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Using MIS 2e Chapter 2 Information Systems for Collaboration David Kroenke Edited by Spiros Velianitis © Pearson Prentice ...
Study Questions <ul><li>Q1 – What is collaboration? </li></ul><ul><li>Q2 – How can you use collaboration systems to improv...
<ul><li>Q1 – What is collaboration? </li></ul><ul><li>Q2 – How can you use collaboration systems to improve team communica...
Q1 – What is collaboration? <ul><li>Collaboration occurs when two or more people work together to achieve a common </li></...
Q1 – What is collaboration? <ul><li>The three critical collaboration drivers are: </li></ul><ul><ul><li>Communication </li...
<ul><li>Q1 – What is collaboration? </li></ul><ul><li>Q2 – How can you use collaboration systems to improve team communica...
Q2 – How can you use collaboration systems to improve team communication? <ul><li>Synchronous communication </li></ul><ul>...
Q2 – How can you use collaboration systems to improve team communication? <ul><li>Fig 2-1 Information Technology for Commu...
Q2 – How can you use collaboration systems to improve team communication? <ul><li>Virtual meetings don’t require everyone ...
<ul><li>Q1 – What is collaboration? </li></ul><ul><li>Q2 – How can you use collaboration systems to improve team communica...
Q3 – How can you use collaboration systems to manage content? <ul><li>Fig 2-5 Information Technology for Sharing Content <...
Q3 – How can you use collaboration systems to manage content? <ul><li>The following methods of sharing are effective but p...
Q3 – How can you use collaboration systems to manage content? <ul><li>These methods of content sharing provide version man...
Q3 – How can you use collaboration systems to manage content? <ul><li>Wikis are shared knowledge bases, repositories of te...
Q3 – How can you use collaboration systems to manage content? <ul><li>Google Docs and Spreadsheets </li></ul><ul><ul><li>A...
Q3 – How can you use collaboration systems to manage content? <ul><li>Microsoft Office Groove </li></ul><ul><ul><li>You cr...
Q3 – How can you use collaboration systems to manage content? <ul><li>Shared content with version control provides more li...
<ul><li>Q1 – What is collaboration? </li></ul><ul><li>Q2 – How can you use collaboration systems to improve team communica...
Q4 – How can you use collaboration systems to control workflow? <ul><li>Sequential workflow </li></ul><ul><ul><li>When doc...
<ul><li>Q1 – What is collaboration? </li></ul><ul><li>Q2 – How can you use collaboration systems to improve team communica...
Information Systems for Decision Making <ul><li>Decision making in organizations is varied and complex. </li></ul><ul><li>...
Information Systems for Problem Solving <ul><li>Information systems can be used to solve problems. </li></ul><ul><li>Probl...
Decision Making and Problem Solving <ul><li>Problem solving is the most critical activity a business organization undertak...
The Decision Process <ul><li>Two decision processes (method by which a decision is to be made) are structured and unstruct...
Q5 – How do businesses use collaboration systems for decision making? <ul><li>Fig 2-15 Collaboration Needs for Decision Ty...
Optimization, Satisficing, and Heuristic <ul><li>Optimizing  is finding the best solution and is usually best fit for prob...
Different Types of Information Systems for Different Types of Decisions <ul><li>Automated information systems are those by...
<ul><li>Q1 – What is collaboration? </li></ul><ul><li>Q2 – How can you use collaboration systems to improve team communica...
Q6 – How do businesses use collaboration systems for problem solving? <ul><li>Collaboration systems provide team members w...
Q6 – How do businesses use collaboration systems for problem solving? <ul><li>Problem solving and collaboration systems ar...
<ul><li>Q1 – What is collaboration? </li></ul><ul><li>Q2 – How can you use collaboration systems to improve team communica...
Q7 – How do businesses use collaboration systems for project management? <ul><li>The three collaborative drivers are impor...
Q7 – How do businesses use collaboration systems for project management? <ul><li>Fig 2-17 Collaboration Systems for Decisi...
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Transcript of "Using Management Information Systems Chapter 2 Information ..."

