Professor of MIS School of Business Administration Gonzaga University Spokane, WA 99258 chen@jepson.gonzaga.edu

3. Dr. Chen, Management Information Systems “Over, and Over, and Over! “ What are the Problems? “No. Felix! Not Again! Over, and Over, and Over! “ Wasting meeting time covering old ground Difficult to get everyone to meeting Meeting interruptions Problems using email with attachments Problems in notifying people about meetings How to solve the problems? Collaboration Information Systems is needed.

4. Dr. Chen, Management Information Systems Study Questions Q1: What are the two key characteristics of collaboration? Q2: What are three criteria for successful collaboration? Q3: What are the four primary purposes of collaboration? Q4: What are the components and functions of a collaboration information system? Q5: How can you use collaboration tools to facilitate communication? Q6: How can you use collaboration tools to facilitate content sharing? Q7: How can you use Office 365 for student team projects? Q8: 2022?

5. Dr. Chen, Management Information Systems Does that FlexTime meeting sound like meetings you have with fellow students? It doesn’t have to be that way. One of the best ways of improving team meetings is to use collaboration (i.e., collaboration information systems) Chapter Opening Scenario

6. Dr. Chen, Management Information Systems Collaboration vs. Communication Collaboration = ? Communication Collaboration involves communication We can’t collaborate without effective communication What other elements constitute “Collaboration?

7. Dr. Chen, Management Information Systems Collaboration vs. Cooperation Cooperation –a group of people working together, all doing essentially the same type of work, to accomplish a job. –E.g., a group of four painters, each painting different wall in the same room, are working cooperatively. –Cooperation lacks feedback and iteration Collaboration –a group of people working together to achieve a common goal (or result or work product) via a process of feedback and iteration. –Greater than individuals working alone –Involves more than coordination and communication alone

8. Dr. Chen, Management Information Systems Q1: What Are the Two Key Characteristics of Collaboration? Two key characteristics: 1.Two or more people working together to achieve a common goal 2.Feedback and iteration  Cooperation lacks feedback and iteration The three critical collaboration drivers are: 1. ______________ –Skill, ability and IS 2._______________ –Who made what changes, when, why and where 3.__________________ –Process or procedure by which content is created, edited, used and disposed. Communication Content management Workflow control

9. Dr. Chen, Management Information Systems SYSTEM (IPO) INPUTOUTPUTPROCESS FEEDBACK A system is a group of components that interact to achieve some purpose. Why feedback?

10. Dr. Chen, Management Information Systems System Concepts Manufacturing Process Input of Raw Materials Output of Finished Products Environment Other Systems Control by Management Control Signals Control Signals Feedback Signals Feedback Signals System Boundary SuppliersCustomers Competitors StockholdersRegulatory Agency

11. Dr. Chen, Management Information Systems 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 each other’s work –Learn from each other rather than working in isolation –Change the way they work and what they produce –Ultimately produce a product that’s greater (and better) than an individual could accomplish working alone

12. Dr. Chen, Management Information Systems Important and Not-Important Characteristics of a Collaborator Fig. 2-1: Important and Not-Important Characteristics of a Collaborator

13. Dr. Chen, Management Information Systems Guidelines for Giving and Receiving Critical Feedback

14. Dr. Chen, Management Information Systems Q2. What Are Three Criteria for Successful Collaboration? Criteria for judging team success: Successful outcome Growth in team capability over time Meaningful and satisfying experience

15. Dr. Chen, Management Information Systems Q3: Four Primary Purposes of Collaboration and IS Requirements for Different Collaboration Purposes Fig. 2-7: IS Requirements for Different Collaboration Purposes PurposeIS Requirements Share data. Support group communication. Store history. Share decision criteria, alternative descriptions, evaluation tools, evaluation results, and implementation plan. Support group communication during decisions-making process. Publish decision as needed. Store records of process and results. Share problem definitions, solution alternatives, costs and benefits, alternative evaluations, and solution implementation plan. Support group communication. Publish problem and solution, as needed. Store problem definition, alternatives, analysis, and plan. Support starting, planning, doing, and finalizing project phases (Figure 2-8) Become informed Make decisions Solve problems Manage (Conduct) projects

16. Dr. Chen, Management Information Systems Goal of Business and Its Supporting Processes… Problem Solving Decision Making Information MIS/ IT DB, KB Revenue/ Profit Project Management [1] [2] [3] [4]

