Knowledge Management

Department of Computer Applications

Subject Name : Knowledge Management
Subject Code : BCA-S310
Course : BCA
Branch : BCASemester : VIth

Prepared by : Mr. Anurag Singh

Unit1
Business Intelligence and Business Decisions

1. Business Intelligence
BI (Business Intelligence) is a set of processes, architectures, and technologies that
convert raw data into meaningful information that drives profitable business
actions. It is a suite of software and services to transform data into actionable
intelligence and knowledge.
BI has a direct impact on organization's strategic, tactical and operational business
decisions. BI supports fact-based decision making using historical data rather than
assumptions and gut feeling.
BI tools perform data analysis and create reports, summaries, dashboards, maps,
graphs, and charts to provide users with detailed intelligence about the nature of
the business.
1.1 Why is BI important?

Measurement: creating KPI (Key Performance Indicators) based on historic data

Identify and set benchmarks for varied processes.

With BI systems organizations can identify market trends and spot business
problems that need to be addressed.
BI helps on data visualization that enhances the data quality and thereby the quality
of decision making.
BI systems can be used not just by enterprises but SME (Small and Medium
Enterprises)
1.2 How Business Intelligence systems are implemented?
Here are the steps:
Step 1
) Raw Data from corporate databases is extracted. The data could be spread across
multiple systems heterogeneous systems.
Step 2)
The data is cleaned and transformed into the data warehouse. The table can be
linked, and data cubes are formed.
Step 3)
Using BI system the user can ask quires, request ad-hoc reports or conduct any
other analysis.

1.3 BI Processes Include:

Over the past few years, business intelligence has evolved to include more
processes and activities to help improve performance. These processes include:

Data mining:
Using databases, statistics and machine learning to uncover trends in large
datasets.

Reporting:
Sharing data analysis to stakeholders so they can draw conclusions and make
decisions.

Performance metrics and benchmarking:

Comparing current performance data to historical data to track performance
against goals, typically using customized dashboards.

Descriptive analytics:
Using preliminary data analysis to find out what happened.

Querying:
Asking the data specific questions, BI pulling the answers from the datasets.

Statistical analysis:
 Taking the results from descriptive analytics and further exploring the data using
statistics such as how this trend happened and why.

Data visualization:
Turning data analysis into visual representations such as charts, graphs, and
histograms to more easily consume data.

Visual analysis:
Exploring data through visual storytelling to communicate insights on the fly and
stay in the flow of analysis.

Data preparation:
Compiling multiple data sources, identifying the dimensions and measurements,
preparing it for data analysis.
1.4 Examples of Business Intelligence System used in Practice Example 1:
In an Online Transaction Processing (OLTP) system information that could be fed
into product database could be add a product line change a product price
Correspondingly, in a Business Intelligence system query that would be executed
for the product subject area could be did the addition of new product line or change
in product price increase revenues In an advertising database of OLTP system
query that could be executed
Changed in advertisement options
Increase radio budget correspondingly, in BI system query that could be
executed would be how many new clients added due to change in radio budget
In OLTP system dealing with customer demographic data bases data that could be
fed would be increase customer credit limit

change in customer salary level Correspondingly in the OLAP system query that
could be executed would be can customer profile changes support higher product
price
Example 2:
A hotel owner uses BI analytical applications to gather statistical information
regarding average occupancy and room rate. It helps to find aggregate revenue
generated per room. It also collects statistics on market share and data from
customer surveys from each hotel to decide its competitive position in various
markets. By analyzing these trends year by year, month by month and day by day
helps management to offer discounts on room rentals.
Example 3:
A bank gives branch managers access to BI applications. It helps branch manager
to determine who the most profitable customers are and which customers they
should work on. The use of BI tools frees information technology staff from the
task of generating analytical reports for the departments. It also gives department
personnel access to a richer data source.
1.5 Four Types of BI users
Following given are the four key players who are used Business Intelligence
System:
1. The Professional Data Analyst:
The data analyst is a statistician who always needs to drill deep down into data. BI
system helps them to get fresh insights to develop unique business strategies.
2. The IT users:
The IT user also plays a dominant role in maintaining the BI infrastructure.
3. The head of the company:
CEO or CXO can increase the profit of their business by improving operational
efficiency in their business.

