Next-Generation User-Centered Information Management

1. Next-Generation User-Centered Information Management Information Management Processes Snezhana Dubrovskaya, Master Student in Information Systems snezhana.dubrovskaya@in.tum.de 31.03.2005 Software Engineering for Business Applications (sebis)Ernst Denert Chair (19) Institute for InformaticsTechnical University Munich wwwmatthes.in.tum.de

2. 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 Management Processes

3. Information as a Model „Modell-about what – from whom- for what purpose“ Subject Subject In order to affect disposes of A Information Information Information Information = Model about A A Original Original Original Original (Quelle: Steinmüller, W.: Informationstechnologie und Gesellschaft: Eine Einführung in die angewandte Informatik. Darmstadt 1993, S.178.) Information Management Processes

4. Exchange rate 0,87 € = 1 US $ Signs-Data-Information-Knowledge knowledge Mechanism of currency market networking information Kontext data 0, 87 Syntax sign Character set „0“, „8“, „7“ und „ , “ (Quelle: Krcmar, 2004, S.14) Information Management Processes

5. 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 Information Management Processes

6. 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 Information Management Processes

7. Managerial Functions Supply Management of of Information Demand Information Management Usage IT-Governance Strategy Data Management of Processes Information Systems Application IT-Processes life cycle Management of IT-Personnel Storage Information and Processing Communication Communication IT-Controlling Technology Bundles Technology IM - Integrated Framework by Krcmar Information Management Processes

8. 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 Information Management Processes

9. Management of Information - Life Cycle Information Management Processes

10. 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 Information Management Processes

11. 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 Management Processes

12. Information Problems • Flood of data, but (perceived) lack of information • 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 Information Management Processes

13. Objective Subjective Information Information Demand Demand Info. Info. Status Demand Information Supply Determining the Information Status Source: Picot 1988, p. 246 in Krcmar 2004, Informationsmanagement, p. 60 Information Management Processes

14. Information Overflow and Supply of Information Information Management Processes

15. 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 Information Management Processes

16. 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: • 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 Information Management Processes

17. Allocation Application Identification Evaluation Context Activity IntegrationActivity ValidationActivity ActivationActivity Management Principles Relevant Information Content Quality Comprehensive Accurate Clear Applicable Sound Information Concise Consistent Correct Current Optimized Process Media Quality Convenient Timely Traceable Interactive Reliable Infrastructure Secure Maintainable Accessible Fast Time Dimension Format Dimension Content Dimension Potential conflict Source: Eppler (2003): Managing Information Quality, 2003, p. 61 Management of Information Quality Information Management Processes

18. Management of Information Supply • 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. Information Management Processes

19. Source: Mertens/Höhl (1999). Characteristics of User Models Information Management Processes

20. 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 Information Management Processes

21. Management of Information - Life cycle with further cycles Information Management Processes

22. 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 Information Management Processes

23. 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) Information Management Processes

24. Personal Information Management (PIM) II • Examples of Information Objects: Source: Matthes/Lehel (2002). Information Management Processes

25. Personal Information Management (PIM) III Assessments Professional interests Memeberships Logged user Source: wwwmatthes.in.tum.de Information Management Processes

26. 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 Information Management Processes

27. 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) Information Management Processes

28. 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 Management Processes

29. Information Sources Communities Data Human-computer interaction Internet Data Portal Data User Local infromation repositories Information Management Processes

30. Personal End-Device Personal Information/ Knowledge System Audio Project documents Down- loads Cont- racts Pics Personal IM System Private User Assets of a user (digital documents, no metadata) Source: Matthes/Lehel (2002). Information Management Processes

31. Employees Family Fellow students Communities of Practice Private User Personal End-Device Corporate usage Personal Information/Knowledge System Intergation and formal inclusion Audio Project ocuments Down- loads Cont- racts Pics Community IM System Source: Matthes/Lehel (2002). Information Management Processes

32. 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 Information Management Processes

33. 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 Information Management Processes

34. 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. Information Management Processes

35. 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 Information Management Processes

36. Employees Family Fellow students Communities of Practice Private User Personal End-Device Corporate usage Personal Information/Knowledge Portal Intergation and formal inclusion Audio Project ocuments Down- loads Cont- racts Pics Corporate IM through Personal Information Portal Source: Matthes/Lehel (2002). Information Management Processes

37. 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) Information Management Processes

38. 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 Information Management Processes

39. 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 Information Management Processes

40. 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 Information Management Processes

41. 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 Information Management Processes

42. Example of a Weblog Information Management Processes

43. 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 Information Management Processes

44. 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 Information Management Processes

45. 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 Information Management Processes

46. 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 Information Management Processes

47. 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 Information Management Processes

48. 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 Information Management Processes

49. Thank you for your attention!!! Information Management Processes

50. 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“ Information Management Processes