Next-Generation User-Centered Information Management
Information Management Processes
Snezhana Dubrovskaya,
Master Student in Information Systems
snezhana.dubrovskaya@in.tum.de
31.03.2005
Software Engineering for Business Applications (sebis)
Ernst Denert Chair (19)
Institute for Informatics
Technical University Munich
wwwmatthes.in.tum.de
Agenda
•
An overview of the main aspects of Information Management (IM)
 Why information management (IM)?
 Management of Information – Life cycle
 Information Logistics
• Types of Information Management
• What is information
• Challenges for IM
• Definition and tasks of IM
• IM as integrated framework
 Personal Information Management
 Community-Oriented Information Management
 Enterprise-Oriented Information Management
• Summary
Information Management Processes
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Information as a Model
„Modell-about what – from whom- for what purpose“
Subject
In order
to affect
A
Subject
disposes of
Information
= Model
Information
about
A
Original
Original
(Quelle: Steinmüller, W.: Informationstechnologie und Gesellschaft:
Eine Einführung in die angewandte Informatik. Darmstadt 1993, S.178.)
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Signs-Data-Information-Knowledge
knowledge
Mechanism
of currency
market
networking
information
Exchange rate
0,87 € = 1 US $
Kontext
data
0, 87
Syntax
sign
„0“, „8“, „7“ und „ , “
Character set
(Quelle: Krcmar, 2004, S.14)
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Challenges for Information Management
• Outbound: customers/environment
 live the proximity to costumers
 enable mobility of employees, personal mobility
• Inbound: employees and processes
 keep processes integrated and simple
 enable self-responsibility
 deploy and use synergies
 support ability to innovate
• Overall: cohesiveness
 achieve cohesiveness
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Definition and Tasks of IM
Definition:
“IM is understood as a part of business management. The function of IM is to
ensure optimal use of the resource information with regard to business objectives”
Source: Krcmar, Informationsmanagement, 2004, p. 1
Main tasks:
•management of:
 the information economy,
 the information systems and
 the information and communication technologies of an enterprise.
•IM contains general management functions
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IM - Integrated Framework by Krcmar
Managerial Functions
of Information
Management
Management of
Information
IT-Governance
Strategy
Supply
Demand
Usage
Data
Management of
Processes
Information Systems
Application
life cycle
IT-Processes
Management of
IT-Personnel
Information and
Communication
IT-Controlling
Information Management Processes
Technology
Storage
Processing
Communication
Technology Bundles
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Agenda
•
An overview of the main aspects of Information Management (IM)
 Why information management (IM)?
 Management of Information – Life cycle
 Information Logistics
• Types of Information Management
 Personal information management
 Communities- Oriented Information Management
 Enterprise-oriented inromation management
• Summary
Information Management Processes
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Management of Information - Life Cycle
MANAGEMENT OF INFORMATION DEMAND
requirements
INFORMATION USER
must make a
choice,
to have curiosity
MANAGEMENT
OF INFORMATION SOURCES
SOURCE OF
INFORMATION
1. detect, 2. collect, 3. explain,
4. network, 5. collect, 6. acquire
network
use
interpret
evaluate
OFFER OF INFORMATION
MANAGEMENT
INFORMATION USAGE
MANAGEMENT
understand infolr mations,
offer them interpretable
evaluate
infor mations
RESOURCE OF INFORMATION
MANAGEMENT
make it
useable
INFORMATION
PRODUCT | SERVICE
analyze, rearrange,
reproduce, reduce,
consolidate
RESOURCE OF
INFORMATION
1. structure, 2. represent, 3. store,
4. ensure physical access, 5. verify,
6. enable intellectual access
7. maintain, cultivate
Information Management Processes
allocate:
distribute, transmit
adapt to
user
requirements
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Agenda
•
An overview of the main aspects of Information Management (IM)
Why information management (IM)?
Management of Information – Lyfe cycle
Information Logistics
• Types of Information Management
• Information logistic principle
• Information problems
Personal information management
• Input/output factors
Communities-Oriented Information
• InformationManagement
quality
• Information supply
Enterprise-oriented inromation
management
• Information
usage
• Life cycles with further cycles
• Summary
Information Management Processes
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Information logistics
Part of IM, that focuses on information flows and information channels.
Information logistics principle:
Existance of
- the right information
(actual, needed, understood & free of errors)
- at the right momemt
(just in time for the current usage/purpose, sufficient
for decision making)
- in the right quantity
(as much as necessary, as little as possible)
- at the right place
(available for the receiver)
- in the necessary quality
(sufficiently detailled and correct, immediately /
unfiltered).