4. The Business Users

Business intelligence users can be found from across the organization. There are
mainly two types of business users1.

Casual business intelligence user2.

The power user. The difference between both of them is that a power user has the
capability of working with complex data sets, while the casual user need will make
him use dashboards to evaluate predefined sets of data.
1.6 Advantages of Business Intelligence
Here are some of the advantages of using Business Intelligence System:
1. Boost productivity
With a BI program, It is possible for businesses to create reports with a single
click thus save slots of time and resources. It also allows employees to be more
productive on their tasks.
2. To improve visibility
BI also helps to improve the visibility of these processes and make it possible to
identify any areas which need attention.
3. Fix Accountability
 BI system assigns accountability in the organization as there must be someone
who should own accountability and ownership for the organization's performance
against its set goals.
4. It gives a bird's eye view:
BI system also helps organizations as decision makers get an overall bird's eye
view through typical BI features like dashboards and scorecards.
5. It streamlines business processes:
BI takes out all complexity associated with business processes. It also automates
analytics by offering predictive analysis, computer modeling, benchmarking and
other methodologies.
6. It allows for easy analytics.

BI software has democratized its usage, allowing even nontechnical or non-

analysts users to collect and process data quickly. This also allows putting the
power of analytics from the hand's many people.
1.7 BI System Disadvantages1. Cost:
Business intelligence can prove costly for small as well as for medium-sized
enterprises. The use of such type of system may be expensive for routine business
transactions.
2. Complexity:
Another drawback of BI is its complexity in implementation of data warehouse. It
can be so complex that it can make business techniques rigid to deal with.
3. Limited use
Like all improved technologies, BI was first established keeping in consideration
the buying competence of rich firms. Therefore, BI system is yet not affordable for
many small and medium size companies.
4. Time Consuming Implementation
It takes almost one and half year for data warehousing system to be completely
implemented. Therefore, it is a time-consuming process.
1.8 Trends in Business Intelligence
The following are some business intelligence and analytics trends that you should
be aware of.
Artificial Intelligence:
Gartner' report indicates that AI and machine learning now take on complex tasks
done by human intelligence. This capability is being leveraged to come up with
real-time data analysis and dashboard reporting.
Collaborative BI:
BI software combined with collaboration tools, including social media, and other
latest technologies enhance the working and sharing by teams for collaborative
decision making.
Embedded BI:
Embedded BI allows the integration of BI software or some of its features into
another business application for enhancing and extending it's reporting
functionality.
Cloud Analytics:
BI applications will be soon offered in the cloud, and more businesses will be
shifting to this technology. As per their predictions within a couple of years, the
spending on cloud-based analytics will grow 4.5 times faster.
2. Decision Making
Decision-making is an integral part of modern management. Essentially, Rational
or sound decision making is taken as primary function of management. Every
manager takes hundreds and hundreds of decisions subconsciously or consciously
making it as the key component in the role of a manager. Decisions play important
roles as they determine both organizational and managerial activities. A decision
can be defined as a course of action purposely chosen from aset of alternatives to
achieve organizational or managerial objectives or goals. Decision
making process is continuous and indispensable component of managing any organ
ization or businessactivities. Decisions are made to sustain the activities of all
business activities and organizational functioning .Decisions are made at every
level of management to ensure organizational or business goals are achieved.
Further, the decisions make up one of core functional values that every
organization adopts and implements to ensure optimum growth and drivability in
terms of services and or products offered.
2.1 Decision Making Process
Decision making is the process of making choices by identifying a decision,
gathering information, and assessing alternative resolutions .Using a step-by-step
decision-making process can help you make more deliberate, thoughtful decisions
by organizing relevant information and defining alternatives. This approach
increases the chances that you will choose the most satisfying alternative possible.
figure: 7 Steps of the Decision-Making Process
Step 1: Identify the decision
You realize that you need to make a decision. Try to clearly define the nature of
the decision you must make. This first step is very important.
Step 2: Gather relevant information
Collect some pertinent information before you make your decision: what
information is needed, the best sources of information, and how to get it. This step
involves both internal and external
“work.” Some information is internal: you’ll seek it through a process of self
-assessment. Other information is external:
Step 3: Identify the alternatives
As you collect information, you will probably identify several possible paths of
action, or alternatives. You can also use your imagination and additional
information to construct new alternatives. In this step, you will list all possible and
desirable alternatives.
Step 4: Weigh the evidence
Draw on your information and emotions to imagine what it would be like if you
carried out each of the alternatives to the end. Evaluate whether the need identified
in Step 1 would be met or resolved through the use of each alternative. As you go
through this difficult internal process,
you’ll begin to favor certain alternatives: those that seem to have a
higher potential for reaching your goal. Finally, place the alternatives in a priority
order, based upon your own value system.
Step 5: Choose among alternatives
Once you have weighed all the evidence, you are ready to select the alternative that
seems to be best one for you. You may even choose a combination of alternatives.
Your choice in Step 5 may very likely be the same or similar to the alternative you
placed at the top of your list at the end of Step 4.
Step 6: Take action
You’re now ready to take some
positive action by beginning to implement the alternative you chose in Step 5.
Step 7: Review your decision & its consequences
In this final step, consider the results of your decision and evaluate whether or not
it has resolved the need you identified in Step 1. If the decision has
not
met the identified need, you may want to repeat certain steps of the process to
make a new decision. For example, you might want to gather more detailed or
somewhat different information or explore additional alternatives
Unit 1
Business Intelligence and Business Decisions