  1. 1. Using MIS 2e Chapter 2 Information Systems for Collaboration David Kroenke Edited by Spiros Velianitis © Pearson Prentice Hall 2009 2-
  2. 2. Study Questions <ul><li>Q1 – What is collaboration? </li></ul><ul><li>Q2 – How can you use collaboration systems to improve team communication? </li></ul><ul><li>Q3 – How can you use collaboration systems to manage content? </li></ul><ul><li>Q4 – How can you use collaboration systems to control workflow? </li></ul><ul><li>Q5 – How do businesses use collaboration systems for decision making? </li></ul><ul><li>Q6 – How do businesses use collaboration systems for problem solving? </li></ul><ul><li>Q7 – How do businesses use collaboration systems for project management? </li></ul>© Pearson Prentice Hall 2009 2-
  3. 3. <ul><li>Q1 – What is collaboration? </li></ul><ul><li>Q2 – How can you use collaboration systems to improve team communication? </li></ul><ul><li>Q3 – How can you use collaboration systems to manage content? </li></ul><ul><li>Q4 – How can you use collaboration systems to control workflow? </li></ul><ul><li>Q5 – How do businesses use collaboration systems for decision making? </li></ul><ul><li>Q6 – How do businesses use collaboration systems for problem solving? </li></ul><ul><li>Q7 – How do businesses use collaboration systems for project management? </li></ul>© Pearson Prentice Hall 2009 2-
  4. 4. Q1 – What is collaboration? <ul><li>Collaboration occurs when two or more people work together to achieve a common </li></ul><ul><ul><li>Goal </li></ul></ul><ul><ul><li>Result </li></ul></ul><ul><ul><li>Work product </li></ul></ul><ul><li>Greater than individuals working alone </li></ul><ul><li>Involves more than coordination and communication alone </li></ul><ul><li>Feedback and iteration provide an opportunity for team members to: </li></ul><ul><ul><li>Proceed in a series of steps (iterations) by continuously reviewing and revising each other’s work </li></ul></ul><ul><ul><li>Learn from each other rather than working in isolation </li></ul></ul><ul><ul><li>Change the way they work and what they produce </li></ul></ul><ul><ul><li>Ultimately produce a product that’s greater (and better) than an individual could accomplish working alone </li></ul></ul>© Pearson Prentice Hall 2009 2-
  5. 5. Q1 – What is collaboration? <ul><li>The three critical collaboration drivers are: </li></ul><ul><ul><li>Communication </li></ul></ul><ul><ul><ul><li>The success of the collaboration group depends on the availability of effective communication systems that allow them to share their skills and abilities </li></ul></ul></ul><ul><ul><li>Content management </li></ul></ul><ul><ul><ul><li>Users need to manage the content of their work to avoid conflicting with other team members. </li></ul></ul></ul><ul><ul><li>Workflow control </li></ul></ul><ul><ul><ul><li>Workflow is a process or procedure to create, edit, use, and dispose of content. </li></ul></ul></ul>© Pearson Prentice Hall 2009 2-
  6. 6. <ul><li>Q1 – What is collaboration? </li></ul><ul><li>Q2 – How can you use collaboration systems to improve team communication? </li></ul><ul><li>Q3 – How can you use collaboration systems to manage content? </li></ul><ul><li>Q4 – How can you use collaboration systems to control workflow? </li></ul><ul><li>Q5 – How do businesses use collaboration systems for decision making? </li></ul><ul><li>Q6 – How do businesses use collaboration systems for problem solving? </li></ul><ul><li>Q7 – How do businesses use collaboration systems for project management? </li></ul>© Pearson Prentice Hall 2009 2-
  7. 7. Q2 – How can you use collaboration systems to improve team communication? <ul><li>Synchronous communication </li></ul><ul><ul><li>Team members meet at the same time, but not necessarily at the same geographic location. </li></ul></ul><ul><ul><li>It may include conference calls, face-to-face-meetings, or online meetings. </li></ul></ul><ul><li>Asynchronous communication </li></ul><ul><ul><li>Team members do not meet at the same time or in the same geographic location. </li></ul></ul><ul><ul><li>It may include discussion forums or email exchanges. </li></ul></ul>© Pearson Prentice Hall 2009 2-
  8. 8. Q2 – How can you use collaboration systems to improve team communication? <ul><li>Fig 2-1 Information Technology for Communication </li></ul>© Pearson Prentice Hall 2009 2-
