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Collaboration and the Use of
Online Collaborative Toolsets in the
Project Management Environment
A thesis submitted in fulfilment of the requirements for
the degree of Doctor of Philosophy
James J. Harley
B.A., G. Dip. (App. Sc. Museum Studies), M.App.Sc. (Museum Studies),
M.App.Sc (Project Management)
School of Property, Construction and Project Management
College of Design and Social Context
RMIT University
February 2009
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DECLARATION
I certify that except where due acknowledgement has been made, the work is that of the author alone;
the work has not been submitted previously, in whole or in part, to qualify for any other academic
award; the content of the thesis is the result of work which has been carried out since the official
commencement date of the approved research program; any editorial work, paid or unpaid, carried
out by a third party is acknowledged; and, ethics procedures and guidelines have been followed.
James J. Harley
25 February 2009
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ACKNOWLEDGEMENTS
The following people and organisations deserve my thanks and appreciation for their assistance
in this research.
• To Nick Blismas, my senior supervisor, for our long discussions about everything, as well
as the research. His assistance with the thesis layout and development of the drafts is
much appreciated;
• To Ron Wakefield, Head of School and co-supervisor, for continual support for the
project and assistance with the final drafts and weekend readings;
• To RMIT for its assistance with the project and in supporting me through the Australian
Postgraduate Award;
• To the staff of the Case organisations who were so generous with their time and
forthcoming with their views. Without them, this research could not have occurred. They
continually demonstrated support for the project and passion for project management;
• To my family – Louise my partner, without whom, little in life makes any sense. She
provided overwhelming support to me, especially in the proofing of the final document.
To my son Hector, for being forever understanding; to my daughter Harriet, for the gifts
of artwork that I would find on my work table; and to everyone at the Bluehouse – thank
you for your generous hospitality amid the many other activities happening in our lives.
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TABLE OF CONTENTS
DECLARATION ........................................................................................................................................................ ii
ACKNOWLEDGEMENTS ....................................................................................................................................... iii
SUMMARY ................................................................................................................................................................ 1
SECTION ONE ......................................................................................................................................................... 4
1. CHAPTER ONE................................................................................................................................................. 4
1.1 Background to the Research ............................................................................................................................... 4
1.2 Research Question .............................................................................................................................................. 8
1.3 Justification for the Research............................................................................................................................ 10
1.4 Methodology ..................................................................................................................................................... 11
1.5 Limitations and Key Assumptions ..................................................................................................................... 12
1.6 Outline of Report ............................................................................................................................................... 13
1.7 Definitions ......................................................................................................................................................... 16
1.8 Summary ........................................................................................................................................................... 17
SECTION TWO ....................................................................................................................................................... 18
2. CHAPTER TWO – Online Collaborative Toolsets ....................................................................................... 18
2.1 Introduction....................................................................................................................................................... 18
2.2 Online Collaborative Toolsets .......................................................................................................................... 20
2.2.1 Groupware ................................................................................................................................................. 22
2.2.2 Hosted Solutions ....................................................................................................................................... 24
2.2.3 Social Networking ..................................................................................................................................... 26
2.2.4 Blogs ......................................................................................................................................................... 29
2.2.5 Wiki ........................................................................................................................................................... 32
2.2.6 Teaching .................................................................................................................................................... 33
2.2.7 Adoption .................................................................................................................................................... 34
2.3 Gaps in Research .............................................................................................................................................. 36
2.4 Research Question One ..................................................................................................................................... 37
2.5 Summary ........................................................................................................................................................... 38
SECTION TWO ....................................................................................................................................................... 39
3. CHAPTER THREE – Project Management Environment .......................................................................... 39
3.1 The Project Management Environment ............................................................................................................. 39
3.2 Project Management Environment Types ......................................................................................................... 43
3.3 Project Management Environment Organisation Structure .............................................................................. 49
3.4 Online Collaborative Toolsets and Project Websites ........................................................................................ 52
3.5 Gaps in Research .............................................................................................................................................. 58
3.6 Research Question Two .................................................................................................................................... 59
3.7 Summary ........................................................................................................................................................... 60
SECTION TWO ....................................................................................................................................................... 61
4. CHAPTER FOUR – Collaboration ................................................................................................................ 61
4.1 Collaboration Theory ........................................................................................................................................ 62
4.1.1 Definitions ................................................................................................................................................. 62
4.2 Essential Elements of Collaboration ................................................................................................................. 66
4.2.1 Communication ......................................................................................................................................... 66
4.2.2 Trust and Respect ...................................................................................................................................... 68