1. Business Intelligence
BI (Business Intelligence) is a set of processes, architectures, and technologies that
convert raw data into meaningful information that drives profitable business
actions. It is a suite of software and services to transform data into actionable
intelligence and [Link] has a direct impact on organization's strategic,
tactical and operational business decisions. BI supports fact-based decision making
using historical data rather than assumptions and [Link] tools perform data
analysis and create reports, summaries, dashboards, maps, graphs, and charts to
provide users with detailed intelligence about the nature of the business.
1.1 Why is BI important?

Measurement: creating KPI (Key Performance Indicators) based on historic data

Identify and set benchmarks for varied processes.

With BI systems organizations can identify market trends and spot business
problems that need to be addressed.

BI helps on data visualization that enhances the data quality and thereby the quality
of decision making.

BI systems can be used not just by enterprises but SME (Small and Medium
Enterprises)
1.2 How Business Intelligence systems are implemented?
Here are the steps:
Step 1) Raw Data from corporate databases is extracted. The data could be spread
across multiple systems heterogeneous systems.
Step 2)
The data is cleaned and transformed into the data warehouse. The table can be
linked, and data cubes are formed.
Step 3)
Using BI system the user can ask quires, request ad-hoc reports or conduct any
other analysis.

1.3 BI Processes Include:

Over the past few years, business intelligence has evolved to include more
processes and activities to help improve performance. These processes include:

Data mining:
Using databases, statistics and machine learning to uncover trends in large
datasets.
Reporting:
Sharing data analysis to stakeholders so they can draw conclusions and make
decisions.

Performance metrics and benchmarking:

Comparing current performance data to historical data to track performance
against goals, typically using customized dashboards.

Descriptive analytics:
Using preliminary data analysis to find out what happened.

Querying:
Asking the data specific questions, BI pulling the answers from the datasets.

Statistical analysis:
Taking the results from descriptive analytics and further exploring the data using
statistics such as how this trend happened and why.

