HỆ THỐNG THÔNG TIN QUẢN LÝ Chapter 2 Các Hệ thống Thông tin cộng tác 2-1 “I Got the Email, But I Couldn’t Download the Attachment.” • Difficult for everyone to attend meetings. • Wastes time covering old ground. • Cell phone calls interrupt meeting. • Felix not reading meeting minutes.
–“I got the email, but I couldn’t download the attachment. 2-2 Study Questions Q2-1 What are the two key characteristics of collaboration? Q2-2 What are three criteria for successful collaboration? Q2-3 What are the four primary purposes of collaboration? Q2-4 What are the requirements for a collaboration information system? Q2-5 How can you use collaboration tools to improve team communication? Q2-6 How can you use collaboration tools to manage shared content? Q2-7 How can you use collaboration tools to manage tasks? Q2-8 Which collaboration IS right for your team? Q2-9 2027? 2-3 Successful Collaboration Q2-1 What are the two key characteristics of collaboration? 1. People working together to achieve a common goal. Feedback and iteration ▪ Cooperation lacks feedback and iteration loop.
2-4 Importance of Effective Critical Feedback Q2-1 What are the two key characteristics of collaboration? • Members learn from each other. • Provide constructive criticism – both positive and negative advice given to improve an outcome • Be willing to express different, even unpopular, ideas. (Important) • Avoid groupthink – the desire for group cohesion. • Collaborator business experience not important.
• Being popular or well organized not important. 2-5 Important Characteristics of a Collaborator Q2-1 What are the two key characteristics of collaboration? Figure 2-1 Important Characteristics of a Collaborator 2-6 Guidelines for Giving and Receiving Constructive Criticism Guideline Example Giving Constructive Criticism Unconstructive: "The whole thing is a disorganized mess. Constructive criticism: "I was confused until I got to Section 2." Unconstructive: "I don’t know what to do with this. Constructive criticism: "Consider moving Section 2 to the beginning of the document." Avoid personal Unconstructive: "Only an idiot would put the analysis section last.
Constructive criticism: "The analysis section might need to be moved forward." Unconstructive: "You have to stop missing deadlines." Set positive goals. Constructive criticism: "In the future, try to budget your time so you can meet the deadline." Accepting Constructive Criticism Unconstructive: "He’s such a jerk. Why is he picking apart my work?" Question your emotions. Constructive criticism: "Why do I feel so angry about the comment he just made?" Unconstructive: You talk over others and use up half the time.
Do not dominate. Constructive criticism: If there are four group members, you get one fourth of the time. Unconstructive: "I’ve done my part. I’m not rewriting my work.
It’s good enough." Demonstrate a Constructive criticism: "Ouch, I really didn’t want to have to redo that section, but if you all commitment to the group. think it’s important, I’ll do it." Figure 2-2 Guidelines for Giving and Receiving Constructive Criticism 2-7 Successful Collaboration Q2-2 What are three criteria for successful collaboration? Criteria for judging team success: 1. Improve team capability over time. Meaningful and satisfying experience.
2-8 Why Collaborate? Q2-3 What are the four primary purposes of collaboration? 1. –Share data & communicate interpretations. –Develop & document shared understandings. 2-9 Collaboration Needs for Decision Making Q2-3 What are the four primary purposes of collaboration? Figure 2-3 Collaboration Needs for Decision Making 2-10 Solving Problems (Phases) Q2-3 What are the four primary purposes of collaboration? • Define the problem.
• Identify alternative solutions. • Specify evaluation criteria. • Select an alternative. 2-11 Managing Projects Phase Tasks Shared Data Set team authority.
Set project scope and initial budget. Team member personal data Starting Establish team roles, responsibilities, and Startup documents authorities. Establish team rules. Determine tasks and dependencies.
Project plan, budget, and other Planning Determine schedule. documents Revise budget. Perform project tasks. Work in process Manage tasks and budget.
Updated tasks Doing Solve problems. Updated project schedule Reschedule tasks, as necessary. Updated project budget Document and report progress. Project status documents Determine completion.
Finalizing Prepare archival documents. Archival documents Disband team. Figure 2-5 Project Management Tasks and Data 2-12 Collaboration Information Systems Q2-4 What are the requirements for a collaboration information system? 1. Data and metadata 4.
