TEAM FORMAL REPORT - student email - Kennesaw State University

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					Scrappy Squirrels
Kennesaw State University
      22 April 2009
Scrappy Squirrels’ Evaluation of Collaboration Software

                    22 April 2009

              Kennesaw State University

                     BISM 2100
Letter of Authorization




BISM 2100 Students, Spring 2009

Coles College of Business

Kennesaw State University

17 March 2009

Dear Students:

The purpose of this assignment is multifaceted:

      to provide students the experience of working within the team environment
      to introduce students to the primary elements of collaboration
      to expose students to emerging technologies used in collaboration
      to create an opportunity for students to utilize their professional written business
       communication skills.


This formal report, coordinated with a digital presentation and an informative website, will
combine to provide a bundled resource for this semester’s team project.



Your team is being asked to research and evaluate tools that facilitate collaboration for
virtual teams. The ultimate purpose of this research is to make a recommendation, or
recommendations, on the “tool of choice” for use by a small-medium size business. These
tools may exist as either programs or websites. The tools selected should be evaluated for
their effectiveness in supporting the three primary factors of collaboration:
communication, content management and workflow control. Your team’s formal report
must include evaluation of the following three specific products/services:

             Google Docs & Spreadsheets
             Microsoft Groove
             Wikis / Blogs


Your team should also select and research one, or two, other alternatives for
consideration*.
Each product should be evaluated for its strengths and weaknesses in supporting virtual
team 1) communication, 2) content management and 3) workflow control. In addition,
factors such as initial cost (just general price range, not exact dollars and cents),
implementation (something your mom could do, or would it require an entire technical
team of IT specialists), support and maintenance could be addressed.

Your report should include, but is not limited to, the following points of information.

These topics would be incorporated as Level One Headings:



      Introduction to virtual teams and collaboration-
           1. What are virtual teams?
           2. A discussion of collaboration:
              communication, content management & workflow control

      Evaluation of collaboration tools
          1. The report should contain a level 2 heading for each product.
                 1. Each product/tool should be evaluated as to its abilities (or
                     inabilities) & effectiveness regarding the primary factors involved in
                     collaboration.
                      (Each factor might be addressed in a separate paragraph.)

                 2. Additional considerations such as initial cost, implementation,
                    support and maintenance should be addressed for each product.
      Recommendation – Detailed and Thorough
          1. Which do you recommend for small-to-medium businesses and why?
          2. Include the steps necessary to implement this technology in the business.
             (Remember, your audience should be left with a clear picture of what the
             next steps are in order to follow through on your recommendation.)



This is a Formal Analytical report (review course textbook on “Planning Reports and
Proposals”) and will conclude with a detailed recommendation about which technology is
better used in the small-to-medium business environment.



Minimum of 10 references – 15 needed for full credit. (Use both commercial and
academic resources– at least 4 must be academic). The report should also include at least
one visual aide (chart, graph, table, or other image) to illustrate facts presented in the
report.
This report will be submitted to Turnitin.com (plagiarism detection software). Ensure that
you follow APA guidelines, cite all resources appropriately, and include all references.

              KIM: changing 2-3 words does not constitute paraphrasing.



Written Report:



Your team’s report must be submitted through WebCT VISTA. Employ all facets of effective
business writing and refer back to your text:

      Completing Business Reports and Proposals - formal report structure
      Writing Business Reports and Proposals - headings required and the visuals needed
      Appendix B - APA style Reference List
          o This report will use APA for citations and references.




Written Report Structure:



Follow the sample report in the chapter on completing Business Reports.

The paper should be single-spaced, using Level 1 and 2 headings.

References should be sorted into two lists, one for academic references only, the
second for all others. Level 2 headings should be used to separate the lists.



Team Project Deliverables:



Each separate component of the semester project (paper, digital presentation and website)
will be worth the total of points indicated on the syllabus. Comprehensive research and
evaluation of the topic (i.e. planning) will greatly enhance the final outcome of all three
components.
Team Digital Presentation:



       Your team will develop a digital presentation covering the analytical outcome (conclusions
       and/or recommendations) of the formal paper. Basic information will be provided covering
       the main points (level 1 headings) with some supplemental material from the secondary
       points (level 2 headings). Additional information regarding the presentation will be
       provided under separate document.



           oEach team member will be responsible for evaluating a separate product. *If your
            team consists of five members, two additional tools/products must be selected. If
            you team consists of only four members, one additional tool/product must be
            selected.
       Team Website:



       Your team will also construct a basic website containing the key elements of your findings –
       further details for this deliverable will be addressed under separate document.