Data visualization:
Turning data analysis into visual representations such as charts, graphs, and
histograms to more easily consume data.

Visual analysis:
Exploring data through visual storytelling to communicate insights on the fly and
stay in the flow of analysis.

Data preparation:
Compiling multiple data sources, identifying the dimensions and measurements,
preparing it for data analysis.
1.4 Examples of Business Intelligence System used in Practice Example 1:
In an Online Transaction Processing (OLTP) system information that could be fed
into product database could be

add a product line change a product price Correspondingly, in a Business

Intelligence system query that would be executed for the product subject area
could be did the addition of new product line or change in product price increase
revenues In an advertising database of OLTP system query that could be executed

Changed in advertisement options

Increase radio budget Correspondingly, in BI system query that could be executed

would be how many new clients added due to change in radio budget

In OLTP system dealing with customer demographic data bases data that could
be fed would be

increase customer credit limit

change in customer salary level Correspondingly in the OLAP system query that
could be executed would be can customer profile changes support support higher
product price
Example 2:
A hotel owner uses BI analytical applications to gather statistical information
regarding average occupancy and room rate. It helps to find aggregate revenue
generated per room. It also collects statistics on market share and data from
customer surveys from each hotel to decides its competitive position in various
markets. By analyzing these trends year by year, month by month and day by day
helps management to offer discounts on room rentals.

Example 3:
A bank gives branch managers access to BI applications. It helps branch manager
to determine who the most profitable customers are and which customers they
should work on. The use of BI tools frees information technology staff from the
task of generating analytical reports for the departments. It also gives department
personnel access to a richer data source.
1.5 Four Types of BI users
Following given are the four key players who are used Business Intelligence
System:
1. The Professional Data Analyst:
The data analyst is a statistician who always needs to drill deep down into data. BI
system helps them to get fresh insights to develop unique business strategies.
2. The IT users:
The IT user also plays a dominant role in maintaining the BI infrastructure.
3. The head of the company:
CEO or CXO can increase the profit of their business by improving operational
efficiency in their business.

4. The Business Users

Business intelligence users can be found from across the organization. There are
mainly two types of business users
[Link] business intelligence user
[Link] power user.

The difference between both of them is that a power user has the capability of
working with complex data sets, while the casual user need will make him use
dashboards to evaluate predefined sets of data.

1.6 Advantages of Business Intelligence

Here are some of the advantages of using Business Intelligence System:
1. Boost productivity
With a BI program, It is possible for businesses to create reports with a single
click thus saves lots of time and resources. It also allows employees to be more
productive on their tasks.
2. To improve visibility
BI also helps to improve the visibility of these processes and make it possible to
identify any areas which need attention.

3. Fix Accountability
 BI system assigns accountability in the organization as there must be someone
who should own accountability and ownership for the organization's performance
against its set goals.
4. It gives a bird's eye view:
BI system also helps organizations as decision makers get an overall bird's eye
view through typical BI features like dashboards and scorecards.
5. It streamlines business processes:
BI takes out all complexity associated with business processes. It also automates
analytics by offering predictive analysis, computer modeling, benchmarking and
other methodologies.
6. It allows for easy analytics.

BI software has democratized its usage, allowing even nontechnical or non-

analysts users to collect and process data quickly. This also allows putting the
power of analytics from the hand's many people.
1.7 BI System Disadvantages1. Cost:
Business intelligence can prove costly for small as well as for medium-sized
enterprises. The use of such type of system may be expensive for routine business
transactions.

2. Complexity:
Another drawback of BI is its complexity in implementation of data warehouse. It
can be so complex that it can make business techniques rigid to deal with.
3. Limited use
Like all improved technologies, BI was first established keeping in consideration
the buying competence of rich firms. Therefore, BI system is yet not affordable for
many small and medium size companies.

