Instructions on Web and other assignments
1. When you complete the Web assignments you should follow the instructions below: (Information about the assignment and how to make the URL
“linkable ” please read “Instruction on Web
Assignments Submission via Bb
” (under ‘Assignments’ then “Web
Assignments and Resources”).
What/How you should turn in: Upload Web#1 assignment to the
Blackboard (not via email). Make sure to enter the following information in the
“2. Assignment Materials”
Box (Fail to provide me with ALL information, you will lose major points)
Dr. Chen,
Make the URL linkable
Here is my Web#1 assignment.
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.
Dr. Chen, Management Information Systems

Dr. Chen, Management Information Systems
Jason C. H. Chen, Ph.D.
Professor of MIS
School of Business Administration
Gonzaga University
Spokane, WA 99258 chen@gonzaga.edu
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• Group to determine feasibility of 3D printer.
•
Tough for everyone to attend meetings.
• Wastes time covering old ground.
• Cell phone calls interrupt meeting.
• Not all members read group email postings.
• Interpersonal conflicts evident.
Dr. Chen, Management Information Systems
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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 requirements for a collaboration information system?
Q5: How can you use collaboration tools to improve team communication?
Q6: How can you use collaboration tools to manage shared content?
Q7: How can you use collaboration tools to manage tasks?
Q8: Which collaboration IS is right for your team?
Q9: 2025?
Dr. Chen, Management Information Systems
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• Collaboration = ? Communication
• Collaboration involves communication
• We can’t collaborate without effective communication
• What other elements constitute “Collaboration?
Dr. Chen, Management Information Systems

• 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 communicatio n alone
• 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
Dr. Chen, Management Information Systems

Two key characteristics:
1. Two or more people working together to achieve a common goal
2. Feedback and iteration

Cooperation lacks feedback and iteration
The three critical collaboration drivers are:
1. Communication
– Skill, ability and IS
2. Content management
– Who made what changes, when, why and where
3. Workflow control
– Process or procedure by which content is created, edited, used and disposed .
Dr. Chen, Management Information Systems

INPUT PROCESS OUTPUT
FEEDBACK
A system is a group of components that interact to achieve some purpose.
Dr. Chen, Management Information Systems

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

• 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
Dr. Chen, Management Information Systems

Figure 2-1 Important and Not Important Characteristics of a Collaborator
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Figure 2-2 Guidelines for Providing and Receiving Critical Feedback
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Criteria for judging team success:
– “Did we do it within the time and budget allowed?”
2. Growth in team capability over time
– Develop better work processes, improve task skills, gain knowledge, provide perspective to each other.
3. Meaningful and satisfying experience
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1. Become informed.
– Share data and communicate to share interpretations.
– Develop and document shared understandings.
2. Make decisions.
3. Solve problems.
4. Manage projects.
Dr. Chen, Management Information Systems
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Goal of Business and Its Supporting Processes…
[1]
[4]
Project Management
MIS/
IT
Information
[2]
Decision
Making
Problem
Solving
[3]
DB,
KB
Revenue/
Profit
Dr. Chen, Management Information Systems

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
Semi-structured 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?”
Fig. 2-3: Collaboration Needs for Decision Making
Dr. Chen, Management Information Systems

Systems Approach to Decision Making and Problem Solving
Solving Problems
Define the
Problem
Develop
Alternative
Solutions
Intelligence
Select the
Solution
Design the
Solution
Dr. Chen, Management Information Systems
Implement the
Solution
Design
Choice
Fig. 2-4 Problem Solving Tasks

Project Triangle
(Project Management Trade-offs)
Four Phases of Managing Projects:
1. Starting
2. Planning
3. Doing
4. Finalizing
Time Cost
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/service on time, on budget and within scope.
Dr. Chen, Management Information Systems

Fig. 2-5: Project Management Tasks and Data
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(same version)
(Fundamental Activity)
Fig 2-(Extra): Collaboration Systems for Decision Making, Problem Solving & Project Mgt
Dr. Chen, Management Information Systems

• COST OVERRUNS
• TIME SLIPPAGE
• TECHNICAL SHORTFALLS IMPAIR
PERFORMANCE
• FAILURE TO OBTAIN ANTICIPATED
BENEFITS
TM -21

• 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?
Dr. Chen, Management Information Systems

1. Hardware
2. Software - email, text messaging, Google
Drive, Microsoft Web Apps, other tools to support collaborative work.
3. Data Project data, Project metadata.
4. Procedures - for use.
5. People - know how, when to use collaboration applications.
Dr. Chen, Management Information Systems
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Q4: What Are the Requirements for a
Collaboration Information System?
• Collaboration IS components

Hardware - servers or cloud

Software – email, text messaging, Google Drive, Microsoft
Web Apps, other tools to support collaborative work.
 Data – project data and project metadata ( is data used to manage the project)