  9. 9. Q2 – How can you use collaboration systems to improve team communication? <ul><li>Virtual meetings don’t require everyone to be in the same place at the same time. </li></ul><ul><ul><li>Conference calls – can be difficult to arrange the right time </li></ul></ul><ul><ul><li>Multiparty text chat – easier to arrange if everyone has mobile texting </li></ul></ul><ul><ul><li>Videoconferencing – requires everyone to have the proper equipment </li></ul></ul><ul><ul><li>Email – most familiar but has serious drawbacks in content management </li></ul></ul><ul><ul><li>Discussion forums – content is more organized than email </li></ul></ul><ul><ul><li>Team surveys – easy to manage but don’t provide very much interactive discussion </li></ul></ul>© Pearson Prentice Hall 2009 2-
  10. 10. <ul><li>Q1 – What is collaboration? </li></ul><ul><li>Q2 – How can you use collaboration systems to improve team communication? </li></ul><ul><li>Q3 – How can you use collaboration systems to manage content? </li></ul><ul><li>Q4 – How can you use collaboration systems to control workflow? </li></ul><ul><li>Q5 – How do businesses use collaboration systems for decision making? </li></ul><ul><li>Q6 – How do businesses use collaboration systems for problem solving? </li></ul><ul><li>Q7 – How do businesses use collaboration systems for project management? </li></ul>© Pearson Prentice Hall 2009 2-
  11. 11. Q3 – How can you use collaboration systems to manage content? <ul><li>Fig 2-5 Information Technology for Sharing Content </li></ul>© Pearson Prentice Hall 2009 2- <ul><li>There are three categories for sharing content. Your choice depends on the degree of control your team needs to complete their tasks </li></ul>
  12. 12. Q3 – How can you use collaboration systems to manage content? <ul><li>The following methods of sharing are effective but provide no control over content management. </li></ul><ul><ul><li>Email attachments are the most primitive but have numerous problems. </li></ul></ul><ul><ul><ul><li>Someone may not receive the email or ignores it. </li></ul></ul></ul><ul><ul><ul><li>It’s difficult to manage attachments. </li></ul></ul></ul><ul><ul><li>A shared file server provides a single storage location for all team members. </li></ul></ul><ul><ul><ul><li>It uses FTP technology to access files. </li></ul></ul></ul><ul><ul><ul><li>Problems can occur if multiple team members try using the same file at the same time. </li></ul></ul></ul>© Pearson Prentice Hall 2009 2-
  13. 13. Q3 – How can you use collaboration systems to manage content? <ul><li>These methods of content sharing provide version management </li></ul><ul><ul><li>Wikis </li></ul></ul><ul><ul><li>Google Docs and Spreadsheets </li></ul></ul><ul><ul><li>Microsoft Office Groove </li></ul></ul>© Pearson Prentice Hall 2009 2-
  14. 14. Q3 – How can you use collaboration systems to manage content? <ul><li>Wikis are shared knowledge bases, repositories of team knowledge, which have or use tracking mechanisms for changes. </li></ul><ul><li>Most commonly known wiki is wikipedia.com. </li></ul>© Pearson Prentice Hall 2009 2-
  15. 15. Q3 – How can you use collaboration systems to manage content? <ul><li>Google Docs and Spreadsheets </li></ul><ul><ul><li>Access it at http://docs.google.com with a Google account (different from a Gmail account). </li></ul></ul><ul><ul><li>Documents are stored on Google servers making them accessible from anywhere. </li></ul></ul><ul><ul><li>Team members can track revisions and review change summaries. </li></ul></ul><ul><ul><li>It’s a free service but you must use Google programs for processing. </li></ul></ul>© Pearson Prentice Hall 2009 2-
  16. 16. Q3 – How can you use collaboration systems to manage content? <ul><li>Microsoft Office Groove </li></ul><ul><ul><li>You create a workspace and invite others to join. </li></ul></ul><ul><ul><li>Document changes are automatically provided to all team members. </li></ul></ul><ul><ul><li>You can use VoIP rather than separate phone lines for conversations. </li></ul></ul><ul><ul><li>You can use it asynchronously or synchronously. </li></ul></ul><ul><ul><li>You can use any computer or server to access workspaces. </li></ul></ul><ul><ul><li>Each user must purchase a license and install it on each computer (may be exceptions). </li></ul></ul>© Pearson Prentice Hall 2009 2-
  17. 17. Q3 – How can you use collaboration systems to manage content? <ul><li>Shared content with version control provides more limitations than version management and more control over changes to documents. </li></ul><ul><ul><li>It uses shared libraries (directories) to store documents. </li></ul></ul><ul><ul><li>Users are given permissions that limit what they can do with the documents. </li></ul></ul><ul><ul><li>It requires users to check out documents and check them back in. </li></ul></ul><ul><ul><li>Microsoft SharePoint is the most popular for business use. </li></ul></ul><ul><ul><ul><li>It requires a publicly accessible server. </li></ul></ul></ul><ul><ul><ul><li>It’s difficult to install. </li></ul></ul></ul>© Pearson Prentice Hall 2009 2-
