Chapter 10

3/12/2012
EIM 605/ INF619 Business Intelligence

by Prof. Butakov
Week 11: Collaborative ComputerSupported Technologies and Group Support Systems
Learning Objectives
Understand the basic concepts and processes of groupwork, communication and collaboration Describe how computer systems facilitate communication and collaboration in enterprises Know the concepts and importance of the time/place framework Be aware of the underlying principles and capabilities of groupware (e.g., GSS) Know the process gains and losses and how GSS increases/decreases each of them Describe indirect support for decision making, especially in synchronous environments
Prof. Sergey Butakov, SolBridge Int. School of Business, Spring 2012, butakov@solbridge.ac.kr, Slides 2012 Pearson, Inc.
3/12/2012
Learning Objectives
Become familiar with the GSS products of the major vendors (e.g., Lotus, Microsoft, WebEx, Groove) Understand the concept of GDSS and describe how to structure an electronic meeting in a decision room Describe the three settings of GDSS Describe how a GDSS uses parallelism and anonymity and how they lead to process/task gains and losses Understand how the Web enables collaborative computing and group support of virtual meetings Describe the role of emerging technologies Define creativity and explain how it can be facilitated by computers
Opening Vignette:
Procter & Gamble Drives Ideation with Group Support Systems Company background Problem description Proposed solution Results Answer and discuss the case questions
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Collaboration
What is it? making joint effort toward achieving an agreed upon goal. Meeting is a common form of collaboration Why collaborate?
Why Collaborate? Make Decisions

Synergy Build Trust
Review
Share the Vision

Share Information
Solve Problems
Share Work Build Consensus
Socialize
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Collaboration is Difficult
Waiting to speak Domination Fear of Speaking Misunderstanding Inattention Lack of Focus Inadequate Criteria Premature Decisions Missing Information Distractions Wrong People Groupthink Poor Grasp of Problem Ignored Alternatives Lack of Consensus Poor Planning Hidden Agendas Conflict Inadequate Resources Poorly Defined Goals
Ineffective Collaboration
Collaboration is Expensive
15 Million formal Sessions / day ? Million Informal Sessions / day 4 Billion Sessions / year 30-80% Managers time
Fortune 500 Companies 3M Corporation Study
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Collaboration is Essential
No one has all the
Experience Knowledge Resources Insight, and Inspiration
to do the job alone

Bottom line: Collaboration is difficult, expensive, and yet essential for todays organizations
How Do People Collaborate?

Low
3 Levels of Collaboration Capability

Sprinters
Level 1 Collected Work : Uncoordinated Individual Efforts Level 2 Coordinated Work: Coordinated Individual Efforts
Degree of Collaborative Effort
Relay
Crew
High
Level 3 Concerted Work: Concerted Team Effort
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Meetings (a form of collaboration)

Joint activity Equal or near equal status Outcome depends on participants knowledge, etc. Outcome depends on group composition Outcome depends on decision-making process Disagreement settled by rank or negotiation
The Ideal Meeting

Dozens of people attends Everyone talks at once hears everything understands remembers The impossible dream?
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Traditional Meetings
Only ONE person can speak at a time

GSS Meetings
By using the computer everyone can SPEAK and be understood simultaneously

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Communication Support
Vital Needed for collaboration Modern information technologies provide inexpensive, fast, capable, reliable means of supporting communication Internet / Web
Supporting Communication
Evolution of Communication
Word of mouth Delivery persons Horseback Snailmail Telegraph Telephone Radio Television Videoconferencing Internet / Web
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A Time/Place Communication Framework
Groupware
Lotus Notes / Domino Server
Includes Learning Space
Netscape Collabra Server Microsoft NetMeeting Novell Groupwise GroupSystems TCBWorks WebEx
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Group Support Systems

Goal: to support groupwork Increase benefits / decrease losses of collaboration Based on traditional methods
Nominal Group Technique
Individuals work alone to generate ideas which are pooled under guidance of a trained facilitator
Delphi Method
A structured process for collecting and distilling knowledge from a group of experts by means of questionnaires
Electronic Meeting System (EMS)
GSS Important Features

Process Gains: Parallelism Anonymity Triggering Synergy Structure Record keeping ( simultaneous contributions ) ( promotes equal participation ) ( stimulates thinking ) ( integrates ideas ) ( facilitates problem solving ) ( promotes organizational memory )
Larger groups can participate Focus on content not personalities
Process Loses: Free-riding Flaming

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Benefits of Anonymity
Ideas considered on merit not source Overcome fear of speaking up More ideas leads to more quality ideas Defuses tough political discussions
9#
GSS Enabling Technologies

Decision room Multiple use facility Web-based
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The Decision (Electronic Meeting) Room

12 to 30 networked personal computers Usually recessed into the desktop Server PC Large-screen projection system Breakout rooms Need a Trained Facilitator for Success
Cool Decision Rooms
IBM Corp.
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Cooler Decision Rooms
US Air Force
Mobile Decision Rooms
Murraysville School District Bus

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On-Demand Decision Rooms
4
Few Organizations Use Decision Rooms

