Next-Generation User-Centered Information Management Information Management Processes Software...

Next-Generation User-Centered Information Management

Information Management Processes

Software Engineering for Business Applications (sebis)Ernst Denert Chair (19) Institute for InformaticsTechnical University Munichwwwmatthes.in.tum.de

Snezhana Dubrovskaya,

Master Student in Information Systems

[email protected]

31.03.2005

31.03.2005 © sebis 2Information Management Processes

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

Community-Oriented Information Management

Enterprise-Oriented Information Management

• Summary

• What is information • Challenges for IM• Definition and tasks of IM• IM as integrated framework


Information as a Model

(Quelle: Steinmüller, W.: Informationstechnologie und Gesellschaft: Eine Einführung in die angewandte Informatik. Darmstadt 1993, S.178.)

„Modell-about what – from whom- for what purpose“

Original

Subject

Information = Model

In order to affect

A

A

Subject

Information

about

OriginalOriginal

Information

A

disposes of

Information

Original


Signs-Data-Information-Knowledge

(Quelle: Krcmar, 2004, S.14)

Exchange rate

0,87 € = 1 US $

sign

data

networking

information

0, 87 Syntax

„0“, „8“, „7“ und „ , “ Character set

Kontext

knowledge

Mechanism of currency

market


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


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


IM - Integrated Framework by Krcmar

Management of

Information

Supply

Demand

Usage

Management of

Information Systems

Data

Processes

Applicationlife cycle

Managerial Functions

of Information

Management

IT-Governance

Strategy

IT-Processes

IT-Personnel

IT-Controlling

Processing

Storage

Communication

Management of

Information and

Communication

Technology Technology Bundles


Agenda






Personal information management

Communities- Oriented Information Management

Enterprise-oriented inromation management

• Summary


Management of Information - Life Cycle

MANAGEMENTOF INFORMATION SOURCES

SOURCE OFINFORMATION

1. detect, 2. collect, 3. explain, 4. network, 5. collect, 6. acquire

requirements

adapt touser

requirements

allocate:distribute, transmit

make ituseable

MANAGEMENT OF INFORMATION DEMAND

networkuseinterpretevaluate

INFORMATION USER

must make achoice,to have curiosity

OFFER OF INFORMATIONMANAGEMENT

INFORMATION

PRODUCT | SERVICE

analyze, rearrange, reproduce, reduce,

consolidateRESOURCE OF INFORMATION

MANAGEMENT

RESOURCE OFINFORMATION

1. structure, 2. represent, 3. store,4. ensure physical access, 5. verify,6. enable intellectual access

7. maintain, cultivate

INFORMATION USAGEMANAGEMENT

understand infolrmations,offer them interpretable

evaluateinformations

MANAGEMENTOF INFORMATION SOURCES



requirements

adapt touser

requirements


make ituseable



INFORMATION USER



INFORMATION

PRODUCT | SERVICE



MANAGEMENT



7. maintain, cultivate






requirements

adapt touser

requirements


make ituseable



INFORMATION USER



INFORMATION

PRODUCT | SERVICE


consolidate



MANAGEMENT



7. maintain, cultivate7. maintain, cultivate





Agenda



Management of Information – Lyfe cycle




Communities-Oriented Information Management


• Summary

• Information logistic principle• Information problems• Input/output factors• Information quality• Information supply• Information usage• Life cycles with further cycles


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


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


Determining the Information Status

SubjectiveInformation

DemandInfo.

Demand

Info.

Status

ObjectiveInformation

Demand

Information SupplySource: Picot 1988, p. 246 in Krcmar 2004, Informationsmanagement, p. 60


Information Overflow and Supply of Information

decision-relevantamount of information

Prepared offer of informationfor management

1 report ~ 500 kiloby tes

Total offer of information

production p.a. ~ 5 exabytes

choice of data media:printing units, films, optical data carrier,

magnetic data carrier

10 numberswith headlines

~ 500 bytes


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


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


Management of Information Quality

IntegrationActivity

Management Principles

ActivationActivity

Context Activity

ValidationActivity

Identification ApplicationAllocationEvaluationContent Q

ualityM

edia Quality

Relevant Information

Sound Information

Optimized Process

Reliable Infrastructure

Comprehensive

Concise

Accurate Clear Applicable

Consistent Correct Current

Convenient Timely Traceable Interactive

Accessible Secure Maintainable Fast

Time Dimension Format Dimension Content Dimension Potential conflict

Source: Eppler (2003): Managing Information Quality, 2003, p. 61


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.


Characteristics of User Models

Source: Mertens/Höhl (1999).