Source: Krcmar: Informationsmanagement, 2004, p. 55
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Information Problems
1. Flood of data, but (perceived) lack of information
2. Reasons for imperfect information
 Half-life period of information relevance
 Cost and effort of information acquisition
 Complexity of decision
 Perception conflicts
3. Differences between subjectively perceived and objectivly existing information
demand
4. Problems of information reception and information processing
5. Other problems in companies become information problems
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Determining the Information Status
Objective
Information
Demand
Info.
Info.
Status
Demand
Subjective
Information
Demand
Information Supply
Source: Picot 1988, p. 246
in Krcmar 2004,
Informationsmanagement, p. 60
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Information Overflow and Supply of Information
Prepared offer of information
for management
1 report  ~ 500 kiloby tes
Total offer of information
production p.a.  ~ 5 exabytes
Information Management Processes
decision-relevant
amount of information
10 numbers
 ~ 500 bytes
with headlines
choice of data media:
printing units, films, optical data carrier,
magnetic data carrier
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Input/Output Factors I
The main input factor: Visualisation
 Theory of Paivio:
 human information perception and processing are devided into pictorial
and semantic levels
 under this dichotomy, the information is stored as two tapes of knowledge
 Visualisation – process or activity by which non-visual information is
converted into visual information
 Forms:
 Simple graphics
 3-D graphics
 Actual pictures
 Animation
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Input/Output Factors II
Output factor: Acceptance
 Acceptance:
 A measure of the positive influence an object has on its recipient
 A phenomenon composed of two dimensions:
1. Attitude
-
permanent cognitive and affective orientation of perception
-
readiness-to-react to the object in question
2. Behaviour
-
reaction of the recipient
-
In the actual use (lack of use) of the technology
Acceptance cannot be measured directly
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Management of Information Quality
Management
Principles
Identification
Evaluation
Allocation
Application
Integration
Activity
Validation
Activity
Context
Activity
Activation
Activity
Accurate
Clear
Applicable
Sound
Information
Concise
Consistent
Correct
Current
Optimized
Process
Convenient
Timely
Traceable
Interactive
Reliable
Infrastructure
Accessible
Secure
Maintainable
Fast
Time Dimension
Format Dimension
Content Dimension
Media Quality
Comprehensive
Content Quality
Relevant
Information
Potential conflict
Source: Eppler (2003): Managing Information Quality, 2003, p. 61
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Management of Information Supply
1. Information is processed before being transferred
its value increases.
2. Analysis, re-arrangement, reproduction, reduction and condensation of
information according to the information logistical principle
3. For the information use it is important to understand different user types and
usage contexts.
User modelling comprises different mechanisms
 that allow computers to prepare the information for users
 application systems apply user models
 for adapting problem solving strategies and user dialogues
 individually to each user.
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Characteristics of User Models
Merkmale
Characteristics
Zweck
objective
Gegenstand
object
Individualisierung
individualisation
Art
type
derofInformation
information
Ausprägungenvalues
Characteristic
Selektion
selection
Kunde
customer
presentation
Präsentation
Domäne
domain
System
system
receiv er
Empfänger
Rolle organi
role
Organiss . group
Gruppe
Indiv iduell
indi
idual
weicsoft
he Informationen
informations
Bediener
user
differenzierend
differentiated
harte
hard
Fakten
facts
Veränderbarkeit
convertibility
static
statisch
dydy
nami
nami
s ch
c
Gewinnung
extraction
implizc it
ex
ex pli
plicz itit
Einsichtigkeit
transparency
transparent
intransparent
intransparent
Gültigkeit
validity
long-term
langfristig
short-term
kurzfristig
Wissensakquisition
knowledge acquisition
personnel
personell
adapti
ve
lernend
ex ante
ex post
Source: Mertens/Höhl (1999).
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Management of Information Usage
Information usage (in cognitive psychology) describes the decomposition of
cognitive processes into single steps in which information are being processed.
Steps of Information processing (in the broader sense):
 Information acquisition
 Information storage
 Information processing
 Information storage
 Information transmission
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Management of Information - Life cycle with further cycles
new level / cycle
MANAGEMENT OF INFORMATION DEMAND
INFORMATION USER
requirements
MANAGEMENT OF INFORMATION
SOURCES
SOURCE OF
INFORMATION
1. detect, 2. collect, 3. explain,
4. network, 5. collect, 6. acquire
make it
useable
must make a
choice,
to have curiosity
network
use
interpret
evaluate
MANAGEMENT OF INFORMATION
SUPPLY
INFORMATION
PRODUCT | SERVICE
MANAGEMENT OF INFORMATION
RESOURCES
RESOURCES OF INFORMATION
1. structure, 2. represent, 3. store,
4. ensure physical access, 5. verify,
6. enable intellectual access
7. maintain, cultivate
Information Management Processes
provision:
distribute, transmit
analyze, rearrange,
reproduce, reduce,
consolidate
adapt to
user
requirements
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Agenda
•
An overview of the main aspects of Information Management (IM)
 Why information management (IM)?