High Cost Need for a Trained Facilitator Requires Specific Software Support for Different Cooperative Tasks Infrequent Use Different Place / Different Time Needs May Need More Than One
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Other Technologies
Multiple Use Facility
Cheaper Still need a facilitator
Web-based
Cheaper: no extra hardware needed Still need facilitator
GroupSystems, Inc.
From GroupSystems.com, Tucson, AZ Comprehensive groupware Windows and Web versions Leading software Tool: ThinkTank
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ThinkTank: Supported Activities

Supported tools and activities:
Agenda and Other Planning Activities Electronic Brainstorming Group Outliner Topic Commenter Categorizer Vote
Others
GSS Meeting Process

Iterate until the solution is reached
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Visit a GSS Meeting
Step 1: Prepare an Agenda

Prepare an agenda
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Step 2: Collect Information
think about the risks to the company if they launch a new line of sports drinks Brainstorm
Risk
Think about the risks to company if they launch a new line of products
Step 3: Refine Information
Gather Additional Information Capture important issues for the listed items
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Step 4: Prioritize Options
Prioritize Risk Based on Likelihood and Impact Use of Alternative Analysis Ballot for two Criteria
Step 5: Review Prioritized Options
View and Discuss Results of Voting
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Chose Risks for Further Analysis
Collect Additional Input On Risks Collect additional comments on top three risks
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Review Comments on Risks
Step 6: Create an Action Plan
Create an Action Plan
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Step 7: Distribute Session Transcripts
Create and Distribute a Final Report
Last Words about GSS?

Why Successful?
Parallelism Anonymity Synergy Structure Record keeping Organizational commitment Executive sponsor Dedicated well-trained facilitator Good planning
Needs
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Collaborative Networks
Integrated supply-chain
Collaborative planning, forecasting, and replenishment (CPFR) Collaborative design and product development
Vendor Managed Inventories

Wal-Mart,
Collective Intelligence Animal Intelligence (swarm intelligence)
Collaborative Planning, Forecasting, and Replenishment (CPFR)

An industry-wide project in which suppliers and retailers collaborate in planning and demand forecasting in order to ensure that members of the supply chain will have the right amount of raw materials and finished goods when they need them
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Collective Intelligence
A shared intelligence that emerges from the intentional cooperation, collaboration, and/or coordination of many individuals. Examples: Wikipedia, video games, online advertising, learner-generated context, In order for CI to happen: Openness For more info see Peering Center for Collective Sharing Intelligence at MIT (cci.mit.edu) Acting globally
A Taxonomy of Collective Intelligence
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Creativity
Is it a fundamental human trait or something that can be learned? Definition: Creativity is a characteristic of a person that leads to production of acts, items and/or instances of novelty Creativity is the product of a genius vs. an idea generation environment Creative people tend to have creative lives CREATIVITY INNOVATION Idea Generation via Electronic Brainstorming
Creativity
What variables affects creativity
1. Cognitive variables: intelligence, knowledge, skills, etc. 2. Environmental variables: cultural and socioeconomic factors, working conditions, etc. 3. Personality variables: motivation, confidence, sense of freedom, etc.
Creativity is fostered by
Freedom Permission-to-fail Allow and Enable rather than Structure and Control
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Creativity
Software that shows creativity
Intelligent Agents (Softbots) Creativity is an intelligent behavior
Software that facilitates human creativity

ThoughtPath: promotes outside-the-box thinking Creative WhackPack (Creative Think): whack you out of your habitual thought process IdeaFisher: provides language specific universality thesaurus
Freedom, Collaboration, Prototyping
End of the Chapter

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3/12/2012

EIM 605/ INF619 Business Intelligence

Week 11: Collaborative ComputerSupported Technologies and Group Support Systems

Why Collaborate? Make Decisions

Share the Vision

Share Work Build Consensus

to do the job alone

How Do People Collaborate?

3 Levels of Collaboration Capability

Degree of Collaborative Effort

Level 3 Concerted Work: Concerted Team Effort

Meetings (a form of collaboration)

The Ideal Meeting

Only ONE person can speak at a time

By using the computer everyone can SPEAK and be understood simultaneously

A Time/Place Communication Framework

Group Support Systems

Electronic Meeting System (EMS)

GSS Important Features

Larger groups can participate Focus on content not personalities

Process Loses: Free-riding Flaming

GSS Enabling Technologies

The Decision (Electronic Meeting) Room

Cool Decision Rooms

Cooler Decision Rooms

Mobile Decision Rooms

Murraysville School District Bus

On-Demand Decision Rooms

Few Organizations Use Decision Rooms

ThinkTank: Supported Activities

GSS Meeting Process

Visit a GSS Meeting

Step 1: Prepare an Agenda

Step 2: Collect Information

Step 3: Refine Information

Step 4: Prioritize Options

Step 5: Review Prioritized Options

View and Discuss Results of Voting

Step 5: Review Prioritized Options

Chose Risks for Further Analysis

Step 5: Review Prioritized Options

Step 5: Review Prioritized Options

Review Comments on Risks

Step 6: Create an Action Plan

Create an Action Plan

Step 7: Distribute Session Transcripts

Create and Distribute a Final Report

Last Words about GSS?

Vendor Managed Inventories

Collective Intelligence Animal Intelligence (swarm intelligence)

Collaborative Planning, Forecasting, and Replenishment (CPFR)

A Taxonomy of Collective Intelligence

Software that facilitates human creativity

Freedom, Collaboration, Prototyping

End of the Chapter

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