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.
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• 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.
Dr. Chen, Management Information Systems

Requirements for Successful Collaboration
Fig. 2-6: Requirements for a Collaboration IS
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Requirements for Different Collaboration Purposes
Fig. 2-7: Requirements for Different Collaboration Purposes
Dr. Chen, Management Information Systems
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Q5: How Can You Use Collaboration (Technology)
Tools to Facilitate Communication?
Synchronous communication: Team members meet at the same time, but not necessarily at the same geographic location ( conference calls, face-to-face-meetings, or online meetings)
Asynchronous communication: Team members do not meet at the same time or in the same geographic location ( discussion forums or email exchanges)
Fig 2-8 Collaboration Tools for Communication
Virtual Organization
Dr. Chen, Management Information Systems

• 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
Dr. Chen, Management Information Systems

Office 365 Lync Whiteboard Showing
Simultaneous Contributions
Figure 2-9 Office 365 Lync Whiteboard Showing Simultaneous Contributions
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Videoconferencing
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Fig. 2-10: Videoconferencing Example
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Dr. Chen, Management Information Systems
Figure 2-11 Example Discussion Forum
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Example of Survey
Report
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Figure 2-12 Example Survey Report
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Figure 2-13 Content Applications and Storage Alternatives
Dr. Chen, Management Information Systems
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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
Keep track of version changes and prevent problems due to concurrent document access (but with less limitations than version control
Fig. 2-14: Collaboration Tools for Sharing
Content
Dr. Chen, Management Information Systems
Shared content with version control provides more limitations than version management and more control over changes to documents.
Enables to determine what actions (read/edit/delete) one user may take

Figure 2-15 Form for Creating a Google Drive Account
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Figure 2-16 Available Types of Documents on Google Drive
Dr. Chen, Management Information Systems
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Document
Sharing on
Google
Drive
Dr. Chen, Management Information Systems
Figure 2-17 Document Sharing on Google Drive
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Figure 2-18 Example of Editing a Shared Document on Google Drive
Dr. Chen, Management Information Systems
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• Each team member is given an account with a set of permissions.
• More control over changes to documents.
• Four version controls (capabilities):

1. User activity limited by permissions
 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. 2-23 example for
SharePoint)
 4. Workflow Control:
 workflows are complicated, multistage business process. See Fig.2-20 for an example.
Dr. Chen, Management Information Systems

•
Large, complex, and very robust application for all types of collaboration.
•
Used by thousands of businesses, and
SharePoint skills are in high demand.
•
Installed on company's Windows servers or access it over the Internet using
SharePoint Online.
Dr. Chen, Management Information Systems
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Dr. Chen, Management Information Systems
Figure 2-19 Checking Out a Document
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Dr. Chen, Management Information Systems
Fig. 2-20: Example Workflow
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COMMUNICATION
COLLABORATION with
COORDINATION
CONTENT
MANAGEMENT
WORKFLOW
CONTORL
TM -44

Q7: How Can You Use Collaboration Tools to Manage Tasks?
Dr. Chen, Management Information Systems
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Q7: How Can You Use Collaboration Tools to Manage Tasks?
Figure 2-21 Sample Task List Using Google Grid
Dr. Chen, Management Information Systems
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Figure 2-22 UMIS Production Task List in SharePoint
Dr. Chen, Management Information Systems
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Figure 2-23 UMIS To-Do List in SharePoint
Dr. Chen, Management Information Systems
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Figure 2-24 UMIS Completed Tasks in SharePoint
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Figure 2-25 Three Collaboration Tool Sets
Dr. Chen, Management Information Systems
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Figure 2-26 Office 365 Features You Need for the Comprehensive Tool Set
Dr. Chen, Management Information Systems
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Evaluating
Learning
Time
Dr. Chen, Management Information Systems
Figure 2-27 Product Power Curve
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• Data component is up to you.
• Your metadata for project management demonstrates your team practiced iteration and feedback.
• Team needs to have agreement on tools usage.
• How to train team members in the use of tools.
• Need to create any special jobs or roles.
Dr. Chen, Management Information Systems
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• Collaboration systems cheaper, easier to use, run on portable devices.
• Face-to-face meetings rare.
• Employees work at home, full time or part time.
• Corporate training online and asynchronous.
• Much less business travel.
• Travel industry focused on recreational travel.
• Conventions become virtual.
Dr. Chen, Management Information Systems
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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 requirements for a collaboration information system?
Q5: How can you use collaboration tools to improve team communication?
Q6: How can you use collaboration tools to manage shared content?
Q7: How can you use collaboration tools to manage tasks?
Q8: Which collaboration IS is right for your team?
Q9: 2025?
Dr. Chen, Management Information Systems
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Dr. Chen, Management Information Systems
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