       Team Operating Agreement:
       A supplemental document for this project will be created in the form of a Team Operating
       Agreement. Recommended elements for this agreement will be presented in class lectures,
       covered in course resource documents, and discussed in class. The final elements contained
       in this agreement will be left to the individual team discretion.

Respectfully,

Debra B Geist, Support Faculty
Accounting Department, Coles College of Business
Kennesaw State University
Phone: 770-423-6584 • Fax: 770-423-6601




                 1000 CHASTAIN ROAD • KENNESAW, GEORGIA • 30144
BISM 2100 Students, Spring 2009

Coles College of Business

Kennesaw State University

17 March 2009



Dear Professor Geist,

Our team, Scrappy Squirrels, would like to give you ownership of this report. We would like to thank you
for the opportunity to participate in this report. This report helped everyone learn the importance of
collaborating and team work.

Team Roles
Every member of the team put in equal amounts of work into the project. Marti was our project
manager and oversaw everything about the project, such as making sure the team met deadlines and
setting up meeting times. She also found and researched the alternate product Desk Away.

Jules was our webmaster and oversaw the construction of our team website, and made sure our
individual websites were set up correctly. Jules also found and researched the other alternate product
Loctus Quickr.

Katy was our formal report coordinator and oversaw the writing of our written report. She made sure
we met our deadlines for the individual drafts and combined our individual papers together. She also
conducted research on Microsoft Groove.

Jonathon was our presentation coordination and oversaw the group presentation and made sure that
everyone had their speeches memorized and was ready to record on presentation day. He also did the
editing of our video and researched the collaboration product Google docs and spreadsheets.

Adrienne was our research coordinator and oversaw our master research list and made sure that
everything was up to APA standards. She also researched the collaboration tools wikis and blogs.


Presentation


Our presentaion
Executive Summary
       In this report, 5 collaboration soft wares will be introduced and analyzed. First, the importance
of team work will be expressed.

        The various aspects of Wikis and Blogs will be examined. It will be evaluated for its effectiveness
in content management, workflow control, and communication. Advantages and disadvantages will be
presented. The same format will be followed for Google Docs and Spreadsheets, Microsoft Groove,
DeskAway, and Lotus Quickr.

        To conclude, our team will recommend which soft wares are best suited for small to medium
sized businesses.




Table of Contents
Letter of Authorization ............................................................................................................................... 3
   Team Operating Agreement: .................................................................................................................. 6
   Team Roles ................................................................................................................................................ 7
   Presentation .............................................................................................................................................. 7
Executive Summary....................................................................................................................................... 8
Introduction .................................................................................................................................................. 9
Wikis and Blogs ............................................................................................................................................ 9
   Content Management and Workflow Control ........................................................................................... 9
   Advantages and Disadvantages of Wikis and Blogs ............................................................................... 10
Google Docs and Spreadsheets ................................................................................................................... 10
   Content Management and Workflow Control ......................................................................................... 10
   Advantages and Disadvantages of Google Docs and Spreadsheets ........................................................ 11
Microsoft Groove ........................................................................................................................................ 11
   Content Management and Workflow Control ......................................................................................... 11
   Advantages and Disadvantages of Microsoft Groove ............................................................................. 12
DeskAway ................................................................................................................................................... 12
   Content Management and Workflow Control ........................................................................................ 12
   Advantages and Disadvantages of DeskAway ........................................................................................ 13
Lotus Quickr ............................................................................................................................................... 13
   Content Management and Workflow Control ......................................................................................... 13
   Advantages and Disadvantages of Lotus Quickr ..................................................................................... 13
Recommendations ...................................................................................................................................... 14
Conclusion ................................................................................................................................................... 14
Pros and Cons of Each Software Table ........................................................................................................ 14
References .................................................................................................................................................. 15
   Academic................................................................................................................................................. 15
   Non-Academic ......................................................................................................................................... 15




Introduction
        As college students, we fully understand the importance of team work. Andrew Carnegie
once said, “Teamwork is the ability to work together toward a common vision. The ability to
direct individual accomplishments toward organizational objectives. It is the fuel that allows
common people to attain uncommon results” (Heart Quotes, n.d.). In fact, this project itself
would have been a near impossible endeavor had it not been for team work. In the following
report, team Scrappy Squirrels analyzes several soft wares used to help virtual teams collaborate
and work towards a common goal. We examined the positive and the negative features of Wikis
and Blogs, Google Docs and Spreadsheets, Microsoft Groove, DeskAway, and Lotus Quickr.


