Instructions on Web and other assignments

1. Instructions on Web and other assignments 1. Send an email to me when you complete the Web assignments and follow the instructions below: What/How you should turn in: email me with the following information (Fail to provide me with ALL information, you will losemajor points) a) To: chen@jepson.gonzaga.edu b) Subject: BMIS235-03 Web#2 (or BMIS235-04 Web#2) c) Message : http://barney.gonzaga.edu/~your_userID <Your Full Name> at the end of the message line 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. Chapter 2Collaboration 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. “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. 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. Chapter Opening Scenario • 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)

6. Collaboration vs. Communication • Collaboration = ? Communication • Collaboration involves communication • We can’t collaborate without effective communication • What other elements constitute “Collaboration?

7. 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 communicationalone

8. Q1: What Are the Two Key Characteristics of Collaboration? Two key characteristics: • Two or more people working together to achieve a common goal • Feedback and iteration • Cooperation lacks feedbackand iteration The three critical collaboration drivers are: • Communication • Skill, ability and IS • Content management • Who made what changes, when, why and where • Workflow control • Process or procedure by which content is created, edited, used and disposed.

9. SYSTEM (IPO) INPUT PROCESS OUTPUT FEEDBACK Why feedback? A system is a group of components that interact to achieve some purpose.

10. System Concepts Customers Suppliers Environment Control by Management Feedback Signals Feedback Signals Control Signals Control Signals Input of Raw Materials Output of Finished Products Manufacturing Process System Boundary Regulatory Agency Stockholders Competitors Other Systems

11. 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. Important and Not-Important Characteristics of a Collaborator Fig. 2-1: Important and Not-Important Characteristics of a Collaborator

13. Guidelines for Giving and Receiving Critical Feedback

14. 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. Q3: Four Primary Purposes of Collaboration and IS Requirements for Different Collaboration Purposes Become informed Make decisions Solve problems Manage (Conduct) projects Fig. 2-7: IS Requirements for Different Collaboration Purposes

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

17. Relationship Between Decision Type and Decision Process • 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?” Semi-structured

18. Decision Making and Collaboration 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.

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

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

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

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

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

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

25. 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. Q4. What Are the Components and Functions of Collaboration Information Systems? Fig. 2-6: Collaboration System Requirements

27. Components of Collaboration 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.

28. Primary Functions • Two categories for IS requirements for collaboration activities for each purpose: • Communication • Content sharing • 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.

29. Q5: How Can You Use Collaboration Tools to Facilitate Communication? 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. Synchronous Asynchronous

30. Technology Available to Facilitate Communication Fig 2-4 Information Technology for Communication 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. Virtual Organization

31. Virtual Meetings • 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

32. Office 365 LyncWhiteboard Showing Simultaneous Contributions

33. Videoconferencing:User Participating in NetMeeting • Figure 2-5 Fig. 2-10: Videoconferencing Example

34. 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

35. Shared Content with No Control • 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.

36. Shared Content with Version Management • Version management—track changes to documents and provide features and functions to accommodate concurrent work Three version-management systems • Wikis (We-keys) • Wikis are shared knowledge bases, repositories of team knowledge that can track changes. • Google Docs (Fig. 2-14) • You can improve your collaboration activity even more by combining Google Docs with Google+ • 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).

37. Version Management System:1. Wikis (We-keys) • 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. Fig. 2 (Extra): Wikis and Wikipedia

38. Version Management System:2. Google Docs Fig. 2-14: Available Types of Google Docs

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

40. Shared Content with Version Control • 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.2-20for an example.

41. Fig. 2-18: Opening a Document Locked by Another User in Word Web App

42. Fig. 2-19: Checking Out a Document

43. SharePoint Workflow Fig. 2-20: Example Workflow

44. COLLABORATION with COORDINATION COLLABORATION COMMUNICATION CONTENT MANAGEMENT WORKFLOW CONTORL TM -44 Dr. Chen, The Challenge of the Information Systems Technology

45. 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.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. Q7: How Can You Use Office 365 for Student Projects? Fig. 2-21: Office 365 Components and Features

47. Fig. 2-22: Starting a Lync Conversation

48. Fig. 2-23: Share Whiteboard

49. SharePoint Online Services • Document Library • Tasks List • Create team discussion forums, team wikis, surveys, blogs • Alerts and Presence with Exchange

50. Content Control Options for Student Document Fig. 2-24: Example Students SharePoint Site