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B. Information Technology (IS) CISB434: Decision Support Systems. Chapter 6: Collaborative Technologies & Group Support Systems. Learning Objectives. Describe the basic concepts and pro-cesses of groupwork, communication, and collaboration - PowerPoint PPT Presentation
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B. INFORMATION TECHNOLOGY (IS)CISB434: DECISION SUPPORT SYSTEMS
Chapter 6:Collaborative Technologies & Group Support Systems
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
22
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
33
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
44
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
55
COLLABORATIVE TECHNOLOGIES & GROUP SUPPORT SYSTEMSBasic Concepts of Groupwork
CONCEPTS OF GROUPWORKDEFINITION Groupwork
Any work being performed by more than one person
77
CONCEPTS OF GROUPWORKCHARACTERISTICS 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 levels88
CONCEPTS OF GROUPWORKCHARACTERISTICS 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
99
CONCEPTS OF GROUPWORKCHARACTERISTICS 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
1010
CONCEPTS OF GROUPWORKGROUP 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
1111
CONCEPTS OF GROUPWORKGROUP DECISION-MAKING PROCESS The outcome of a meeting depends partly on
the participants knowledge opinions judgements support to the outcome
1212
CONCEPTS OF GROUPWORKGROUP 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
1313
CONCEPTS OF GROUPWORKGROUP 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
1414
CONCEPTS OF GROUPWORKBENEFITS & 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
1515
CONCEPTS OF GROUPWORKBENEFITS & DYSFUNCTIONS Groupthink
In a meeting, continual reinforcement of an idea by group members
1616
CONCEPTS OF GROUPWORKIMPROVING 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
1717
COLLABORATIVE TECHNOLOGIES & GROUP SUPPORT SYSTEMSComputerized Support
of Groupworking
COMPUTERIZED SUPPORTOVERVIEW Web supports of intra- and inter-
organizational collaborative decision-making through collaboration tools access to data, information, knowledge from inside and outside the organization
1919
COMPUTERIZED SUPPORTOVERVIEW Intranets sustain intra-organizational
networked decision support Extranets link people and teams from
different organizations together
2020
COLLABORATIVE TECHNOLOGIES & GROUP SUPPORT SYSTEMSConcepts of Time/Place Framework
COMPUTERIZED SUPPORTTIME/PLACE FRAMEWORK Synchronous (real-time)
Occurring at the same time Asynchronous
Occurring at different times
2222
COMPUTERIZED SUPPORTTIME/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
2323
COMPUTERIZED SUPPORTTIME/PLACE FRAMEWORK
2424
COMPUTERIZED SUPPORTTIME/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
2525
COLLABORATIVE TECHNOLOGIES & GROUP SUPPORT SYSTEMSUnderlying Principles & Capabilities of Groupware
GROUP DECISION-MAKING TOOLS GROUPWARE TOOLS Groupware
Computerized technologies and methods that aim to support the work of people working in groups
2727
GROUP DECISION-MAKING TOOLS GROUPWARE TOOLS Groupware
Synchronous products Web conferencing Instant messaging (IM) Voice over IP (VoIP)
Asynchronous products E-mail Wikilogs Online workspaces
2828
GROUP DECISION-MAKING TOOLS VIRTUAL MEETING SYSTEMS Virtual meetings
Online meetings whose members are in different locations
even in different countries
2929
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
3030
GROUP DECISION-MAKING TOOLS REAL-TIME COLLABORATION TOOLS RTC tools are used in
Distance training Product demonstrations Customer support E-commerce Sales applications
3131
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
3232
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
3333
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
3434
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
3535
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
3636
COLLABORATIVE TECHNOLOGIES & GROUP SUPPORT SYSTEMSSupport in Synchronous Environments
GROUP DECISION-MAKING TOOLS SUPPORT OF ASYNCHRONOUS COMM. E-mail Short message service (SMS) wireless
messages Blogs Wikis
3838
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
3939
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
4040
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
4141
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
4242
GROUP DECISION-MAKING TOOLS INTEGRATED GROUPWARE SUITES
4343
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
4444
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
4545
GROUP DECISION-MAKING TOOLS ELECTRONIC MEETING SYSTEMS An IT-based environment that supports group meetings
groupware which may be distributed geographically and
temporally
4646
GROUP DECISION-MAKING TOOLSGDSS 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.
4747
GROUP DECISION-MAKING TOOLSGDSS 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
4848
GROUP DECISION-MAKING TOOLSGDSS 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
4949
GROUP DECISION-MAKING TOOLSGDSS 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
5050
GROUP DECISION-MAKING TOOLSFACILITIES 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
5151
GROUP DECISION-MAKING TOOLSFACILITIES 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
5252
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
5353
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
5454
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
5555
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
5656
PRODUCTS & TOOLS FOR GDSS/GSS & SUCCESSFUL IMPLEMENTATION
5757
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
5858
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
5959
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
6060
EMERGING COLLABORATION TOOLSFROM VOIP TO WIKIS Voice over IP (VoIP) Internet telephony
Communication systems that transmit voice calls over Internet Protocol-based networks
6161
EMERGING COLLABORATION TOOLSFROM 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
6262
EMERGING COLLABORATION TOOLSFROM 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
6363
EMERGING COLLABORATION TOOLSFROM 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
6464
EMERGING COLLABORATION TOOLSFROM 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
6565
EMERGING COLLABORATION TOOLSFROM 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
6666
EMERGING COLLABORATION TOOLSFROM VOIP TO WIKIS Collaborative networks
In a collaborative network, partners at any point in the network can interact with each other, bypassing traditional partners
6767
EMERGING COLLABORATION TOOLSFROM VOIP TO WIKIS Corporate (enterprise) portal
A gateway for entering a corporate Web site enabling communication, collaboration, and access to company information
6868
COLLABORATIVE EFFORTSDESIGN, 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
6969
COLLABORATIVE EFFORTSDESIGN, 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
7070
COLLABORATIVE EFFORTSDESIGN, 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
7171
COLLABORATIVE EFFORTSDESIGN, PLANNING & PROJECT MNGT.
7272
COLLABORATIVE EFFORTSDESIGN, 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
7373
CREATIVITY & IDEA GENERATION
Creativity Personality-related creativity traits include:
Inventiveness Independence Individuality Enthusiasm Flexibility
7474
CREATIVITY & IDEA GENERATION
Creativity can be learned and improved Some specific creativity measures in
brainstorming quantitative (number of ideas) qualitative (quality of ideas)
7575
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
7676
CREATIVITY & IDEA GENERATIONCOMPUTERIZED 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
7777
CREATIVITY & IDEA GENERATIONCOMPUTERIZED SUPPORT With collaborative computing-support tools,
the individuals do all the thinking, the software system encourages them to
proceed
7878
CREATIVITY & IDEA GENERATIONCOMPUTERIZED SUPPORT Creativity-enhancing software
Computer programs that exhibit creative behavior
Electronic idea generation for problem solving Software that facilitates human creativity
7979
THE ENDTHANK YOU FOR
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