People –Know when and how to use. 2-13 Requirements for Successful Collaboration Q2-5 How can you use collaboration tools to improve team communication? Criterion for Team Success Requirement Communicate (feedback), Manage many Complete the work, on versions of content (iteration), Manage tasks time, on budget (on time, on budget) Record lessons learned, Document Growth in team definitions, concepts, and other knowledge, capability Support intra–team training Meaningful and Build team esprit, Reward accomplishment, satisfying experience Create sense of importance Figure 2-6 Requirements for a Collaboration IS 2-14 Requirements for Different Collaboration Purposes Team Purpose Requirement Share data Support group communication Become informed Manage project tasks Store history Share decision criteria, alternative descriptions, evaluation tools, evaluation results, and implementation plan Support group communication Make decisions Manage project tasks Publish decision, as needed Store analysis and results Share problem definitions, solution alternatives, costs and benefits, alternative evaluations, and solution implementation plan Support group communication Solve problems Manage project tasks Publish problem and solution, as needed Store problem definition, alternatives, analysis, and plan Support starting, planning, doing, and finalizing project phases (Figure 2–5) Manage projects Support group communication Manage project tasks Figure 2-7 Requirements for Different Collaboration Purposes 2-15 Collaboration Tools to Improve Team Communication Q2-5 How can you use collaboration tools to improve team communication? Figure 2-8 Collaboration Tools for Communication 2-16 Office 365 Lync Whiteboard Showing Simultaneous Contributions Q2-5 How can you use collaboration tools to improve team communication? Figure 2-9 Skype for Business Whiteboard Showing Simultaneous Contributions Source: Used by permission from Skype Corporation. 2-17 Virtual Meetings Q2-5 How can you use collaboration tools to improve team communication? • Multiparty text chat –Microsoft Skype for Business, Google Hangouts. –Search Google for “multiparty text chat.” • Screen-sharing applications • Webinar (webex.com) • Videoconferencing –Google Hangouts, WebEx, Skype for Business.
2-18 Discussion Forums Q2-5 How can you use collaboration tools to improve team communication? Figure 2-11 Example Discussion Forum Source: Microsoft Corporation 2-19 Team Surveys Q2-5 How can you use collaboration tools to improve team communication? Figure 2-12 Example Survey Report 2-20 Using Collaboration Tools to Manage Shared Content Q2-6 How can you use collaboration tools to manage shared content? Content Type Desktop Application Web Application Cloud Drive Google Docs (Import/Export Google Drive Office documents Microsoft Office non–Google Docs) Microsoft OneDrive (Word, Excel, LibreOffice Microsoft Office Online Microsoft SharePoint PowerPoint) OpenOffice (Microsoft Office only) Dropbox Google Drive Viewers in Google Drive, Microsoft OneDrive PDFs Adobe Acrobat Microsoft OneDrive, and Microsoft SharePoint Microsoft SharePoint Dropbox Google Drive Adobe Photoshop, Microsoft OneDrive Photos, videos Camtasia, and Google Picasa Microsoft SharePoint numerous others Apple iCloud Dropbox Google Drive Other (engineering Specific application Microsoft OneDrive Rare drawings) (Google SketchUp) Microsoft SharePoint Dropbox Figure 2-13 Content Applications and Storage Alternatives 2-21 Collaboration Tools for Sharing Content Q2-6 How can you use collaboration tools to manage shared content? Figure 2-14 Collaboration Tools for Sharing Content 2-22 Shared Content with Version Management on Google Drive Q2-6 How can you use collaboration tools to manage shared content? Figure 2-15 Form for Creating a Google Drive Account Source: Google and the Google logo are registered trademarks of Alphabet Inc., Used with permission. 2-23 Available Types of Documents on Google Drive Q2-6 How can you use collaboration tools to manage shared content? Figure 2-16 Available Types of Documents on Google Drive Source: Google and the Google logo are registered trademarks of Alphabet Inc., Used with permission. 2-24 Document Sharing on Google Drive Q2-6 How can you use collaboration tools to manage shared content? Figure 2-17 Document Sharing on Google Drive Source: Google and the Google logo are registered trademarks of Alphabet Inc., Used with permission. 2-25 Example of Editing a Shared Document on Google Drive Q2-6 How can you use collaboration tools to manage shared content? Figure 2-18 Example of Editing a Shared Document on Google Drive Source: Google and the Google logo are registered trademarks of Alphabet Inc., Used with permission.