Wikis and Blogs
        A Wiki is “a piece of server software that allows users to freely create and edit webpage
contents using any web browser” and a blog is “a web application that allows individuals to
create and edit postings on a common webpage” (Wikis and Blogs n.d.); therefore, making these
two virtual tools one of the simplest online database tools that have changed the way virtual
teams approach tasks of producing and consuming information (Higdon, 2009). The
asynchronous- the major form of communication- nature of these tools allows for its usage to be
more productive amongst collaborative group members; therefore, making this software more
manageable.

Content Management and Workflow Control
         The ability to access and retrieve information from these “online diaries” (McGillicuddy
2006) without being directly in a group setting permits more efficient content management and
workflow efforts. Content management is defined as an “activity of requiring, collecting,
authoring/editing, tracking, accessing, and often delivering both structured and unstructured
digital information” (Cylogy n.d.). Wikis and blogs are easily managed through the basis of the
web and its information is visible at all times (with the posters permission) and contains a set of
organized pages that is primarily accessible through the web (Lightweight publishing 2008).
Different computer application software systems/ browsers that allow wikis and blogs help its
users to be able to adhere to the content management for creating and editing; however, it (Mawr
n.d.) cannot be ran effectively without some type of workflow control. Workflow control is
defined as “a business process that consists of a number of sequential structured/ partially
structured tasks performed in series or parallel by two or more individuals to reach a common
objective” (Wulong 2001). This means that in order to complete a particular job, certain tasks
are assigned specific procedural steps. For example, there are five basic steps to completing a
wiki/blog: Creating- figuring out what pertinent information to share, Publishing- placing content
for individuals to view, Retrieving- gathering information to review, Translating- interpreting
information gathered, and Updating- taking posted information and adding in any helpful
comments and tips (Lightweight publishing 2008). Due to the open-editing feature, anyone can
retrieve and provide constructive or destructive feedback on a particular posting and retrieve the
actual date and time of publication, also known as, a time stamp.

Advantages and Disadvantages of Wikis and Blogs
        Creating and Editing wikis and blogs are relatively simple. No prior usage or tutorials are
needed. In order to use this particular tool a user must locate an existing wiki or blog within a
web browser or blogging search engine and retrieve the wiki or blog of his/her choice. Once
locating a blog or wiki, to add comments and edit prior existing information an individual just
simply types their comment in a comment box provided, or clicks on an existing “edit” link and
posts their input. However, using this particular tool has a great number advantages and
disadvantages. Some of the advantages are: Allows for feedback and personal opinion, easy to
develop (McGillicuddy 2006), and it is egalitarian- anyone can participate (Farrell 2006). With
such ease and simplicity getting feedback on work completed is fast and efficient, it reveals the
exact date and time the posting has occurred and from whom it was posted by. Also, the
disadvantages are: Information received is not always accurate due to the numerous of readers
and posters (Mawr n.d.), users rely heavily on information given and often don’t take the time to
research information on their own.


Google Docs and Spreadsheets
        Google Docs are used a lot for virtual teams that have the need to collaborate effectively.
A Google Doc is a free word processor and spreadsheet with capabilities of creating
presentations. The purpose of Google docs is to be able to create and share work by using the
internet. Spreadsheets are computer applications that simulate paper worksheets made up of rows
and columns that consist of cells. The cells are capable to calculate formulas and correspond with
each other for better organization of a lot of information.