4. Time Consuming Implementation

It takes almost one and half year for data warehousing system to be completely
implemented. Therefore, it is a time-consuming process.
1.8 Trends in Business Intelligence
The following are some business intelligence and analytics trends that you should
be aware of.
Artificial Intelligence:
Gartner' report indicates that AI and machine learning now take oncomplex tasks
done by human intelligence. This capability is being leveraged to come up with
real -time data analysis and dashboard reporting.

Collaborative BI:
BI software combined with collaboration tools, including social media, and other
latest technologies enhance the working and sharing by teams for collaborative
decision making.

Embedded BI:
Embedded BI allows the integration of BI software or some of its features into
another business application for enhancing and extending it's reporting
functionality.

Cloud Analytics:
BI applications will be soon offered in the cloud, and more businesses will be
shifting to this technology. As per their predictions within a couple of years, the
spending on cloud-based analytics will grow 4.5 times faster.
2. Decision Making
Decision-making is an integral part of modern management. Essentially, Rational
or sound decision making is taken as primary function of management. Every
manager takes hundreds and hundreds of decisions subconsciously or consciously
making it as the key component in the role of a manager. Decisions play important
roles as they determine both organizational and managerial activities. A decision
can be defined as a course of action purposely chosen from a set of alternatives to
achieve organizational or managerial objectives or goals. Decision
making process is continuous and indispensable component of managing any organ
ization or businessactivities. Decisions are made to sustain the activities of all
business activities and organizational functioning. Decisions are made at every
level of management to ensure organizational or business goals are achieved.
Further, the decisions make up one of core functional values that every
organization adopts and implements to ensure optimum growth and drivability in
terms of services and or products offered.
2.1 Decision Making Process
Decision making is the process of making choices by identifying a decision,
gathering information, and assessing alternative resolutions. Using a step-by-step
decision-making process can help you make more deliberate, thoughtful decisions
by organizing relevant information and defining alternatives. This approach
increases the chances that you will choose the most satisfying alternative possible.

Figure: 7 Steps of the Decision-Making Process Step 1: Identify the decision

You realize that you need to make a decision. Try to clearly define the nature of
the decision you must make. This first step is very important.
Step 2: Gather relevant information
Collect some pertinent information before you make your decision: what
information is needed, the best sources of information, and how to get it. This step
involves both internal and external
“work.” Some information is internal: you’ll seek it through a process of self
-assessment. Other information is externa
l: you’ll find it online, in books, from other people, and from other sources.

Step 3: Identify the alternatives

As you collect information, you will probably identify several possible paths of
action, or alternatives. You can also use your imagination and additional
information to construct new alternatives. In this step, you will list all possible and
desirable alternatives.

Step 4: Weigh the evidence

Draw on your information and emotions to imagine what it would be like if you
carried out each of the alternatives to the end. Evaluate whether the need identified
in Step 1 would be met or resolved through the use of each alternative. As you go
through this difficult internal process,
you’ll begin to favor certain alternatives: those that seem to have a higher potential
for reaching your goal. Finally, place the alternatives in a priority order, based
upon your own value system.
Step 5: Choose among alternatives
Once you have weighed all the evidence, you are ready to select the alternative that
seems to be best one for you. You may even choose a combination of alternatives.
Your choice in Step 5 may very likely be the same or similar to the alternative you
placed at the top of your list at the end of Step 4.
Step 6: Take action
You’re now ready to take some positive action by beginning to implement the
alternative you chose in Step 5.
Step 7: Review your decision & its consequences
In this final step, consider the results of your decision and evaluate whether or not
it has resolved the need you identified in Step 1. If the decision has not met the
identified need, you may want to repeat certain steps of the process to make a new
decision. For example, you might want to gather more detailed or somewhat
different information or explore additional alternatives
.
[Link] Support System (DSS)
A decision support system (DSS) is an information system that aids a business in
decision-making activities that require judgment, determination, and a sequence of
actions. The information system assists the mid- and high-level management of an
organization by analyzing huge volumes of unstructured data and accumulating
information that can help to solve problems and help in decision-making. A DSS is
either human-powered, automated, or a combination of both.
3.1 Purpose of a Decision Support System
A decision support system produces detailed information reports by gathering and
analyzing data. Hence, a DSS is different from a normal operations application,
whose goal is to collect data and not analyze it. In an organization, a DSS is used
by the planning departments
–
such as the operations department
–
which collects data and creates a report that can be used by managers for decision-
making. Mainly, a DSS is used in sales projection, for inventory and operations-
related data, and to present information to customers in an easy-to-understand
manner.
3.2 Components of a Decision Support System
The three main components of a DSS framework are
s3.