2-26 Shared Content with Version Control Q2-6 How can you use collaboration tools to manage shared content? • Version control involves one or more capabilities. –User activity limited by permissions. 2-27 Microsoft SharePoint Q2-6 How can you use collaboration tools to manage shared content? • Large, complex, very robust application for all types of collaboration. • Used by thousands of businesses.
–SharePoint skills in high demand. • Install on company Windows servers or access it over Internet using SharePoint Online. 2-28 Checking Out a Document Q2-6 How can you use collaboration tools to manage shared content? Figure 2-19 Checking Out a Document Source: Microsoft Corporation 2-29 Example of Workflow Q2-6 How can you use collaboration tools to manage shared content? Figure 2-20 Example Workflow Source: Microsoft Corporation 2-30 Big Brother Wearables Ethics Guide • Richie agrees to wear a biological profiling and health tracking device. • Paid a $150 bonus as part of an incentive program at work to help employees be more healthy.
• Sal, his boss, tells him his performance is unacceptable. • Richie is over-fatigued from too much cycling. 2-31 Big Brother Wearables (cont’d) Ethics Guide • How would you feel if your employer began monitoring your computer activity and physiological state? • Is monitoring the physiology and computer behavior of employees ethical? ▪ Categorical imperative - What you ought to do, independent of your own wants. ▪ Utilitarianism - Morality of an act is determined by its outcome.
2-32 Big Brother Wearables (cont’d) Ethics Guide • Would this type of monitoring change your behavior both inside and outside of work? • Would you consider this an invasion of your privacy? • Patient data collected by healthcare providers is one of the most sensitive types of data. –What are some of the risks and liabilities facing companies if they decide to use wearable technologies to monitor employees? 2-33 Using Collaboration Tools to Manage Tasks Q2-7 How can you use collaboration tools to manage tasks? Figure 2-21 Sample Task List Using Google Drive Source: Google and the Google logo are registered trademarks of Alphabet Inc., Used with permission. 2-34 UMIS Production Task List in SharePoint Q2-7 How can you use collaboration tools to manage tasks? Figure 2-22 UMIS Production Task List in SharePoint Source: Microsoft Corporation 2-35 UMIS To-Do List in SharePoint (cont'd) Q2-7 How can you use collaboration tools to manage tasks? Figure 2-23 UMIS To-Do List in SharePoint Source: Microsoft Corporation 2-36 UMIS Completed Tasks in SharePoint Q2-7 How can you use collaboration tools to manage tasks? Figure 2-24 UMIS Completed Tasks in SharePoint Source: Microsoft Corporation 2-37 Augmented Collaboration So What? • How can HoloLens change collaboration and business? • Identifying industries that might benefit from augmented reality technology. How so? • What is the difference between the Oculus Rift and the Microsoft HoloLens? • How could this type of technology benefit students? • What about privacy concerns? 2-38 Collaboration Tool Sets Q2-8 Which collaboration IS right for your team? Figure 2-25 Three Collaboration Tool Sets 2-39 Office 365 Features You Need for the Comprehensive Toolset Q2-8 Which collaboration IS right for your team? Component Features Multiparty text chat Audio- and videoconferencing Skype for Business Online content sharing Webinars with PowerPoint Content management and control using libraries and lists Discussion forums SharePoint Online Surveys Wikis Blogs Exchange Email integrated with Skype for Business and SharePoint Online Office 2013 Concurrent editing for Word, Excel, PowerPoint, and OneNote Hosted Integration Infrastructure built, managed, and operated by Microsoft Figure 2-26 Office 365 Features You Need for the Comprehensive Tool Set 2-40 Evaluating Learning Time Q2-8 Which collaboration IS right for your team? Figure 2-27 Product Power Curve 2-41 Don’t Forget Procedures and People! Q2-8 Which collaboration IS right for your team? • Data component up to you.
• Metadata for project management demonstrates your team practiced iteration and feedback. • Team needs to agree on tools to use.