The user needs – Report about the GAN-MVL user query and the evaluation

The user needs – Report about the GAN-MVL user query and the evaluation Markus Hodapp Universität Mannheim 6. Dezember 2005

Outline • Virtual teams • The GAN-MVL User Query • Evaluation • Further steps

GANMVL collaboration plans to: design and implement a new communication tool (MVL) to support collaborations in designing, constructing, prototyping and commissioning, troubleshooting, maintaining and optimizing accelerators The function of MVL is: to capture an activity as completely as possible by video, audio, measurement apparatus and accelerator controls to make this information available to a remote participant who then can contribute to the activity as much as possible minimizing the disadvantage of not being on site. 1. Aim of the project Collaboration in virtual teams

Teams are Institutionalized groups of employees Achieving interdependent tasks Virtual teams are Cooperating across spacial borders Cooperating across time borders Cooperating across organizational borders Interacting via IT 1. Virtual Teams – Conceptualization

Pros Overcoming spacial and time barriers Avoidance of travel expenses Timesaving Better access to the pool of experts Staffing the team by each members‘ competencies More expertise for achieving tasks More flexible adaptability to market conditions 1. Virtual Teams – The Pros and Cons

Cons Problems of time and space Teams working across big distances and time zones Minor accuracy and adequateness of transmission of equivocal messages Greater need and extend of autonomous regulation Less extend of commitment Less extend of identification with the team Problems of saliency Failure of the project‘s priorization Isolation of single persons need for managerial support Virtual Teams – The Pros and Cons

Virtual teams The GAN-MVL User Query Evaluation Further steps Outline

Goals Making the community aware of our work Assessing acceptability of MVL (as envisioned) Getting feedback about planned/missing features and their importance Pointing out issues which need to be regognized and properly taken care of (e.g. social/organizational challenges) Getting suggestions/ideas from provious related experiences … 2. GAN-MVL User Query - Goals

Structure of the User Survey Personal Data Experiences with Previous Collaborations Activities to be supported by MVL Cooperation with off-site Experts Elements of MVL Remote Access to Accelerator Benefit of MVL 2. GAN-MVL User Query - The User Survey

General Consideration Among the various categories of subjects, some professional categories were not adequately represented to draw significant conclusions Only 2 accelerator users, 3 managers, 3 technicians... Trust Users seem to have good previous experiences with trust in the professional background of the participating colleagues In some projects responsibilities weren‘t clearly defined 3. Evaluation - First Results

Communication Face-to-face and email communication are pervasively used and considered important Some use of audio / video communication, particularly by accelerator operators and physicists Synchronous text messaging (chat, instant messaging) practically not used In some cases, video / document / data sharing are used as forms of communication or to enhance communication 3. Evaluation - First Results

Previous Remote Collaboration Users‘ opinions on previous experiences involving forms of remote collaboration are mixed remote troubleshooting of equipment has already been experienced by a considerable number of users Remote access to equipment is perceived as needed for multi-institutions projects Users seem to be willing to use a special communication tool for remote collaboration, both as remote experts and as local users However, improving communication with respect to existing / used tools is perceived as very important 3. Evaluation - First Results

MVL Activities It is unclear if users can imagine how activities like assembly of accelerator equipment or equipment maintenance can be supported by MVL Users seem to perceive MVL as more useful in accelerator troubleshooting, tuning and general routine operations, and less useful in design and testing of new equipment There is a slight preference towards considering MVL as a not too ambitious and reasonable project Moreover, generally users seem to be willing to use MVL in their work 3. Evaluation - First Results

Remote Cooperation In principle, remote cooperation between experts and control room operators with MVL is perceiced as positive There are some concerns about not speaking the same native language Most users feel that there should be a face-to-face meeting on-site to get to know the accelerator and the staff there Observation of control room operators with cameras is perceived as problematic observation only by permission of the observed accelerators legal aspects in some countries 3. Evaluation - First Results

MVL Elements There is a preference towards a single tool integrating all or most needed elements In general, video, audio and mobility of the solution seem to be important 3-D audio is perceived by many participants as not important Many users seem to be interested in tools for synchronous collaboration. A well-designed and effective help function (either provided by the system or human experts) is perceived as an important aspect of the system 3. Evaluation - First Results

Safety Safety requirements and regulations would not forbid remote control of accelerators In general, safety is perceived as an issue However, according to users, the project should point out clearly what MVL will do with respect to safety on the accelerator site Simply allowing remote users to observe is not perceived as a good solution (too limiting?), but security / safety mechanisms are needed 3. Evaluation - First Results

Benefits Wider availability of experts (and generally, wider participation) is perceived as the greatest benefit Another ponted out aspect is the social benefits of reduced traveling Moreover, sense of ownership of systems is also perceived as a potential benefit In general, most users trust that MVL will be able to give them these benefits 3. Evaluation - First Results

Suggestions Must be easy to use Functionalities should be gradually added after evaluating testing with users Start with a set for identified important and reasonable functionalities Use standard technologies as much as possible 3. Evaluation - First Results

Integration of the employees Further interviews to get an insight on acceptance Use the knowledge of the affected employees Evaluation of the prototypes Detailed tests with users Feedback will result in further prototypes 4. Further Steps

Ball Packaging Europe Employee Survey 2004 Result Presentation22 April 2004 End

The user needs – Report about the GAN-MVL user query and the evaluation