Content Management and Workflow Control
        One of the best features of Google Docs is its capability of communication. It is
accessible through the web which makes it easy to edit and share in real time from anywhere.
There is no set document type that is needed, so anyone can work straight from a desktop with
the capability to use multiple types of files. Email exchange of word processor documents with
tracked changes used to be the standard technique for collaborative writing (Eapen, 2007).
However web based tools like Google docs and Spreadsheets have made the process fast and
efficient (Eapen, 2007). The easy accessibility that Google docs provides makes the project
manager or group leader control the work flow of their team at a higher quality with the
organization this application provides.
       To use Google docs, a free Google account must be created. Any documents that are
wanted or needed on the internet for other people to collaborate on, needs to be uploaded to
avoid making multiple copies to send to everyone thorough their email. The key feature of
Google Docs allows the project manager to share a certain document with just the people they
choose and eliminates any copies so there is no confusion on what the updated document
contains. The previous versions of the updated document are saved to the document so they can
be compared easily. All the documents are updated in real time for more efficient collaborating.
The same process can also be done with spreadsheets and presentations. All the different
document types that are used can be saved to one place for easy access for all the members.

Advantages and Disadvantages of Google Docs and Spreadsheets
        Some of the disadvantages of using Google Docs could be with the sending of a lot of
documents from places like MS Word to Google Docs causing a few problems with formatting.
There also might need to be some training if someone is a first time user of Google Docs. Google
Docs enforces regular password usage for certain members to have access to documents, but
some really sensitive companies might still feel security is a problem.
        Google Docs have a lot of strengths that evolve around organization and accessibility. Its
interface is less cluttered than Zoho's and makes such tasks as inserting an image into a
document a more straightforward process (Hesseldahl, 2007). Google Docs allows the project to
flow more efficiently because it eliminates multiple copies and is accessible simply through the
internet. Collaborating together is easy because there is just one place to share any documents or
spreadsheets. Any files that are saved on Google Docs are saved securely and the only members
that are allowed to access any documents have to be invited from the project manager and will be
given a secure code to log in to the site. One of the key strengths is the advantages that Google
Docs provides can all be used for free and is considered very effective.


Microsoft Groove
        Microsoft Groove is a Microsoft product that serves as a virtual workspace for teams. It was first
released in the 2007 version of Microsoft’s Office software. With Microsoft Groove, teams can share
data, manage projects and hold meetings via internet. Once Microsoft Groove is installed, it is ready to
use. To operate the software, a personal computer and a working internet connection are all that is
necessary (Goodfellow, 2006).

        Microsoft Groove allows for asynchronous communication; meanings that all team
members do not have to be physically in the same room. The software has presence indicators in
order for team members to see where other members are and what they are working on. If there
is a change in location or project, other members are notified via the presence indicators. This is
beneficial because it cuts down on extraneous, potentially time-wasting communication to check
on the status of a project. There is also a chat feature in the software (Goodfellow, 2006).

        Content Management and Workflow Control
       For content management, Microsoft Groove has file sharing and a bulletin board. There
are several built-in options for content management. However, if a team member is unsatisfied
with an option, he or she can create his/her own option with minimal programming knowledge
(Goodfellow, 2006). In other words, programming libraries are also included so clients can build
their own applications (Mitchell). Microsoft Groove will update itself so it is in sync with what
is most recent. Team members can even work offline, and the work that they did will
automatically be synchronized with the rest of the data as soon as they are connected to the
internet again (InterDyn).

       Advantages and Disadvantages of Microsoft Groove
        Microsoft Groove is also very secure. It uses 192-bit encryption, which is the same as
what the government uses. Another perk is that it is relatively inexpensive. It would be a viable
option to purchase the software for clients so that everyone can easily be on the same page. With
the use of Microsoft Groove, one small firm claimed that employee satisfaction and production
increased, more clients with less employees, and a 15 percent increase in business (Goodfellow,
2006).
               There are, however, some disadvantages to Groove. It requires Internet Explorer
version 4 or higher. It also cannot be used on older computers with less than 400 Mhz or 64 megs
or RAM. It is also only available for Windows currently (Kerr, 2002).


DeskAway
        DeskAway is an interactive website that helps teams keep their projects organized and
minimize common problems that can occur during a team project. Desk Away is capable of
storing the project, has the ability to delegate and track progress of the projects, can control who
sees what information, and can give the project manager a full view of all project progress
(DeskAway n.d.).
        The website utilizes asynchronous communication and team members are able to
communicate at different times and different places such as email and blogging. One feature of
DeskAway that help emailing to become more effective is the websites ability to cut down the
clutter of everyone’s email such as spam and old information. Having a feature that helps
minimize the clutter helps teams’ collaboration to be more effective (Good, 2008).