 Management of Information – Life cycle
 Information Logistics
• Types of Information Management
 Personal information management
 Communities-Oriented Information Management
• Definition and Tasks
 Enterprise-oriented inromation management
• Information objects
• Summary
Information Management Processes
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Personal Information Management (PIM) I
Definition:
the collecting and handling of information (such as files, email and contacts) by an
individual, for that individual's own use
Tasks of PIM:
Support of the following processes:
 Integration of information from different sources
 Thematical classification of information objects
 Context organisation of information objects (e.g. time, place, things,
person)
 Personal assessment and annotation of information objects
 Contextualisation of information objects (tasks, projects, roles)
 Role-based and task-oriented common use of information objects in
public nets (e.g. Internet)
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Personal Information Management (PIM) II
Examples of Information Objects:
My Knowledge/Information
My Possession
Knowledge/Information
about me
• Personal Contacts, Meetings
and tasks with the links to
perosns, organisations,
enterprises
• Books, magazines, skripta,
guidelines
• My documents (e.g
diploma) and certificates
• Correspondence for me
and documents of my
projects
• Presse messages
• literature and link tipps
• Ideas and personal notes
• CVs
• My artefacts
(publications,audio notes,
videos, pics, software)
• my correspondence
(post, e-mail, fax, chat)
• Downloads (programms,
pics)
• Audio-notes
• Results of medical
examination
• Abonemetns, contracts,
memberships
• User profiles and accounts
• Pics and videos
• Tools (PC/ handheld
software, hardware)
• Further information
(finance, immobile, …)
Source: Matthes/Lehel (2002).
Information Management Processes
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Personal Information Management (PIM) III
Assessments
Professional
interests
Memeberships
Logged
user
Source: wwwmatthes.in.tum.de
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Agenda
•
An overview of the main aspects of Information Management (IM)
 Why information management (IM)?
 Management of Information – Life cycle
 Information Logistics
• Types of Information Management
 Personal information management
 Communities-Oriented Information Management
 Enterprise-oriented infomation management
• Summary
Information Management Processes
• Defintion
• Personal vs. Community IM
• Information Sources
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Community IM/ Definition of Community:
Community in terms of knowledge management – INFORMAL
COMMUNITY:
 Informal, self-organised groups of people
 who have common interests
 and, thus, to have access to common information
Community in terms of organisations – FORMAL COMMUNITY:
 Groups, like function departments or project teams
 who have always relied on often incomplete information
 from above (directions), from below (status data) and from other parts of
organisation (e.g. updated marketing plans to be used by manufacturing
function)
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Personal vs. Community IM System
Personal IM System:
 User can configurate and (re)arrange up to his/her individual habits and
demands the following information sources:
 Applications (office tools, email, image processing tools,...)
 Web-sites (weblogs)
 Discussion forums
 E-mail-tools
 Etc.
Community IM System:
 Serves for information exchange in a group:
 Groupware (CSCW)/collaborative work
 Discussion forums
 References to a person, contexts and processes
 Support of ad-hoc processes
Information Management Processes
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Information Sources
Communities
Data
Human-computer
interaction
Internet
Portal
Data
User
Data
Local
infromation
repositories
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Personal IM System
Private
User
Personal End-Device
Personal Information/
Knowledge System
Audio
Project
documents
Downloads
Contracts
Pics
Assets of a user
(digital documents, no metadata)
Source: Matthes/Lehel (2002).
Information Management Processes
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Community IM System
Employees
Fellow students
Family
Communities
of Practice
Private
User
Personal End-Device
Corporate usage
Personal Information/Knowledge System
Intergation and formal inclusion
Audio
Project
ocuments
Downloads
Contracts
Pics
Source: Matthes/Lehel (2002).
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Agenda
•
An overview of the main aspects of Information Management (IM)
 Why information management (IM)?
 Management of Information – Lyfe cycle
 Information Logistics
• Types of Information Management
 Personal information management
 Communities-oriented information management
 Enterprise-oriented inromation management • Instruments of IM
• Portals
• Summary
• Weblogs
Information Management Processes
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Instruments of IM
 Portals
 Enterprise Information Portals
 E-Learning Systems
 Community Systems
 Groupware-Systems
 Content-Management-Systems
 Document-Management-Systems
 DBMS, Datawarehouses
 Workflow-Systems
 Weblogs
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Personal Information/Knowledge Portals
Definition:
A personal information/knowledge portal is:
 an online service that provides a personalized, single point of access (single
sign on) to resources
 that support the end-user in one or more tasks (resource discovery, learning,
research etc).
 The resources made available via a portal are typically brought together from
more than one source.