4.2.3 Equality and Power ................................................................................................................................... 70
4.2.4 Strategic Alliances..................................................................................................................................... 71
4.2.5 Incentive and Value ................................................................................................................................... 73
4.2.6 Negotiation ................................................................................................................................................ 74
4.2.7 Interorganisational Knowledge Sharing .................................................................................................... 74
4.3 Success Factors ................................................................................................................................................. 77
4.4 Comparison of Cooperation, Coordination and Collaboration (3Cs) .............................................................. 79
4.5 Collaboration Scale .......................................................................................................................................... 85
4.6 Gaps in Research .............................................................................................................................................. 90
4.7 Research Question Three .................................................................................................................................. 91
4.8 Summary ........................................................................................................................................................... 92
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SECTION THREE .................................................................................................................................................... 95
5. CHAPTER FIVE – Methodology .................................................................................................................... 95
5.1 Introduction ....................................................................................................................................................... 95
5.2. Design ............................................................................................................................................................... 96
5.2.1 Justification for Research Design............................................................................................................... 96
5.2.2 Case Study Approach ................................................................................................................................. 98
5.2.3 Cases for Research ..................................................................................................................................... 99
5.3. Data Collection ............................................................................................................................................... 111
5.3.1 Questionnaire ........................................................................................................................................... 111
5.3.2 Interviews ................................................................................................................................................. 118
5.3.3 Documents ............................................................................................................................................... 121
5.3.4 Data Validity ............................................................................................................................................ 123
5.4 Ethical Considerations .................................................................................................................................... 127
5.5 Summary .......................................................................................................................................................... 129
SECTION FOUR ................................................................................................................................................... 131
6. CHAPTER SIX – Characteristics of Online Collaborative Toolsets .......................................................... 131
6.1 Introduction ..................................................................................................................................................... 131
6.2 Rationale .......................................................................................................................................................... 132
6.3 OCT Feature Description ................................................................................................................................ 136
6.3.1 Central File Repository (document management).................................................................................... 136
6.3.2 Task and Project List ............................................................................................................................... 137
6.3.3 Discussion List / Bulletin Boards / Blogs ................................................................................................ 137
6.3.4 Calendar and Schedule ............................................................................................................................. 137
6.3.5 Email Notification .................................................................................................................................... 138
6.3.6 Messages .................................................................................................................................................. 138
6.3.7 Project Dashboard .................................................................................................................................... 139
6.3.8 Security and Access Rights ...................................................................................................................... 139
6.3.9 Customised Forms and Templates ........................................................................................................... 140
6.3.10 Task Manager......................................................................................................................................... 140
6.3.11 Address Book ......................................................................................................................................... 140
6.3.12 Search..................................................................................................................................................... 140
6.3.13 Gantt Chart ............................................................................................................................................. 141
6.3.14 Library ................................................................................................................................................... 141
6.3.15 Data Export/Import ................................................................................................................................ 141
6.3.16 Collaboration Space / Central Ideas Area / Wiki ................................................................................... 142
6.3.17 Reports ................................................................................................................................................... 142
6.3.18 Chat ........................................................................................................................................................ 142
6.3.19 File to Task Attachments ....................................................................................................................... 142
6.3.20 RSS ........................................................................................................................................................ 143
6.3.21 Time Sheets ............................................................................................................................................ 143
6.3.22 Workflow ............................................................................................................................................... 143
6.3.23 Virtual Conference ................................................................................................................................. 143
6.3.24 Other Features ........................................................................................................................................ 144
6.4 Analysis of Case Online Collaborative Toolsets .............................................................................................. 145
6.4.1 Case Mapping .......................................................................................................................................... 145
6.4.2 3C Mapping ............................................................................................................................................. 146
6.5 Summary .......................................................................................................................................................... 149