Description of Group Decision Support Systems

Advantages & Disadvantages

Future of GDSS

Decision Support Systems (DSS) are interactive computer-based systems intended to help decision makers utilize data to identify and solve problems and make decisions.
i.e:
checklists/heuristics mathematical models

Group Decision Support Systems (GDSS) - An interactive, computer-based system that facilitates solution of unstructured problems by a set of decision-makers working together as a group. It aids groups, especially groups of managers, in analyzing problem situations and in performing group decision making tasks.
Group Support Systems has come to mean computer software and hardware used to support group functions and processes.

Group Decision Support Systems (GDSS)

Class of electronic meeting systems, designed to support meetings and group work. Electronic meeting system (EMS) is a type of computer software that facilitates creative problem solving and decision-making of groups within or across organizations Mainly through anonymization and parallelization of input, electronic meeting systems overcome many inhibitive features of group work.

CSCW is an acronym for Computer Supported

Cooperative Work. It is the scientific discipline that motivates and validates groupware design. CSCW is technology independent which means technology is not the major driving force behind the discipline. Instead, CSCW is socially dependent. It looks at the way people interact and collaborate with each other, and attempts to develop guidelines for developing technology to assist in the communication process.

Groupware is the hardware and software which

supports and augments group work. Groupware applications are not meant to replace people in an interactive situation.

Process in GDSS
Similar to a web conference, a host invites the participants to an electronic meeting via email. User typically has his or her own computer, and each user can contribute to the same shared object at the same time.

Thus, nobody needs to wait for a turn to speak; so people don't forget what they want to say while they are waiting for the floor. The group can focus on the content and meaning of ideas, rather than on their sources.

Both use models, data and user-friendly software Both are interactive with what-if capabilities Both use internal and external data Both allow the decision maker to take an active role Both have flexible systems Both have graphical output

Special design:
Effective communication Group decision making

Ease of use Flexibility

Accommodate different perspectives

Anonymous input
Individuals names are not exposed

Parallel communication

Decision-making support

Reduction of negative group behavior Automated record keeping

A trained meeting facilitator to help with sidetracking

Delphi approach: Decision makers are scattered around the globe Brainstorming: Say things as you think---think out loud Group consensus approach: The group reaches a unanimous decision (everybody agrees) Nominal group technique: Voting

Lotus Notes
Store, manipulate, distribute memos

Microsoft Exchange
Keep individual schedules Decide on meeting times

NetDocuments Enterprise
Two people can review the same document together

High level managers can spend 80% of their time making decisions in groups. Applied correctly, GDSS can reduce this time, arriving at a better decision faster. GDSS provides the hardware, software, databases and procedures for effective decision making.

Why Use GDSS? (2)

More precise communication
Synergy: members are empowered to build on ideas of others More objective evaluation of ideas Stimulation of individuals to increase participation Learning: group members imitate and learn from successful behaviors of others.

Same-Time Same-Place
(Most widely used GDSScomputers with projectors, voting tools)

Same-Time Different-Place
(team room, tools, audio conferencing, screen sharing, chat)

Different-Time Same-Place
(audio/video conferencing, document sharing)

Different-Time Different-Place
(voice mail, email, bulletin boards)

Anonymity drive out fear leading to better decisions from a diverse hierarchy of decision makers Parallel Communication eliminate monopolizing providing increased participation, better decisions Automated record keeping no need to take notes, theyre automatically recorded Ability for virtual meetings only need hardware, software and people connected Portability - Can be set up to be portable laptop Global Potential - People can be connected across the world No need for a computer guru although some basic experience is a must

Cost infrastructure costs to provide the hardware and software/room/network connectivity can be very expensive Security especially true when companies rent the facilities for GDSS; also, the facilitator may be a lower-level employee who may leak information to peers Technical Failure power loss, loss of connectivity, relies heavily on bandwidth and LAN/WAN infrastructure properly setup system should minimize this risk Keyboarding Skills reduced participation may result due to frustration Training learning curve is present for users, varies by situation Perception of messages

1) Group Leader (and Facilitator?) select software, develop agenda 2) Participants meet (in decision room/Internet) and are given a task. 3) Participants generate ideas brainstorm anonymously 4) Facilitator organize ideas into categories (different for user-driven software) 5) Discussion and prioritization may involve ranking by some criteria and/or rating to the facilitators scale 6) Repeat Steps 3, 4, 5 as necessary 7) Reach decision 8) Recommend providing feedback on decision and results to all involved

Integrating into existing corporate framework GDSS brings changes which must be managed GDSS will incorporate Artificial Intelligence and Expert Systems the software will learn and help the users make better decisions Decreasing cost will allow more organizations to use GDSS Increasing implementation of GDSS with the customer Customer voice their needs in nonthreatening environment

Consider the following;

Decision Task Type Group Size Location of members of the group

Tailored to individual executives

Not to managers in other levels

Easy to use Drill down capabilities Support need for external data Can help when uncertainty is high Future-oriented Linked to value-added processes

Support for defining an overall vision

Organizations product lines and services

Support for strategic planning

Predict future trends Analyze merger possibilities

Support for strategic organizing & staffing

Choice of departments Pay raises

Support for strategic control

Monitor and manage the overall organization

Support for crisis management

Put together a contingency plan

Decision-making phase - includes intelligence, design, and choice Problem solving - also includes implementation and monitoring Decision approaches - optimization, satisficing, and heuristic Management information system - an integrated collection of people, procedures, databases, and devices that provide managers and decision makers with information to help achieve organizational goals

Decision support system (DSS) - an organized collection of people, procedures, software, databases, and devices working to support managerial decision making Group decision support system (GDSS) - also called a computerized collaborative work system, consists of most of the elements in a DSS, plus software needed to provide effective support in group decision-making settings

Executive support systems (ESSs) - specialized decision support systems designed to meet the needs of senior management