Content Management and Workflow Control
        Another major component of collaboration is content management. A major feature of
DeskAway is that it can be used as the main storing location for the project and makes content
management easier because the project is all in one place. Depending on how much a company
or team wants to spend on DeskAway determines the storage memory and the number of users.
For example, DeskAway has a free trial version that can have up to 5 users and 25 MB of
memory and there is a $99/month version that can have an unlimited users and 25 GB of
memory. There are also options in between the free trial and $ 99/month versions that can better
suit companies depending on their needs. Another feature of DeskAway helps the project leader
to see the progress of the project in a consolidated form (DeskAway n.d.).
        When it comes to workflow control the website takes advantage of parallel workflow
control. There is a component in DeskAway that allows the members to make a list of the project
tasks and organize them based on their priority, and can be sent out all at once to every member
on the team. Team members also have the option of posting their findings on blogs and getting
feedback through comments.
Advantages and Disadvantages of DeskAway
        Strengths for the website is very secure, it is hosted by a company called RackSpace that
is a recognized leader in high end hosting, and has a firewall to prevent outside intruders from
getting any information (DeskAway n.d.). The project leader also has the capabilities of
determining what information about the project members are allowed to see, and is reliable
because of the daily back up feature that makes sure all your projects and information will be
there each time the team checks in. Some of the weaknesses for the website are not having the
option of synchronous communication. Another negative spot for DeskAway is the fact there is
no recurring function and in the free version you are limited to just three projects (Frison, 2008).


Lotus Quickr
Content Management and Workflow Control
Lotus Quickr is software by IBM thats main focus is for strong collaborators to achieve healthy
growth with one another while completing projects to their maximized capabilities. Lotus Quickr
contains such tools as content libraries, team places (place to create online places for projects and
teams), connectors (tool that helps one work without having to switch between work
applications), content repositories, templates, and personal file sharing. All of these tools are
great methods of group collaboration. In order to be able to use Lotus Quickr, one must have a
working computer with either Microsoft or Linux on x86 (IBM n.d.).
         IBM’s Lotus Quickr offers benefits such as working more effectively with project teams
and work groups, eliminating or reducing duplication of efforts and content inconsistencies, and
empowering teams to set up and manage their information and projects in a security-rich
environment without requiring IT assistance (IBM n.d.), which are also the company’s strengths.
It is also utilizes asynchronous communication. These are all key factors when searching for the
perfect team collaboration software.

Advantages and Disadvantages of Lotus Quickr
         The ability to empower teams to set up and manage their information and projects in a
security-rich environment without requiring IT assistance is one of their main benefits (IBM
n.d.). IBM completes this task by using their content repositories. The content management is
one factor that stood out about the Lotus Quickr software. For example, content repositories are
the places within the Lotus Quickr server where the library and team contents are stored. Most
teams overlook the security factor when it comes time to saving their projects, but while using
the Lotus Quickr software a team only has to worry about doing their best on a project and not if
the project itself is safe. The workflow control was not explained to well therefore making it one
of Lotus Quickr’s weaknesses.
       Wire says, “Being competitive in today's dynamic marketplace requires that businesses
have quick and easy access to important information and can share it across organizational,
geographic and application boundaries” (Wire 1).This means that having good team
collaboration gives businesses the upper hand in a pool of many others whose goals are similar.
Although this tool will be being used for a class project, it will have the same effect as though we
were a business. As Lewis Bergen said, “The ratio of We’s to I’s is the best indicator of the
development of a team” (HeartMath 2009).
Recommendations
         Small to medium businesses should implement either Microsoft Groove or Desk Away.
These programs are the easiest to manage, user friendly and require very little setup but still have
a lot of benefits that businesses can utilize. Both programs make it possible to complete projects
all through the internet making it very convenient for teams to collaborate even with members
that have hectic schedules. For content management, Microsoft Groove offers a variety of
options depending on your needs and if a group doesn’t like the content management options
listed in the program they can create their own. Both Desk Away and Microsoft Groove, allows
teams to save all project materials directly into the website so it makes it easier for every one to
be on the same page and find everything in one place. Both products are on secure and websites
and there is no fear about intruders getting access to information.
        The next steps for a group or company to implement this technology into their business
are simple; businesses would need to decide if either of the products meets all their needs. After
confirming whether Microsoft Groove or Desk Away suits their needs better, they would need to
go to the websites and sign up the business and users who will be using the product.