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Enterprise-oriented Information/Knowledge Portals
Definition:
Enterprise-oriented portals grant
 the organised role-specific access
 to relevant information
 for employees, customers, partners and service providers of an enterprise
 through internet-technologies
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Corporate IM through Personal Information Portal
Employees
Fellow students
Family
Communities
of Practice
Private
User
Personal End-Device
Corporate usage
Personal Information/Knowledge Portal
Intergation and formal inclusion
Audio
Project
ocuments
Downloads
Contracts
Pics
Source: Matthes/Lehel (2002).
Information Management Processes
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Duality of Pers. and Corp. Information Portals
 Users of portal systems have today
 end-device (e.g. Web-browser)
 Personal tools (DBMS, DMS, CMS, KMS),
- which could be used also to work offline and independently upon their rights in
the system
- to work on relevant information objects long-term
 Users possess valuable personal Collections of Information Objects, which
could be managed:
 on the one hand decentrally
 on the other hand (task-oriented and time-limited) through corporate
portal to grant an access to the colleagues
 Only one person is the user of several portal systems (e.g. his/her own
enterprise, an enterprise of project partners, e-learning providers, publishers)
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Motivation of Weblogs
• Problem with the acceptance of portals by employees
• Portals are not used frequently by employees
• Weblogs consider the individual demands of a user
• Weblogs are acceptable
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A brief History of Weblogs
 Definition – 1997 by Jorn Barger
 First weblogs – home-grown by web designers and software developers
 In the early years – handful of them
 1999 – weblogging services PITAS, Livejournal, Blogger, EditThisPage.com
 Mid-2000 – 1.000 weblogs
 Mid-2002 – 500.000 weblogs
 Nowadays – 60.000/months, where many of them are only online diaries
 Conversational medium
 Blogrolling
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Weblogs
Weblogs are Web sites which:
 reverse chronologically sorted notes
 are updated frequently
 are written from the point of view of an individual
 usually expose an RSS feed for syndicating the content into various forms
of aggregators
 are managed on Web-Community Server
 have additional functions to interact with other webloggers and guests
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Weblogs for Personal Knowledge Publishing
 User-oriented and informal form for:
 registration
 publishing
 distribution
 usage
of knowledge and information
 spontaneous information and knowledge forwarding
 quick dustribution of knowledge (ideas, observations, cognitions) within the
organisation
Impartion of expert knowledge
Feedback for knowledge carrier through comments
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Example of a Weblog
Information Management Processes
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Weblogs & RSS-Feeds
User groups
 Persons („Blogger“) (privat,
professional)
 [Teams]
 Organisations, partic.
Mass media
Variants
 Photoblog
RSS-Export
 Audioblog (Podcast)
 Videoblog
RSSImport
Information Management Processes
Quelle: http://20six.de/matthes
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Weblogs: Personal
Community
Enterprise
 Discussion about specific Themes
 Publication of notes, ideas, thoughts,actual developments in work area
 Weblog is a personal asset and is maintained by owner
 For an enterprise is an advantage to motivate its employees to team work
 Continuous interaction without time and space limitations
 Communication with customers and suppliers
Examples:
www.microsoft.com
www.adobe.com
www.nytimes.com
Information Management Processes
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Teamlogs
Definition:
Teamlogs are
 weblogs, which
 concern with a specific theme and
 are maitained by a group of authors
 optional: release workflow by moderators
Examples:
 Project diary
 Communication support for customers
Information Management Processes
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Uses of Weblogs
 Selection of material
 Particular domain of interest
 Relevant tailored material
 „more personal relevance per unit volume“
 Personal information/knowledge management
 Chronological record of thoughts, references, notes
 Look up the weblog´s content using a search engine
 Conversation
 Medium of public dicussion
 Social networking
 Information routing
Information Management Processes
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Agenda
•
An overview of the main aspects of Information Management (IM)
 Why information management (IM)?
 Management of Information – Life cycle
 Information Logistics
• Types of Information Management
 Personal information management
 Communities-oriented information management
 Enterprise-oriented inromation management
• Summary
Information Management Processes
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Summary
We have got acquainted with:
 the main aspects of IM as part of the business processes
 We have given one of the definitions of IM
 analysed the involved processes
 different perspectives of IM:
 personal (user-centered),
 community- and
 enterprise-oriented view
 different instruments of IM
 web portals
 weblogs
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Thank you for your attention!!!
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Outlook, Discussion, Questions
 How have you understood the difference between information management
and management of the information?
 How do you organize your personal information (files, file names, time
management, calender, diaries, idea publishing)?
 Do you think it is mostly time waste or time usage to organise your personal
information? Do you need to organise it actually?
 Examples
 Case Study „ASHA Knowledge Exchange“
Information Management Processes
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