1. Model Management System

The model management system stores models that managers can use in their
decision-making. The models are used in decision-making regarding the financial
health of the organization and forecasting demand for a good or service.
2. User Interface
The user interface includes tools that help the end-user of a DSS to navigate
through the system.
3. Knowledge Base
The knowledge base includes information from internal sources (information
collected in a transaction process system) and external sources (newspapers and
online databases).

3.3 Types of Decision Support Systems

[Link]-driven:
Allows companies to support tasks that require more than
one person to work on the task. It includes integrated tools such as Microsoft Share
Point Workspace and Google Docs.
2.
Model-driven:
Allows access to and the management of financial, organizational, and statistical
models. Data is collected, and parameters are determined using the
information provided by users. The information is created into a decision-making
model to analyzesituations. An example of a model-driven DSS is
Dico261dess
–
an open-source model-driven DSS.3.

Knowledge-driven:
Provides factual and specialized solutions to situations by using stored facts,
procedures, rules, or interactive decision-making structures like flowcharts.4.

Document-driven:
Manages unstructured information in different electronic formats.5.

Data-driven:
Helps companies to store and analyze internal and external data.
3.4 Advantages of a Decision Support System
1.

A decision support system increases the speed and efficiency of decision-making

activities. It is possible, as a DSS can collect and analyze real-time data.2.

It promotes training within the organization, as specific skills must be developed to

implement and run a DSS within an organization
3.

It automat
es monotonous managerial processes, which means more of the manager’s time
can be spent on decision-making4.

It improves interpersonal communication within the organization.

3.5 Disadvantages of a Decision Support System
1.
The cost to develop and implement a DSS is a huge capital investment, which
makes it less accessible to smaller organizations.2.

A company can develop a dependence on a DSS, as it is integrated into daily

decision-making processes to improve efficiency and speed. However, managers
tend to rely on the system too much, which takes away the subjectivity aspect of
decision-making.3.

A DSS may lead to information overload because an information system tends to

consider all aspects of a problem. It creates a dilemma for end-users, as they are
left with multiple choices.4.

Implementation of a DSS can cause fear and backlash from lower-level employees.
It is because many of them are not comfortable with new technology and are
afraid of losing their jobs to technology.
4. Group Decision Support System (GDSS)
A group decision support system (GDSS) is an interactive computer-based system
that facilitate sa number of decision-makers (working together in a group) in
finding solutions to problems that are unstructured in nature. They are designed in
such a way that they take input from multiple users interacting simultaneously with
the systems to arrive at a decision as a group. The tools and techniques provided by
the group decision support system improve the quality and effectiveness of the
group meetings. Groupware and web-based tools for electronic meetings
andvideoconferencing also support some of the group decision making
processes, but their mainfunction is to make communication possible between the
decision-makers. In a group decision support system (GDSS) electronic meeting,
each participant is provided with
a computer. The computers are connected to each other, to the facilitator’s
computer and to the
file server. A projection screen is available at the front of the room. The facilitator
and the participants can both project digital text and images onto this screen.

A group decision support system (GDSS) meeting comprises different phases, such
as idea generation, discussion, voting, vote counting and so on. The
facilitator manages and controls the execution of these phases. The use of various
software tools in the meeting is also controlled by the facilitator.