17. Dr. Chen, Management Information Systems 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?” Relationship Between Decision Type and Decision Process Semi-structured

18. Dr. Chen, Management Information 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. Decision Making and Collaboration Systems

19. Dr. Chen, Management Information Systems Decision Type, Decision Process and Need for Collaboration Fig. 2-3: Collaboration Needs by Decision Types Semi-structured

20. Dr. Chen, Management Information Systems Systems Approach to Decision Making and Problem Solving Design the Solution Design the Solution Define the Problem Define the Problem Develop Alternative Solutions Develop Alternative Solutions Select the Solution Select the Solution Implement the Solution Implement the Solution Monitor and Evaluate Results Intelligence Design Choice Fig. 2-4 Problem Solving Tasks

21. Dr. Chen, Management Information Systems Project Triangle (Project Management Trade-offs) Time Cost Scope The objective of the PM is to define project’s scope realistically and ultimately deliver quality of product/service on time, on budget and within scope. The center of project triangle is QUALITY

22. Dr. Chen, Management Information Systems Using Collaboration Systems for Project Management Procedures and Decisions for Project Phases Fig. 2-5: Project Management Tasks and Data

23. Dr. Chen, Management Information Systems Fig 2-(Extra): Collaboration Systems for Decision Making, Problem Solving & Project Mgt (fundamental activity) (same version) Collaboration Systems for Decision Making, Problem Solving & Project Management

24. Dr. Chen, Management Information Systems POOR PROJECT MANAGEMENT COST OVERRUNS TIME SLIPPAGE TECHNICAL SHORTFALLS IMPAIR PERFORMANCE FAILURE TO OBTAIN ANTICIPATED BENEFITS Dr. Chen, Managing IT Reos. Thru Strategic Partnerships; A Portoflio Approach to IT Development TM -24

25. Dr. Chen, Management Information Systems Technology Technology is not only considered simply as an asset or a capability to manage but also as a factor that has an impact on almost every management method and practice. A disruptive innovation is a new product or service, often springing from technological advances, that has the potential to reshape an industry. Unlike sustaining technologies, which offer important improvements to streamline existing processes and give companies marginal advantages, the disruptive innovation is different. Which products mentioned in the chapter is a disruptive technology?

26. Dr. Chen, Management Information Systems Q4. What Are the Components and Functions of Collaboration Information Systems? Fig. 2-6: Collaboration System Requirements

27. Dr. Chen, Management Information Systems Collaboration IS components  Hardware - servers or cloud  Software – collaboration application programs  Data – project data and project metadata  Procedure – specify standards, policies, and techniques for conducting the team’s work  People- team members give and receive critical feedback and know how and when to use collaboration applications. Components of Collaboration Information Systems 27

28. Dr. Chen, Management Information Systems Primary Functions Two categories for IS requirements for collaboration activities for each purpose: –_______________ Collaboration tool vs. collaboration system –A collaboration tool is the program component of a collaboration system. –For the tool to be useful, it must be surrounded by the other four components of an IS. Communication Content sharing

29. Dr. Chen, Management Information Systems Two Types of Communication Tools: ______________ communication  Team members meet at the same time, but not necessarily at the same geographic location.  It may include conference calls, face-to-face-meetings, or online meetings ______________ communication  Team members do not meet at the same time or in the same geographic location.  It may include discussion forums or email exchanges. Q5: How Can You Use Collaboration Tools to Facilitate Communication? Synchronous Asynchronous

30. Dr. Chen, Management Information Systems Fig 2-4 Information Technology for Communication Virtual Organization Synchronous communication: Team members meet at the same time, but not necessarily at the same geographic location. Asynchronous communication: Team members do not meet at the same time or in the same geographic location. Technology Available to Facilitate Communication

31. Dr. Chen, Management Information Systems Don’t require everyone to be in same place at same time Virtual meeting tools  Email—most familiar but has serious drawbacks in content management  Conference calls—can be difficult to arrange the right time  Multiparty text chat—easier to arrange if everyone has mobile texting  Videoconferencing—requires everyone to have the proper equipment  Discussion forums—content is more organized than email  Team surveys—easy to manage but don’t provide very much interactive discussion  Webinar  Screen-sharing applications Virtual Meetings

32. Dr. Chen, Management Information Systems Office 365 Lync Whiteboard Showing Simultaneous Contributions

33. Dr. Chen, Management Information Systems Figure 2-5 Videoconferencing: User Participating in NetMeeting Fig. 2-10: Videoconferencing Example