Conclusion
        Our hope is that through this report the business owner may choose the virtual team
software that is right for his/her company. We analyzed some very popular, mainstream tools,
but also some that may be less known. We appreciate the value and importance of team work,
and sincerely wish the best for all of your teams with these tools in all of their future projects. In
the chart below, the pros and cons of all the soft wares that we have evaluated are listed. This is
to further help you make an informed decision.


Pros and Cons of Each Software Table

Software                           Pros                               Cons
Wikis and Blogs                    Allows for feedback                Info may not be accurate
Google Docs and                    Eliminates unnecessary copies      Sending word files could
Spreadsheets                                                          cause formatting problems
Microsoft Groove                   Presence indicators                Only available for Windows
DeskAway                           Very secure                        No recurring function
Lotus Quickr                       Content repositories               Not much know about
                                                                      workflow control
References
Academic

Eapen, B. (2007, November). Collaborative writing: tools and tips. Indian Journal of
       Dermatology,Venereology & Leprology, 73(6), 439-441. Retrieved March 30, 2009, from
       Academic Search Complete database.

Goodfellow, B. (2006, December). In the groove. CPA technology advisor, 16(8), 16. Retrieved March
               29, 2009, from ABI/INFORM complete database.

Hesseldahl, A. (2007, August 13). Running it all of the web. Business Week. Retrieved March 30, 2009,
       from Academic Search Complete database.

Higdon, J & Topaz, C. (Spring 2009). Blogs and Wikis an instructional tools: A Social software
      Adaptation of just-in-time teaching. College Teaching, 57(2),105-1101. Retrieved March
      31, 2009, from Academic Search Complete Database
Mawr, B (n.d.). Wikis and blogs. Retrieved March 31 2009, from
      http://www.brynmawr.edu/etc/tips/wikisandblogs.shtml



Non-Academic

Bergen, L (n.d). Retrieved March 30, from http://www.heartquotes.net/teamwork-quotes.html


Chapman, C. (2008, September 21.) 270 Tools for running a business online.
      Retrieved March 31, 2009, from http://mashable.com/2008/09/21/270-online-business-tools/

Cylogy (n.d.). Retrieved March 31 2009; from http://www.cylogy.com/library/glossary.html
DeskAway (n.d.). Retrieved March 31, 2009, from http://www.deskaway.com/index.php


Farrell, J. A. (20096 March) Wikis blogs and other community tools in the enterprise. Retrieved
        March 9 2009, from http://www.ibm.com/developerworks/library/wa-wikiapps.html
Google Docs. (2009). Retrieved March 30, 2009, from http://www.google.com/google-d-s

/whatsnew.html


Good, R (2008, October 13.) Project management, shared calendar: Online Collaboration
       Tools. Retrieved March 31, 2009, from
       http://www.kolabora.com/news/2008/10/13/project_management_shared_calendar_online.htm
Lotus, Q.(2008). IBM. Retrieved March 30, from http://www-
       01.ibm.com/software/lotus/products/quickr/

Market Wire. (2007, January). IBM Lotus Quicker software transforms the way people share
      everyday business content. BNET business network. Retrieved March 31, from
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McGillicuddy, S. (25, April 06). Retrieved March 31 2009, from
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Microsoft Office Groove 2007(2007). Retrieved March 29, 2009, from
       http://www.interdynaka.com/solutions/office_groove.html.

Mitchell, B. (n.d.). Groove. Retrieved March 11, 2009, from
        http://compnetworking.about.com/library/glossary/bldef-groove.htm

Palinet Leadership Network. (26, December 08). Blogs and wikis, a lightweight publishing
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        ew
Wulong, T. (28, August 2001). Workflow. Retrieved March 31 2009, from
      http://searchcio.techtarget.com/sDefinition/0,,sid182_gci213384,00.html

				
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