Next-Generation User-Centered Information Management
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Transcript of Next-Generation User-Centered Information Management
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
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
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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
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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
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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
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
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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
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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
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
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,
consolidate
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, cultivate7. maintain, cultivate
INFORMATION USAGEMANAGEMENT
understand infolrmations,offer them interpretable
evaluateinformations
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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
• Summary
• Information logistic principle• Information problems• Input/output factors• Information quality• Information supply• Information usage• Life cycles with further cycles
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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
SubjectiveInformation
DemandInfo.
Demand
Info.
Status
ObjectiveInformation
Demand
Information SupplySource: Picot 1988, p. 246 in Krcmar 2004, Informationsmanagement, p. 60
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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
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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
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
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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
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 plizitex postex ante
ex plizitGewinnung implizitextraction implicitex postex ante
ex plizitex 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
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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
MANAGEMENT OF INFORMATIONRESOURCES
RESOURCES OF INFORMATION
7. maintain, cultivate7. maintain, cultivate
MANAGEMENT OF INFORMATION DEMAND
networkuseinterpretevaluate
INFORMATION USER
MANAGEMENT OF INFORMATIONSOURCESSOURCE OF
INFORMATION1. detect, 2. collect, 3. explain, 4. network, 5. collect, 6. acquire
1. structure, 2. represent, 3. store,4. ensure physical access, 5. verify,6. enable intellectual access
must make a choice, to have curiosity
requirementsprovision:
distribute, transmit
make ituseable
MANAGEMENT OF INFORMATIONSUPPLY
INFORMATION
PRODUCT | SERVICE
analyze, rearrange, reproduce, reduce,
consolidate
analyze, rearrange, reproduce, reduce,
consolidate
new level / cycle
adapt touser
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
Enterprise-oriented inromation management
• Summary
• Definition and Tasks• Information objects
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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
• 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).
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Personal Information Management (PIM) III
Memeberships
Logged user
Professional interests
Assessments
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• 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)
31.03.2005 © sebis 28Information Management Processes
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
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Information Sources
Portal Data
InternetHuman-computer
interaction
Data
Data
User
Communities
Local infromation repositories
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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)
Source: Matthes/Lehel (2002).
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Community IM System
Personal Information/Knowledge System
Audio Project ocuments
Down-loads
Cont-racts Pics
Personal End-DevicePrivate User
Intergation and formal inclusion
Fellow studentsEmployees Family
Communities of Practice
Corporate usage
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
• Summary
• Instruments of IM• Portals• Weblogs
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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
Personal Information/Knowledge Portal
Audio Project ocuments
Down-loads
Cont-racts Pics
Personal End-DevicePrivate User
Intergation and formal inclusion
Fellow studentsEmployees Family
Communities of Practice
Corporate usage
Source: Matthes/Lehel (2002).
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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
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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
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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
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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
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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
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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
31.03.2005 © sebis 49Information Management Processes
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!!!
31.03.2005 © sebis 51Information Management Processes
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“