34. Dr. Chen, Management Information Systems Q6: How Can You Use Collaboration Tools to Share Content? Collaboration tools for three categories of content: Your choice depends on the degree of control your team needs to complete their tasks Fig. 2-13: Collaboration Tools for Sharing Content Enables to determine what actions one user may take Keep track of version changes and prevent problems due to concurrent document access

35. Dr. Chen, Management Information Systems Email attachments are most primitive and have numerous problems.  Someone may not receive the email, ignores it, doesn’t 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 No Control

36. Dr. Chen, Management Information Systems Version management—track changes to documents and provide features and functions to accommodate concurrent work Three version-management systems 1.Wikis (We-keys)  Wikis are shared knowledge bases, repositories of team knowledge that can track changes. 2.Google Docs (Fig. 2-14)  You can improve your collaboration activity even more by combining Google Docs with Google+ 3.Windows Live SkyDrive  it is Microsoft’s answer to Google Docs with Office Web Apps (free)  Only one user at a time can open SkyDrive document for editing (see Fig. 2-17 and 18). Shared Content with Version Management

37. Dr. Chen, Management Information Systems Fig. 2 (Extra): Wikis and Wikipedia 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. Version Management System: 1. Wikis (We-keys)

38. Dr. Chen, Management Information Systems Fig. 2-14: Available Types of Google Docs Version Management System: 2. Google Docs

39. Dr. Chen, Management Information Systems Fig. 2-17: Saving a Word 2010 Document in a SkyDrive Account Version Management System: 3. Windows Live SkyDrive

40. Dr. Chen, Management Information Systems Each team member is given an account with a set of permissions. More control over changes to documents. Four version controls:  1. Permission-Limited Activity: user 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. Users are given permissions that limit what they can do with the documents.  2. Document Checkout: requires users to check out documents and check them back in. (see Fig. 2-19)  3. Version History: use of more meaningful name for version history (Fig. 2-36 example for SharePoint)  4. Workflow Control: workflows are complicated, multistage business process. See Fig.2-20 for an example. Shared Content with Version Control

41. Dr. Chen, Management Information Systems Fig. 2-18: Opening a Document Locked by Another User in Word Web App

42. Dr. Chen, Management Information Systems Fig. 2-19: Checking Out a Document

43. Dr. Chen, Management Information Systems SharePoint Workflow Fig. 2-20: Example Workflow

44. Dr. Chen, Management Information Systems COLLABORATION WORKFLOW CONTORL COLLABORATION with COORDINATION Dr. Chen, The Challenge of the Information Systems Technology TM -44 COMMUNICATIONCONTENTMANAGEMENT

45. Dr. Chen, Management Information Systems Q6: How Can You Use Collaboration Tools to Share Content? Summary Numerous version control applications exist SharePoint most popular for general 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 Other document control systems:  www.mastercontrol.com www.documentlocator.com www.mastercontrol.comwww.documentlocator.com  Software development teams CVS (www.nongnu.org/cvs) or Subversion (http://subversion.tigris.org) to control versions of software code, test plans, product documentation.

46. Dr. Chen, Management Information Systems Q7: How Can You Use Office 365 for Student Projects? Fig. 2-21: Office 365 Components and Features

47. Dr. Chen, Management Information Systems Fig. 2-22: Starting a Lync Conversation

48. Dr. Chen, Management Information Systems Fig. 2-23: Share Whiteboard

49. Dr. Chen, Management Information Systems SharePoint Online Services Document Library Tasks List Create team discussion forums, team wikis, surveys, blogs Alerts and Presence with Exchange

50. Dr. Chen, Management Information Systems Content Control Options for Student Document Fig. 2-24: Example Students SharePoint Site

51. Dr. Chen, Management Information Systems Task List for a Student Project Fig. 2-26: Example Task List for a Student Project

52. Dr. Chen, Management Information Systems Fig. 2-29: Outlook Web App Example Outlook Web App Example

53. Dr. Chen, Management Information Systems Using Presence in an Alert Message Fig. 2-31: Using Presence in an Alert Message

54. Dr. Chen, Management Information Systems Q8. 2022? Collaboration systems cheaper, easier to use, run on portable devices Face-to-face meetings rare Employees work at home, full time or part time Corporate training online & asynchronous Much less business travel Travel industry focus on recreational travel Conventions become virtual

55. Dr. Chen, Management Information Systems End of Chapter 2