  18. 18. <ul><li>Q1 – What is collaboration? </li></ul><ul><li>Q2 – How can you use collaboration systems to improve team communication? </li></ul><ul><li>Q3 – How can you use collaboration systems to manage content? </li></ul><ul><li>Q4 – How can you use collaboration systems to control workflow? </li></ul><ul><li>Q5 – How do businesses use collaboration systems for decision making? </li></ul><ul><li>Q6 – How do businesses use collaboration systems for problem solving? </li></ul><ul><li>Q7 – How do businesses use collaboration systems for project management? </li></ul>© Pearson Prentice Hall 2009 2-
  19. 19. Q4 – How can you use collaboration systems to control workflow? <ul><li>Sequential workflow </li></ul><ul><ul><li>When documents are reviewed by multiple members of a team one after another </li></ul></ul><ul><li>Parallel workflow </li></ul><ul><ul><li>When documents are reviewed by multiple members of a team simultaneously </li></ul></ul><ul><li>SharePoint site </li></ul><ul><ul><li>Defines workflows and ensures team members perform required tasks </li></ul></ul>© Pearson Prentice Hall 2009 2-
  20. 20. <ul><li>Q1 – What is collaboration? </li></ul><ul><li>Q2 – How can you use collaboration systems to improve team communication? </li></ul><ul><li>Q3 – How can you use collaboration systems to manage content? </li></ul><ul><li>Q4 – How can you use collaboration systems to control workflow? </li></ul><ul><li>Q5 – How do businesses use collaboration systems for decision making? </li></ul><ul><li>Q6 – How do businesses use collaboration systems for problem solving? </li></ul><ul><li>Q7 – How do businesses use collaboration systems for project management? </li></ul>© Pearson Prentice Hall 2009 2-
  21. 21. Information Systems for Decision Making <ul><li>Decision making in organizations is varied and complex. </li></ul><ul><li>Decisions occur at three levels in organizations (decision levels): </li></ul><ul><li>Operational decisions concern day-to-day activities. </li></ul><ul><ul><li>Information systems that support operational decision making are called transaction processing systems (TPS). </li></ul></ul><ul><li>Managerial decisions concern the allocation and utilization of resources. </li></ul><ul><ul><li>Information systems that support managerial decision making are called management information systems (MIS). </li></ul></ul><ul><li>Strategic decision making concern broader-scope organizational issues. </li></ul><ul><ul><li>Information systems that support strategic decision making are called executive information systems (EIS). </li></ul></ul>
  22. 22. Information Systems for Problem Solving <ul><li>Information systems can be used to solve problems. </li></ul><ul><li>Problem definition </li></ul><ul><ul><li>A problem is a perceived difference between what is and what is not. </li></ul></ul><ul><ul><li>A problem is a perception. </li></ul></ul><ul><ul><li>A good problem definition defines the differences between what is and what ought to be by describing both the current and desired situations. </li></ul></ul><ul><ul><li>Different problem definitions require the development of different information systems. </li></ul></ul><ul><ul><li>All personnel in the organization must have a clear understanding of which definition of the problem the information system will address. </li></ul></ul>
  23. 23. Decision Making and Problem Solving <ul><li>Problem solving is the most critical activity a business organization undertakes. Problem solving begins with decision making. </li></ul><ul><li>In the intelligence stage , potential problems and /or opportunities are identified and defined </li></ul><ul><li>In the design stage , alternative solutions to the problem are developed </li></ul><ul><li>In the choice stage , a course of action is selected </li></ul><ul><li>In the implementation stage , action is taken to put the solution into effect </li></ul><ul><li>In the monitoring stage , the implementation of the solution is evaluated to determine if the anticipated results were achieved and modify the process </li></ul>
  24. 24. The Decision Process <ul><li>Two decision processes (method by which a decision is to be made) are structured and unstructured. </li></ul><ul><li>Structured decision process is one for which there is an understood and accepted method for making the decision. </li></ul><ul><li>Unstructured process is one for which there is no agreed on decision making process. </li></ul><ul><li>The terms structured and unstructured refers to the decision process-not the underlying subject. </li></ul>
  25. 25. Q5 – How do businesses use collaboration systems for decision making? <ul><li>Fig 2-15 Collaboration Needs for Decision Types </li></ul>© Pearson Prentice Hall 2009 2-