4.1 Components of Group Decision Support System (GDSS)

A group decision support system (GDSS) is composed of 3 main components,
namely hardware, software tools, and people.

Hardware:
It includes electronic hardware like the computer, equipment used for networking,
electronic display boards and audiovisual equipment. It also includes the
conference facility, including the physical set up the room, the tables, and the
chairs laid out in such a manner that they can support group discussion and
teamwork.

Software Tools:
It includes various tools and techniques, such as electronicquestionnaires,
electronic brainstorming tools, idea organizers, tools for setting
priority, policy formation tool, etc. The use of these software tools in a group meeti
ng helps the group decision-makers to plan, organize ideas, gather information,
establish priorities, take decisions and document the meeting proceedings. As a
result, meetings become more productive.

People:

It compromises the members participating in the meeting, a trained facilitator

who helps with the proceedings of the meeting, and an expert staff to support the
hardware and software. The GDSS components together provide a favorable
environment for carrying out group meetings.

4.2 Features of Group Decision Support System (GDSS)

Ease of Use:

It consists of an interactive interface that makes working with GDSS simple and
easy.

Better Decision Making:

It provides the conference room setting and various software tools that facilitate
users at different locations to make decisions as a group resulting in better
decisions.

Emphasis on Semi-structured and Unstructured Decisions:

It provides important information that assists middle and higher-level

management in making semi-structured and unstructured decisions.

Specific and General Support:

The facilitator controls the different phases of the group decision support system
meeting (idea generation, discussion, voting and vote counting ,etc.) what is
displayed on the central screen and the type of ranking and voting that
takes place, etc. In addition, the facilitator also provides general support to
the group and helps them to use the system.
Supports all Phases of the Decision Making:

It can support all the four phases of decision making -- intelligence, design,
choice, and implementation.

Supports Positive Group Behavior:

In a group meeting, as participants can share their ideas more openly without the
fear of being criticized, they display more positive group behavior towards the
subject matter of the meeting.

4.3 Group Decision Support System (GDSS) Software Tools

Group decision support system software tools help the decision-makers in

organizing their ideas, gathering required information and setting and ranking
priorities. Some of these tools are as follows:

Electronic Questionnaire:

The information generated using the questionnaires helps the organizers of the
meeting to identify the issues that need immediate attention, thereby enabling
the organizers to create a meeting plan in advance.

Electronic Brainstorming Tools:

 It allows the participants to simultaneously contribute their ideas on the subject
matter of the meeting. As the identity of each participant remains secret,
individuals participate in the meeting without the fear of criticism.

Idea Organizer:

It helps in bringing together, evaluating and categorizing the ideas that are
produced during the brainstorming activity.

Tools for Setting Priority:

It includes a collection of techniques, such as simple voting, ranking in order and

some weighted techniques that are used for voting and setting

priorities in a group meeting.

Policy Formation Tool:

It provides the necessary support for converting the wordings of policy

statements into an agreement.

5. Groupware

Groupware refers to software that allows multiple users work together on

one project while sitting in locally and remotely with each other at the real time,
so it is also known as “Collaboration Software“. With the help of groupware,
multiple users can exchange emails, documents, shared database access,
organized online meeting in between various users and they able to see each
other as well as view information to other users, collective writing, calendaring,
task management, scheduling, and more activities.
5.1 Types of Groupware System

Groupware is classified into two categories as per its functions, like as:

Synchronous Groupware

: It is a real-time groupware because it allowing multiple users

to perform their works at a same time. A primary need of synchronous groupware
is real-timecoordination in between all connected users with this software, so
they need shared audio channels for making the communication.

Asynchronous Groupware

: In this groupware, multiple users perform their tasks at different time duration.
Asynchronous groupware allows different services like as email handling, file
sharing, structured messages, workflow, collaborative writing system, and other.

