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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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slide1

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

slide2

Agenda

  • 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
slide3

Some background history..

  • 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
slide4

WCR - Terms of Reference

  • 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
slide5

WCR Consultations and Requirements

  • 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
slide6

Selection of Workgroup Collaboration Solution

  • 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
slide7

Introduction to IBM Lotus Notes

  • 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
slide8

Email

    • 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)
slide9

Instant Messaging (Chat)

    • 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)
slide10

Team Workspace

    • 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.
slide11

Next Steps

    • 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
slide12

More information

Historical Workgroup Collaboration Review documentation

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

or email Leon.Troeth@its.monash.edu.au

Workgroup Collaboration Rollout related queries:

Email Jason.Oakenfold@its.monash.edu.au