  26. 26. Optimization, Satisficing, and Heuristic <ul><li>Optimizing is finding the best solution and is usually best fit for problems that can be modeled mathematically with a low degree of estimation risk. For example, find how many products an organization should produce to meet a profit goal. </li></ul><ul><li>Satisficing is finding a good, but not necessarily the best, solution. Satisficing does not look at all possible solutions, but at those that are likely to give good results. Satisficing is a good decision method because it is sometimes too expensive to analyze every alternative to get the best solution. A satisficing example is when you have to select a location for a new plant. </li></ul><ul><li>Heuristics are guidelines or procedures that usually find a good solution by using “rules of thumb”. </li></ul>
  27. 27. Different Types of Information Systems for Different Types of Decisions <ul><li>Automated information systems are those by which the computer hardware and program components do most of the work. </li></ul><ul><ul><li>Humans start the programs and use the results. </li></ul></ul><ul><li>Augmentation information systems are those in which humans do the bulk of the work. </li></ul><ul><ul><li>These systems augment, support, or supplement the work done by People (email, instant messaging, video-conferencing, etc) to aid in decision making. </li></ul></ul>
  28. 28. <ul><li>Q1 – What is collaboration? </li></ul><ul><li>Q2 – How can you use collaboration systems to improve team communication? </li></ul><ul><li>Q3 – How can you use collaboration systems to manage content? </li></ul><ul><li>Q4 – How can you use collaboration systems to control workflow? </li></ul><ul><li>Q5 – How do businesses use collaboration systems for decision making? </li></ul><ul><li>Q6 – How do businesses use collaboration systems for problem solving? </li></ul><ul><li>Q7 – How do businesses use collaboration systems for project management? </li></ul>© Pearson Prentice Hall 2009 2-
  29. 29. Q6 – How do businesses use collaboration systems for problem solving? <ul><li>Collaboration systems provide team members with feedback and iteration that helps them: </li></ul><ul><ul><li>Identify numerous solution alternatives rather than just one. </li></ul></ul><ul><ul><li>Make a choice by allowing them to discuss the pros and cons of each alternative. </li></ul></ul><ul><ul><li>Broker the selected solution and make necessary adjustments that benefit all parties. </li></ul></ul>© Pearson Prentice Hall 2009 2-
  30. 30. Q6 – How do businesses use collaboration systems for problem solving? <ul><li>Problem solving and collaboration systems are more effective when they successfully employ the three collaborative drivers: </li></ul><ul><ul><li>Communication systems that allow a regular and reliable exchange of ideas and information </li></ul></ul><ul><ul><li>Content-management systems that control document changes and revisions so everyone has the most current version </li></ul></ul><ul><ul><li>Workflow control is less important because of the nature of the unstructured decision-making process </li></ul></ul>© Pearson Prentice Hall 2009 2-
  31. 31. <ul><li>Q1 – What is collaboration? </li></ul><ul><li>Q2 – How can you use collaboration systems to improve team communication? </li></ul><ul><li>Q3 – How can you use collaboration systems to manage content? </li></ul><ul><li>Q4 – How can you use collaboration systems to control workflow? </li></ul><ul><li>Q5 – How do businesses use collaboration systems for decision making? </li></ul><ul><li>Q6 – How do businesses use collaboration systems for problem solving? </li></ul><ul><li>Q7 – How do businesses use collaboration systems for project management? </li></ul>© Pearson Prentice Hall 2009 2-
  32. 32. Q7 – How do businesses use collaboration systems for project management? <ul><li>The three collaborative drivers are important to ensure the success of a project. </li></ul><ul><ul><li>Communication systems help decision makers communicate with one another and deal with unexpected problems as they occur. </li></ul></ul><ul><ul><li>Content-management systems control document changes and revisions that occur during the project. </li></ul></ul><ul><ul><li>Workflow control is important because of task dependencies inherent in projects. </li></ul></ul>© Pearson Prentice Hall 2009 2-
  33. 33. Q7 – How do businesses use collaboration systems for project management? <ul><li>Fig 2-17 Collaboration Systems for Decision Making, Problem Solving & Project Mgt </li></ul>© Pearson Prentice Hall 2009 2-
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