AusprägungenMerkmale

Wissensakquisition personell lernendWissensakquisition personell lernend

Gültigkeit langfristig kurzfristigGültigkeit langfristig kurzfristig

Einsichtigkeit transparent intransparentEinsichtigkeit transparent intransparent

Veränderbarkeit statisch dy namischVeränderbarkeit statisch dy namisch

Art der Information weiche Informationen harte FaktenArt der Information weiche Informationen harte Fakten

Individualisierung Indiv iduell differenzierendIndividualisierung Indiv iduell differenzierend

Gewinnung implizitex postex ante

ex plizitGewinnung implizitGewinnung implizitex postex ante

ex plizitex postex ante

ex plizit

Zweck SelektionSystemDomäne

PräsentationZweck SelektionZweck SelektionSystemDomäne

PräsentationSystemDomäne

Präsentation

Gegenstand BedienerGruppeOrganis .RolleKunde

EmpfängerGegenstand BedienerGegenstand BedienerGruppeOrganis .RolleKunde

EmpfängerGruppeOrganis .RolleKunde

Empfänger

Characteristic valuesCharacteristics

Wissensakquisition personell lernendknowledge acquisition personnel adaptiv e

Gültigkeit langfristig kurzfristigvalidity long-term short-term

Einsichtigkeit transparent intransparenttransparency transparent intransparent

Veränderbarkeit statisch dy namischconvertibility static dy namic

Art der Information weiche Informationen harte Faktentype of information soft informations hard facts

Individualisierung Indiv iduell differenzierendindividualisation indiv idual differentiated

Gewinnung implizitGewinnung implizitex postex ante


ex plizitGewinnung implizitextraction implicitex postex ante


ex plicit

Zweck SelektionZweck SelektionSystemDomäne

PräsentationSystemDomäne

PräsentationZweck Selektionobjective selectionSystemDomäne

Präsentationsystemdomain

presentation

Gegenstand BedienerGegenstand BedienerGruppeOrganis .RolleKunde

EmpfängerGruppeOrganis .RolleKunde

EmpfängerGegenstand Bedienerobject userGruppeOrganis .RolleKunde

Empfängergrouporganis .rolecustomer

receiver


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


Management of Information - Life cycle with further cycles

MANAGEMENT OF INFORMATIONRESOURCES

RESOURCES OF INFORMATION

7. maintain, cultivate7. maintain, cultivate



INFORMATION USER

MANAGEMENT OF INFORMATIONSOURCESSOURCE OF

INFORMATION1. detect, 2. collect, 3. explain, 4. network, 5. collect, 6. acquire


must make a choice, to have curiosity

requirementsprovision:

distribute, transmit

make ituseable

MANAGEMENT OF INFORMATIONSUPPLY

INFORMATION

PRODUCT | SERVICE


consolidate


consolidate

new level / cycle

adapt touser

requirements


Agenda









• Summary

• Definition and Tasks• Information objects


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)


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

• literature and link tipps

• Ideas and personal notes

• CVs

• My artefacts (publications,audio notes, videos, pics, software)

• my correspondence (post, e-mail, fax, chat)

• Books, magazines, skripta, guidelines

• Correspondence for me and documents of my projects

• Downloads (programms, pics)

• Audio-notes

• Pics and videos

• Tools (PC/ handheld software, hardware)

• Further information (finance, immobile, …)

• My documents (e.g diploma) and certificates

• Presse messages

• Results of medical examination

• Abonemetns, contracts, memberships

• User profiles and accounts

Source: Matthes/Lehel (2002).


Personal Information Management (PIM) III

Memeberships

Logged user

Professional interests

Assessments

Source: wwwmatthes.in.tum.de


Agenda








Enterprise-oriented infomation management

• Summary• Defintion• Personal vs. Community IM• Information Sources


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)


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 Sources

Portal Data

InternetHuman-computer

interaction

Data

Data

User

Communities

Local infromation repositories


Personal IM System

Personal Information/

Knowledge System

Audio Project documents

Down-loads

Cont-racts Pics

Personal End-DevicePrivate User

Assets of a user

(digital documents, no metadata)



Community IM System

Personal Information/Knowledge System

Audio Project ocuments

Down-loads

Cont-racts Pics


Intergation and formal inclusion

Fellow studentsEmployees Family

Communities of Practice

Corporate usage



Agenda



Management of Information – Lyfe cycle




Communities-oriented information management


• Summary

• Instruments of IM• Portals• Weblogs


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


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.


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


Corporate IM through Personal Information Portal

Personal Information/Knowledge Portal

Audio Project ocuments

Down-loads

Cont-racts Pics


Intergation and formal inclusion

Fellow studentsEmployees Family

Communities of Practice

Corporate usage



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)


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


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


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


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


Example of a Weblog


Weblogs & RSS-Feeds

User groups

Persons („Blogger“) (privat, professional)

[Teams]

Organisations, partic.Mass media

Variants

Photoblog

Audioblog (Podcast)

Videoblog

RSS-Export

RSS-Import

Quelle: http://20six.de/matthes


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


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


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


Agenda







Communities-oriented information management


• Summary


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


Thank you for your attention!!!


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“

Next-Generation User-Centered Information Management Information Management Processes Software...

Documents

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