5.2 Groupware Workflow

Groupware contains highly-structured communication in between multiple

clients, this structure can done different large and small scale organization to
organization, task management groupware system that offers to common
workflow along with these companies, and their tasks are managed by team
managers and finally assigned to a worker. Then those workers can get
notifications related to assignment and begins working. When, workers end their
assigned work ,or they change status of their work then team manager
automatically get notification related it.

Examples of Groupware Software

There are Examples of Groupware tool; such as GROVE (Group Outline Viewing
Editor)

Novell GroupWise

Lotus Notes/Dominos

Groove

Microsoft Exchange

BeyondMail

Eudora

FirstClass
Telefinder

Microsoft Word

Excel

Lotus WordPro

Corel WordPerfect

Netscape Navigator

Microsoft Explorer

Net Meeting
Other Examples of Groupware (Collaborating) Software are:

Wrike Connect Wise Control

Smartsheet

Project Manager

Clarizen

Jira

Trello

Zoho Projects

Flock

G-Suite

Sales force
Base camp

Huddle

Xero

Word Press

5.3 Tools of Groupware

There are three categories of groupware tools; like as

Communication Tools

: These tools help to send all types of messages and files, emails, file sharing, web
publishing, and more.

Conferencing Tools

: These tools are used for making real-time interaction like as chat, forums, video
and audio conferencing, etc.

Collaborative Management Tools

: These types of tools are used for handling group activities such as workflow
system, information management system, project management system, etc.

5.4 Applications of Groupware

There are three

types of Groupware Software Application

; like as

Single Function Groupware Applications

: These applications are used for only single function purpose; for examples E-mail
handling, Text based conferencing, file sharing, etc.

Multi-functions Groupware Applications

: These applications are implemented for multi-functions areas like as E-mail

handling, Text based conferencing, file sharing, etc.

General functions Groupware Applications

: For examples are Word processors, spreadsheets with e-mail, collaborative

authoring features, and more.

Web Browser Groupware Applications

: These are internet based groupware applications; like as E-mail, news

conferencing, etc.

Operating System Groupware Applications

: For example Bundled applications

5.5 Advantages and Features of Groupware

In this section, we will spread light on the several

benefits of Groupware
. Below explain each one :It offers to make communication and collaboration in
between team of clients like as online chat, forum discussion, and private
mailboxes.

It allows right to you for monitoring all status, which is done by all clients.

All team of members have to right for making telecommute.

Saving to travel cost because doesn’t need any physical meeting while using of

Groupware software.

It helps to solve for several issues like as a group.

With using of groupware, team manager can manage all team members without
sitting in own office.

Groupware helps to make structure which allowing all team members for viewing
their goals, purpose, and set up tasks schedules.

It helps to make creativity in between all users, so all users have to right for
sharing their ideas which help to improve work efficiency they work on.

Easy to manage your schedule with built in calendar.

You have option to save documents like as faxes, spreadsheets, email, and other
related to your business files, and you can access this file anywhere while linking
internet.

You can keep track your using resources like as projectors, vehicle, conference
hall, and other.

5.6 Disadvantages of Groupware

There are various drawbacks and challenges of groupware; below explain each
one-
It is not trust able system because it is totally depended on the server,

if this server performance gets down then all users get disconnected to each
other.

Harder to convince clients for using groupware software

Electronic Questionnaire:
The information generated using the questionnaires helps theorganizers of the
meeting to identify the issues that need immediate attention, therebyenabling the
organizers to create a meeting plan in advance.

Electronic Brainstorming Tools:

It allows the participants to simultaneously contributetheir ideas on the subject
matter of the meeting. As the identity of each participantremains secret, individuals
participate in the meeting without the fear of criticism.

Idea Organizer:
It helps in bringing together, evaluating and categorizing the ideas thatare
produced during the brainstorming activity.

Tools for Setting Priority:

It includes a collection of techniques, such as simple voting, ranking in order and
some weighted techniques that are used for voting and setting priorities in a group
meeting.

Policy Formation Tool:

It provides the necessary support for converting the wordings of policy statements
into an agreement.