Using MIS 4e Chapter 2

1. Using MIS 4eChapter 2 Collaboration Information Systems

2. Study Questions Q1: What is collaboration? Q2: What are the components of a collaboration information system? Q3: How can you use collaboration systems to improve team communication? Q4 How can you use collaboration systems to manage content? Q5: How can you use Microsoft SharePoint for team projects? Q6: How do businesses use collaboration systems? Q7: 2021? Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall

3. Q1: What Is Collaboration? Collaboration occurs when two or more people work together to achieve a common goal, result, or work product Communicating, sharing information, sharing knowledge, combining skills, sharing time Cooperation is not collaboration Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall

4. Importance of Feedback and Iteration • It takes time to create a collaborative team One person produces something Others review and comment Yes Make changes Changes? No Done Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall

5. Critical Collaboration Drivers • Communication • Communication skills, member abilities • Availability of effective communication systems Content Management • Who made what changes, when, why • Rights to create, edit, delete, and read-only content privileges may vary • Ordering tasks, processes for handling rejected changes, dealing with exceptions • Often not needed for one-time, ad hoc groups working on short-term project Workflow Control Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall

6. Q2: What Are the Components of a Collaboration Information System? Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall

7. Types of Collaboration Procedures Procedures for using collaboration software: • Perform basic tasks like creating announcements, reading and storing documents, adding items to lists, responding to surveys and so forth. Procedures for conducting collaborative project: • Concerns how team will perform its collaborative work. Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall

8. Collaboration Procedures Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall

9. Important and Not-Important Characteristics of a Collaborator Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall

10. Important and Not-Important Characteristics of a Collaborator (cont’d) Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall

11. Q3: How Can You Use Collaboration Systems to Improve Team Communication? Technology available to facilitate communication Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall

12. Virtual Meetings Doesn’t require everyone to be in same place at same time • Conference calls—difficult to arrange right time • Multiparty text chat—everyone needs mobile texting • Videoconferencing—requires proper equipment • Email—serious drawbacks in content management • Discussion forums—content more organized than email • Team surveys—easy to manage but not much interactive discussion Virtual meeting tools Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall

13. What This Means for You Given today’s communication technology, most students should forgo face-to-face meetings. They are too difficult to arrange and seldom worth the trouble. Learn to use virtual meetings in which participants do not meet at same place, and possibly not at same time. Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall

14. User Participating in NetMeeting • Figure 2-5 Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall

15. Example of Discussion Forum Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall

16. Portion of Sample Team Survey Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall

17. Q4: How Can You Use CollaborationSystems to Manage Content? Three Categories of Sharing Content Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall

18. Shared Content with No Control FTP—File Transfer Protocol Email attachments • Storing on file server better than using email attachments, especially for large files • Single storage location everyone may access • No version control Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall

19. Shared Content with Version Management Version Management Wikis • Shared knowledge management • Repository of team knowledge • Tracks who created entry, date of creation, who modified entry, date of change and other pertinent data Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall

20. Shared Content with Version Management (cont’d) • Free • Save, edit files on Google server • Users can access files at same time • Google merges changes into single document • Keeps pre-change versions • Records who made changes and when • Tracks revisions with summary of changes • Documents saved as Word, Excel, other common formats • Automatically notifies Google group members by email that documents exist and a hyperlink to group account Google Docs & Spreadsheets Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall

21. Available Types of Google Docs Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall

22. Sample Google Doc Page Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall

23. Windows Live SkyDrive: Microsoft’s answer to Google Docs Provides ability to store and share Office documents and other files 25 GB of free personal storage, individual files limited to 50 MB License-free web application versions of Word, Excel, PowerPoint, and OneNote, called Office Web Apps Desktop Office 2010 applications tightly integrated with SkyDrive Need Windows Live ID. If you have either Hotmail or MSN email account, that account is your Windows Live ID. • Can create a Windows Live ID with some other email account, or create a new Hotmail account Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall

24. Windows Live SkyDrive (cont’d) SkyDrive.com • Share folders with others by entering their Office Live IDs or their email account. • Users who have an Office Live ID can view and edit documents, users who have no Office Live ID can only view documents. • Only one user at a time can open SkyDrive documents for editing. • If doc is busy, you get read-only doc. Can have your changes merged with document when available Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall

25. Sample Word Web App on SkyDrive Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall

26. Saving a Word 2010 Document to a SkyDrive Account Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall

27. SkyDrive File In Use Message Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall

28. SkyDrive (cont’d) Facebook application for processing SkyDrive documents, called Docs (not to be confused with Google Docs) Works same, just has look and feel of a Facebook application Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall

29. Shared Content with Version Control Each team member is given an account with a set of permissions Permissions to shared directories (“Libraries”) • Read only • Read and edit • Read, edit, delete • No permission to see Checking out documents prevents others from editing that document until it is checked back in Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall

30. Checking Out a Document Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall

31. Document Version History Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall

32. Q5: How Can You Use Microsoft SharePoint For Team Projects? SharePoint site • A collection of resources created and managed via SharePoint and accessed using HTTP, HTML, and related protocols • Can contain one or more fully featured SharePoint sub sites Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall

33. Example Student Team Site Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall

34. Example Web Links Library Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall

35. Possible Document Action Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall

36. Types of Workflow Sequential workflow • When a document reviewed by one group member, then another, and so forth Parallel workflow • When documents reviewed simultaneously by multiple members SharePoint site • Workflows can be defined and SharePoint ensures team members perform required tasks Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall

37. SharePoint Team Calendar Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall

38. SharePoint Task List Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall

39. Taking a SharePoint Survey Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall

40. Example SharePoint Wiki Page Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall

41. Example SharePoint Blog Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall

42. Ethics Guide: Virtual Ethics? Virtual—“Something 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? • If others cheat on an online exam, are you justified in cheating too? • Are your ethics virtual? Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall

43. Q6: How Do Businesses Use CollaborationSystems? Problem solving Collaboration systems used for: Project management Decision making Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall

44. Using Collaboration Systems for Problem Solving Problem: • Perceived difference between what is and what ought to be. • Different people can define or perceive a problem differently. • Tara defines problem as “Felix doesn’t regularly come to meetings.” • Felix defines problem as “the team is focused on cost savings when it should be focused on revenue.“ • Others might say problem is something else. Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall

45. Using Collaboration Systems for Project Management Procedures and Decisions for Project Phases Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall

46. Using Collaboration Systems Collaboration for Decision Making Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall

47. 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 Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall

48. Q7: 2021? Face-to-face (F2F) meetings will be rare. Employees not needed on site will work at home, either full time or at least several days a week Nearly all corporate training will be online and asynchronous Much less business travel Travel industry will focus on recreational travel Conventions will become virtual Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall

49. Guide: Securing Collaboration Collaboration systems pose serious security risks All documents stored on Google computers, which are located all over. Does Google protect those computers appropriately? If those computers are located in San Francisco, will they survive an earthquake? Are they safe from computer crime? Viruses? Wireless traffic is unprotected from wireless snoopers. Are you processing that data at a local coffee shop? Are you aware that someone in that shop could copy your data? Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall

50. Guide: Securing Collaboration You post highly confidential data in a SkyDrive folder and share it with your advertising agency and marketing guru. You have 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, o sells that data to them. SharePoint has extensive security features, if administrator implemented a proper security plan. But, SharePoint makes it easy to download data. Collaboration tools open door to loss of critical assets! Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall