Prepared by: Leon Troeth – Manager, Identity and Messaging Services
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Prepared by: Leon Troeth – Manager, Identity and Messaging Services Jason Oakenfold – Project Manager, Workgroup Collaboration Rollout Information Technology Services, Monash University 7 February 2007. Workgroup Collaboration Review and Rollout.

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Prepared by: Leon Troeth – Manager, Identity and Messaging Services

Jason Oakenfold – Project Manager, Workgroup Collaboration Rollout

Information Technology Services, Monash University 7 February 2007

Workgroup Collaboration Review and Rollout


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  • Agenda Services

  • Review of the Monash workgroup collaboration environment

    • History

    • Workgroup collaboration review

    • Overview of RFP process

    • Selection of IBM as preferred vendor

  • High Level Product and Project overview

    • Introduction to Lotus Notes

    • Overview of the Product Suite

    • Current Status

    • Next Steps


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  • Some background history.. Services

  • 2004? – Current Calendar product no longer supported by Sun

  • 18th February 2005 – 2nd unsuccessful calendar migration

  • Planned review of workgroup collaboration services brought forward

    • Previous review and rollout occurred from 1997 - 1999

  • March 2005 - Workgroup Collaboration Review initiated


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  • WCR - Terms of Reference Services

  • Consult a wide range of stakeholder groups regarding their requirements for workgroup collaboration services, including:

    • Email

    • Scheduling

    • Instant Messaging

    • Document Sharing

    • Collaboration groups, discussion forums

    • Mailing lists

    • Voice services (to the point that they can be integrated into other solutions)

    • Desktop based video conferencing

    • Web conferencing


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  • WCR Consultations and Requirements Services

  • Consultation sessions held during July-August 2005

    • Submissions received from around 300 staff

  • Key business issues identified:

    • Risk due to unsupported Calendar service

    • PDA synchronisation

    • Email quota problems due to email being used for document storage and transfer

    • Management of mailing lists

    • Lack of presence detection

    • Lack of corporate instant messaging solution

    • Lack of desktop video conferencing

    • Unable to share Calendar information with users who are not registered on the Calendar service


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  • Selection of Workgroup Collaboration Solution Services

  • Entire RFP process took one year

  • September 2005 – Requirements and RFP process initiated

    • RFP issued to the major vendors in the workgroup and collaboration market – IBM, Microsoft, Novell, Oracle and Sun

  • November 2005 – Vendors shortlisted to IBM, Microsoft and Oracle

  • December 2005 – July 2006 – Thorough review of vendor solutions

  • July 2006 – IBM solution selected, pending contract negotiations

  • 26th September 2006 – Contract signed with IBM


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  • Introduction to IBM Lotus Notes Services

  • IBM Lotus Notes is an integrated suite of collaboration tools, with a single point of access to frequently used resources such as Calendar, Email, Scheduling, Instant Messaging, Desktop Video Conferencing, PDA synchronisation and Team workspaces.

  • Product suite

  • Calendar

    • Offers calendar and scheduling capabilities, including centralized management of conference rooms and meeting resources such as audio-visual equipment


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Email Services

  • Send, receive and view emails from a desktop computer or over the web

  • Desktop Video Conferencing

    • Real-time collaboration with video, audio and document sharing.

  • Internet Phone

    • Make and receive phone calls from your computer

  • (uses the Monash network instead of traditional telephone lines)


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    Instant Messaging (Chat) Services

    • Provides instant access to people and information through three on demand concepts: Presence awareness, Instant Messaging and Web conferencing. Check to see if a colleague is online and ask questions through Instant Messaging. Or, schedule and attend on line meetings.

  • PDA Synchronisation

    • IBM lotus notes allows you to synchronize e-mail, calendar, tasks, contacts, and journal information with supported personal data assistants (PDA)


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    Team Workspace Services

    • Provides teams with a self-service workspace expressly designed for team collaboration. Instantly create secure work spaces on the web to reach consensus through discussions, collaborate on documents, and coordinate plans, tasks, and resources.

  • Current Project Status

    • IBM have drafted a detailed Design Specification. Monash has reviewed the draft Design Specification.

    • and provided feedback to IBM for inclusion and/or updates.


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    Next Steps Services

    • IBM to commence Proof of Concept (POC) build. Scheduled to commence in two weeks. Build time - Four weeks

    • Monash to commence application testing, finalise deployment strategy using the POC environment – 3 months

    • Deployment of production environment infrastructure

    • - currently targeted for early Q3 of 2007

    • Scheduled rollout to end users

    • - currently targeted to commence Q3 of 2007

  • Note: Point 3 and 4 will be determined by the outcomes of the proof of concept


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    More information Services

    Historical Workgroup Collaboration Review documentation

    http://www.its.monash.edu.au/projects/wcr/

    or email [email protected]

    Workgroup Collaboration Rollout related queries:

    Email [email protected]


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