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Prepared by: Leon Troeth – Manager, Identity and Messaging Services Jason Oakenfold – Project Manag

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 Manag

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  1. 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

  2. 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

  3. 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

  4. 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

  5. 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

  6. 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

  7. 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

  8. 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)

  9. 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)

  10. 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.

  11. 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

  12. 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

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